BOARD MEETING DATE: February 2, 2007
AGENDA NO. 15

Execute Contract for Janitorial Services at Diamond Bar
Headquarters

SYNOPSIS: 

The current contract for Diamond Bar headquarters janitorial services expires February 28, 2007.  On October 6, 2006, 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 Santa Fe Building Maintenance through February 28, 2010, for an amount not to exceed $922,395.  Funding for this contract has been included in the FY 2006-07 Budget and will be requested in successive fiscal years.

COMMITTEE:

Administrative, January 12, 2007, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a three-year contract with Santa Fe Building Maintenance 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 28, 2007.  On October 6, 2006, the Board approved release of RFP #2007-09 to solicit proposals from janitorial service firms interested in providing these services for the next three-year period.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors.  Notice of the RFP has been 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/).  Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Proposal Evaluation

Two hundred and thirty-four copies of the RFP were mailed out and 42 vendors attended the mandatory bidders’ conference held on October 20, 2006.  Twenty-two proposals were received when final bidding closed at 2:00 p.m. November 7, 2006.  Nine proposals were complete and met RFP requirements.

The panel evaluating proposals included a Director of Community Services with the City of Diamond Bar and three AQMD employees—an Air Quality Specialist, a Building Maintenance Manager, and a Facilities Services Technician.  Of these four panel members, three are Caucasian and one is Hispanic; one is female and three are male.

The panel evaluated the nine qualified and responsive proposals based on criteria specified in the RFP, which included cost, understanding of the requirements, contractor qualifications, and references regarding past experience.  Attachment A summarizes scores of the qualified bids.  While WWC Window Cleaning of Los Angeles, which was rated second, submitted a lower-cost bid than the highest-rated company, the primary business of the company is window washing and the proposal did not indicate any janitorial experience at a building comparable in size to AQMD headquarters.  Staff recommends the contract be awarded to Santa Fe Building Maintenance, the firm that submitted the highest-rated qualified bid and that received excellent references for comparable public-sector janitorial services. 

Resource Impacts

Sufficient funds in the amount of $102,488 are available in the approved FY 2006-07 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 $307,465 for FY 2007-08, $307,465 for FY 2008-09, and $204,976 for the eight months of the contract that fall within FY 2006-07.

Attachment
Janitorial Services Bid Evaluation Summary

ATTACHMENT A

  JANITORIAL SERVICES

BID EVALUATION SUMMARY