MEETING DATE:
May 27, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9441 - AWARDING TWO (2) CONTRACTS FOR CITY FACILITY AND PARK RESTROOM JANITORIAL SERVICES AND DELEGATING AUTHORITY TO THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE THE CONTRACTS WITH CCS FACILITY SERVICES
Body
Recommendation
Recommendation
ADOPT a resolution awarding two (2) contracts for city facility and park restroom janitorial services and delegating authority to the City Manager to negotiate, finalize, and execute the contracts with CCS FACILITY SERVICES for a maximum of five (5) years with an annual not-to-exceed budget of $440,000 for city facilities and $340,000 for city park restrooms.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
The Public Works Department manages the janitorial services at 14 city facilities and 19 city park restrooms through a contracted partner. The Department currently contracts with CCS Facility Services for janitorial maintenance at both city facilities and parks and those agreements are set to expire in August and September respectively. City staff has publicly solicited and reviewed bids for continuation of these services. Approval of this resolution will award multi-year contracts for ongoing janitorial services for city facilities and parks in an amount not to exceed $780,000 annually for the term of the contracts to CCS Facility Services.
Discussion
The Public Works Department desires to contract with qualified janitorial maintenance contractors to provide routine, ongoing janitorial maintenance services of city facilities and park restrooms. The current contracts are set to expire in August and September 2025. Staff advertised a request for proposals in accordance with Section 2.30.100 of the San Marcos Municipal Code (Public Projects). RFP 25-01 was posted to PlanetBids on January 10, 2025. In accordance with the RFP documents an in-person pre-bid meeting was held at the Community Center on February 12, 2025 and was attended by 22 different service providers. On March 3, 2025, thirteen (13) vendors submitted responsive proposals and one was deemed non-responsive. Public Works staff evaluated the submittals based on the criteria outlined in the RFP document. As a result of the project team’s evaluations, staff seeks City Council’s approval to award the contracts to CCS Facility Services.
The cost will continue to be shared between the General Fund (100), the Lighting & Landscape Maintenance District Fund (202) and the CFD 98-02 Lighting and Landscaping Fund (205).
Staff evaluated other approaches for completing this work, such as hiring part-time and full-time staff, but ultimately determined that utilizing an outside contractor still provides the best value for the City and the execution of this agreement provides Public Works with a streamlined approach to efficiently manage this work.
Staff recommends that City Council approve the award of multi-year contracts for city facility and park restroom janitorial maintenance services, in an aggregate amount not to exceed $780,000 annually and authorize the City Manager to negotiate, finalize and execute the contracts and related documents with CCS Facility Services.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines and is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
Funding to support these agreements is included in the FY25 City Operations and Capital Improvement Program Budget and results in no change to the current budget. Ongoing costs will be budgeted in Measure Q Fund (Fund 606), Lighting and Landscape Maintenance District Fund (202) and the CFD 98-02 Lighting and Landscaping Fund (205), subject to City Council approval.
The contract award does not commit the City to any future expenditure.
Attachment(s)
Resolution
Prepared by: Tim Selke, Deputy Public Works Director
Submitted by: Tim Selke, Deputy Public Works Director
Reviewed by: Darren Chamow, Public Works Director & Acting Parks and Recreation Director
Approved by: Michelle Bender, City Manager