SUBJECT/RECOMMENDATION:
Title
Authorize the award of Invitation to Bid Number 24-18 to multiple vendors for citywide custodial services, in an annual not-to-exceed amount of $600,000 for a one-year term, with three, one-year renewal terms at the City’s discretion and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Invitation to Bid (ITB) #24-18 was issued on May 8, 2018 for custodial services required by various facilities within the City of Clearwater. The requested services range from daily cleaning with quarterly/annual flooring cleaning in administrative buildings to maintaining certain beach and marina restrooms. In mid-May three days of mandatory site visits (36 locations) were conducted with representatives from fifteen companies. The City received eight responsive bids which were evaluated by General Services and Purchasing staff.
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.
Company: Alba Cleaning, LLC of Bradenton, Florida
Locations: Clearwater Gas Complex, General Services, Solid Waste Complex, PBI East & West, Armory, Libraries (Main, Beach, N. Greenwood, Countryside)
Estimated Annual Expenditures: $120,000
Company: Building Maintenance Services, Inc. of Winter Park, Florida
Locations: WPC Marshall Street Complex, WPC NE Complex, RO Plants, Fire 45 & 48, Clearwater Gas Sales (Old Countryside Library)
Estimated Annual Expenditures: $140,000
Company: Chi-Ada Corporation, LLC of Oakland Park, Florida
Locations: Parks and Recreation locations (excluding PBI) and all services for special events
Estimated Annual Expenditures: $100,000
Company: Xtremely Clean Janitorial Service, LLC of Temple Terrace, Florida
Locations: City Hall, Municipal Services Building (MSB), MSB Garage, Beach Marina Offices, Employee Health Center
Estimated Annual Expenditures: $200,000
In accordance with the ITB, modifications in required services may be made at the City’s discretion, including the addition or removal of services by company, location, and/or frequency ($40,000 unassigned funding). There are multiple city locations not represented in the initial award due to having staff with these responsibilities. In addition, there are approximately twelve locations not included in the site visits that will be added to the contract award effective on August 1, 2018. 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.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Fiscal Year 17/18 departmental budgets and planned for in Fiscal Year 18/19 in object code Contractual Services 530300, special Events Project number 99865, and will be budgeted accordingly in future fiscal years.