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Council approves consent agenda, staff seeks extensions and options on multiple service contracts and master-plan RFP
Summary
The council approved the consent agenda and discussed renewal or extension options for janitorial services (City Hall and Civic Center), the city’s agent-of-record insurance contract, mowing services and the master-plan RFP. Staff will bring resolutions or RFQ/RFP options back to council for formal action.
The Windcrest City Council approved the consent agenda and considered several procurement and contract items, including janitorial services for City Hall and the Civic Center, the agent-of-record insurance contract, the mowing and maintenance contract and the master-plan RFP process.
Staff requested authority to extend the City Hall janitorial contract for one year (October 1, 2025–2026) at a small monthly increase of $120 ($1,440 per year); council asked staff to bring a resolution. For the Civic Center, staff recommended continuing with Ellis Cleaning Services; staff reported the company cleans daily because of frequent facility use and the current monthly cost is $3,988 ($47,856 annually). Council asked staff to prepare a resolution to extend the Civic Center contract at the current rate.
On insurance procurement, staff recommended extending the city’s agent-of-record contract with Brown & Brown for one year but council members discussed whether it would be prudent to issue a new RFQ/RFP given insurance cost pressures and the long interval since the last competitive process (original RFQ in 2019). Staff said going to market for a new RFQ/RFP would likely take a month to six weeks to complete and that changing brokers is not guaranteed to produce lower premiums because claims history drives rates.
For mowing and maintenance, staff described a month-to-month arrangement with Cleanscapes and the council agreed to continue on that basis and to explore reducing mowing frequency as a cost-savings measure. Separately, staff said a master-plan evaluation committee had selected two firms for interviews and that interviews are scheduled; staff will circulate the two proposals to council and the council may review them rather than relying on a larger citizen evaluation committee if only two firms submitted.
Next steps: staff will bring formal resolutions for janitorial extensions and prepare options for the insurance agent-of-record procurement; the master-plan proposals will be circulated for council review and the mowing contract will remain month-to-month while the council evaluates possible frequency reductions.
