Consideration and Approval of Contract: Approve Two City-Wide Custodial Services Contracts; CD Phoenix, LLC dba DetailXPerts and Pinnacle Janitorial, Inc. dba Building Services
 

1. Approve Two City-Wide Custodial Services Contracts; CD Phoenix, LLC dba DetailXPerts (10 Facilities) and Pinnacle Janitorial, Inc. dba Building Services (12 Facilities); and
2. Authorize the City Manager to execute the necessary documents.

The City of Flagstaff is currently contracted with two custodial service providers that were contracted under a 2018 Request for Proposals (RFP), with the current and final extensions set to expire in the near future. The City solicited a new RFP (2024-26) for custodial services to support City facilities in need of such services. Through this solicitation process, and the evaluation of the contractors that submitted proposals, staff is recommending the selection of two firms to provide custodial services to the various City of Flagstaff facilities. Staff is recommending an award to multiple vendors to minimize risk should a vendor have performance issues. The term of the Contract for each contractor is for five (5) consecutive years, with two (2) additional one (1) year optional renewals thereafter.
 

DetailXPerts	Pinnacle Building Services
Business Accelerator   City Park Restrooms Core Services Maintenance Facility Flagstaff Visitor Center Material Recovery Facility Milligan House NACET Business Incubator  ParkFlag Office (Hopi Building) Water Services Administration Building Water Services Shop East Side	Cinder Lake Landfill Admin Building City Hall City Prosecutor’s Office Downtown Library East Flagstaff Library Flagstaff Aquaplex Hazardous Products Center (located at Cinder Lake Landfill) Mogollon Building Municipal Court Rio De Flag Water Treatment Facility USGS (Four buildings) Wildcat Hill Water Treatment Facility

Project Name: Custodial Services: Mulitple City Facilities
Total City-wide Cost: $799,000. Each Division pays for their facilities
FY2024-25 Budgeted Amount: Budget Specific to each Division for Custodial Services. Total City-wide Custodial budget is $943,229
Grant Funded: No
Funding Source: Varies by Division

The expenditures will be charged to the appropriate division’s budget for each facility. The cost of supplies will be the responsibility of the Contractor and will be billed to each facility.

On November 6, 2018, Council approved prior custodial services contracts for two service providers for all City facilities.

1. Approve the City-Wide Custodial Service Contracts; CD Phoenix, LLC dba DetailXPerts and Pinnacle Janitorial, Inc. dba Building Services; or
2. Do not approve:
   • Instruct staff to provide internal custodial services; or
   • Re-solicit the Request for Proposals for City-wide custodial services.

The current custodial service contracts were set to expire in May 2024 but were extended to August 2024 via an amendment to the contract in order to allow time to complete the procurement and negotiate the new contracts. The Custodial Service Contracts attached to this staff summary provide a detailed breakdown of the facilities to be serviced, including, the frequencies, service levels, timings and functions for each facility.

The City received a total of eight proposals for custodial services. An evaluation committee consisting of representatives of various City facilities and one outside representative reviewed and scored the proposals. The three highest-scoring Proposers were then invited to a formal discussion with the Evaluation Committee. The discussions consisted of an established set of questions provided to the contractors beforehand. The combined scoring tabulation from the initial evaluation of the proposals and the discussion process resulted in two top Proposers:  DetailXperts and Pinnacle Building Services. Some history regarding the selected Contractors is provided below. 

Pinnacle Building Services was founded in 1994, in Flagstaff, Arizona. In their proposal, Pinnacle described utilizing two tools to help provide proactive service and maintain customer focus; Connecteam for reporting, tracking and training materials, and Sortly for inventory management. Pinnacle scored 613 out of the total 690 points possible. 

DetailXperts LLC was founded in 2002. In their proposal, DetailXperts explained that their steam-cleaning approach, along with utilization of biodegradable products, allows them to get a deeper clean. DetailXperts utilizes Geo tracking for clock-in and out and employee monitoring, and have a user-friendly Client Portal for City Staff access. DetailXperts scored 579 out of the total 690 points possible.

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