Agenda Item 4EAGENDA ITEM # 4E
SEPTEMBER 9, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Annual Janitorial Service Contract for City Facilities Bid No. 1213 -06
SUBMITTED BY: Yvonne Calverley, Administrative Assistant to the City Manager
DATE: August 15, 2013
STRATEGIC PLAN LINK: None
BACKGROUND: The current contract with Corvus Janitorial Systems will expire on
September 30, 2013. After a review of the overall service provided to the
City during the past year, City Staff elected not to renew the current
contract with Corvus Janitorial Systems. Request for bids were advertised
and Bid No. 1213 -06 was opened on July 31, 2013, with three (3) bidders
submitting packages. The bid amounts are shown below.
Contractor Bid Amount
American Facility Services $46,032.00
Supreme Janitorial Service $50,796.00
United States Services Industries, Inc. $56,745.12
Staff reviewed all bid submissions and American Facility Services was the
lowest bidder at a cost of $46,032.00 per year. However, City staff
determined that awarding the contract to American Facility Services
would not be in the City's best interest for the following reasons.
American Facility Services is not a local janitorial firm; they are
headquartered out of Atlanta, GA. Both the Account Executive and Area
Manager that would be assigned to oversee our contract are located in
Atlanta, GA and Orlando, FL. The Account Executive would be available
to make a monthly visit to our facilities and the Area Manager out of
Orlando would oversee daily activities and conduct periodic inspections.
In past years, the City has experienced problems when the management of
the janitorial firm did not provide an adequate amount of supervision to
their personnel. The problems included poor service, no- shows, repeated
discrepancies, high turnover of personnel and failed quarterly inspections.
American Facility Services currently does not service any facilities in
Jacksonville or the beaches area. In a three -week timeframe (contract
commences on October 1st), they would need to advertise, hire and train a
workforce and supervisor from the local employment pool to service our
facilities. They intend to hire a supervisor with at least two years of
janitorial experience. However, they do not necessarily look for the
workforce to have experience.
AGENDA ITEM # 4E
SEPTEMBER 9, 2013
The next lowest qualified bidder was Supreme Janitorial Service at a cost
of $50,796.00. Supreme Janitorial Service has been doing business in
Jacksonville for the past 45 years and has met all requirements, and
submitted all required documents, including positive references. If
awarded the contract, Supreme Janitorial plans to utilize current full time
employees with four or more years with the company. (FYI: The President
of Supreme Janitorial Service is Richard Clark, Jacksonville City Council
Member, District 3).
BUDGET: The bid amount is $8,256.00 more than the current yearly amount paid to
Corvus Janitorial Systems for cleaning services. The additional cost will
be taken from budgeted operating accounts.
RECOMMENDATION: Recommend that the City Commission award a one (1) year contract
to expire on September 30, 2014 to Supreme Janitorial Service in the
amount of $50,796.00.
ATTACHMENT:
CITY MANAGER:
(1) Bid Analysis dated July 31, 2013
BASE BID ITEMS BY LOCATION
BID 1213 -06 ANNUAL CONTRACT: JANITORIAL SERVICES
BID OPENING: JULY 31, 2013
American Facility Services
QIY'1L
Months MONTHLY TOTAL COST
Supreme Janitorial Service
UNIT COST
TOTAL COST
United States Services Industries, Inc
UNIT COST
TOTAL COST
City Hall
Police Department
Public Works
WWTP
Water Plant #1
Water Plant #2
Buccaneer Water
Adel Grage
Donner Comm. Cntr
Jordan Park
800 SEMINOLE ROAD
850 Seminole Road
1200 Sandpiper Lane
1100 Sandpiper Lane
469 llth Street
2301 Mayport Road
902 Assisi Lane
716 Ocean Blvd.
2072 George Street
1671 Francis Street
12
12
12
12
12
12
12
12
12
12
$660.00
$835.00
$930.00
$85.00
$218.00
$132.00
$185.00
$304.00
$177.00
$310.00
$7,920.00
$10,020.00
$11,160.00
$1,020.00
$2,616.00
$1,584.00
$2,220.00
$3,648.00
$2,124.00
$3,720.00
$759.00 $9,108.00
$960.00 $11,520.00
$996.00 $11,952.00
$96.00 $1,152.00
$161.00 $1,932.00
$148.00 $1,776.00
$213.00 $2,556.00
$300.00 $3,600.00
$300.00 $3,600.00
$300.00 $3,600.00
$737.82 $8,853.84
$704.29 $8,451.48
$804.90 $9,658.80
$201.22 $2,414.64
$201.22 $2,414.64
$201.22 $2,414.64
$201.22 $2,414.64
$670.75 $8,049.00
$335.37 $4,024.44
$670.75 $8,049.00
TOTAL ANNUAL BID PRICE
$46,032.00