09-22-14 Regular Meeting of La Porte City Council

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REQUEST FOR CITY COUNCIL AGENDA ITEMREQUEST FOR CITY COUNCIL AGENDA ITEM September 22, 2014September 22, 2014AppropriationAppropriation Agenda Date Requested:Agenda Date Requested: General Fund General Fund Cherell Daeumer Cherell Daeumer Source of Funds:Source of Funds: Requested By: Multiple Multiple Finance Finance Account Number:Account Number: Department: 155,623 155,623 Amount Budgeted:Amount Budgeted: Report:Resolution:Resolution:Ordinance:Ordinance: 176,161 176,161 Amount Requested:Amount Requested: Other: Budgeted Item:Budgeted Item:YESYESNONO Attachments :Attachments : 1. Final Evaluation1. Final Evaluation 2. Vendor Access Report2. Vendor Access Report SUMMARY & RECOMMENDATIONSSUMMARY & RECOMMENDATIONS The current janitorial services contract is due to expire on October 31, 2014. The city facilities included in this The current janitorial services contract is due to expire on October 31, 2014. The city facilities included in this contract are Fitness/Recreation/Senior Center, Special Programs Center, City Hall, Golf Course Restrooms, contract are Fitness/Recreation/Senior Center, Special Programs Center, City Hall, Golf Course Restrooms, Municipal Courts, Police Department, Public Works, Fire Station 1, Library and Records Storage Building. Municipal Courts, Police Department, Public Works, Fire Station 1, Library and Records Storage Building. A Request for Proposal was issued on June 12, 2014. Five (5) proposals were received. Proposers were A Request for Proposal was issued on June 12, 2014. Five (5) proposals were received. Proposers were requested to submit pricing with supplies and without supplies. An evaluation team consisting of a representative of requested to submit pricing with supplies and without supplies. An evaluation team consisting of a representative of each facility included in the contract rated the proposals on the following criteria; 30% price, 20% experience, each facility included in the contract rated the proposals on the following criteria; 30% price, 20% experience, 20% quality control and support services after award, 15% proposed services, frequency and available equipment, 20% quality control and support services after award, 15% proposed services, frequency and available equipment, and 15% references and qualifications of key personnel. and 15% references and qualifications of key personnel. After the evaluations, the top two (2) vendors were interviewed and asked for a best and final offer. The top After the evaluations, the top two (2) vendors were interviewed and asked for a best and final offer. The top After the evaluations, the top two (2) vendors were interviewed and asked for a best and final offer. The top After the evaluations, the top two (2) vendors were interviewed and asked for a best and final offer. The top choice of the committee was McLemore Building Maintenance. McLemore has been in business locally since choice of the committee was McLemore Building Maintenance. McLemore has been in business locally since 1970. Current municipal contracts include City of Baytown and City of Houston. They also have a safety award 1970. Current municipal contracts include City of Baytown and City of Houston. They also have a safety award program and use green cleaning products. References were checked with McLemore receiving very favorable program and use green cleaning products. References were checked with McLemore receiving very favorable reviews. McLemores best and final offer includes a combination of day and night cleaning. With day cleaning, the City s best and final offer includes a combination of day and night cleaning. With day cleaning, the City would have an increased level of service maintained throughout the work day and would have direct contact with would have an increased level of service maintained throughout the work day and would have direct contact with the provider during business hours. This approach is safer, more secure and the staff is more responsive to the the provider during business hours. This approach is safer, more secure and the staff is more responsive to the Citys needs when the buildings are occupied. According to McLemore there is also less contractor turnover with s needs when the buildings are occupied. According to McLemore there is also less contractor turnover with the day worker approach. The more intrusive cleaning will be done after hours so there will be minimal disruptions the day worker approach. The more intrusive cleaning will be done after hours so there will be minimal disruptions to daily operations for our citizens and employees. to daily operations for our citizens and employees. The current janitorial contract does not include supplies. The benefits of the contractor providing supplies are the The current janitorial contract does not include supplies. The benefits of the contractor providing supplies are the following: receive better pricing; the elimination of city employees ordering and stocking supplies, and older following: receive better pricing; the elimination of city employees ordering and stocking supplies, and older dispensers will be replaced at no charge to the city. dispensers will be replaced at no charge to the city.