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  Consent Agenda Item     4. A.    
Regular BOS Meeting
Meeting Date: 11/03/2020  
Submitted For: Chris Romiti Submitted By: Betty Hurst, Contracts Administrator
Department: Finance  
Fiscal Year: 2021 Budgeted?: Yes
Contract Dates
Begin & End:
11-07-20 to 11-06-21 Grant?: No
Matching
Requirement?:
No
Fund?: Renewal

Information
Request/Subject
 Amendment No. 3 to Contract No. 072117- Janitorial Service for Southern Gila County
Background Information
On September 5, 2017, the Board of Supervisors approved a request to advertise Request for Proposals (RFP) No. 072117- Janitorial Service for Southern Gila County. RFP No. 072117 was advertised in the September 13, 2017, and September 20, 2017 editions of the Arizona Silver Belt. Responses received to RFP No. 072117 were opened in a public setting on September 27, 2017; and, the Board awarded a contract to the lowest, most responsible, and qualified bidder which was Jani-Serv, Inc. The contract annual amount was for $104,273, not including any billable floor work.

On October 30, 2018, the Board of Supervisors approved Amendment No. 1 to extend the term of the contract from November 7, 2018, to November 6, 2019. It also served to increase the original dollar amount of the contract from $104,273 to $106,773, not including any billable floor work.

On November 5, 2019, the Board of Supervisors approved Amendment No. 2 to extend the term of the contract from November 7, 2019, to November 6, 2020. It also served to increase the original dollar amount of the contract from $106,773 to $109,443, not including any billable floor work.
Evaluation
The Contractor was asked to provide nighttime janitorial services for the buildings per the scope of services outlined in RFP No. 072117. All of the buildings are in southern Gila County.

The contract includes 115,841 square feet; however, at the County’s sole discretion, the area to be cleaned may be increased or decreased by 10,000 square feet in the event buildings are added or lost without going out to bid again. If the contract is renewed, the Contractor may request an increase in price by no more than 2.5% per square foot for the next year. This process may be repeated each year the contract is renewed. Billable work includes carpet cleaning and stripping and waxing of tile or vinyl flooring, which Jani-Serv bid $0.18 square feet for carpet cleaning and $0.32 square feet for stripping and waxing.

Service Agreement No. 072117- Janitorial Service for Southern Gila County with Jani-Serv, Inc. will expire on November 7, 2020. Per Page 17-Term and Renewal of the contract, Gila County has the option to renew the contract for three additional one-year terms.

Amendment No. 3 will serve to exercise the option to renew the contract for one additional year, from November 7, 2020, to November 6, 2021, at a cost not to exceed $112,179.08.
Conclusion
The County staff is pleased with the service provided by Jani-Serv, Inc. and would like to extend the contract for another year.
Recommendation
The Finance Department Director and the Public Works Department Director recommend renewing the contract with Jani-Serv, Inc. for one additional year, whereby Jani-Serv, Inc. will continue to provide janitorial services for various County facilities in southern Gila County.
Suggested Motion
Approval of Amendment No. 3 to Contract No. 072117 with Jani-Serv, Inc. to extend the contract term to provide janitorial services for various County facilities in southern Gila County for the period of November 7, 2020, through November 6, 2021, at an annual cost not to exceed $112,179.08.

Attachments
Amendment No. 3 to Service Agreement No. 072117
Amendment No. 2 to Service Agreement No. 072117
Amendment No. 1 to Service Agreement No. 072117
Contract No. 072117 with Jani-Serv, Inc.

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