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Home My WebLink About5.F.7. Contract for Temporary Custodial Service 5.E. `1. City of Shakopee MEMORANDUM CINSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator Duane Toenyan, Facilities Maintenance u ervisor SUBJECT: Contract for Temporary Custodial Service DATE: May 27, 2010 Introduction The Council is asked to authorize the appropriate officials to enter into the attached contracts with Multi- Services Incorporated for temporary custodial services at City Hall and the Library. Background One of the City's full -time custodians has notified us of the need for medical leave beginning in late June. With the reduction of our custodial staff from 4 to 3 late last summer, we no longer have the ability to cover long absences with existing staff. Therefore, staff has explored the possibility of hiring a custodial services company to come in and clean City Hall and the Library for the duration of the medical leave. Quotes have been received from two companies and there was very little price difference between the two. Based on the contents of their proposals, interviews of both companies, and reference checks, staff is recommending that Multi- Services Incorporated be hired. For a cost of $3032 per month, both the Library and City hall would be cleaned 5 days per week, during the evening hours, as they are currently. Multi- Services screens its employees closely, will provide an on -site crew - leader or supervisor and provides all necessary workers' compensation and liability insurance. We expect to need their services for at least one -month and possibly two. We will also have the option to purchase on a weekly basis, if it should turn- out that we need them for a portion of a month. Budget Impact The cost of this service can be covered with existing funds in the City Hall and Library /Congregate Dining budgets and is less expensive than paying overtime to existing staff to cover these shifts. Relationship to Goals. This is a housekeeping item. Requested Action. If the Council concurs, it should offer a motion to authorize the appropriate officials to enter into contracts with Multi- Services Incorporated for temporary custodial services at a cost not to exceed $3100 per month. 3 n 1' m 1 Specializing in Building Maintenance 1 May 5, 2010 M CITY OF SHAKOPEE 129 Holmes Street South 1 Shakopee, MN 55379 Attn: Duane Toenyan 1 Dear Duane, Thank you for the opportunity to offer further information on our company. We look 1 forward to offering you a quality cleaning service on a consistent basis. MULTI SERVICES, INC. is in its 35 year as a full service janitorial company 1 offering quality service with 75 employees servicing 3 million square feet of commercial office space. As a mid sized company, and direct involvement from the owners with our customers, we provide fast and efficient service. We take pride in our employees and provide them an incentive based program to do a good job for you our valued customer. Please let me know if you need further information or have questions. Thanks!! �! MULTI SERVICES, INC. f „id-4c _ /1' _ - r E Mi hael Neuerb g Sales Associate 1 I . 1 1 1 7595 Anagram Drive • Eden Prairie, MN, 55344 • Phone 952 -944 -4000 Fax 219e4 -4086 0 0 c ' MSI's philosophy has been to "Specialize" in the mid sized facilities and do a better job of focusing in on consistency, details, and management than our competition. 1 MULTI SERVICES, INC. operates a professional business structured with the proper depths in management to handle any and all concerns. Our structure is as follows: try PERATIO S a t "y „ `r 1 . ' us"5 krto � ` r b ®�� ne s t' sa ■47 x k4e,` an- .�, �*= .0 ,? - -i- ai " ''b @ xl& .,.vz... a 1 Any time there is an opening in a building, ,... p g dmg, we will utilize support staff multi - trained and experienced. All specialty floor work is handled by the floor specialists. MULTI SERVICES, INC. is operated seven days per week with Y P th full access by our customers 24 hours per day. All key personnel carry pagers and cell phones at all times. Regular inspections of all customer facilities are conducted by the owners and reported to the customer in a timely manner. MULTI SERVICES, INC. utilizes mainly full time cleaning personnel and each building serviced has the same cleaning personnel assigned each time. All hiring is done for specific facilities serviced with no "rotation" of personnel which gives our valued customers the desired consistency and quality. Training programs include "hands on ", videos, and personal instruction on all use of equipment, chemicals, and techniques. All employees are required to view the "chemical right to know" information and customer relations procedures. Most all personnel hired by MULTI SERVICES, INC. have experience. Our overall philosophy is prompt handling of all customer concerns 0 v' a ! D — - rA` # , t CITY OF SHAKOPEE — CITY HALL 129 Holmes St. South 1 Shakopee, MN 55379 JANITORIAL SERVICE CONTRACT 1 1 p! O be s I 'Ai A. Shall interview, employ, train, compensate and terminate all cleaning personnel assigned to the building. In the event CITY OF SHAKOPEE determines an MSI employee to be unsatisfactory, CITY OF SHAKOPEE may request MSI to remove said employee. MSI is an independent contractor and is not an agent or employee of CITY OF SHAKOPEE. This means that MSI will be responsible for its operation as an independent contractor and for meeting all legal requirements applicable to MSI. B. MSI shall provide at its expense all cleaning supplies and equipment. MSI can provide paper towels, toilet tissue, wastebasket liners, trash liners, feminine napkins and hand soap AT AN ADDITIONAL FEE IF SO DESIRED. C. MSI shall provide a daily log book for the purpose of communicating concerns and requests from the building contact. D. MSI has a policy of NO SMOKING by its employees during actual working hours in its customer's facilities and prohibit the use of tenant personal property such as telephones. E. MSI shall at its expense carry $2,000,000 in comprehensive General Liability insurance and Workers Compensation insurance in accordance with Minnesota Statute. ' F. MSI shall follow -up and complete any cleaning complaint within 24 hours after the complaint has been registered. G. All trash shall be removed from the building and placed inside an exterior dumpster or other location designated. TRASH NOT IN THE TRASH CAN OR CLEARLY MARKED TRASH WILL NOT BE THROWN OUT. 1 s 0 0 a o m a a A. CITY OF SHAKOPEE shall provide adequate storage space with limited access by tenants and building employees. Each floor shall have hot and cold water available. B. CITY OF SHAKOPEE shall provide access to elevators if available. C. CITY OF SHAKOPEE shall not make direct contact with any MSI employee for the purpose of cleaning as an employee of CITY OF SHAKOPEE. 11 A. The service fee for the CITY OF SHAKOPEE ( ) building for cleaning service rendered in accordance with "Exhibit A" cleaning specs enclosed with this agreement is $1,330.00 per month ($306 per week), through August 2011, for five day per week service. This agreement will automatically renew itself unless one of the parties gives a thirty day written notice to terminate. B. MSI shall submit invoices for services rendered on the first of the month in which 1 service is being rendered payable by the 25 of same month. A 2% per month finance charge will be charged on all past due invoices. C. MSI reserves the right to discontinue service effective immediately for non - payment 1 of invoices for cleaning services rendered past a period of 60 days from the invoice date. D. Additional Services available through MSI: Light fixture cleaning $15.00/hr. - - Carpet cleaning $.12psf Hard floor refinishing $.30psf Construction clean-up $35.00/hr. 1 Window washing $15.00/hr. Emergency clean-up $39.00/hr. 1 E. This agreement may be terminated by either party with a thirty day written notice 1 1 By: DATE By: DATE 1 1 0 0 v CD CL a „ z ,ate �; � .�<r� CITY OF SHAKOPEE — LIBRARY 129 Holmes St. South Shakopee, MN 55379 JANITORIAL SERVICE CONTRACT i,] v.x , *s *�, s.s' 4 a. � � :. made + x � ' 4ei. 11 r 9 z 9 r W- o� j .1�LA lLTI OiAtylVIS Ja, a _ 4P, .. a cc 4' ai g hlktf is p s A. Shall interview, employ, train, compensate and terminate all cleaning personnel assigned to the building. In the event CITY OF SHAKOPEE determines an MSI 1 employee to be unsatisfactory, CITY OF SHAKOPEE may request MSI to remove said employee. MSI is an independent contractor and is not an agent or employee of CITY OF SHAKOPEE. This means that MSI will be responsible for its operation as an independent contractor and for meeting all legal requirements applicable to MSI. B. MSI shall provide at its expense all cleaning supplies and equipment. MSI can provide paper towels, toilet tissue, wastebasket liners, trash liners, feminine napkins and hand soap AT AN ADDITIONAL FEE IF SO DESIRED. C. MSI shall provide a daily log book for the purpose of communicating concerns and requests from the building contact. D. MSI has a policy of NO SMOKING by its employees during actual working hours in its customer's facilities and prohibit the use of tenant personal property such as telephones. 1 E. MSI shall at its expense carry $2,000,000 in comprehensive General Liability insurance and Workers Compensation insurance in accordance with Minnesota Statute. F. MSI shall follow -up and complete any cleaning complaint within 24 hours after the complaint has been registered. 1 G. All trash shall be removed from the building and placed inside an exterior dumpster or other location designated. TRASH NOT IN THE TRASH CAN OR CLEARLY MARKED TRASH WILL NOT BE THROWN OUT. 1 1 1 f A. CITY OF SHAKOPEE shall provide adequate storage space with limited access by tenants and building employees. Each floor shall have hot and cold water available. B. CITY OF SHAKOPEE shall provide access to elevators if available. C. CITY OF SHAKOPEE shall not make direct contact with any MSI employee for the purpose of cleaning as an employee of CITY OF SHAKOPEE. A. The service fee for the CITY OF SIIAIKOPEE ( building for 1 cleaning service rendered in accordance with "Exhibit A" cleaning specs enclosed with this agreement is $1,702.00 per month ($392 per week), through August 2011, for five day per week service. This agreement will automatically renew itself 1 unless one of the parties gives a thirty day written notice to terminate. B. MSI shall submit invoices for services rendered on the first of the month in which service is being rendered payable by the 25 of same month. A 2% per month finance charge will be charged on all past due invoices. C. MSI reserves the right to discontinue service effective immediately for non - payment of invoices for cleaning services rendered past a period of 60 days from the invoice date. D. Additional Services available through MSI: Light fixture cleaning $15.00/hr. Carpet cleaning $.12psf Hard floor refmishing $.30psf Construction clean-up $35.00/hr. 1 Window washing $15.00/hr. Emergency clean-up $39.00/hr. E. This agreement may be terminated by either party with a thirty day written notice 1 By: DATE By: DATE 1 1