TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: November 2, 2026
Title
APPROVAL FOR ADDITIONAL SPENDING ON P2019-036 WITH CINTAS CORPORATION NO. 2 FOR CITYWIDE FACILITIES MANAGEMENT PRODUCTS, RELATED SERVICES AND SOLUTIONS IN THE AMOUNT OF $350,000.00 FOR A REVISED AGREEMENT TOTAL OF $2,168,000.00
Body
Recommended Action:
Recommendation
Motion to approve Additional Spending on P2019-036 with Cintas Corporation No. 2 for Citywide Facilities Management Products, Related Services and Solutions in the amount of $350,000.00 for a revised agreement total of $2,168,000.00
Body
Background:
On March 12, 2019, City Commission approved Resolution No. 112-18 with Cintas Corporation utilizing U.S. Communities Government Purchasing Alliance Solicitation No. R-BB-19002 (now OMNIA Partners) with Prince William County Public Schools for an initial five-year term with the option to renew for two (2) additional two-year periods. The initial term value was $250,000, with each renewal term valued at $250,000.00 for an agreement total of $750,000.00.
On November 17, 2020, an additional spending increase of $1,018,000.00 for fire alarm services conversions ($750,000.00), replacement of two (2) fire suppression systems in the Police Department ($200,000.00), and for retroactive unanticipated expenses ($68,000.00) was approved by the City Commission.
On August 12, 2025, an additional spending increase of $50,000 for the remainder of the term (through October 31, 2025) was approved. This request was needed due to recent repairs and replacements of fire systems due to age. The Public Works Department, Parks & Recreation Department, and the Utilities Department all utilize this agreement.
In the past fiscal year, an increase in costs related to fire prevention services has occurred. Monitoring panels at Fire Station No. 112, Old School Square Amphitheater, and the Cornell Museum required replacements. Additionally, aging infrastructure, particularly sprinkler systems, and safety compliance requirements have increased costs.
The services provided by this agreement are utilized primarily by the Public Works Department for fire alarm monitoring and prevention. The Parks & Recreation Department and the Utilities Department also utilize these fire prevention services, as well as for stock and supply of first aid supplies.
The total revised cumulative agreement value is provided below.
|
Initial term |
March 12, 2019 - October 31, 2023 |
$1,200,000.00 |
|
Retroactive Approval |
November 17, 2020 |
$68,000.00 |
|
Renewal Term #1 |
November 1, 2023 - October 31, 2025 |
$300,000.00 ($250,000.00 + $50,000.00 requested increase) |
|
Final Renewal Term |
November 1, 2025 - October 31, 2027 |
$600,000.00 ($250,000.00 + $350,000.00 requested increase) |
|
TOTAL |
|
$2,168,000.00 |
This motion is in accordance with the Code of Ordinances Chapter 36.02, Commission Approval Required; and Purchasing Policies and Procedures, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
Attachments
1. P2019-036_Additional Spending Request #2
2. P2019-036_Renewal
3. P2019-036_Additional Spending Request #1
4. P2019-036_ Agreement
5. P2019-036_Omnia Contract No. R-BB-19002 - Renewals
6. P2019-036_Omnia Contract No. R-BB-19002
City Attorney Review:
N/A
Funding Source/Financial Impact:
Funding is available primarily from Public Works GL accounts 001-41-350-519-34.90 and 001-45-150-545.34-90 (Other Contractual Services) as well as multiple 34-90 accounts within both the Parks and Recreation and Utilities Departments.
Timing of Request:
Timely approval is requested to avoid an interruption in services.