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CITY COUNCIL AGENDA COMMUNICATION |
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| | | | | | | | | AGENDA DATE: | April 10, 2018 |
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| | | | | | | | | SUBJECT: | Award Bid and Authorize the City Manager to Execute a Contract for Custodial Services at Various Parks and Recreation Facilities with Regent Services as the Primary Vendor in the Amount of $230,630 with the Option for Four, One-Year Renewals, and Award an Alternative Annual Contract with Andrews Building Service, Inc., to be Utilized in the Event the Primary Contractor is Unable to Fulfill their Contractual Obligations. |
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| | | | | | | | | STAFF RESOURCE: | Carrie Cessna, Assistant Director of Parks and Recreation
Debra Morris, Purchasing Manager |
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| | | | | | | | | ACTION PROPOSED: | Award Bid and Authorize the City Manager to Execute a Contract for Custodial Services at Various Parks and Recreation Facilities with Regent Services as the Primary Vendor in the Amount of $230,630 with the Option for Four, One-Year Renewals, and Award an Alternative Annual Contract with Andrews Building Service, Inc., to be Utilized in the Event the Primary Contractor is Unable to Fulfill their Contractual Obligations. |
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| | | | | | | | BACKGROUND
The Purchasing Division solicited Two Hundred Sixty-Five (265) vendors and received six (6) responses for this bid. After reviewing the Request for Proposal submissions and evaluating each submitter's response (per the evaluation criteria previously established/published in the RFP), the vendor with the highest point total was Regent Services. They are also the lowest priced submitter. The vendor with the second highest point total was Andrews Building Services. Andrews Building Service, Inc. is to be utilized in the event the Primary Contractor is unable to fulfill their contractual obligations.
The main parks buildings that are included in this bid are: Don Rodenbaugh Natatorium, Ford Pool, Joe Farmer Recreation Center, Allen Senior Center, The Edge Visitor's Center and The Courses at Watters Creek Club House and Pavilion.
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| | | | | | | | BUDGETARY IMPACT
The funding for these services is included in the Parks and Recreation Department's Operational Budget. The total compensation to Contractor shall not exceed $1,181,360 for a Five (5) Year Term, consisting of 1) Base (First Year) maximum fee of $230,630; 2) Option Year 1 (Second Year) maximum fee of $233,451; 3) Option Year 2 (Third Year) maximum fee of $236,261; 4) Option Year 3 (Fourth Year) maximum fee of $239,062; 5) Option Year 4 (Fifth Year) maximum fee of $241,955.
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| | | | | | | | STAFF RECOMMENDATION
Staff recommends authorizing the City Manager to execute a contract for custodial services at various Parks and Recreation facilities with Regent Services as the primary vendor in the amount of $230,630 with the option for four, one-year renewals, and award an alternative annual contract with Andrews Building Service, Inc., to be utilized in the event the primary contractor is unable to fulfill their contractual obligations.
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| | | | | | | | MOTION
I make a motion to authorize the City Manager to execute a contract for custodial services at various Parks and Recreation facilities with Regent Services as the primary vendor in the amount of $230,630 with the option for four, one-year renewals, and award an alternative annual contract with Andrews Building Service, Inc., to be utilized in the event the primary contractor is unable to fulfill their contractual obligations.
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