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City of San Leandro <br />Meeting Date: July 20, 2020 <br />Staff Report <br />Agenda Section:File Number:20-329 CONSENT CALENDAR <br />Agenda Number:8.G. <br />TO:City Council <br />FROM:Jeff Kay <br />City Manager <br />BY:Debbie Pollart <br />Public Works Director <br />FINANCE REVIEW:Susan Hsieh <br />Finance Director <br />TITLE:Staff Report for a City of San Leandro City Council Resolution to Approve and <br />Authorize the City Manager to Execute Amendment No. 2 to the <br />Non-Professional Services Agreement with Flagship Facility Services, Inc. for <br />Citywide Janitorial Services for $753,888.60 Plus an Amount Not to Exceed <br />$19,269.60 for Additional Unscheduled Services for Fiscal Year 2020-2021 and <br />to Approve an Appropriation of $95,612.20 from the Building Maintenance Fund <br />Unrestricted Fund Balance <br />SUMMARY AND RECOMMENDATIONS <br />Staff recommends that the City of San Leandro City Council approve and authorize the City Manager to <br />execute Amendment No. 2 to the Non-Professional Services Agreement with Flagship Facility Services, <br />Inc. and to approve an appropriation of $95,612.20 from the Building Maintenance Fund (fund 687) <br />unrestricted fund balance to 687-18-001-5350. <br />BACKGROUND <br />On February 25, 2014, the Public Works Department issued a Request for Proposals (RFP 53282) for <br />citywide janitorial services. Nine firms submitted proposals deemed responsive to the RFP. The nine <br />proposals were ranked by points awarded for the following criteria: adherence to requirements of the <br />RFP (10 points); qualifications, technical competency and similar experience (20 points); total cost <br />proposal for monthly service (25 points); completeness of an operations plan (25 points); references <br />from other local agencies (10 points); and the company’s financial condition (10 points). Total scores <br />varied from a low of 49.4 to a high of 81 points out of 100. Flagship Facility Services, Inc. a San <br />Jose-based company was the firm with the highest score. The initial contract term expired June 30, <br />2015 and included provisions for annual extensions and price adjustments. <br />Analysis <br />If authorized, the City will extend the contract for one additional fiscal year. The contract will be <br />increased by 6.2% to $62,824.05 per month for a total of $753,888.60. The increase includes a <br />Consumer Price Index adjustment of 3.31%, plus estimated (partial year) costs for providing new <br />Page 1 City of San Leandro Printed on 7/15/2020 <br />208