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Home My WebLink About5.F.4. Contract for Custodial Service for City Hall and LibraryCity of Shakopee MEMORANDUM TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator SUBJECT: Contract for Custodial Service for City Hall & Library DATE: July 8, 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 City Hall and the Library. Background At May 17 meeting, the City Council authorized staff to offer a voluntary separation incentive to those full -time custodial employees that were eligible for retirement under PERA and indicated that positions vacated as a result would be filled under contract with a custodial company rather than by hiring a new City employee. Custodian Bob Schmit has accepted the incentive package and the acceptance of his resignation is elsewhere on this agenda. Therefore, staff is seeking authorization to enter into the attached contract with Multi - Services Inc. for custodial service at City Hall and the Library. Multi- Services is the recommended company following a formal RFP process this spring and was hired to clean the Community Center and Youth Building beginning June 8. They would assume responsibility for City Hall and the Library beginning Monday, August 1. The attached contract provides a 12 -month price guarantee, 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 cost of the contract is $1,046 per month for five -day a week cleaning at City Hall plus $1,584 per month for six -day a week cleaning at the Library. 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 City Hall and the Library at a cost not to exceed $2630 per month. 5 0 0 - d 0 `m m a CITY OF SHAKOPEE — City Hall/Library 129 Hohnes Street S. Shakopee, MN 55379 i 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. S 0 0 0 `m m 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. 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. Window washing $15.00/hr. Emergency clean-up $39.00/hr. E. This agreement may be terminated by either parry with a thirty day written notice DATE City Administrator: DATE By, DATE 7//P// CityClerk: 0 0 0 v 0 `m m a Brute Liners 43x48 $45.00 /case 150 /case Trash Liners 2403 $41.00 /case 1000 /case Trash Liners tall 33x40 $39.00 /case 250 /case Toilet Paper 96/500 $54.00 /case 500 /case Toilet Paper Ultimatic 2520 $54.00 /case 36 /case.1000sheets Paper Towels C -Folds CB520 $38.00 /case 2400 /case Scott Multi -Fold 1804 $38.00 /case 4000 /case Paper Towels Multi -Fold MB550 $41.00 /case 4000 /case Roll Paper Towels Ultimatic White 2530 $79.00 /case 12 /case Kitchen Roll Towels AC1990 $39.00 /case 15 /case Winning Hands Lotion Soap BT -112 $40.00 /gallon 4 /case Anti- Bacterial Box Soap Cart. 9757 -10 $69.00 /case 10 /case Hand Soap Box Cart. 58501 $58.00 /case 12 /case Wax Napkin Liners AC -260 $32.00 /case 500 /case Sanitary Napkins 147 $49.00 /case 250 /case Tampons TAMPAX $79.00 /case 500 /case "Prices subject to change without notice. x knY ok 9:k &&� * *kAk *�t i4 kkie * kir #aF&ie * *:kk *d:* *RAF eY *k *is$k *k *� *9: �kkkkek it �k *>4 �F kak is *9: *ic �k kaF n 0 0 EXHIBIT "A" CITY OF SHAKOPEE CLEANING SPECIFICATIONS ENTRANCE and LOBBY • Pick up any outside trash in immediate entry area of main lobby • Spot clean entrance door glass and side panels • Vacuum and spot clean entry runners • Completely wipe down reception area furniture • Place any magazines and/or newspapers in designated areas • Empty waste receptacles and place for disposal • Change wastebasket liner bags as necessary • Clean and polish drinking fountains and adjacent wall area • Spot clean interior partition glass and interior door glass • Vacuum carpeted traffic areas • Edge vacuum carpeted areas • Sweep and/or dust mop floor surfaces • Damp mop the floor surfaces • Dust high ledges, moldings, and picture frames within reach • Dust vents 6 /Weekly 6 /Weekly_ 6/Weekly 1 /Weekly_ 6 /Weekly 6 /Weekly_ 6 /Weekly_ 6 /Weekly_ 6 /Weekly_ 6 /Weekly_ as needed_ 6 /Weekly_ 6 /Weekly_ 1 /Weekly_ 1 /Quarterly_ ADMIN /OFFICE & HALLWAYS • Empty waste receptacles and place for disposal 6/Weekly • Change wastebasket liner bags as needed 6 /Weekly_ • Spot clean interior partition glass and interior door glass 6/Weekly • Dust counters and table tops 6 /Weekly_ • Vacuum carpeted traffic areas 6 /Weekly_ • Edge vacuum carpeted areas as needed_ • Sweep and/or dust mop tile floor surfaces 6 /Weekly_ • Damp mop tile floor surfaces 6 /Weekly_ • Clean and polish drinking fountains and adjacent wall area 6 /Weekly_ • Spot clean light switches and adjacent wall area 1 /Weekly_ • Dust vents 1 /Quarterly_ • Dust high ledges, moldings, and picture frames within reach 1 /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 6/Weekly 6 /Weekly 6 /Weekly 1/Weekly 6 /Weekly_ as needed 0 0 0 a Q • Sweep and/or dust mop tile floor surfaces 6 /Weekly_ • Damp mop tile floor surfaces 6 /Weekly • Clean and polish drinking fountains and adjacent wall area 6 /Weekly_ • Dust mop only - Aerobics room 6/Weekly • Dust mop only - Gym wood floor 6 /Weekly_ • Dust mop only - Dance Room and dust as needed 6/Weekly_ • Spot mop rubber mat in Fitness Room/Spot clean mirrors 6 /Weekly_ • Edge dust only - for track 6 /Weekly_ • Dust vents 1 /Quarterly_ LUNCHROOM • Machine scrub floor surfaces using a disinfectant (included) • Empty waste receptacles and place for disposal 6 /Weekly_ • Change wastebasket liner bags as necessary 6 /Weekly_ • Clean all counters and sinks with disinfectant 6/Weekly • Damp wipe table tops with disinfectant 6/Weekly • Clean microwave (inside and out) 6 /Weekly_ • Spot clean refrigerator exterior 6/Weekly • Spot clean all interior glass 6 /Weekly_ • Vacuum carpeted areas 6 /Weekly_ • Edge vacuum carpeted areas as needed_ • Sweep and/or dust mop floor 6 /Weekly_ • Damp mop tile floor surfaces 6/Weekly • Spot clean all doors, walls, and light switches 1/Weekly • Dust high ledges, moldings, and picture frames 1/Weekly_ • Dust vents l/Monthly_ • Strip, seal and recoat tile floors * *Upon Request_ RESTROOMS • Completely wipe down all sinks and counters with disinfectant 6/Weekly_ • Empty waste receptacles and place for disposal 6 /Weekly_ • Replace plastic liners 6 /Weekly_ • Clean/disinfect fixtures and chrome fittings 6/Weekly • Wash walls and partitions adjacent to urinals, bowls and sinks 6/Weekly_ • Damp wipe and polish waste receptacles with disinfectant 1 /Weekly_ • Clean and polish mirrors and frames 6 /Weekly_ • Clean and polish dispensers and refill 6 /Weekly_ • Completely wipe down showers with disinfectant as needed 1 /Weekly • Sweep and/or dust mop floor surfaces 6 /Weekly_ • Damp mop floor surface using a disinfectant 6 /Weekly_ • Clean corners and edges 6 /Weekly_ • Dust all partitions, moldings and vents 1 /Weekly_ • Machine scrub floor surfaces using a disinfectant (included) ** 1 /Quarterly_ 5 0 0 0 I' m a 1 JANITORIAL CLOSET • Clean and arrange all equipment and products to reflect an orderly appearance. * *Additional billings