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HomeMy WebLinkAbout5/17/2000 - STAFF REPORTS (25) DATE: May 17, 2000 TO: City Council FROM: Director of Facilities and Procurement Manager AWARD BID FOR PROVIDING PARK RESTROOM MAINTENANCE SERVICE AT VARIOUS LOCATIONS WITHIN THE CITY OF PALM SPRINGS RECOMMENDATION: It is recommended that the City Council award Bid for Providing Park Restroom Maintenance Service (IFB 00-08) at various locations within the City of Palm Springs, at unit prices on file in the office of the City Clerk, to Desert Janitor Service, Palm Springs, California, for a total sum of all unit prices at an annual cost of $41,686.85, and award contract in a form acceptable to the City Attorney. Background: Throughout the term of the previous Parks Maintenance Agreement established in 1995, restroom maintenance activities have been the single highest source of complaints and service dissatisfaction on behalf of the Parks Contractor. Based upon this, staff investigated the cost of providing these services through a company that specializes in janitorial services with the belief that service levels will not only improve, but will remain at a considerably higher level throughout the term of the agreement. The Procurement Division solicited bids for providing Park Restroom Maintenance Service at various locations within the City of Palm Springs, advertising in the Desert Sun on March 181h and March 25", 2000. The Bid documents informed potential bidders that, in addition to Parks Restroom Maintenance Services being bid in IFB 00-08, janitorial contractors were given a list of Parks Maintenance contractors who had attended a mandatory pre-bid conference and were encouraged to bid as subcontractors to Parks Maintenance contractors (IFB 00-06) in addition to participating in the independent bid for restroom janitorial services. A copy of the advertisement was mailed directly to 86 janitorial firms and a Mandatory Pre-Bid Conference was conducted by the City on March 31 st, 2000. Representatives from five (5) firms attended the mandatory pre-bid conference. By the closing date of April 20, 2000, two (2) bids were received as follows: VENDOR ANNUAL AMT. BID Desert Janitor Co., Palm Springs, CA $41.686.85 Customized Cleaning Services, Cathedral City $127,830.00. Zka, AWARD OF BID FOR PROVIDING RESTROOM MAINTENANCE SERVICES DATE: May 17, 2000 Page: 2 The City's Standard Contract Services Agreement was distributed with the Bid documents and will serve as the basis for the Agreement. It is requested that City Council authorize the interim City Manager to execute the Agreement in a form acceptable to the City Attorney. Staff recommends that the Bid be awarded to Desert Janitor Company as the lowest responsible, responsive Bidder. However, should City Council award Parks Maintenance Service(IFB00-06)Schedule"A",which includes restroom maintenance,this staff report will be withdrawn by the Interim City Manager. If approved, it is anticipated that the contract will become effective July 3, 2000. Name and title of the principal officer is: John F. Lands, President Funds are available for this purpose in Account No. 00 1-2451-43240. OTT MIKE ELL HAROLD E. GOOD irector of Facilities Procurement Manager APPROVED: lae6�, City Manager REVIEWED BY 0t OF FINANCE Attachment: (1) Minute Order PROOF OF PUBLICATION This is space for County Clerk's Piling Stamp (2015.5.C.C.P) STATE OF CALIFORNIA County of Riverside- --------------------------------------------- I am a citizen of the United States and a resident of Proof of Publication of the County aforesaid;I am over the age of eighteen No.431 e years,and not a party to or interested in the 08 CITY OF PALM 00- SPRINGS above-entitled matter.lain the principal clerk of a NOTICE INVITING BIDS Sealed Bids wrl be received rural 4:00 p.m. Local, printer of the,DESERT SUN PUBLISHING ime, Ap" 20, 2000, for- T Providing park restroom maintenance/services COMPANY a newspaper of general circulation, for restrooms located in City Parks at various printed and published in the city Of Palm Springs, locations within Palm Springs in accordance with the "Specifications" contained in the Count of Riverside,and which newspaper has been IFBOO-08 (available upon request) for the City of yPalm Springs. adjudged a newspaper of general circulation by the at the office of the Procurement Manager, 3200 Tal, tz Canyon Drive, Palm Springs, CA, at which Superior Court Of the County Of Riverside,State of time they will be publicly opened and read. Said Bids will be referred to the City Council for consid- C'alifornia under the date Of March 24,I988.Case eration at their next reqqulaiiy scheduled meeting Number 191236;that the notice,Of which theWALKDATORY PRE--THROUGH OFB WORK IS OSITES:EPr ProspNCE ective annexed is a printed CO set in ]e net smaller bidders must attend a Pre-Bid Walk-Through of the P copy( �'1 work site and existing site conditions The Pre-Bid than non pariel,has been published in each regular Conference and Walk-Through will be held on Fri- day, March 31, 2000,from 9:30 A.M.to 12:30 P.M. and entire issue of said newspaper and not in any Participants will convene promptly at 9:15 A.M at the Palm Springs City Yard, 42 N Civic Drive, supplement thereof oil the following dates,t0 wit: Palm Spurr, CA to sign in. Failure of a Bidder to attend the Pre-Bid Conference and Walk-Through _ may render an yy subsequent bid as non-responsive March 1801 BID SF-CURITY: Each Bid shell be accompanied by a certified or cashier's check or approved Bid ______________________________________________________ Bond in the amount of 51,000, payable is the City of Palm Springs. No Bid will be considered unless it is made on farms supplied by the Qty. ------------------------------------------------------__________ Complete pliedspecifications may be obtained from the office of the Procurement Manager, 3200 Tahqultz Canyon Way, Palm Springs, CA 92262, or by tale- All in the year 2000 T 323-8239. henCity(o60a m Springs reserves the right to re- ject any or all Bids and to waive any informality of technical defect in a Bid. I certify(or declare)under penalty of perjury that the It is the responsibility of the Bidder to see that any Bid sent through the mail shall have sufficient time foregoing is trite and correct. to be received g by the Procurement Office prior to 22nd Bid opening time. Late Bids will be returned to the Bidder unopened. Mailing Address: City of Palm Dated at Palm Springs,California this-------------- Y day Springs, Office of Procurement Manager, P.O. Box 2r43, Palm Springs, CA 92263-2743. March The receiving time in the Procurement Office will be the governing time for acceptabdrtyy of Buds. of---------------------------------------2000 Telegraphic and telephonic Bids will no:be accept- ed. Is/Herold Marc Good, CPPO r r DatePr urm. Mart 00 PUB: March 18, 2000 Signature IFB 00-08 CITY OF PALM SPRINGS NOTICE INVITING BIDS Sealed Bids will be received until 4:00 p.m. Local Time, April 20, 2000, for: Providing park restroom maintenance/services for restrooms located in City Parks at various locations within Palm springs in accordance with the "Specifications" contained in the IFB00-08 (available upon request) for the City of Palm Springs. at the office of the Procurement Manager, 3200 Tahquitz Canyon Drive, Palm Springs, CA., at which time they will be publicly opened and read. Said Bids will be referred to the City Council for consideration at their next regularly scheduled meeting; MANDATORY PRE-BID CONFERENCE AND WALK-THROUGH OF WORK SITES: Prospective bidders must attend a Pre-Bid Walk-Through of the work site and existing facilities, which will be conducted by the City to acquaint the Bidders with existing site conditions. The Pre- Bid Conference and Walk-Through will be held on Friday, March 31, 2000, from 9:30 A.M.to 12:30 P.M. Participants will convene promptly at 9:15 A.M. at the Palm Springs City Yard, 425 N. Civic Drive, Palm Springs, CA to sign in. Failure of a Bidder to attend the Pre-Bid Conference and Walk -Through may render any subsequent bid as non-responsive. BID SECURITY: Each Bid shall be accompanied by a certified or cashier's check or approved Bid Bond in the amount of$1,000, payable to the City of Palm Springs. No Bid will be considered unless it is made on forms supplied by the City. Complete specifications may be obtained from the office of the Procurement Manager, 3200 Tahquitz Canyon Way, Palm Springs, Ca., 92262, or by telephoning (760) 323-8239. The City of Palm Springs reserves the right to reject any or all Bids and to waive any informality or technical defect in a Bid. It is the responsibility of the Bidder to see that any Bid sent through the mail shall have sufficient time to be received by the Procurement Office prior to Bid opening time. Late Bids will be returned to the Bidder unopened. Mailing Address: City of Palm Springs,Office of Procurement Manager, P. O. Box 2743, Palm Springs, CA 92263-2743. The receiving time in the Procurement Office will be the governing time for acceptability of Bids.. Telegraphic and telephonic Bids will not be accepted. HAROLD E. GOOD, CPPO Procurement Manager Date: March 14, 2000 Date Published in Desert Sun: March 18, 2000 MINUTE ORDER NO. APPROVING AWARD OF BID FOR PROVIDING PARK RESTROOM MAINTENANCE SERVICE AT VARIOUS LOCATIONS WITHIN THE CITY OF PALM SPRINGS TO DESERT JANITOR COMPANY, PALM SPRINGS, CA, AT THE UNIT PRICES ON FILE IN THE OFFICE OF THE CITY CLERK, TOTAL SUM OF ALL UNIT PRICES AT AN ANNUAL COST OF $41,686.85, AND AWARD CONTRACT IN A FORM ACCEPTABLE TO THE CITY ATTORNEY. I HEREBY CERTIFY that this Minute Order, approving award of Bid for providing park restroom maintenance service at various locations within the City of Palm Springs, CA, to Desert Janitor Company, Palm Springs, California, at the unit prices on file in the office of the City Clerk, total sum of all unit prices at an annual amount of $41,686.85, and award contract in a form acceptable to the City Attorney,was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 171h day of May, 2000.. PATRICIA A. SANDERS City Clerk