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Item # 8.

Work Session and Regular Meeting

Meeting Date:	01/08/2019
Department:	General Services

AGENDA CAPTION:

Consider Action to Approve a Resolution for a Contract Agreement for Custodial Services at The Addison Conference And Theatre Centre, Pavilion, Stone Cottage, Police Station, Addison Circle Police Substation and Vitruvian Police Substation With Regent Services and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $64,831.44.

BACKGROUND:

The Town contracts with outside vendors for custodial cleaning services for all Town owned and lease facilities. Currently the Town is served by Global Building Maintenance in the Conference and Theatre Centre, Pavilion, Stone Cottage, Police Station, and Police Substation facilities. Since Global Building Maintenance is not performing up to expectations in these facilities, we are contracting with a new vendor for service.

Staff developed a Request For Proposal (RFP) and sought proposals from janitorial vendors. Eight vendors submitted proposals. A committee was formed consisting of staff from General Services, Purchasing, Police and Conference Centre to evaluate the proposals. Annual costs from vendors ranged from $64,560.00 to $210,804.00. The following bids:

Bidder	Monthly Proposal	Annual Proposal
Global Building Maintenance	$5,380.00	$64,560.00
Regent Services	$5,402.62	$64,831.44
Guerrero Enterprise Cleaning	$7,900.00	$94,800.00
Oriental	$9,383.41	$112,600.92
American Facility Services	$12,329.19	$147,950.28
Members Building Maintenance	$13,987.09	$167,845.08
Coverall of Dallas/Ft. Worth	$12,329.19	$147,950.28

The Committee determined that Regent Services, proposed the best value. The contract calls for the vendor to supply all labor, equipment and cleaning products aside from paper products in this price.

The cost for services is $64,831.44. This represents a slight increase from the current annual cost of $63,650.08.

We will also add the new Vitruvian Police Substation to this contract since it was not open at that time the RFP was issued. This contract will be for one year with the option to renew for four additional years if the Town desires. All of Regent Services employees that will be working in the Town’s facilities will be processed through the Police Departments security check. Staff has received favorable references.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Regent Services Agreement
Janitorial RFP 18-205