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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