Title
Resolution to Approve a General Services Agreement with Clean-Tech Company, LLC for Janitorial Cleaning Services at the Ann Arbor Municipal Center, Wheeler Fleet Center, Airport Terminal, and the Election Center ($1,846,434.00) (Equalis Cooperative Agreement # COG-2110A) (8 Votes Required)
Memorandum
We recommend your approval of the attached resolution authorizing a three-year contract in an amount not to exceed $1,085,854.00 with Clean-Tech Company, LLC for janitorial services through the Equalis Cooperative Agreement # COG-2110A at the following locations:
|
AA Municipal Center |
Cleaned 5 days per week- $337,120.84 Annually |
|
Wheeler Fleet Center |
Cleaned 5 days per week- $8,954.57 Annually |
|
Airport Terminal Building |
Cleaned 2 days per week- $5,777.14 Annually |
|
Election Center |
Cleaned 1 day per week- $2,955.33 Annually |
The contract will start on July 1, 2026 and run through June 30, 2029. A purchase order would be authorized in an annual amount not to exceed $354,808.00 for FY27, $361,904.00 for FY28 and $369,142.00 for FY29.
The resolution also authorizes an option to renew the contract with Clean-Tech Company for up to two additional one-year periods upon approval by the City Administrator. The not to exceed amount for FY30 would be $376,525.00, and in an amount not to exceed $384,055.00 for FY31 for a total amount not to exceed $1,846,434.00 over the life of the contract including all renewals, with the same terms and conditions subject to the annual appropriation of funds.
The resolution includes the request for an additional contingency of $35,185.00 each fiscal year for FY27, FY28 and FY29, to cover any unknown conditions or potential scope change orders to be approved by the City Administrator, if necessary. It is also being requested that a contingency of $37,653.00 be approved for FY30 and $38,405.00 for FY31 be approved if the contract extension options are exercised.
Budget/Fiscal Impact: The majority of the funding for these services is available in the FY27 expenditure budget. However, it is being requested that an additional $60,000.00 be appropriated to the Fleet & Facilities FY27 General Fund budget to cover the additional cost of this contract that was not budgeted. These services shall be budgeted in future fiscal years.
Clean-Tech Company complies with the requirements of the City’s Conflict of Interest, Living Wage and Non-Discrimination ordinance requirements.
Staff
Prepared by: Carl Konopaska, Fleet and Facilities Unit Manager
Reviewed by: Mariah Walton, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Janitorial cleaning services are needed at the Ann Arbor Municipal Center, Wheeler Fleet Center, The Airport, and the Election Center;
Whereas, Clean-Tech Company, LLC has a cooperative agreement with Equalis (Cooperative Agreement # COG-2110A) for Janitorial Services;
Whereas, The Fleet and Facilities Unit recommends approval of a three-year contract with Clean-Tech Company, LLC with the option to extend the contract for up to two additional one-year periods under the same terms and conditions, with the rates adjusted as provided in this resolution; and
Whereas, Clean-Tech Company, LLC complies with the requirements of the City’s Conflict of Interest, Living Wage and Non-Discrimination ordinances;
RESOLVED, That City Council approve a three-year General Services Agreement with Clean-Tech Company, LLC, in an annual amount not to exceed $354,808.00 each year for FY27, $361,904.00 for FY28 and $369,142.00 for FY29 for Janitorial Cleaning Services;
RESOLVED, That the contract with Clean-Tech Company, LLC will include the option to renew the term for up to two additional one-year periods at $376,525.00 for FY30 and $384,055.00 for FY31 upon approval by the City Administrator, for a total contract value not to exceed $1,846,434.00 over the life of the contract including renewals and contingency;
RESOLVED, That City Council approve a contingency amount of $35,185.00 per fiscal year for FY27, FY28 and FY29; subject to City Administrator approval;
RESOLVED, That City Council approve a contingency amount of $37,653.00 for FY30 and $38,405.00 for FY31 if the contract renewal option is exercised subject to City Administrator approval;
RESOLVED, That City Council appropriate $60,000.00 to the FY27 Fleet & Facility Services General Fund expenditure budget from the General Fund fund balance for the additional cost of the contract;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to substance by the City Administrator and approval as to form by the City Attorney, and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.