TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 17, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 25-408-11, Janitorial Services for the Main Office Building Complex, to Apache Service and Supply Co. (Apache), in an amount not to exceed $2,798,541.40, Accounts 101-15000-612370/612390, Requisition 1637761 (As Revised)
Body
Dear Sir:
On November 7, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 25-408-11, Janitorial Services for the Main Office Building Complex.
In response to a public advertisement of January 8, 2025, a bid opening was held on February 11, 2025. The bid tabulation for this contract is:
DEEP KLEEN AND MAINTENANCE LLC $2,180,634.88
RAZORCLEAN BUILDING SERVICES INC *$2,506,822.84
D & V MAINTENANCE CORP $2,560,400.00
SMITH MAINTENANCE COMPANY *$2,600,963.80
APACHE SERVICE AND SUPPLY CO *$2,798,541.40
DIAMOND 7 ENTERPRISE INC $2,870,762.80
THE TIDY QUEENS CORP $2,899,236.24
GLOBAL MAINTENANCE SOLUTIONS LLC $2,928,230.28
MODESTO MANAGEMENT LLC *$2,983,772.00
E.B.M, INC *$3,101,466.92
ECO-CLEAN MAINTENANCE, INC. $3,114,258.40
VARGAS GROUP, INC. *$3,218,455.40
*Corrected total
The Affirmative Action Ordinance Revised Appendix D applies to this contract. The participation goals are 20% Minority Business Enterprise (MBE) and 9% Women Business Enterprise (WBE). The Veteran’s-Owned Business Enterprise (VBE) policy goal is 3% VBE.
Deep Kleen and Maintenance, LLC (Deep Kleen) submitted a low bid and offered 100% MBE participation, 0% WBE participation, and 0% VBE participation for the policy goal. Deep Kleen requested a full waiver of the WBE goal.
A review by the Diversity Administrator revealed that Deep Kleen did not provide good faith efforts for WBE participation. Therefore, their bid is considered non-responsive and rejected under Section 15 Utilization Plan Submission (e) of the District’s Affirmative Action Ordinance Revised Appendix D. The Director of Procurement and Materials Management has informed Deep Kleen of this action.
RazorClean Building Services, Inc. (RazorClean) submitted the second lowest bid and offered 20% MBE participation and 0% WBE participation with no waiver request for their goal. They offered 3% participation for VBE policy goal.
A review by the Diversity Administrator revealed that RazorClean failed to submit page UP-5 requesting a waiver for the WBE goal. Therefore, their bid is considered non-responsive and rejected under Section 16, Bid Submission Compliance Review (a) (ii) of the District’s Affirmative Action Ordinance Revised Appendix D. The Director of Procurement and Materials Management has informed RazorClean of this action.
D&V Maintenance Corp. (D&V), the third lowest bidder, sent an email indicating to withdraw their bid because they do not belong to any organization/union for the services. Based on this information, their bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has informed D&V of this action.
Smith Maintenance Company (Smith), the fourth lowest bidder, offered 90% MBE participation, 10% WBE participation, and no participation for VBE policy goal. A review by the Diversity Administrator revealed that Smith did not submit a subcontractor’s letter of intent for themself for the MBE participation with their bid as required. Therefore, their bid is considered non-responsive and rejected in accordance with Section 15, Utilization Plan Submission (d) and Section 16, Bid Submission Compliance Review (a) (i) based on the above information. The Director of Procurement and Materials Management has informed Smith of this action.
Apache Service and Supply Co. (Apache), the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $2,900,000.00, placing their bid of $2,798,541.40 approximately 3.5% below the engineer’s estimated cost.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because the classification of work does not fall within the provisions of the MPLA.
Apache is in compliance with the Affirmative Action Ordinance Revised Appendix D as indicated on the attached report. The Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) utilization goals for this contract are 20% MBE and 9% WBE. The Veteran’s-Owned Business Enterprise (VBE) policy goal is 3% VBE.
The contract will require approximately eleven (11) full-time and four (4) part-time people for the services.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 25-408-11 to Apache Service and Supply Co., in an amount not to exceed $2,798,541.40, subject to the contractor furnishing the performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The work under this contract shall tentatively start on June 1, 2025, or upon approval of the Contractor's bond and terminate on or about May 31, 2028.
Funds for the 2025 expenditure, in the amount of $542,538.91 are available in Accounts 101-15000-612370/612390. The estimated expenditure for 2026 is $931,689.63, for 2027 is $934,468.38, and for 2028 is $389,844.48. Funds for the 2026, 2027, and 2028 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie Riedle, Administrative Services Officer
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
Respectfully Submitted, Precious Brady-Davis, Chairperson, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for April 17, 2025
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