HomeMy Public PortalAbout2020-05-26 Item 7CITY COUNCILAGENDA REPORTTv0%^<.•^'"ssfl%FOCITY OF MILLBRAE621 Magnolia AvenueMillbrae, CA 94030SUBJECT: Resolution Awarding Janitorial ServicesContract to MBC Custodial Services, Inc.(MBC) in the Amount of $151,235,authorizing the City Manager or his designeeto execute the subject contract for up to ThreeOne-Year Options at an Annual Cost of$151,235 Plus an Annual Escalator Based onthe San Francisco Bay Area Consumer PriceIndex and execute contract change orders upto the contingency amount of $20,000Report No. ^ ^6$For Agenda of: May 26, 2020Department: Public WorksATTACHMENTS: ResolutionOriginator: Jane KaoApproved: /^^-Budget ActionYes:No: XCA'Finance Review:REPORT TYPE: ACTION X INFORMATIONALITEM TYPE: CONSENT X PUBLIC HEARING EXISTING BUSINESS NEW BUSINESSRECOMMENDATION:Staff recommends that the City Council adopt a resolution:(1) awarding the Janitorial Sei-vices 2020-2021 Contract (Contract) to the lowest, responsive andresponsible bidder, MBC Custodial Ser/ices, Inc. (MBC), in the amoimt of $151,235 beginning onJuly 1, 2020 and ending on June 30, 2021; and(2) authorizing the City Manager to execute an agreement with MBC for the subject contract for up tothree one-year options at an annual cost of $151,235 plus an annual escalator based on the SanFrancisco Bay Area Consumer Price Index; and(3) Execute contract change orders up to the contract contingency amount of $20,000 for the term ofthe agreement, including option years.BACKGROUND:The City's current janitorial services contractor, Central Maintenance has been providing janitorialservices to all City facilities since January 1, 2019. The existing janitorial services contract with CentralMaintenance will end on June 30,2020.On March 7, 2020, the City published a Notice to Bidders to solicit bids for the City-wide janitorialservices. On March 12, 2020, the City conducted a mandatory pre-bid conference which included jobsitevisits, giving potential bidders the opportunity to become familiar with the facilities included in the bid.Janitorial services in the bid included the following locations: City Hall Campus, Millbrae Police Bureau,including the Chetcuti Community Room, Fire Station No. 37, Millbrae Library, Interim CommunityCenter, Millbrae Museum and Public Works Corporation Yard.Page 1 of 216556519.2
On May 5, 2020, the City received three (3) bids through electronic submittal. The result of the bidopening is as follows:BidderBid AmountMBC Custodial Services, Inc.*Imperial Maintenance ServicesKarla's Janitorial Service$151,235$168,048$205,896* Did not attend mandatory pre-bid meetingStaff recommends that the City Council award the Contract to the lowest, responsive and responsiblebidder, MBC, in the amount of $151,235.MBC will begin providing janitorial services to all City facilities beginning on July 1, 2020 through June30, 2021. If the services are acceptable to the City, the City can exercise its option(s) to renew the subjectcontract for three (3) additional one-year terms for $151,235 annually with annual inflationary increasebased on San Francisco Bay Area Consumer Price Index.Staff also recommends the City Council establish a contingency in the amount of $20,000 (approximately15%) for the duration of the contract term, including option years, to address any unforeseen and/oradditional work required.FISCAL IMPACT:The Contract as well as work will be executed and completed in Fiscal Year 2020 - 2021 (FY21). Fundswill be budgeted in the upcoming FY21 operating budget. The Contract will be executed upon CityCouncil adoption of the FY21 budget.COUNCIL ACTION:Adopt a resolution:(1) Awarding the Janitorial Services 2020-2021 Contract (Contract) to the lowest, responsive andresponsible bidder, MBC Custodial Services, Inc. (MBC), in the amount of $151,235 beginning onJuly 1, 2020 and ending on June 30, 2021; and(2) Authorizing the City Manager to execute an agreement with MBC for the subject contract for upto three one-year options at an annual cost of $151,235 plus an annual escalator based on the SanFrancisco Bay Area Consumer Price Index;and(3) Execute contract change orders up to the contract contingency amount of $20,000, for the term ofthe agreement, including option years.Page 2 of 216556519.2
CITY OF MILLBRAE, COUNTY OF SAN MATEOSTATE OF CALIFORNIA***RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MILLBRAEAWARDING A JANITORIAL SERVICES CONTRACT TO MBC CUSTODIALSERVICES INC. IN THE AMOUNT OF $151,235; AUTHORIZING THE CITYMANAGER OR HIS DESIGNEE TO EXECUTE THE SUBJECT CONTRACTFOR UP TO THREE ONE-YEAR OPTIONS AT AN ANNUAL COST OF $151,235PLUS AN ANNUAL ESCALATOR BASED ON THE SAN FRANCISCO BAYAREA CONSUMER PRICE INDEX AND EXECUTE CONTRACT CHANGEORDERS UP TO THE CONTINGENCY AMOUNT OF $20,000WHEREAS, the City issued a Notice to Bidders on March 7, 2020 soliciting bidsfor City-widejanitorial services; andWHEREAS, on March 12, 2020 the City conducted a mandatory pre-bidconference including job site visits so potential bidders could become familiar with thefacilities included in the bid; andWHEREAS, on May 5, 2020, the City received three (3) bids through electronicsubmittal; andWHEREAS, following evaluation of the bids, staff recommends awarding theJanitorial Services Contract to MBC Custodial Services Inc. in the amount of $151,235 forservices starting July 1, 2020 through June 30, 2021; andrWHEREAS, if the services are acceptable by the City, the City may exercise up tothree one-year options at an annual cost of $151,235 with annual escalator based on theSan Francisco Bay Area Consumer Price Index; andWHEREAS, staff also recommends the City Council authorizes the City Manageror his designee to execute contract change orders for up to $20,000 for the term of theagreement including option years (approximately 15% of the contract amount) to addressany unforeseen and/or additional work required.NOW, THEREFORE BE IT RESOLVED THAT THE CITY COUNCIL OFTHE CITY OF MILLBRAE hereby awards the Janitorial Services Contract to MBCCustodial Services, Inc. in the amount of $151,235 for services between July 1, 2020through June 30, 2021; and16556527.2
BE IT FURTHER RESOLVED THAT THE CITY COUNCIL OF THE CITYOF MILLBRAE authorizes the City Manager to execute contract change orders up to thecontract contingency amount of $20,000 for the term of the agreement, including optionyears, for any unforeseen work; andBE IT FURTHER RESOLVED THAT THE CITY COUNCIL OF THE CITYOF MILLBRAE authorizes the City Manager to execute up to three one-year options atan aiinual cost of $151,235 plus an aiinual escalator based on the San Francisco Bay AreaConsumer Price Index if deemed in the best interest of the City, subject to satisfactoryperformance by the contractor.REGULARLY PASSED AND ADOPTED this 26th day of May, 2020.MayorATTEST:City Clerk16556527.2