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,..;ITY OF SAN BER:.:ARDINO, -
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MEMORANDur, q.
Subject
RAY SCHWE !TZER
To Acting City Administrator REC'O.-,MHWl. OFF.
Continued Item No. 4l, Agenda ot.10^.o,6-,$~ -ci : _":
Report on Custodial Services fol\ldQeYltht~::ICi<~~ 3- ,:>3
Mall
From
ROGER G. HARDGRAVE, Dir. of
Public Works/City Engineer
October 23, 1986
File No. 6.51-5
Date
Approved
Date
This item was continued to 11-03-86, in order to allow additional time for
representatives from the Central City Mall and Gibson Brothers to complete
their review and analysis of the contract specifications.
Another meeting has been scheduled for 4:00 p.m., on Thursday, 10-30-86, in
the 4th Floor Conference Room in City Hall. Since there will be insufficient
time to prepare a report and distribute it to the Mayor and Council members
prior to the Council meeting, it is recommended that this item be continued
to 11-17-86.
The meeting could not be schedule~ at an earlier date due to the representa-
t i ves ~ei ng out of town. ;' 0'
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ROGER G. HARDGRAVE
Director of Public Works/City Engineer
RGH:rs
cc: Gibson Brothers Janitorial Service
202 West Hillcrest Avenue
San Bernardino, CA 92408
Central City Mall Company
295 Central City Mall
San Bernardino, CA 9240l
Wayne Overstreet
Public Buildings Supt.
Y/~
.
(~ITY OF SAN BEFCjARDINOC- MEMORANDUrJ
To
RAY SCHWE ITZER
Acting City Administrator
Status Report on Bids to Provide Custodial
Services for Central City Mall
ROGER G. HARDGRAVE, Dir, of
From Publ ic Works/City Engineer
Date November 17, 1986
File No, 6.51-5
Subject
Approved
Date
Following is a chronology of the actions relative to bids for providing
these services:
May, 1986
Mayor and Council requested that a RFP be prepared for
contracting out custodial service.
7-23-86
7-30-86
8-18-86
Notice Inviting Bids published in The Sun.
Pre-bid meeting held,
Bids received,
9-08-86
Report of Bids received by Mayor and Council and referred
to Ways & Means Committee for recommendation,
9-17-86
Ways and Means Committee met to review bids and make
recommendation,
10-06-86
Mayor and Council directed City Staff, Gibson Brothers and
Central City Mall to meet and discuss provisions in contract,
10-09-86
Meeting held with Gibson Brothers and Central City Mall,
Concern was expressed by Central City Mall about items
included in contract and proposed staffing level. These
concerns were to be reduced to writing and reviewed at a
later meeting,
Report on meeting accepted by Mayor and Council and matter
continued to 11-3-86,
10-20-86
~ 10-30-86
J
Another meeting held. The Central City Mall presented a
schedule of hours required'by reciprocal agreement, currently
provided by'City, and proposed by Gibson Brothers. Gibson
Brothers requested an opportunity to review this data and
would advise when they were ready to meet again to discuss
this information,
1l-03-86
Continued by Mayor and Council to 11-17-86,
We are still waiting on word from Gibson Brothers as to when they would like
to meet to review data provided by Central City Mall, It was mutually agreed
at the last meeting that no change in the provision of service should occur
prior to 1-1-87.
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RAY SCHWE ITZER
Custodial Services
November 17, 1986
Page - 2 -
The specifications were prepared to require, as much as possible, the Contractor
to provide the same level of service provided by the City crews,
The data provided by Central City Mall showed a total of 640 hours per week
would be required to comply with the reciprocal agreement, that the City was
providing 704 hours, and that Gibson Brothers proposed to provide a total of
427. These figures were a source of concern for the Central City Mall. Also,
the specifications require an on-site supervisor for 12 hours per day, and
Gibson Brothers was proposing to provide one for 8 hours per day,
It is the belief of the Central City Mall that the specifications should stip-
ulate number and hours of personnel. We feel that the specifications should
set forth the tasks to be done, and leave the scheduling and staffing, within
the prescribed limits,'up to the Contractor.
All of the bidders preferred that the City furnish the supplies. The specifi-
cations direct the Contractor to furnish all supplies, in order to avoid re-
quiring the City to order, warehouse, issue and audit supplies issued to the
Contractor.
I trust the above information
~hi' "ot",t. ,
ROGER G. HARDGRAVE
'Director of Public Works/City Engineer
"11 be sufficient to fully apprise you of the
advise if you need any additional details.
RGH:rs
cc: Wayne Overstreet