Resolution 35-12RECORD OF RESOLUTIONS
Resolution No
Form No, 30065
35 -12
Passed 20
A RESOLUTION ACCEPTING THE LOWEST AND
BEST BID FOR CITY OF DUBLIN COMMUNITY
RECREATION CENTER CLEANING SERVICES
AND AUTHORIZING THE CITY MANAGER TO
ENTER INTO A CONTRACT FOR SAID SERVICES.
WHEREAS, formal advertising and competitive bidding procedures have been
conducted pursuant to Section 8.04 of the Revised Charter; and
WHEREAS, Council has determined that the bid submitted by Aetna Building
Maintenance in the amount of $121,476 constitutes the lowest and best bid.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
State of Ohio, � 7 of the elected members concurring, that:
Section 1 . The bid submitted by Aetna Building Maintenance in the amount
of $121,476 is hereby accepted.
Section 2 . The City Manager is hereby authorized to enter into a contract
with Aetna Building Maintenance for said project as specified within the bid
proposal and the City's bid documents.
Section 3 . This Resolution shall be effective upon passage in accordance with
Section 4.04(a) of the Revised Charter.
Passed this �vt day of 2012
Mayor — Pr id ng Officer
Attest:
Clerk of Council
Office of the City Manager
City of Dublin Pho 614 - 1 410.4 0 Fax:b614 -0410 -4490 1090
Memo
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager /-;P C/e ,,,,�-,
Date: June 28, 2012
Initiated By: Brian K. Ashford, Facilities Manager
Michelle L. Crandall, Director of Administrative Services
Re: Resolution 35 -12 — DCRC Cleaning Services Bid
Summary
On June 8, 2012, eight bids were opened for after -hours cleaning services at the Dublin
Community Recreation Center (DCRC). Currently, contractors are used only on the weekends. By
expanding to seven nights a week, the number of cleaning hours will increase by a minimum of
three hours each night Monday through Friday and will enable the City custodial staff to devote
more hours each night to cleaning other City buildings. This will also allow for more thorough
cleaning of the DCRC during evening hours when the facility is closed and vacant of patrons. City
staff will continue to perform day porter functions (e.g. restocking soap and paper dispensers and
performing light cleaning services) during the DCRC's operating hours.
To determine the lowest and best bid, staff requested information related to past experience;
employee recruitment, training and retention policies; quality control program; and management
philosophy. The three companies with the best bid responses were interviewed by the Facilities
Manager and an Administrator from the Recreation Center. Ultimately, Aetna Building
Maintenance, the second lowest bidder at $121,476, was determined to be the most responsive
bidder. Aetna performs extensive background screening during the hiring process, offers ongoing
safety and custodial training, and utilizes a variety of incentives to award and retain good
employees. Additionally they have an impressive client list, which includes the Ohio Supreme
Court, Capital University, Honda R &D, The Scotts Company and Huntington Bank.
The lowest bidder, T &L Global Management, failed to properly complete a portion of the bid
package and failed to provide enough qualitative information to determine whether it possessed
the skills and experience to meet the City's standards for the DCRC. Attached is a complete
analysis of Aetna's and T &L Global Management's bid proposals, prepared by the City's legal
counsel.
Aetna's bid of $121,476 is well below the $175,000 budgeted for this contract in the 2012
Operating Budget. If approved by City Council, staff will immediately work with Aetna to finalize
the contract and begin the process of familiarizing their cleaning and supervisory staff with the
Facilities personnel who will oversee their work as well as the staff at the Recreation Center.
During the last week of August (annual shutdown week), the contract staff will run through their
nightly cleaning assignments. The contractors will likely begin providing cleaning services when
the Recreation Center reopens the day after Labor Day.
Memo re. Res. 35 -12 — DCRC Cleaning Services
June 28, 2012
Page 2 of 2
Recommendation
Staff recommends accepting the Aetna Building Maintenance bid for $121,476 and authorizing the
City Manager to enter into a contract with Aetna Building Maintenance for cleaning services at the
Dublin Recreation Center.
CE M I L LERLLP
LEGAL COUNSEL
MEMORANDUM
To: Michelle Crandall, Director of Administrative Services
From: E. Rod Davisson, Esq.
Date: June 26, 2012
Re: Dublin Recreation Center Cleaning Services Project Award of Contract
Background
Multiple proposals were received and opened for the Dublin Recreation Center Cleaning
Services Project on June 8, 2012. Staff has requested that legal review the same, based upon
the responses given by the bidders. The lowest dollar bidder was "Pro- Touch" (T &L Global
Management) with Aetna coming in as second lowest.
PRO -TOUCH BID
We have thoroughly reviewed Pro - Touch's proposal. Pro -Touch failed to complete properly
the Delinquent Personal Property Tax Affidavit required by the Contract Documents and ORC
5719.042. Pro -Touch also provided workers compensation certificates that expired in August
2011, and Pro -Touch failed to provide its financial statements for the past three (3) years —
submitting instead tax returns for a company of unknown origin and status. Additionally, the
business does not presently hold a current ISSA Cleaning Industry Management Standard –
Green Building (CIMS -GB) certification as required by the bid solicitation.
It is important to note that "Pro- Touch" is a registered trade name in the State of Ohio. A
"Trade name" means a name used in business or trade to designate the business of the user
and to which the user asserts a right to exclusive use. [O.R.C. §1329.01(A)(1)]. The company
that actually submitted the bid is T &L Global Management, LLC. T &L Global Management was
created and filed with the Ohio Secretary of State on June 2, 2011. It purchased the Pro -Touch
name from a company called Commercial Service System, LLC. While the Pro -Touch name has
remained, the legal entity that owns Pro -Touch has only been in existence for less than a year.
4130193v1
CE M I L LERLLP
LEGAL COUNSEL
As a result, only work that has been performed by Pro -Touch since July 2011 may be considered
in the best analysis. Pro -Touch has performed cleaning services for the cities of Cincinnati and
Delaware, Ohio during this time, but Pro -Touch failed to specify the scope of these services.
Considering Pro - Touch's limited experience since July 2011, its failure to complete properly
the required forms, and its failure to provide other documentation as explained above, we
recommend a finding that Pro - Touch's proposal is not responsive.
AETNA BID
Staff has also thoroughly reviewed the Aetna Building Maintenance, Inc. ( "Aetna ") proposal.
The Aetna proposal was responsive to each inquiry made by Dublin in its solicitation and
contained no noticeable irregularities. Aetna properly executed its bid, and submitted detailed
information regarding its structure, experience, and cleaning services proposed to be offered to
Dublin. Aetna also holds a CIMS -GB certification, which is required by the solicitation of
proposals.
While the costs as read in the Aetna proposal were marginally higher than Pro - Touch's
proposal, Aetna has similar experience in providing the type of services requested by Dublin in
the solicitation. For example, Aetna has provided cleaning services for Capital University's
athletic and recreational center, Marshall University's athletics facilities, and the University of
Kentucky's athletic facilities during the past three years. These services include servicing indoor
track facilities, locker rooms, fitness centers, and pool areas on a greater scale than what is
required by Dublin Recreational Center. Additionally, Aetna has experience and the equipment
on hand to service and clean Pebbleflex and Aquaflex pool surfaces, which are present at the
Dublin Recreational Center. Based on Aetna's proposal, it appears that Aetna offers a more
comprehensive service with more experienced personnel at only a marginally greater cost.
Based on the foregoing, there is no legal impediment to considering Aetna the lowest and
best bidder for the work.
4130193v1
City of Dublin Recreation Center Cleaning Services
Bid Opening Results
Contractor
Base Bid
T & L Global Management
$117,912.24
Scioto Services
189,938.00
Key Cleaning
160,675.12
Corvus Cleaning
145,068.00
Mid - American
139,692.00
Service Master Elite
255,552.00
Aetna Building Maintenance
121,476.00
Job 1 America
205,395.84