Agenda

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City Council Regular Meeting

Meeting Date:

09/10/2019

BACKGROUND

Fleet and Facility Services worked with Purchasing to send out an RFP to provide custodial cleaning services for the majority of the City’s in use building stock.

This action is in line with Facility Services long term approach and maintenance discipline to provide cost effective and more complete service. One of the ways Facility Services plans to do this is by using outside contractors to handle the routine work task that are readily available to separate out and easily managed in a contractor / owner relationship. This cleaning contract is in line with this approach. This approach allows Facility Services to move in-house personnel into more Preventive and Corrective Maintenance Task. These tasks have been largely overlooked and when done limited in scope. This approach allows Facility Service to expand its services to the City. Likewise, Public Affairs will use these services to add better service to the city and help manage labor shortages currently covered with temporary labor services and personnel from other departments.

Currently, Yearly Cleaning 3^rd Party expenses total approximate $84,013.00 plus possible porter services. The requested contract will solidify and expand this successfully relationship. The cost is $103,791.72. This would be funded by Facility Services at $91,299.72 and Public Affairs at $12,492.00. This funding would come out of each department current budgets.

For Facility Services Vanguard will be cleaning the Library, Public Works Building, City Hall, Fleet Building, Administration Building, Council Chambers, and Animal Adoption. The Animal Adoption Center was added this year to Facility Services cleaning schedule there by expanding our services.

For Public Affairs Vanguard will be cleaning the Community Center and North Center. This is a first for Public Affairs to contract out routine cleaning.

GOAL

To obtain authorization from City Council to enter into a contractual agreement for cleaning services

COMMUNITY BENEFIT

Clean buildings for city staff to work in and citizens conduct business in. Efficient use of staff and resources to expand the services Facility Services and Public Affairs provides to the City.

SUMMARY OF RECOMMENDED ACTION

Staff recommends that Council authorizes City Manager to enter into the prescribed cleaning contracts.

FISCAL IMPACT

Funds are available and budgeted. This transaction will be budget neutral within the respective departments. Facility Services will spend $91,299.72 for its budget and Public Affairs will spend $12,492.00 from its budget.

RECOMMENDATION

Staff recommends that Council authorizes City Manager to enter into the prescribed cleaning contracts.

Attachments
Resolution 19R122 Vanguard
Service Agreement Vanguard