HomeMy WebLinkAboutPR 11708: JANITORIAL SERVICESPUBLIC WORKS DEPARTMENT
COUNCIL ACTION MEMO
TO
FROM
SUBJECT
DATE
Steve Fitzgibbons, City Manager
Leslie E. McMahen, P.E. Director of Public Works
P.R. #11708
March 27, 2002
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 11708 terminating
the contract for Janitorial Services at City Hall and City Hall Annex Buildings between the
City and CCAP, Inc., d.b.a. San-Serve Building Services, authorizing staff to advertise for
bids for a new contract, and authorizing San-Serve Building Services to continue cleaning
operations until the effective date of the new contract. Funding is available in the FY2002
Budget, Account No. 001-1206-531.32-00.
BACKGROUND
On December 18, 2001 CCAP, Inc. d.b.a San-Serve Building Services, was awarded a
three (3) year contract, renewable each year, for janitorial services at City Hall and City
Hall Annex buildings. San-Serve failed to meet requirements of the contract by not
providing a Performance Bond or a Payment Bond. The City Attorney has determined that
State statutes negate the need for such bonds on non-construction contracts.
In order to continue the cleaning services of the City Hall and City Hall Annex buildings,
City staff will advertise a new janitorial services contract with certain revisions
recommended by the City Attorney and Director of Pubic Works.
CCAP, Inc., d.b.a. San-Serve Building Services has been contacted and is agreeable to
continuing to provide janitorial services at City Hall and City Hall Annex buildings until a
new contract is in effect. San-Serve will be given the required five (5) days minimum prior
notice of the termination of their current contract. San-Serve has done a very good job on
the cleaning of the two City Hall buildings and indicates they will bid on the new contract.
BUDGETARY/FISCAL EFFECT
Funds are available in the FY2002 Budget, Account No. 001-1206-531.32-00. CCAP, Inc.,
d.b.a. San-Serve Building Services will continue to be paid their current rate of $2,847 per
month until the start of the new contract.
STAFFING/EMPLOYEE EFFECT
None.
P.R. No.11708
Page
SUMMARY
I recommend that the City Council approve Proposed Resolution No. 11708 terminating
the contract for Janitorial Services at City Hall and City Hall Annex Buildings between the
City and CCAP, Inc., d.b.a. San-Serve Building Services, authorizing staff to advertise for
bids for a new contract, and authorizing San-Serve Building Services to continue cleaning
operations until the effective date of the new contract. Funding is available in the FY2002
Budget, Account No. 001-1206-531.32-00~
Leslie E. McMahen, P.E.
Director of Public Works
file c:word~camYesclndJanltodalcontmct
RESOLUTION NO.
A RESOLUTION TERMINATING THE CONTRACT FOR
JANITORIAL SERVICES AT CITY HALL AND CITY HALL
ANNEX BUILDINGS BE'I'WEEN THE CITY OF PORT
ARTHUR AND CCAP, INC., D.B.A. SAN-SERVE
BUILDING SERVICES, AUTHORIZING STAFF TO
ADVERTISE FOR BIDS FOR A NEW CONTRACT, AND
AUTHORIZING SAN-SERVE BUILDING SERVICES TO
CONTINUE CLEANING OPERATIONS UNTIL A NEW
CONTRACT IS IN EFFECT, FUNDING IS AVAILABLE IN
THE FY 2002 BUDGET, ACCOUNT NO. 001-1206-531.32-
00.
P.R. No. 11708
03/27/02vH
WHEREAS, on December 18, 2001 CCAP, Inc., d.b.a. San-Serve Building
Services, was awarded a three (3) year contract, renewable each year, for janitorial
services at City Hall and City Hall Annex buildings, in the amount of $102,492; and,
WHEREAS, San-Serve did not meet requirements of the contract by failing to
provide a Performance Bond or a Payment Bond, or similar surety; and,
WHEREAS, the cleaning of City Hall and City Hall Annex buildings needs to
continue; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT the janitorial services contract between the City and CCAP, Inc. d.b.a.
San-Serve Building Services, dated December 18, 2001 be terminated on the effective
date of a new janitorial services contract to be awarded by City Council for City Hall and
City Hall Annex buildings; and,
THAT the City staff be and they are hereby authorized to advertise for bids for a
new janitorial services contract with certai~t revisions recommended by the City Attorney
and Director of Public Works, those being:
P.R. No. 11708
Page #2
Deleting the requirement for a Payment Bond and a
Performance Bond since State statutes negate the need for
such on non-construction contracts;
Revise the language for the contract term such that it is for one
(1) year, with the right to extend it for two (2) additional one-
year terms;
Inserting the requirement for background clearances on
potential employees of the contractor; and,
THAT CCAP, Inc., d.b.a. San-Serve Building Services will be given formal notice
of the termination of their contract, with at least five (5) days notice before the effective
date of the new contract, in keeping with the terms of their current contract; and,
THAT CCAP, Inc., d.b.a. San-Serve Building Services be authorized to continue '
janitorial services at City Hall and City Hall Annex buildings and be paid for same at
their current contract rate of $2,847 per month, pro-rated for parts thereof, until the
effective date of the new contract; and,
THAT a certified copy of this resolution be forwarded by certified mail, return
receipt requested, to CCAP, Inc., d.b.a. San-Serve Building Services by the City
Secretary's office; and,
THAT a copy of the caption of this Resolution be spread upon the Minutes of the
City Council of the City of Port Arthur.
READ, ADOPTED, AND APPROVED this day of
A.D., 2002 at a ~eeting of the City Council of the City of Port
Arthur, Texas, by the following vote: AYES: MAYOR
P.R. No. 11708
Page #3
Councilmembers
NOES:
ATTEST:
Mayor
Acting City Secretary
APPROVED AS TO FORM:
City Attorney
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons
City Manager
Leslie E. McMahen, P.E.
Director of Public Works
Rebecca Underhill
Finance Director
file c:~wordVesrescindjanilorlalcontract