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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 5, 2017 <br />TITLE: <br />APPROVE AN AGREEMENT <br />WITH SANTA FE BUILDING <br />MAINTENANCE FOR POLICE <br />DEPARTMENT JANITORIAL <br />SERVICES {STRATEGIC <br />PLAN NO. 1, 3} <br />MANAGE <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2n' Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute a three-year agreement with <br />Santa Fe Building Maintenance for police and jail facility janitorial services, for the period of <br />October 1, 2017 through September 30, 2020, in an amount not to exceed $1,637,289.84, which <br />includes a $15,000 contingency, subject to non -substantive changes approved by the City <br />Manager and City Attorney. <br />DISCUSSION <br />On November 15, 2016, City Council approved a month-to-month agreement with Santa Fe <br />Building Maintenance to provide janitorial maintenance services for the Police Administration and <br />Jail facility until a new RFP process was completed. In addition, Council's direction was to <br />advertise the RFP as a union -only solicitation. On February 14, 2017, the Police Department <br />issued RFP #17-022 to select a vendor for a new three-year agreement. Fourteen contractors <br />attended the mandatory job walk, and on March 15, 2017 five proposals were received. A team <br />of staff from various City departments evaluated and rated each proposal. The scoring for each <br />proposal is as follows: <br />Firm <br />Location <br />Score <br />Santa Fe Building Maintenance <br />Chino Hills, CA <br />274 <br />DMS <br />Pasadena, CA <br />272 <br />Merchants Building Maintenance <br />Santa Ana, CA <br />269 <br />ABM <br />Irvine, CA <br />268 <br />PBM <br />Sun Valley, CA <br />265 <br />The Police Department is recommending the City enter a three-year agreement with Santa Fe <br />Building Maintenance. The agreement does include language that allows the City to negotiate a <br />reduction to the scope of services as Jail operations are modified or reduced. Costs for Years 1- <br />3 are as follows: <br />25D-1 <br />