Laserfiche WebLink
File Number: 24-024 <br /> <br />The most qualified company was Impec Group, located in Santa Clara, based on proposal, <br />pricing, interview, and references with other public agencies for similar sized work. City staff <br />negotiated with Impec Group to finalize the proposed agreement. <br /> <br />Analysis <br /> <br />If authorized, Impec Group will provide Base Janitorial Services, Day Porter Services, Quarterly <br />Dusting of Library Facilities and Extra Services effective April 1, 2024, through June 30, 2029, for <br />a not-to-exceed amount of $5,014,614. Extra services, requested by the City on an as-needed <br />basis, will include: <br /> <br />·Vinyl flooring waxing and buffing (frequency varies by facility) <br />·Deep carpet cleaning (frequency varies by facility) <br />·Exterior window cleaning by request <br /> <br />Adjustments for cost increases were made as a part of the pricing proposals to lock in <br />agreed-upon increases over the 5 years of the agreement, and to be comparable pricing based <br />on the 5-year total. The total fee includes increases each year to cover inflation. <br />The contract will extend through June 30, 2029, with the option for the City to extend the contract <br />annually for two additional one-year terms by contract amendment. <br /> <br />Because of the length of the agreement (5 years) and uncertainties as to additional areas and/or <br />services that the City may request during those five years, a contingency amount of $25,000 per <br />year of service is also included in the not-to-exceed amount (also subject to the CPI increase). <br />The contingency would be executed if: a) authorized in writing by City staff; b) there is available <br />funding in the operating budget; and c) issuance of a purchase order to cover that amount. This <br />provides flexibility for staff and reduces the likelihood that an amendment to the contract is <br />required. <br /> <br />Financial Impacts <br /> <br />The Non-Professional Services Agreement will cost $1,109,139 for the first fiscal year of the <br />contract, a 15-month period which encompasses the last three months of fiscal year 2023-2024 <br />plus the full 12 months of fiscal year 2024-2025. The service is included in the council-approved <br />budget for both fiscal years in the Facilities Maintenance Fund (687). There is sufficient funding in <br />account 687-18-001-5350 for fiscal year 2023-2024 and sufficient funds have been budgeted for <br />year 2024-2025. <br /> <br />Anticipated costs for the full 5-year contract with the annual $25,000 contingency and CPI <br />adjustments: <br /> <br />FY 2024-2025 - $1,109,139 (including the last three months of FY 2023-2024) <br />FY 2025-2026 - $933,514 <br />FY 2026-2027 - $961,520 <br />FY 2027-2028 - $990,365 <br />Page 2 City of San Leandro Printed on 3/21/2024