AGENDA CAPTION:
Title
Consider approval of Resolution 2024-10R, approving a contract with Service First Janitorial for janitorial services for 25 facilities in an amount not to exceed $975,000.00 for the initial 18-month contract term and authorizing up to nine additional one year extensions with annual increases based on the rate of the yearly consumer price index (CPI) not to exceed 3.5 percent per year; authorizing the City Manager, or her designee, to execute the contract and renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: February 6, 2024
Department: Public Works Department - Sabas Avila, Director
Amount & Source of Funding
Funds Required: $975,000
Account Number: 10003180-52555
Funds Available: Yes
Account Name: Janitorial Services
Fiscal Note:
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Background Information:
On January 4, the City received ten (10) proposals in response to Request for Proposals (RFP) 223-062 for Janitorial Services. Two (2) proposals were deemed non-responsive due to incomplete submissions that lacked required information. A City-staff evaluation team reviewed and evaluated all eight (8) remaining proposals and determined the most qualified and best value to the City to be Service First Janitorial with a home office located in Dallas, Texas.
The purpose of this contract is to maintain cleanliness and safety of the City’s many facilities for our public, employees, and guests. This contract will cover twenty-five (25) facilities totaling nearly 300,000 square feet which located throughout the City.
For this contract specifically, Service First Janitorial will maintain a workforce consisting of at least sixty percent (60%) local employees that reside within the city limits or the City’s ETJ, as requested previously by the City Council.
The initial contract term will be for an 18-month period beginning April 1, 2024, and continuing through September 30, 2025, to align with the fiscal year and budget timelines. Beginning October 1, 2025, the contract will continue with the option of up to nine (9) one-year annual renewals for a period not to exceed ten and a half (10.5) years. The initial contract term is estimated at $975,000 with a base estimated annual contract amount of $650,000. This amount includes capacity for additional as-needed cleaning services. This contract is subject to an annual increase based on the Consumer Price Index (CPI) up to a maximum of three and a half percent (3.5%) beginning at the first automatic renewal. The City may elect at any time to not renew the contract as may be appropriate.
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Recommendation:
City staff recommends awarding a contract to Service First Janitorial for janitorial services.