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FM No. 6.515
CITY OF SAN Bl!RNARDINO - REQUEST FOR COUNCIL~
From: Roger G. Hardgrave REC'O,-MlHIM. Qttlect: Report of Bids -- Providing Custodial
Services for Various Public 8uildings
Dept: Public Works/Public Build_~UG 27 All 10' 21 Throughout the City, per Plan No. 7021
Date: 8-26-86
Synopsis of Previous Council action:
May, 1986 -- Requested that a Request for Proposals, for contracting out custodial
services for various public buildings throughout the City, be prepared,
and that it be reviewed by one of the Chamber of Commerce Committees.
./
RecommeR':led motion:
That the Report of Bids for providing custodial services
for various Public Buildings throughout the City, in
accordance with Plan No. 7021, be referred to the Ways
and Means Committee for review and development of a
recommendation on contracting out custodial services.
cc: Ray Schweitzer
Warren Knudson
Wayne Overstreet
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Signature '1>
Contact person:
Wavne Overstreet
Phone:
5244
All
Supporting data attached: Report &.Jabulation of Bids
Ward:
FUNDING REQUIREMENTS:
Amount: N/A
Source :
Finance:
Council Notes:
Agenda Item No. ( TO ,
75.0262
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CI~ OF SAN BERNARDGlO - REQUIOT FOR COUNCIL ~ON
STAFF REPORT
Page 1 of 3
Bid documents for providing custodial services were prepared in response
to a request by the Mayor and Council. These documents were reviewed by Mr.
Gary James, Chairman of the Chamber of Commerce's Governmental Relations Com-
mittee. .
Bids for providing these services were opened at 2:00 p.m. on 8-12-86.
The 41 public buildings were grouped into 11 distinct bid schedules.
Bidders could submit a bid on any or all of the schedules. Similar facilities
were grouped into bid schedules. For example, the 7 conmunity centers were
Schedule No. VI, the 3 branch libraries were Schedule No. XI, etc. This pro-
cedure allowed smaller contractors an opportunity to participate in the
bidding process.
Bidders were required to be pre-qualified by the Public Buildings Super-
intendent and to include a bid bond in the amount of 10% of their bid price.
The successful bidder(s) will be required to file Payment and Faithful Perform-
ance Bonds, and insurance certificate.
Three bids were received. Only 1 bidder (Aerial Service Corp.) submitted
a bid for all 11 schedules.
Prices in the bid from American Building Maintenance are monthly, in lieu
of annual as stipulated in the bid documents. These prices have been extended
to an annual basis for comparison.
Bid prices are from 7-1-86 to 6-30-86, in order to allow for easy com-
parison with amounts budgeted in the 1986-87 Fiscal Year. Payments will be
prorated from the time work is actually started by the contractor(s).
The attached Report of Bids lists the low bidder for each of the 11
schedules. The aggregate total of all low bid prices is $519,224.20.
In addition to the bid prices, there will be additional costs for
monitoring the contract(s). The total estimated costs for this function is
$181,755.
It is envisioned that monitoring will be done by the existing super-
visory personnel. These personnel would monitor the contract(s) in lieu of
providing supervision and personnel administration for the full and part-time
City employees. Therefore, the estimated costs for monitoring the contract(s)
will be the same as for providing supervision.
The number of hours required for monitoring each contract has been
estimated. These estimates are based upon exposure to liability and .accessi-
bility to the public. The estimate for Schedule No. I, Centra1 City Mall, is
high due to the heavy usage by the public and the City's risk factor if spills
are not promptly cleaned up.
7&.0264
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CITY OF SAN BERNARDINO -
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RBQUBST FOR COUNCIL ACTION
STAFF REPORT
Page 2 of 3
listed below are typical tasks that will be performed by the supervisory
personnel to insure compliance with the contract requirements:
1. Inspect buildings daily to verify performance of specified items
of work.
2. Inspect supplies furnished by Contractor{s) to insure compliance
with specifications.
3. Inspect Contractor(s) operations to insure compliance with CAL-OSHA
safety orders.
4. Complete standard inspection form weekly of items performed under
contract(s).
5. Report unsatisfactory performance to Contractor's on-site repre-
sentative.
6. Investigate accident reports and prepare findings.
7. Investigate reports of theft and prepare findings.
8. Investigate complaints with facility managers and discuss with
Contractor's representative.
9. Coordinate special events and account for hours actually worked.
10. Verify payment of minimum wages.
11. Prepare recommendations for withholding payment to Contractor(s)
for non-compliance (if required).
12. Prepare recommendations for terminating contract(s) for non-compliance,
if required.
13. Meet with Contractor's on-site representative periodically to discuss
performance of work.
14. Set up for special events not covered in contract(s).
15. Move furniture for City Departments upon request.
The total estimated costs by contract are $18,802 lower than
by City Forces, for Schedules No. IV, V, VI, VII, IX and X. The aggregate total
savings is $18,802, which is 8.3% of the amounts budgeted for these schedules.
However, it should be realized that salary savings are typically realized due
to vacant positions, leave without pay, etc. There will be no savings realized
from the contract prices.
Section 3 of the Memorandum of Understanding for General Employees states
that the City will meet and confer with AFSCME prior to concluding the research
and analysis necessary for the implementation of contracting out for services
now ,done by City employees. This will need to be accomplished before any con-
tracts are awarded for providing custodial services.
~I~ OF SAN .ERNARDIOo - REQUBn FOR COUNCIL ACODN
STAFF REPORT
Page 3 of 3
Sturges Auditorium, Nicholson Community Center. the new administrative
office for the Department of Parks, Recreation and Community Services and
Seccombe Lake are not included in these contract documents.
Contractors were required to include 280 hours in their bids for the
Central City Mall, and 310 hours for City, for special events.
Due to the policy implications inherent in this matter, we recommend
the bids be referred to the Ways and Means Committee for detailed review
and formulation of a recommendation.
75-0264
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'tITY OF SAN BE~ARDINOO- MEMORAND~
RAY SCHWEITZER
To Acting City Administrator REC'O.-AOMIN.OFF.From
Subject Bids for Providing Custodial ServicEtIS&--AUG 27 P!l 3: 09l>ate
Various Public Buildings per Plan No. 7021
ROGER G. HARDGRAVE, Dir. of
Publ ic Works/City Engineer
August 27, 1986
File No. 6.515
Approved
Date
Attached is a copy of the Analysis of Custodial Service Bids by Wayn~.
Overstreet, dated 8-22-86.
Estimates of the number of hours that would be needed to monitor the contract
for each bid schedule are set forth in this analysis. A list of duties that
would be performed by the' contract monitoring personnel is included as Attach-
ment # 1.
Based upon these estimates, the existing number of supervisory personnel in
the Custodial Section would be needed to adequately monitor the contractor(s)
forces, in order to insure compliance with the contract specifications. There-
fore, the estimated costs for contract monitoring will be the same as for
supervision of City employees.
The estimated number of hours required is based upon the exposure of the City
to liability claims due to high public usage. Items of work to be done are
for 23 hours per day, seven days per week, which increases the amount of moni-
toring personnel required.
An agenda item has been prepared for the 9-8-86 Council Meeting. Our recommended
motion is that the bids be referred to the Ways and Means Committee for develop-
ment of a recommendation.
The total estimated costs by contract are less than by City Forces for ScheduleS
No. IV, V, VI, VII, IX and X. The differences for Schedules No. VI and VII are
negligible, and salary savings would probably more than make up the difference.
Schedule X, Norman F. Feldheym Central Library, is a new public facility. Library
staff has recently been directed by the Mayor and Council to charge for. use of
the meeting rooms. Setting up these rooms has been done by City custodial
employees. There are no provisions in the contract documents for the Contractor
to provide set-up services. If this facility is contracted out, some provision
would need to be made for setting up these rooms for events.
The library is a new high public visibility facility. Some items, in particular
the carpet, are subject to damage if not properly maintained. We are reluctant
to have the custodial services for the library contracted out until the process
has been proven.
We can recommend to the Ways and Means Committee that Schedules No. IV, V, and
IX be contracted out, in order to provide an evaluation of this method. Schedules
No. VI and VII could also be contracted out if the Committee deems this appropriate.
c,rY' ON rH.=-~
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RAY SCHWEITZER
Custodial Services
August 27, 1986
Page - 2 -
Contracting out these schedules would allow a valid evaluation of having
custodial services done by contract, and avoid extensive disruptions to
existing City staff. Some additional personnel will be needed during this
fiscal year in order to provide service for new facilities, such as the
Community Center for Nicholson Park, Sturges Auditorium, and Seccombe Lake.
~'~"'"1d "" ,"y,"'"''''
ROGER G. HARDGRAVE
Director of Public Works/City Engineer
RGH:rs
Attach.
information.
cc: Wayne Overstreet
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C I T Y 0 F SAN B ERN A R DIN 0
INTEROFFIce MEMORANDUM
8608-219
TO: Roger Hardgrave, Director of Public Works/City'
Engineer
FROM: Wayne Overstreet
SUBJECT: Analysis of Custodial Service Bids
DATE:
COPIES:
August 22, 1986
(6809)
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In accordance with
Custodial Service
cost is provided.
In order to insure that all items of standard work outlined
in contract specifications are preformed and supplies are
provided as specified on a regularly scheduled basis an on-
site Custodial Contract Maintenance Inspector must be
provided to accomplish these tasks as outlined on Attachment
12. The number of direct man-hours required for each bid
schedule, to accomplish these tasks, are as follows:
your request the
Contract Bids and
following Analysis
justification for
of
City
BID SCHEDULES 11
Central City Mall (Inside & Outside1.
Custodial Service must be provided
days a week approximately twenty-four
at this facility seven
hours a day.
Annual Direct Man-Hours required: 3765
BID SCHEDULE 12
Central City Mall Open Parking Lots and Three and Five Level
Parking Structures. Seven days a week at the Central City
Mall and Five days a week for the Five Level Structure at
City Hall.
Annual Direct Man-Hours required: 830
BID SCHEDULE 13:
City Hall, five days a week, less holidays.
Annual Direct Man-Hours required: 1560
BID SCHEDULE 14:
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INTEROFFICE MEMORANDUM: 8608-219
Analysis of Custodial Service Bids
August 22, 1986
Page 2
Animal Shelter & Central Fire Station, Administrative areas,
five days a week, less holidays.
Annual Direct Man-Hours required: 130
BID SCHEDULE 15:
Central Garage & Purchasing, two days a week, less holidays.
Annual Direct Man-Hours required: 52
BID SCHEDULE 16:
Recreational Centers, at Mill, C.I.D., Cultural Center,
Delmann Heights, Norton North West, Rudy Hernandez and Senior
Citizens, five days a week, less holidays.
Annual Direct Man-Hours required: l560
BID SCHEDULE 17:
Recreation Centers, at Rudy Campos, Johnson Hall, Lytle
Creek, Westside Drop-In Center, Westside Postal and Collect-
ion Center, and SBETA, three days a week, less holidays.
Annual Direct Man-Hours required: 383
BID SCHEDULE 18:
Main Police Station, seven days a week (365 days a year).
Annual Direct Man-Hours required: 730
BID SCHEDULE 19:
Six Police Community Service Centers, three days a week, less
holidays.
Annual Direct Man-Hours required: 234
~ID SCHEDULE IlO:
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INTEROFFICE MEMORANDUM: 8608-2l9
Analysis of Custodial Service Bids
August 22, 1986
Page 3
Three Branch Libraries, 5 days a week service.
Annual Direct Man-Hours required: 260
TOTAL ANNUAL DIRECT MAN-HOURS REQUIRED: 11,074
Direct Man-Hours is required not only to insure contract
compliance, but to protect the city from unnecessary
liability and lawsuits.
Responsibilities for the cleaning of the downtown bus stops,
sidewalks and street tree wells, storm drains and putting up
the parking control chains at Central City Mall. The Cus-
todial Service requirements Sturges Auditorium, Park Recrea-
tion and Community Service Department Office at 547 North
Sierra Way, plus the moving of office furniture, records,
equipment and supplies or special set-ups outside of City
Hall/Central City Mall, are not included in the bid specific-
ations. The cost for cleaning of the downtown bus stops,
sidewalks and tree wells is not a general fund charge. It is
provided from the Parking & Business Improvement Fund.
Our estimated cost for contract compliance inspections was
calculated on our actual previous years' experience and not
on cost that was provided by contractors in Bid Schedules.
These requirements are constant where work is accomplished in
house or by contract.
Article 3: Contract Services of the current (85-87) Memo-
randum of Understanding requires the City to meet and confer
before such a decision is made.
Contracting out such services would require
approximately fourty (40) employees (10
Part-Time).
the reduction of
permanent and 30
Contract bid does not provide for any continual employment
rights for City employees from successful bidders.
Therefore, this is a meet and confer item in accordance with
referenced Article above.
Bid Schedules 14, 5, 6, 7, 9, 10, and 11 shows a direct
savings to the City of approximately $19,305.
Contract cost will be constant at the annual or monthly rate
approved, no benefit (cost reduction), can be. aChieved by
performance or scheduling of tasks. When contracted for
example, if an unscheduled holiday is declared the city would
not realize a savings of $1,036, or if a Part-Time employee
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INTEROPFICE MEMORANDUM: 8608-2l9
Analysis of Custodial Service Bids
August 22, 1986
Page 4
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does not show-up, his hourly rate of pay would be
Pass Payroll records show that there has always been
at the end of each Fiscal Year from this section.
o
saved.
savings
Since contracting out this service would result in less then
a 3% savin to the City, such action is not recommended.
'!! -~. RE T, u t.
~~ildings/parking Control
WO:ja
File: Adm. I-A 13
Corrsp. l-B 116
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CONTRACT COMPLIANCE I,SPECTOR
JOB T1'.SK
1. Inspect standard items of work outlined in contract.
2. Insure schedule of work is complied with as outlined
in contract.
3. Insure all supplies are of first quality and adequate
quantity at each location.
4. Insure safety standards outlined by CAL-OSHA is adhered
to.
5. Insure all work sites are free of hazards.
6. Complete Public Works inspection Check List.
7. Report unsatisfactory level of work to contract
representative.
8. Check and report malfunctions of equipment to proper
Department.
9. Investigate accident reports.
10. Investigate thief reports.
ll. Investigate complaints from facility managers.
12. Monitor and coordinate special events outlined
in contract.
13. Verify payment of wages.
14. Initiate request for non-compliance of work as
necessary.
15. Special events not covered in contract.
l6. Move furniture as necessary for all Departments.
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