Title
Varsity Facility Services and Bio-Janitorial Service, Inc., Contract Award Recommendations (Ordinance S-43711)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Varsity Facility Services (Vendor 3058196) and Bio-Janitorial Service, Inc. (Vendor 3043802) to provide custodial services in City-owned facilities in the downtown area in an amount not to exceed $5,185,000 over the life of the contract. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Vendors will provide custodial services for eight City-owned facilities in downtown Phoenix. The facilities require general housekeeping consisting of restroom cleaning, kitchenette cleaning, and floor care in offices and public areas. Ancillary services for more advanced cleaning for floors and upholstery are included, as well as assisting with special event set-ups and tear-downs, and emergency calls.
Procurement Information
Invitation for Bid (IFB) 18-FMD-001 was conducted in accordance with Administrative Regulation 3.10. Seven offers were received by the Public Works Department on March 29, 2017. The IFB grouped facilities as follows:
Group I includes the 305 Building, Historic City Hall, Phoenix City Council Chambers and the Calvin C. Goode Building.
Group II includes the 438 Building, Adams Street Training Center/ITS/Phoenix Channel 11/Auditors, Phoenix City Hall and Phoenix Municipal Court Building.
Bids were evaluated based on price (for the first 15-month period), responsiveness to all specifications, terms and conditions, and responsibility to provide the required goods and services. The following bids were received:
Group I
Varsity Facility Services: $308,427.65
Hurley Service Management: $401,911.52
Bio-Janitorial Service, Inc.: $415,760.00
GCA Services Group: $423,517.95
Commercial Cleaning Systems: $439,502.92
Allied Universal Janitorial: $485,683.23
Group II
Bio-Janitorial Service, Inc.: $1,015,503.00
GCA Services Group: $1,017,112.05
Commercial Cleaning Systems: $1,138,882.93
Hurley Service Management: $1,147,133.81
Varsity Facility Services: $1,188,346.54
Allied Universal Janitorial: $1,301,515.68
One bidder withdrew after submission. The bids by Varsity Facility Services and Bio-Janitorial Service, Inc., are deemed to be fair and reasonable, based on the market.
The Public Works Director recommends that the offers from Varsity Facility Services and Bio-Janitorial Service, Inc., be accepted as the lowest-priced, responsive and responsible offers.
Contract Term
The initial term of the contracts is 15 months. A provision of the contracts includes an option to extend the term up to three years, in one-year increments, which may be exercised by the City Manager or his designee.
Financial Impact
The aggregate value of the contracts will not exceed $5,185,000, with an estimated annual expenditure of $1,037,000. Funds are available in the Public Works Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.