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HomeMy WebLinkAbout23- City Administrator CITY OF SAN BERNQ .DINO - REQUEST F( : COUNCIL ACTION From', FRED WILSON Subject: Authorization to advertise for Assistant City Administrator bids for maintenance painting De, services for all City facilities and custodial services at 9 Date: March 24 , 1994 City buildings. Synopsis of Previous Council action: 2/07/94 --- Council approved advertising for bids for water treatment and filter replacement HVAC maintenance services at City buildings. 12/06/93 -- Council authorized privatization pilot program involving contract for tree trimming services. 9/07/93 --- Council authorized privatization pilot program involving contract for park maintenance services. Recommended motion: 1 . That the Purchasing Agent be authorized to advertise for bids for maintenance painting services for all City facilities and for custodial services at 9 City buildings. 2 . That the City Administrator be authorized to transfer funding in the amount equal to the recommended low bid for maintenance painting services at all City facilities and custodial services for 9 City buildings from Facilities Maintenance Regular Salaries to Contractual Services. Signature Contact person: Fred Wilson Phone: 5122 Supporting data attached: Ward: FUNDING REQUIREMENTS: Amount: proposed savings to General Fund - - $9 , 200 Source: (Acct. No.) 001--325-53150 Acct. Description) Finance: Co Notes: 75-0262 Agenda Item No.A CITY. OF SAN BERNI MINO - REQUEST Fr Z COUNCIL ACTION STAFF REPORT As part of the FY 93/94 budget review, a number of options were presented to the Mayor and Council relative to balancing the budget. One of those options involved exploring the issue of privatization of City services where competitive markets existed. This recommendation was made with the understanding that privatization would be accomplished through attrition and would not involve layoffs. In order to explore this issue in more detail , a committee was established consisting of the Assistant City Administrator, City Treasurer, Public Works Director, Assistant Director of Public Services, Park Maintenance Superintendent and Facilities Manager. In addition, representatives of the SBPEA representing the Middle Management Employees bargaining unit and representatives of the SBCEA representing the General Employees bargaining unit have attended the meetings with this committee. The purpose of the committee is not only to consider privatization opportunities but also to look at ways of becoming entrepreneurial in the delivery of City services. The following pilot projects are currently underway: 1. Park Maintenance services were initially recommended to be evaluated on a pilot project basis for privatization. On September 7, 1993 , the Council authorized the Purchasing Agent to solicit bids for contract landscape maintenance services for five locations within the City totaling 17. 49 acres. These five locations in the past required the services of two park maintenance workers on a full time basis at an annual cost of $61, 000. A contract was awarded to Excel Landscaping on December 16, 1993 , in the amount of $23 , 800 for the first 6 months. This contract is currently underway and is being closely coordinated by the Parks and Recreation staff. 2 . Tree trimming services were also evaluated as a pilot project for privatization. On December 6, 1993, a contract amendment was awarded to West Coast Arborists to perform tree trimming services in residential areas. The contract amount was $70,700 and it represented funding from one vacant Tree Trimmer position and one vacant Lead Maintenance Worker position. This contract is also ongoing but the progress and quality of work performed to date is positive. 3 . Water treatment and filter replacement maintenance services for the heating and air conditioning equipment at various City buildings including City Hall, Police Station and Carousel Mall is the 3rd project underway. Q On February 7, 1994, Council authorized the solicitation of bids for this service. ]3.0264 a This service in the past has required the services of one Electrical and HVAC Mechanic on a full time basis at an annual cost of $41, 000. It was estimated that this contract could be performed at $32 , 000/yr. However, the actual costs will not be known until bids have been received. The 4th pilot project recommended for privatization is maintenance painting of City buildings. This activity was selected because of a number of factors including: (1) the existence of a competitive market; and (2) the City has successfully used contract maintenance services in this area in the past. In addition, there is currently a vacant Maintenance Painter position which is budgeted at an annual cost of $32 , 000/yr. Bid specs have been prepared which detail the scope of painting services to be provided. It is estimated that this contract could be performed at an annual cost of approximately $28, 800. The actual costs, however, will not be known until the bids have been received. Since this contract is a pilot project, it will be closely monitored for contract compliance so that a complete evaluation can be made at the end of the contract period. The 5th project recommended for privatization is custodial services for 9 City buildings listed in Attachment A. The City has used the services of part-time custodians in the past to accomplish this work. There are a number of vacancies in part-time custodians which will cover the cost of the contract. It is anticipated that the annual contract for custodial services will be approximately $29, 000/year. This compares to an annual cost of approximately $34, 000/year to hire part-time custodians. Other programs are also being evaluated at this time as candidates for privatization. Again, this approach will only be used in those areas where vacant positions exist. The committee is also evaluating other programs to privatize. As these evaluations are completed, recommendations will be made to the Mayor and Council to consider other programs for pilot projects for privatizing. Ck X� 1 J FRED WILSON XFac RER Assistant City Administrator ilitie Manager ATTACHMENT A SCOPE OF WORK Vendor is to provide custodial services to 9 City buildings as per the attached schedule. RELATIONSHIP OF THE PARTIES: Contractor does hereby state, represent and warrant that it is an independent contractor. In no event and under no circumstances shall contractor in the performance of its contractual obligation hereunder be deemed or considered to be acting as a servant, agent or employee of the company. Contractor agrees that it is solely responsible for all payments due, or to become due, to all its employees, or material supplies, including the withholding of appropriate taxes, compliance with any and all worker's compensation laws or similar employer obligations or requirements with respect to its employees. PERSONNEL: Contractor shall supply an adequate number of employees who have been trained and are competent to perform the services required hereunder. The personnel provided shall be supervised and directed by a foreman, who shall be trained and duly qualified to act in such capacity. All personnel shall be properly uniformed or suitably attired. Contractor agrees to maintain good order, and shall be responsible for the good behavior of its employee while on the premises. In the event that company, in the exercise of its reasonable discretion, shall deem an employee unacceptable, or unsatisfactory, contractor shall upon request of company remove such employee from the work force and shall supply as replacement thereof. All personnel shall be U.S. citizens or legal residents. SUPPLIES AND EQUIPMENT: Any and all supplies, equipment, uniforms and materials whatsoever, which may be necessary to perform the services required hereunder, shall be furnished by contractor at no additional cost or charge to company. All such material and supplies shall be of first quality only, and no additional charge shall be made by contractor for this requirement. COMPLIANCE WITH LAWS AND REGULATIONS: Contractor agrees to comply with all federal, state and local laws, ordinances, and rules and regulations in connection with the performance of its services and obligations under this contract. INSURANCE• Contractor shall provide proof of 1, 000, 000 - Liability Policy and Workers Compensation insurance prior to award of contract. LOCATIONS SQUARE FEET LEVEL OF SERVICE 1. Police Community Center 800 A 1584 W. Baseline 2 . Police Community Center 620 A 911 W. Kendall Drive 3 . Police Community Center 480 A 1332 W. 5th Street #108 4 . Police Community Center 820 A 1292 W. Mill Street 5. Delmann Heights Center 10, 280 B 2969 Flores 6. Johnson Hall 4, 215 B 960 Wilson Street 7. Lytle Creek Center 3, 896 A 380 S. "K" Street 8. Nicholson Center 5, 024 A 2737 W. 2nd Street 9. Campos Center 10,840 C 1700 W. 5th Street LEVELS OF SERVICE Service Level A - - - Frequency 3 times a week (Mon. Wed. Fri. ) Service Level B - - - Frequency 5 times a week (Mon. Wed. Fri. ) Service Level C - - - Frequency 2 times a week (Tue. & Thurs. ) All levels of service shall include the following: SERVICES PROVIDED EVERY VISIT: 1. Vacuum all carpeted areas. 2 . Dust mop and damp mop all hard surface floors including stairs. 3 . Clean all restrooms. This shall Include: a. ) Clean and disinfect wash basin, toilet bowels and urinals; b. ) Clean all metal and mirrors: c. ) Fill all dispensers; d. ) Empty all trash and replaced soiled liners; e. ) Remove splash marks fromaround and underneath urinals, sinks partitions; and, f. ) Sweep and mop all floors. 4 . Spot clean glass partitions and doors and wipe off kick marks. 5. Remove all trash and replace any soiled or torn liners. 6. Clean The Break Room. This shall Include: a. ) Wipe down all appliances; b. ) Clean counter tops, cabinets, walls, tables, and sinks; and, c. ) Vacuum and sweep and mop all floors. SERVICES PROVIDED DAILY CONTINUES: 7 . Dust desk and surrounding areas. 8. Empty and wipe out all ash trays, sift sand where needed. 9. Dust and wipe down all public counters. 10. Spot clean carpets 11. Clean and polish all Drinking Fountains. SERVICES PROVIDED WEEKLY: 1. Spot clean trash containers. 2 . Spot clean all light switches, file cabinets, walls, ect. 3 . Perform all low and high dusting. 4. Pour clean water down all floor drains. 5. Spray buff all hard surface waxed floors. SERVICES PROVIDED MONTHLY: 1. Vacuum all fabric covered upholstered furniture and draperies. 2 . Vacuum wall and ceiling vents and corners and edges of carpet. 3. Wash and clean all vinyl furniture. 4. Scrub and wax all hard surface waxed floors. 5. Clean and polish all furniture. 6. Wipe down all baseboards. 7. Wet mop all bare concrete floors. 8. Wash all first floor glass, interior and exterior. SERVICE PROVIDED QUARTERLY: 1. Wash all windows and partitions. 2. Spot clean walls. SERVICES PROVIDED SEMI-ANNUALLY: 1. Feather dust lighting fixtures. 2. Strip, seal and wax all hard surface waxed floors. © 4 C I T Y OF S A N B E R N A R D I N O INTEROFFICE MEMORANDUM - CITY ADMINISTRATOR'S OFFICE DATE: April 13 , 1994 TO: The Honorable Mayor and Common Council FROM: Fred Wilson, Assistant City Administrator SUBJECT: Maintenance Painting Services COPIES: Shauna Clark, City Administrator ------------------------------------------------------------------ At their meeting of April 4, 1994 , the Mayor and Common Council continued the matter of advertising for bids on maintenance painting services at all City buildings to obtain additional information relative to the number of buildings which will be maintained under this contract and whether the prevailing wage provision had to be followed in the contract. The attached listing clarifies the scope of work for maintenance painting services by listing the 51 City facilities for which the Facilities Management Division has painting responsibilities. The other information requested by Council pertained to the question of prevailing wage. Specifically, is there a requirement relative to prevailing wage being paid for maintenance painting? Resolution 90-358 , adopted in 1990, states the payment of prevailing wage pertains only to public works contracts and not maintenance work of this nature. FRED WILSON Assistant City Administrator FAW/md 0�23 MAINTENANCE PAINTING SERVICES FOR CITY FACILITIES The following is information to clarify the scope of work for maintenance painting services, first presented in the April 04, 1994 council meeting. The Facilities Management Division is charged with maintaining 142 facilities at varying levels of service. The division has painting responsibilities for the following 51 facilities: City Hall City Yard Bldg. 102 5 Level Parking Structure City Yard Bldg. 103 Carousel Mall City Yard Bldg. 111 Police Department City Yard Bldg. 112 Feldheym Library City Yard Bldg. 113 Rowe Library City Yard Bldg. 114 Villasenor Library City Yard Bldg. 115 5th Street Senior Center City Yard Bldg. 118 Norton North Animal Control Cemetery Fire Station No. 1 Communications Shop Fire Station No. 2 Perris Hill Plunge Fire Station No. 3 Perris Hill Ceramics Fire Station No. 4 Perris Hill Roosevelt Bowl Fire Station No. 5 Perris Hill Agape House Fire Station No. 6 Pistol Range Fire Station No. 7 Fiscalini Field Fire Station No. 8 Senior Center Fire Station No. 9 Delman Heights Center Fire Station No. 10 Delman Heights Pool Fire Station No. 11 Hernandez Center Nicholson Park Campos Center Park t Recreation Office Johnson Hall Boys t Girls Club Mill Center SBETA CID Lytle Creek Center Sturges Auditorium SCOPE OF WORK Vendor is to provide all labor and materials to perform maintenance painting of city buildings and facilities. Work is to be identified by Facilities Management Division, and all projects are to be overseen by this division. Painters are to be journeyman craftsmen or have four years of progressive experience in the painting trade. Maintenance Painting Services for City Facilities: Page - 2 Application of materials shall conform with current industry standards, as well as all local, state and federal regulations that apply. Clean up and disposal shall also comply with above regulations. Contract amount shall be evenly spread over the duration of the contract period. Vendor shall provide timely service, generally within 72 hours of notice to proceed. Typical painting projects would include: Offices Ceilings Restrooms Exterior walls Corridors The Davis Bacon Act and prevailing wage requirements should not have any bearing on this contract. This interpretation is based on resolution 90-358, which differentiates maintenance work from other public works projects in Section 2. A legal opinion on this difference has not been made to the best of my knowledge. There has been no cost savings analysis done in the City which compares in-house vs. contract painting. However, at California State University, San Bernardino, a comparison was done on this issue. The in-house painter averaged eight hours to move furniture, prep walls, paint and reset furniture. The contractor did the exact same job in two hours. The comparison was shared with the painting staff, who increased their productivity accordingly. This project is a pilot privatization project, implemented to help balance the budget. This project has been through the privatization committee, and will be funded by a vacant Maintenance Painter position. The program has been approved for a six month trial period. © 1 RESOLUTION NO. � ® 2 RESOLUTION OF THE CITY OF SAN BERNARDINO ASCERTAINING THE GENERAL PREVAILING RATES OF WAGES FOR PUBLIC PROJECTS OF SAID 3 CITY, AND RESCINDING RESOLUTION NO. 12846. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO, AS FOLLOWS: 5 SECTION 1 . That under and pursuant to Section 1770 of 6 the Labor Code of the State of California, the Director of 7 Industrial Relations of the State of California has determined 8 the general prevailing rates of per diem wages in the City of San 9 Bernardino for each craft or type of workman or mechanic; and the 10 Mayor and Common Council of the City of San Bernardino do make 11 the latest edition of said rates applicable to contracts for 12 public works projects of said City. 13 SECTION 2. The provisions of this resolution are • 14 applicable to contracts awarded by the Mayor and Common Council 15 16 of the City of San Bernardino for the construction of public works projects, except maintenance work. 17 18 SECTION 3 . Resolution No. 12846 is hereby rescinded. 19 20 21 22 23 a 24 � r" 25y 26 - / 27 28 8-06-90 RGH:rs runyy,; YXWECTS, AND RESCINDIN 2ES. NO. 12846 1 I HEREBY CERTIFY that the foregoing resolution was duly / 2 adopted by the Mayor and Common Council of the City of San 3 Bernardino at a meeting thereof, held on the 4Lday of � , 1990, by the following vote, to-wit: 5 Council Membe B: AYES NAYS ABSTAIN 6 ESTRADA v 7 REILLY 8 FLORES 9 MAUDSLEY r% 10 MINOR I1 POPE-LUDLAM 12 MILLER 13 14 oil � Marc 15 City C rk 16 The foregoing resolution is hereby approved this 17 day of 1990. 18 19 - Approved as to form `City of San Bernardino 20 and legal content: 21 James F. Penman City Attorney 22 23 By 24 25 26 27 28 8-06-90 _ 2 - CITY OF SAN BERN! IDINO - REQUEST F( 1 COUNCIL ACTION From: Fred Wilson, Asst . City Admin. Subject: Authorization to advertise for bids for maintenance painting Dept:. Administration services at all City facilities and custodial services at nine Date: April 13, 1994 City buildings Synopsis of Previous Council action: 4-4-94 Authorize to advertise for bids for maintenance painting services at all City facilities and custodial services at nine City buildings was continued to 4-18-94 . Recommended motion: 1. That the Purchasing Agent be authorized to advertise for bids for maintenance painting services for all City facilities and that the City Administrator be authorized to transfer funding in the amount equal to the recommended low bid from Facilities Maintenance Regular Salaries to Contractual Services. 2 . That the Purchasing Agent be authorized to advertise for bids for custodial services at nine City buildings and that the City Administrator be authorized to transfer funding in the amount equal to the recommended low bid from Facilities Maintenance Regular Salaries to Cont a t al Services. Signature Contact Fred Wilson, Asst . City Administrato 384-5122 person: hone: Supporting data attached: yes Ward: FUNDING REQUIREMENTS: Amount: Proposed savings to General Fund $9, 200 Source: (Acct. No.) 001-325-53150 (Acct. Description) Finance: Council Notes: 75-0262 Agenda Item No. CITY OF SAN BERNO RDINO - REQUEST Fr 'R COUNCIL ACTION STAFF REPORT As part of the FY 93/94 budget review, a number of options were presented to the Mayor and Council relative to balancing the budget. One of those options involved exploring the issue of privatization of City services where competitive markets existed. ,his recommendation was made with the understanding that privatization would be accomplished through attrition and would not involve layoffs. In order to explore this issue in more detail , a committee was established consisting of the Assistant City Administrator, City Treasurer, Public Works Director, Assistant Director of Public Services, Park Maintenance Superintendent and Facilities Manager. In addition, representatives of the SBPEA representing the Middle Management Employees bargaining unit and representatives of the SBCEA representing the General Employees bargaining unit have attended the meetings with this committee. The purpose of the committee is not only to consider privatization opportunities but also to look at ways of becoming entrepreneurial in the delivery of City services. The following pilot projects are currently underway: 1. Park Maintenance services were initially recommended to be evaluated on a pilot project basis for privatization. On September 7 , 1993 , the Council authorized the Purchasing Agent to solicit bids for contract landscape maintenance services for five locations within the City totaling 17 . 49 acres. These five locations in the past required the services of two park maintenance workers on a full time basis at an annual cost of $61, 000. A contract was awarded to Excel Landscaping on December 16, 1993 , in the amount of $23 , 800 for the first 6 months. This contract is currently underway and is being closely coordinated by the Parks and Recreation staff. 2 . Tree trimming services were also evaluated as a pilot project for privatization. On December 6, 1993, a contract amendment was awarded to West Coast Arborists to perform tree trimming services in residential areas. The contract amount was $70, 700 and it represented funding from one vacant Tree Trimmer position and one vacant Lead Maintenance Worker position. This contract is also ongoing but the progress and quality of work performed to date is positive. 3 . Water treatment and filter replacement maintenance services for the heating and air conditioning equipment at various City buildings including City Hall , Police Station and Carousel Mall is the 3rd project underway. On February 7 , 1994 , Council authorized the solicitation of bids for this service. '5 0264 This service in the past has required the services of one Electrical and HVAC Mechanic on a full time basis at an annual cost of $41, 000. It was estimated that this contract could be performed at $32 , 000/yr. However, the actual costs will not be known until bids have been received. The 4th pilot project recommended for privatization is maintenance painting of City buildings. This activity was selected because of a number of factors including: (1) the existence of a competitive market; and (2) the City has successfully used contract maintenance services in this area in the past. In addition, there is currently a vacant Maintenance Painter position which is budgeted at an annual cost of $32 , 000/yr. Bid specs have been prepared which detail the scope of painting services to be provided. It is estimated that this contract could be performed at an annual cost of approximately $28 , 800. The actual costs, however, will not be known until the bids have been received. Since this contract is a pilot project, it will be closely monitored for contract compliance so that a complete evaluation can be made at the end of the contract period. The 5th project recommended for privatization is custodial services for 9 City buildings listed in Attachment A. The City has used the services of part-time custodians in the past to accomplish this work. There are a number of vacancies in part-time custodians which will cover the cost of the contract. It is anticipated that the annual contract for custodial services will be approximately $29, 000/year. This compares to an annual cost of approximately $34, 000/year to hire part-time custodians. Other programs are also being evaluated at this time as candidates for privatization. Again, this approach will only be used in those areas where vacant positions exist. The committee is also evaluating other programs to privatize. As these evaluations are completed, recommendations will be made to the Mayor and Council to consider other programs for pilot projects for privatizing. l FRED WILSON IM SHARER Assistant City Administrator Facilities Manager ATTACHMENT A SCOPE OF WORK Vendor is to provide custodial services to 9 City buildings as per the attached schedule. RELATIONSHIP OF THE PARTIES: Contractor does hereby state, represent and warrant that it is an independent contractor. In no event and under no circumstances shall contractor in the performance of its contractual obligation hereunder be deemed or considered to be acting as a servant, agent or employee of the company. Contractor agrees that it is solely responsible for all payments due, or to become due, to all its employees, or material supplies, including the withholding of appropriate taxes, compliance with any and all worker's compensation laws or similar employer obligations or requirements with respect to its employees. PERSONNEL: Contractor shall supply an adequate number of employees who have been trained and are competent to perform the services required hereunder. The personnel provided shall be supervised and directed by a foreman, who shall be trained and duly qualified to act in such capacity. All personnel shall be properly uniformed or suitably attired. Contractor agrees to maintain good order, and shall be responsible for the good behavior of its employee while on the premises. In the event that company, in the exercise of its reasonable discretion, shall deem an employee unacceptable, or unsatisfactory, contractor shall upon request of company remove such employee from the work force and shall supply as replacement thereof. All personnel shall be U.S. citizens or legal residents. SUPPLIES AND EOUIPMENT: Any and all supplies, equipment, uniforms and materials whatsoever, which may be necessary to perform the services required hereunder, shall be furnished by contractor at no additional cost or charge to company. All such material and supplies shall be of first quality only, and no additional charge shall be made by contractor for this requirement. COMPLIANCE WITH LAWS AND REGULATIONS: Contractor agrees to comply with all federal, state and local laws, ordinances, and rules and regulations in connection with the performance of its services and obligations under this contract. r g INSURANCE: Contractor shall provide proof of 1, 000, 000 - Liability Policy and Workers Compensation insurance prior to award of contract. LOCATIONS SQUARE FEET LEVEL OF SERVICE 1. Police Comm--_nity Center 800 A 1584 W. Baseline 2. Police Community Center 620 A 911 W. Kendall Drive 3. Police Community Center 480 A 1332 W. 5th Street #108 4 . Police Community Center 820 A 1292 W. Mill Street 5. Delmann Heights Center 10,280 B 2969 Flores 6. Johnson Hall 4, 215 B 960 Wilson Street 7 . Lytle Creek Center 3,896 A 380 S. "K" Street 8. Nicholson Center 5, 024 A 2737 W. 2nd Street 9. Campos Center 10,840 C 1700 W. 5th Street LEVELS OF SERVICE Service Level A - - - Frequency 3 times a week (Mon. Wed. Fri. ) Service Level B - - - Frequency 5 times a week (Mon. Wed. Fri. ) Service Level C - - - Frequency 2 times a week (Tue. & Thurs. ) All levels of service shall include the following: SERVICES PROVIDED EVERY VISIT: 1. Vacuum all carpeted areas. 2 . Dust mop and damp mop all hard surface floors including stairs. 3 . Clean all restrooms. This shall Include: a. ) Clean and disinfect wash basin, toilet bowels and urinals; b. ) Clean all metal and mirrors: c. ) Fill all dispensers; d. ) Empty all trash and replaced soiled liners; e. ) Remove splash marks fromaround and underneath urinals, sinks partitions; and, f. ) Sweep and mop all floors. 4 . Spot clean glass partitions and doors and wipe off kick marks. 5. Remove all trash and replace any soiled or torn liners. 6. Clean The Break Room. This shall Include: a. ) Wipe down all appliances; b. ) Clean counter tops, cabinets, walls, tables, and sinks; and, c. ) Vacuum and sweep and mop all floors. SERVICES PROVIDED DAILY CONTINUES: 7 . Dust desk and surrounding areas. 8. Empty and wipe out all ash trays, sift sand where needed. 9. Dust and wipe down all public counters. 10. Spot clean carpets 11. Clean and polish all Drinking Fountains. SERVICES PROVIDED WEEKLY: 1. Spot clean trash containers. 2 . Spot clean all light switches, file cabinets, walls, ect. 3 . Perform all low and high dusting. 4 . Pour clean water down all floor drains. 5. Spray buff all hard surface waxed floors. SERVICES PROVIDED MONTHLY: 1. Vacuum all fabric covered upholstered furniture and draperies. 2 . Vacuum wall and ceiling vents and corners and edges of carpet. 3 . Wash and clean all vinyl furniture. 4 . Scrub and wax all hard surface waxed floors. 5. Clean and polish all furniture. 6. Wipe down all baseboards. 7. Wet mop all bare concrete floors. 8 . Wash all first floor glass, interior and exterior. SERVICE PROVIDED QUARTERLY: 1. Wash all windows and partitions. 2 . Spot clean walls. SERVICES PROVIDED SEMI-ANNUALLY: 1. Feather dust lighting fixtures. 2. Strip, seal and wax all hard surface waxed floors.