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Agenda Item # 18

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to execute a contract with Tri-City Maintenance, the lowest responsive and responsible bidder, for Janitorial Services and Supplies at VTA Operator facilities.  The term of the contract is for three years with two one-year options at a cost of $93,800 a year for each of the first three years.  Option years four and five are $96,464 and $99,208 respectively.  The total amount of the contract is $477,072 for the five-year period. 

BACKGROUND: 

VTA maintains a total of six Operator facilities with three additional facilities to open in the Spring of 2004.  These facilities include restrooms and break rooms that accommodate Operators at strategic locations throughout VTAs service area.  These facilities must be maintained in accordance with Californias Occupational Safety and Health Administration (Cal-OSHA) regulations and must comply with all applicable health codes.  This contract for janitorial services and supplies includes daily, weekly, monthly, and annual service for each Operator facility and emergency services as necessary.   VTAs current contract for Janitorial services with Tri-City Maintenance began on February 1, 1999 and expires on January 31, 2004.

DISCUSSION:  

On October 3, 2003 an Invitation for Bid (IFB) was advertised to solicit qualified firms to provide janitorial services and supplies.  Two bids were received with the following results:

• Tri-City Maintenance                         $266,400
• Clean Innovation Corp.                      $454,104

Engineers Estimate (3-year: Basis of award)        $306,000

Bids were quoted based on VTAs janitorial service requirements using a fixed cost for scheduled daily, weekly, monthly, and annual service requirements.  Tri-City Maintenance proposed a fixed-price contract of $88,800 per year for each of the first three years.  An additional $5,000 per year will be incorporated into each years annual cost to cover emergency cleaning services.

Tri-City Maintenance is the lowest responsive and responsible bidder.  The bid is 15% lower than the Engineers Estimate. Tri-City Maintenance is located in San Jose, California and has provided satisfactory services since 1994.  Therefore, VTA staff recommends this contract for janitorial services and supplies be awarded to Tri-City Maintenance.

ALTERNATIVES:

Staff conducted a cost analysis to determine the feasibility of providing this service using in-house labor and equipment.  This is not a financially beneficial alternative.

FISCAL IMPACT: 

Funding for janitorial services and supplies are included in the FYs 2003-2004 and 2004-2005 Adopted Budget.  Funds for the remaining years of this contract will be included in future operating budgets.

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION:

Based on the limited scope of work and no subcontracting opportunities, no specific goal was established for this contract.  However, Tri-City Maintenance is a DBE and no subcontractors will be utilized.

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