FROM: Joe Michael, Chief Information Officer
SUBJECT: Approval of Professional Services Agreement with CCS Facility Services for Janitorial Services
RECOMMENDATION:
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Recommend that the Board approve a Professional Services Agreement with CCS Facility Services for recurring janitorial services at an initial annual cost not to exceed $94,620, with authorization for additional facility maintenance services at the proposed rates, not to exceed an additional $12,750 annually, for a combined initial annual maximum of $107,370, and authorize the Chief Executive Officer to execute the agreement.
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BACKGROUND:
In July 2025, SBCERA assumed direct responsibility for managing its office building, transitioning these responsibilities from its former third-party property management company. As part of this transition, staff began reviewing existing facility services, vendor relationships, and opportunities to improve service quality and operational efficiency.
Janitorial services are currently provided by ABM Industries (ABM), which was originally retained through SBCERA's former property management company. Since assuming direct oversight, staff have experienced recurring concerns regarding service consistency, staffing coverage, responsiveness, and account management. These have included replacement janitorial personnel arriving late or failing to report for scheduled assignments, as well as cleaning requests not being consistently completed.
Staff communicated these concerns to ABM's onsite personnel and account management on multiple occasions, including establishing timelines for corrective action. Although ABM changed both its onsite and account management personnel and attempted to address the identified concerns, service inconsistencies continued.
As a result, staff determined that evaluating alternative janitorial service providers was appropriate to ensure SBCERA's facilities are maintained to the expected standards.
Competitive Solicitation Evaluation
Staff conducted a Request for Information (RFI) competitive solicitation by identifying and contacting janitorial service providers that could support SBCERA's facility requirements. Staff prepared a finalist list from roughly a dozen potential candidates, provided them with information about SBCERA's service needs, and invited them to submit proposals for consideration.
The evaluation included in-person and virtual meetings, facility walkthroughs, and a review of pricing, geographic proximity, experience, account management, staffing practices, supplier relationships, and overall service capabilities.
Staff utilized a weighted evaluation methodology, with pricing representing 30% of the overall score and the remaining 70% focused on service-related qualifications and operational considerations.
The evaluation results and proposed recurring janitorial costs are summarized below:
|
Service Provider |
Monthly Cost |
Annual Cost |
Evaluation Score |
|
CCS Facility Services |
$7,885.00 |
$94,620.00 |
96/100 |
|
Allied Universal Janitorial |
$7,833.69 |
$94,004.28 |
92/100 |
|
Summit Facility |
$10,600.00 |
$127,200.00 |
62/100 |
|
Current Provider - ABM |
$8,495.46 |
$101,945.52 |
72.5/100 |
Allied Universal's base pricing excludes six additional SBCERA-recognized holidays, billed at $360.17 per holiday. Including these charges would increase its estimated annual cost to $96,165.30.
KBS Services, a selected finalist, participated in discussions but did not submit final pricing for evaluation.
CCS Facility Services (CCS) received the highest overall evaluation score of 96 out of 100. Although Allied Universal submitted a slightly lower base monthly price, CCS's proposed annual cost is approximately $1,545 less when accounting for the additional holiday charges.
Compared to SBCERA's current janitorial arrangement with ABM, CCS would reduce recurring janitorial expenditures by approximately $7,326 annually, or 7.2%, while providing a service model intended to improve consistency, responsiveness, and accountability.
The detailed evaluation matrix and CCS’s proposal are included as exhibits.
CCS Facility Services Qualifications
CCS is an established national facility services provider with a significant operational presence in Southern California and the Inland Empire.
Their combined Orange County and Inland Empire branch employs approximately 674 individuals, including 192 employees supporting Inland Empire customers. CCS provides janitorial services to multiple public-sector customers, including San Bernardino County and the cities of Rancho Cucamonga and Rialto. Additionally, CCS services several office properties along Hospitality Lane, including buildings occupied by San Bernardino County departments.
This local presence and public-sector knowledge provides access to local supervisory personnel, replacement staffing resources, and account management support who will know how to support SBCERA.
CCS's proposed service model includes weekday janitorial coverage, early morning and daytime staffing, quarterly hard-floor care, and regular management oversight. The proposal also includes an employee continuity plan, allowing for the potential retention of existing janitorial personnel where appropriate.
CCS utilizes Waxie, SBCERA's existing janitorial supply provider. Because both the current and proposed providers use the same supplier, staff anticipates that separately billed consumable supply expenditures will remain generally consistent.
Throughout the solicitation process, CCS demonstrated responsiveness, familiarity with SBCERA's service requirements, and a willingness to work collaboratively to address operational needs.
Proposed Agreement and Additional Services
Staff proposes entering into a Professional Services Agreement with CCS, with services anticipated to begin on or around January 4, 2027.
Recurring janitorial services would be billed monthly at an initial rate of $7,885, rather than requiring payment of the full contract amount in advance. SBCERA would retain the right to terminate the agreement upon 30 days' written notice, providing flexibility to address service concerns or changing operational requirements.
In addition to recurring janitorial services, the agreement would establish pricing for optional facility maintenance services, including exterior power washing, exterior window washing, and carpet cleaning.
These services are currently provided through separate arrangements. Including them as options under the agreement would allow staff to consolidate services with CCS when doing so provides an overall benefit to SBCERA, considering cost, service quality, scheduling, accountability, and administrative efficiency.
The following table compares the current annual expenditures for these services with CCS's proposed pricing:
|
Optional Service |
Current Annual Cost |
CCS Annual Cost |
|
Exterior Power Washing |
$4,620.00 |
$3,600.00 |
|
Exterior Window Washing |
$2,760.00 |
$4,350.00 |
|
Carpet Cleaning |
$2,232.80 |
$4,800.00 |
|
Total |
$9,612.80 |
$12,750.00 |
Although CCS's combined pricing for these optional services is higher than current expenditures, the service scopes are not entirely comparable. For example, the current carpet cleaning arrangement excludes certain areas of the building that will be incorporated into future cleaning cycles increasing that current cost.
Staff would evaluate each optional service individually and utilize CCS where the overall operational or financial benefits justify the change. The agreement would not require SBCERA to purchase all available services.
The proposed agreement would establish an initial annual authorization of $94,620 for recurring janitorial services, with the ability to increase annual expenditures only through the procurement of the identified optional services, up to a combined maximum of $107,370. The additional $12,750 would be available exclusively for these optional services and would not increase the authorized amount for recurring janitorial services.
For comparison, SBCERA currently expends approximately $111,558 annually for comparable services across multiple vendors. CCS has an industry standard 3% annual price escalator for recurring janitorial services, with any subsequent adjustments to optional service pricing governed by the terms of the final agreement. The annual amounts presented above reflect the initial year of service.
Conclusion
Following a competitive solicitation and evaluation process, staff recommends CCS Facility Services as the provider best positioned to meet SBCERA's janitorial service requirements.
CCS received the highest overall evaluation score and offers competitive pricing, established local resources, public-sector experience, and a service model designed to improve consistency and accountability.
The proposed agreement would reduce recurring janitorial expenditures while providing flexibility to consolidate additional facility maintenance services where beneficial. Monthly billing and SBCERA's right to terminate upon 30 days' written notice would further preserve operational and financial flexibility.
BUDGET IMPACT:
Costs for this item are included in the current year administrative budget.
STRATEGIC PLANNING GOAL/OBJECTIVE:
Quality Employer and Workplace
STAFF CONTACT:
Joe Michael
ATTACHMENTS:
Exhibit A: Janitorial Service Vendor Evaluation Matrix
Exhibit B: CCS Facility Services Proposal