City Council Regular Meeting - Includes Action Taken


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    I.1       
Meeting Date: 05/15/2017  
Recommended by: Kevin Louis
Prepared by: Nicholas Stalter, Facilities Maintenance Supervisor
Finance Director Review: Celina Morris  
City Attorney Review: Brett Wallace  
Approved by: Larry Rains Date Submitted: 04/18/2017
Type of Action Requested: Ordinance

SUBJECT:
Recommendation to Award a Contract to New Image Building Services, LLC for Casa Grande facilities maintenance Janitorial Services.
RECOMMENDATION:
Staff recommends the Mayor and City Council approve a contract with New Image Building Services, LLC to provide facilities Janitorial Services in a base bid amount not to exceed $319,800, with an additional spending authority of $15,990.00 for optional services and contingency, for a total amount not to exceed $335,790.  
DISCUSSION:
The City of Casa Grande solicited bids from experienced and professional contractors to furnish all necessary labor, materials, and equipment, to satisfactorily perform janitorial services for City Facilities. Staff went through the public bidding process of “Janitorial Services for City Facilities” from February 03, 2017 to March 28, 2017.   A pre-bid meeting was conducted on March 2, 2017 to answer any questions and walk through City Facilities with potential bidders.  The basis of the bid specifications was set on “annual square foot of area cleaned”. Staff received and reviewed four (4)  bid proposals. Of these, three bidders were considered to be responsive and responsible, and one (Single Mothers Janitorial) did not meet the qualifications set forth in the bid specifications. Of the three  bids, it was determined that New Image Building Services, LLC is the lowest responsive and responsible bidder.

Following the guidelines set in the Specifications and Contract Documents for the City of Casa Grande Janitorial Services for City Facilities, New Image Building Services LLC will provide cleaning services three (3) times a week (M,W,F) for the following buildings: Women’s Club, Teen Center, Peart Center, and Animal Control.

The following buildings will be cleaned daily M-F except Holidays: City Hall Main, City Hall B (Admin), Dorothy Powell Senior Center, Len Colla, Municipal Court, and Public Works Building (NOC).

Public Safety, Pro Shop, and the Police Communication building will be cleaned seven (7) days a week including holidays. Public Safety will have a day porter.

Casa Grande Public Library will be cleaned seven (7) days a week excluding holidays. Due to the amount of foot traffic in the building, Staff has identified the need to have this building cleaned seven days a week.
 
New Image will also be responsible for the cleaning and locking after 10:00 pm seven (7) days a week of the following public park restrooms.
Villago Park
Ed Hooper
Dave White
Carr McNatt
O’Neil
Peart Park

The “optional additional services” is to allow for special cleaning of carpets, floor tiles, and or windows over and above that provided for in the base contract. This work would only be necessary in the case of an extraordinary event occurring at one of our facilities.
FISCAL IMPACT:
Funding from this project is included as part of the operations budget for Facility Services.  New Image has been performing our cleaning service for the past four years.
 
ALTERNATIVES:
Not move forward with cleaning contract and hire the staff needed to clean the facilities in-house
Re-bid contract
Attachments
ORD. 3015
Bid Tab
New Image Bid
Contract
Bid Specs
Addendum
Bid Notice

  

    

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