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City of Pleasanton
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CITY CLERK
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AGENDA PACKETS
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2019
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090319
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10/1/2019 9:21:47 AM
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8/28/2019 4:05:14 PM
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CITY CLERK
CITY CLERK - TYPE
AGENDA REPORT
DOCUMENT DATE
9/3/2019
DESTRUCT DATE
15Y
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BACKGROUND <br />The custodial maintenance agreement for City facilities is managed by the Support <br />Services Division in the Operations Services Department. There are 27 buildings with <br />over 214,000 square feet of space that require daily cleaning and monthly, bi-monthly, <br />quarterly and bi-annual special services such as window washing, floor/carpet cleaning, <br />and deep cleaning. In addition, there are two alternate items included in the agreement, <br />the Park Restrooms and Museum on Main. There are 17 park restrooms that require 7 - <br />day service due to operational use. The Museum on Main is a City owned building, and <br />is responsible for cleaning the facility per the facility use agreement. The 2 -day custodial <br />services cost is included in the cost of the Imperial Maintenance agreement that is <br />reimbursed to the City by the Museum on Main. In addition to cleaning and special <br />services, the contractor is also be responsible for purchasing and delivering all <br />consumables (i.e. toilet paper, paper towels, soap, etc.) to each facility. <br />In the past several years, staff has seen an increase in costs for custodial services (see <br />chart below). In FY 2013/14, through a formal bid process, bids that were submitted <br />ranged from $185,000 to $436,800. The scope of work included the daily cleaning of 14 <br />buildings and additional services per request. In FY 2014/15, through formal bid <br />process, the winning bid was awarded an agreement for $525,000. The scope of work <br />included the daily cleaning of 26 buildings, 16 park restrooms, special services and the <br />cost of purchasing and delivering all consumables. The recent formal bid process <br />solicited bids from three contractors with costs ranging from $609,198 to $940,744. The <br />scope of work included 27 facilities, 17 park restrooms, special services, and the cost of <br />purchasing and delivering all consumables. The increased cost can be attributed to the <br />addition of two new facilities (Ponderosa Park restrooms and the Joint Police Service <br />Center), and increasing contractor costs (i.e. staff wages, supply and consumable costs, <br />and other overhead expenses). The lowest bid was disqualified due to irregularities in <br />the submittal materials and lack of responsiveness to the bid submittal requirements. <br />1,400,000 <br />1,200,000 <br />1,000,000 <br />800, 000 <br />600,000 <br />400,000 <br />200,000 <br />COST OF CUSTODIAL SERVICES <br />—♦—Custodial Services <br />FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 <br />Page 2 of 3 <br />
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