AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: GABINO C. LUNA
PUBLIC WORKS DIRECTOR
SUBJECT:
title
MAINTENANCE SERVICES AGREEMENT WITH CROWN FACILITY SOLUTIONS, INCORPORATED FOR CUSTODIAL MAINTENANCE SERVICES
summary
Summary:
Custodial maintenance services are a vital resource in supporting the health, safety, and functionality of City-owned facilities including the Signal Hill Public Library, City Hall, Youth Center, Police Department, and City parks. The 2023-2028 City of Signal Hill Strategic Plan identifies maintenance of City assets as a key objective to ensure that these facilities remain well-equipped to support municipal operations and continue to serve both the public and City staff effectively.
In alignment with the City’s Purchasing Guidelines, staff conducted a formal competitive bidding process and recommends the City Council award a one-year Maintenance Services Agreement to Crown Facility Solutions, Incorporated, the lowest responsible bidder, in the amount of $251,811.20. The scope of work includes janitorial services at City facilities, pressure washing playground surfaces at City parks, Amphitheater exterior hardscape cleaning, and on-call custodial support for special City events. If approved by the City Council, the agreement would begin on September 1, 2026.
Strategic Plan Goal:
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
recommendation
Recommendations:
1. Authorize the City Manager to enter into a Maintenance Services Agreement with Crown Facility Solutions, Incorporated to provide citywide custodial maintenance services, in a form approved by the City Attorney, with a ten-month contract amount of $251,811.20 and allowing up to a maximum of three optional one-year term extensions.
2. Authorize the Public Works Director to utilize contingency of up to 3.40% ($8,558.80) to accommodate additional services required for special events and any unforeseen work for a total contract agreement budget of $260,370.00.
3. Adopt a Resolution, entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, AMENDING THE ADOPTED BUDGET AND AUTHORIZING APPROPRIATIONS FOR FISCAL YEAR 2026-27.
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Fiscal Impact:
The current annual cost of the custodial maintenance agreement is $259,719.00. The proposed 10-month Maintenance Services Agreement with Crown Facility Solutions, inclusive of the $4,676.40 alternate bid item for the Amphitheater exterior hardscape, is $251,811.20. When comparing both agreements on a monthly basis, Crown Facility Solutions represents a 16% increase over the current agreement. The difference in cost is driven by increased service costs, custodial maintenance requirements associated with the construction of a new amphitheater, maintenance of hardscaped areas, and additional support services for City-Sponsored special events. In anticipation of a price increase, staff budgeted $273,836.00 for custodial maintenance services in the adopted Fiscal Year 2026-27 budget. However, because this year reflects a blended rate from both the existing agreement and the new agreement, as well as $8,558.80 contingency funding for additional custodial services, an additional $ 29,820.50 is required to fully fund custodial services for FY 2026-27.
To ensure service continuity, staff proposes reducing the Facilities Maintenance Division Contract Services account (Account No. 100-92-5400) by $19,820.50 and the Building Maintenance account (Account No. 100-92-5520) by $10,000. This proposed $29,820.50 transfer would provide sufficient funding for custodial maintenance services throughout the remainder of the fiscal year.
Background and Analysis:
The Public Works Department supplements its in-house building maintenance operations and contracts custodial maintenance services at various City-owned facilities. The City's current custodial maintenance agreement with CCS Facility Services expires on August 31, 2026. The City elected not to exercise the available renewal option and initiated a formal competitive bidding process to procure a new custodial maintenance services agreement in accordance with the City's Purchasing Guidelines. The custodial maintenance agreement consists of routine janitorial services, pressure washing at City parks, routine maintenance of the Amphitheater exterior hardscape, and on-call custodial support for special City events. The agreement covers the following locations:
|
Item |
Facility |
|
1 |
City Hall |
|
2 |
Signal Hill Public Library |
|
3 |
Community Center |
|
4 |
Signal Hill Park Restrooms |
|
5 |
Discovery Well Park Community Room and Restrooms |
|
6 |
City Yard |
|
7 |
Police Station |
|
8 |
Pressure Washing at Citywide Parks |
|
9 |
Amphitheater Exterior Hardscape |
Consistent with the City's Purchasing Guidelines, on July 3, 2026, the City published a Notice Inviting Bids (NIB) for Citywide Custodial Maintenance Services. To align future contract renewals with the City's fiscal year and annual budget process, the bid documents established an initial ten-month contract term beginning September 1, 2026, and ending June 30, 2027. The proposed agreement also allows up to three optional one-year renewal terms that the City may exercise based on the contractor's satisfactory performance. The City posted the NIB at the City’s public notice locations, the City’s website, and posted the information on PlanetBids via the City’s portal. The following table lists the base bids that bidders submitted by the July 27, 2026, deadline.
|
Vendor |
Base Bid |
|
1 |
JJ Property |
$219,587.50 |
|
2 |
Base Hill, Inc. |
$220,671.60 |
|
3 |
H.N.W. Building Maintenance, Inc. |
$242,456.10 |
|
4 |
Crown Facility Solutions, Inc. |
$247,134.80 |
|
5 |
CCS Facilities |
$265,831.70 |
|
6 |
Diverse Janitorial |
$290,300.00 |
|
7 |
U.S. Metro Group, Inc. |
$525,563.60 |
During the bid evaluation, staff determined JJ Property, Base Hill, Incorporated, and H.N.W. Building Maintenance, Incorporated, as non-responsive for failing to submit the original bid bond requirement by the bid deadline, as specified in the NIB and contract documents. A bid bond protects the City by ensuring the bidder, if awarded the contract, will sign the contract and begin the work as agreed.
Crown Facility Solutions, Incorporated (CFS), the fourth lowest bidder, submitted all required documents, including a hard copy of the bid bond, before the bid closing date and time. Staff reviewed the bid documents and conducted reference checks to confirm the contractor has successfully performed similar work for other cities, including the City of Lake Forest and the City of Paramount. Based on this evaluation, staff determined that CFS meets all requirements as the lowest responsive and responsible bidder and holds the proper license to perform the custodial services agreement work.
The bid documents also included one alternate bid item for routine custodial maintenance of the new Amphitheater exterior hardscape. Since the Amphitheater remains under construction, the City listed these services as an alternate bid item to evaluate the cost separately and determine whether to include them at the time of contract award. CFS submitted an alternate bid of $4,676.40 for the Amphitheater exterior hardscape. The pricing is reasonable, and staff expects the Amphitheater to become operational during the contract term. Staff therefore recommends including the alternate bid item in the award. By including the alternate bid item cost, the total contract amount would increase from $247,134.80 to $251,811.20 and provides routine custodial maintenance for the Amphitheater exterior hardscape under the same agreement.
The proposed agreement also includes unit rates for as-needed additional custodial services for the Amphitheater back-of-house building, concessions building, restrooms, portable restroom trailer, shooting range, and other on-call custodial services outside the routine scope of work. Since the cost for additional services are not included in the base contract amount; staff also requests authorization to utilize a contingency of up to 3.40% ($8,558.80) to accommodate additional custodial services that may arise throughout the fiscal year. The contingency supports planned City events and other authorized custodial services beyond the routine scope of work, including anticipated events at the new Amphitheater. As the Amphitheater becomes operational, the City expects additional custodial needs for the restrooms, back-of-house building, concessions building, and other event-related facilities that staff cannot accurately predict at this time.
The proposed contract increases costs compared to the City's previous custodial maintenance agreement. The increase reflects higher labor, supplies, and material costs, expanded service needs at City Facilities, and the addition of the new Amphitheater facilities. These factors require additional custodial services to maintain clean, safe, and functional public facilities for residents, visitors, and City staff. Staff requests that the City Council authorize the City Manager to enter into a ten-month Maintenance Services Agreement with Crown Facility Solutions, Incorporated, in the amount of $251,811.20, and authorize a contingency of up to $8,558.80, for a total agreement budget of $260,370.00 (Attachment A). If the City Council approves this request, the agreement would begin on September 1, 2026, and end on June 30, 2027. The agreement also offers three optional one-year extensions that the City may exercise based on the contractor's satisfactory performance.
To accommodate the increase in contract services continuity, staff proposes reducing the Facilities Maintenance Division Contract Services account by $19,820.50 and the Building Maintenance account by $10,000. This proposed $29,820.50 transfer would provide sufficient funding for custodial maintenance services throughout the remainder of the fiscal year through the adoption of the attached Budget Resolution (Attachment B).
Reviewed for Fiscal Impact:
_________________________
Siamlu Cox
Attachments:
A. Crown Facility Incorporated Maintenance Services Agreement
B. Budget Resolution
C. Budget Adjustment Status Report