Subject
title
Award and Authorize the City Manager to Execute Contracts Responsive to IFB# 24-26, Temporary Labor Services to P2 Cleaning Services LLC and E.A.R.N. Contractors Inc.
end
Department
PW - Environmental Management
Recommendation
Staff recommends that the Mayor and Council award, and authorize the City Manager to execute contracts responsive to IFB# 24-26, Temporary Labor Services, to P2 Cleaning Services LLC of Laurel, Maryland and E.A.R.N Contractors Inc. of Gaithersburg, Maryland, in an aggregate amount not to exceed $200,000 for temporary labor services through June 30, 2027, with authority for the Purchasing Agent to exercise an option to extend for four additional one-year periods through June 30, 2031 for a total not-to-exceed amount of $200,000 annually, to be split between two contractors ($100,000 each), subject to annual appropriation.
Discussion
Rockville has historically contracted for temporary labor services to support the Department of Public Works’ recycling, refuse, yard waste, leaf removal, snow removal, and special waste collection efforts, as well as the Department of Recreation and Parks’ mowing, edging, trash removal, and other landscaping functions. These temporary workers help maintain continuity of essential services during staff vacancies, employee leave, injuries or training periods. In addition, temporary workers also provide seasonal assistance; however, they are not authorized to operate City vehicles.
Staff recommends award of these contracts to provide temporary labor services on an as-needed basis. Contractors must be able to provide on-call workers capable of performing outdoor manual labor and meeting the City's quality and personal safety standards, including providing steel-toed boots, reflective safety vests, work gloves, etc.
The City estimated a need of approximately 5,000 hours of temporary labor services annually. Actual usage may vary from year to year based on operational demands and annual appropriation by the Mayor and Council. Historically, actual expenditures have fluctuated between $0 (due to the absence of an active contract and adequate staffing levels) to approximately $149,302 during periods of increased vacancies and medical leave.
The unit prices received were determined to be favorable and a multi-year contract will save City resources by avoiding the preparation of separate bids for each year. Additionally, a multi-year contract is beneficial as it minimizes the “learning curve” and the impact to continuously hiring new contractors unfamiliar with the City’s requirements.
It is in the best interest of the City to award contracts to two vendors for this work scope. This approach ensures operational continuity. In the event the lowest-responsive bidder cannot provide service, the City can request services from the second-lowest responsive bidder. Additionally, there have been times when service requests were made to both awardees to fulfill daily needs.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
Staff prepared and publicly advertised IFB #24-26 on March 20, 2026, in accordance with
Rockville City Code section 17-61. IFB #24-26 was posted on the City’s website, and
electronically provided to 256 prospective bidders via the State of Maryland eMaryland
Marketplace Advantage (eMMA) system. Of the 256 prospective bidders, using the new
systems reporting capabilities, 22 were Disadvantaged Business Enterprises (DBE), and 24 were Minority Business Enterprises (MBE).
Bids were reviewed for compliance with the minimum of five years prior experience providing those types of services as detailed in the specifications of the IFB. Additionally, the provided services must conform to applicable Federal, State, County and City laws, statutes, rules and regulations (including minimum wage laws). Bid pricing was required to include all overhead, profit, taxes, insurance and other applicable fees and costs.
Sealed bids were received and opened on April 21, 2026. Eight bids were received.
|
Bidder |
Location |
Hourly Rate |
Extended Price (5,000 hours) |
MFD-V Status |
|
FUSION STAFFING LLC* |
BALTIMORE, MD |
$26.80 |
$134,000 |
No response |
|
P2 CLEANING SERVICES LLC |
LAUREL, MD |
$27.40 |
$137,000 |
MFD-V |
|
E.A.R.N CONTRACTORS INC |
GAITHERSBURG, MD |
$28.79 |
$143,950 |
MFD-V |
|
COLOSSAL CONTRACTORS INC |
BURTONSVILLE, MD |
$29.00 |
$ 145,000 |
MFD-V |
|
AMANI ENTERPRISES |
NOTTINGHAM, MD |
$30.25 |
$151,250 |
Non-MFD-V |
|
CRONUS DIGITAL LLC |
BROADLANDS, VA |
$32.00 |
$160,000 |
Non-MFD-V |
|
ND GLOBAL SERVICES CONSULTING INC. |
MCKINNEY, TX |
$36.00 |
$180,000 |
MFD-V |
|
BIZ SOLUTIONS |
360 OWINGS MILL, MD |
$43.20 |
$216,000 |
Non-MFD-V |
*Upon evaluation of the submissions, the bid for Fusion Staffing LLC was deemed non-responsive for not meeting the minimum requirement specified in the IFB.
The lowest responsive bidders were P2 Cleaning Services LLC. of Laurel, MD and E.A.R.N Contractors Inc. of Gaithersburg, MD. Both firms have been in business for 20 years and included references of prior labor services involving on-call labor services for refuse and recycling, leaf collection, maintenance and/or landscaping services in Maryland, including the City of Bowie, Montgomery County Government, Maryland Environmental Services and Baltimore County Public Schools. References were contacted for each awardee, all of which were satisfactory.
The bid amounts shown above are estimated annual quantities used for bid evaluation
purposes only, and do not reflect an obligation by the City for specific amounts of work to specified bidders. The proposed contract secures fixed, firm rates for workers through June 30, 2027. Rates quoted are to be firm for two (2) years after award of contract. Price adjustments from the Contractor may then be considered at renewal or at other times as required due to changes in federal, state or county law.
In accordance with Section 17-39 (a) of the City Code, Awarding Authority, all contracts
involving more than two hundred fifty thousand dollars ($250,000.00) shall be awarded by the
Mayor and Council.
P2 Cleaning Services, Inc. is a Minority, Female, Disabled or Veteran (MFD-V).
E.A.R.N Contractors, Inc. is a Minority, Female, Disabled or Veteran (MFD-V)
The draft contract for P2 Cleaning Services, LLC. is provided as Attachment 1.
The draft contract for E.A.R.N Contractors, Inc. is provided as Attachment 2.
To view all contract documents, please click the links below:
1. -Solicitation IFB 24-26 Temporary Labor Services <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177507&GUID=e5c9b3a6-c0a9-4d7a-8879-87e04aa6a6d3&N=QWdlbmRhIDI2LTIyMTkgXyAx>
2. Addendum 1 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177508&GUID=b5a819d6-5dd2-4ecc-9add-d6e5db60d134&N=QWdlbmRhIDI2LTIyMTkgXyAy>
3. Addendum 2 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177509&GUID=9ae8d0a0-46db-4780-8f7e-f89d8f74498d&N=QWdlbmRhIDI2LTIyMTkgXyAz>
4. Addendum 3 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177510&GUID=7e4785c0-1ed7-4e50-9391-1d8dfd5a04d2&N=QWdlbmRhIDI2LTIyMTkgXyA0>
5. -Bid Submittal P2 Cleaning Services, LLC. <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177511&GUID=21f11a48-90b6-4a9b-ae91-c2b5b41951ae&N=QWdlbmRhIDI2LTIyMTkgXyA1>
6. -Bid Submittal E.A.R.N Contractors, Inc. <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177512&GUID=0c4fd5a6-cd13-469d-b77f-d16e2704bc8a&N=QWdlbmRhIDI2LTIyMTkgXyA2>
Fiscal Impact
The Environmental Management Division of the Department Public Works is the primary user of this contract for labor services. Annual needs vary by year, depending on staffing levels and market conditions. Environmental Management’s FY 2027 adopted budget for temporary agency personnel is $81,650. The Department of Recreation and Parks may also use this contract during the fiscal year for a range of services. Personnel savings can be used to provide funding for services in response to employee vacancies and long-term absences. All future year funding is subject to appropriation approval by the Mayor and Council.
Next Steps
Upon Mayor and Council approval, the Procurement Department will obtain insurance certificates and contract signatures. Service requests will be issued via a Master Agreement on an as-needed basis.