SUBJECT/RECOMMENDATION:
Title
Authorize a multi-award and purchase orders to Building Maintenance Services Inc., CleanSpace Inc., High Sources Inc., J & J Holdings & Services LLC, and Xtremely Clean Janitorial Services LLC for citywide custodial services for an initial one-year term from November 1, 2026 through September 30, 2027, with four one-year renewal options through September 30, 2031, in a cumulative aggregate not-to-exceed amount of $4,500,000.00 across all awarded vendors and all five years, pursuant to Invitation to Bid 32-26, Citywide Custodial Services, contingent upon approval of the FY2027 operating budget and subject to annual appropriation in each subsequent fiscal year, and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
Invitation to Bid #32-26 (the “ITB”) was issued on June 26, 2026, for Citywide Custodial Services needed for the City of Clearwater’s various facilities. The requested services range from daily cleaning in administrative buildings to maintaining certain outdoor restrooms as well as any as-needed services for city events and other recreational/athletic facilities. Parks and Recreation will manage custodial services for its outdoor recreational facilities and special events. General Support Services will manage custodial services for remaining City facilities. The City received seventeen (17) responsive bids which were evaluated by General Support Services, Parks and Recreation, and Procurement personnel.
The City intends to make multiple awards. This award recommendation is formulated on the primary considerations of responsiveness, responsibility, and price. Evaluating the responsibility element of each bid submittal included secondary assessments of pricing reasonableness for specific work by location and the company’s capacity to manage and perform the work at multiple facilities. Pricing evaluation involved historical comparisons (by location), averaging of bids, and comparison of estimated staffing and hours.
In accordance with the ITB, modifications to required services may be made at the City’s discretion, including the addition or removal of services by company, location, and/or frequency. New locations will be priced by the respective company associated with building type or services required, as well as consideration for the bid evaluation criteria noted herein. Supplemental and/or as-needed services will be priced out per the hourly rate provided by the respective vendors.
City Council authorization is requested for a shared, cumulative aggregate not-to-exceed amount of $4,500,000.00 across all awarded contractors for the entire five (5) year potential service period ending September 30, 2031. The $4,500,000.00 is the combined maximum for all vendors and all five (5) years and is not an annual amount, a per-vendor amount, or a guaranteed expenditure. This authorization allows the City to address current service requirements, the occupancy of the new City Hall, changes in facility assignments or service frequency, supplemental and as-needed work, and permitted contract price adjustments.
Contract No. 901725, ITB #36-22: Citywide Custodial Services FY23-26, was extended through October 31, 2026. Upon approval, the new contract will replace the existing contract on the effective date.
APPROPRIATION CODE AND AMOUNT:
Funds for the current fiscal year are available in the General Support Services cost code 5656531-530300, Contractual Services, and in 530300, Contractual Services of various Parks and Recreation cost codes.
The cumulative $4,500,000 authorization is allocated in an amount not to exceed $3,500,000 for General Support Services and $1,000,000 for Parks and Recreation over the five (5) year authorization period. Each renewal and all expenditures in subsequent fiscal years are subject to City approval and annual appropriation.
The General Services Fund is an internal service fund of the City which supports citywide building maintenance.
STRATEGIC PRIORITY:
This purchase supports the objectives of a High Performing Government (1.2) by helping ensure that City facilities remain safe, reliable, and available to support efficient municipal operations and uninterrupted public services.
