CC MEETING: January 21, 2024
DATE: January 6, 2025
TO: Erin Rinehart, City Manager
FROM: Dwayne Bianco, Director of Fleet and Facility Services
Shannon Hicks, Assistant City Manager
Title
Consider Authorizing The City Manager To Execute A Change Order To The Contract With CTJ Maintenance For Custodial Services, Pursuant To RFP 19-017, Increasing The Amount Of The Last Renewal By An Amount Not To Exceed $402,840.00, For A Total Renewal Amount Of $805,680.00, Increasing The Total Six-Year Contract To An Amount Not To Exceed $2,819,880.00.
Body
BACKGROUND:
The City of Carrollton has an existing contract with CTJ Maintenance.to provide routine and regular custodial services at City Hall, the Hebron and Josey Library, Josey Ranch Lake Library, the Police Department, the Justice Center, the Central Service Center, the South Service Center, the Animal Shelter, Crosby Recreation Center, Rosemeade Recreation Center, the Fire Administration building, the Downtown Kiosk and our pump stations. CTJ has provided these services since 2019.
Beginning in late 2024, the City and CTJ absorbed an additional 28,000 square feet of space at Rosemeade Recreation Center that will need routine and regular cleaning services. Due to an increase in the total square footage of work, additional funding authorization is needed. The current proposed change order will increase the contract term total by 25%, which is the total increase allowed by state statute for the continuation of existing services in the added space.
This is the final term of the current contract, and the request will also extend the contract an additional five months to September 30, 2025. A new bid will be done, and a new contract will be awarded prior to the end of the term. The extension will allow for a more comprehensive bid scope development and a more complete bid process, which includes coordination from a consultant.
FINANCIAL IMPLICATIONS:
To ensure there is funding available to continue routine and regular custodial services, this amendment is for an additional $402,840.00. The new term increases from $402,840.00 to $805,680.00 and the total six-year contract amount increases from $2,417,040.00 to $2,819,880.00. Funding is available in the Facilities Budget account 161001.
IMPACT ON COMMUNITY SUSTAINABILITY:
Providing facilities that are clean and well cared for supports the Council’s vision of fostering a welcome environment for businesses and residents.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council authorize the City Manager to execute a change order to the contract with CTJ Maintenance for custodial services, pursuant to RFP 19-017, extending the last renewal term five-months and increasing the amount of the last renewal by an amount not to exceed $402,840.00, for a total renewal amount of $805,680.00, increasing the total six-year contract to an amount not to exceed $2,819,880.00.