REPORT TO COUNCIL
SUBJECT
Title
Reject all Bids for Downtown Janitorial Services (F24-153)
Report
REPORT IN BRIEF
Approval is requested to reject all bids received in response to Invitation for Bids (IFB) No. F24-153 for janitorial services due to budgetary constraints. The City will readvertise with a revised scope of work for these services.
EXISTING POLICY
Pursuant to Section 2.08.140(b) of the Sunnyvale Municipal Code, the City Council may reject bids or proposals received in response to formal competitive bid solicitations. This Code section also provides that if all bids are rejected, the City has the discretion to re-advertise.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
BACKGROUND AND DISCUSSION
The Sunnyvale Multi-Modal Station and the surrounding downtown area often serve as the first point of contact for Sunnyvale visitors. Recently, an increase in crow activity, construction dust, and requests from Downtown businesses have required our Parks Division to allocate more time and resources to maintaining these spaces. Currently, Parks staff begin their work at 3:00 a.m. bi-weekly to wash, sweep, and blow these areas before local businesses open. To address the growing demands, staff conducted a procurement seeking a qualified contractor to provide janitorial services.
An Invitation for Bids for Janitorial Services was advertised on the City’s DemandStar public procurement network on May 6, 2024. Staff opened sealed bids on June 5, 2024, with two (2) responsive bids received. Pro-Sweep, Inc. submitted the lowest bid as shown on the Bid Summary in Attachment 1 to this report. All responsive bids received exceeded the available budget and it was determined that funding for the advertised scope of services as defined is not available at this time.
Therefore, staff is recommending that the City Council reject all bids. Staff intends to a re-advertise a bid for this project with a revised scope of work.
FISCAL IMPACT
There is no fiscal impact directly associated with rejecting the bids.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Reject all bids received in response to Invitation for Bids No. F24-153 for Janitorial Services for the Department of Public Works.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
A check or “Y” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_x_ Competitively bid contract
___ Labor or personal employment contract
___ General policy and legislative actions
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Dennis Jaw, Acting Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Bid Summary