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Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Agreement for Janitorial Services for Police Department Facilities
AGENDA TITLE:
Approve an Agreement with Allied Universal Janitorial Services for Janitorial Services for
Police Department Facilities in the amount of $2,233,523.04 (General Fund)
RECOMMENDED ACTION
Approve a three-year agreement with Allied Universal Janitorial Services for janitorial
services for Police Department facilities for the period of November 1, 2021 through
October 31, 2024, with an option for two one-year renewals, in the amount of
$2,233,523.04, including a ten percent contingency ($203,047.55), subject to non-
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On July 13, 2021, the Police Department issued RFP #21-077 to select a vendor to
provide janitorial services for Police Department facilities. The Santa Ana Police
Department and Jail Facility opened in January 1997. The Police facility is 240,000
square feet and the Jail is 160,000 square feet. The Police Department and Jail are 24-
hour, seven-day-a-week operations. In addition to these facilities, Allied Universal will
maintain the Southeast Substation, the Westend Substation, the Centennial Training
Facility, and the Evidence Warehouse. Over 600 employees work from these facilities,
which deal with: daily normal police business, sensitive security issues, training classes,
VIP tours, community-oriented policing, and many other law enforcement responsibilities.
Seventeen contractors attended the mandatory job walk, and on August 10, 2021.
Guaranteed Janitorial, Jan Point Building Maintenance Services, LGC Global, Santa Fe
Building Maintenance, Tribeca Corp., and Allied Universal Janitorial Services each
submitted proposals for consideration. A summary of the RFPs and offers received is as
follows:
158 Vendors were notified
45 Vendors downloaded the RFP
21 Santa Ana vendors notified
6 Proposals received
Agreement for Janitorial Services for Police Department Facilities
October 5, 2021
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Of the six proposals received, Tribeca Corporation, was deemed non responsive due to
submitting an incomplete proposal. The five remaining proposals were opened on August
10, 2021, and evaluated. A team of staff from the Police Department and Public Works
Agency evaluated and rated each proposal. The proposers were ranked by the review
committee based on the following criteria as established in the RFP:
Responsiveness to the RFP (10%)
Experience of Firm and Personnel (40%)
Pricing (50%)
The scoring for each proposal out of a maximum of 500 points is as follows:
Allied Universal 490
Guaranteed 465
Santa Fe 462
Jan Point 357
LGC Global 285
Tribeca Non-Responsive
Allied Universal was the most responsive and capable respondent. Allied Universal has
over a decade of experience working with multiple government agencies throughout
Southern California, and the police departments at the City of Los Angeles, the City of
Anaheim, the City of Newport Beach, and the City of Phoenix. Police departments have
unique and challenging needs when it comes to janitorial services, with the facilities being
open 24 hours per day, seven days per week. These facilities require various types of
spaces cleaned, including office areas, visitation rooms, fitness center, locker rooms, and
medical areas. Additionally, Allied Universal was awarded the contract for the City of
Santa Ana’s janitorial services in November 2019. The City contract includes a total of 16
buildings, with City Hall, Corporate Yard, the Santa Ana Regional Transit Center, six
community centers, and the City’s two libraries. Allied Universal is a local Santa Ana
business with its corporate offices located at 1551 N Tustin Avenue.
The Police Department is recommending the City enter into a three-year agreement with
Allied Universal Janitorial Services. The three-year agreement will cover the period of
November 1, 2021 through October 31, 2024, in the amount of $2,233,523.04. The three-
year pricing for the agreement is as follows:
Year 1 Year 2 Year 3 Total
Annual Base 656,920.47 676,628.09 696,926.93 2,030,475.49
Contingency 65,692.05 67,662.81 69,692.69 203,047.55
722,612.52 744,290.90 766,619.62 2,233,523.04
Agreement for Janitorial Services for Police Department Facilities
October 5, 2021
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The contingency will cover unanticipated services and temporary services, such as
enhanced COVID-19 disinfection services.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for this agreement are available and will be budgeted in future budget years as
follows:
Fiscal Year
Accounting Unit-
Account #
Accounting Unit, Account
Description Amount
FY 2021-22 01114403 62300 Building and Facility - Contract Svcs 481,741.68
FY 2022-23 01114403 62300 Building and Facility - Contract Svcs 737,064.77
FY 2023-24 01114403 62300 Building and Facility - Contract Svcs 759,176.72
FY 2024-25 01114403 62300 Building and Facility - Contract Svcs 255,539.87
Total 2,233,523.04
EXHIBIT(S)
1. Agreement with Allied Universal Janitorial Services
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager