HomeMy WebLinkAboutA001 - Council Action Form dated June 9, 2026ITEM #:29
DATE:06-09-26
DEPT:FLEET
SUBJECT:CONTRACT FOR FY 2026/27 CUSTODIAL SERVICES AT CITY HALL
COUNCIL ACTION FORM
BACKGROUND:
All cleaning and custodial services for City Hall are managed by a third-party professional
cleaning service. This includes daily routine cleaning tasks and periodic tasks such as carpet
shampooing, vinyl and terrazzo floor maintenance, ceramic tile cleaning, plumbing fixture
sanitation, spot cleaning, glass cleaning, and window washing. Additionally, the service is
expected to handle unplanned emergency cleanups.
Effective July 1, the implementation of single-stream recycling will change waste handling
practices under this contract. Trash and recycling collection will shift from individual office and
room servicing to centrally located garbage and recycling receptacles within each work area.
This streamlined approach reduces service requirements and results in a lower overall
contract cost compared to previous years.
The current cleaning services contract expires on June 30, 2026. An Invitation to Bid was
issued for a new contract for the period between July 1, 2026 and June 30, 2027. This
contract is eligible for renewal for up to four additional one-year periods.
On May 18, 2026, an Invitation to Bid was posted to AmesBids. On May 5, 2026, six bids were
received as follows:
Bidder Total Annual Cost Additional Services (Cost
Per Hour)
Reliable Maintenance
Company* $71,400.00*$30.00*
Cleanly $81,800.00 $45.00
FBG Facility Services $101,049.44 $35.00
Top Job Services, Inc.$119,440.00 $45.00
UBM Enterprise, Inc.$128,502.95 $32.94
Klean Rite (Wiese Enterprises,
Inc.)
$180,340.00 $35.00
*After receiving bids, it was discovered that the apparent low bidder, Reliable Maintenance
Company, entered outdated pricing details. Reliable Maintenance Company therefore
withdrew its bid.
The expiring contract amount with the incumbent provider is $84,962. The bid from Cleanly, of
Ames, IA, submitted a bid of $81,800 for FY 2026/27. This total reflects a change in how trash
and recycling are collected, as stated above.
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The base bid for cleaning tasks alone is $64,500. The total cost for FY 2026/27 will be split by
area for budget purposes:
LOCATION AMOUNT
City Hall & Police Department $46,000.00
Community Center, Gym, & Wellness $14,000.00
Auditorium $4,500.00
Base Bid Sub Total $64,500.00
Additional Services as Requested by the City
(Estimated)$17,300.00
Base Bid + Additional Services $81,800.00
Each annual renewal period is subject to successful past performance and approval by
Council. The bid also provides for an annual increase of up to 3% for each renewal period.
The total budget allocated for custodial services in City Hall for FY 2026/27 is $91,622:
$64,000 in the Facilities budget
$12,407 in the Gym & Community Center budget
$12,554 in the Wellness budget
$2,661 in the Auditorium budget
The base bid amounts include all routine services provided daily, plus other services provided
periodically or less frequently. A per-hour rate is bid separately for additional services
requested, emergency clean-up, and special events clean-up in the Auditorium. These
services will be billed at the hourly rate bid in addition to the planned services.
ALTERNATIVES:
1. Award the Ames City Hall custodial services contract to Cleanly of Ames, IA, for
Custodial Services at City Hall in the amount not to exceed $81,800 for July 1, 2026 -
June 30, 2027.
2. Determine that a different bid is in the best interest of the City and award a contract to
that bidder.
3. Reject all bids and direct staff to re-bid custodial services.
CITY MANAGER'S RECOMMENDED ACTION:
Cleanly of Ames, IA has the lowest overall cost to the City. The Director of Fleet &
Facilities has checked references for Cleanly's performance in other locations and finds
them to be acceptable. Cleanly is committed to meeting the expected results and is
ready to provide these services. Therefore, it is the recommendation of the City Manager
that the City Council adopt Alternative No. 1, as noted above.
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