File #: 2025-4128    Version: 1 Name:
Type: Consent Status: Passed
File created: 2/19/2025 In control: STEERING COMMITTEE
On agenda: 2/26/2025 Final action: 2/26/2025
Title: JANITORIAL & FLOOR MAINTENANCE SERVICES, SPECIFICATION NO. S-2024-646BD
Sponsors: Lorenzo Tyner
Attachments: 1. Agenda Report, 2. Eternal Love LLC dba Vested Solutions Inc. Protest Statement, 3. OC San Protest Response Letter, 4. General Services Contract - S-2024-646BD
Related files: 2025-4049

FROM:                     Robert Thompson, General Manager

                     Originator: Lorenzo Tyner, Assistant General Manager 

 

SUBJECT:

 

title

JANITORIAL & FLOOR MAINTENANCE SERVICES, SPECIFICATION NO. S-2024-646BD

end

 

GENERAL MANAGER'S RECOMMENDATION

 

recommendation

RECOMMENDATION: 

A.       Approve a General Services Contract to Gamboa Services Inc. DBA Corporate Image Maintenance for janitorial and floor maintenance services at Headquarters and Plant Nos. 1 and 2, Specification No. S-2024-646BD, for a total amount not to exceed $1,401,623 for the period beginning April 1, 2025, through March 31, 2026, with four (4), one-year renewal options;

 

B.       Approve a contingency of $140,162 (10%);

 

C.       Receive and file Eternal Love Limited Liability Company DBA Vested Solutions Inc. protest dated February 3, 2025, for Specification No. S-2024-646BD; and

 

D.       Receive and file Orange County Sanitation District’s Determination Letter dated February 7, 2025, to Eternal Love Limited Liability Company DBA Vested Solution Inc. responding to protest.

body

 

BACKGROUND

 

The purpose of this Contract is to provide general cleaning and floor maintenance services, including all necessary labor, supplies, materials, and equipment, for buildings and offices at Orange County Sanitation District’s (OC San) Headquarters, and Plant Nos. 1 and 2.  The proposed Contract provides cleaning services for approximately 300,000 square feet of work area across all three locations including day and night shift coverage in process areas seven days per week, and five days per week service for non-process areas.

 

RELEVANT STANDARDS

 

                     Ensure the public’s money is wisely spent

                     Commitment to safety & reducing risk in all operations

                     Provide a safe and collegial workplace

 

PROBLEM

 

Occupied buildings require regular janitorial services to maintain hygienic workspaces and restroom facilities, and the current service contract is expiring.

 

PROPOSED SOLUTION

 

Approve a janitorial and floor maintenance General Services Contract to Gamboa Services Inc. DBA Corporate Image Maintenance as the highest-ranked proposer for Specification No. S-2024-646BD.

 

TIMING CONCERNS

 

The current janitorial and floor maintenance services contract expires on March 31, 2025, with no renewal options.

 

RAMIFICATIONS OF NOT TAKING ACTION

 

Failure to approve a new General Services Contract would result in a lapse of janitorial and floor maintenance services for OC San Headquarters and Plant Nos. 1 and 2, leaving occupied spaces in an unsanitary condition.

 

PRIOR COMMITTEE/BOARD ACTIONS

 

N/A

 

ADDITIONAL INFORMATION

 

An RFP was issued on October 9, 2024, via Planet Bids.  The following evaluation criteria were described in the RFP and used to determine the most qualified vendor.

 

Criterion

Weight

1. Qualifications & Experience of Firm

20%

2. Proposed Staffing & Project Organization

30%

3. Work Plan

30%

4. Cost

20%

 

The RFP closed on November 14, 2024.  OC San received responses from eight vendors, six vendors were considered responsive and were evaluated.  Two proposals were found non-responsive as one did not meet OC San’s safety requirements, and the other did not meet the financial requirements.  Prior to the receipt of proposals, an Evaluation team was formed consisting of an OC San Maintenance Supervisor, two Maintenance Specialists, and a Maintenance Lead with support from a Financial Management representative and a Safety and Health Specialist.  The team was chaired by a Purchasing representative as a non-voting member.  This RFP used the individual scoring method.  The following information is the breakdown of the scoring results:

 

 

 

Rank

Proposer

Criterion 1 (Max 20%)

Criterion 2 (Max 30%)

Criterion 3 (Max 30%)

Subtotal Score (Max 80%)

1

Team One Management

17%

22.5%

22.5%

62%

2

Gamboa Services Inc. DBA Corporate Image Maintenance

17%

21%

24%

62%

3

Kleenway Services

14%

19%

19%

52%

4

US Metro Group

13%

17%

19%

49%

5

Priority Building

14%

17%

17%

48%

6

Eternal Love Limited Liability Company DBA Vested Solutions Inc.

11%

17%

17%

45%

 

All proposals were accompanied by a sealed cost proposal.  Only the cost proposals for the two highest-ranked firms were opened and negotiated.

 

Rank

Proposer

Subtotal Score without cost       (Max 80%)

Cost                     (Max 20%)

Total Weighted Score                    (Max 100%)

1

Gamboa Services Inc. DBA Corporate Image Maintenance

62%

20%

82%

2

Team One Management

62%

19%

81%

 

COST INFORMATION FOR OPENED PROPOSALS

 

Rank

Proposer

ORIGINAL COST

BAFO

1

Gamboa Services Inc. DBA Corporate Image Maintenance

$1,403,273

$1,401,623

2

Team One Management

$1,454,800

$1,454,800 (no change)

 

Based on these results, staff recommends approving a General Services Contract to Gamboa Services Inc. DBA Corporate Image Maintenance.  The term of this contract will begin April 1, 2025, through March 31, 2026, with four (4) one-year renewal options.

 

CEQA

 

N/A

 

FINANCIAL CONSIDERATIONS

 

This request complies with authority levels of OC San’s Purchasing Ordinance.  This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 6, Page 108) and the budget is sufficient for the recommended action.

 

Date of Approval

Contract Amount

Contingency

02/26/2025

$1,401,623

$140,162

 

ATTACHMENT

The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:

 

                     Eternal Love LLC DBA Vested Solutions Inc. Protest Statement

                     OC San Protest Response Letter

                     General Services Contract