BOARD MEETING DATE: February 6, 2004
AGENDA NO. 4
Execute Contract for Janitorial Service at Diamond Bar Headquarters
SYNOPSIS:
The current contract for Diamond Bar headquarters janitorial service expires February 29, 2004. On October 3, 2003, the Board approved release of an RFP to solicit proposals from firms interested in providing this service for the next three-year period. This action is to execute a contract with Diamond Contract Services, through February 28, 2007, for an amount not to exceed $792,000. Funding for this contract has been included in the FY 2003-04 Budget and will be requested in successive fiscal years.
COMMITTEE:
Administrative, January 16, 2004, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Chairman of the Board to execute a three-year contract with Diamond Contract Services for janitorial services.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
AQMD contracts with a janitorial service firm to provide routine janitorial services and supplies at the Diamond Bar headquarters. The current contract with Diamond Contract Services expires February 29, 2004. On October 3, 2003, the Board approved release of RFP #P2004-07 to solicit proposals from janitorial service firms interested in providing these services for the next three-year period.
Outreach
In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was placed in the following publications:
|
1. |
Antelope Valley Press |
10. |
Korea Central Daily |
19. | Precinct Reporter |
|
2. |
Black Voice News |
11. |
La Opinion |
20. |
Press Enterprise |
|
3. |
Chinese Daily News |
12. |
La Prensa Hispana |
21. | Rafu Shimpo |
|
4. |
Desert Sun |
13. |
La Voz Publications |
22. |
San Bernardino Sun |
|
5. |
Eastern Group Publications |
14. |
Los Angeles Daily News |
23. |
State of California Contracts |
|
6. |
El Chicano |
15. |
Los Angeles Sentinel |
Register |
|
|
7. |
El Informador |
16. |
Los Angeles Times |
24. | The Excelsior |
|
8. |
Inland Empire Hispanic News |
17. |
Orange County Register |
25. |
The Signal |
|
9. |
Inland Valley Daily Bulletin |
18. |
Philippine News |
26. | Wave Community Newspapers |
Additionally, potential bidders were identified from the Los Angeles County MTA and Caltrans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notice of the RFP was mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.
Proposal Evaluation
Three hundred and three copies of the RFP were mailed out and 65 vendors attended the mandatory bidders’ conference held on October 24, 2003. Thirty-nine proposals were received in response to the RFP when final bidding closed at 2:00 p.m. on November 7, 2003. Nineteen proposals were complete and met RFP requirements.
The panel evaluating proposals included a Director of Community Services with the City of Diamond Bar and two AQMD employees, including a Facilities Services Technician, and a Building Maintenance Supervisor. Of these three panel members, two are Caucasian and one is Hispanic; one is female and two are male.
The panel evaluated the 19 qualified and responsive proposals based on cost, understanding the requirements, contractor qualifications, and references regarding past experience. Attachment A summarizes scores of the qualified bids. Staff recommends the contract be awarded to Diamond Contract Services, the firm that submitted the highest-rated qualified bid. This firm has provided AQMD reliable and responsive service under the past two contracts and was recommended highly for services provided at other similar-sized governmental facilities where they have provided long-term janitorial services.
Resource Impacts
Sufficient funds in the amount of $88,000 are available in the approved FY 2003-04 Budget for the remainder of this fiscal year. Since this will be a three-year contract, continuing funding will need to be included in the budgets for each of the remaining fiscal years of the contract. Annual costs are $264,000 for FY 2004-05, $264,000 for FY 2005-06 and $176,000 for the eight months of the contract that fall within FY 2006-07.
Janitorial Service Evaluation Summary
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