Broken Arrow City Council
Meeting of: 12-15-2015
To: Mayor and City Council
From: General Services Department
Title:
title
Review of proposals received and award the most advantageous proposal to Alliance Maintenance to provide custodial services and supplies for City Hall, the City Hall Annex and the Operations Office Building, and approval of and authorization to execute a Janitorial Services Agreement with Alliance Maintenance
End
Background:
The Building Maintenance Division of the General Services Department provides custodial services for most City facilities. In July, 2013, the City Manager and Director of General Services, with the approval of City Council, decided it was better to hire contract custodial services for three city facilities because maintaining staffing was difficult and because contract custodial services would result in a cost savings for the City.
Bid proposals were sought for custodial services and the original bid was awarded to the low bidder, AHI Services. Their proposal, qualifications and references indicated they were capable of providing the service we required. City Staff has not been satisfied with AHI’s performance and does not recommend renewal of the agreement.
A new bid proposal for a custodial service with an option to provide consumables (toilet paper, paper towels, soap etc.) was sought. Staff recommends the option of having the custodial service supply the paper and consumables for three reasons: It frees up City Staff from delivering and stocking paper goods at each facility, it provides a fixed price for budgeting purposes and it prevents fraud waste and abuse from the custodial service because they become responsible for managing the paper.
Custodial services were advertised and sent to sixteen (16) vendors. Eleven (11) proposals were received. The low bid from WCD is an out of state vendor. All their references were outside of state and their proposal did not indicate that any local office or management was available. Additionally, they did not perform a site visit and their bid indicates an unreasonably low consumables cost which is inconsistent with costs from all the other vendors. AHI, the City’s current service provider, is also an out of state company and Staff found it difficult to manage and get satisfactory resolution on various issues. For these reasons, Staff does not believe that WCD is a good choice. Other bids from Redlee/SCS, Westmark, Office Express and L&M Superior Cleaning did not bid or failed to provide for fixed pricing on consumables as requested in the bid.
The most advantageous bid for all three facilities is from Alliance Maintenance. Their proposal and qualifications indicate they are capable of providing the services requested and their references have provided positive comments. A site visit to one of their customers was conducted and the company representatives were interviewed to assess their ability and desire to perform adequately.
Funding for service at the Operations Office Building will come from the Broken Arrow Municipal Authority and funding for City Hall and the Annex will come from the General Fund. Staff recommends awarding the proposal for custodial services and supplies at the three facilities to Alliance Maintenance. The agreement is for one year and is renewable for four additional years based on available funding
Cost: $4,580.00 per month or $54,960.00 annually
Prepared By: Bill Cade, Sanitation Manager
Roger Edwards, Building Maintenance Manager
Reviewed By: Human Resources
Development Services
Engineering Department
Water Utilities Department
Parks Department
Finance Department
Legal Department
Acting Assistant City Manager
Approved By: Michael L. Spurgeon, City Manager
Attachments: 16.108 bid tabulation
Allied Maintenance agreement for custodial services
Allied Maintenance proposal.
Recommendation:
Approve the most advantageous proposal to Alliance Maintenance to provide custodial services and supplies for City Hall, the City Hall Annex and the Operations Office Building, and approval of and authorization to execute a Janitorial Services Agreement with Alliance Maintenance.