MEMORANDUM

December 09, 2005

To:       City Manager Mike Wildgen

Assistant City Manager David Corliss

Assistant City Manager Debbie Van Saun

From: W. Ronald Olin, Chief of Police

Ref:     ITC Janitorial Service

We have advertised and received sealed bids for, and completed the thorough background check(s) and called professional references for, janitorial and custodial services for the Police Department Investigations and Training Center.  We recommend accepting the bid from Smart Building Services of Lawrence in the amount of $18,750 for the upcoming year, 2006 ($1,562.50 monthly.)  We request this item be placed on the City Commission agenda for the December 20, 2005 meeting.

 Some important background information concerning this process will be of value for you and the City Commission in your review of this request.  The agreement with our current janitorial provider, ServiceMASTER of Lawrence, expires December 31, 2005.  Although we were very pleased with their service, they missed the deadline to submit a bid and could not be considered in this selection process.  We are currently paying them $1,549.72 per month for their services.

A total of seven (7) bids were received.  Two of the bids were from former janitorial services we have used that ultimately proved to be unsatisfactory, e.g., inability to fulfill contractual agreements for cleaning and ownership/manager accountability (one was managed from Kansas City.)   Four others were unacceptable due to background investigations of owners / their selected building cleaners and/or through checking with professional/personal references provided by them.  Of those four, two are owned/managed out of Kansas City and our past experience with a Kansas City company was unsatisfactory.  Our bid packet stated that we reserve the right to reject any bid based upon (among other points) first hand experience with former bidders and/or past performance with other City of Lawrence cleaning contracts and from information we gleaned during the background check / references process.

In accepting the bid from Smart Building Services, we believe this locally owned company will fulfill the contractual agreements with the same aggressive oversight we have come to expect.  Smart Building Services currently provides satisfactory service to other City departments and other City contracts.

A list of bids received are attached.  Please let me know if you have any questions or require additional information.

W. Ronald Olin

Chief of Police

WRO:clm

Lawrence Police Department

Bids Received for 2006 - 2009 ITC Janitorial Service

Smart Building Services (Lawrence)

1^st year $18,750                   $1,562.50 per month

2^nd year $19,313                 

3^rd year $19,892

Jan-I-King (Kansas City)

$17,820

$18,060

$18,420

Satellite Janitorial Co. (Kansas City)

$11,940

$12,178

$12,422

Jayhawk Janitorial (Lawrence)

$15,240

$16,764

$18,432

Bob’s Janitorial (Topeka / Lawrence)

$20,328

$20,728

$21,128

Lawrence Janitorial Service (Lawrence)

$ 9,600

$10,200

$10,800

Clean As A Whistle (Kansas City)

$16,920

$16,920

$16,920