TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community Services Director
1. Subject
title
Award of Contract to Merchants Building Maintenance, Inc. for custodial services of City parks and facilities.
body
2. Summary
A four-year contract to provide custodial services to City park restrooms, community buildings, concession buildings, and Senior Center for a four-year total not to exceed $1,518,670.76. Year one of the contract is in the amount not to exceed $363,919.03.
3. Recommended Action
recommendation
Approve the contract with Merchants Building Maintenance, Inc. in the total amount of $1,518,670.76, for custodial services of City parks and facilities; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this contract is $1,518,670.76 and will be funded through General Fund (100):
100.7022.51420.00000 Maintenance Contracts
5. Strategic Plan Goals
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets.
Goal 3: Enhance and promote quality of life in the community
a: Renovate, maintain, develop, and/or expand public use places and spaces.
6. Discussion and Background
Background
The Community Services Department utilizes contract services for custodial services at the various park restrooms, community buildings, concession buildings, Senior Center, Hart Park Pool building, and the Grijalva Sports Center. Custodial services are vital in providing clean, safe, and accessible facilities and buildings to patrons.
The current four-year contract for custodial services expires June 30, 2024, requiring the City to enter into a new contract beginning July 1, 2024.
Discussion
The City advertised a Request for Proposals (RFP) on February 15, 2024 (RFP 23-24.29) and proposals were due on March 21, 2024. Eight proposals were received. Staff evaluated the proposals based on the firm’s experience, overall qualifications, record of success on previous projects, and overall responsiveness to the RFP. Proposal cost sheets were submitted in separate sealed envelopes and reviewed after the rating process was complete. A Proposal Abstract Summary (Attachment 1) is attached for reference.
After reviewing and scoring all submitted proposals, Merchants Building Maintenance, Inc. (Merchants) received the highest score (94 out of 100) as they submitted the most responsive proposal and demonstrated an understanding of the City’s custodial service needs. Merchants, the City’s current vendor, has provided acceptable service over the course of the existing contract. Staff verified the qualifications of the vendor with references provided for similar municipal custodial services and received positive responses. It is recommended the Council award a new contract to Merchants.
Merchants’ total base bid for four years is $1,380,609.78. The contract not-to-exceed amount of $1,518,670.76, which includes a 10 percent contingency of $138,060.98 for additional cleanings such as the City’s snack bar/concession buildings, community center kitchens at Olive and Shaffer Parks, the Senior Center, and City special events. These additional cleanings occur on an as needed/as permitted basis. Fees for the additional cleanings related to snack bars and kitchens are directly recovered from the permitted user.
Should the City Council choose to cancel or reduce services at any one of the facilities included within this contract, staff will work with the vendor to modify services in accordance with Council’s direction.
Including the 10 percent contingency, the annual cost for the first year of the contract is $363,919.03. The total expenditure will be funded through the General Fund (100). Funding for the remaining three years of the contract is dependent upon City Council approval of the annual budget through Fiscal Year 2027-2028. If funds are not budgeted, the contract can be terminated or reduced to meet that year’s allocation.
7. ATTACHMENTS
• Proposal Abstract Summary
• Contract with Merchants Building Maintenance, Inc.