The Facilities Management Division of the Environmental and Neighborhood Services Department is charged with providing custodial services at specified City Facilities, including City Hall, City Hall Annex, Public Works, Police/Municipal Court, Parks Maintenance, the Surface Water Treatment Plant, the T.E. Harman Center, the Imperial Park Recreation Center, and the Visitor Center.
The custodial services provided to these buildings include a range of tasks completed on a daily, weekly, monthly, quarterly and annual basis. These tasks include but are not limited to dusting, sweeping, mopping, vacuuming, carpet spot cleaning, and the disposal of trash. In addition, extra services such as window and refrigerator cleaning, special event cleaning and carpet cleaning are also completed as needed.
In July 2017, the City executed a custodial services contract with Oriental Building Services in the amount of $288,067.46 (for the period of July 2017 through September 2018). This contract was an annual contract with four self-renewing one-year terms which provided for the following services:
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With the exception of the Surface Water Treatment Plant, the T.E. Harman Center, the Visitor’s Center and the Imperial Park Recreation Center (IPRC) which are occupied more than five days a week, three days a week service is provided to all other buildings and includes all tasks outlined in the Scope of Work performed on Mondays, Wednesdays & Fridays; buildings occupied more than five days a week receive five, six or seven day a week service (depending on their days of operation); and
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Day porter services are provided five days a week at City Hall and the Police/Municipal Courts buildings.
The contract with Oriental Building Services was terminated by the City on June 24, 2018 due to their inability to provide services as required by the contract.
In order to provide continuous custodial services and to establish a new annual contract, the Facilities Management Division obtained a bridge contract through a Cooperative Purchasing Agreement with Ambassador Services, LLC (Choice Partners 15-005 JN-003) in the amount of $21,746.52. Cooperative Purchasing Agreements are with governmental purchasing organizations. These agreements leverage the purchasing potential of governmental entities. All contracts are competitively bid, and contracts are awarded in compliance with state procurement laws and regulations. This contract spans June 25, 2018 through July 20, 2018 with the current scope of work and level of service.
The Facilities Services and Purchasing Divisions have worked together to identify another annual custodial contract opportunity. Historically, the City has utilized a low-bid procurement process to secure custodial services, and we have continued to experience service issues with every contract. In April 2018, the City requested pricing from vendors who participate in the Cooperative Purchasing Agreements of which the City is a member. The City received two (2) bids in response to this request for pricing of custodial services for a 12 month period:
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Metro Clean Commercial Building Services: $311,246.34
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Ambassador Services, LLC: $296,077.56
Ambassador Services, LLC was identified as the lowest bidder utilizing the Choice Partners 15-005 JN-003 Cooperative Purchasing Agreement. The custodial bid responses are included as an exhibit.
The effective date of the contract is July 21, 2018 through September 30, 2019 and will renew automatically under the same terms and conditions for four (4) additional one-year terms. While the scope of work remained, the days of service (i.e. day of the week) for the Police Department and the Public Works Service Center were modified in order to provide flexibility in cleaning frequency. The updated service schedule is included as an exhibit.
While there is an increase in cost of approximately $58,000 per year with this contract, the Environmental & Neighborhood Services Department believes that the City will receive a higher level of service. Ambassador Services, LLC has been working as the City’s custodial contractor under a bridge contract since the termination of the contract with Oriental Building Services in June 2018, and we have already seen an increase in the level of services provided at each of our facilities. This increase in funding has been added through the FY18 projects and included in the FY19 base budget. Funding for this contract is available through the General Fund, Utilities Fund and the Economic Development Fund.
The Environmental and Neighborhood Services Department recommends that the City Council authorize the award of a 14-month contract in the amount of $352,492.55; with four one-year options with Ambassador Services, LLC in the amount of $1,536,802.70 for Custodial Services.