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City Council Regular
Meeting Date: 06/26/2018  

Authorize an agreement with Pomona Valley Workshop dba Anthesis for custodial day services in the annual not-to-exceed amount of $114,750.  The term of the agreement is three years with two, one-year renewal options for a total not-to-exceed amount of $573,750.
On January 27, 2009, the City Council approved Agreement No. A09-07 with Pomona Valley Workshop dba Anthesis (Anthesis).  This non-profit organization provides the opportunity for developmentally challenged adults to contribute by working in the community.  That agreement provided for Custodial Day Services for our City Hall campus, that had recently opened, and for the maintenance of the McCoy Equestrian Center.
Since the inception of this agreement, the Library, Police Facility, Parking Structure, Community Center and Community Park Facilities were added to the agreement. However, the services Anthesis provides for Community Park will not be included in this proposed contract due to budgetary constraints.
Staff issued a Request for Proposal (RFP) for Custodial Day Services on April 19, 2018. Seven firms submitted proposals for Custodial Day Services for the above-mentioned facilities.  These firms were rated by staff based upon the following criteria:
  • Approach to Work – 10%
  • References – 15%
  • Background/Personnel – 25%
  • Cost – 50%
After a thorough review of the seven proposals, Anthesis received the highest score.  Staff is recommending Anthesis to continue providing the services listed in the scope of work of the attached agreement.  
This proposed agreement with Anthesis provides for two work groups or “enclaves.” One group will be utilized at the Government Center that consists of three workers and a supervisor.  The other group consists of three workers and a supervisor assigned to the Community Center and McCoy Equestrian Center.
The wages, one dollar above minimum wage, include the cost of the supervisor for each enclave.  The services that these enclaves provide will ensure that these flagship facilities will continue to be maintained to the highest standards. 
This action is not a project within the meaning of the California Environmental Quality Act (California Public Resources Code §§ 2100, et seq., “CEQA") and CEQA Guidelines (Title 14 California Code of Regulations §§ 15000, et seq.) Section 15378 and is therefore exempt from CEQA.  Additionally, it is categorically exempt from the requirements of CEQA pursuant to Title 14 California Code of Regulations § 15301 (h) as a Class 1 categorical exemption (Existing Facilities) as it involves the maintenance of existing buildings.
There is sufficient funding in the Fiscal Year 2018-19 General Fund Facilities operating budget to cover the cost of the Anthesis agreement. 
The Finance Director has reviewed this agenda item. 
PVW Anthesis Agreement

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