ACTION REQUESTED:
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Communication from the City Manager and Interim Director of Public Works with a Request to for the Following:
A. APPROVE a 3-Year CONTRACT with THE CLEANING SOURCE, for the First Year Base Amount of $245,254.00, 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 $49.958.98, for Janitorial Services to City Building Groups 1 and 5; and
C. APPROVE a 3-Year CONTRACT with LUDY’S CLEANING SERVICES, for the First Year Base Amount of $50,250.00, for Janitorial Services to City Building Group 2.
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BACKGROUND:
Staff would request that Council reject all proposals and direct the City Manager to reissue the Request for Proposals.
A Request for Proposals was issued September 20, 2018 for Janitorial Services to clean City Buildings, with six (6) vendors submitting responses.
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
Building Group 2 Building Group 4
Public Works Facility City Hall
PD2 Twin Towers
Northwoods Mall substation Assessors office
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.
Each contract consists of basic cleaning services for a three (3) year period beginning February 1, 2019 and ending January 31, 2021. 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.
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The top three contractors were chosen for award and the building groups were divided by building groups bid and pricing.
Although Accra Contractors and One Star Professional Cleaning provided responses, the information provided was not enough to score on our matrix.
Both Lindsay’s Dependable Cleaning and Ludy’s Cleaning are minority owned firms.
FINANCIAL IMPACT: Award of the contracts as noted herein will result in a three-year obligation of $1,195,665.88. 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 #01422-190331, Lindsay’s Dependable Cleaning has current EEO #03400-190331, and Ludy’s Cleaning Service has current EEO # 01044-191231.
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