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HomeMy WebLinkAbout47-Public Buildings COUNCIL ACTION CORRESPONDENCE To Wayne Overstreet, Supt. Subject Progress Report on Custodial Public Buildings/Parking Services for Central City Mall Date November 25, 1986 Meeting Date November 17, 1986 Agenda Item No. 41 Action The report from Superintendent of Public Buildings regarding a meeting held between City Staff, Gibson Bros., and representatives of the Central City Mall concerning a proposed maintenance contract, was c~!'_t_i.l!.\:'_~c:I_.,);9,_tl~~~.,,8,..l2a.~. Staff was directed to present a final resolution to this in writing and to get in writing what each side (Gibson Brothers and Central City Mall) will agree upon. SC:dc cc: City Administrator /~ City Attorney , Sl'fAUNA CLARK Public Works/Engineering City Clerk Redevelopment Agency "'J, ~7 C I T Y 0 F SAN B ERN A R DIN 0 INTEROFFICE MEMORANDUM 8611-209 TO: Raymond D. Schweitzer, Acting City Administrator FROM: Wayne Overstreet SUBJECT: PROGRESS REPORT ON CUSTODIAL SERVICES FOR CENTRAL CITY MALL DATE: November 10, 1986 (6889) COPIES: Director of Public Works, Gibson Brothers, Central City Company ------------------------------------------------------------- A meeting between Central City Janitorial Services was held Public Works Conference Room, on staff in attendance. Company and on October an informal Gibson Brothers 30, 1986 in the basis, with city A preliminary draft and analysis of the specifications of the present city services, proposed contract and Central City Companies requirements was analyzed. After an in depth review and discussion, it was the conclu- sion of the reviewing parties that Gibson Brothers would perform a cost analysis of specifications and man hour requirements and would submit for the study groups review and their recommendation. It was also the conclusion that no change should be entertained during the holiday season. Next meeting to be scheduled at the tive of Gibson Brothers some time 1987. request of the representa in the month of January, OV TREET, Su Pu ic Buildings/Parking Control WO:mal File: Corrsp. 1- B #3 Cust. 3-#4 COUNCIL ACTION CORRESPONDENCE To Wayne Overstreet, Superintendent of Public Subject Custodial Maintenance at Central Buildings City Mall Date October 8, 1986 , Meeling Date October 6, 1986 Agenda Item No. S-13 Action The Mayor and Common Council directed City staff, Gibson Bros., and representatives of the Central City Mall to sit down and discuss parameters of the proposed maintenance contract and be prepared to discuss them at th"",Oc:t:!!be:c2..Q,_.!9_8YJ_meeting. The Mayor and Common Council authorized the release of the bid bond submitted by Gibson Bros. in'light of the fact that the City is not prepared to award the contract. If the contract is awarded at a 1 later date, Gibson Bros., will bo required to submit a new bond. SC:pa .. ." City Administrator City Attorney A;~t~ cc: Purchasing Agent Redevelopment Agency / SHAUNA CLARK Public Works/Engineering City C1.,k ~ ' -CITY OF SAN BE...NARDINC-..-- MEMORANDL,JI To Ralph Prince, City Attorney" Custodial Services for various public buildings throughout City - Possibility of contracting out From Shauna Clark City Clerk ' September 24, 1986 Subject Date Approved Ap;enda Item 24 (4) Meetinp; Date September 22, 1986 COUNCIL ACTION CORRESPONDENCE The Mayor and Common Coun~il approved in principle contracting out for custodial services on the following schedules (as listed on Report of Bids, Plan No. 7021 dated 8-26-86): IV Animal Shelter and Central Fire Station V Central Stores Warehouse & Central Garage VI Seven Community Centers VII Recreation Centers & SBETA Office VIII Police Station IX Police Community Centers X Norman F. Feldheym Central Library XI Three Branch Libraries The issue of contracting out to the private sector the custodial main- tenance at Central City Mall was continued to October 6. 1986. The custodial services bids on Schedule II (Parking Structures & Central City Mall Parking) were rejected because City forces can provide those services at a lower cost, and the bids on III (City Hall). were rejected based upon the recommendation of the City Administrator. The City Attorney was instructed to prepare the custodial maintenance agreements approved this date. All agreements are to include a 30 day "termination for convenience clause", provide a provision that can include additional services, and include a stronger provision with respect to hiring displaced permanent and part time employees. SHAUNA CLARK City Clerk SC:pa cc: Wayne Overstreet, Superintendent Public Buildings City Administrator Personnel elr., Oil rHI~1)~ TO: Councilman steve Marks N 0 [- C../" _ ,,,'- 'L.'.' " ", / J' ~ ',~~. ' , /0"0 "lli f', ....I.. ."",,_ "";;'S' r:-/:"/"j 4,.'':':'.;'I.'.(:,:,.I~'t .,)I.:/- I. .., . << ....,,'.; /1,' /.. v. </ C I T Y 0 F , A N B E R 1 \ R D I INTEKOFFICE MEMO~UM 8609-648 FROM: Raymond D. Schweitzer, Acting City Administrator SUBJECT: Custodial Personnel Assignment DATE: september 22, 1986 (6840) COPIES: Mayor and Common Council ------------------------------------------------------------- Per your request late Friday, I have reviewed all the custod- ial personnel assignments as they pertain to full time and part time. If bid packages #4,5,6,7,8,9,10 and 11 were taken as I indicated earlier, it would mean that there would be a layoff of two permanent personnel and approximately 16 part time people. The two permanent personnel are as follows: 1 Vacancy 1 Potential Retirement You requested me to check into the matter of including bid package #1 (Central City Mall). If the Central City Mall were to be included in the above bid package (4 through 11), it would add an additional 6 full time and 13 part time for a total of 8 full time and 23 part time. However, City Hall currently has assigned two full time and 8 part time who are working an 8 hour day. It would appear that the 6 full time individuals relieved by an outside contractor could be reassigned to City Hall and City Hall manning would be 8 full time and 2 part time. In that manner, the City would be looking at relieving 2 full time positions (1 vacancy and 1 retirement) and 29 part time. If you have any additional questions, I will have Wayne Overstreet available at the City Council meeting. RDS/md -- 70mpkte JanitoriGl ;ervice . Profe..ional. Commercial. IndwJlriDl, and R..idenliDl LICENSED BONDED INSURED 31' ....c: 1948 GIBSOn BROS. JAnITORIAL SERVICE, Inc. San Bernardino, Phone 888.5755 Riverside Phone 825-S 162 Orange County 9S2-3188 Ontario - Pomona 628-0854 202 W. Hillcrest Ave. P,O. Box 5370 San Bernardino. Calif. 92412 December 4, 1986 Mr. Roger G. Hardgrave Director of Public Works! City Engine City of San Bernadino 300 N. "D" Street San Bernardino, Ca 92418 Dear Mr. Hardgrave: Pursuant to your request, we are pleased to provide a "position paper" regarding our offer to provide custodIal services for Central City Mall. AS we understand, the purpose of this information is for presentation to the Mayor and Common Council for the meeting of' December 8, 1986. 1. Attached is a revised schedule of hours which is acceptable to the Central City Management Company as discussed at a meeting on Novemoer 24, 1986. 2. The specifications were upgraded to accomodate the level acceptable to Central City Management Company. Example: (Taking down the chains in the parking lot prior to opening) . 3. Annual cost of: $196,884.00 (une Hundred Ninety-six Thousand Eight Hundred Eighty-four Dollars) is less than that expended for City forces even before the expected wage and benefit increase to be discussed during the next labor negotiation session. 4. By converting to custodial contracts there are certain savings which will inure to the City such as: A. City Administrators will not be required to deal with the Central City Management Company to the extent that it now does. B. The time allotted for preparation of personnel and bookkeeping records will be eliminated. ..IWlC' eo.." /' '\. ~JOOlm!! BS~CL ~ ~~# 'i1 -~.- . Mr. Roger G. Hardgrave Page -2- C. It will no longer be necessary to stock and distribute supplies as this is part of the contract. D. Offer in Item 3 above does not include a performance bond for the following reasons: a. There is no such expenditure on the part of the City at this time. b. I question the need for such a bond as the City can terminate the contract anytime under it's interruption clause. In the way of information, this is not a requirement in any of the government contracts that we now serV1ce. c. The cost for a performance bond will necessarily be added to the cost of the Agreement which is 4% (Four Percent) of the contract. d. Under performance bond procedure, in the event of default, the bond company employs another contractor to perform for a period of 30 (thirty) days until the City makes other arrangments. We consider this an unnecessary and unreasonable cost, especially in consideration of our performance record. 5. To provide you with an additional comfort level, please be aware that we are fully geared to provide additional personnel beyond the contract conditions in the event of emergency. Thank you for your kind consiaeration. Sincerely, /1 ,. GIBSON/BROS.'JA~ITORIAL SERVICE, INC. / .-1/.1 pP liP ,Adam B./Heller, C.B.S.E. t V ice President ASH: ps ..,,-- CENTRAL CITY COMPANY 295 CENTRAL CITY MALL . SAN BERNARDINO, CA 92401 . TELEPHONE (714) 884-0106 December 5, 1986 Mr. Roger Hardgrave Director, Public Works 300 North "D" Street San Bernardino, CA 92418 RE: Proposal for Contract Custodial Services at Central City Mall Dear Mr. Hardgrave: I thank you and the City Council for the courtesy you extended Central City Company in allowing us to provide our input regarding the proposed contracting of custodial services at Central City Mall. I also appreciate the positive approach taken by Lionel and Adam Heller throughout the process. After a series of meetings and research regarding this question, Central City Company has reached the following conclusions: 1) As originally bid, the proposed contract custodial service could not provide a level of service equal to the existing City service due to a serious understaffing on the day crew. 2) The contract specifications failed to provide for the chaining of Mall parking lots in the morning and the cleaning of the exterior Mall building entrances. Several other minor areas were omitted from the specifications, however, the contractor indicated he had considered those duties as part of his bid price. 3) The contract specifications need to be substantially revised to include: a) The minimum manpower schedule that Central City Company submitted to you to assure that the specifications can realistically be performed by the contractor. b) The chain and entrance cleaning duties and the other minor tasks brought out by us at the meetings. 4) Based upon the analysis set forth in your letter dated December 3, 1986, it appears as if there is no cost savings available to the City by contracting the Mall custodial services in accordance with the specifications we developed in the work- shops and considering Public Buildings revised actual costs. 5) Central City Company does not object to the concept of contract custodial service provided: nF.VF.LOPERS_ OWNERS AND OPERATORS OF CENTRAL CITY MALL JJ'1 '! . Mr. Roger Hardgrave December 5, 1986 Page 2 a) The contract specifications are formally revised to include a minimum manpower schedule. the chain procedure, the Mall entrance cleaning and the other minor duties as previously discussed. b) There is a formal mechanism in the contract for a representative of Central City Company to be involved in coordinating and evaluating the contracted service. c) There is a 10-day contract termination provision at the discretion of the City after consulting with Central City Company. The above outlines our position on this matter and indicates our willingness to work with you as a true partner in areas where we are mutually affected. Thank you for the opportunity to comment, and should you have any questions, please call me. Vours truly, ~ (!:;:fW6~ Salvatore F. Catalano. CSM Genera 1 Manager SFC: rlt cc: Ray Schweitzer The Honorable Mayor Evlyn Wilcox and Members of the Common Council Ralph Prince " . t , CITY OF SAN BE~NARDINO - MEMORANDU-' To RAV SCHWEITZER Acting City Administrator Item No. 47 on Agenda for Meeting of 12-08-86 -- Providing Custodial Services for Central City Mall ROGER G. HARDGRAVE, Dir. of From Public Works/City Engineer Date Decembe r 5. 1986 File No. 6.51-5 Subject Approved Date At the Council Meeting of 11-17-86, we were directed to secure "position papers" from the low bidder and Central City Mall Company. Letters from these parties are attached. Also, a copy of our letter to Gibson Brothers, dated 12-03-86, is also enclosed for reference. This letter was written in an attempt to reconcile the actual costs by City Forces. Gibson Brothers has presented an enhanced staffing schedule, over the re- quirements of the bid specifications. However, the annual cost for this schedule is quoted at $196,884.00, which would necessitate a change order to increase the low bid price of $162,732.00 by $34,152.00. The actual cost for providing these services by City Forces is estimated at $196,711.00. Based upon this estimate, there would be no savings realized from contracting out these services. This estimate of cost is attached for reference. It is our recommendation that all bids received for Schedule No. I (Central City Mall) be rejected. Also, that the Director of Public Works/City Engineer be directed to prepare a set of bid specifications in conjunction with the Central City Mall, Custodial Service Contractors and Public Buildings Super- int.Adent. ( . , , This procedure will allow sufficient time for a set of bid specifications to be prepared that all parties are comfortable with and can support. By de- ferring any action until 7-1-87, we will allow the work force to be decreased by ttrition and less adverse impact upon employee morale. GER G. HARDGRAVE Director of Public Works/City Engineer . RGH:rs Attach. cc: W. Overstreet 47 . . . ESTIMATED CITY COSTS PROVIDING CUSTODIAl SERVICES FOR CENTRAL CITY MALL 1986 - 87 Ffscal Vear Actual Hours from 7-01-86 to 11-30-86 Full Time Part Time 5029 8133 Period from 7-01-86 to 11-30-86 represents 22 weeks. 12-05-86 Projected Hours from 7-01-86 to 6-30-86 __ Expansion Factor (22 weeks to 52 weeks) - 52/22 = 2.36 Full Time - 5029 X 2.36 = Part Time - 8133 X 2.36 = 11,868 hours 19,194 hours Estimated Annual Costs: * Full-Tfme Employees - 11,868 hours X $8.16/hour = Frfnge 8enefits ($96,843 X 0.294) Part~Tfme Employees - 19,194 hours X $3.70/Hour = Fringe Beneffts ($71,018 X 0.03) ** ~plies ($1,402 X 12) ** Unfforms & Mfscellaneous Expenses ($150 X 12) PROJECTED COST FOR 1986-87 F.Y. **Less Cost for Two Personnel (1-1-87 to 6-30-87) TOTAL ESTIMATED COST FOR 1986-87 F.V. * - Based upon Custodian, Range 1061, Step E ** - Based upon information presented by Gibson Brothers *** - Represents One Disability Retirement and One Transfer $ 96,843 28,472 71,018 2,131 16,824 1,800 $ 217,088 20,377 $ 196,711 ,;.--> ""\ J I ERN ARDIN 0 300 NORTH "0" STREET. SAN BERNARDINO. CALIFORNIA 02418 EVLYN WILCOX Mayor Memoerl of th. Common Council Elth... Eltreda. . . . . . . . . . . . . 11I"'" Ward Jack A..ny............. .SecondWI,G RaiD" H.rNlnc:lu . . . . . . . . . . . Third WI'. Ste.,. Mark, . . . . . . . . . . . . . II'ourt" Wa,. GorelonQule.............. fItlftftWl,cI 0.." "',ufer . . . . . . . . . . . . . . Six'" Ward Jack Strick I.,. . . . . . . . . . . . .S-venth Ward December 3, 1986 ~o. 6.5~ Mr. Lionel S. Heller, President Gibson 8rothers Janitorial Service, 202 West Hillcrest Avenue San 8ernardino, CA 92408 RE: Reconciliation of Cost Data -- Providing Custodial Services for Central City Mall Inc. Dear Mr. Heller: At our~~eting of 12-1-86, you provided an estimate of cost for City Forces providing these services for the 1986-87 fiscal year. According to your pro- jections, the total annual cost would be $236,180.16. The Report of Bids showed an annual cost of $178,082 for providing services by City Forces. An amount of $204,708 was proposed in the 1986-87 Budget. This amount was reduced in the approved budget to $181,209. Actual hours worked by the Central City Mall crew were tabulated from the time cards. During the period from 7-1-86 to 11-30-86, the actual number of hours worked by full-time employees was 5029, and py part-time employees was 8133. These figures have been expanded to 6-30-87 on the attached estimate of cost. , Based upon the projection of the actual number of hours worked to date, the total cost by City Forces is estimated to be $217,088. The number of hours worked to date include one employee to be transferred to another department and another to be retired on a disability. These employees have been used to provide the additional work force needed during the busy time for the mall. An amount of $16,981 has been incurred to date for these two positions. The projected 6-month cost for these employees must be deducted from the attached estimate of cost (based upon hours worked to date) in order to get the true estimated cost for this fiscal year. Deducting the 6-month expense for these employees leaves a true estimated cost for the entire fiscal year of .' -~ - ~...: '.' ",' ..-~,. .~~~,. -,.-,.- . ---~- - - I I I Gibson Brothers Janitorial Serv~, Inc. December 3, 1986 Page . 2 - $196.711 ($217.088 - $20,377). Please review these figures at your earliest opportunity. and submit your "position paper" in time to be distributed to the Mayor and Council with the Supplemental Agenda. Vour cooperation in this matter will be appreciated. Very truly yours. ROGER G. HARDGRAVE Director of Public Works/City Engineer RGH:rs cc: Savatore Catalano, Central City Company Ray Schweitzer. City Administrator Wayne Overstreet. Public Buildings Superintendent .....' .