HomeMy WebLinkAbout9D - Custodial Cleaning Services
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
ISSUES:
CITY COUNCIL AGENDA REPORT
APRIL 16, 2007
9D
Ralph Teschner, Finance Director
CONSIDER APPROVAL OF A RESOLUTION AWARDING BID FOR
CUSTODIAL CLEANING SERVICES FOR CITY HALL, POLICE STATION,
LIBRARY RESOURCE CENTER, FIRE STATION #1 AND MAINTENANCE
CENTER BUILDING
Introduction
The purpose of this agenda item is for the City Council to consider awarding a
contract to the lowest bidder for custodial cleaning services of the following city
buildings; 1.) City Hall, 2.) Police Station, 3.) Library Resource Center, 4.) Fire
Station #1, 5.) Maintenance Center Building for the period May 1, 2007
through December 31, 2009.
Historv
On February 5,2007 the Council approved Resolution 07- 02 approving bid
specifications for custodial services for the City's five (5) principal buildings
described above and authorized Staff to advertise for bids. In addition the
Council directed Staff to investigate the cost implications of hiring our own
building custodians.
Current Circumstances
Eight custodial cleaning firms received cleaning specifications. The
specifications identified, by building, the work to be done and frequency in
considerable detail. Bids were opened on March 12th, 2007 for the following
vendors:
Vendor
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All bidders attended a mandatory Pre-Bid Tour of city facilities to inspect all
areas that were specified to receive cleaning services. As indicated above the
lowest responsible bid was submitted by Tower in the amount of $87,168.00
represented as the total cost for the term of the custodial cleaning contract
(May 1,2007 thru December 31,2009).
Kingdom Cleaning has provided custodial services for the past two (2) years.
Their work has been comprehensive and dependable. Our purpose for taking
bids was due to the following three (3) reasons:
1. Our building square footage nearly doubled with the addition of the new
city hall and police station.
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
2. We anticipated the scope of cleaning services would exceed the
statutory public bid threshold requirement of $50,000.
3. Opportunity to determine if greater cost effectiveness could be
achieved.
Based upon the bid of Tower Cleaning or JaniKing obviously there is a wide
discrepancy in fees. The unknown factor is the quality and reliability of the low
bidder's work. Both Tower and JaniKing are franchise organizations. They bid
for contract. Tower Cleaning systems submitted the lowest bid.
We have checked Tower's references including Brooklyn Park, Cottage Grove,
New Brighton and RAM Benefits. While each of these businesses is served by
different franchises, their experience is similar. During the first few months of
service some have been less than satisfied with the level of custodial services.
In some cases they were unable to resolve the problem with the franchise. In
those cases Tower resolved the matter working directly with the existing
franchise or, upon request, obtaining a new franchise.
Mark Heglie, service consultant with Tower Cleaning has introduced us to two
different franchises who would become responsible for the City's cleaning
work. In the first case the franchisee elected not to do the work as they
believed the amount of work exceeded the financial benefit. The second
franchisee has agreed to do the work, as specified, for the amount Tower bid.
Throughout this process the city attorney and staff have had concerns about
the amount of work it will actually take to achieve the savings proposed in the
Tower bid. We have been open with Mr. Heglie about our concerns. Below is a
list of concerns and Mr. Heglie's responses:
1. The use of a franchisee to complete the work appears to undermine
the chain of command and therefore responsiveness to city
expectations from its custodial contractor.
Tower has offered to use their own employees to complete the contract
obligation in lieu of franchisee. We would require references and
background checks for all who work in our facilities.
2. Considering the City's concerns about the caliber of the work, we are
reluctant to enter into a two year and eight month agreement.
Tower agreed to enter into contracts of whatever duration the City
prefers. We have contemplated an initial eight (8) month agreement
with an option of two one year extensions. (The existing contract calls
for a 15 day notice of contract termination for non-performance)
3. The very low monthly price, compared to the other vendors, creates
concerns that a quality job will not be done for our 110,000 square feet
of building space because the contractors will not spend sufficient time
to do a quality job.
Tower indicates that they have developed a cleaning regimen,
guidelines and standards which enables them to clean much more
FINANCIAL
IMPACT:
ALTERNATIVES:
building area and specific cleaning tasks than others in the same time
period. They claim that one employee, properly trained and equipped
can clean 6600 square feet each hour. Tower has agreed to participate
in random inspections with city personnel to identify needed
corrections. Failures noted during such inspections would be grounds
for termination of the contract. Penalties would be imposed for skipping
work.
Tower Cleaning Services has been in business 46 years. They are responsible
for in excess of 500 buildings and have a staff of 150 employees. Considering
the potential cost savings the staff suggests that the Council authorize the
Mayor and City Manager to enter into the City's standardized agreement as
approved by the city attorney with Tower Cleaning Systems.
The City Council directed Staff to evaluate the cost difference between
custodial services performed by full time staff and contract services. The City
of Savage has a Building Services Division that is staffed by 1 senior Building
Services worker, 2 Building Service workers and a part-time employee. The
labor cost for 3.0 FTE's (fulltime equivalent positions) in 2006 amounted to
$165,450.00. The Building Services Division is responsible for the
maintenance of various buildings that comprise a total of 97,895 square feet.
Our facilities identified for custodial services are similar in nature and in size
with a total square footage of 110,753 square feet.
The following table illustrates Savage's and Prior Lake's proposed building
care expenses on an annual cost per square foot basis:
mmmmm.mmmmm.mm........................................Buii.~!rig$q~~~~FQQ!~gE! ... .~~~n~~~.$q~~~~F~Q(....i
97,895s.f.
110 753 s.f.
mmmmmmmmmm$J:~~.!?:L
$0.29/s.f.
The work responsibilities for Savage personnel include all custodial cleaning
services plus routine care and minor repair maintenance of the buildings and
grounds. Therefore the City would receive some additional value from in-house
staff beyond general custodial duties. However, the Savage expenses are for
labor costs only and do not include any cleaning supplies which are provided
by the cleaning vendor for Prior Lake. So if you were to assume these items
offset each other to a certain extent in providing comparable service, then our
custodial bid is a substantially better value at a cost of $.29/sf., assuming
satisfactory performance.
Within the 2007 general and enterprise fund operating budgets we have a total
allocation of $6,392/mo. for contract custodial cleaning and are identified within
the following departments; Buildings & Plant, Police, Fire, Library and Water.
Tower's monthly bid amount for 2007 is $2,694 and is significantly less than
our estimated appropriation.
The following alternatives are available to the City Council:
1. Adopt A Resolution Awarding Bid for Custodial Cleaning Services for
City Hall, Police Station, Library Resource Center, Fire Station #1 and
RECOMMENDED
MOTION:
Maintenance Center Building.
2. Table this item for a specific reason.
Alternative 1.
1. Resolution Awarding Bid for Custodial Cleaning Services for City Hall, Police
Station, Library Resource Center, Fire Station #1 and Maintenance Center Building
RESOLUTION APPROVING BID SPECIFICATIONS FOR CUSTODIAL CLEANING
SERVICES FOR CITY HALL, POLICE STATION, LIBRARY, FIRE STATION AND
MAINTENANCE BUILDING
MOTION BY:
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
five (5) buildings:
1.) Prior Lake City Hall 4646 Dakota Street SE
2.) Prior Lake Police Station 4649 Dakota Street SE
3.) Prior Lake Library Resource Center 16210 Eagle Creek Avenue SE
4.) Prior Lake Fire Station #1, 16776 Fish Point Road SE
5.) Prior Lake Maintenance Building, 17073 Adelmann Street SE and;
a "Request for Bids for Custodial Services" was prepared and approved for
all interested vendors; and
Upon bid advertisement, the following bids have been solicited and received.
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 $87,168.00 was received from Tower Cleaning Sytems
representing the total cost for custodial services for the period May 1, 2007 to December
31,2009.
3. Tower Cleaning Systems 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 Tower Cleaning Systems.
5. The initial term of the contract shall be eight (8) months, during which period the City
Manager shall evaluate the quality and reliability of the services provided by Tower
Cleaning Systems.
6. Funds for this purpose shall be appropriated from the various departments in the
General and Enterprise Funds.
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
H:\BID\Custodial Cleaning Bid resolution. doc
Passed and adopted this 16th day of April, 2007.
{Seal}
H:\BID\Custodial Cleaning Bid resolution. doc
Haugen
Erickson
Hedberg
LeMair
Millar
YES
Haugen
Erickson
Hedberg
LeMair
Millar
NO
City Manager
City of Prior Lake
Tovver Cleani-ng Systems
March 7, 2007
Charlotte Green
City of Prior Lake
4646 Dakota Street
Prior Lake, MN 55372
Dear Ms. Green:
Following is Tower Cleaning Systems' bid for the janitorial cleaning of City of Prior Lake.
The Minnesota office of Tower Cleaning Systems is locally owned and operated by President Tony McFarland and Vice
President Wayne Hanson, who have been in the cleaning business together for over thirty years.
You will find a vast difference between Tower Cleaning Systems and other janitorial companies. We are a service
management organization dedicated to keeping your facility safe and clean. We start with comprehensive training;
training that emphasizes attention to detail and the use of proper cleaning techniques. Through a combination of
thorough in-class and on-the-job instruction we insure that your cleaners will be equipped to meet all of your cleaning
~ needs in an efficient and professional manner. From detailed rest room cleaning to total hard floor and carpet care, your
cleaner knows exactly how to do the job correctly.
j We also focus on strong communication, both internally and with our clients. This combination of technical cleaning skill
and effective communication makes Tower Cleaning Systems the best choice for cleaning offices, medical clinics, banks,
] and all other facilities where details and professional image are a top priority.
In addition to this careful training and communication, Tower provides intensive quality control. Your Customer Service
Account Manager will do periodic inspections of your building, along with your cleaners, to make sure that the cleaning
meets your service agreement and your expectations. Quality control phone calls and surveys will also be employed (at
- the frequency you select) to ensure that we are meeting your facility's needs on a day-to-day basis.
1 Finally, your cleaners are not ordinary employees. They are small business owners (Franchisees) working under the strict
J guidelines and standards of Tower Cleaning Systems. They make an initial investment in order to become a part of
Tower Cleaning Systems; they then receive a greater share of the profits from the buildings they service. Tower provides
the management and service expertise and our highly motivated owners provide the labor. It's a dynamic combination
that allows you to have the professionalism and capability of a large, experienced corporation while still retaining small
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business attention to detail, effective personal communication, and quick response to problems and concerns.
The following bid was designed specifica.lly to meet the needs of your facility. Please take some time to look this bid over
_ and call me if you have any questions. I can be reached at (763) 421.9597 (office) or at (612) 968.4126 (cell). I look forward
to addressing any questions you may have, and I look forward to doing business with you in the near future!
Sincerely,
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Mark Heglie
Service Consultant
Tower Cleaning Systems
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City of Prior Lake
Request for Bid
(Custodial Services)
Responses to questions from section 8 of the RFB:
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a.
Tower Cleaning Systems performs cleaning services for a wide range of
businesses including City for offices Cottage Grove and New Brighton with
the City of Brooklyn Park starting in April.
Tower Cleaning Systems was incorporated in 1995 and currently performs
cleaning and janitorial services for 386 clients in the Minneapolis-St. Paul
metropolitan area. As such, we have the experience and ability to provide the
services outlined in this RFB.
City of New Brighton Family Service Center
Brad Martens
400 10th Street NW
New Brighton, MN 55112
Phone: 651.638.2147
Fax: 651.638.2135
b.
c.
RAM Benefits
Contact: Sue Tronstad
14550 Excelsior Boulevard, Suite 205
Minnetonka, Minnesota 55345
Phone: 952.908.2688
d.
MGS Machine Corporation
Contact: Tina Demars
9900 85th Avenue North
Maple Grove, Minnesota 55369
Phone: 763.425.8808 ext. 822
Tower Cleaning Systems agrees to enter into the "city's standardized
contract"
Tower Cleaning Systems will require all personnel with access to the police
department to submit to a background check to be performed by the Prior
Lake Police Department prior to entering the facility.
Tower Cleaning Systems has full access to all cleaning tools, machines,
equipment, chemicals and supplies through our sister company McFarland
Hanson, Inc.(MHI). MHI is a distributor of Nilfisk-Advance cleaning
equipment, Crusader Mfg. cleaning equipment and Essential Chemicals as
well as many other suppliers. Therefore, we have access to all equipment and
supplies necessary to complete the specifications.
Please see Exhibit E
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Exhibit E
BID FORM
Custodial Services for city Buildings
Due Monday, March 12,2007,3:00 p.m.
at Prior Lake City Hall
4646 Dakota Street SE, Prior Lake, MN 55372
Bidder: McFarland Hanson, Inc.
Bidder Representative: Mark Heglie
Bidder is: (check one)
o Sole Proprietorship
o Partnership
[j Corporation existing under State of Minnesota
o Other (specify)
Principal Address:
2501 4th Avenue, Anoka, Minnesota, 55303
Phone Number:
763.421.9554
E-mail Address:
mheglie@mh-inc.com
To Whom It May Concem:
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
April 1, 2007, to December 31,2007 - $ 2,694.00X 9 =
$24,246.00
Nine Month
Cost
Monthly cost of Custodial Services
January 1,2008, to December 31,,2008 - $ 2,694.00X 12 =
$32,328.00
Annual Cost
Monthly cost of Custodial Services
January 1,2009, to December 31, 2009 - $ 2, 774.00X 12 =
$33,288.00
Annual Cost
$89,862.00
Total Cost
1:\AgreemenlsICustodial SerJices\Bid Form.doc
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A certified check, cashier's check or Bidders Bond dra\VIl 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 ANAL YSIS, CITY COUNCIL ACTION AND CONTRACT
EXECUTION.
Authorized Signature:
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Name
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Title
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Date
Telephone Number:
(763 ) 421. 9554
E-mail Address:
mheglie@mh-inc.com
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: Mark Heglie
Certificate of Insurance
l:\Agreements\Custodial Sel"vices\Bid F ormdoc
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REQUEST FOR BIDS
Custodial Services
March 2007
PART 1 - INTRODUCTION AND INSTRUCTIONS TO BIDDERS
1. REQUEST FOR BIDS. The City of Prior Lake is soliciting sealed bids from qualified and
responsible Bidders for custodial services including labor, cleaning supplies and equipment for five
municipal buildings as follows: City Hall at 4646 Dakota Street SE, Prior Lake, MN 55372; Fire
Station No.1, 16776 Fish Point Road SE, Prior Lake, MN 55372; Library/Resource Center, 16210
Eagle Creek Avenue, Prior Lake, MN 55372; Maintenance Center, 17073 Adelmann Street SE, Prior
Lake, MN 55372; and Police Station, 4649 Dakota Street SE, Prior Lake, MN 55372. Sealed bids will
be received at the Prior Lake City Hall, 4646 Dakota Street S.E., Prior Lake, Minnesota 55372, until
3:00 p.m. on March 12,2007, at which time they will be publicly opened and read aloud in the City
Council Chambers. All bids must be sealed and marked "Bid on Custodial Services". Any questions
regarding the Requests 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. Questions or
requests for clarification of the bid documents shall be received by March 1, 2007. All questions will
be responded to in writing and each Bidder who has requested a bid package will be provided with a
copy of the question asked and the City's response. Bid documents may be obtained from Charlotte
Green, Administrative Assistant, at the above-referenced address, by telephone at 952.447.9803, or by
e-mail tocgreen@cityofpriorlake.com.
2. CONTRACT TERM AND CONTRACT EXTENSION. The term of the contract will be for
the period April 1, 2007, to December 31, 2009. If at any time during the Contract term the City
determines the contractor is violating any provisions of the specifications of the contract, the City may
cancel the Contract 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 Bidder shall describe its experience in providing commercial cleaning
services both for private entities and for government/police clients. A responsible Bidder 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. This Request for Bids is part
ofthe Bid Documents.
4. CONTENTS OF BID DOCUMENTS. This Request for Bids describes: 1) the Scope of
Services to be performed by the successful Bidder. The Scope of Services is Exhibit A and is
incorporated herein as if fully set forth; 2) the information required from all Bidders, and; 3) the
criteria the City will use in making its decision. It also describes the contractual 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.
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; 7) the
successful Bidder's Proposal dated March 12,2007.
5. PRE-BID TOUR. A pre-bid tour of municipal facilities will be held on February 22, 2007, at
10:00 a.m. beginning at City Hall, 4646 Dakota Street SE, Prior Lake, Minnesota, 55372. The purpose
of the pre-bid 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 Bidders to ask
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REQUEST FOR BIDS
Custodial Services
March 2007
questions and receive answers relating to the bid documents or the Scope of Services. All prospective
Bidders are required to attend. The City will not provide a summary of the questions and answers from
the pre-bid tour.
The Bidder shall examine to hislher satisfactions the quantities of work to be done and the type
of equipment, supplies and personnel required to complete the work effectively as determined from the
tour and Scope of Services. Bidders must rely on their own calculations. Bidders shall be thoroughly
familiar with the specifications including all Special Provisions.
Bidders 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 to contract for. 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 Bidder 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.
Any prospective Bidder who fails to attend the Pre-Bid Tour will not be permitted to bid.
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 March 1,2007. 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.
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.
5.2
" 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
to provide information requested in this Request for Bids shall cause the bid to be rejected from
" consideration.
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6.1 Submission of Bid. Each Bidder shall submit an original and four (4) copies of its bid.
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REQUEST FOR BIDS
Custodial Services
March 2007
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 BIDDER AND RESPONSIVE BID. In order for a Bid
to be considered, the Bidder must be found to be a qualified and responsible Bidder and the Bidder's
bid must be found to be responsive to the Request for Bids. The term "Qualified Bidder" means the
Bidder 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. Each Bidder must submit three (3) references from the Minneapolis/St. Paul
metropolitan area. The references must be able to attest to the Bidders experience and
capabilities. The Bidder 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
Bidder'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 BIDDER'S PROPOSAL. The Bidder shall not stipulate in his/her
proposal 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, conditional bids or alternate bids not specified, or 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
written request is filed with the Administrative Assistant before the hour of letting, and such
withdrawn Bid may be modified and re-submitted by the Bidder at any time prior to the hour set for
the opening of bids.
12. PUBLIC OPENING OF BIDS. Bids will be opened publicly and read aloud at Prior Lake
City Hall, 4646 Dakota Street SE, Prior Lake, MN, within the City Council Chambers on Monday,
March 12,2007, at 3 :00 p.m. Bidders or their authorized agents are invited to be present.
12. DISQUALIFICATION OF BIDDERS. More than one Bid for the work described in Scope of
Services, Exhibit A, attached hereto and incorporated herein, from an individual firm, partnership or
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REQUEST FOR BIDS
Custodial Services
March 2007
corporation under the same or different names will not be considered. Evidence that any Bidder is
interested in more than one proposal for the same work will cause rejection of all such proposals.
Collusion between the Bidders will be considered sufficient cause for the rejection of all bids so
affected.
13. PERFORMANCE BOND. The successful Bidder, at the time for the execution of the
contract, 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 CONTRACT. 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, shall
annul the award of the Bid. In the event of annulment, the amount of the Bid Bond shall 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 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.
15.2 If all responses to a Request for Bids are rejected prior to completion of the selection
process, all data, other than that made public at the bid opening, remain private or non-
public until a re-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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Exhibit A
SCOPE OF SERVICES
CLEAN THREE (3) TIMES PER WEEK:
Bathroom fixtures, bowls, urinals, sanitize same.
Bathroom floors.
Bathroom mirrors.
Spot clean bathroom walls and partitions.
Fill towels, soap and toilet tissue as needed.
Kitchen sink, counter tops and appliance exteriors.
Empty dishwasher.
Wash table tops in lunchroom.
Wash coffee station sink, counter tops, refrigerator and
cabinet exterior.
Empty wastebaskets, replace liners.
Sort and take recycling to designated area.
Vacuum entire building carpeting.
Vacuum upholstered chairs.
Mop/vacuum entry/thresholds/lobby/lunchroom/stairwell (all
tile and vinyl and rubber) areas.
1 Sanitize drinking fountains.
.
CLEAN ONE TIME PER WEEK
Dust all furniture, pictures, window sills, wall accessories, file
cabinets, stairwell handrails and ledges, etc.
Wash Interior entry windows and both sides of entry doors,
display cases, meeting room doors and Council Chamber
doors.
Elevator (polish stainless steel and vacuum).
Wash table tops and counters (council chambers, reception,
meeting rooms, briefing rooms, etc.)
Wash switchplate covers, door handle areas.
Wipe down hard surface and leather chairs (meeting rooms,
lobby, lunchroom, etc).
Wash bathroom walls, partitions.
Disinfect showers.
.
CLEAN ONE TIME PER MONTH
Refrigerators in kitchens (wash interiors, dispose of spoiled
foods, post sign for next cleaning date.)
Interior of microwaves/ovens.
Woodwork (clean and polish).
Edge vacuum.
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City Police Maint. Fire
Hall Station Center Library Station
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Clean and dust baseboards, legs and bottom of desk chairs,
lobby furniture, etc.
Damp mop carpet savers under desk chairs.
Dust/vacuum light panels, light fixtures, wall sconces.
Disinfect phones.
Furnace/janitor supply room neat and orderly.
Sweep and mop book drop.
Vacuum upholstered chairs.
Dust blinds.
ANNUAL
Dust/vacuum ceilings/ceiling structures/air conditioning-
heating vent covers.
[Clean grout and seal tile floors in accordance with
manufacturer direction.
Clean and seal rubber floors in accordance with manufacturer
direction.
Strip and wax vinyl floors.
GENERAL INFORMATION
Contractor will provide cleaning supplies, equipment.
City will provide toilet paper and paper towels.
Lock-upareas of Police Department not included.
Police fitness room/garages not included in cleaning.
Monthly invoice should confirm work done and charge made
in each category.
City and Contractor will meet periodically during the term of
the Contract to discuss and resolve concerns.
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