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Home My WebLink AboutItem 04 - Janitorial Services ITEM 0 4 MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL W' FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: FEBRUARY 2, 2010 SUBJECT: RENEWAL OF AN ANNUAL CONTRACT TO PROVIDE JANITORIAL SERVICES FOR VARIOUS PARKS AND RECREATION FACILITIES RECOMMENDATION: City Council to consider renewal of an annual contract award to Mary Lou Gilmore to establish an annual contract for scheduled janitorial services at various Parks and Recreation Facilities. The total annual cost will be limited to the budgeted amount for this service. FUNDING SOURCE: Funds are available in accounts: 100-44540-312-3 General Fund/Professional Services/Park Maintenance..........$92,000 119-44540-312-9 General Fund/Professional ServiceslLake Parks.................$145,000 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 posted in the Fort Worth Star Telegram and the Grapevine Sun on February 17, 2005 and February 24, 2005. Staff issued bid documents to eight contractors. Three contractors responded to the invitation. This contract award was initially approved by Council on April 5, 2005. The invitation requested fixed annual pricing to provide scheduled janitorial services to various Parks and Recreation Facilities. Mary Lou Gilmore provided the lowest bid with a total cost of $99,490.00 annually. The bid specifications allowed for an initial one-year contract with four one-year options to renew. If approved, this would be the fourth and final renewal period. The specifications also allowed for contract price adjustments to be considered at each renewal period. Mary Lou Gilmore has conducted business with the City in the past and has performed satisfactorily and has agreed to renew the contract with no increase in pricing. (See attached letter.) In the five years of this contract Mary Lou Gilmore has kept their pricing virtually the same, with only a 4% increase since 2005. January 22, 2010(8:31AM) Staff recommends approval to renew the contract with Mary Lou Gilmore for a total annual amount not to exceed the budgeted amount for this service. GR January 22, 2010(8:31 AM) GI ORE PARK MALNTENANCE,INC. 431 N. Scribner,#16 Grapevine, Texas 76051 817 919 4701 January 14, 20 1.0 Mr. Gard'Roscher Purchasing Coordinator City of Grapevine 501 Shady Brook Drive, .Room#108 Grapevine, Texas 76051 Re.- City of Grapevine Contract—Bid 219-2006 Renewal :'Dear Sir. We are pleased to accept the renewal offer for our fourth option year for the above referenced contract, at the same prices listed in your renewal offer. Thank you for the opportunity to continue our service to the City_ Yours truly, William Gilmore Contractor and President Janitorial Services - Mary Lou Gilmore AM Dove Park Pavilion Small 50 $31.351 $1,567.50 31.351 $1,567.50 0.0% Oak Grove Baseball Restrooms 200 $28.221 $5,644.00 $28.221 $5,644.00 0.0% Oak Grove Baseball Pavilion Small 8 $31.35 $250.80 $31.35 $250.80 0.0% Oak Grove Soccer Restrooms 100 $28.22 $2,822.00 $28.22 $2,822.00 0.0% Oak Grove Softball Restrooms 200 $28.22 $5,644.00 $28.22 $5,644.00 0.0% Vin ands 1501 Dooley Restrooms 600 $41.80 $25,080.00 $41.80 $25,080.00 0,0% Vin ards 1501 Dooley Picnic Sites 20 $433.68 $8,673.60 $433.68 $8,673.60 0.0% Vin yards 1501 Dooley Launda Facility. 48 $20.90 $1,003.20 $20.90 $1,003.20 0.0% Vin yards 1501 Dool2y Fish Cleaning Stat. 18 $3.14 $56.52 $3.14 $56.52 0.0% Vin yards 1501 Dooley Fishing Pier 12 $10.45 $125.40. $10.45 $125.40 0.0%. Vin yards 1501 Dooley Pavilion Small 35 $20.90 $731.50 $20.90 $731.50 0.0% Vin yards 1501 Dooley Facility Litter 200 1 $96.14 $19,228.00 $96.14 $19.,228.00 0.0% Katie Woods Park#7 Restrooms 86 $15.68 $1,348.48 $15.68 $1,348.48 0.0% Katie Woods Park#7 Picnic Sites 8 $62.70 $501.60 $62.70 $501.60 0.0% Katie Woods Park#7 Area Litter 52 $54.86 $2,852.72 $54.86 $2,852.72 0.0% Katie Woods Park#7 Facility Litter 86 $20,38 $1,752.68 $20.38 $1,752.68 0.0% Sand Bass Park Road# 1 &4 Restrooms 86 $15.68 $1,348.48 $15.68 $1,348.48 0.0% Sand Bass Park Road# 1 &4 Picnic Sites 8 $73.15 $585.20 $73.15 $585.20 0.0% Sand Bass Park Road# 1 &4 Pavilion (Small) 70 $52.25 $3,657.50 $52.25 $3,657.50 0.0% Sand Bass Park Road#1 &4 Area.Litter 52 $167.20 $8,694.40 $167.20 $8,694.40 0.0% Sand Bass Park Road# 1 &4 Facility Litter 86 $26.13 $2,247.18 $26.13 $2,247.18 0.0% McPherson Park Road#7 Restrooms 86 $15.68 $1,348.48 $15.68 $1,348.48 0.0% McPherson Park Road#7 Picnic Sites 8 $41.80 $334.40 $41.80 $334.40 OA%a McPherson Park Road#7 Area Litter 52 48.071 $2,499.64 $48.07 $2,499.64 0.0% McPherson Park Road#7 Facility Litter 86 12.541 $1,078.44 $12.54 $1,078.44 0.0% Lakeview Park Road# 17 Restrooms 86 $15.681 $1,348.48 $15.68 $1,348.48 0.0% Lakeview Park Road# 17 Picnic Sites 8 $57.48 $459.84 $57.48 $459.84 0.0% Lakeview Park Road# 17 Area Litter 52 $49.64 $2,581.28 $49.64 $2,581.28 0.0% Lakeview Park Road# 17 Facility Litter 86 $27.69 $2,381.34 $27.69 $2,381.34 0.0% Meadowmere Park Road#2 Restrooms 86 $15.68 $1,348.48 $15.68 $1,348.48 0.0% Meadowmere Park Road#2 Picnic Sites 8 $67.93 $543.44 $67.93 $543.44 0.0% Meadowmere Park Road#2 Boat Ramp 86 $5.23 $449.78 $5.23 $449.78 0.0% Meadowmere Park Road#2 Area Litter 86 $13.06 $1,123.16 $13,06 $1,123.16 0.0% Acorn Woods Park Road# 1 Restrooms 86 $0.00 $0.00 $0.00 $0:00 0.0% Acorn Woods Park Road# 1 Picnic Sites 8 $57.48 $459.84 $57.48 $459.84 0.0% Acorn Woods Park Road# 1 Facility Litter 86 $9.93 $853.98 $9.93 $853.98 0.0% Parr Park 3010 Parr Lane Restrooms 175 $31.34 $5,484.50 $31.34 $5,484.50 0.0% Parr Park 3010 Parr Lane Pavilion (Large) 50 $7115 $3,657.50 $73.15 $3,657.50 0.0% Iq City of Grapevine M Invitation to Bid 218-2005- Park Facilities Janitorial Services Grand Totals Gutind'-Total of Vendors, 6 se-Bid,. . MaryLou Gilmore., $99,490.04 Metrosca e $117,764.14 Members Building Maintenance $242,872.61 DECRIPTION 1 BID SHEET FACILITY f PARK - . :�.�.:.; 0 to R a a ffi 8 a d � ui PROPERTY/ °71E U a v _ o o _ TOTAL a : .. , AL DESCRIPTION COST .1Z Dove Park #IYR 90 0 0 0 0 0 o so o 0 1509 Hood Lana $ICY 36,00 3a-0a $ 4,200.00 Oak Grove Baseball #I1fR 200 d o •0 0 0, a D MuinelE and Park kd 1 $fCY 27.00 30.00 $ 5.640.00 Oak Grove Soccer #IYR 100 0 o 0 0. 0 ❑ 0 0 0 Park Road 1&Park Road 5 $ICY 27:00 $ 2,700.00 Oak Grove Softball WM 200 0 0 . 0 0 0. o 0 0 0 Dove Loop&Park Road 5 $ICY 27.00 J$ 5,400.00 Silver Lake 1501 Doole *NR 600 20 4E 18 0 12 0 35 0 200 (Facility 18.4AC)(Area litter 13.4)2 RR's Xs300=600(63 picnic sites) $ICY 15.00 315.00 3.00 3 a[S 10.00 20.00 92.00 $ 34,718.00 Katies Woods Park Rd.#7 wylk 86 . a 0 0 0 0 0 - 0 52 86 {Facility 3.9ac){Area 44,5)(12 picnic sites) $ICY t5.00 s0.00 62.50 19.50 $ 6,177.00 Sand Bass Park Rd#1 &4 #!YR 86 8 0 0 0 0 70 0 52 86 {Facility 5ac)(Araa 32ac)(14 picnic sites) $1CY 15.00 70,60 50,00 160.00 25.00 $ 15,820,00 McPherson Park Rd#7 #lYR $6 8 D. 0 0 0�' D ❑ 52 86 1(Facility 2.4ac)(Area 9,2ac)(8 picnic sties) $ICY 15.60 40,00 46.60 12.00 $ 5,034,00 Lakeview Bark Rd.#17 #mt 86 6 0 0. D. - ~0 9 a 52 86 . {Facility 5.3ac}(Area 9.5ac){11 picnic Sites) $ICY 15.00 55.06 47.50 26-50 $ 6,479.00 Meadowmere Park Rd#2 #TYR 86 8 0 0 88 0 0 0. 86 0 entry Rdiboat ramp only)(13 picnic sues) $ICY 15.00 65.x0 5.00 12.50 1 1$ 3,315-00 Acorn Woods Park Rd.#1 #IYR 86 a 0 0 0 0 0 0 0 86 (Fadi€ty'1.9ac)(11 picnic sites) $ICY 0.00 55.00 9.50 $ 1,257.00 Parr Park 3010 Parr Lane #IYR 175 ❑ 1 0 1 0 1 0 0 50 1 a ❑ 0 $ICY 1, 30.00 70.00 $ 8,750.00 Cost....................... .....:. ........................................................-...................... Page 1 219-2005 Mary Lou Gilmore DECRIPTION !BID SHEET ..:.:.:w ,• x FACILITY I PARK st© a co .,r .a Ell N `m : L . .., vs E m m, m e TOTAL al PROPERTY 1 -j 8 ° s n c e m ANNUAL aof DESCRIPTION a - �-" m° a to a. ,L . GosT Dave Park MYR 90 0 0 0 4 0 0 50 o D 1509 Hood Lane $ICY 27.50 1 2250 $ 3,6010.00 Oak Grove Baseball #JYR 200 0 0 0 0 0. 0 B D tv[uirrell and Park Rd 1 $ICY 27.50 2250 $ 5,680.00 Oak Grove Soccer #7YR 100 0 0 a 0 0 0 0 0 0 Park Road 1&Park Road 5 $1CY 27.50 $ 2'750'00 Oak Grove Softball #1YR 200 0 0 0. o 0 0 0 0 0. Cove Loop&Park Road 5 $ICY 2750 $ 5,500.00 Silver Lake 1501 Dooley #JYR 600 .20 48 1$ 0 12 0 3$ 0 zoo (Faci['tty 18,4AC)(Area litter 13.4)2 RR-s x°5300=800(63 picnic sites) $ICY 27.50 4.50 27.50 7.50 10.00 2 .50 133.40 $ 45,632.50 Katies Woods Park Rd.#7 #JYR 86 8 0 0 0 a 0 0 52 86 (FacU ty 3.9ac)(Area 10.5)(12 picniGsites) MY 21,50 4.50 75.13 28.28 $ 8,275.84 Sand Bass Park Rd#1 &4 #IYR Be 6 0 0 0 0 70 0 52 86 (Facilityr Sac)(Area 32ac)(14 picric sites) $JCY 21.50 4.50 27.50 23200 36-25 $ 18,981.50 McPherson Park Rd#7 #IYR 86 a 0 0. 0� 0 o 0 52 8s (Faci[[ty 2.4ao)(Ares 9.2ac)(8 picnic sties) $ICY 21.50 4.50 66,70 17.40 $ 6,849.80 Lakeview park Rd.#17 #1YR 8e 8 0 0 0 0 0 0 52 es (Facility S;3ac)(Area 68,86 38.43 $ 8,779.7.4 9.5ac)(1 i picnic sites) My 21.50 4.50 4 Meadowmere Park Rd#2 #JYR 86 8 0 0 86 0 0 o 86 0. entry Rdlboat ramp only)(13 picnic s[tes) $ICY 21,50 4.50 10.00 18.13 $ 4,304.18 Acorn Woods Park Rd.#1 #In 86 8 I 0 1 0 0'T 0 0 a 0 86 (Faci[ityl.9ac)(1i picnic sites) $JCY 0.00 4.50 13.78 $ 9,221.08 Parr Park 3010 Parr Lane #NR 176 0 0 0 0 0 50 0 0. 0 $ICY 27,50 27.50 $6,187.50 .. ... .. ..:.. . .. .. ... . f ....................................................... � 117,764.14' Page 1 219-2005 Metroscape DECRIPTiON I BID SHEET � FACILITY BID a E ° LL a ii a lu PROPERTY/ ° _ rarAt a DESCRIPTION AL u`s. COST. Dove Park #IYR 90 0 0 .0 0 1 Q 1 0 1 50't- 0 0 1509 Wood Lane -$/Cy 8,651.00 Oak Grove Baseball #fYR 200 0 0 0 a. 0 6 s o AAulrreli and Park.Rd 1 $ICY $ 8,845.12 Oak Grove.Soccer #NR 100 0 0 0 0 0 0 0 0 0 Park Road 1.&Park Road 5 $ICY 4,220,00 Oak Grove Softball #NR 200 0 Q . 0, 0 . 0 Q 0 0 0 Dave Loop&Park Road 5 $ICY $ 8,440.04 Silver lake 1501 Dooley #1YR 600 20 48 18 0 12 0 35 0 200 (Faci("y 18.4AC)(Arpa litter 13.4)2 RR's X-a300=600(63 picnic sites) $ICY $ 118;83520 Kates Woods Park Rd.#7 #lYR 66 8 o a a o. 0 .0 52 86 (Facility$.9ac)0,rea 10,5)(12 picnic sites) $ICY $ 14,58s,p9 Sand Bass Park Rd#1 &4 #NR 86 a 0 0 0 9 70 a 52 86 (Facilsty 5ac)(Area 32ac)(14 picnic sites) $ICY $ 28,569,40 McPherson Park Rd#7 #YR Be 8 0 0 0 0 0 0 52 86 (Facility2.4ac)(Area 8,2aa)(8 picniositesj $ICY $ 11,183.00 Lakeview Park Rd.#17 #!YR 86. 8 .. 0 0 0. Q -0 Q 52 .86 (Facility 5.3ac)(Area 9.5ac)(11 picnic Sites) $ICY Meadowmere Park Rd#2 #IYR B6 8 0 0 86 0 0 0 86 Q entry Rd/boat ramp only)(13 picnic sites) $!CY $ 6,767.83 Acorn Woods Park Rd.#1 #IYR 86 8j a 0 0 0 0 0 0 86 (Facility 1.9ac)(1I picnic 51f�s) $!CY $ 4,376.14 Parr Park 3010 Parr lane #fYR 175 Q 0 a 0 a 50 p 0 0 $ICY Is 11,605.00 Cost..................................................................................................................................................................... $ 242,672.fi1 Page 1 219-2005 Members Bldg Maint