HomeMy WebLinkAboutItem 14 - Cabin Housecleaning Services! 3;
ITEM
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY
COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER OL
MEETING DATE: APRIL 5, 2011
SUBJECT: APPROVAL TO AWARD BID NUMBER 363 -2011, ANNUAL
CONTRACT WITH THREE OPTIONAL ONE -YEAR RENEWALS
FOR CABIN HOUSECLEANING SERVICES
RECOMMENDATION:
City Council to consider award of Bid 363 -2011 for an annual contract to Regent
Services for restroom and cabin housecleaning services for the Parks and Recreation
Department at the Vineyards Campground. Annual expenditures will be limited to the
budgeted amount for these products and not to exceed $55,748.
FUNDING SOURCE:
Funds are available in account 119 -44540 -312 -9 Lake Parks Fund /Lake Parks/
Professional Services.
BACKGROUND:
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter
B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted in
the Fort Worth Star Telegram on February 23, 2011 and March 2, 2011. The bid was
opened publicly on March 18, 2011 (see attached bid tabulation).
The purpose of this bid is to establish an annual fixed pricing contract for cabin
housekeeper services for 13 cabin units and restrooms at The Vineyards Campground
and Cabins for the Parks and Recreation Department. In the past, campground staff
have provided the housekeeper services, however due to the addition of seven new
cabins to the campground inventory they were not able to complete cabin cleanings in
the 3.5 hours scheduled between check out and check in. This contract will increase
efficiency and fill the gap at a much better price point.
There were 82 vendors notified of the bid, 12 bid packets were issued with four bids
submitted. The lowest bidder, Gilmore Park Maintenance was deemed a non-
responsive bid due to inadequate like /similar housekeeping references. Staff was unable
to confirm that the second lowest bidder, TCB Landscaping and Cleaning Services Inc.,
March 30, 2011 (12:23PM)
was qualified due to a lack of required reference contact information. The two qualified
bidders, ACBMS, LLC and Regent Services had a .0005% difference in pricing.
Texas Local Government Code 271.0951 allows for a municipality to award a contract to
a bidder whose principal place of business is in the municipality and within five percent
of the lowest bid price received from a bidder whose bidder is not a resident of the
municipality. Regent Services is a local bidder whose business is within the City of
Grapevine and has been determined in writing that they have established the best
combination of contract price and additional economic development opportunity for the
City of Grapevine.
Regent Services has provided janitorial services for other City facilities for several years
and has provided quality services. Staff recommends the award of Bid 363 -2011 for an
annual contract to Regent Services for restroom and cabin housecleaning services for
the Parks and Recreation Department at the Vineyards Campground. Annual
expenditures will be limited to. the budgeted amount for these products and not to
exceed $55,748.
GR
March 30, 2011 (12:23PM)
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