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TO: MAYOR AND CITY COUNCIL <br />FROM: MALCOLM FLEMING, CITY MANAGER <br />DATE: OCTOBER 6, 2009 <br />SUBJECT: AWARD CONTRACT TO ISS FACILITY SERVICES FOR CUSTODIAL <br />SERVICES <br />ORIGINATING DEPARTMENT: PUBLIC WORKS FACILITIES <br />SUMMARY: <br />Custodial Services for the City of Louisville covers 11 buildings with approximately 115,000 <br />square feet of cleaning area. The Recreation Center and Library require coverage seven days <br />a week. The goal of this contract bid was to reduce cleaning costs while maintaining an <br />acceptable level of cleanliness. A key part of this approach was to write a new cleaning <br />specification, which provided enough detail for contractors to fully understand our cleaning <br />expectations. Another strategy was to reduce service frequencies in employee areas but <br />maintain the frequencies in the heavily used public areas of our buildings. Some risk was <br />taken in the category of floor cleaning with the expectation that we would have some <br />contingency funds to add cleaning as needed, depending on the weather and other factors. <br />Finally, the purchase of consumables such as paper goods and soaps would be purchased <br />directly by the City, which would allow us to pick the right products and save costs. The <br />contract was bid for a period of three years, although it is anticipated the contact will be <br />awarded one year at a time based on the contractor's satisfactory performance and budget. <br />The bid was priced two ways; option #1 included all 11 buildings and option #2 separated the <br />Recreation Center from the 10 other buildings. All Contractors included certified green clean <br />products at no charge, except Better Business Cleaning. <br />FISCAL IMPACT: <br />Five bids were submitted by pre qualified contractors as summarized in the table: <br />Better <br />B.E. Clean <br />ISS Facility <br />Maintenance <br />Porter <br />Business <br />Services <br />Resources <br />Industries <br />Cleaning <br />11 Buildings <br />$704,781 <br />$702,648 <br />$530,905 <br />$629,367 <br />$580,080 <br />Three Years <br />Option #2 <br />Rec Center <br />$390,012 <br />$405,000 <br />$314,790 <br />$347,157 <br />$290,484 <br />Three years <br />10 Buildings <br />$311,769 <br />$334,632 <br />$235,333 <br />$282,210 <br />$289,596 <br />Three years <br />Looking at three year totals, ISS is the low bidder when all buildings are awarded together. <br />Li SUBJECT AWARD CONTRACT TO ISS FACILITY AGENDA ITEM <br />SERVICES FOR CUSTODIAL SERVICES <br />4C <br />COUNCIL COMMUNICATION <br />