SUBJECT/RECOMMENDATION:
Title
Approve multi-awarded purchase orders for Citywide Custodial Services pursuant to Invitation to Bid (ITB) 32-26, each for an initial one (1) year term with four (4) optional one-year renewals, for a maximum five (5) year contract period ending November 30, 2031, and a combined cumulative spending authorization not to exceed $4,500,000 over the maximum five (5) year contract period. Of this amount, $3,500,000 is authorized for General Support Services and $1,000,000 for Parks and Recreation. Authorize the appropriate officials to execute same.
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SUMMARY:
Invitation to Bid (ITB) 32-26, Citywide Custodial Services, was issued on June 26, 2026, to provide custodial services at various City of Clearwater facilities. These services include routine cleaning of City buildings and public facilities, maintenance of outdoor recreational restrooms, and additional cleaning services for special events and other City operations.
The City received twenty-five (25) bids, of which twenty-one (21) met the bid requirements. General Support Services, Parks and Recreation, and Procurement staff reviewed the bids for pricing, contractor qualifications, staffing, and the ability to provide services at multiple City facilities. The review also included comparisons of existing and proposed service costs by location. Based on the bid evaluation and the City's determination of facility assignments, the City recommends awarding the contract to the following four vendors:
• Emerald Facility Management, LLC - Various City facilities, including the Municipal Services Building, General Support Services facilities, fire stations, parking garages, Public Utilities facilities, and the Solid Waste Transfer Station.
• Green Facility, Inc. - Coachman Park/The Sound, outdoor recreational restrooms, and Parks and Recreation supplemental and as-needed services.
• S and C Janitorial, Inc. - City libraries, Clearwater Gas Complex, Jack Russell Stadium administrative offices, PBI facilities, and Seminole Boat Launch restrooms.
• Suncoast Spotless, LLC - Public Utilities Complex buildings and associated facilities.
The multi-award structure allows the City to assign cleaning services based on the needs of each facility, contractor availability, performance, and pricing. This approach also provides flexibility to adjust cleaning schedules and services as facility needs change, in accordance with the contract terms. General Support Services will manage the custodial services for occupied City facilities, while Parks and Recreation will independently manage custodial services for its outdoor recreational facilities and special events.
The $4,500,000 authorization represents the maximum combined spending over the five-year contract period, not an immediate expenditure or guaranteed payment to contractors. The authorization is cumulative and is not divided into annual spending limits or separate authorizations for each renewal period. Expenditures remain subject to annual budget appropriations and an active contract. This provides flexibility to accommodate existing services, additional City facilities, changing operational needs, supplemental cleaning services, janitorial supplies, and contract price adjustments permitted under the contract.
Contract No. 901725, ITB 36-22, Citywide Custodial Services FY23-26, was extended through December 31, 2026. The new contract will replace the existing contract upon its effective date to ensure uninterrupted services.
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 the applicable Parks and Recreation cost codes under 530300, Contractual Services.
Each department will manage expenditures within its respective cumulative not-to-exceed authorization. Future expenditures are subject to annual budget appropriations, and optional contract renewals will be processed in accordance with the contract terms and applicable City approval requirements.
The General Services Fund is an internal service fund of the City that supports citywide building maintenance.
STRATEGIC PRIORITY:
This purchase supports High Performing Government (1.2) by maintaining clean, safe, and functional City facilities that support efficient municipal operations and public services.
