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CC - Item 5C - Award of Contract for Janitorial Services at Various City FacilitiesROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: BEN KIM, CITY MANAGER DATE: MAY 26, 2026 SUBJECT: AWARD OF CONTRACT FOR JANITORIAL SERVICES AT VARIOUS CITY FACILITIES SUMMARY The City of Rosemead relies on contract services to provide janitorial maintenance for its various facilities, including restroom cleaning, floor care, trash removal, and periodic deep cleaning. The previous contract with the current vendor expired on March 31, 2026. To maintain uninterrupted service, the City entered into a two -month interim agreement with the same vendor beginning April 1, 2026. To secure a long-term solution for ongoing janitorial services, the City issued a Request for Proposals (RFP) on March 30, 2026, inviting qualified firms to submit bids by April 20, 2026. After evaluating the proposals, Merchant Building Maintenance (MBM) emerged as the preferred vendor. City staff recommends that the City Council award the janitorial services contract to MBM and authorize the City Manager to execute a three-year agreement valued at $867,189.32. The agreement would also include the option for two additional one-year extensions, contingent on satisfactory performance and available funding. DISCUSSION The City's janitorial services contractor is responsible for maintaining a wide range of facilities, including Administration Buildings such as City Hall, the Public Safety Center, and the Public Works Yard; Community Centers such as the Garvey Community Center and the Rosemead Community Recreation Center; and City Parks including the Jess Gonzalez Sports Complex, Garvey, Rosemead, Sally Tanner, and Zapopan. In addition to the day-to-day cleaning, the contractor provides periodic cleaning services that include window, carpet, duct vent, high surface dust and fixtures, deep restroom cleaning, and hard surface floor cleanings to maintain the cleanliness and appearance of all facilities. The contractor is responsible for supplying all staff and materials necessary to provide the janitorial services as described, as well as all consumable products for all facilities that are serviced under contract. AGENDA ITME 5.0 City Council Meeting May 26, 2026 Page 2 of 7 On March 30, 2026, the City released RFP No. 2026-04 through the City's PlanetBids vendor portal. A mandatory pre -proposal meeting and facility walkthrough was held on April 9, 2026, to familiarize prospective proposers with the scope of work and facility conditions. Attendance at this meeting was required for proposal eligibility. On April 20, 2026, the City received thirteen (13) proposals via PlanetBids. Included below is a summary of all proposals received (in alphabetical order): Firm Name Location Year 1 Year 2 Year 3 Total Term Base Hill Santa Fe Springs $318,832.20 $325,208.84 $331,713.02 $975,754.06 CCS Facility El Segundo $339,314.76 $349,494.20 $359,979.03 $1,048,787.99 Coastal Building Services Anaheim $405,250.46 $417,407.97 $429,930.21 $1,252,588.65 Commercial Building Mgt. Riverside $533,581.25 $548,904.69 $564,674.15 $1,647,160.09 JJ Property Maintenance Pasadena $343,067.20 $359,750.16 $377,248.45 $1,080,065.81 Jonco Enterprises Inc Corona $443,451.47 $456,149.56 $469,212.66 $1,368,813.69 Lincoln Training Center So El Monte $364,034.71 $375,675.75 $387,694.82 $1,127,405.29 Merchant Building Maint. Pomona $280,637.78 $288,976.32 $297,575.22 $867,189.32 OMNI Enterprise Inc. Santa Ana $355,859.93 $372,715.93 $390,386.61 $1,118,962.47 Platinum Maint. Group Fullerton $486,629.00 $503,661.02 $521,289.15 $1,511,579.17 Premier Property Prsv. Van Nuys $382,919.68 $394,407.27 $406,239.49 $1,183,566.44 The Phoenix Production Moreno Valley $354,206.28 $364,832.47 $375,777.44 $1,094,816.19 Ultimate Maint. Services Lawndale $409,244.34 $432,299.00 $456,691.94 $1,298,235.28 Following the receipt of the proposals, a review panel comprised of the Public Services Manager, Fiscal & Project Manager, and the Facility Maintenance Lead performed a thorough evaluation. The team carefully examined each submission to ensure it met the required standards and aligned with the project objectives. Each proposal was scrutinized for its feasibility, cost-effectiveness, and overall capacity to meet the needs of the organization. The proposals were assessed and ranked based on the following criteria: Evaluation Criteria Max Points Background and Qualifications 15 Project Understanding and Scope of Work 30 References and Past Performance 20 Responsiveness and Completeness 15 Pricing and Cost Proposal 20 Community Benefit (additional) 5 Total 105 City Council Meeting May 26, 2026 Page 3 of 7 Below is a summary of the proposals received, organized by ranking (see Attachment C for Evaluation Summary): Rank Firm Total Score 1 Merchant Building Maintenance 96 2 Base Hill 95 3 Lincoln Training Center 93 4 CCS Facility Services 91 5 Platinum Maintenance Group 87 6 Jonco Enterprises Inc 85 7 The Phoenix Production LLC 84 8 Premier Property Preservation 83 9 OMNI Enterprise Inc. 82 10 Ultimate Maintenance Services, Inc. 81 11 JJ Property Maintenance 75 12 Coastal Building Services Inc. 71 13 Commercial Building Management 62 Merchants Building Maintenance has provided janitorial services for more than 65 years to both private property and public agency customers throughout Southern California. Merchants employs more than 5,000 staff maintaining reliable backup staffing to ensure uninterrupted service. The firm proposed dedicated oversight personnel, routine inspections, real-time work order tracking, and structured planning intended to support consistent service delivery across City facilities. The Contractor utilizes a proactive quality control program supported by their eHub system and MBMWorks platform, providing real-time tracking of service activities, inspections, and work orders. This ensures transparency, accountability, and prompt response to any service needs. The firm's extensive management and supervision resources allow them to provide hands-on consistent service. Merchants currently provide janitorial services to the cities of La Quinta, Moreno Valley, and Ontario. Merchants adequately addressed the RFP requirements in its proposal and submitted the most cost-effective proposal. Base Hill has over 25 years of janitorial experience and has provided services to both private property and public agency customers. The company has offices in Santa Fe Springs and Pomona. Base Hill operates with a team of 10 office staff and 50 cleaning crew members. The Contractors approach focuses on proactive communication, strict quality control, and reliable staffing to deliver comprehensive janitorial services for the City, including daily inspections, periodic service coordination, documented verification, and rapid response to issues or emergencies. Base Hill currently provides janitorial services to the cities of South El Monte, San Marino, Westlake Village, and Highland. Base Hill previously held a janitorial services contract with the City and delivered satisfactory performance throughout the term of the agreement, meeting the City's service expectations. Base Hill adequately addressed the RFP requirements in its proposal. City Council Meeting May 26, 2026 Page 4 of 7 Lincoln Training Center — Lincoln Training Center (LTC) has provided janitorial services for more than 60 years and currently provide services to 35 private property and public agency customers throughout the state. LTC maintains Cleaning Industry Management Standard (CIMS) certification with honors, including CIMS-Green Building (CIMS-GB) certification. These credentials demonstrate our adherence to industry best practices in quality systems, service delivery, environmental stewardship, and health and safety. LTC is the incumbent janitorial services provider for the City since 2023, and as such LTC brings a comprehensive understanding of the City's facilities and service standards. LTC currently provides services to the City of Clovis, City of Fresno, City of Montebello, City of Sacramento, County of Los Angeles -Public Library, and the County of Yolo. Community Benefit services offered include an active membership with the Rosemead Chamber of Commerce and local investment demonstrated through local hiring. LTC adequately addressed most RFP requirements in its proposal. CCS Facility Services has over 40 years of experience delivering janitorial services to public agencies throughout Southern California. Their local office is in El Segundo and their Los Angeles area offices employ approximately 470 cleaners. The company averages a 94% customer retention rate allowing continued growth year after year. The Contractors approach to executing the scope of work includes advanced technology, proactive quality control, trained staffing, compliance with labor and safety regulations, detailed transition planning, and ongoing oversight. CCS Facility Services currently provides janitorial services to the cities of Arcadia, Claremont, Rialto, Signal Hill, Monterey Park, Monrovia, Chino, and various other public agencies. CCS adequately addressed the RFP requirements in its proposal. Platinum Maintenance Group (PMG) has provided janitorial services to private property and public agencies since 2014. The company employs more than 300 employees. PMG's leadership team has more than 20 years of combined industry experience, with dedicated operational oversight, quality assurance, staffing management, and contract compliance personnel. PMG's approach to executing the scope of work includes structured staffing plans, daily quality assurance inspections, responsive management oversight, safety and security procedures, employee training programs, and ongoing communication with City staff. PMG currently provides services to the City of Ventura, Bakersfield College, and Hollywood Bowl. Community benefit services offered include participation in an annual community clean up event, Earth day or community support through volunteer participation, an annual in -kind donation of cleaning or other community support contribution, PMG offers to remain available, upon City request and subject to operational coordination, to participate in additional City -approved community service opportunities. PMG did not adequately address multiple RFP requirements in its proposal. Jonco Enterprises Inc. has a management team with over 65 years of combined experience servicing private property and public agencies throughout California. The company has an office in Corona and their staffing approach consists of experienced leadership, strong supervision, and cross -trained personnel. Jonco utilizes advanced operational systems such as SafeSite and its proprietary JSuite platform to monitor inspections, track service performance, and document corrective actions in real time. The proposal demonstrated a detailed understanding of the requested services, including tailored service plans for several high -profile buildings. Jonco currently provides janitorial services to the City of Downey, City of Inglewood, and LA County facilities. Jonco adequately addressed the RFP requirements in its proposal. City Council Meeting May 26, 2026 Page 5 of 7 The Phoenix Production, LLC is a janitorial services company established in 2023. The company also has experience providing janitorial services to private and public clients. Their approach to service delivery includes structured quality control processes supported by the CleanSmarts platform, which provides real-time tracking of inspections, service performance, and operational accountability. Additionally, Phoenix Production offered a real-time issue response system using QR code -based service requests that would allow City staff to report concerns, request services, or provide feedback directly. Their plan includes assigning dedicated staff to specific facilities to improve familiarity and efficiency, along with regular supervisory inspections and performance evaluations to ensure compliance with contract standards. The firm has provided janitorial services to the City of Pomona, County of Riverside, Volunteers of America. The Contractor did not adequately address multiple RFP requirements in its proposal. Premier Property Preservation, LLC (PPP) was founded in 2017 and has experience managing more than 100 contracts nationwide. PPP has a demonstrated ability to scale rapidly, having employed and managed more than 800 custodians across seven regions for the LAUSD. Their approach consists of quality control, on -site supervision, safety compliance, and extensive employee screening and training. PPP has provided custodial services to public agencies across California and Nevada, including the City of Inglewood, LAUSD, CSUN, the Housing Authority of Los Angeles, DMV offices, Caltrans, and the Las Vegas Convention Center. Premier did not adequately address multiple RFP requirements in its proposal. Omni Enterprise, Inc. has provided janitorial services to public agencies for nearly 20 years. The Contractor stated they will maintain sufficient staffing, equipment, and organizational structure to ensure consistent and reliable service delivery. Their approach to executing the scope of work includes a structured S.P.E.C.S.-based quality control system (Strategize, Perform, Examine, Complete), active supervision and field management, ongoing inspections, continuous improvement practices, and open communication with City staff. Omni Enterprise currently provides janitorial services to the City of San Clemente, Orange County Public Works, County of Orange Social Services Agency, and OC Community Resources. Omni Enterprise did not adequately address several RFP requirements. Ultimate Maintenance Services, Inc. (UMS) is a janitorial company founded in 1990. With more than 35 years of experience, UMS provides janitorial services to private property and public agencies throughout Southern California. UMS maintains a workforce of more than 80 field employees supported by a management team, supervisors, and administrative staff. The company's operational approach focuses heavily on communication, transition planning, quality control, and safety compliance. UMS has provided janitorial services to the cities of Whittier, Orange, Diamond Bar, Temple City, and Santa Monica. UMS did not adequately address several RFP requirements in its proposal. JJ Property Maintenance has provided janitorial services to private property and public agency customers throughout Southern California since 1983. Their office is in Pasadena and has stated that only one contract within the last five years awas unable to be renewed. The company's approach to the scope of work consists of trained and supervised staff, ongoing quality inspections, safety training, and responsive customer communication to maintain consistent service quality. The company has experience providing janitorial service to agencies including the City of Pasadena, Los Angeles County, San Bernardino County, Orange County, the City of Anaheim, and the City of Alhambra, as well as City Council Meeting May 26, 2026 Page 6 of 7 long-standing service relationships with organizations such as the YMCA and Union Station Homeless Services. JJ Property Maintenance did not adequately address multiple RFP requirements. Coastal Building Services has provided janitorial services to both private property and public agency customers since 1998. Their corporate office is in Anaheim and the company employs approximately 200 people. Their approach to the scope of work includes structured day and night management teams, routine inspections, ongoing quality evaluations, consistent communication, detailed reporting, cross - trained work teams, and continuous employee development. CBS also operates C1eanMart USA, a sanitary supply distribution company that allows the company to be insulated from consumable supply shortages. CBS currently provides janitorial services for agencies including City of Cerritos, City of Santa Monica, and West Valley Water District. CBS did not fully address several RFP requirements. Commercial Building Management (CBM) has provided janitorial services to private property and public agency customers for over 10 years. CBM offices are in Riverside. The contractor reports annual revenues exceeding $2.5 million. CBM's approach to the scope of work consists of consistent supervision, regular inspections, ongoing staff training, detailed work schedules, and close coordination with City representatives to maintain service standards. CBM currently provides janitorial services for agencies including the City of Bell, City of Redondo Beach, City of Torrance, County of Orange Sheriff's Department, County of Riverside. CBM did not fully address several RFP requirements in its proposal. Staff found Merchant Building Maintenance submitted the most comprehensive and lowest responsive bid, demonstrating strong municipal experience and understanding of the project scope. As one of the largest janitorial companies in the western U.S., Merchant offers scalable, high -quality, and locally responsive services supported by extensive management and inspection resources. The contractor currently employs Rosemead residents and has acknowledged that current janitorial staff will have the opportunity to remain at their current work site in the City, subject to their hiring policies and requirements. Staff recommends the City Council authorize a three-year janitorial services contract with Merchant, with options for two additional one-year extensions. STAFF RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute an agreement with Merchant for Janitorial Services for Various City Facilities for a three-year term with the option to extend for up to two (2) additional one-year periods. The total annual compensation for the contract term is as follows: Year Period Amount First Year June 1, 2026 — May 30, 2027 $280,637.78 Second Year June 1, 2027 — May 30, 2028 $288,976.32 Third Year June 1, 2028 — May 30, 2029 $297,575.22 3-Year Term Total $867,189.32 City Council Meeting May 26, 2026 Page 7 of 7 FISCAL IMPACT There is sufficient funding for the Janitorial Services Contract included in the proposed Fiscal Year 2026-27 budget. STRATEGIC PLAN IMPACT None. ENVIRONMENTAL REVIEW This item is not defined as a project under the California Environmental Quality Act (CEQA); therefore, the proposed plan is not subject to CEQA. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Prepared By: Danielle Gay a Public Works Fiscal & Project Manager Submitted By: S Gutierrez rector of Public Works Attachment A: RFP No. 2026-04 Attachment B: Proposals Attachment C: Evaluation Summary Attachment D: Maintenance Services Contract