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HomeMy WebLinkAboutItem 11 - Janitorial Services and Litter ControlITEM # MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER* MEETING DATE: MARCH 15, 2011 SUBJECT: RENEWAL OF AN ANNUAL CONTRACT WITH FOUR OPTIONAL ONE -YEAR RENEWALS TO PROVIDE JANITORIAL SERVICES AND LITTER CONTROL FOR VARIOUS PARKS AND RECREATION PARK FACILITIES RECOMMENDATION: City Council to consider award of an annual contract award to Regent Services for scheduled janitorial services and litter control at various Parks and Recreation Facilities. The total annual cost will be limited to the budgeted amount for this service $265,700. FUNDING SOURCE: Funds are available in the following accounts: 100 -44540 -312 -3 General Fund /Professional Services /Park Maintenance 119 - 44540 -312 -9 General Fund /Professional Services /Lake Parks 115- 44540 - 35005 Convention and Visitors Bureau Fund /Festivals 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 January 20, 2011 and January 27, 2011. The bid was opened publicly on February 11, 2011 (see attached bid tabulation). The purpose of this bid was to establish annual fixed pricing contract for janitorial and litter services to be performed at various parks, medians, right -of -ways, facilities, open spaces, and athletic complexes within the City of Grapevine. Along with the bid advertisement, staff sent out bid notifications to 71 vendors and issued bids to 11 vendors. Staff received four bids. An evaluation committee independently evaluated the best value bid for the City of Grapevine. Each committee member evaluated the bid based on the following criteria, Operational Plan, Work history 1 references, and Equipment 1 vehicles. Purchasing evaluated the pricing. The recommendation of the committee and Purchasing is to accept the Best Value Bid from Regent Services (see attached results). Regent Services currently performs janitorial services at other city facilities and their service has been satisfactory. March 10, 2011 (11:03AM) The bid specifications allowed for an initial one -year contract with four, one -year options to renew. If approved, this would be the initial contract period. Staff recommends award of an annual contract award to Regent Services for scheduled janitorial services and litter control at various Parks and Recreation Park Facilities. The total annual cost will be limited to the budgeted amount for this service. GR March 10, 2011 (11MAM) z 2 H. 0 ) \/\ ( \ \2 ..I - \() \\�/ ��f�. C4 / \[) 2k\� (��7 )§ \) \} \) CM Ce) co 0 : fa z i E IL 22302 z 2 H. 0 ) \/\ ( \ \2 ..I - \() \\�/ ��f�. C4 / \[) 2k\� (��7 )§ \) 0 zz w x .L Cco G 0 U U) cc is.. O r.I r o i o H o a � a CD � o a 3 Q 0 aLIS 44JON © N ° °° r O O aaowll o rn M N o 0 0 SWS� ° m °° ° N o r o M ;ua6aa N m CD CD CD M 0 L 0 v as J 0 O 6� O O Op Uy d v, O R L a) U c cm M l�C t N E J J .R a N CD -,e L Q = LU m W cL 0 LL! a