HomeMy WebLinkAbout5F Custodial Services Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 19, 2018
AGENDA #: 5F
PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/ CITY ENGINEER
PRESENTED BY: JASON WEDEL
AGENDA ITEM:
CONSIDER APPROVAL OF A RESOLUTION ENTERING INTO THE CITY’S
STANDARDIZED CONTRACT FOR CUSTODIAL SERVICES AND
AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE
DOCUMENT ON BEHALF OF THE CITY.
GOAL AREA AND
OBJECTIVE:
High-Value City Services
4. Attract, retain and train a high caliber workforce to ensure high-quality
services.
DISCUSSION: Introduction
The purpose of this agenda item is to select a vendor for the 2019 – 2021
custodial services for the city facilities.
History
The custodial contract with our current vendor has expired and it is necessary for
the City to go out for proposals.
Current Circumstances
There are several cleaning services that the City currently contracts for with
various vendors. This includes general cleaning, carpet shampooing, window
cleaning, and tile cleaning. General cleaning is completed multiple times a week
and is accomplished through a year-long contract with a specific vendor. The
remaining cleaning services are completed once or twice annually and are
accomplished though the quoting process at the time of service.
A Request for Proposal was sent to eight vendors for general cleaning services in
October and a mandatory walk though was held with three companies attending.
The bids were received and opened on October 26, 2018. Below are the three
qualified bids received for cleaning services for the City’s seven facilities: City Hall,
Police Station, Library, Club Prior, Fire Station #1, Fire station #2, and the Public
Works Facility. These are the annual costs listed. The current budget is $60,533.
Coverall of the Twin Cities $74,268.00
Commercial Clean Experts $82,531.59
Jani-King of MN $102,593.82
ISSUES: The current City contract for cleaning services has been extended the past three
years. If a vendor agrees to honor their existing contract amount without any price
FINANCIAL
IMPACT:
increases the City has been able to extend their contract for an additional year.
The current provider of general cleaning services has done this multiple years in
a row. This has allowed the City to keep the general cleaning service costs flat
for three years. This year the current vendor would not agree to hold their price,
so it was necessary to go out for proposals.
As part of the proposal process, the City required a mandatory walk through of the
City’s facilities with all prospective vendors. Unfortunately, the City’s current
vendor did not attend the walk through. They acknowledged that they knew it was
a requirement and that it was an error on their part that they forgot to attend the
walk through. The City was therefore unable to accept a proposal from them.
The cost for general cleaning services exceeds the funding currently shown in the
2019 budget by $13,735. To offset the additional cost we would propose
eliminating tile cleaning in 2019. The proposed 2019 budget includes $19,100 for
saniglazing the tile floors at City Hall, Police, both Fire Stations, and the Library.
Funds are appropriated within the general and enterprise funds operating budgets
to accommodate general cleaning services and are identified within the following
departments: City Hall, Recreation, Police, Fire, Library and Water.
ALTERNATIVES: 1.Approve a resolution as part of the consent agenda authorizing the Mayor
and City Manager to execute the City’s standard contract for services to
Coverall of the Twin Cities.
2.Remove this item from the consent agenda for additional discussion.
RECOMMENDED
MOTION:
Alternative #1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY
MANAGER TO EXECUTE THE CITY’S STANDARD CONTRACT WITH COVERALL OF MN
FOR CUSTODIAL SERVICES FOR THE MUNICIPAL BUILDINGS.
Motion By: Second By:
WHEREAS, Custodial services are necessary to maintain city owned buildings 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:
City Hall, 4646 Dakota Street SE
Fire Station #1, 16776 Fish Point Road SE
Fire Station #2, 3906 Station Place NE
Library/Resource Center, 16210 Eagle Creek Ave
Club Prior, 16210 Eagle Creek Ave
Maintenance Center, 17073 Adelmann St SE
Police Department, 4649 Dakota Street SE
WHEREAS, A “Request for Bid for Custodial Services” was prepared and approved for all
interested vendors; and
WHEREAS, the following proposals have been solicitated and received for custodial services.
Coverall of the Twin
Cities
Commercial Cleaning
Experts
Jani-King of MN
$74,268.00 $82,531.59 $102,593.82
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The low bid in the amount of $74,268.00 was received from Coverall of the Twin Cities
representing the total annual cost for custodial services for the period January 1, 2019 –
December 31, 2021 with the option of renewal thereafter upon agreement from both partes.
3. Coverall of the Twin Cites shall enter into the City’s Standardized Agreement.
4. The Mayor and City Manager are authorized to execute the Contract on behalf of the City
with Coverall of the Twin Cities.
Passed and adopted by the Prior Lake City Council this 19th day of November 2018.
2
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐☐ ☐ ☐ ☐
Absent ☐☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager