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M6 <br />INDIAN RIVER COUNTY <br />OFFICE OF MANAGEMENT AND BUDGET <br />PURCHASING DIVISION <br />DATE: November 18, 2021 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THROUGH: Jason E. Brown, County Administrator <br />Kristin Daniels, Director, Office of Management and Budget <br />FROM: Jennifer Hyde, Purchasing Manager <br />SUBJECT: Authorization to Provide 60 -day Notice of Intent to Terminate Agreement <br />for Custodial Services for County Buildings with High Sources, Inc. <br />BACKGROUND: <br />On March 2, 2021, the Board of County Commissioners awarded Bid 2021013 — Annual Custodial <br />Services for County Buildings to three firms. High Sources, Inc. ("High Sources") was awarded <br />Group 2, Administration Complex (Buildings A and B and the Health Department) at a monthly cost <br />of $11,300. The initial term of the agreement was one year, and is set to expire on March 30, <br />2022. <br />From the inception of the contract, High Sources has failed to perform in accordance with the <br />scope of services and agreement. Staff has discussed with the contractor and documented <br />consistent and repetitive issues that remain unresolved, such as failure to vacuum, restock paper <br />supplies in restrooms, and areas not cleaned at all. Although staff has spoken to and met with the <br />contractor on numerous occasions, little to no improvement has been realized. Complaints of lack <br />of service from internal staff, as well as constitutional officers housed in the affected buildings, <br />continue. Documentation on the complaints and discussions is available for review in the Facilities <br />Management Division. <br />The agreement allows termination for any reason, upon sixty (60) days' prior written notice, as <br />well as upon seven (7) days prior written notice in the event of substantial failure by the other <br />party to perform in accordance with the terms of this Agreement. <br />While staff believes substantial failure has occurred, staff would prefer to provide 60 days' written <br />notice on December 7, 2021, with the agreement terminating on Saturday, February 5, 2022. This <br />timeline will enable a new bid for the services to be advertised and awarded, and ideally allow for <br />a smooth transition in service. <br />FUNDING: <br />There is no cost to terminate the agreement or -e-bid of the services. Funding for the custodial <br />work is available in the General Fund, Facilities Management—Janitorial Services account, <br />00122019-033410. <br />207 <br />