HomeMy WebLinkAbout5H - Contract for Custodial Services for the City Municipal Buildings
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
December 7,2009
5H
Charlotte Green, Administrative Assistant
CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS,
AWARDING A CONTRACT AND AUTHORIZING THE MAYOR AND CITY
MANAGER TO EXECUTE A CONTRACT ON BEHALF OF THE CITY
FOR CUSTODIAL SERVICES FOR THE MUNICIPAL BUILDINGS FOR
THE PERIOD JANUARY 1,2010 THROUGH DECEMBER 31,2012
Introduction
The purpose of this agenda item is to request City Council approval to
award a contract for custodial services for the following municipal
buildings for the period 2010 - 2012:
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
At the September 8,2009, City Council meeting, the Council approved bid
specifications for custodial services for the above buildings. The
specifications were developed based upon our cleaning needs experiences
over the past three years.
A notice was placed in the City's official newspaper and also mailed to all
vendors who had contacted the City over the past three years and
expressed an interest in submitting a bid proposal when the existing
contract expired.
Part of the bid process included a mandatory pre-bid tour conducted on
November 5, 2009 to assure vendors would understand the unique
challenges they may face in cleaning our City buildings. Eight vendors
participated in the tour:
Donald Crain
Michael Neuerburg
Julie Lynch
Peter Mogren
Phil Simpson
June Phillipp
Lee Berg
Michael Livingston
Jan-Pro Cleaning Systems
Multi Services
ISS Facility Services
ROC Commercial Cleaning
Tower Cleaning Systems
Industrial Strength Cleaning
Bonus Building Care
Jani-King of Minnesota, Inc.
www.cityofpriorlake.com
Phone 952A4:7.9800 I. Ifax952.447 .4245
Current Circumstances
On November 20,2009 at 3 p.m. bids were opened. The bid tabulation is
attached for your information. As the attached bid tabulation shows, three
vendors submitted bids. One bid was determined to be incomplete as no
bid bond was included, nor was the bid form properly completed to express
the bid for all three years.
ISS Facility Services was confirmed to be the low bid as shown below and
on the attached bid tabulation. References were contacted and
satisfactory performance reported.
ISS Facility Services
Tower Cleaning
Jani King
2010
$41,345.64
$48,524.00
2011 2012 Total Base
$42,168.92 $42,986.25 $126,500.81
$48,524.00 $50,384.00 $147,432.00
Not eligible since no bid bond included. ,
ISSUES:
Conclusion
The Council should determine whether it wishes to award a contract for
custodial services to the low bidder, ISS Facility Services.
Certain services were set out as an optional bid: windows, carpet cleaning
and floor stripping / waxing. We had hoped to receive better pricing for
these services by combining them with custodial services. As shown on
the attached bid tabulation, not all of the options were bid upon. Due to that
and the current pricing received from existing vendors for those services,
staff recommends not awarding the options at this time and seeking quotes
for these services in 2010.
FINANCIAL
IMPACT:
The contract allows for the addition or deletion of buildings as well as the
increase or decrease in cleaning intervals based upon our cleaning
experience and building usage over the three-year contract.
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. Current service costs are annualized at $46,123.08 and the ISS
Facilities Services proposal for 2010, 2011 and 2012 are, respectively,
$4,777.44, $3,954.16 and $3,136.83 less than the 2009 cost. It is
important to note that the 2009 costs include the stripping/waxing of the
vinyl floors and the ISS Facilities Services base bid does not include that
service.
ALTERNATIVES:
1. Adopt the attached resolution awarding bid and authorizing execution
of the necessary contract.
2. Defer consideration of this item and provide staff with specific direction.
RECOMMENDED Alternative #1.
MOTION:
MOTION BY: SECOND BY:
WHEREAS, Custodial cleaning services are necessary to maintain city owned building
premises in a clean and sanitary environment for public and employee use; and
WHEREAS, The City is interested in contracting out its custodial service for the following
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.
WHEREAS, a "Request for Bids for Custodial Services" was prepared and approved for all
interested vendors; and .
WHEREAS, Upon bid advertisement, the following bids have been solicited and received for
custodial services.
ISS Facility Services
Tower Cleaning
Jani Kinq
2010
$41,345.64
$48,524.00
2011 2012 Total Base
$42,168.92 $42,986.25 $126,500.81
$48,524.00 $50,384.00 $147,432.00
Not eligible since no bid bond included.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE that:
1. The recitals set forth above are incorporated herein.
2. The low bid in the amount of $126,500.81 was received from ISS Facility Services
representing the total cost for custodial services for the period January 1, 2010 to
December 31, 2012.
3. ISS Facility Services shall enter into an amended version of the City's Standardized
Agreement for Contractor Services as approved by the City Attorney.
4. The Mayor and City Manager are authorized to execute the contract on behalf of the
City with ISS Facility Services.
5. Funds for this purpose shall be appropriated from the various departments in the
General and Enterprise Funds.
Passed and adopted this ih day of December 2009.
YES
NO
Haugen
Erickson
Hedberg
LeMair
Millar
Haugen
Erickson
Hedberg
LeMair
Millar
City Manager
www.cityofpriorlake.com
'^\COUNI'ILIR .. I \. '2'09\120700 C t Phnne ,952.447.9800 / Fax 952.447.4245
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Bid Tabulation
City of Prior Lake Custodial Services Bids
Friday, November 20, 2009
3 p.m.
Custodial Services Prebid Tour Bid Bond 2010 2011 2012 Total Base
ISS Facility Services Yes Yes $41,345.64 $42,168.92 $42,986.25 $126,500.81
Tower Cleaning Yes Yes $48,524.00 $48,524.00 $50,384.00 $147,432.00
Jani King Yes No Not eligible since no bid bond included.
Carpet Cleaning Option 2010 2011 2012 Total Carpet
ISS Facility Services $8,479.00 $8,775.00 $9,084.00 $26,338.00
Tower Cleaning $11,589.00 $11,589.00 $11,589.00 $34,767.00
Jani King No Bid No Bid No Bid
Window Cleaning Option 2010 2011 2012 Total Window
ISS Facility Services Interior $4,370.00 $4,510.00 $4,660.00 $13,540.00
Exterior $3,005.00 $3,100.00 $3,215.00 $9,320.00
Tower Cleaning Interior No Bid No Bid No Bid
Exterior No Bid No Bid No Bid
Jani King No Bid No Bid No Bid
Strip/Wax Vinyl Flooring Option 2010 2011 2012 Total Vinyl
ISS Facility Services $2,255.00 $2,326.00 $2,408.00 $6,989.00
Tower Cleaning $1,300.00 $1,300.00 $1,300.00 $3,900.00
Jani King No Bid No Bid No Bid