HomeMy WebLinkAboutItem 08 - Janitorial Services ���� , ..
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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER �j�
MEETING DATE: NOVEMBER 4, 2008
SUBJECT: APPROVAL TO PURCHASE JANITORIAL SERVICES
RECOMMENDATION:
City Council to consider approval to establish a Janitorial Services Contract with Regent
Services for a total annual amount not to exceed $209,281.84.
FUNDING SOURCE:
Funds are available in account 100-44540-118-2 Building Services/Maintenance/
Professional Services.
BACKGROUND:
This contract will be established under an existing interlocal agreement with the City of
Coppell as allowed by Texas Local Government Code, Section 271.102. Bids were
taken by the City of Coppell and a contract was awarded to Regent Services under bid
Q-0407-01 on April 10, 2007. The contract was renewed for one year on June 1, 2008.
The current purchase order for janitorial services will expire on November 13, 2008. The
current contractor is Envision, Inc. (formerly Quality Environmental Services, Inc.). Over
the past several months, Envision, Inc. has gone through a number of changes in both
ownership and key personnel. These changes have resulted in a reduced quality of
service level to the City. Several meetings with the current contactor have been
conducted without improvement in the expected level of service. For these reasons, it is
staff's recommendation that the City not renew the purchase of janitorial services from
Envision, Inc.
As a replacement, staff contacted Regent Services which is a local Grapevine company
and is currently under contract with the City of Coppell. The City of Coppell solicited bids
for janitorial services in April 2007 and subsequently awarded a contract to Regent
Services on June 1, 2007. The contract was renewed on June 1, 2008 and will end on
June 1, 2009. The contract will have three additional one-year renewal periods. The City
of Grapevine currently has an interlocal agreement with the City of Coppell and is
authorized to utilize this contract under Local Government Code Chapter 271-102.
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October 29,2008 (4:19PM)
Regent Services has offered to extend the pricing awarded under the Coppell contract to
Grapevine. The pricing for the janitorial services will be slightly less than our current
contractor. The price per square foot of our current contractor (Envision, Inc.) is
$1.09/S.F. The price under the Coppell contract will be $1.08/S.F. The City currently has
193,108 square feet to cover for janitorial services. Under the Envision, Inc. contract the
annual cost is $209,774.64. Under Regent Services, the cost will be $209,281.84.
According to the National Building Service Contractors Association, the average cost per
square foot for janitorial service contracts is $1.44/S.F. A breakdown of the current and
recommended costs for each facility is attached for review.
As with the Envision, Inc. janitorial services, there wilt be additional costs for paper
goods. Regent Services has offered to purchase these goods at wholesale and invoice
the City with no markup in price. While the City does have an annual contract for paper
goods, Regent Services can command better pricing due to the volume purchased. Staff
will monitor the initial paper goods cost and if it is in the best interest of the City, staff will
utilize the City's established contract for these goods.
Upon expiration of the current purchase order with Envision, Inc., staff recommends
establishing a contract with Regent Services for janitorial services at a total annual cost
of$209,281.84.
CD
October 29, 2008 (4:19PM)
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