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.
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cc: City Administrator /~
City Attorney , Sl'fAUNA CLARK
Public Works/Engineering City Clerk
Redevelopment Agency
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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.
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City Administrator
City Attorney A;~t~
cc: Purchasing Agent
Redevelopment Agency / SHAUNA CLARK
Public Works/Engineering City C1.,k
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-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
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cc: Wayne Overstreet, Superintendent Public Buildings
City Administrator
Personnel
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TO:
Councilman steve Marks
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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.
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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
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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
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,
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
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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
,;.-->
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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
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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
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