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1 7 Through the Best Value process, each firm was asked to submit references and have their clients 1 complete a past performance survey. The criteria used for scoring was.- contract cost 40%,, 19 reference list information 20%,, survey information 20%, and interview 20%, for a total of 100 2('_) %. 2 1 Staff involved in the evaluation and interview process included Lonnie Brokke, Parks and 22 Recreation Director; Duane Schwartz, Public Works Director; Karen Rubey, Police Department I 1 23 Office Mana er; Brad Tullberg, Skating Center Superintendent; and Pat Dolan Fleet, and g 1 1 24 Facility Supervisor. Through this process, staff has determined the apparent best value 25 submittal. 26 It was determined in the interview process that the Linn Building Maintenance work plan was 27 adequate to meet our needs. They indicated how they plan to meet our cleaning schedules and 2, the required time frames we have for each building due to the complexity of our activity 29 scheduling. Their submitted and follow up references were all positive and they were able to 3 ('_) meet all requirements of their cleaning contracts. 3 i The firm that proposed the lowest contract amount, All Source, is not recommended because 32 they scored significantly lower during the interview and reference portion of the Best Value 33 process. Their proposed work hours did not meet our requirements. Some reference calls 34 indicated communication issues between the All Source workers and the client. Coverall 35 Cleaning Concepts was the second lowest bidder, and is not recommended because they did not 36 submit a work plan that would meet our needs. Roseville requires workers during daytime 37 hours,, and cleaning multiple buildings at different times. Both Coverall and Jan Pro contract out 3, their work to franchisees,, so the City would not know who would be providing the services. 39 Through the interview and reference evaluation, it was the opinion of the interview team that 4 ('_) these firms do not have the capability to meet our needs. 41 42 FINANCIAL IMPACTS 43 The group with the Best Value highest score and apparent Best Value is not the lowest submittal 44 amount. Staff is recommending the proposal with the highest Best Value score for award. Linn 4�,' Building Maintenance proposed a program with a three-year cost of $,260,313. This cost will not 46 increase over the three-year period; all increases were included in the bid amounts. Our current 47 cost with ISS for a three-year program is $,269,322. The Linn Building Maintenance proposal is 48 a savings over the existing janitorial program and is within the 2011 budgeted amount. 49 STAFF RECOMMENDATION 5o Staff recommends award of a contract for janitorial services to Linn Building Maintenance for a 'i three-year period in the total amount of $,260,313. 53 Requested Council Action: 4 Motion awarding a contract for janitorial services to Linn Building Maintenance for $,260,313. Prepared by: Pat Dolan., Fleet and Facilities Supervisor Gretchen Carlson., PW Specialist