7.E.
City Council Meeting - FINAL
- Meeting Date:
- 10/16/2018
- From:
- Craig Smith, Facilities Superintendent
Information
TITLE:
STAFF RECOMMENDED ACTION:
- Flagship Facility Services, Inc. [Eight (8) facilities]
- Pinnacle Building Service [Four (4) facilities]
3) Authorize the City Manager to execute the necessary documents
Executive Summary:
The City of Flagstaff is currently contracted with two custodial service providers that were contracted under a 2013 Request for Proposals (RFP), with current and final extension set to expire in November 2018. The City has solicited a new RFP (2018-69) 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 three (3) firms to provide Custodial Services to the 18 various City of Flagstaff facilities listed in the RFP. Staff is recommending an award to multiple vendors to minimize risk should a vendor have performance issues, in which case facilities could be transferred to one of the other vendors.
In lieu of attaching three (3) separate contracts representing each contractor, a sample service contract is attached to the Staff Summary that will be used for each of the contractors upon approval by Council. The term of the contract for each contractor is for three (3) consecutive years, with two (2) additional one (1) year optional renewals thereafter.
Through this solicitation process, and the evaluation of the contractors that submitted proposals, Staff is recommending the selection of three (3) firms to provide Custodial Services to the 18 various City of Flagstaff facilities listed in the RFP. Staff is recommending an award to multiple vendors to minimize risk should a vendor have performance issues, in which case facilities could be transferred to one of the other vendors.
In lieu of attaching three (3) separate contracts representing each contractor, a sample service contract is attached to the Staff Summary that will be used for each of the contractors upon approval by Council. The term of the contract for each contractor is for three (3) consecutive years, with two (2) additional one (1) year optional renewals thereafter.
Financial Impact:
The expenditures will be charged to the appropriate division’s budget for each facility. The cost of supplies will be the responsibility of the City and/or as stated for USGS/GSA Facilities.
The total annual contract amount for the eighteen (18) facilities is approximately $430,000, which will be split among the three (3) recommended Proposers. The total annual contract amount is approximately 8.3% less than FY18 contracted costs, which is attributable to staff making appropriate changes to the scope of work, as well as cost savings with new vendors to the City.
The total annual contract amount for the eighteen (18) facilities is approximately $430,000, which will be split among the three (3) recommended Proposers. The total annual contract amount is approximately 8.3% less than FY18 contracted costs, which is attributable to staff making appropriate changes to the scope of work, as well as cost savings with new vendors to the City.
Policy Impact:
To provide clean and presentable City facilities for use by both the public and City employees.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
TRANSPORTATION & PUBLIC INFRASTRUCTURE
Deliver quality community assets
Deliver quality community assets
Has There Been Previous Council Decision on This:
On June 4, 2013, Council approved prior custodial contracts for three service providers. Two of these contracts have been extended, and one was terminated under the terms of the contract agreement.
Options and Alternatives:
- Approve the three (3) Custodial Service Contracts as proposed by staff
- Revise staff's proposal and approve
- Do not approve and reject all proposals
- Instruct staff to provide internal custodial services
- Re-solicit the Request for Proposals (RFP)
Background and History:
The current custodial services agreements were set to expire in June 2017 but were extended under the terms of the contract to November 2018.
The RFP for custodial services outlined a clear and concise scope of work, which identifies the frequencies, service levels, timings and functions for each facility. A representative scope of work is included in the sample contract attached to this staff summary. In the RFP, the evaluation criteria included: presented approach, qualifications and experience, references and past performance, and pricing structure/submittals.
The City received a total of three (3) 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 (3) Proposers were then invited to a formal presentation and interview process with the Evaluation Committee. The interviews consisted of an established set of questions and additional evaluation criteria. The combined scoring tabulation from both the evaluation of the proposals and the interview process resulted in three (3) top Proposers: Accurate Building Maintenance, LLC, Flagship Facility Services, Inc., and Pinnacle Building Services. A summary of each Proposer is provided below.
Accurate Building Maintenance, LLC was founded in 1994 with offices in Prescott and Scottsdale, Arizona, and headquartered in Las Vegas, Nevada. The proposer expanded into northern Arizona in 2011, obtaining twenty-three (23) facilities with the City of Cottonwood. Through the RFP and interview processes, the Proposer described their best tool, a website named CleanTelligent, which provides the City an interactive information tool to enhance team communication and provide a proactive approach to customer service and emergency situations. Accurate Building Maintenance, LLC, scored 960 out of a possible 1,200 points.
Flagship Facilities Services, Inc. was founded in 1988 as a one-person startup specializing in providing commercial janitorial services to the emerging high-tech companies in the Silicon Valley and has grown to more than 4,200 employees nationwide. Flagship utilizes their own interactive information tool, Intuition, to enhance team communication and provide a proactive approach to customer service and emergency situations. Flagship Facilities Services, Inc. scored 986 out of a possible 1,200 points.
Pinnacle Building Services was founded in 1994 in Flagstaff, Arizona. Pinnacle also utilizes the interactive information tool, CleanTelligent, to enhance team communication and provide a proactive approach to customer service and emergency situations. Flagship Facilities Services scored 1,012 out of a possible 1,200 points.
The RFP for custodial services outlined a clear and concise scope of work, which identifies the frequencies, service levels, timings and functions for each facility. A representative scope of work is included in the sample contract attached to this staff summary. In the RFP, the evaluation criteria included: presented approach, qualifications and experience, references and past performance, and pricing structure/submittals.
The City received a total of three (3) 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 (3) Proposers were then invited to a formal presentation and interview process with the Evaluation Committee. The interviews consisted of an established set of questions and additional evaluation criteria. The combined scoring tabulation from both the evaluation of the proposals and the interview process resulted in three (3) top Proposers: Accurate Building Maintenance, LLC, Flagship Facility Services, Inc., and Pinnacle Building Services. A summary of each Proposer is provided below.
Accurate Building Maintenance, LLC was founded in 1994 with offices in Prescott and Scottsdale, Arizona, and headquartered in Las Vegas, Nevada. The proposer expanded into northern Arizona in 2011, obtaining twenty-three (23) facilities with the City of Cottonwood. Through the RFP and interview processes, the Proposer described their best tool, a website named CleanTelligent, which provides the City an interactive information tool to enhance team communication and provide a proactive approach to customer service and emergency situations. Accurate Building Maintenance, LLC, scored 960 out of a possible 1,200 points.
Flagship Facilities Services, Inc. was founded in 1988 as a one-person startup specializing in providing commercial janitorial services to the emerging high-tech companies in the Silicon Valley and has grown to more than 4,200 employees nationwide. Flagship utilizes their own interactive information tool, Intuition, to enhance team communication and provide a proactive approach to customer service and emergency situations. Flagship Facilities Services, Inc. scored 986 out of a possible 1,200 points.
Pinnacle Building Services was founded in 1994 in Flagstaff, Arizona. Pinnacle also utilizes the interactive information tool, CleanTelligent, to enhance team communication and provide a proactive approach to customer service and emergency situations. Flagship Facilities Services scored 1,012 out of a possible 1,200 points.
Key Considerations:
| The contract type is a firm-fixed fee with an initial three (3) year term. Upon mutual agreement between the City and Proposer, the agreement may be renewed for a maximum of two (2) additional one (1) year terms. The special terms and conditions, which are included in the scope of work, contain an Additions/Deletions of Service clause that allows for the addition or deletion of facilities and/or services. Staff may need to add up to five facilities during the term of these contracts: Water Services Building (Walgreens bldg), Rio Treatment Plant Offices, Wildcat Treatment Plant Offices, Core Services Facility Admin, and the new Courthouse. The clause currently reads as follows: 9. ADDITIONS/DELETIONS OF SERVICE: Additional areas (sections or buildings) may be added from time to time. If this occurs, the Contractor will be requested to submit a negotiable maintenance cost quote for the additions. Upon approval of the City Council and authorization by the Purchasing Director such additions will be added to and become a part of the contract through properly executed forms. Should a section or building be deleted, payment to the Contractor will be reduced proportionally, to the amount of service reduced in accordance with the PROPOSAL price. Purchasing is requesting authorization to add or delete services and/or facilities as necessary due to the cancellation or adjustment of services and/or locations without having to request approval from Council for each change. If Council authorizes this request, the term will be amended to reflect that authority. |
Community Involvement:
Clean and Presentable Facilities for use by the Public and City employees
Expanded Options and Alternatives:
Community involvement will be transparent with quality service providers