title
Consideration of approval of a multi-year contract for facility cleaning services for multiple City owned facilities in advance of approval of the 2025 budget.
body
Submitted by:
Chuck Pomerenke
Department
Public Works- Facilities Division
A. Issue
Approval of a cleaning contract for various City facilities including the City Hall, Library, Police Station, Public Works Department, and Fire Station 51.
B. Background/Options
The current service contract for building cleaning is due to expire. As a result, the City issued a Request for Proposals seeking qualified companies to bid on cleaning of the City Hall, Library, Police Station, Public Works and Fire Station 51 facilities.
The RFP was advertised per usual and the City received seven proposals. A team of stakeholders was assembled to evaluate the proposals and selected four candidates for in-person interviews. After evaluating the four candidates, as well as our current provider, a new cleaning provider was selected to be recommended for award to provide cleaning services going forward.
The selection committee is recommending Perfection Plus Cleaning based on the companies experience, proposed cost, and perceived ability to perform at the required level of service. It is recommended that Perfection Plus Cleaning be approved to begin a three year contract with two, one-year, optional extensions. This would make the contract effective October 1, 2024 through September 30, 2027 with optional extensions until September 30, 2029.
Perfection Plus was not the lowest bidder, however, the the selection committee felt that the quality of service received would not be provided by the low bidder. The low bid was $13,581 per month across all buildings, while the highest bid was $33,505, and Perfection Plus’s cost is $16,684 per month. This is a moderate increase over the current cost of $13,936 with a significant level of service increase expected. With the current contract expiring, it was anticipated that there would be an increase in the cost of cleaning and that increase was budgeted into the 2025 staff budget request for the affected buildings.
C. Strategic Plan (Area of Focus)
Infrastructure & Quality of Life
D. Fiscal Impact
An increase of $32,976 in total across all affected buildings that has been accounted for in the 2025 staff budget request.
E. Recommendation
Approval of a three-year contract with Perfection Plus Cleaning, with two optional one-year extensions, for a monthly contracted cleaning cost of $16,684 to begin on October 1, 2024, in advance of approval of the 2025 budget.