REPORT TO THE CITY COUNCIL FROM: AARON A. AGUIRRE, Director Parks, After School, Recreation and Community Services Department BY: KYLE JEFFCOACH, Operations Manager Parks, After School, Recreation and Community Services Department SHELBY MACNAB, Business Manager Parks, After School, Recreation and Community Services Department SUBJECT ..Title Actions Pertaining to a Requirements Contract for Custodial Services: 1. Approve the Award of a Requirements Contract to ScrubCan Inc. for Three Years with Two One-year Optional Extensions for Routine and Deep Clean Custodial Services at Parks, Afterschool, Recreation and Community Services (PARCS) Facilities (Bid File 9658) 2. Authorize Spending Authority for Custodial Services in an Amount Not to Exceed $700,000 Per Year with no Minimum Spending Guarantee Expressed or Implied Under Any Respective Requirements Contract 3. Authorize the PARCS Director or Designee to Execute all Related Documents on Behalf of the City ..Body RECOMMENDATION Staff recommend Council approve the award of a requirements contract to ScrubCan Inc. for three years with two one-year optional extensions for routine and deep clean custodial services at PARCS facilities and authorize spending authority in an amount not to exceed $700,000 per year, with no minimum spending guarantee expressed or implied under any respective requirements contract and Authorize the PARCS Director or designee to execute all related documents on behalf of the City. EXECUTIVE SUMMARY Staff recommend Council approve the award of a requirements contract to ScrubCan Inc. for three years with two one-year optional extensions for routine and deep clean Custodial Services at PARCS facilities in the amount not to exceed $700,000 per year with no minimum spending guarantee expressed or implied under any respective agreement and authorize the PARCS Director or designee to execute all related documents. This contract is a requirements contract and the City is not obligated to any minimum purchase. If needed, the City can reduce the amount of custodial services commensurate with budget availability. BACKGROUND On July 27, 2022, a notice inviting bids for custodial services was published in the Fresno Business Journal and posted on Planet Bids. RFP Specifications were distributed to 26 prospective proposers. Four sealed proposals were received and opened on August 23, 2022. On October 6, 2022, proposals were evaluated based on the proposers cost as shown on the proposal, ability to meet the stated service requirements, past performance and experience, conformance to the terms and conditions of the RFP, financial stability and other related information including employee training and supervision. Scrubcan Inc. was found to be the overall best value for custodial services at PARCS facilities. Staff recommend Council approve the award of a requirements contract to ScrubCan Inc. for three years with two one-year optional extensions for routine and deep clean Custodial Services at PARCS facilities in the amount not to exceed $700,000 per year and authorize the PARCS Director or designee to execute all related documents. Under requirements contracts, the City is not obligated to a minimum purchase. Although Council is granting spending authority for an amount not to exceed $700,000 on an annual basis, custodial services will be ordered commensurate with operational needs and budget availability. ENVIRONMENTAL FINDINGS Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, this item is not a project for the purposes of CEQA. LOCAL PREFERENCE The RFP committee did account for local preference and local preference was part of the criteria used by the committee in their evaluation process. FISCAL IMPACT Appropriations for the remainder of fiscal year 2023 custodial services are currently reflected in the PARCS Department's budget. Future appropriations will be included in the annual budgeting process. Attachments: RFP 9658 and Sample Contract Bid Evaluation