Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20250200 for Janitorial Services.
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Submitted By: India Barr, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: India Barr, Procurement Contracting Officer II, PMD.
2. Parties: Two Contracts, between the City of Port St. Lucie and (1) AK Building Services Inc., and (2) Net Facility Services LLC.
3. Purpose: Janitorial Services for City Buildings.
4. New/Renewal/Modified: New.
5. Duration: September 1, 2025, through August 31, 2027, with four (4) one (1)-year renewal options.
6. Benefits to Port St. Lucie: Ensures consistent maintenance and cleanliness across all City facilities, supporting health, safety, and operational standards.
7. Cost to Port St. Lucie (Annual and Potential): Annual Cost of $456,771.66. Future expenditure will be appropriated in each fiscal year budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve, under City Code of Ordinances, Section 35.08(c) for good cause shown (basis in Issues/Analysis Section), Contract # 20250200 for Janitorial Services with AK Building Services Inc. and Net Facility Services, LLC.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract # 20250200 for Janitorial Services with AK Building Services Inc. and Net Facility Services, LLC.
2. Move that the Council not approve Contract # 20250200 and provide staff with direction.
Background: The initial janitorial services contract was awarded to General Building Maintenance of Florida (Pritchard Industries) on September 23, 2024. However, by January 2025, multiple City departments identified persistent performance deficiencies. Despite collaborative efforts between City representatives and the contractor to address repeated service failures, performance continued to deteriorate and has remained unsatisfactory.
With no measurable improvement, the City issued a formal Notice of Default in accordance with contract provisions on May 2, 2025. In response, a committee of City stakeholders convened to assess alternatives. The decision was made to recommend the termination of the existing agreement with Pritchard Industries and pursue new contracts with multiple qualified vendors that responded to the recent Solicitation #20240066 for Janitorial Services.
Awarding a new contract that distributes services among several responsive firms will ensure uninterrupted janitorial services and accommodate the evolving needs of our growing City, including the addition of new public facilities.
Issues/Analysis: Staff is requesting that Council approve for good cause shown based on the following:
• On June 3, 2024, the City received 17 vendor proposals in response to IFB #20240066 for Janitorial Services. After conducting an initial compliance review, 11 proposals were deemed responsive.
• Contract #20240066 was awarded to the second lowest bidder, Pritchard Industries. Contract #20240066 started on November 1, 2024.
• After getting an enormous number of complaints, speaking with Pritchard, and giving them the opportunity to improve which they did not, staff decided to move in a different direction that would better serve the City.
• Staff held two properly noticed public hearings to determine how to move forward to ensure that this vital service was being provided at the best value to the City.
• Because IFB #20240066 had been formally solicited so recently, Staff reviewed the responses revisiting the five remaining lowest cost proposals. Each of these vendors were contacted to confirm previously submitted rates.
• After contact with the five lowest cost bidders, three were disqualified due to conditions in their submissions that were incompatible with City requirements (requested guaranteed revenues).
• The remaining two vendors with the lowest pricing per location were selected and project locations were subsequently divided between them based on cost, efficiency, and responsiveness.
• The difference between Contract #20240066 and recommended Contracts #20250200, if approved by Council, would result in a 9% increase in the annual cost.
• If the City would have selected the third lowest bidder under IFB #20240066 there would have been about an 18% increase. Therefore, by moving in the direction that Staff decided saves the city about 9% of the of the annual cost while maintaining the purpose of formal bidding by using IFB #20240066 as the basis to negotiate the best value for the City.
Financial Information: Funds are appropriated as listed: 001-1900-534000 - General Fund / General Government / Contractual Services. 104-4105-534000 - Road & Bridge Fund / Engineering Operations / Contractual Services. 001-2105-534000 - General Fund / Police - Support Services / Contractual Services. 431-1340-534000 - Water & Sewer Operations Fund / Utility Administration / Contractual Services. 001-7503-534000- General Fund / Civic Center - Recreation / Contractual Services.
Special Consideration: N/A.
Location of Project: Various.
Attachments:
1. AK Building Services Inc. Contract.
2. Net Facility Services, LLC Contract.
3. AK Building Services Proposal.
4. Net Facility Proposal.
5. Original E-Bid Document.
6. Notice of Defective Work.
7. Notice of Default.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25190-05.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.