Exh 4CAGENDA ITEM N ~ G
Date: l ' z - Q~
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Annual Janitorial Service for City Facilities
Bid No. 9900-5
SUBMITTED BY: Nelson Van Liere, Finance Director
DATE: January 18, 2000
BACKGROUND: During the budget process this past year, the City approved hiring
an employee and the acquisition of a vehicle to perform the
custodial functions of the City.
Shortly after the employee was hired, it became obvious that the
level of service demanded by the tenants of the various City
facilities was to much for one employee to handle. Staff gave high
praise to this particular employee, however the volume of work
soon became overwhelming. For unrelated reasons, the employee
quit, giving the City an opportunity to re-evaluate the decision to
do the custodial duties in-house. After careful reconsideration, the
bid specifications were modified and the City re-bid the custodial
service on November 21, 1999.
The staff feels that with proper contract monitoring, we can get the
level of service desired and we have developed a system of
monitoring checks for the vendor to comply with.
Since the resignation of the City's custodian in September 1999,
Duval Janitor Service has provided interim janitorial service to
City facilities at their March 1998 bid price.
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The bid opening was held on Wednesday, December 15,1999.
Three (3) bids were received as follows:
Jani-King Cleaning Service
Duval Janitor Cleaning Service
Five Star Cleaning Service
$19,616.76
38,136.00
75,230.00
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BUDGET: The City will utilize the funds previously budgeted for the salary
and benefits of the custodial position of $24,797 and the $13,000
appropriated for a light duty vehicle. This is a total of $37,797
total budget for the year from which the monthly service has been
paid to Duval Janitor during the interim. The remaining funds are
more than sufficient to cover the low bid which is recommended.
The funds will be moved from salary and capital purchases to the
maintenance account with an internal budget modification if
approved.
RECONIlVIENDATION: Award Bid No. 9900-5 to the low bidder, Jani-King Cleaning
Service, in the total annual amount of $19,616.76, as reflected
in that company's bid.
Eliminate the Custodian position from the Finance Department list
of authorized positions
ATTACHMENTS: Bid Tabulation
REVIEWED BY CITY MANAGER:
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TABULATION OF BIDS
BID No. 9900-5
Janitorial Service
Date of Opening:
December 15, 1999
FIVE STAR JANI-KING DUVAL
REQUIREMENTS CLEANING CLEANING JANITOR
SERVICE SERVICE CLEANING
Document Requirement YES YES YES
Checklist
Insurance Certificate (at YES YES YES
least one original)
Three references YES YES YES
Proof of Occupational YES YES YES
License
Three copies of all bid YES YES YES
requirements
Facilities Walk-Through YES YES YES
Verification Sheet
Acknowledge YES YES YES
Addendum #1
Total of all Locations
Dollar amount of Bid $ 75,230.00 $ 19,616.76 $ 38,136.00 $
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