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ITEM 9.f. TOWN OF FOUNTAIN HILLS STAFF REPORT Meeting Date: 6/16/2026 Meeting Type: Town Council Regular Meeting Submitting Department: Public Works Prepared by: Justin Weldy, Public Works Director Staff Contact Information: Phone: 480-816-5133 Email: jweldy@fountainhillsaz.gov Request to Town Council Regular Meeting (Agenda Language) CONSIDERATION AND POSSIBLE ACTION Regarding the Professional Services Agreement 2027-02 with BIO-Janitorial Services, Inc. for Town-Wide Janitorial Services. Staff Summary (background) The Town’s current contracts for janitorial services have reached their term limits, with no additional renewal options available. To ensure continuity of these essential services and to consolidate janitorial service needs under a more efficient contracting structure, the Town published Request for Proposals (RFP) 2026-001 for Town-Wide Janitorial Services. On February 12, 2026, the Town of Fountain Hills released the RFP seeking qualified firms to provide professional janitorial and custodial services for Town facilities. The RFP was publicly advertised in the Arizona Business Gazette on February 12 and February 19, 2026, in accordance with the Town’s Procurement Code. A non-mandatory pre-submittal conference was held on March 12, 2026, and proposals were due on March 26, 2026. The work includes cleaning services at Town Hall/Sheriff’s Office, the Community Center, Library, Town parks, and trailhead restroom locations. The overall scope encompasses approximately 59,000 square feet of Town facilities. All cleaning supplies will be provided by the Town. The primary purpose of the agreement is to address Town-wide janitorial service needs and scheduled carpet cleaning at Town facilities. Specific enhancements included in the scope of work include:Increased service levels at the Community Center, including expanded event and program cleaning support; programmed carpet cleaning services across all Town Hall campus buildings; and Porter duties and special cleaning services as directed by Town staff representatives. These service enhancements are necessary to maintain facility standards in response to increased community use, expanded programming, and ongoing facility maintenance requirements. A total of sixteen (16) janitorial service companies submitted proposals in response to the RFP. An internal evaluation committee consisting of staff from the Administration, Public Works, and Community Services Departments conducted a comprehensive review of the proposals based on qualifications, experience, service capabilities, responsiveness, and overall value to the Town. Following the evaluation process, staff selected BIO-Janitorial Services, Inc. as the highest- ranked and best-qualified firm to provide the requested services. The focus of the RFP was to secure a qualified vendor capable of delivering a broad range of custodial and facility management services across the Town’s diverse facilities. The Town’s objective was to enter into a long-term agreement with a company able to substantially improve cleanliness, service quality, operational efficiency, and responsiveness while maintaining cost-effective service delivery. The proposed agreement in the amount not to exceed $150,000 per term also includes provisions for porter duties during special events and additional special cleaning services, billed at pre-established rates established within the agreement. Funding for janitorial services is included within the approved operating budgets of the applicable departments and facilities utilizing these services. Future funding for the agreement will be subject to annual budget appropriations approved by the Town Council. The agreement provides predictable service costs while consolidating multiple janitorial service needs under a single contract structure for improved administrative efficiency. Staff believes BIO-Janitorial Services, Inc. possesses the experience, staffing resources, and operational capabilities necessary to successfully provide comprehensive janitorial services for Town facilities. Related Ordinance, Policy or Guiding Principle Public Works Mission Statement Risk Analysis Failure to approve the agreement for Town-Wide Janitorial Services may result in interruptions to custodial services at Town facilities, including Town Hall, the Sheriff’s Office, Community Center, Library, parks, and trailhead restroom locations. These interruptions could negatively impact facility cleanliness, public health standards, customer service, and the overall appearance of Town facilities. The Town’s current janitorial service contracts have reached their term limits with no remaining renewal options. Without approval of a new agreement, the Town may be required to procure short-term or emergency services at potentially higher costs and with reduced service consistency. Increased use of Town facilities expanded programming at the Community Center, and ongoing maintenance needs require enhanced janitorial support, including scheduled carpet cleaning and event-related porter services. Delays in securing these services could result in accelerated wear of Town facilities, reduced cleanliness standards, and increased long-term maintenance costs. Approval of the agreement provides continuity of custodial services through a competitively procured contract with a qualified vendor capable of meeting the Town’s operational and facility maintenance needs. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends that the Town Council approve the Agreement for Town-Wide Janitorial Services with BIO-Janitorial Services, Inc. Suggested Motion Move to approve the Professional Services Agreement 2027-02 for Town-Wide Janitorial Services with BIO-Janitorial Services, Inc. in an amount not to exceed $150,000 per term FISCAL IMPACT Fiscal Impact: $150,000 per term Budget Reference: Multiple Fiscal Years Funding Source: Public Works, Facilities Division, Community Services, Parks Division in the General Fund ATTACHMENTS 1. 2027-002_Bio-Janitorial_Service