TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Approve Amendment No. 1 to Request for Bid (RFB) No. 2018-59 for Janitorial Services for the City of North Port with 3H Service System, Inc., to add the North Port Aquatic Center, 6205 West Price Boulevard for daily Janitorial Services in the estimated amount of $9,000 annually.
Recommended Action
Approve Amendment No. 1 to Request for Bid (RFB) No. 2018-59 for Janitorial Services for the City of North Port with 3H Service System, Inc., to add the North Port Aquatic Center, 6205 West Price Boulevard for daily Janitorial Services in the estimated amount of $9,000 annually.
Background Information
RFB No. 2018-59 for Janitorial Services for the City of North Port was approved at the December 11, 2018, Regular Commission Meeting for the initial term, through and including May 31, 2020.
This is an Annual Contract for cleaning services at City of North Port facilities. The Request for Bid (RFB) includes regular daily janitorial services and hourly/square foot prices for additional services as needed such as:
• Carpet cleaning services beyond contractual annual cleaning
• Porter service
• Pressure washing
• Emergency cleaning
• Cleaning after events
The initial term of award is from the date of this approval through and including May 31, 2020, and may be renewed at the same terms, and conditions for two additional one-year terms by mutual Agreement, within budgetary limitations. Additionally, RFB 2018-59 included maximum percent increases for the subsequent renewal terms not to exceed 2% each term as submitted by 3H Service System, Inc.
The construction of the North Port Aquatic Center was completed and open to the public on October 18, 2019. The North Port Aquatic Center requires daily janitorial services. As such, the following provides actions that have been pursued as well as those actions that will be pursued to facilitate this requirement:
• October 18, 2019 - October 31, 2019: Custodial services for the North Port Aquatic Center were provided by the Department of Parks and Recreation staff.
• October 23, 2019: Subsequent to a walk-thru inspection, 3H Service System, Inc. provided a quote in the amount of $1,500 to provide Janitorial Services to the North Port Aquatic Center for two months (November 2019 and December 2019).
• October 30, 2019: Purchase Order No. 048287 in the amount of $1,500 was issued to 3H Service System, Inc., to provide Janitorial Services to the North Port Aquatic Center for two months (November 2019 and December 2019) until the Amendment to the Contract is approved by the Commission.
• December 10, 2019: Amendment No. 1 for Request for Bid (RFB) No. 2018-59 for Janitorial Services for the City of North Port with 3H Service System, Inc., to add the North Port Aquatic Center, 6205 West Price Boulevard for daily Janitorial Services in the estimated amount of $9,000 annually. Please note that since the North Port Aquatic Center was under construction at the time the RFB was awarded to 3H Service System, Inc., it will need to be added as a location under the Contract for regular Janitorial Services.
Upon Commission approval of Amendment No. 1, the amount to be added to purchase order No. 48242 for the remainder of contract initial term (January 1, 2020 through and including May 31, 2020) is estimated to be $3,750.
In the future, upon mutual consent, additional locations/buildings may be added to the Contract based upon square footage at similar values to the prices originally bid pursuant to RFB No. 2018-59. All additional locations/buildings will be quoted and mutually agreed upon via the change order process.
Strategic Plan
Efficient & Effective Government
Financial Impact
Funding in the amount of $9,000 for Janitorial Services is included in the Fiscal Year 2020 General Fund Budget in account no. 001-0760-519.34-00, Facilities Maintenance, Other Contracted Services.
Procurement
RFB No. 2018-59 for Janitorial Services was procured pursuant to Chapter 2 - Administration, Article VIII - Procurement, Section 2-404 - Competitive Sealed Bid Process of the Code of the City of North Port, Florida.
3H Service System, Inc.
1700 Cumberland Point Drive, Suite 16
Marietta GA 30067
770-975-9343
Attachments:
1. RFB No. 2018-59 Amendment Form
2. Quote CNP-102319
3. PO 048287 - 3H Service System, Inc.
4. PO 048242 - 3H Service System, Inc.
5. RFB No. 2018-59 Janitorial Services and Addenda
6. RFB No. 2018-59 Tabulation Sheet
7. RFB No. 2018-59 3H Service System, Inc. Submittal
8. Florida State Division of Corporations Document
Prepared by: Kristina King, Business Manager
Department Director: Juliana B. Bellia, Public Works Director