Resolution 2021-037 authorizing the City Administrator to execute Amendment No. 5 with Pureserve Building Services, Inc., extending the existing janitorial services contract through December 31, 2021 for a fee of $97,000, plus a supplemental services contingency of $5,000, for a not-to-exceed total of $102,000

In 2015, the City issued a Request for Proposals to janitorial contractors to clean six (6) City-owned buildings and seven (7) restroom facilities, and furnish cleaning supplies and consumables, such as trash bags, soap, paper towels, etc. Six proposals were received, and the two most qualified firms were interviewed by a selection committee.

The Committee recommended a firm starting in Fiscal Year 2015/16. However, after the City Council awarded a contract, the firm did not meet the required cleaning specifications, and their contract was terminated. The next best qualified firm was then known as Proserve Facility Service. The City Council awarded Proserve a 2-1/3 year professional services agreement, effective March 2016 and ending June 30, 2018, with the option of extending the term up to three more fiscal years. Due to good performance, the City did elect to extend their contract through the subsequent three (3) fiscal year term which expired on June 30, 2021. During this time, the firm was re-named Pureserve Building Services, Inc.(Pureserve).

 Staff drafted a new RFP for janitorial services which will be based on the updated professional services agreement, enhanced enforcement tools for inadequate performance, and improved services and consumables based on "lessons learned" over the past five (5) years. Unfortunately, the lack of staff resources resulting from budget reductions due to Covid-19, caused this RFP to fall well behind schedule. Without an interim contract extension with Pureserve, janitorial services would cease.

The scope of services includes six days a week cleaning at the Police Station, twice weekly cleanings at City Hall, Harrison Memorial and Park Branch Libraries, and weekly cleanings at Public Works and the Vista Lobos facility. Also included are daily cleanings at public restrooms at Del Mar, Devendorf Park, Scenic/Santa Lucia, First Murphy Park, Forest Hill Park (2), and Piccadilly Park, some cleaned multiple times per day during peak summer season. The City and Contractor share a web-based reporting tool to track work completed and performance quality. A budget for supplemental services has proven to be a useful tool in the past to quickly increase cleaning frequencies, particularly during holiday and summer weekends, and special events.

In June 2020, when the City budget was facing a significant shortfall of revenue, Pureserve agreed to reduce their fee by 14%, from a FY 2019/20 budget of $231,587 down to a budget of $198,349 for FY 2020/21, while only trimming the frequency of cleaning services in certain buildings. Very few complaints were generated by this trimmed level of service, and therefore, the trimmed level of service should remain for the six month extension. Pureserve is now requesting a modest, and reasonable, 3% increase in monthly fees (from the discounted rates) for this six-month extension.

The adopted Budget for Fiscal Year 2021/22 included $225,000 for janitorial services in the Public Works Facility Maintenance contractual services account. The re-negotiated monthly rate, with a 3% increase, of $16,166.67 per month, would be $97,000 over the six month extension. A 5% contingency of $5,000 is requested, for a not-to-exceed  total fee of $102,000. There are sufficient funds to cover this six month extension of the Purserve contract. 

The balance of the budget ($225,000 - $102,000) of $123,000 would remain available for the new janitorial services contract effective January 1, 2022.

In 2015, Council adopted Resolutions 2015-046 and 2015-110, awarding the base, 2-1/3 year janitorial services contract to Proserve Facility Services (now known as Pureserve Building Services).