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Agenda No. 5.

CITY COUNCIL MEMORANDUM

City Council Meeting:

April 1, 2025

Department:

Facility & Fleet

Subject:

Resolution 25-R-039 - Authorizing an agreement for custodial cleaning services with Vanguard Cleaning Systems (B.James/D.Hardin/C.Lonsberry)

BACKGROUND

Ecobrite Services, who were awarded the cleaning contract in September of 2024, provided notice of termination to the City in January of 2025 as staff noted to Council in the February 4 written update.The City issued an RFP for a new cleaning contractor in February to select a firm to meet the City’s requirements for daily cleaning of occupied City buildings. The annual cost of the Ecobrite Services contract for normal cleaning was $136,331. City staff believe that Ecobridge Services underappreciated the amount of work and level of expectations of the City when they bid for the contract.

The City issued a solicitation for proposals (RFP) from qualified firms with demonstrated competence and experience in commercial building cleaning. Eighteen (18) proposals were received in response to the solicitation. Proposals were reviewed by key City stakeholders and scored initially based on criteria including cost, proposer's experience, qualifications, reputation, quality of proposed services and responsiveness of the proposal. The scoring of the proposals considered Proposer's Qualifications, Abilities and Reputation (30 points), Quality of Proposed Services (30 points), Cost (30 points) and Responsiveness of Proposal (10 points). Prices generally ranged from $128,000 to $577,000.

The City recommends awarding the contract to the highest-ranked firm, Vanguard Cleaning Systems. Vanguard Cleaning Systems had held the cleaning contract prior to Ecobrite Services being awarded the contract this past September. This new contract includes dusting of the shelves at the Library, something that was not included in the Ecobrite Services Contract.

GOAL

To obtain authorization from City Council to enter into a contract with a cleaning company to perform daily cleanings, routine periodic cleanings, and emergency/on-call cleaning for contaminated messes to ensure the area is professionally cleaned and sanitized.

COMMUNITY BENEFIT

City buildings will be clean and presentable every day and the city staff can focus on other duties as the cleaning is being done by professionals. The restrooms and other areas will be professionally cleaned to prevent the spread of disease whenever there is a contaminated mess that needs to be cleaned and sanitized.

SUMMARY OF RECOMMENDED ACTION

City staff recommends approving a cleaning contract with Vanguard Cleaning Systems that will expire at the end of FY 26-27 with the option to renew the contract for two (2) extensions of one (1) year each.

FISCAL IMPACT

The annual FY contract amount with Vanguard Cleaning Systems will be $201,628.20, with a fee of $150.00 per emergency contamination cleanup. Funds are available and approved through the base budget for Facilities for FY 24-25.

RECOMMENDATION

Approval of Resolution 25-R-039.

Attachments

Resolution 25-R-039 with attachments

Bid Tab - 2025-004 Custodial Services