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City of San Leandro <br />Meeting Date: July 7, 2014 <br />Staff Report <br />Agenda Section:File Number:14-229 CONSENT CALENDAR <br />Agenda Number:8.C. <br />TO:City Council <br />FROM:Chris Zapata <br />City Manager <br />BY:Debbie Pollart <br />Public Works Director <br />FINANCE REVIEW:David Baum <br />Finance Director <br />TITLE:Staff Report for Resolution Approving a Non-Professional Services Agreement <br />between the City of San Leandro and Flagship Facility Services, Inc. for <br />Citywide Janitorial Services <br />RECOMMENDATION <br />Staff recommends that the City Council approve a Non-Professional Services Agreement with <br />Flagship Facility Services, Inc., for an annual amount of $523,272, plus $20,000 to cover extra <br />services, to perform Citywide janitorial services. <br />BACKGROUND <br />On August 12, 2013, the City notified the contracted janitorial firm that it would not renew its <br />agreement due to breach of contract (inability to meet all contractual obligations). The City <br />solicited month-to-month bids from three different janitorial firms to perform Citywide janitorial <br />services in the interim, until a formal RFP process was initiated. Flagship Facility Services, <br />Inc. was chosen as the interim firm based on its ability to quickly mobilize, take on all aspects <br />of the work and perform (on an interim basis) within the existing budget parameters. <br />On February 25, 2014, the Public Works Department issued a Request for Proposals (RFP <br />53282) for Citywide janitorial services. Nine firms submitted proposals deemed responsive to <br />the RFP. After review by a committee of internal staff, the nine proposals were ranked by <br />points awarded for the following criteria: adherence to requirements of the RFP (10 points); <br />qualifications, technical competency and similar experience (20 points); total cost proposal for <br />monthly service (25 points); completeness of an operations plan (25 points); references from <br />other local agencies (10 points); and the company’s financial condition (10 points). Total <br />scores varied from a low of 49.4 to a high of 81 points out of 100. Flagship Facility Services, <br />Inc. a San Jose-based company was the firm with the highest score. The contract will be <br />initiated when approved and will extend through June 30, 2015, with the option for the City to <br />extend it annually for four additional years. <br />Page 1 City of San Leandro Printed on 7/2/2014