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BOOK 90 FAGS 65 <br />H. Bid #4005 - Custodial Services <br />The Board reviewed the following memo dated 9/22/93: <br />TO: James Chandler <br />County Administrator <br />THRD: H.T. "Sonny" Dean, Director <br />Department of General Servi <br />FROM: Lynn Williams, Superintendent <br />Buildings & Grounds <br />DATE: September 22, 1993 <br />SUBJECT: Custodial Services Bid #4005 <br />CONSENT AGENDA <br />DESCRIPTION AND CONDITIONS: <br />The Buildings & Grounds Division presently contracts for <br />custodial services in seven (7) facilities totaling one hundred <br />sixty eight thousand (168,000) gross square feet of space. <br />Superior Building Services has held the contract for the last three <br />(3) years. Contracted custodial services have historically been <br />awarded to the low bidder or the lowest responsive bidder. <br />Unfortunately, this has often led to "low ball" bidding by <br />companies inexperienced in providing service in large commercial <br />facilities. Further, this. leaves little or no margin for oversight <br />in service requirements the contractor may have made. As may be <br />expected, changes in use, operating hours and even client traffic <br />effect the service needs of a particular facility. It is our <br />expectation that the custodial provider maintain proper service <br />levels irregardless of margin or staffing. Companies operating on <br />close margins have not proven that this can be done. In addition, <br />low bidders have typically lacked formal training, access to <br />technology and materials and a consistent long term work force. <br />Much of the rationale for evaluation of the proposals received <br />for this contract and even the preparation of the specifications <br />were predicated upon this experience and a desire to avoid past <br />mistakes. Proposarikwere received from six (6) firms with annual <br />proposals ranging trtq one hundred fifteen thousand, six hundred <br />fifty eight dollars115,658.00) to four hundred seventy six <br />thousand, eight hundred nd forty dollars ($476,840.00). Staff <br />thoroughly evaluated the three (3) lowest proposals, including <br />interviews, references and -site visits to facilities served by <br />the vendor. Proposed suppl mental services were evaluated and <br />added to the base fee in order to provide a true comparison of the <br />annual cost of the service. <br />It should be pointed out that staff has completed an in-house <br />projection of the contract value based on past experience, needed <br />improvements, projected man. hours and square footage. All <br />Proposals fall within the budgeted amount for this service. <br />Staff's estimate of the base services total one hundred forty nine <br />thousand, five hundred twenty dollars ($149,520.00) or <br />approximately eighty nine cents (.89) per square foot per year. <br />Occupants in several of our facilities expressed the need for <br />modifications to the scope of services and frequencies of tasks <br />included in the specifications. It was recognized that changes <br />16 <br />