On September 20, 2018, the Purchasing Division received five (5) responsive submittals for the Allen Event Center Housekeeping Service, Request for Proposal #2018-8-94. One submittal was eliminated due to previous unacceptable experience with the City of Allen. All remaining proposals were evaluated based on the following criteria: Firm Experience and Qualifications, Customer Service/Responsiveness, References and Price. Staff's goal is to determine the vendor that can provide the best combination of experience, capability, quality and services for a reasonable price. The hypothetical quantities in the proposal document were developed for the purpose of choosing a bidder, and are not in any way an estimate of the work that will be asked of the chosen bidder. However, these hourly rates will be the basis of payment for completed work if and when requested by the City.

Starwood Staffing received the highest overall score on the Final Evaluation. Although they were not the lowest priced vendor, evaluators' scores on experience, qualifications and references elevated Starwood Staffing to the best value bid. Other vendors' scores were limited by concerns over previous experience with the City of Allen and/or a lack of "arena/event" experience.

Starwood Staffing has been Allen Event Center's incumbent vendor for the past three (3) years and has provided the required service to maintain a clean facility. Starwood Staffing employees have proven their ability to manage the housekeeping labor needed to meet the intermittent cleaning needs of the Event Center. Staff believes it is in the best interest of the City of Allen to award the contract to Starwood Staffing, LLC as the primary contracted vendor for Housekeeping Services at the Allen Event Center with secondary award to Regent Services in the event that Starwood Staffing is unable to fulfill their contractual obligations.

The funding for these services is included in the Parks and Recreation Department Operational Budget. The previous contract limited total annual compensation to no more than $375,000. Experience over the prior three years has allowed staff to limit the total compensation for this contract to an amount not to exceed $329,000 annually.

Staff recommends authorizing the City Manager to execute the purchase of housekeeping services with Starwood Staffing, LLC as the primary vendor in the amount of $329,000 with the option for two, one-year renewals, and award an alternative annual contract with Regent Services, to be utilized in the event the primary vendor is unable to fulfill their contractual obligations.

I make a motion to authorize the City Manager to execute the purchase of housekeeping services with Starwood Staffing, LLC as the primary vendor in the amount of $329,000 with the option for two, one-year renewals, and award an alternative annual contract with Regent Services, to be utilized in the event the primary vendor is unable to fulfill their contractual obligations.