Julie Leonard

Assistant Public Works Director

Albert Carbon III, PE

Public Works Director

Award of Janitorial Services Contract under Invitation to Bid (ITB) #112321.

Issue: The City's current janitorial services contractor, United Services, Inc. (USI), issued a 30-day contract cancellation notice, effective September 30, 2021.  The cancellation was issued due to staffing challenges experienced by the vendor.   The City negotiated with the contractor to continue services on a month-to-month basis until a new bid could be issued and awarded.   The City prepared the invitation to bid and received four responses.  

Recommendation: Adopt a resolution awarding Invitation to Bid, ITB #112321, Janitorial Services, to I&G Cleaning Incorporated, the lowest responsive, responsible bidder.

The City's current contractor, United Services, Inc. (USI), began providing janitorial services effective October 1, 2020. On August 31, 2021, due to a number of operational challenges, USI advised the City they were submitting their 30-day notice to cancel the contract, effective September 30, 2021. The challenges faced by USI included increased operational costs and  recruitment difficulties. USI advised the City's contract was no longer financially viable due to these circumstances.  

Due to the time necessary to issue a new Invitation to Bid, USI agreed  to continue services until a new contract could be awarded. 

The City issued a new solicitation and four (4) bids were received.  Upon review one of bid was deemed non-responsive. The lowest responsible, responsive bidder is I&G Cleaning Incorporated, at a monthly lump sum cost of $10,483, or $125,796 annually.  Due diligence was performed and very favorable references were received.

The ITB included the optional service of deep cleaning relating to COVID-19. This service, if required, will be based upon a cost per square foot.    The cost for deep cleaning is in addition to the monthly lump sum cost of $10,483.

The term of the contract shall be for a period of three (3) years, commencing January 1, 2022, providing for one (1) three (3) year renewal period. The ITB  is attached to this report.  The Scope of Services includes a list of services, buildings and frequency of services to be provided (Exhibits C and D).

As shown on Exhibit A, the lowest bid of $10,483 monthly or $125,796 annually is from I & G Cleaning.  Sufficient funds are available in the FY 22 Operating Budget of the Public Works Building Division for the janitorial services of I & G Cleaning.  The contract, if approved, will not start until January 2022 or  nine months of the current fiscal year. The proposed  expenditure is as follows:

Resolution Awarding Janitorial Services Contract to I&G Cleaning, Inc. under Invitation To Bid #112321
Account Name & Number	Available Budget	Proposed Expenditure	Remaining Available
Other Services 00144519.434900	$ 96,000	$ 94,347	$ 1,653

Adopt a resolution awarding the janitorial services contract to the lowest responsive, responsible bidder, I&G Cleaning Incorporated, at a monthly lump sum cost of $10,483, and authorize the appropriate City Official to enter into an agreement for an initial 3-year term beginning January 1, 2022.