DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: 2
SUBJECT:
Custodial and Supplemental Conversion/Labor Services for the Alamodome
SUMMARY:
This ordinance authorizes a contract with Frio Nevado Corporation, d/b/a Go Professional Environmental Management to provide custodial and supplemental conversion/labor services at the Alamodome for an estimated amount of $1,042,000.00 annually through May 31, 2019 with one additional five-year renewal option for a total estimated contract amount of $10,413,537.75. Funding for this contract is available through the Hotel Occupancy Tax Alamodome Fund.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Frio Nevado Corporation d/b/a Go Professional Environmental Management to provide custodial and supplemental conversion/labor services at the Alamodome. The contractor will provide custodial services to include daily, pre-event, event, post-event, and special project cleaning for the entire interior of the Alamodome (excluding catering and concession areas and tenant leased areas). Additionally, the contractor will provide supplemental conversion and labor services and provide staff to assist Alamodome staff in the setup of events. Historically, custodial and supplemental conversion/labor services and rigging services had been solicited under one best-value bid solicitation. However, the Convention and Sports Facilities Department elected to solicit the two services separately as two Requests for Competitive sealed Proposals; RFCSP 6100003914, Custodial and Supplemental Conversion/Labor Services for the Alamodome and RFCSP 6100004055 Rigging Services for the Alamodome, due to the variance in the vendor's skill sets for each service and the limited vendors available to perform the rigging services.
Staff's recommendation for Rigging Services for the Alamodome (RFCSP 6100004055) will be presented to Council on May 15, 2015.
The City issued a Request for Competitive Sealed Proposals (RFCSP) for "Custodial and Supplemental Conversion/Labor Services for the Alamodome" (RFCSP 6100003914) on February 17, 2014, with a submission deadline of March 19, 2014. Seven proposals were received. Two proposals were deemed non-responsive by the Economic Development Department due to respondent's failure to meet the Small Business Economic Development Advocacy subcontracting requirement. Frio Nevado Corporation d/b/a Go Professional Environmental Management was selected based on the City's standard RFCSP process.
The selection team consisted of representatives from the City Manager's Office, Convention Center, Alamodome, and a non-city participant from the San Antonio Convention and Visitors Commission (SACVC) representing the hospitality industry. The Finance Department, Purchasing Division, assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firms' qualifications, experience, quality of service, previous performance, proposed plan, and price schedule. Additional categories of consideration included references and financial qualifications. The evaluation of each proposal was based on a total of 100 points: 30 points allotted for experience, background, and qualifications; 35 points allotted for the proposed plan; and 20 points allotted for respondent's price schedule. Fifteen preference points were allotted for Small Business Economic Development Advocacy (SBEDA) Program, Small Business Enterprise (SBE) Prime Contractor Program Affirmative Procurement Initiative.
The evaluation committee met on April 1, 2014 to evaluate the five responsive proposals received. After committee review and discussion, individual technical scores were submitted and the aggregate scores were presented. After a recommendation for award was agreed upon by the selection committee, the individual scores for pricing and SBEDA were revealed. Frio Nevado Corporation d/b/a Go Professional Environmental Management received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be for a period of five years. One additional five-year renewal period, at the City's option, shall also be authorized by this ordinance.
ISSUE:
This contract will provide Custodial and Supplemental Conversion/Labor Services for the Alamodome. The custodial services include daily, pre-event, event, post-event, and special project cleaning of the entire interior of the facility and restocking restrooms with the exception of catering, concession, and tenant leased areas. City will provide custodial cleaning products and supplies for cleaning and restocking facilities. Contractor will provide the equipment necessary to perform cleaning of large scale areas to include ride-on scrubbers and sweepers. The supplemental conversion/labor services will provide additional labor to help City staff in the conversion or transition from one type of event to another at the Alamodome and for other special projects or maintenance and repair tasks.
This contract will be awarded in compliance with the SBEDA Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the SBE Prime Contract Program to this solicitation and awarded 15 evaluation preference points to Frio Nevado Corporation d/b/a Go Professional Environmental Management, as they were a certified SBE and located within the San Antonio Metropolitan Statistical Area. Additionally, the Goal Setting Committee set a 25% Minority/Women Business Enterprise (M/WBE) subcontracting goal. Frio Nevado Corporation d/b/a Go Professional Environmental Management has committed to 25% M/WBE subcontractor participation.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Alamodome would be required to process individual procurements to provide custodial and supplemental conversion/labor services thus affecting the cleanliness, appearance of the facilities, and the setup-timing of events. As the CSF Department does not have the staff to perform these services in-house; processing individual procurements would affect the cost of services due to non-contract pricing.
FISCAL IMPACT:
This ordinance authorizes a contract with Frio Nevado Corporation d/b/a Go Professional Environmental Management to provide Custodial and Supplemental Conversion/Labor Services at the Alamodome for an estimated annual cost of $1,042,000.00. Funding for this contract is available through the Hotel Occupancy Tax Alamodome Fund.
RECOMMENDATION:
Staff recommends the approval of this contract with Frio Nevado Corporation d/b/a Go Professional Environmental Management to provide the Alamodome with custodial and supplemental conversion/labor services to ensure the facility remains uniformly clean, hygienic, orderly, attractive, event conversion and staffing requirements are met, and special project staffing is provided at an estimated annual cost of $1,042,000.00.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contracts Disclosure Form is required.