HomeMy WebLinkAbout050322-06.6
ADMINISTRATIVE STAFF REPORT 6.6
TO: Mayor and Town Council May 3, 2022
SUBJECT: Resolution No. 34-2022, awarding a contract for Custodial Maintenance
Services
BACKGROUND
The Town utilizes outside contractors to perform custodial services in Town-owned and
managed facilities. The objective of the selection process is to identify the most qualified
contractor based upon the combination of quality, service and value as deter mined to be
most beneficial to the Town. The specifications were comprehensively prepared to meet
this objective.
DISCUSSION
Following the preparation of bid documents for Custodial Maintenance Services, a Request
for Proposals was posted on the Town’s website. On March 17, 2022, the Maintenance
Services Department conducted a pre-bid meeting for contractors interested in providing
bids to clarify the scope of work and answer any questions about the bid specifications.
Sealed bids were due on or before April 7, 2022 at 2:00 p.m. and five contractors submitted
proposals. Per standard Town practice in the award of long-term contracts, each contractor
submitting a proposal was required to complete a Management and Technical Proposal in
addition to a Price Proposal. The contract award is based on the bid that is most
advantageous to the Town based on the combination of the two proposals.
A three-member panel consisting of the Town’s Maintenance Services Director, Buildings
Supervisor and Buildings Specialist evaluated the Management and Technical Proposals.
Each Management and Technical Proposal was evaluated independently and rated on a
scale, with 100 equaling the maximum possible score. The Management and Technical
Proposal required that each contractor provide information regarding their company’s
experience performing similar work, employee qualifications, and more.
Upon completion of the Management and Technical Proposal evaluation, the Price
Proposals were opened and compared with the results of the Management and Technical
Proposal evaluations. Below are the results:
Custodial Maintenance Contract 2 May 3, 2022
Company Name Price Technical Score
Impec[MS1] Group $110,000.00 85.7
Allied Universal Janitorial Services $115,992.00 73.3
Imperial Maintenance Services $120,000.00 85.7
Universal Building Supply Services, Inc. $121,956.00 83.3
Aim to Please Janitorial Services, Inc. $300,000.00 70.0
The proposal from Impec Group demonstrated the best combination of quality of service
and price of the five proposals submitted. Their Price Proposal of $110,000 is the lowest of
those submitted and their Management and Technical Proposal was tied for the highest
score.
Each year it is necessary to obtain supplemental custodial services from the selected vendor,
such as extra cleaning after special events and periodic kitchen detailing at the Community
Centers and Veterans Memorial Building. These extra services require that a contingency
amount be set aside and available to use as the need arises.
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
The cost includes the $110,000 contract, plus a 10% contingency of $11,000, for a total of
$121,000. Sufficient funds will be appropriated in the Town’s 2022/23 Operating Budget for
this contract.
RECOMMENDATION
Adopt Resolution No. 34-2022, awarding a contract for Custodial Maintenance Services.
Prepared and Reviewed by:
Dave Casteel
Maintenance Services Director
Attachment: Resolution No. 34-2022
RESOLUTION NO. 34-2022
AWARDING A CONTRACT FOR
CUSTODIAL MAINTENANCE SERVICES
WHEREAS, the Danville Town Council desires to provide custodial maintenance
services for Town-owned and managed facilities; and
WHEREAS, it has been determined that the utilization of a private contractor is a cost-
effective way to achieve this goal; and
WHEREAS, proposals were solicited, received, and evaluated for provision of Custodial
Maintenance Services; and
WHEREAS, Impec Group has submitted a combination of technical and price proposals
that is the most advantageous to the Town for the provision of custodial maintenance
services; now, therefore, be it
RESOLVED, that the Danville Town Council hereby authorizes the Town Manager to
execute, on behalf of the Town, a three-year contractual agreement with options to extend
for up to two additional one-year periods with Impec Group for an annual cost of
$110,000 plus an $11,000 contingency for a total of $121,000, in the form as lodged with
the City Clerk, together with such changes as may hereafter become necessary, provided
such changes do not materially increase the obligations of the Town thereunder.
APPROVED by the Danville Town Council at a regular meeting on May 3, 2022, by the
following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
________________________________
MAYOR
APPROVED AS TO FORM: ATTEST:
__________________________ ________________________________
CITY ATTORNEY CITY CLERK
DocuSign Envelope ID: F7284C42-59DF-4CB5-A7D3-19DBEB1006D9