TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Award Request for Bid (RFB) No. 2022-16 for Janitorial Services to Clean Space, Inc., in the Amount of $276,101.54 and Authorize the City Manager to Approve Renewals in Accordance With the Terms and Conditions in the Solicitation.
Recommended Action
Award Request for Bid (RFB) No. 2022-16 for Janitorial Services to Clean Space, Inc., in the amount of $276,101.54 and authorize the City Manager to approve renewals in accordance with the terms and conditions in the solicitation.
Background Information
The following provides a chronological order of events pertinent to RFB Contract No. 2018-59 Citywide Janitorial Services and the Award of RFB No. 2022-16 for Janitorial Services to Clean Space, Inc.:
Ø April 18, 2022: A Termination of RFB Contract No. 2018-59 Citywide Janitorial Services letter was mailed to 3H Service Systems, Inc., providing a thirty (30) day written notice. The last day for 3H Service Systems, Inc.to provide Janitorial Services for the City of North Port was on May 20, 2022.
Ø May 2, 2022: RFB 2022-16 was broadcasted on Demandstar and seven bids were received. Emerald Facility Services was the lowest responsive bidder overall.
Ø May 19, 2022: A two-month Purchase Order was issued to Emerald Facility Services to provide Janitorial Services to City facilities. This allowed Janitorial Services to be provided on a temporary basis until an Award of Contract for Janitorial Services could be processed by staff and presented to the City Commission for their review and approval. Emerald Facility Services notified Department of Public Works staff on July 6, 2022, that they would be terminating their Janitorial Service commitment effective July 22, 2022.
Ø May 20, 2022: Department of Public Works and Purchasing Division staff immediately began the process to move to the second lowest responsive bidder to RFB 2022-16, American Facility Services, Inc. The Facilities Division of the Department of Public Works staff and a temporary Contractor provided Janitorial Services between the conclusion of Emerald Facility Services Contract and August 15, 2022, when American Facility Services initiated Janitorial Services at selected City facilities.
Ø November 8, 2022: The City Commission awarded RFB No. 2022-16 for Janitorial Services to American Facility Services, Inc.
Ø June 21, 2023: A Termination of RFB Contract No. 2022-16 Citywide Janitorial Services letter was mailed to American Facility Services, Inc., providing a thirty (30) day written notice. The last day for American Facility Service, Inc. to provide Janitorial Services for the City of North Port was on July 21, 2023.
Ø June 22, 2023: Department of Public Works and Purchasing Division staff immediately began the process to move to the next lowest responsive bidder to RFB 2022-16, Clean Space, Inc. At the conclusion of American Facility Services, Inc. termination on July 21, 2023, Clean Space, Inc. began providing Janitorial Services on a temporary basis beginning July 22, 2023. This was in accordance with the terms of the attached proposed Agreement.
This is an annual Contract for Janitorial Services at the City of North Port facilities. The RFB includes regular daily Janitorial Services and hourly/square foot prices for additional services as needed, such as:
Ø Carpet cleaning services beyond contractual annual cleaning
Ø Porter service
Ø Pressure washing
Ø Emergency cleaning
Ø Cleaning after events
The initial term of the Award of Contract is from the date of this approval through and including June 21, 2024, and may be renewed at the same terms and conditions for two additional one-year terms by mutual agreement with 3% compounded increases for the second and third-year renewals, plus any additional services on an "as-required" basis.
RFB No. 2022-16 for Janitorial Services to Clean Space, Inc. has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan
Good Governance
Financial Impact
$250,000 has been budgeted in account number 001-0760-519.34-00, contingent upon approval of the Fiscal Year 2024 budget.
Future fiscal years to be determined by budget.
Procurement
Janitorial Services are being procured pursuant to Section 2-404 of the City of North Port Procurement Code - Competitive Sealed Bid Process.
Company Details:
Clean Space, Inc.
3764 NW 124th Ave
Coral Springs, FL 33065
Attachments:
1. RFB 2022-16 Award Recommendation
2. Updated Bid Tabulation
3. Bid Tabulation
4. Clean Space, Inc. 2022-16 Janitorial Services Submittal
5. RFB No. 2022-16 Janitorial Services
6. Unofficial Bid Tabulation
7. Florida Division of Corporations Document
Prepared by: Garrett Woods, Business Manager
Department Director: Chuck Speake, Public Works Director