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HomeMy WebLinkAbout13.F.1. Authorize Issuance of a Request for Proposals for Custodial ServicesCity of Shakopee MEMORANDUM TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator SUBJECT: Authorization to Issue Request for Proposals for Custodial Services DATE: March 11, 2011 Introduction The City Council is asked to authorize the issuance of the attached Request for Proposals (RFP) for custodial services for City buildings. Background For the past seven years, the City's year -round buildings have been cleaned daily by full -time City employees. The City currently employees 3 full -time custodians who work evening shifts and clean a total of 7 City buildings, including City Hall, the Library, the Police Station, Public Works, Engineering, the Community Center and the Youth Building. As we continue to look for ways to provide services and maintain the City's assets at the lowest cost to taxpayers, now appears to be the right time to evaluate the structure of our custodial services. The City is routinely approached by private companies interested in providing these services and we are aware of numerous other cities and counties, including Scott County, which use a private custodial service rather than public employees. During the past year, the City has used a private company to provide custodial services to cover long -term absences on two occasions and we have found the service to be good and the price very reasonable. In order to fully and equitably evaluate the options available to the City, an RFP process is required. With Council's approval, staff would issue the attached RFP which contains an April 8 deadline for submitting proposals. Staff would then evaluate the proposals, conduct interviews and check references and ultimately return to the City Council in early May with a recommendation as to whether contracting out this function would provide a cost savings and, if so, the name and proposal of the leading respondent. Council should be aware that IF the end result of this process yields a recommendation to switch to a private custodial company, the City would then need to lay -off its three full -time custodians. The employees that would be impacted by this potential action have been notified of the proposed RFP and the possibility of such an outcome. Again, if such a situation where to arise, staff would plan to ask the t3.FI. City Council to consider an early retirement incentive with the goal of easing the transition for impacted employees who are close to retirement while also reducing the City's unemployment insurance obligations. Relationship to Vision This item relates to Goal C: Maintain the City's strong financial health. Requested Action If the Council concurs, it is asked to authorize the appropriate City staff to issue the attached Request for Proposals for custodial services for City buildings. TYPE OF PROPOALS SOUGHT: DEADLINE FOR PROPOSALS: SUBMIT PROPOSALS TO: MANDATORY MEETINGS: P liathL AI SHAKOPEE CITY OF SHAKOPEE FACILITIES MAINTENANCE DIVISION REQUEST FOR PROPOSALS Janitorial /Custodial Services Friday, April 8, 2011 Duane Toenyan Facilities Supervisor City of Shakopee 129 Holmes Street South Shakopee, MN 55379 All parties interested in responding to this request are required to attend 2 meetings / tours with the City's Facilities Maintenance Supervisor. Meetings shall be held at the following dates and times: Tour #1: Tuesday, March 29, 9:00 a.m. — noon Starting point shall be the Shakopee Police Station, 400 Gorman St., Tour shall include Police Station, Engineering Building and Public Works Building. Tour #2: Wednesday, March 30, 9:00 a.m. — noon Starting point shall be Shakopee City Hall, 129 Holmes St. S. Tour shall include City Hall, Library, Community Center & Youth Building. i I. INTRODUCTION The City of Shakopee is requesting proposals from qualified firms to provide janitorial /custodial service as described below for a minimum of five City facilities, as well as the additional cost for the daily cleaning of a sixth and seventh building. II. CONTRACT TERMS The City's preferred contract term is July 1, 2011 — December 31, 2013, with cancellation by either party upon 30 -days notice during the first year, and upon 60 -days notice for the remainder of the contract. The contract shall be billed monthly, with the bill itemized per building. III. SCOPE OF WORK Custodial Contractor agrees to furnish the following services at all City of Shakopee facilities listed in Table 1 for the term of the agreement. The services, to be performed, should include the following. A. Cleaning Tasks • Empty all outdoor ash receptacles Daily • Empty all waste receptacles and replace liners as needed Daily • Clean all entry glass, both inside /outside Daily • Vacuum and dust all entries and vestibules Daily • Spot clean all interior partition glass including doors Daily • Disinfect/clean light switch plates, door frames, knobs, etc. Daily • Disinfect and clean lavatory fixtures and chrome fittings Daily • Clean and service lavatory dispensers, paper, soap, sanitary, etc. Daily • Spot clean lavatory walls and partitions including mirrors Daily • Wet mop (using disinfectant) all lavatory floors Daily • Clean and polish all drinking fountains Daily • Sweep, clean and /or damp mop all entry stoops, remove debris in /out Daily • Vacuum all traffic lanes (hallways and walkways, inside office areas Daily • Spot clean carpeting as needed Daily • Damp wipe all meeting, conference, and lunchroom tables and chairs • Clean lunchroom countertops, sinks and appliances Daily 1 • Arrange furniture upon completion of cleaning Daily • Maintain custodial contractors closets neat and orderly Daily • Turn all nonessential equipment and lighting off Daily • Check all doors, and lock as required Daily • Report any mechanical problems to supervisor and supervisor will notify City personnel Daily • Sweep floor and clean edge dust of walking track at Community Center Daily • Dust mop and remove scuff marks on gym floor at Community Center Daily Complete clean /sanitization of ice arena lobby restrooms Daily Sweep, wet mop, and vacuum around fitness equipment In fitness area at the Community Center Daily • Vacuum all floor mats. Daily • Sweep and /or dust mop all non - carpeted floor surfaces Daily • Sweep and /or vacuum stairwells and landings Daily • Completely clean all glass surfaces Weekly • Dust all office furniture and equipment including desk tops (provided materials have been removed or cleared from the surface), on rotation basis Weekly • Dust all building surfaces within reach (including mini blinds) Weekly • Completely clean and disinfect all tile surfaces (lavatories) Weekly • Damp mop all non - carpeted stairwells and landings Weekly • Vacuum all carpeting, under furniture, in all areas, etc. Weekly • Vacuum all upholstered furniture Weekly • Damp wipe vinyl furniture Weekly • Wash lunchroom waste receptacles inside and out Weekly • Wash lavatory waste receptacles inside and out Weekly • Dust ceiling grids, diffusers, return grills as needed Weekly • Pour % gallon water down floor drains to prevent sewer gas odors Weekly • Dust all surfaces above reach, pipes, vents, partitions, lights etc. Monthly • Dust all walls and paneling Monthly • Wash all wastebaskets inside and out on a rotation basis Monthly B. Cleaning Hours All work shall be performed between the hours specified (by building) in Table 1. Changes in this schedule will be made only at the request or by approval of City of Shakopee - Facilities Division. In the case of special meetings or functions held at City facilities after hours, the custodial contractor may be required to adjust the normal work schedule at the request, or by approval, of the City of Shakopee - Facilities Division. IV. EXPECTATIONS A. Custodial Contractor shall develop and issue written cleaning procedures by building to each employee assigned to that building on a regular or substitute basis. These instructions shall be in accordance with the cleaning specifications as set forth in the City proposal. B. Repeated omissions relating to the non - cleaning of designated areas, building lights left on after hours, and breaches of building security will not be tolerated, shall be deemed a material breach of this agreement and may result in the termination of this agreement by the City. C. Custodial Contractor shall provide assurance that all property of the City of Shakopee, City employees and visitors, shall be intact and secure upon Contractor's completion of the daily work contemplated under this agreement. Repair or replacement claims submitted to the Custodial Contractor by the City, on behalf of the City, City employees, or visitors, shall be promptly settled by the Custodial Contractor upon notification of a claim. D. Custodial Contractor shall follow up and resolve any cleaning complaint within twenty -four (24) hours after the complaint has been registered. If the complaint cannot be resolved within the prescribed allotted time, an explanation shall be given to the City of Shakopee - Facilities Division within the allotted time. This policy also applies to any theft problems involving Custodial Contractor, either directly or indirectly. E. Custodial Contractor shall provide, at its own expense, all cleaning supplies and equipment. All motorized equipment shall be new and initially equipped with Hepa filters and receive regular service and replacement. This equipment will remain at the building and not be transported to other building sites on a regular basis. The City, at its expense, shall provide consumable supplies, including paper towels, toilet tissue, wastebasket liners, trash liners, hand soap, etc. No building contractor or employee, other than Custodial Contractor's employees, shall be permitted to use Custodial equipment without permission from a Custodial representative. 3 F. The City will provide storage areas for necessary equipment and materials. However, the Custodial Contractor shall maintain an adequate inventory of pre- approved cleaning supplies, needed to support all staff assigned to the City of Shakopee. Storage areas shall be capable of being locked with limited access, and each floor shall have hot and cold water availability. G. City shall provide access to elevators during normal cleaning hours, provided elevators are not being serviced or repaired. H. Live plant maintenance shall not be the responsibility of Custodial Contractor and is not included in the cleaning specifications. I. The City of Shakopee - Facilities Division shall provide phone and email contact information for the purpose of communicating any and all concerns to and from the City Of Shakopee - Facilities Division. The Custodial Contractor shall be required to communicate via phone or email, as needed, any cleaning, maintenance, inventory, and emergency issues as soon as possible with the City of Shakopee - Facilities Supervisor. V. PERSONNEL A. The Contractor shall recruit, hire, train, compensate, supervise, discipline and, if necessary, terminate all employees necessary to provide the proposed service to a satisfactory level. Employees shall at all times be employed by the Contractor and shall not be classified as employees of the City of Shakopee. B. The Contractor shall comply with all applicable state and federal employment laws, including, but not limited to, the federal Fair Labor Standards Act and state and federal minimum wage and child labor laws. C. The Contractor shall provide the City with a list of the names of all cleaning personnel assigned to the City, and shall provide timely, written notification of any changes in personnel assigned to the City. In the event the City of Shakopee determines a Custodial employee is unsatisfactory, the Contractor shall remove the employee from this contract. D. Security of the City of Shakopee buildings and their contents is of optimum importance. The Custodial Contractor shall provide a background and security screening for all employees assigned to this location. Custodial Contractor shall supply evidence of background and security screening procedures and criteria for acceptance and /or rejection of potential or current employees of Custodial Contractor. 4 E. Employees of the Contractor assigned to clean the secure areas of the Shakopee Police Station, must submit to and pass a background check conducted by the Shakopee Police Department. Such background check shall be at the City's cost, provided the total number of investigations does not exceed 4 checks per year (excluding initial start-up of contract). If the number of investigations exceeds 4 in a calendar year, the Contractor shall reimburse the City for the cost of the additional background checks. F. The Contractor shall, at all times, maintain a minimum of 3 employees with the necessary clearance to work in the Police Station. Such employees shall also be required to sign a confidentiality agreement in regards to information they may come into contact with while cleaning the Police Station. G. If at any time employee turn -over reduces the number of employees approved to clean the Police Station below the required number in (F) above, the Contractor shall have 30 -days to submit the name of a new employee to the Police Department for the required background check. H. The Contractor shall establish a policy of no smoking by its employees during actual working hours, prohibit the use of any City -owned devices and equipment such as telephones, computers and photo copiers. Contractor shall strictly prohibit employees from providing access to City buildings to individuals who are not employees of either the Contractor or the City of Shakopee and from using keys provided to the Contractor to gain access to any City facility at any time other than the employee's assigned shift. I. All of the Contractor's employees shall wear shirts with a label denoting their Company name at all times while working in the City's facilities. The Custodial Contractor shall provide all necessary shirts, at the Custodial Contractor's expense, to fulfill this requirement. Photo I.D.'s shall also be worn and may be issued by the Contractor or the City. J. The Contractor shall provide all legally required worker's compensation and liability insurance for employees assigned to City facilities. At no time shall the City's worker's compensation or liability insurance provide coverage for the injury or conduct of the Contractor's employees. K. The Contractor must demonstrate that it has agreed not to discriminate in hiring practices on the basis of race, color, creed, religion, national origin, sex, age, marital status, public assistance status, veteran status, disability, or sexual orientation. 5 VI. INSURANCE Contractor shall be required to maintain and provide proof of insurance in the following categories and amounts: A. Worker's Compensation a. State: Minnesota — Statutory b. Employer's Liability with minimum limits of: i. Bodily Injury by Accident: $100,000 each accident ii. Bodily Injury by Disease: $100,000 each Employee iii. Bodily Injury by Disease: $500,000 policy limit B. Commercial General Liability Including Premises, Operations, Products, Completed Operations, Advertising and Personal Injury Liability, with the following minimum limits of liability: $2,000,000 Aggregate $2,000,000 Products & Completed Operations Aggregate $1,000,000 Personal Injury & Advertising Injury $2,000,000 Occurrence $ 100,000 Fire Damage Limit $ 5,000 Medical Expense Policy should be written on an occurrence basis and include explosion, collapse and underground. C. Commercial Auto Liability Minimum limits of liability shall be: If split limits: $1,000,000 each person / $1,000,000 each occurrence $1,000,000 each occurrence for Property Damage If combined single limit: $1,000,000 per occurrence D. Proof of Insurance Insurance certificates evidencing that the above insurance is in force with companies acceptable to the City and in the amounts required shall be submitted to the City for examination and approval prior to the execution of an agreement, after which they shall be filled with the City. The insurance certificate shall name the City as an additional insured and specifically provide that a certificate shall not be modified, canceled or non - renewed except upon 30 days prior written notice to the City. Neither the City's failure to require or insist upon certificates of other evidence of insurance showing a variance from the specified coverage 6 changes Contractor's responsibility to comply with the insurance specifications. VII. PROPOSALS A. Deadline In order to be considered, all proposals in response to this RFP must be received by the City of Shakopee, no later than 4:30 p.m. on Friday, April 8, 2011. Proposals shall be submitted by email, fax, mail or delivery to: Shakopee City Hall, Attn: Duane Toenyan, 129 Holmes St. S., Shakopee, MN 55379, dtoenyanAci.shakopee.mn.us; fax # (952) 233 — 3801. B. Required Information NOTE: It is to our mutual advantage for a firm's proposals to be as thorough and detailed as possible so that the City can properly evaluate capabilities to provide the required services. Any additional information, services, or refinement of work efforts that will assist in the completion of this initiative can be added to any submittal. The proposal should consist of the following information as outlined: 1. General Information a) Identify the firm, its legal status (i.e., corporation, partnership), and the name, title and contact information for the appropriate contact person. b) Provide a brief statement on the firm's background, organization, and size with specific attention to the firm's previous janitorial /custodial services. 2. Understanding /Statement of Interest Indicate the firm's knowledge and understanding of the janitorial/ custodial services outlined in this RFP. 3. Price Provide the proposed price for the specified services on a per building per month basis. Propose any price increases to be imposed over the duration of the desired contract period (July 1, 2011 — December 31, 2013), expressed as a percentage change. 4. Service Approach a) Address in general terms the approach that will be taken to accomplish the required services, including planned staffing levels and supervisory approach. 7 b) Include a proposed janitorial /custodial services plan and any innovative methods or concepts that might be recommended as being particularly beneficial to the City of Shakopee. c) Include a listing and brief description of any additional services offered by your firm that are outside of the scope services for this contract but that the City may be interested in purchasing separately, such as floor waxing, deep carpet cleaning, window washing, etc. 5. Personnel Indicate the number of employees currently trained and available to provide the required services and identify whether and how many new employees will need to be hired if awarded this contract. 6. Client List / References a) Include a list of all clients for which your firm has provided similar services to those being requested during the past two years, the duration of your service to those clients and size and type of buildings included in those contracts. b) Provide specific references (name, agency and contact information) for any current or past government, municipal, county, or state agency clients. C. Evaluation The Facilities- Division will evaluate each proposal based on the information furnished by the firm. Select firms may be invited to participate in oral interviews prior to a final recommendation being forwarded to the City Council. In responding to the Request for Proposals, the firm is cautioned to address each of the evaluation factors in as much detail as possible and in the order that the factors are listed under Section 4.1, Proposal Organization. D. Rejection of Proposals / Changes in Scope The City reserves the right to reject any or all proposals, to alter any component of the service sought, including the buildings to be included in the contract and length of contract. The City reserves the right, without any liability, to cancel the award of any proposals at any time before the execution of the agreement documents by all parties. E. Limitations The City of Shakopee will not be responsible for any costs incurred by applicants in preparing proposals. F. Additional Information Questions regarding this RFP or submitted proposals should be directed in writing or electronically to: 8 Questions about contract provisions: Kris Wilson Assistant City Administrator City of Shakopee 129 Holmes Street South Shakopee, MN 55379 Kwilsonaci.shakopee.mn.us 9 Questions about maintenance items: Duane Toenyan Facilities Maintenance Supervisor City of Shakopee 129 Holmes St. South Shakopee, MN 55379 dtoenyan a(� ci.shakopee.mn.us TABLE 1 * Work must be completed at all facilities no later than 5:00 a.m. 1 Approximate Area Days per Week Cleaning * Timeframe* Description CONTRACT 1 CITY HALL 129 Holmes St. S. 11,848 sq. ft. 5 (Mon - Fri) after 5:00 p.m. offices, council chambers, 5 restrooms, basement, partial 2 level 2 LIBRARY 235 Lewis St. S. 20,264 sq. ft. 6 (Sun — Fri) after 8:00 p.m. mainly open areas w /bookshelves, meeting room, 5 restrooms, 2 full levels 3 POLICE STATION 475 Gorman St. 19,497 sq. ft. 6 (Sun - Fri) after 8:00 p.m. offices, meeting room, detention cells, 4 restrooms, fitness room, single level 4 PUBLIC WORKS BUILDING 400 Gorman St. 5 876 s ft . sq. 5 (Mon -Fri) after 4:00 p.m. offices, meeting /lunch room, 3 restrooms, single level 5 ENGINEERING BUILDING 476 Gorman St. 6,918 sq. ft. 5 (Mon -Fri) after 5:00 p.m. offices, conference room, 3 restrooms, single level POTENTIAL ADD -ONS 6. COMMUNITY CENTER 1255 Fuller St. S. 31,591 sq. ft. 7 after 10:00 m. p.m. offices, meeting room, 3 restrooms, 2 restroom /locker rooms, fitness room, gym, walking track, dance studio, 2 levels 7 ' YOUTH BUILDING 1101 Adams St. S. 2,262 sq. ft 7 after 10:00 p.m. large open room, 2 restrooms, single level TABLE 1 * Work must be completed at all facilities no later than 5:00 a.m. 1