HomeMy WebLinkAbout(0007) M&C 20-0482City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/11/20 M&C FILE NUMBER: M&C 20-0482
LOG NAME: 13P20-0088 JANITORIAL SERVICES PROPERTY MANAGEMENT LH
SUBJECT
Authorize a Contract with American Facility Services for Janitorial Services for an Estimated Annual Amount Up to $5,000,000.00 for the City of
Fort Worth with Four Annual Renewal Options (ALL COUNCIL DISTRICTS) (Continued from a Previous Meeting)
RECOMMENDATION:
It is recommended that the City Council authorize a contract with American Facility Services for janitorial services for an estimated annual
amount up to $5,000,000.00 for the City of Fort Worth and authorize four annual renewal options.
DISCUSSION:
Since the citywide Janitorial Services contract expires this year, the Purchasing Division contacted all City departments to determine their need in
order to issue an Invitation to Bid (ITB). Once Purchasing received the departments requirements, Purchasing issued the bid. The bid consisted
of detailed janitorial requirements for each location. It also contained detailed specifications regarding duties, performance expectations, required
experience, scheduling and supervision requirements.
The ITB was issued on February 26, 2020 with submission due by April 2, 2020. The RFP was advertised in the Fort Worth Star -Telegram every
Wednesday from February 26, 2020 through April 2, 2020. Sixty (60) vendors were solicited from the purchasing vendor database system; Seven
(7) responses were received. Each bid response received points based on a pre -established, best -value matrix of weighted factors and was
scored according to price, years of experience and capabilities, performance with public and private entities and financial stability. American
Facility Services and Regent Services scored the highest without considering hourly rate and the price of resale items such as cleaners, soap,
etc. Staff requested American Facility Services and Regent Services to submit a price list of all resale items. Upon review of the information,
American Facility Services received the highest overall score and was determined to present the best value to the City.
American Facility Services current rate is $10.66 per hour and has currently bid $10.74 with a $0.12 cents per hour increase since 2015. Last year
the City spent approximately $170,000.00 per month with a total not to exceed $1,656,250.00 per M&C P-11802. Staff is requesting
$2,000,000.00 yearly for services and an additional $3,000,000.00 for additional cleanings and supplies due to Covid-19 in FY2020-2021. The
additional $3,000,000.00 will be paid for by CARES Title V. funds the City has received and will have no impact on departmental budgets.
Upon City Council approval, the agreement will begin upon execution and will end one year from that date. The contract contains provisions that no
guarantee is made that a specific amount of services will be purchased and that city departments will acquire the services on an "as needed"
basis. The contract may be renewed for up to four successive one-year term at the City's option. This action does not require specific City Council
approval, provided that the City has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
This services will serve ALL COUNCIL DISTRICTS.
M/WBE OFFICE - American Facility Services is in compliance with the City's BDE Ordinance by committing to 25 percent M/WBE participation
on this project. The City's goal on this project is 5 percent.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget, as previously
appropriated, in the General Fund, and that prior to an expenditure being incurred, the Property Management Department has the responsibility to
validate the availability of funds.
Submitted for City Manager's Office by. Jay Chapa 5804
Originating Business Unit Head: Reginald Zeno 2015
Additional Information Contact: Cynthia Garcia 8525
Laurena Hamilton 8321