TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Award Request for Bid No. 2022-16 for Janitorial Services to American Facility Services, Inc., in the Amount of $182,021.88 and Authorize the City Manager to Approve Renewals in Accordance With the Terms and Conditions in the Solicitation.
Recommended Action
Award Request for Bid No. 2022-16 for Janitorial Services to American Facility Services, Inc., in the amount of $182,021.88 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 Request for Bid (RFB) Contract No. 2018-59 Citywide Janitorial Services and the Award RFB No. 2022-16 for Janitorial Services to American Facility Services, Inc.:
Ø April 18, 2022: A Termination of RFB Contract No. 2018-59 Citywide Janitorial Services letter was mailed to 3H Service Systems, Inc., giving them a thirty (30) day written notice due to deficiencies in the services being provided. 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 all 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. Within the first week of service, issues began to arise as Emerald Facility Services could not provide janitorial services due to internal logistical issues. In the following weeks, the difficulties continued with the janitorial scope of work not being completed; poor level of service; lack of janitorial staff for secure areas and an overall inability to meet the needs of the City. Due to Emerald Facility Services being unable to fulfill the requirements of the Janitorial Services Contract, they 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. Th Facilities Maintenance staff of the Department of Public Works and a temporary contractor provided facility 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. 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:
• Carpet cleaning services beyond contractual annual cleaning
• Porter service
• Pressure washing
• Emergency cleaning
• 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.
Strategic Plan
Efficient and Effective Government
Financial Impact
$182,021.88 has been budgeted in account number 001-0760-519.34-00 of the Fiscal Year 2023 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:
American Facility Service Inc.
1325 Union Hill Industrial Court, Suite A
Alpharetta, GA 30004
Attachments:
1. Revised Notice of Intent to Award
2. Award Recommendation Memo
3. Bid Tabulation
4. American Facilities Service, 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