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Agenda Item 11.
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| City Council Special General Session Meeting |
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| Subject: |
| Janitorial Services at City Park Restrooms |
| RECOMMENDATION |
- Approve contract extension with K-Pro Stone Care in the amount not to exceed $99,000 for Janitorial Services at City Park Restrooms and as-needed trash removal and authorize the City Manager to execute; and
- Appropriate $99,000 to amend the City's General Fund (110) Operating Budget for Fiscal Year 2022-2023 for Janitorial Services at Park Restrooms; and
- Approve a resolution amending the Position Allocation List to add two part-time Maintenance Services Worker I/II positions in the Parks Division.
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| BACKGROUND/DISCUSSION |
Nightly park closing and restroom maintenance has been performed by Park Division part-time staff since the early 1980s. Two part-time employees work an alternating shift of 18 hours during the week to cover the seven-day-a-week operation. Staff reports nightly for their shift and work independently to clean the parks/restrooms, remove the trash, respond to Dispatch as needed, and interface with user groups at active parks. As the number of parks and restrooms has increased over time, the available cleaning time between their 7pm to 11pm shift has grown shorter and cleaning has become less thorough. With the addition of the restroom on The Tracks Segment 3 and the Lagos de Moreno restroom as a part of the 2017-2018 Fiscal Year Budget, two additional part-time staff were added to split the City in half, placing an employee on each side of town to cover the fourteen (14) restroom buildings and provide a higher level of service to the park restrooms.
In late June of this year, staff lost half of the part-time night cleaning staff. Since the remaining staff could not provide complete and consistent restroom cleaning at the highest level of service, an emergency pilot program using contract services with K-Pro Stone Care was initiated at the start of July for a three-month trial. This contract-based pilot program guarantees nightly restroom cleaning, where given vacations and absences, restroom cleaning is inconsistent and falls on the daytime staff to complete deferred park maintenance. Existing evening staff continue their responsibilities by removing trash and locking park restrooms, responding to Dispatch, and interacting with user groups during the pilot program. To further research the pilot program costs, staff posted a Request for Proposals (RFP) in July on CIPLIST.com for Janitorial Services at Park Restrooms. Four proposals were received from eleven (11) companies that downloaded the RFP. Public Works staff read and evaluated the proposals. Evaluating criteria included references, project team/work approach, related experience, and proposed fees. Companies were rated as follows:
1. K-Pro Stone Care
2. Valley Maintenance Corp.
3. Guaranteed Janitorial Services, Inc.
4. Omni Enterprise, Inc.
City Council authorized a three-month extension for K-Pro Stone Care to continue performing the janitorial services at their meeting on September 20, 2022, with direction to staff to return with options. Since the September meeting, the recruitment list for Maintenance Services Worker I/II (MSW I/II) positions has been exhausted and staff has been unable to hire any provisional workers to bring the janitorial services back in-house. Staff believes using the current contractor's staffing model with a pair of workers on each side of town is an efficient and more thorough means of cleaning the restrooms nightly. The Division does not currently have sufficient staff to mirror the model and would need to add two additional part-time MSW I/II at 23 hours each to cover the seven-day-a-week operation. Staff is recommending a contract extension and revising the termination language to 30 days until sufficient staff can be hired to bring the work back in-house.
The Department is reviewing ideas to attract and encourage employee retention including flexible schedules for early morning shifts and shift differential pay for evening and weekend shifts. |
| COMMISSION/COMMITTEE RECOMMENDATION |
| Due to time constraints, the Finance Committee meeting was canceled. |
| FISCAL IMPACT/SUMMARY |
| The City currently has a contract with K-Pro Stone Care for $54,900 to provide janitorial and trash removal services through December 31, 2022. The attached contract extension is a not-to-exceed amount of $99,000 to continue services through June 30, 2023. The contract with K-Pro Stone Care will be a maximum cost of $99,000. This amount will be less if staff is hired prior to June 30, 2023, and the services are brought back in-house. There will be continued salary savings from the two vacant part-time positions which have remained unfilled since June 2022. If approved, future costs for the two new part-time positions will be included in future budgets and evaluated as part of the budget process. |
| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Bill Bowlus, Public Works Superintendent
Concurrence: Michael Ho P.E., Director of Public Works/City Engineer |
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