Agenda No. 2.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | October 17, 2023 |
| Department: | Facility & Fleet |
| Subject: | Resolution 23-R-104 - Authorizing an amendment to the Services Agreement with Vanguard Cleaning Systems increasing the maximum expenditures to $204,179.28 during the 2023-24 fiscal year. (B. James, D. Hardin-Trussel/C. Lonsberry) |
BACKGROUND
The cleaning contract with Vanguard Cleaning Systems was approved September 10, 2019 (reference Resolution 19-R-122). Facility Services worked with the Purchasing Division on the final renewal option.
With this amendment frequency of cleaning of the Police Department ins increasing from 5-7 days a week; keeping 7 days a week of cleaning at the library but increasing the services that are being provided; increasing cleaning in a number of other buildings from 3 to 5 days a week. The current services cost is $12,407.31 monthly. The increase in services will cost $17,014.94 monthly. This will be funded through Facility Services contractual service budget.
Vanguard will be cleaning the Police Department (7 days a week), Fire Department Admin Bldg (5 days a week), EMS Billing/Purchasing Bldg (5 days a week), EMS Bldg (5 days a week), Fleet Bldg (5 days a week), Engineering Bldg (5 days a week), Council Chambers (3 days a week), Parks (5 days a week), Community Center Conference Room (5 days a week), Library (7 days a week), Administration Building (5 days a week), Public Works Bldg (5 days a week), Animal Services (5 days a week), and City Hall (5 days a week). The total annual cost of the contract is $204,179.28.
With this amendment frequency of cleaning of the Police Department ins increasing from 5-7 days a week; keeping 7 days a week of cleaning at the library but increasing the services that are being provided; increasing cleaning in a number of other buildings from 3 to 5 days a week. The current services cost is $12,407.31 monthly. The increase in services will cost $17,014.94 monthly. This will be funded through Facility Services contractual service budget.
Vanguard will be cleaning the Police Department (7 days a week), Fire Department Admin Bldg (5 days a week), EMS Billing/Purchasing Bldg (5 days a week), EMS Bldg (5 days a week), Fleet Bldg (5 days a week), Engineering Bldg (5 days a week), Council Chambers (3 days a week), Parks (5 days a week), Community Center Conference Room (5 days a week), Library (7 days a week), Administration Building (5 days a week), Public Works Bldg (5 days a week), Animal Services (5 days a week), and City Hall (5 days a week). The total annual cost of the contract is $204,179.28.
GOAL
To obtain authorization from City Council to approve the increase cleaning services and the final renewal of the current contract.
COMMUNITY BENEFIT
To maintain clean buildings for city staff and citizens to conduct business in.
SUMMARY OF RECOMMENDED ACTION
Staff recommends that Council authorizes City Manager to enter into the final renewal that increases services with Vanguard Cleaning Systems.
FISCAL IMPACT
The resolution authorizes the City to spend up to $204,179.48 in FY 2023-24 with Vanguard as part of entering into the amended service agreement. Funding has been provided in the FY 2023-24 City Budget. The cost of services is an increase of just over $55,000 from the prior year and is the result of increasing the frequency of cleaning of a number of buildings - in particular public safety buildings that are staffed 7 days per week.
RECOMMENDATION
Approval of Resolution 23-R-104.