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SUBJECT: AWARD CONTRACT TO ISS FACILITY SERVICES FOR CUSTODIAL <br />SERVICES <br />DATE: OCTOBER 6, 2009 <br />Awarded separately Porter is the low bidder for the Recreation Center and ISS is the low bidder <br />for the other 10 buildings. The bid detail shows that ISS has an annual price increase of <br />approximately 2 whereas Porter holds the price level each year. ISS also charges more <br />when the number of buildings decreases. ISS has significantly lower costs for additional <br />services than Porter, which we intend to use when cleaning frequencies are not adequate. <br />Combining the service results in the fo <br />lowing expenses: <br />Year #1 <br />Year #2 <br />Year #3 <br />Total <br />Porter Rec <br />$96,828 <br />$96,828 <br />$96,828 <br />$290,484 <br />Center <br />ISS —10 <br />buildings <br />$76,675 <br />$78,400 <br />$80,258 <br />$235,333 <br />Total awarded <br />separately <br />$173,503 <br />$175,228 <br />$177,086 <br />$525,817 <br />ISS All 11 <br />buildings <br />$172,828 <br />$176,717 <br />$180,905 <br />$535,450 <br />Difference <br />$675 <br />($1,489) <br />($3819) <br />$4,633 <br />ISS Additional <br />$1724 <br />$1724 <br />$1724 <br />$5,172 <br />Services <br />Porter <br />$2770 <br />$2770 <br />$2770 <br />$8,310 <br />Additional <br />Services <br />The three year total difference between ISS having all 11 buildings and splitting the work <br />between ISS and Porter is a net savings of $1,495 based on the estimated amount of additional <br />services. Separating the contract results in a number of inefficiencies in managing two <br />separate contractors and staff believes the lowest total cost is represented by the ISS three <br />year quote for all city buildings. The additional time needed to supervise two contracts would <br />cost well in excess of the $1495 difference. <br />The 2010 custodial services budget was reduced by $38,000 from the 2009 amount. The <br />custodial services accounts also include services and supplies outside of this contract. The <br />overall impact of the new specification with reduced frequencies of cleaning in the employee <br />areas and floor care along with the very competitive bids will allow us to meet our budget <br />reductions with some contingency to cover the unexpected. <br />RECOMMENDATION: <br />Award a one year contract to ISS Facility Services in the amount of $174,552 for custodial <br />services. <br />ATTACHMENT(S): <br />1. Agreement <br />2. Exhibits A E <br />