The City’s custodial services, staffing concerns, and operations have been reviewed in effort to ensure the services are provided in an effective and efficient manner. COVID-19, which has resulted in additional cleaning/disinfecting protocols, has a significant impact on the City’s maintenance procedures, and compliance with the additional requirements is challenging at the existing staffing levels. These additional requirements, discussed below, add roughly two additional full time equivalent (FTE) employee hours of labor per day (per industry standard). The industry standard for required cleaning services per day is 36.5 hours, increasing the total to 38.5 hours with the additional COVID-19 protocols. Currently, Public Services personnel are only able to provide 24 hours per day, requiring other solutions.
The onset of COVID-19 has created challenges with a multitude of guidelines and regulations regarding cleaning and disinfecting protocols, which require additional time to perform. Early on, staff were able to perform the necessary cleaning duties due to the decrease of employees and visitors accessing City buildings and the suspension of City facility rentals. In addition, a Senior Building Maintenance Worker in the Parks and Recreation Department who was stationed at the Rocklin Event Center, was temporarily assigned to assist with the cleaning and sanitizing in other areas.
With the relaxation of the public health guidance, allowing for more gatherings, the Parks and Recreation employee has returned to his previous duties. Additionally, one FTE Building Maintenance Worker has retired. As a result, staff are performing the required cleaning and sanitizing duties with minimal time left to perform other tasks. The current City staffing is one Building Maintenance Supervisor, who is a working supervisor and handles supervisory/administrative duties in addition to janitorial duties, one Building Maintenance Worker, two Part Time (PT) custodians under the Facilities Division, and one Senior Building Maintenance Worker under the Parks and Recreation Department. It should also be noted that restroom cleaning in City parks is not included in this proposal as it is independently contracted through the Parks and Recreation Department.
With a situation that is unsustainable, staff explored possible options to increase services. Three options were identified:
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Option 2 – Contract Out for Basic Cleaning (increase of $300,000 per year)
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Contract out for basic cleaning services for allfacilities, $300,000 per year
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This option will increase the cleaning throughout theCity:
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3 FTE City staff will perform higher levels of cleaning throughout allfacilities.
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Event Center will receive 7 day service.
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Utilize the existing Senior Building Maintenance Worker to assist with porter type services (e.g. multiple daily visits to buildings to clean/sanitize counters, restrooms, etc.).
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Utilize existing staff (Building Maintenance Supervisor and Building Maintenance Worker) for sanitizing and disinfecting per CDC guidelines and CalOSHA regulations, and deep cleaning for building preservation.
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Option 3 – Accept Service Reduction (increase of $130,000 per year)
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Re-Add one FTE Building Maintenance Worker position ($130,000) removed during the FY 2021/22 Budget.
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Focus will be entirely on meeting CDC COVID-19 guidelines and CalOSHA regulations.
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Buildings serviced on an as needed basis, no detailed/deep cleaning will occur, increasing wear and tear on buildings.
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This is not a viable option.
After a thorough review, staff determined that Option 2 provided the greatest flexibility to maintain the highest level of service in the most cost effective manner. After consulting with other agencies who have recently contracted out janitorial services, it was determined that a Request for Proposals (RFP) would be most advantageous for the City, instead of the sealed bid process normally utilized pursuant to the RMC. This allowed staff to rank contractors based on qualifications, proposed maintenance plans, references, and cost. A RFP for Citywide janitorial services was advertised on July 2, 2021, and July 9, 2021, with the submittal date of July 28, 2021. Three (3) proposals were received from:
• Karla’s Janitorial & Suppliers, LLC. (San Francisco);
• Easter Seals Superior California (Sacramento); and
• United Building Maintenance Enterprise Proposal (San Diego).
The proposals were evaluated and ranked by the team with the top candidate identified as Karla’s Janitorial & Suppliers, LLC. Karla’s Janitorial & Suppliers, LLC has agreed to provide janitorial services for City facilities (except parks restrooms) for payment of $220,590 for the time period of October 1, 2021 – June 30, 2022, $300,002.40 for FY 2022/23, and $304,406.52 for FY 2023/24, provided funding is available in the budget adopted for the applicable fiscal year. The total recommended contract not to exceed amount is $824,998.92 (See Exhibit A of the Resolution for the details and scope of the contract).
Prior to starting the competitive bidding process for Citywide janitorial services, City staff met with representatives for the Public Service Employees bargaining unit, represented by AFSCME. Based on the City’s proposals and communication, AFSCME waive their right to meet and confer on the issue of contracting out custodial services.
The total funding requirement for FY 2021/22 is $220,590, covering the initial period between October 1, 2021 and June 30, 2022. Of this amount, $160,500 has been identified and is part of the FY 2021/22 Budget. A budget adjustment in the amount of $60,090 will be necessary and may necessitate a budget amendment.