HomeMy WebLinkAbout5L - Custodial Cleaning Services for City Buildings AFB
AGENDA ITEM:
DISCUSSION:
CONSIDER APPROVAL OF A RESOLUTION APPROVING BID SPECIFICA-
TIONS FOR CUSTODIAL CLEANING SERVICES FOR CITY HALL, POLICE
STATION, LIBRARY RESOURCE CENTER, CLUB PRIOR, FIRE STATION #1,
FIRE STATION #2 AND THE MAINTENANCE BUILDING AND AUTHORIZE AD-
VERTISEMENT FOR BID.
Introduction
The purpose of this agenda item is for the City Council to (1) consider approval of
bid specifications and (2) authorize solicitation of bids for custodial cleaning ser-
vices for the following city buildings:
1.) City Hall, 4646 Dakota Street SE
2.) Fire Station No.1, 16776 Fish Point Road SE
3.) Fire Station No.2, 3906 Station Place NW
4.) Library/Resource Center, 16210 Eagle Creek Avenue
5.) Club Prior, 16210 Eagle Creek Avenue
6.) Maintenance Center, 17073 Adelmann Street SE, and
7.) Police Station, 4649 Dakota Street SE.
Historv
The existing custodial contract became effective May 1, 2007 and will expire De-
cember 31, 2009. It was awarded to McFarland Hanson, Inc. with franchisee own-
er/operator Jim Ferriere performing the work. During the course of the contract it
was amended to add Club Prior and Fire Station NO.2 as each became opera-
tional.
Current Circumstances
It is anticipated that the proposed three-year contract will exceed the statutory bid
threshold of $100,000 and therefore, staff has prepared a formal RFB (Request for
Bids) for custodial services for the above listed buildings. The Request for Bids
contain and solicits the following information:
1. Introduction and bid instructions
2. Part 1 - General Conditions
3. Part 2 - Exhibits including the Scope of Services and other required docu-
ments including the City's Standardized Agreement for Contractor Services.
This RFB has been reviewed and approved by the City Attorney.
The anticipated timeframe for completing the bidding process is as follows:
September 8
Council approves bid specifications and authorizes ad-
vertisement for bids
October 24
RFQ is advertised in the Prior Lake American
November 5
Pre-bid tour is conducted
www.cityofpriorlake.com
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November 9
Deadline for prospective bidders to request any addi-
tional information
November 20
Deadline to receive bids
As a prerequisite to bidding, all prospective vendors must attend a "Pre-Bid Tour"
scheduled for November 5, 2009. The purpose of the tour is for all vendors to be-
come familiar with the areas to be cleaned, the number of offices, bathroom facili-
ties, windows, etc. and to clarify our expectations. The term of the cleaning con-
tract will be from January 1, 2010, to December 31, 2012.
Conclusion
Council should determine if they wish to approve the RFB and authorize solicitation
of bids.
ISSUES:
The scope of the cleaning services is limited to the interior of our buildings. The
areas to be cleaned, the type of cleaning and the frequency have been arrived at
over the last three years. We increased or decreased frequencies to get the most
cost-effective service.
Certain services are not included in this contract like windows, carpet cleaning/stain
protection and floor stripping/waxing. We have learned that we get a better cost by
having specialists provide quotes for each service.
The Water Treatment Facility is also not included in the RFQ because it requires
specialized cleaning services different than the cleaning serVices required in other
City facilities.
Finally, the bid allows for the addition or deletion of buildings as well as the in-
crease or decrease in cleaning intervals based upon our cleaning experience and
building usage over the three-year contract.
FINANCIAL
IMPACT:
Funds are appropriated within the general and enterprise fund operating budgets to
accommodate custodial cleaning services and are identified within the following
departments: Building & Plant, Police, Library and Water. Each has a specified
dollar allocation that is estimated to cover the total anticipated custodial cleaning
expenditure.
ALTERNATIVES:
The following alternatives are available:
1. Adopt a resolution approving bid specifications for custodial cleaning services
for city hall, police station, library resource center, club prior, fire station #1, fire
station #2 and maintenance building, and authorizing advertisement for bid.
2. Defer consideration of this item and provide staff with specific direction.
RECOMMENDED Alternative #1.
MOTION:
RESOLUTION APPROVING BID SPECIFICATIONS FOR CUSTODIAL CLEANING OF THE
CITY HALL, POLICE STATION, LIBRARY, FIRE STATION AND MAINTENANCE BUILDING
AND AUTHORIZATION FOR ADVERTISEMENT FOR BID
MOTION BY:
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
SECOND BY:
Custodial cleaning services are necessary to maintain city owned building
premises in a clean and sanitary environment for public and employee use;
and
The City is interested in contracting out its cleaning service for the following
seven (7) buildings by description and location;
1.) City Hall, 4646 Dakota Street SE
2.) Fire Station No.1, 16776 Fish Point Road SE
3.) Fire Station No.2, 3906 Station Place NW
4.) Library/Resource Center, 16210 Eagle Creek Avenue
5.) Club Prior, 16210 Eagle Creek Avenue
6.) Maintenance Center, 17073 Adelmann Street SE
7.) Police Station, 4649 Dakota Street SE; and
Bid specifications identifying the scope and frequency of custodial cleaning
services have been prepared for all interested vendors; and
Funding for such custodial services has been appropriated within the
General and Enterprise Fund Budgets; and
Authorization for advertisement for bid is requested.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE that:
1. The recitals set forth above are incorporated herein.
2. "Bid Specifications for Custodial Cleaning Services" are hereby approved.
3. The City Manager is authorized to advertise the bid documents.
Passed and adopted this 8th day of September, 2009.
YES
NO
Haugen
Erickson
Hedberg
LeMair
Millar
Haugen
Erickson
Hedberg
LeMair
Millar
Frank Boyles, City Manager
RICouncil12009 Agenda Reportsl09 cPs_o'lf:&~aJa~~Qrtle 16~i~~e~1ltro~e
www.cityofpriorlake.com
REQUEST FOR BIDS
Custodial Services
2010
PART 1 - INTRODUCTION AND INSTRUCTIONS TO PROPOSERS
1. REQUEST FOR BIDS. The City of Prior Lake is seeking bids from qualified and responsible
providers for custodial services including labor, cleaning supplies and equipment for seven municipal
sites as follows:
· City Hall, 4646 Dakota Street SE, Prior Lake, MN 55372;
· Fire Station No.1, 16776 Fish Point Road SE, Prior Lake, MN 55372;
· Fire Station No.2, 3906 Station Place NW, Prior Lake, MN 55372.
· Library/Resource Center, 16210 Eagle Creek Avenue, Prior Lake, MN 55372;
· Club Prior, 16210 Eagle Creek Avenue, Prior Lake, MN 55372;
· Maintenance Center, 17073 Adelmann Street SE, Prior Lake, MN 55372;
· Police Station, 4649 Dakota Street SE, Prior Lake, MN 55372.
Bids will be received at the Prior Lake City Hall, 4646 Dakota Street S.E., Prior Lake, Minnesota
55372, until 3 p.m. on Friday, November 20, 2009. Any questions regarding the Request for Bids
must be in writing and addressed to Charlotte Green, Administrative Assistant, Prior Lake City Hall, at
4646 Dakota Street S.E., Prior Lake, MN, 55372; or by email tocgreen@cityofpriorlake.com.
2. CONTRACT TERM AND CONTRACT EXTENSION. The term of the agreement will be
for the period January 1, 2010 to December 31, 2012, subject to extension by mutual agreement. If at
any time during the agreement term the City determines the provider is violating any provisions of the
specifications of the agreement, the City may cancel the agreement by giving fourteen (14) days
written notice of its intent to cancel, unless the violation is corrected to the city's specifications
within the time set forth in the notice.
3. EXPERIENCE. The Proposer shall describe its experience in providing commercial cleaning
services both for private entities and for government/police clients. A responsible provider is an entity
which has experience in commercial cleaning services similar in size and scope as the City's required
services and has responsibility for all aspects of providing such service.
4. CONTENTS OF REQUEST FOR BIDS. This Request for Bids describes: 1) the Scope of
Services to be performed by the successful Proposer. The Scope of Services is incorporated herein as
Exhibit B; 2) the information required from all Proposers wishing to submit a bid; and 3) the criteria
the City will use in making its decision.
It also describes the terms and requirements the successful Bidder will be required to comply
with. Following the selection by the City Council of the successful Bidder, the successful
Bidder will be required to enter into the City's Standardized Contract, attached hereto and
incorporated herein as if fully set forth as Exhibit B. A bidder who fails to enter into the City's
Standard Contract will forfeit its bid bond.
BID DOCUMENTS. The Bid Documents include: 1) This Request for Bids; 2) the City's
Standardized Contract; 3) Scope of Services; 4) Form of Bid Bond; 5) Form of Performance Bond; 6)
Bid Form; and 7) the successful Bidder's Proposal dated .2009.
REQUEST FOR BIDS
Custodial Services
2010
5. PRE-TOUR. A tour of municipal facilities will be held on Thursday, November 5,2009, at
9:00 a.m. beginning at City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota, 55372. The purpose
of the tour is to become acquainted with all of the buildings and maintenance conditions described in
the City's Scope of Services, and to provide an opportunity for prospective providers of custodial
services to ask questions and receive answers relating to the requirements of submitting a bid or the
Scope of Services. The City will not provide a summary of the questions and answers from the tour.
No bid will be considered if a representative of the Proposer has not participated in the tour.
The Proposer shall examine to his/her satisfaction the quantities of work to be performed and
the type of equipment, supplies and personnel required to complete the work effectively as determined
from the tour and Scope of Services. Proposers must rely on their own calculations and shall be
thoroughly familiar with the specifications including all Special Provisions.
Proposers shall inform themselves of the character and magnitude of work and the conditions
under which the work is to be performed and all other relevant matters pertaining to the complete
execution of the services the City is seeking. No plea of ignorance of conditions that exist or that may
hereafter exist, or of difficulties that will be encountered in the execution of the work hereunder, as a
result of failure to make necessary examination and investigations, will be accepted as a reason for any
failure or omission on the part of the provider of custodial services to fulfill in every detail all the
requirements of the Scope of Services, or the City's Standardized Contract; nor will it be acceptable as
a basis for any claim whatsoever for additional compensation.
No bid shall be considered if a representative of the Proposer has not participated in the
tour.
6. SUBMISSION OF BIDS. All Bidders shall fully familiarize themselves with the City's
Request for Bids. Bidders will be deemed to acknowledge their familiarity with the entire Request for
Bids packet by virtue of submitting a bid. Written Addendums will be issued in response to appropriate
written questions or requests for clarifications that seek to clarify any material provision in the Bid
documents and are received on or before November 9, 2009. In no event shall a Bidder rely on any
oral interpretation or representation of City staff in preparing their Bid.
5.1 If bids are sent by mail, it is the Bidder's sole responsibility to assure that the City
receives the Bid by the date, time and at the location specified herein.
5.2 The City reserves the right to cancel this Request for Bids or postpone the date and time
for submitting bids at any time prior to the submittal date and time. The City reserves
the right prior to the date for submission of Bids to modify, in whole or part, any
portion of this Request for Bids. Each Bidder who has requested a copy of the Bid
Documents shall be notified in writing of any modification to the Request for Bids. The
City reserves the right to reject any and all bids, or portions thereof, to reissue a revised
Request for Bids and to waive any non-material informalities or irregularities in Bids. A
non-material irregularity or informality is one where no Bidder will be prejudiced if an
informality or irregularity is waived. The ability to award Bids or waive an informality
or irregularity lies solely with the City Council upon a finding by the Council that the
waiver will not materially prejudice any Bidder.
7. ALL BIDS MUST BE COMPLETE. Bidders must respond fully and completely to each
requirement and request for information to be considered responsive to this Request for Bids. Failure
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REQUEST FOR BIDS
Custodial Services
2010
to provide information requested in this Request for Bids shall cause the Bid to be rejected from
consideration as non-responsive.
6.1 Submission of Bid. Each Bidder shall submit an original and four (4) copies of its Bid.
6.2 Bid Bond. All proposals shall include a Bid Bond in the amount of five (5) percent of
the total proposed Bid for yearly services. The Bid Bond shall be forfeited by the
successful Bidder, if after the selection by the City Council, the Bidder fails to enter
into the City's Standardized Contract for Service (Exhibit B) or if the Bidder withdraws
its Bid after Bids are open.
8. QUALIFIED AND RESPONSIBLE PROVIDER. In order for a Bid to be considered, the
prospective provider of custodial services must be found to be qualified and responsible and the bid
must be found to be responsive to the Request for Bids. The term "Qualified and Responsible
Provider" means the proposed provider of custodial services has:
a. Provided the same or similar services in a satisfactory manner utilizing the employees
proposed for this bid.
b. Demonstrated managerial experience and capabilities to adequately provide services
and manage the staff responsible for these services.
c. Must submit three (3) references from the Minneapolis/St. Paul metropolitan area,
preferably including a municipality, who are able to attest to the provider's experience
and capabilities. The proposed provider of custodial services shall provide the name,
address and telephone number of each reference.
d. The Bidder must enter into the City's Standardized Contract between City and
Contractor, attached hereto as Exhibit B.
e. In accordance with NCIC (National Crime Information Center) and Minnesota
Department of Public Safety mandates, all persons having access to the Police
Department building must consent to and pass a criminal history background
investigation, including fingerprinting. The initial bids shall include these checks at the
proposed provider of custodial service's cost for the personnel proposed.
f. Proposers shall demonstrate in their bid that they have access to all equipment and
supplies to perform all responsibilities of the contract.
g. The Bid proposal includes a full completed Bid Form (Exhibit E).
9. CONDITIONS IN PROPOSAL. The proposed provider of custodial services shall not
stipulate in his/her Bid any conditions not provided for on the proposal form. Such stipulation shall be
considered a non-responsive bid and will not be considered.
10. REJECTION OF BIDS. Bids may be rejected if they show any omission, alteration of form,
additions not called for, bids that are conditional or conditioned in any respect, propose alternatives not
specified, or contain irregularities of any kind. Bids in which the prices are incomplete, inaccurate or
mathematically incorrect may be rejected.
11. WITHDRAWAL OF BIDS. A Bidder may withdraw a bid without prejudice provided a
request is submitted to Charlotte Green, Administrative Assistant to the City Manager, before the hour
of letting. A withdrawn bid may be modified and re-submitted at any time prior to the deadline for
submitting a bid.
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REQUEST FOR BIDS
Custodial Services
2010
12. DISQUALIFICATION OF BIDDERS. More than one Bid for the work described in Scope of
Services, Exhibit B, attached hereto and incorporated herein, from an individual firm, partnership or
corporation under the same or different names will not be considered. Evidence that any Bidder has an
interest in more than one Bid will be considered collusion. Collusion between the Bidders will result in
Bids so affected.
13. PERFORMANCE BOND. The successful Bidder, at the time for the execution of the
agreement, shall furnish and at all times maintain a satisfactory and sufficient Performance Bond in a
form acceptable to the City Attorney (Exhibit D) in the amount equal to six (6) months services with a
corporate surety licensed and located in the State of Minnesota and satisfactory to the City. Personal
sureties will not be approved.
14. FAILURE TO ENTER INTO AGREEMENT. Failure to furnish the required performance
bond, or to enter into the City's Standardized Contract within ten (10) days of the award of Bid by the
City Counsel may, at the sole discretion of the City, annul the award ofthe bid. In the event of the
failure to provide a performance bond or to enter into the City's Standardized Contract within the time
specified herein will result in the Bidder forfeiting its Bid Bond which will be retained by the City as
liquidated damages.
15. DATA PRACTICES ACT. Any Bid submitted to the City is subject to the Minnesota
Government Data Practices Act, Minnesota Statutes Chapter 13.
15.1 Data submitted by a business to a government entity in response to a Request for Bids
as defined in Section l6C.02, subdivision 11, are private or nonpublic until the bids are
opened. Once the bids are opened, the name of the Bidder and the dollar amount
specified in the response are read and become public. All other data in the Bidder's
response to a bid are private or nonpublic data until completion of the selection process.
For purposes of this section, "completion of the selection process" means that the
government entity has completed its evaluation and has ranked the responses. After a
government entity has completed the selection process, all remaining data submitted to
all Bidders are public with the exception of trade secret data as defined and classified in
Section 13.37. A statement by a Bidder that submitted data are copyrighted or otherwise
protected does not prevent public access to the data contained in the bid.
15.2 If all responses to a Request for Bids are rejected prior to completion of the selection
process, all data, remain private or non-public until are-solicitation of bids results in
completion of the selection process or a determination is made to abandon the purchase.
If the rejection occurs after the completion of the selection process, the data remain
public. If a re-solicitation of bids does not occur within one year of the bid opening
date, the remaining data becomes public.
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REQUEST FOR BIDS
Custodial Services
2010
PART II - EXHIBITS TO CUSTODIAL SERVICES
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E
City's Standardized Contract
Scope of Service
Form of Bid Bond
Form of Performance Bond
Bid Form
5
Standardized Contract
Custodial Services
2010
Exhibit A
STANDARD CONTRACT BETWEEN
THE CITY AND CONTRACTOR
THIS AGREEMENT made this day of , 2009, by and between the CITY OF PRIOR
LAKE, a Minnesota municipal corporation (hereinafter "City") and
, a private company (hereinafter "Contractor") whose
principal address is
Puroose: The purpose of this Contract is to provide for custodial services at its City Hall located at
4646 Dakota Street, at its Police Station located at 4649 Dakota Street, at its Fire Station No.1
located at 16776 Fish Point Road, at its Fire Station No. 2 located at 3906 Station Place NW, at its
Public Works Maintenance Facility located at 17073 Adelmann Street, and at its Library/Resource
Center and Club Prior located at 16210 Eagle Creek Avenue. After completing the Request for
Quotes process, the City Council has awarded this work to by
Resolution # , subject to entering into this Contract.
The City and Contractor for the consideration stated below agree as follows:
1. Contractor Performance. The Contractor agrees to perform and complete all the provisions
of the scope of services as set out in this Contract and the Contract Documents.
2. Contract and Contract Documents. The following documents, herein after referred to as the
"Contract Documents," are attached hereto and incorporated by reference herein as if fully set
forth. This Contract together with the Contract Documents, shall be taken together as a whole
as the Contract between the Parties:
The City's Request for Bids dated October 24,2009, including all documents
incorporated by reference in Paragraph 4 below, Contents of Bid Documents.
The Bid from dated, 2009.
,2009, Staff Report to City Council and Approving Resolution 09-_.
Performance Bond and Payment Bond.
Certificate of Insurance.
This Contract.
3. The Proiect ("Work"). The Contractor shall perform all of the Work including providing all
labor, cleaning supplies and equipment required by the Contract Documents for the sum of
$ /month, beginning on January 1,2010, and ending on December 31, 2010.
a. Timelv Performance. The days of the week that Contractor provides custodial service to
various buildings shall be established with City liaison to the Contract.
4. Time of Commencement. The Work to be performed under this Contract shall be commenced
January 1, 2010 and concluded December 31, 2012, subject to paragraphs 3 and 9 herein.
1:\AgreementsIMaintenanceIStandardized Contract Custodial Services 2010
Standardized Contract
Custodial Services
2010
4.1 Renewal Options. The City at its sole discretion may elect to extend this Contract for
additional years beginning on January 1, and ending on December 31, subject to
termination provisions of paragraph 10 herein. Contractors fee for the period January 1,
2011, through December 31, 2011, shall be $ per month, and for the period
January 1,2012, through December 31,2012, shall be $ per month if the
City elects to extend the Contract terms.
5. Contract Pavments.. The City shall pay the Contractor in current funds for the performance
of the Work, subject to additions and deductions as provided in the Contract Document.
6. Performance and Pavment Bonds. The Contractor shall post a Performance and Payment
Bond for the duration of this agreement, each in an amount equal to six months of the
payments due Contractor to insure the prompt and faithful performance of this Contract by
Contractor. Contractor shall provide the Bond to the City before commencing work and
together with the executed contract document. If the Performance and/or Payment Bond are
not submitted as provided herein, this Contract shall be considered void.
7. Insurance and Indemnification.
a. The Contractor shall purchase and maintain insurance to protect itself from claims under
the Worker's Compensation Act.
b. The Contractor shall purchase and maintain insurance to protect itself from claims for
damages because of bodily injury including personal injury, sickness or disease, or death
of any of its employees or any person other than its employees; and from claims for
damages because of injury to or destruction of tangible property including loss of use
resulting therefrom and from claims arising out of the performance of this Contract by the
Contractor. The base limits of this policy shall be $1,000,000 combined single limit.
c. Before the City executes this Contract, the Contractor shall provide the City with
evidence of insurance in a form of a Certificate from the insurer naming all policies. The
City shall be an additional named insured on the Contractor's insurance policy. The
insurance policies shall contain a provision that they may not be cancelled unless prior
written notice thereof is given to the City not less than ten (10) business days prior to the
cancellation date.
d. The Contractor shall be responsible for initiating, maintaining and supervising all safety
precautions and programs in connection with the Work. The City shall not be responsible
for or have control of safety precautions and programs in connection with the Work.
e. Contractor provides the financial protection of the required insurance to benefit both City
and Contractor. Providing and paying for the insurance is part of the consideration which
Contractor offers City. The City does not represent or warrant that the types of limits of
l:\Agreements\Maintenance\Standardized Contract Custodial Services 2010
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Standardized Contract
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insurance specified in this Article adequately protect Contractor's interest or sufficiently
cover Contractor's liability.
f. The Contractor shall defend, hold harmless and indemnify the City, its officers, agents,
and employees from and against any and all claims, demands, actions or causes of action
(including court costs and reasonable attorneys' fees) of whatever nature of character
arising from the Contractor's performance of the Work herein.
8. !J.iflhts and Remedies. The duties and obligations imposed by the Contract Documents and the
rights and remedies available thereunder shall be in addition to and not a limitation of any
duties, obligations, rights and remedies otherwise imposed or available by law.
No action nor failure to act by the City or the Contractor shall constitute a waiver of any right
or duty afforded any of them under the Contract, nor shall any such action or failure to act
constitute an approval of or acquiescence in any breach thereunder, except as may be
specifically agreed in writing.
9. Notice. In the event the Contractor fails to perform in accordance with the Contract
Documents or if the work is performed in an unsuitable manner, the city shall provide the
Contractor with written notice that it is in breach of the Contract terms, identify the facts
relating to the breach, and provide the contractor fourteen (14) days to remedy the breach or
violation after the mailing or hand-delivery of the Notice by the City. Ifthe Contractor repeats
the same breach on a subsequent occasion the city may terminate this Contract for cause by
providing the Contractor written notice the Contract is terminated.
Required notices to the Contractor shall be in writing, and shall be either hand-delivered to the
Contractor, its employees or agents, or mailed to the Contractor by certified mail at the
following address:
Representative
Organization
Street Address
City, State, Zip
Notices to the City shall be in writing and shall be either hand-delivered or mailed to the City
by certified mail at the following address:
Frank Boyles, City Manager
City of Prior Lake
4646 Dakota Street S.E.
Prior Lake, MN 55372
10. IndeDendent Contractor. At all times and for all purposes hereunder, the Contractor is an
independent contractor, and not an employee of the City.
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Standardized Contract
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11. Affirmative Action Policv. All Contractors and subcontractors employed shall comply with all
applicable provisions of all federal, state and municipal laws which prohibit discrimination in
employment on the basis of race, color, religion, sex, marital status, national origin, ancestry,
age, and physical or mental handicap and all rules and regulations, promulgated and adopted
pursuant thereto. The Contractor will include a similar provision in all subcontracts entered
into for the performance of this contract.
12. Data Practices Act. All Contractors and subcontractors shall comply with applicable
provisions of the Minnesota Government Data Practices Act, Minnesota Statutes Chapter
13.
a. Data submitted by a business to a government entity in response to a Request for Bids
as defined in Section 16C.02, subdivision 11, are private or nonpublic until the bids
are opened. Once the bids are opened, the name of the Bidder and the dollar amount
specified in the response are read and become public. All other data in the Bidder's
response to a bid are private or nonpublic data until completion of the selection
process. For purposes of this section, "completion of the selection process" means
that the government entity has completed its evaluation and has ranked the responses.
After a government entity has completed the selection process, all remaining data
submitted to all Bidders are public with the exception of trade secret data as defined
and classified in Section 13.37. A statement by a Bidder that submitted data are
copyrighted or otherwise protected does not prevent public access to the data
contained in the bid.
b. If all responses to a Request for Bids are rejected prior to completion of the selection
process, all data remain private or non-public until a re-solicitation of quotes results
in completion of the selection process or a determination is made to abandon the
purchase. If the rejection occurs after the completion of the selection process, the data
remain public. If a re-solicitation of quotes does not occur within one year of the bid
opening date, the remaining data becomes public.
13. Miscellaneous.
a. This Contract shall become effective only upon its execution by both the City and the
Contractor and submission and acceptance of the performance bond. This Contract shall
not be modified, amended, rescinded, waived or terminated without the approval in
writing of the City Council and the action reduced to writing by the City.
b. The City shall be allowed to audit Contractor's books and records during regular business
hours upon five (5) days written notice.
c. This Agreement shall be governed by the laws of the State of Minnesota.
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d. That with respect to any and all businesses conducted or acts performed pursuant to this
Agreement, the Contractor shall be deemed an employer.
e. The Contractor shall ensure that prior to working in any City building each employee
shall submit to the Police Chief documentation of legal residence in the United States of
America and submission of a police background check prepared within seven days of
submission. It is understood by the parties that failure to conform to this paragraph is
grounds for termination pursuant to paragraph 9.
f. City reserves the right to conduct periodic inspections of the work to assure quality
control Contractor agrees to cooperate with City to assure quality work in complete
accordance with Scope of Services identified in the October 24, 2009, Request for Bids.
Failure to conform to the Scope of Services will result in termination of this Contract.
City and Contractor will meet periodically during the term of the Contract to identify and
resolve concerns regarding cleaning frequency, adequacy, security and related issues as
identified by the City.
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Standardized Contract
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IN WITNESS WHEREOF, the parties have entered into this Agreement as of the date and year
hereinabove first written.
CITY OF PRIOR LAKE
CONTRACTOR
By:
Mayor
By:
Its:
By:
City Manager
STATE OF MINNESOTA )
)ss.
COUNTY OF SCOTT )
The foregoing instrument was acknowledged before me this day of
2009, by and , respectively the Mayor
and City Manager of the City of Prior Lake, a Minnesota municipal corporation, on behalf of the
corporation and pursuant to the authority granted by its City Council.
Notary Public
STATE OF MINNESOTA )
)ss.
COUNTY OF SCOTT )
The foregoing instrument was acknowledged before me this day of
2009, by , the of
on its behalf, Contractor.
Notary Public
1:\AgreementsIMaintenanceIStandardized Contract Custodial Services 2010
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Exhibit B Fire Public
Fire Station Works
Police Station No 2 / (Sept -
City Hall Station No.1 Allina Library Club Prior April)
CLEAN THREE (3) TIMES PER WEEK Not the
garage or
(except as noted) lock-up area Not the bay Not the bay
I Bathroom fixtures removing hard water, bowls, urinals, sanitize same. X X Ix Ix X Ix X
I Bathroom floors. X X Ix Ix X Ix X
I Bathroom mirrors. X X Ix Ix X Ix X
I Spot clean bathroom/shower walls and partitions. X X Ix Ix X Ix X
I Fill soap dispensers, paper towels, hygiene, toilet tissue as needed. X X Ix Ix X Ix X
Kitchen and coffee station sink, counter tops, appliance and cabinet exteriors; restock
paper towels. X X Ix Ix X Ix X
I Wash table tops / counters in lunchroom. X X X Ix X
I Interior of microwaves/ovens. X X X X X X X
Wash table tops, counters and dais (council chambers, reception, meeting rooms,
briefing rooms, etc.). X X X X X 2x
I Empty wastebaskets, replace liners, wash out receptacles and clean lids as needed. X X Ix Ix X 2x X
I Take recycling to designated area. X X Ix Ix X 2x X
I Vacuum carpeting (including elevators) X X Ix Ix X Ix X
I Vacuum upholstered chairs. X Ix
I Sweep floors. X
I Vacuum/mop entry/thresholds/lobby/lunchroom/stairwe I I. X X Ix Ix X Ix X
I Sweep sidewalk by front door. X
I Dust/vacuum light fixtures/vent covers as needed. X X X X X X X
I Dry mop wooden floors. 2x
IClean and sanitize drinking fountains removing hard water. X X Ix Ix X X
WEEKLY
Dust all furniture, pictures, window sills, door frames, wall accessories, file cabinets,
stairwell handrails and ledges, etc. X X X X X X X
Cobwebs removed. X X X X X X X
Wash interior entry windows and both sides of entry doors, both sides of office door
side windows, display cases, meeting room doors and Council Chamber doors. X X X X X X X
Elevator (polish stainless steel and vacuum). X X
Damp mop wooden floor (as recommended) X
Clean kickplates and door handles on all doors. X X X X X X X
Wash switchplate covers and surrounding areas. X X X X X X X
Clean baseboards, legs and bottom of desk chairs, lobby furniture. X X X X X X X
Damp mop carpet savers under desk chairs. X X X X X X X
City of Prior Lake Cleaning Scope of Services
Exhibit B Fire Public
Fire Station Works
Police Station No2/ (Sept -
City HaIl Station No.1 AIlina Library Club Prior April)
I Wash doors of white board cabinets in meeting rooms. X
I Wipe down leather/hard surface chairs (lobbies, lunchroom, etc). X X X X X X X
I Wash bathroom/shower walls, partitions. X
I Disinfect showers. X X X X
MONTHLY
Refrigerators in kitchens (wash interiors, dispose of spoiled foods, post sign for next
cleaning date.) X X X X X X X
I Wash exterior entry windows/doors. X X X X X X X
I Woodwork (clean and polish). X X X X X X X
I Edge vacuum (including elevators) and under furniture, moving chairs. X X X X X x X
I Dust/vacuum light panels, light fixtures, wall sconces. X X X X X X X
I Sweep and mop book drop. X
I Vacuum ceiling vents in bathrooms and locker rooms. X X X X X X X
Wash bathroom/shower walls, partitions. X X X X X X
Vacuum upholstered chairs (Council Chambers, meeting rooms, workstations). X X X X X
Dust blinds. X X X X X
Sweep and organize custodial closets X X X X X X X
Auto scrub (scrubber/extractor) city hall lobby and hallways, city hall ceramic
stairwells, library lobby, damp mop wooden floor Club Prior. X X X
QUARTERLY
I Wash mirrors along wall. X
I Wash glass areas of cubicle walls. X X
I Dust/wipe-down walls/ceiling tiles for dust build-up/cobwebs. X X X X X X
I Auto scrub bathroom floors and FS #2. X X X X X X X
SEMI-ANNUALLY
I Deep clean rubber floors in accordance with manufacturer direction. X X
I Deep clean epoxy floors in accordance with manufacturer direction (dispatch). X
I Clean small refrigerators. X X
City will provide plastic refuse liners, soap, toilet paper, hygiene disposal bags and paper towels.
City and Contractor will meet periodically during the term of the Contract to identifY and resolve concerns regarding cleaning frequency,
adequacy, security and related issues as identified by the City.
City of Prior Lake Cleaning Scope of Services
2
Exhibit B Fire Public .
Fire Station Works
Station No2/ (Sept -
City Hall No. I Allina Library Club Prior April)
OPTIONAL ITEMS TO QUOTE - BILLABLE UNDER SEPARATE INVOICE
(City may accept all or none proposals separate from the Scope of Services)
Annual carpet cleaning. X X X X
Monthly carpet cleaning. X
Bi-annual carpet cleaning. X X
Window washing exterior. X X X X X X
Window washing interior. X X X X X X
Annual (or as needed) strip and wax vinyl floors. X X X
Annual wax vinyl floors(or as needed) (six-month opposite the strip and wax). X X X
City of Prior Lake Cleaning Scope of Services
3
Exhibit C
FORM OF BID FORMS. BID BOND
Bond No.
Premium $
KNOW ALL PERSONS BY THESE PRESENTS that we, ,
(hereinafter called "Principal"), as Principal, and a corporation organized and existing under the
laws of the State of and authorized to transact business in the State
of Minnesota (hereinafter called "Surety"), as Surety, are held and firmly bound unto City of
Prior Lake (hereinafter called "Obligee"), in the penal sum of
($ ), in good and lawful money of the United States of America, for the payment of
which, well and truly to be made, we bind ourselves, our heirs, administrators, executors,
successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, the above bounded Principal has submitted a Bid pursuant to the City of Prior Lake
Request for Bids From Qualified Bidders for Custodial Services, which Bid is referred to and
made a part hereof as fully and to the same extent as if copied at length for the purpose of
explaining but not of varying or enlarging the obligation.
NOW, THEREFORE, the condition of this obligation is such, that if any award made by said
Obligee, to the above bounded Principal, its executors, administrators, personal representatives
or assigns under the City's Request for Bids from Qualified Bidders for Custodial Services shall
be accepted by said Principal and said Principal shall enter into a contract for Custodial Services
and give bond with the Surety, or with other Surety or Sureties
to be approved by the Obligee for the faithful performance thereof, then this obligation shall be
null and void; otherwise to remain in full force and effect.
Signed and sealed this
day of
,2009.
Principal
Surety Company
Exhibit D
FORM OF PAYMENT AND PERFORMANCE BOND
Bond No.
Premium $
KNOW ALL PERSONS BY THESE PRESENTS that we,
(hereinafter called "Principal"), as Principal, and a corporation organized and existing under the
laws of the State of and authorized to transact business in the State
of Minnesota (hereinafter called "Surety"), as Surety, are held and firmly bound unto City of
Prior Lake (hereinafter called "Obligee"), in the penal sum of
($ ), in good and lawful money of the United States of America, for the payment of
which, well and truly to be made, we bind ourselves, our heirs, administrators, executors,
successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, the above bounded Principal has entered into a certain written contract ("franchise
agreement") with the above-named Obligee, dated the day of 2009, which,
franchise agreement is hereby referred to and made a part hereof as fully and to the same extent
as if copied at length herein for the purpose of explaining but not of varying or enlarging the
obligation.
NOW, THEREFORE, the condition of this obligation is such, that if the above bounded
Principal, its executors, administrators, personal representatives or assigns, shall in all things
well and truly perform and observe all of the covenants, agreements, and conditions on his or
hers, its or their part to be performed and observed which are contained in said franchise
agreement, then this obligation shall be void; otherwise to remain in full force.
Signed and sealed this
day of
,2009
R\Council\2009 Agenda Reports\09 08 09\2009 Custodial Form of Payment and Periormance Bond Exhibit DDOC
Exhibit E
BID FORM
Custodial Services for city Buildings
Due Friday, November 20, 2009, 3:00 p.m.
at Prior Lake City Hall
4646 Dakota Street SE, Prior Lake, MN 55372
Bidder:
Bidder Representative:
Bidder is: (check one)
D Sole Proprietorship
D Partnership
D Corporation existing under State of
D Other (specify)
Principal Address:
Phone Number:
E-mail Address:
To Whom It May Concern:
The undersigned, as Bidder, hereby proposes and agrees to enter into a contract, in the form
contained in the City Bid Documents, with the City of Prior Lake ("City") to supply all labor,
materials and equipment necessary to provide custodial services to the Maintenance Center, Fire
Station No.1, Library Resource Center, Police Station and City Hall, all in accordance with the
Bid Documents, Specifications and other pertinent bid requirements prepared and distributed by
the City, and in strict accordance with the prices set forth below.
The Contractor will not be entitled to any compensation on any item other than those listed on
this bid form.
Monthly cost of Custodial Services
January 1,2010, to December 31,2010 - $
X12=
$
Annual Cost
Monthly cost of Custodial Services
January 1,2011, to December 31,2011 - $
X 12=
$
Annual Cost
Monthly cost of Custodial Services
January 1,2012, to December 31,2012 - $
X 12=
$
Annual Cost
$
Total Cost
RICouncil\2009 Agenda Reportsl09 08 09\2009 Custodial Bid Form Exhibit Edoe
1
A certified check, cashier's check or Bidders Bond drawn to the Order of the City of Prior Lake
in the amount of five (5) percent of the total bid amount is attached.
BIDDER HEREBY CONFIRMS THAT THIS BID SHALL BE GUARANTEED BY THE
BIDDER FOR SIXTY (60) DAYS FROM THE DATE OF BID OPENING TO PROVIDE FOR
SUFFICIENT TIME FOR ANALYSIS, CITY COUNCIL ACTION AND CONTRACT
EXECUTION.
Authorized Signature:
Name
Title
Date
Telephone Number:
(
)
E-mail Address:
The following submissions are hereby confirmed:
Authorized
Initials
Bidder Acknowledgements and Attachments
Completed Bid Form (Exhibit E)
Bid Bond in the amount of 5% (Exhibit C)
List of same or similar services satisfactorily provided using same employees
proposed for this work
Demonstrated managerial experience
Three references from the Minneapolis/St. Paul metropolitan area
Acknowledgement that Bidder is aware of and will enter into City's
Standardized Contract (Exhibit B)
Copies of current NCIC and MDPS criminal history checks for each employee
that will enter City buildings for whatever reason
Confirmation that Bidder has access to all equipment and supplies in sufficient
quantities and condition to complete the work contemplated for the time
period specified
Confirmation that authorized bidder represented attended the Pre-Bid Tour.
Name of the individual attending:
Certificate of Insurance
RICouncil\2009 Agenda Repor1sl09 08 09\2009 Custodial Bid Form Exh'bit Edoe
2