Loading...
Agenda Item 4B AGENDA ITEM#4B NOVEMBER 26,2012 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Annual Janitorial Services for City Facilities SUBMITTED BY: Yvonne Calverley,Administrative Assistant to the City Manager DATE: November 15,2012 BACKGROUND: The current contract for janitorial services expired on September 30, 2012. Per Bid No. 1011-22,the City had the option of extending the current contract with Corvus Janitorial Systems for two(2)additional one-year periods. However, after a review of the overall service provided to our City facilities during the past year,City staff determined that extending the current contract for another full year was not the best option at this time. There were several factors that contributed to the City staff's decision not to extend the contract including high personnel turnover,the number of minor discrepancies documented during facility inspections and the inconsistency in following written specifications. City staff met with Corvus Janitorial Systems and discussed the City's concerns about their performance and what steps needed to be taken for improvement and continuation of the current contract. On October 1, 2012,the City Manager agreed to place Corvus Janitorial Systems on a short probation period and extend the current contract on a month to month basis. For the past two months, City staff has been monitoring the performance of Corvus Janitorial Systems and there has been an improvement in cleaning services. The replacement of personnel has resulted in better service and a decline in discrepancies. City staff will continue to monitor and conduct periodic inspections of City facilities to ensure that written specifications are followed. BUDGET: No additional cost. Corvus Janitorial Systems was awarded the bid on October 1,2011 in the amount of$45,000. Due to the closing of the Buccaneer Sewer Plant at 739 Wonderwood Road on October 1, 2012, the cost of the contract extension is reduced by$2,460.00. RECOMMENDATION: Recommend that the City Commission award a nine(9)month extension to expire on September 30,2013 to Corvus Janitorial Systems. This proposed extension will be the first contract extension. ATTACHMENT: 1)Letter of Acceptance dated November 15,2012 from Corvus Janitorial Systems. CITY MANAGER: • AGENDA ITEM 4 4B NOVEMBER 26,2012 }, rY OE ATLANTIC REACH ', " s;► orvIC E Mil-1E MAYOR '1 ,1$ :M 1300 SEMINOLE ROAD TJ / '." ATLANTIC BEACH, FLORIDA 32233-5455 www.coab.us November 15,2012 Nate Burns Corvus Janitorial Systems 1 9000 Regency Square Blvd. Suite 205 Jacksonville, FL 32211 Dear Mr.Burns, As you are aware,the contract with the City of Atlantic Beach for janitorial services expired on September 30,2012,and the City of Atlantic Beach chose not to award Corvus Janitorial Systems an additional one-year contract extension at that time. This was due to th©unsatisfactory services we received during the past year. On October 1,2012,City Manager Jim Hanson agreed to place Curves Janitorial Systems on a short probation period and extend the current contract on a month to month basis. For the past two months,City staff has been monitoring the performance of your cleaning crew and there has been a significant improvement in the cleaning service. The replacement of personnel has resulted in better service and a decline in discrepancies. Because of this improvement,the City of Atlantic Beach is removing Corvus Janitorial Systems off of probation. The City would like to extend the contract for nine(9)months at the current prices,if this is acceptable to your company. if acceptable,please sign below and return to me so I can prepare a staff report for the City Commission to accept the extension. We look forward to recommending that we continue our contract with your company. Sincerely, u vonne Calved f Administrativ Assis nt to the City Manager CORVUS JANITORIAL SYSTEMS,AGREES TO EXTENT)THE CLIENT CONTRACT FOR NINE(9)MONTHS FOR THE SAME PRICE AND ENDING SEPTEMBER 30,2013, tl - rl - az_ Nate luaus, Date