REPORT TO COUNCIL
SUBJECT
Title
Award a Contract in the Amount of $2,129,070.17 to United Building Maintenance, Inc. for Custodial Services (F26-351)
Report
REPORT IN BRIEF
Approval is requested to award a two-year contract in the amount of $2,129,070.17 for custodial services for City facilities to United Building Maintenance, Inc. of Sacramento, CA. Approval is also requested to authorize the City Manager to extend the contract for up to three additional one-year periods, subject to budget availability and if pricing and service remain acceptable to the City.
EXISTING POLICY
Pursuant to Section 2.08.040(d) of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
This action supports the Council Strategic Priority of Modern Infrastructure by providing custodial services necessary to maintain City facilities in a clean, safe, and functional condition. The contract expands custodial services from approximately 337,443 square feet under the previous contract to approximately 412,482 square feet across City facilities.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The City of Sunnyvale has contracted custodial services at its facilities since 2007. In May 2018, the City issued Invitation for Bids No. F18-196 for custodial services, receiving only one responsive bid, and subsequently awarded a five-year contract to Imperial Maintenance Services, Inc. of Stockton, California with an option to renew the contract for an additional one-year period (RTC No. 18-0420). The contract covered custodial services at 19 City buildings totaling approximately 337,443 square feet, encompassing Civic Center facilities, the Community and Senior Center campus, and various satellite locations including the Corporation Yard and Water Pollution Control Plant. The prior contract has expired, and staff initiated a new procurement process to continue custodial services across City facilities.
The new scope of work expands the City's custodial services from approximately 337,443 square feet to approximately 412,482 square feet across City facilities. The base scope of work includes daily custodial and cleaning services, with day porter services at highly visible public-facing facilities such as City Hall and the Sunnyvale Main Library. It also incorporates additional facilities not previously included in the base scope, such as the Lakewood Branch Library, and expands service frequency to seven days per week at the Department of Public Safety headquarters. Optional seasonal services are included, covering custodial support for Library and Recreation programs, quarterly commercial kitchen cleanings at the Senior Center and Community Center, and periodic carpet deep cleaning throughout City facilities.
An Invitation for Bids (IFB) was advertised for competitive bidding on the City’s Vendor Portal in PlanetBids procurement network on March 3, 2026. Staff conducted mandatory site walks at City facilities over a three-day period with fifteen (15) contractors in attendance. Sealed bids were opened on April 15, 2026, with eight (8) responsive bids received. United Building Maintenance, Inc. was the lowest responsive and responsible bidder for the base bid as shown on the Bid Summary (Attachment 1 to the report).
United Building Maintenance, Inc. submitted a total base bid of $2,017,368.12 and optional services of $111,702.05. In addition to the base bid items, staff recommends awarding the optional services for an overall contract amount of $2,129,070.17.
In anticipation of the contract start date, and in accordance with applicable California labor laws governing successor janitorial service contracts, United Building Maintenance, Inc. will coordinate with Imperial Maintenance Services, Inc. regarding any applicable transition obligations for incumbent custodial employees.
FISCAL IMPACT
Funding for custodial services are available in the General Fund under Program 14200 - Facility Services.
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 City Hall 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
Take the following actions:
- Award a two-year contract to United Building Maintenance, Inc. in an amount not to exceed $2,129,070.17 in substantially the same form as Attachment 2 to the report for custodial services;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Authorize the City Manager to extend the contract for up to three (3) additional one-year periods and to increase compensation, subject to budget availability, need, and negotiated pricing.
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 $500 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
An “X” 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
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Ramana Chinnakotla, Interim Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Services Agreement