ACTION REQUESTED:
Title
Communication from the City Manager and Interim Director of Public Works with a Request for the Following:
A. APPROVE a 3-Year CONTRACT with THE CLEANING SOURCE, for the First Year Base Amount of $235,598.00, for Janitorial Services to City Building Groups 3 and 4;
B. APPROVE a 3-Year CONTRACT with LINDSAY’S DEPENDABLE CLEANING SERVICE, for the First Year Base Amount of $57,271.21, for Janitorial Services to City Building Groups 1 and 5; and
C. APPROVE a 3-Year CONTRACT with PHD, for the First Year Base Amount of $44,824.00, for Janitorial Services to City Building Group 2.
Body
BACKGROUND:
A Request for Proposals was issued April 5, 2019 for Janitorial Services to clean City Buildings, with six (6) vendors submitting responses, one (1) of which was rejected due to irregularities in the response.
Contract Specifications were updated from previous contracts to enhance opportunities for smaller vendors to take part in the process. One of the changes made to the specifications was to split facilities into five (5) building groups and allow vendors to provide pricing for one or more of the building groups. The building groups are as follows:
Building Group 1 Building Group 3 Building Group 5
Central Fire Station Police Headquarters Peoria Corps
OEM Facility Municipal Building Gateway Building
Fire Training Assessor’s Office
Building Group 2 Building Group 4
Public Works Facility City Hall
PD2 Twin Towers
Northwoods Mall substation
Proposals were reviewed based on seven (7) criteria, and a scoring matrix was developed (See Below)
The scoring criteria included:
1. Training (15 points possible).
2. Quality Control (25 points possible).
3. Contract Cost (25 points possible)
4. Work-load Schedule (15 points possible)
5. References (10 points).
6. MBE/WBE Participation (10 points possible)
7. Bonus - (5 Points possible) “Green” sustainable measures.
|
Janitorial Services - Vendor Scoring |
|
Vendor |
MAX SCORE |
Lindsay's Dependable |
Ludy's Cleaning |
One Star Professional |
Abbco Serivce Group |
PHD |
The Cleaning Source |
|
Rater 1 |
105 |
82 |
78 |
- |
76 |
93 |
94 |
|
Rater 2 |
105 |
85 |
78 |
- |
78 |
92 |
93 |
|
Total |
210 |
167 |
156 |
- |
154 |
185 |
187 |
|
RANK |
|
3 |
4 |
- |
5 |
2 |
1 |
Each contract consists of basic cleaning services for a three (3) year period beginning July 1, 2019 and ending June 30, 2022. Each contract includes a provision to extend the contract for up to two (2) one-year periods with prices for the extension included in this award.
.
The top three contractors were chosen for award and the building groups were divided by building groups bid and pricing.
Although One Star Professional Cleaning provided a response, the information provided was irregular and not enough to score on our matrix.
Both the Cleaning Source and PHD are WBE firms. Lindsay’s Dependable Cleaning is a M/WBE firm.
FINANCIAL IMPACT: Award of the contracts as noted herein will result in a three-year obligation of $1,013,079.63. Funds are provided in the Fire Department budget for Building Group 1, the Police Department budget for Building Groups 2 & 3, and the Public Works budget for Building Groups 4 & 5
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: Cleaning services will commence under the new Contracts.
IMPACT IF DENIED: Extensions to existing contracts will have to be made and interruptions in cleaning services to City-owned buildings may occur.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: The Cleaning Source has current EEO #01422-200331, Lindsay’s Dependable Cleaning has current EEO #03400-200630, and PHD is in the process of renewing EEO # 00223-160930.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Have an efficient government.
DEPARTMENT: Public Works