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Home My WebLink About5.F.10. Contract for Custodial Services for Community Center & Youth BuildingS, P ID. City of Shakopee MEMORANDUM 9k R TO: Mayor and City Council Mark McNeill, City Administrator t FROM: Kris Wilson, Assistant City Administrator SUBJECT: Contract for Custodial Sei vice for Community Center & Youth Building DATE: June 3, 2011 Introduction The Council is asked to authorize the appropriate officials to enter into the attached contract with Multi- Services Incorporated for custodial services at the Community Center and Youth Building. Background At the May 17 City Council meeting, the Council accepted the resignation of the custodian that was assigned to clean the Community Center and Youth Building and voted to meet the custodial needs at these two buildings by hiring a private custodial company rather than hiring a new full - time employee. Based on the results of our recent RFP process, staff is recommending that Multi- Services Inc. be hired for this work. They were the second - lowest cost proposal received and cleaned both the Community Center and Youth Building on a temporary basis in late 2010 with excellent results. The attached contract provides a price guarantee through July of 2012, while still allowing the City to cancel with 30 -days' notice if for any reason we are not satisfied with their service. Budget Impact The total cost of the contract for seven -day a week cleaning at the Community Center and Youth Building is $3,688 per month or $44,256 per year. This is at least $25,000 less than it would cost us to fill our vacant staff position and continue cleaning the building with City employees. Relationship to Goals. This is related to Goal C: Maintain the City's strong financial health. Requested Action. If the Council concurs, it should offer a motion to authorize the appropriate officials to enter into a contract with Multi - Services Incorporated for custodial services at the Community Center and Youth Building at a cost not to exceed $3688 per month. CITY OF SHAKOPEE — Community Center/Youth Building 1255 Fuller Street South Shakopee, MN 55379 JANITORIAL SERVICE CONTRACT 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. The City of Shakopee shall be added as an additional insured under the comprehensive General Liability policy. 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. 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 $15.0011u. Carpet cleaning $.12psf Hard floor refinishing $.30psf Construction clean-up Window washing $35.001hr. $15.00/hr. an -up $39.00/hr. E. This agreement may be terminated by either party with a thirty day written notice Mayor: DATE City Administrator: DATE By: DATE 7, toll CityClerk: DATE EXHIBIT "A" CITY OF SHAKOPEE CLEANING SPECIFICATIONS ENTRANCE and LOBBY • Pick up any outside trash in immediate entry area of main lobby 7 /Weekly_ • Spot clean entrance door glass and side panels 7/Weekly_ • Vacuum and spot clean entry runners 7 /Weekly_ • Completely wipe down reception area furniture I/Weekly_ • Place any magazines and/or newspapers in designated areas 71Weekly • Empty waste receptacles and place for disposal 7 /Weekly_ • Change wastebasket liner bags as necessary 7 /Weekly • Clean and polish drinking fountains and adjacent wall area 7 /Weekly_ • Spot clean interior partition glass and interior door glass 7 /Weekly • Vacuum carpeted traffic areas 7/Weekly • Edge vacuum carpeted areas as needed_ • Sweep and/or dust mop floor surfaces 7 /Weekly_ • Damp mop tile floor surfaces 7/Weekly • Dust high ledges, moldings, and picture frames within reach 1/Weekly_ • Dust vents 1 /Quarterly_ ADMIN /OFFICE & HALLWAYS • Empty waste receptacles and place for disposal 7 /Weekly • Change wastebasket liner bags as needed 7/Weekly_ • Spot clean interior partition glass and interior door glass 7 /Weekly_ • Dust counters and table tops 7 /Weekly • Vacuum carpeted traffic areas 7 /Weekly_ • Edge vacuum carpeted areas as needed_ • Sweep and/or dust mop file floor surfaces 7/Weekly_ • Damp mop tile floor surfaces 7 /Weekly_ • Clean and polish drinking fountains and adjacent wall area 7 /Weekly_ • Spot clean light switches and adjacent wall area 1/Weekly_ • Dust vents 1 /Quarterly_ • Dust high ledges, moldings, and picture frames within reach I/Weekly_ WORKOUT AREAS, FITNESS ROOM, AEROBICS ROOM, TRACK • Empty waste receptacles and place for disposal • Change wastebasket liner bags as needed • Spot clean interior partition glass and interior door glass • Dust counters and table tops • Vacuum carpeted traffic areas • Edge vacuum carpeted areas 7 /Weekly_ 7/Weekly 7 /Weekly_ 1/Weekly 7/Weekly_ as needed_ o Sweep and/or dust mop the floor surfaces 7 /Weekly_ • Damp mop file floor surfaces 7/Weekly_ • Clean and polish drinking fountains and adjacent wall area 7 /Weekly_ • Dust mop only - Aerobics room 7 /Weekly Dust mop only - Gym wood floor 7 /Weekly_ • Dust mop only - Dance Room and dust as needed 7 /Weekly_ • Spot mop rubber mat in Fitness Room/Spot clean mirrors 7 /Weekly_ • Edge dust only - for track 7 /Weekly • Dust vents 1 /Quarterly_ LUNC HROOM 1/Weekly_ • Empty waste receptacles and place for disposal 7/Weekly • Change wastebasket liner bags as necessary 7/Weekly o Clean all counters and sinks with disinfectant 7 /Weekly • Damp wipe table tops with disinfectant 7/Weekly_ • Clean microwave (inside and out) 7/Weekly_ • Spot clean refrigerator exterior 7 /Weekly_ • Spot clean all interior glass 7/Weekly • Vacuum carpeted areas 7 /Weekly • Edge vacuum carpeted areas as needed Sweep and/or dust mop floor 7/Weekly_ • Damp mop tile floor surfaces 7 /Weekly_ Spot clean all doors, walls, and light switches 1 /Weekly_ • Dust high ledges, moldings, and picture frames 1/Weekly • Dust vents 1/Monthly • Strip, seal and recoat file floors * *Upon Request_ RESTROOMS • Completely wipe down all sinks and counters with disinfectant 7/Weekly • Empty waste receptacles and place for disposal 7/Weekly_ • Replace plastic liners 7/Weekly_ • Clean/disinfect fixtures and chrome fittings 7 /Weekly_ • Wash walls and partitions adjacent to urinals, bowls and sinks 7 /Weekly • Damp wipe and polish waste receptacles with disinfectant 1/Weekly_ • Clean and polish mirrors and frames 7 /Weekly_ • Clean and polish dispensers and refill 7/Weekly • Completely wipe down showers with disinfectant as needed 1/Weekly_ • Sweep and/or dust mop floor surfaces 7/Weekly_ • Damp mop floor surface using a disinfectant 7 /Weekly_ • Clean corners and edges 7 /Weekly • Dust all partitions, moldings and vents 1 /Weekly_ • Machine scrub floor surfaces using a disinfectant (included) * *1 /Quarterly_ JANITORIAL CLOSET • Clean and arrange all equipment and products to reflect an orderly appearance. "Additional billings