City of Lawrence

Public Works Department

MEMORANDUM

DATE:	January 12, 2012
TO:	Chuck Soules
FROM:	Mark Thiel
CC:	Cynthia Boecker, Alan Landis
RE:	Award City of Lawrence Custodial Contract Bid #B1157

Please include the following item on the City Commission agenda for consideration at the January 24, 2012 meeting.

On December 13, 2011, the City of Lawrence received proposals for City of Lawrence consolidated Janitorial Services, Bid No. B1157.

Project Description

The intent of this contract is to provide consolidated uniform janitorial services for City of Lawrence facilities.

Project Scope & Details

This project provides janitorial services and equipment for the following locations:

· Solid Waste Annex

· Lawrence Municipal Airport

· Household Hazardous Waste Buildings

· Fire Rescue and Training

· Lawrence-Douglas County Fire and Medical Department Administration and Training Center

· Riverfront Offices

· Community Health Building

· Traffic Building

· Police Department Investigation and Training Center

· Court Services

As part of this contract all equipment will be supplied by the contractor and the City of Lawrence will supply all paper products. An emphasis was put in the contract for the use of “green” cleaning products. As part of the contract we tried to incorporate uniform cleaning task and frequencies as much has possible. Special attention was given to the security for court service, Police Investigation and Training Center.  Select facilities have additional security access requirements.

Proposal Review

Bids were reviewed, and an interview with the low bidder was conducted by Mark Thiel, Steve Bennett, and Cynthia Wagner.   Contractor references were verified and proved to be good. Additional interviews were set up between the recommended bidder and each facility representative. There were numerous follow up conversations to determine that the overall package would meet our needs today and moving forward.

The Community Health Building currently employs ISS Facility Services. They have been satisfied with the quality of work provided. Two other references were the Topeka Law Enforcement Center and the Kansas Bureau of Investigation offices.

Contract Schedule

This contract, if accepted, will start on April 2, 2012.  This date will enable the City to notify current contractors and provide the appropriate notification for cancelation of contracts.

Project Funding

The Funding will come from the various departments covered by the custodial contract.  In 2011 janitorial service costs were $118,852.58.

The following bids were received:

VENDOR	Total
ISS Facility Services, Inc.	$101,071.56
Stratus Building Solutions	$107,268.00
Smart Building Services, LLC	$112,896.00
BPI Building Services	$116,974.00
Jani-King of Kansas City	$124,044.00
Bob’s Janitorial Service & Supply	$129,554.00
Service Master/Cleansweep Janitorials, Inc.	$136,534.44
City Wide Maintenance, Inc.	$140,485.76

The consolidation of facilities into one contract, along with uniform cleaning tasks and frequencies, will reduce the annual cost of contracted custodial service by $17,781.02.

Recommendation

Based on a thorough review we are recommending the selection of ISS Facility Services, Inc. to perform the custodial contract.  ISS currently services the City/ County Health Facility at 200 Maine.

Action Requested

Approve and authorize the City Manager to sign a contract with ISS Facility Services Inc., Bid No. B1157, in the amount of $101,071.56 for the Lawrence Custodial Contract, for the term of one year with the option to extend annually, by mutual agreement, between both the city and the contractor.

Attachment: Janitorial Bid Tab