HomeMy WebLinkAbout9 Janitorial Contract Agenda Item ## 9
TRUCKEE DONNER
Public Ut'lity
District
CONSENT
To: Board of Directors
From: Kathleen Neus
Date: November 02, 2011
Subject: Consideration of Awar
ding a Janitorial Contract for the District
Headquarters Building.
I. WHY THIS MATTER IS BEFORE THE BOARD
Only the Board can approve professional contracts over
$15,000.00.
2. HISTORY
The District's main office building has been cleaned b
more than fifteen years. The District' Y a contract janitorial service for
s contract with Complete Cleaning Service will
end on December 8th.
The District issued a Request for Proposal RFP( ) for Janitorial Services On October
12, with the
proposals due on October 25th. The RFP was advertised
Sun and either mailed or emailed to known interested �n the Sierra
up at the District office. ted parties. One RFP was picked
At the April 6, 2011 Board meeting, the Board adopted dopted Resolution No. 2011-02
establishing a local
preference procurement policy (Attached). The resolution wa
adopted to encourage local vendors and contractors t s
the District. The resolution establisheso provide goods and services to
proposal.
a 5% local preference on the cost portion of the
3. NEW INFORMATION
A pre-proposal walk-through was held on October
attended. At the close of the 18th, three cleaning contractors
RFP's deadline of October 25th, three pro osal
received. p p s were
Two of the proposals were found to be responsive. The third proposer uses
franchisee/subcontractor type relationship to accomplish the scope of work.
According to the contract documents, Section 5.3
or services covered b this Subcontracting. None of the work
y Agreement shall be subcontracted,except as s
herein, without prior written approval of District. p et forth
A committee was formed to evaluate the proposals based upon
p n the following criteria:
• Cost (35%)
• Experience (25%)
• References (25%)
• Staff (15%)
The two responsive proposals were considered equal in all area
s as except for pricing.
Company Name Price Local Preference Responsive
System 4
$48,450.00 Yes No
A Better Clean $537000.00 Yes Yes
Complete Cleaning Service 1 $60,000.00 No Yes
As the lowest price submitted was by a local contractor, the 5% I
no role in the award of this contract. local preference plays
The proposed contract for janitorial services is for $53 000.0 °
change order authorization with a � 0 not including a 5/o
n option to extend the contract for one year based
upon mutual agreement. For comparison purposes the 2011 cleaning
$60,000.00. g contract was for
4. FISCAL IMPACT
Sufficient funds exist within the ro osed
p p FY11 and FY12 budgets for janitorial
services.
5. RECOMMENDATION
1. Declare the low-bidder System 4 Commercial Cleaning no n-responsive,
2. Award the contract for janitorial service to A Better
$53,000.00 plus a 5% change Clean in the amount of
g order allowance of $2,650.00 for an amount not to
exceed $55,650.00 annually.
Michael D. Holley
General Manager
TRUCKEE
1
Resolution No. 2011 02
Establishing a Local PrProcurement .
eference Policy
WHEREAS the District has determined it is necessary#°adopt a Policy to encourage local
businesses to provide
9 d services to the District in order to incre
competition and the number of bids received b the District ase local
goods and services, and to lower core costs of tract for the procurement of certain .
f goods and services to the District; and
WHEREAS the District held two workshops p January 19 and March 16, 2011; and
WHEREAS, the District initiated public outreach
to encourage input on April 6, 2011 an
WHEREAS,the District has a Purchasingrote
3.08; and Procedure in the District Code defined in Cha ter
p
WHEREAS, the policy will be incorporated into •the District Code as Section 3,08.005.
NOW THEREFORE BE IT RESOLVED BY
THE BOARD OF DIRECTORS OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT that the District will est
for local preference procurement. abtish parameters
Local Preference Procurement Policy
It shall be the policy of the District to encourage local businesses to provide goods and
services to the District in order
to increase local competition and the nu
received by the District for the procurement of c tuber of bids
core costs of goods and services attain goods and services, and to lower
to the District. To facilitate this polic , the Di
y strict shall
make purchases in accordance with the following guidelines:
Local preference for the purchases of eligible
preference g ble goods and services may be allowed p rence where the purchases or contracts w' d
Providing a 5% local b fiscal year do n with a respective lo y
vendor or business during any c
of exceed $1 Q0,QQ0. al
Proposals for services, by their nature,are evaluated based upon qualifications.A 5%to
pp towards the fee component when scoringt cal
order to qualify for the above local preference he proposal, in
District rate payer in good standingfor � a vendor or business must either 1� be a
of the contract, or 2 the six month period immediately preceding
' p g award
receive District power or water at their business to
month period immediately preceding award of thecation for the six
contract; paid by a third party.
1
Resolution 2011-02
Eligible procurements are:
• Commodities or equipment up to $101000;
• Public works contracts up to $159000;
• Other service contracts up to $1001000;
• Special services up to $100,000; and
• Consulting services up to $100,000.
This policy shall be reviewed annuallyto ensure
objectives. u e consistency with the overall policy
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held
within the District on the sixth da
y of April, 2011 by the following roll call vote:
AYES:Directors Aguera, Bender, Hemi , Hillstrom •
9 m and LaliotEs
NOES: None
ABSTAIN: None
ABSENT: None
Z
R PUBLIC UTILITY DISTRI CT
er, resident
ATTEST:
Michael D. Holley, District Clerk
2
Resolution 2011-02