Consideration and Approval of Contract: Ratification of First Amendment to City-Wide Custodial Services Contract with Pinnacle Building Services to assume additional City facilities.
 

1. Ratify the First Amendment to the City-Wide Custodial Services Contract with Pinnacle Building Services, previously executed to ensure continuity of custodial services for additional City facilities.
2. Authorize the City Manager to execute any further necessary documents.

The City of Flagstaff is contracted with Pinnacle Building Services for custodial services at thirteen (13) City-owned buildings. After the City Council initially approved contracts with two providers in June 2024, the second contractor, DetailXperts, declined to enter into the contract for ten (10) additional City buildings. To avoid any disruption in custodial services, the City executed an amendment with Pinnacle Building Services to expand their scope to cover the remaining ten (10) facilities. This action ensured continuous, uninterrupted custodial services across all twenty-three (23) City buildings.

The City is now seeking Council ratification of this first amendment, which consolidates custodial services under one contractor.

Project Name: Custodial Services: Multiple City Facilities
Total City-wide Cost: $898,092. 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 continue to be charged to each division's budget for their respective facilities.

On June 18, 2024, the City Council approved custodial service contracts for Pinnacle Building Services and DetailXperts. Following DetailXperts' decision not to enter into their contract, the City executed the amendment with Pinnacle Building Services to prevent service disruptions. This ratification formalizes the previously executed contract amendment.

1. Ratify the First Amendment to the City-Wide Custodial Service Contract with Pinnacle Building Services.
2. Do not ratify City-Wide Custodial Services with Pinnacle Building Services and direct Staff how to proceed.

The Procurement staff ran a formal solicitation through a request for proposals on PlanetBids from 12/18/2024 to 1/19/2024. Published on Saturday, December 23rd, 2023 and Saturday, December 30th, 2023 in the Arizona Daily Sun. The solicitation pulled three responsive statements. A team of six evaluators scored the proposals to determine which firm was most qualified to work with the City. The following is the final scoring. Pinnacle was determined to be the most advantageous contractor to work with the City in this project. 

Pinnacle -- 613
DetailXperts -- 579
Verde Clean -- 566
Kleen Tech -- 561
Oranj -- 543
Just Right -- 494
Accurate -- 494
DM Caldwell -- 368

The original custodial service contracts, approved by Council on June 18th, 2024, covered custodial services for twenty-three (23) City facilities. Pinnacle Building Services was awarded a contract for thirteen (13) facilities, while DetailXperts was awarded the contract for ten (10) buildings. After DetailXperts declined to proceed with their contract, the City executed an amendment with Pinnacle Building Services to take over the additional ten (10) facilities. This ensured there was no lapse in custodial services, maintaining consistent service standards across all City buildings. This amendment was necessary to avoid disruptions and is now presented for formal ratification by the City Council.
 

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