HomeMy WebLinkAbout15.D.2. Cleaning Contract Extension-Parks
/5. D/~,
City of Shakopee
Memorandum CONSENT
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Michael Hullander, Public Works Supervisor
SUBJECT: Cleaning Contract Extension - Parks
MEETING DATE: April 5,2005
INTRODUCTION:
City Council is asked to authorize the appropriate city officials to extend the Cleaning
Contract, under the same terms and conditions, with Coverall Cleaning Concepts until
December 31, 2005 for Lions, Memorial, Hiawatha and Tahpah Parks with the addition
of Holmes, Huber and Scenic Heights Parks.
BACKGROUND:
In March 2004, the City Council approved extending the 2004 Cleaning contract with
Coverall for cleaning the seasonal (April - November) park buildings at Lions,
Memorial, Hiawatha and Tahpah Parks. This year we would like to add Holmes, Huber
and Scenic Heights Parks to the cleaning contract and staff would recommend continuing
the contract with Coverall to clean the seasonal parks, because it is the most cost effective
option.
Coverall Cleaning Concepts has been contacted and does not see any problems with
extending the contract, under the same terms and conditions, until December 31, 2005 to
clean the park buildings.
If a cleaning company were not used to clean the parks, Public Works Park Maintenance
would need to clean the parks. Coverall is only increasing its price by 3% from the 2004
overall city contract; it is cheaper for the city to contract with Coverall for the seasonal
parks thanto pay Public Works to come in to the clean the parks on the "Weekends,
Building Location Days/week Price/Month
Tahpah Park 1400 County Road 15 7 - seasonal $556
Lions Park 1101 Adams Street 7- seasonal $154
Memorial Park 1801 East Highway 101 7 - seasonal $156
Hiawatha Park 625 ih A venue East I day/wk-seasonal $ 75
Holmes Park 628 4th Avenue West 1 day/wk-seasonal $ 75
Huber Park 301 Levee Drive 1 day/wk -seasonal $ 75
Scenic Heights Park 1195 Ruby Lane 1 day/wk-seasonal $ 75
Total per Month $1,166
I
Total Cost per Year $8,162
BUDGET IMPACT:
Staffhas budgeted $18,000 in the 2005 Public Works budget to clean the restrooms at the
parks.
ACTION REQUESTED:
City Council is asked to authorize the appropriate city officials to extend the Cleaning
Contract, under the same terms and conditions, with the addition of Holmes, Huber and
Scenic Heights Parks with Coverall Cleaning Concepts until December 2005.
~U1
Michael Hullander
Public Works Supervisor
2
Cleaning Contract
by and between
THE CITY OF SHAKOPEE
and
Plymouth Ridge, Inc. d/b/a
Coverall Cleaning Concepts
January 1,2003
Amended August, 2003
Amended December 3, 2003
Amended February 3, 2004
Amended March 16, 2004
Amended April 5, 2005
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This contract is entered into as of February 3, 2001 March 16, 2001, AprilS, 2005,by and between the
City of Shakopee ("City") and Plymouth Ridge, Inc. ("Contractor" or "Coverall Cleaning Concepts").
Now, therefore, in consideration of the promises and mutual obligation contained in this agreement,
the parties covenant and agree as follows:
I. DEFINITIONS
Words, phrases, or other expressions used in these contract documents shall have meanings as follows:
1.1 "Administrator" shall mean the City Administrator of the City of Shakopee, Minnesota or his/her
duly authorized representative.
1.2 "City" shall mean the City of Shakopee, Minnesota a municipal corporation, acting through its
duly appointed officers, employees, agents and representatives.
1.3 "City Council" shall mean the City Council of the City of Shako pee, Minnesota.
1.4 "Code of Ordinances" shall mean the City of Shakopee Code of Ordinances.
1.5 "Contractor" means Plymouth Ridge, Inc. d/b/a Coverall Cleaning Concepts and its duly
authorized representatives.
1.6 "Date of Contract," or equivalent words, shall mean the date written in the first paragraph, of the
Contract Agreement.
1.7 "Day" or "days," unless herein otherwise expressly defined, shall mean a calendar day or days of
twenty-four hours each.
1.8 "Finance Director" shall mean the Director of Finance of the City of Shako pee, Minnesota.
1.9 "Subcontractor" shall mean and refer only to a corporation, partnership, firm or individual having a
direct contract with the Contractor for performing work in connection with this contract.
II. GENERAL CONDITIONS
2.1 CONTRACTOR'S OBLIGATIONS:
A. In strict accordance with the terms of this Contract (including the General and Special
Conditions and Specifications below) and at its sole cost and expense, the Contractor shall
provide all of the labor, materials, necessary tools, expendable equipment, supplies, vehicles,
transportation services, required to perform and complete the janitorial duties of the contract.
B. Attachments A, B, D will have the working details of the cleaning obligations.
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2.2 TERM OF CONTRACT:
A. This contract shall become effective on the 1st day of January 2004, 2005, and shall remain in
full force and effect through the)-etli day of April, 200~ 31st day of December, 2004 2005.
B. At the expiration of the initial contract term, the City, at its sole discretion, may extend the
contract for up to one (1) year each at the proposal price for the option years by delivering
written notice of its intent to extend delivery to Contractor at least two (2) months prior to the
expiration date of this contract. The proposal price for the option years shall be the proposal
price for 2002 200~ 2005 adjusted by the percentage increase in the consumer price index for
all urban areas (CPI-U) from December 2002 to December 2003. December 2003 to December
WQ4 December 2004 to December 2005.
Go Contractor shall have the opportunity to request an additional extension with terms and
conditions to be determined and agreed upon by both parties up to six (6) months prior to the
last full year term of the agreement or any extension thereof.
D. Due to unknown construction completion dates and use of facilities, the Shakopee Public
Library, 235 South Le',yis Street, and the Shakopee Police Station, ~75 Gorman Street, shall
negotiate cleaning rates and terms and conditions for each building at least six (6) weeks before
the opening of the building(s). have been added to the contract as newly constructed buildings
in 2003.
E. The contract terms and conditions, according to this document, will cease between the city and
Coverall Concepts on f~pril 16, 200~. Thus no contact extension shall be made, unless
negotiated ooder new terms and conditions between the two parties.
2.3 PA YMENT:
A. The Contractor will bill the City monthly for the services included in this contract in
accordance with the charges set forth in Attachment C to this agreement.
2.4 CONTRACTOR'S ACCIDENT PREVENTION:
A. The Contractor shall comply with the safety provisions of all applicable laws, regulations and
building codes, including, without limitation, the installation and maintenance of safeguards on
machinery and equipment, the elimination of hazards, and worker safety training.
B. The Contractor shall exercise precaution at all times to protect the safety of persons and
property.
C. The Contractor shall immediately notify the City of any accident of any kind, which involves
the general public or private or public property, which occurs during the performance of this
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Agreement.
D; Upon City's request, the Contractor shall provide the City with a written report within forty-
eight (48) hours including the details of any such accident.
2.5 DAMAGE TO PROPERTY:
A. The Contractor shall take all necessary precautions to protect public and private property
during the performance of this Agreement.
B. Such property damage shall be addressed for repair or replacement, at no charge to the property
owner, within forty-eight (48) hours with property of the same or equivalent value at the time
of the damage.
C. If the Contractor fails to address the repair or replacement damaged property in within forty-
eight (48), the City may, but shall not be obligated to, repair or replace such damaged property,
and the Contractor shall fully reimburse the City's for any of its reasonably incurred expenses.
D. The Contractor shall reimburse and/or provide evidence of an insurance claim, the City for any.
such expenses within ten (10) days of receipt of the City's invoice.
2.6 INSPECTION:
A. The City may appoint such Inspectors as it deems proper to inspect the work performed and
Contractor's facilities for compliance with the contract documents. The Contractor shall
furnish all reasonable assistance required by the Inspectors for the proper inspection of the
work.
B. Inspectors and other authorized representatives of the City shall be free at all times to perform
their duties. Any attempted intimidation of one of them by the Contractor or hislher employees
shall be sufficient reason, if the City so decides, to terminate the contract.
C. Such inspection shall not relieve the Contractor from any obligation to perform the work
strictly in accordance with the contract.
2.7 COMPLIANCE WITH LAWS, ORDINANCES AND REGULATIONS:
A. The Contractor shall be familiar with, observe and comply with all ordinances, laws, and
regulations which in any manner affect those engaged or employed in the work, or the
materials, facilities or equipment used in the proposed work, or which in any way affect the
conduct of the work, and shall protect and indemnify the City and its officers and agents
against any claim or liability arising from or based on any violation of same.
B. If the Contractor shall discover any provision in the specifications or the contract, which is
contrary to or inconsistent with any law, ordinance or regulation, he/she shall forthwith report it
to the Administrator in writing.
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C. Amendments to existing regulatory laws and ordinances and enactment of new laws and
ordinances shall not serve as justification for the Contractor. to terminate his/her obligations
hereunder, unless said amendments make the completion of this contract impossible.
2.8 TAXES, LICENSES AND PERMITS:
The Contractor shall pay all sales, use, property, income, and other taxes that are lawfully
assessed against the City or Contractor in connection with the Contractor's facilities and the
work included in this contract and shall obtain, maintain and pay for all licenses, permits,
certificates of authority, and inspections required for the work during the term of the Contract.
2.9 INDEPENDENT CONTRACTOR:
A. The Contractor shall be responsible for the complete supervision and control of his/her
Subcontractors. Notice to the Contractor shall be considered notice to the Subcontractors.
B. The Contractor is, and shall remain for all purposes, an independent contractor, and its officers,
employees, agents, or consultants shall not be deemed employees of the City, nor shall they be
entitled to any separate payment of salary, wages, or any employee benefits available to
employees of the City.
C. The Contractor shall be solely responsible for any salaries, wages, benefits, fees or other
compensation, which it may obligate itself to pay to any of its employees or consultants.
D. Contractor agrees that during the term of this contract, or any extension of it, Contractor shall
not assign, sell, or otherwise transfer more than 10% of: (a) its stock or other beneficial
ownership interest; (b) voting rights; or (c) assets, to any person or party other than a member
of the immediate family of an existing shareholder. A breach of this contract and the City may
immediately terminate the contract.
2.11 ASSIGNMENT AND SUBCONTRACTING:
A. The Contractor shall not assign or subcontract the work, or any part thereof, without the
previous consent of the Administrator, nor shall he/she assign, by power of attorney or
otherwise, any of the money payable under this contract unless written consent of the City has
been obtained. No right under this contract, nor claim for any money due or to become due
hereunder shall be asserted against the City, or persons acting for the City, by reason of any so-
called assignment of this contract or any part thereof, unless such assignment has been
authorized by the consent of the City Council.
B. In case the Contractor is permitted to assign moneys due or to become due under this contract,
the instrument of assignment shall contain a clause subordinating the claim of the assignee to
all prior liens for services rendered and materials supplied for the performance of the work and
to any claims of the City arising out of or under this contract.
C. Should any subcontractor fail to perform in a satisfactory manner the work undertaken by
him/her, his/her subcontract should be immediately terminated by the Contractor upon written
notice from the City. The Contractor shall be as fully responsible and accountable to the City
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for the acts and omissions of his/her subcontractors, and of persons either directly or indirectly
employed by him/her, as he/she is for the acts and omissions of persons directly employed by
him.
Nothing contained in this contract shall create any contractual relation between any
subcontractor and the City. The Contractor and his/her Surety alone shall be held responsible
for the full and faithful performance of this contract.
2.12 PERFORMANCE BOND:
A. The Contractor shall provide a joint and several performance bond to the City of Shakopee to
protect said City, and also to protect anyone who may perform or cause to be performed any
work or labor, or furnish or cause to be furnished any skill, labor, equipment, or material in the
execution of such contract, which bond shall be signed by the Contractor and a surety company
as surety, and shall be in an amount equal to ten thousand dollars ($10,000.00) by December
19, 2002 April 10, 200-1 April 18,2005. The bond shall at all times be kept in full force and
effect; said surety company shall have a Best Insurance Rating of A or better and a letter so
stating shall accompany any proposal forms.
B. The condition of which bond shall be that the Contractor shall fully and faithfully perform all
provisions of the contract and the specifications and shall pay. all laborers, mechanics and
subcontractors and material men, and all persons who shall supply such person or persons, or
subcontractors. with provisions and supplies for the performance of the contract; provided that .
the bond shall not be security for money loaned or advanced to the Contractor, subcon~ractor or
other person in the performance of the contract.
C. A performance bond continuation certificate shall be delivered to the City at least thirty (30)
days before the expiration of the bond. Failure to provide a continuation certificate thirty (30)
days before expiration of the bond shall constitute default on the part of the Contractor and
shall be sufficient grounds for immediate termination of the contract by the City.
2.13 GENERAL INDEMNIFICATION:
A. The Contractor shall indemnify, keep and save harmless the City and its respective officers,
agents and employees against all suits or claims that may be based upon any injury or damage
to persons or property that may occur, or that may be alleged to have occurred, in the course of
the performance of this contract by the Contractor, or as a result of the performance of this
contract by the Contractor, whether or not it shall be claimed that the injury was caused through
a negligent act or omission of the Contractor or his/her employees, or his/her subcontractors or
his/her or their agents or in connection with any claim based on lawful demands of
subcontractor, work person, suppliers; and whether or not the persons injured or whose
property was damaged were third parties, employees or the Contractor or employees of an
authorized subcontractor; and the Contractor shall at his/her own expense defend the City in all
litigation, pay all attorneys' fees and all costs and other expenses arising out of the litigation or
claim or incurred in connection therewith; and shall, at his/her own expense, satisfy and cause
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to be discharged such judgments as may be obtained against the City, or any of its officers,
agents or employees.
B. When requested by the City, the Contractor shall submit satisfactory evidence that all persons,
firms or corporations who have done work or furnished supplies under this contract, for which
the City may become liable under the laws of the State of Minnesota, have been fully paid or
satisfactorily secured. In case such evidence is not furnished or is not satisfactory, an amount
may be retained from money due the Contractor which will be sufficient, in the opinion of the
City, to meet all claims of the persons, firms, and corporations as aforesaid. Such sum shall be
retained until the liabilities as aforesaid are fully discharged or satisfactorily secured.
2.14 INSURANCE:
A. The Contractor shall furnish prior to commencement of any work under this Contract
certificate( s) of insurance providing insurance coverage as follows:
(I) Workers' Compensation Insurance - Covering all persons engaged in work under this
Contract to the full statutory limits stipulated in the Minnesota Workmen's
Compensation Law.
(2) Commercial Liability Insurance - Including premises and operations with the following
minimum limits:
Bodily Injury $1,OOO,OOO/each occurrence
Property Damage $1 ,OOO,OOO/each occurrence
(3) Commercial Vehicle Liability Insurance - Including owned, non-owned and hired motor
vehicles.
Bodily Injury $1,OOO,OOO/each occurrence
Property Damage $1,OOO,OOO/each occurrence
The above requirements should not be interpreted to limit the liability of the Contractor under
this Contract.
B. All insurers shall be either licensed or authorized to do business in the State of Minnesota and
carrya Best rating ofB+ or greater.
C. This coverage shall protect the Contractor, its employees, agents, representatives and
subcontractors against claims arising out of the work performed. The City of Shakopee, its
agents and employees shall be included as additionally insured with respect to all liability
policies herein.
D. A thirty (30) day cancellation clause with notice to the City of Shakopee shall be included;
words modifying the cancellation clause such as "endeavor to" provide notice will be
unacceptable and must be stricken.
E. It shall be the Contractor's responsibility to provide similar insurance for each subcontractor or
to provide evidence that each subcontractor carries such insurance in like amount prior to the
time such subcontractor proceeds to perform under the Contract.
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2.15 DEFAULT AND TERMINATION:
A. If the work to be done under this contract is abandoned by the Contractor; or if this contract is
assigned by him/her without the written consent of the City Council; or if the Contractor
voluntarily files for bankruptcy or is adjudged bankrupt; or if a general assignment of his/her
assets is made for the benefit of his creditors; or if a receiver is appointed for the Contractor or
any of his/her property; or if at any time the City determines that the performance of the work
under this contract is being unnecessarily delayed or that the Contractor is violating any of the
conditions of this contract, or that he/she is executing the same in bad faith or otherwise not in
accordance with the terms of said contract, then the City may serve written notice upon the
Contractor and his/her Surety of the City's intention to terminate this contract.
B. Unless within ten (10) days after the serving of such notice by certified mail, a satisfactory
arrangement is made for continuance, this contract shall terminate and the City may take over
and prosecute the work to completion, by contract or otherwise.
C. In the event of default or nonperformance on the part of the Contractor, the Contractor and its
Surety shall be liable to the City for all excess cost sustained by the City by reason of the City.
In the event the City complete the contract at a lesser cost than would have been payable to the
Contractor under the contract, if the same had been fulfilled by said Contractor, then the City
shall retain such difference. Should such costs to the City be greater, the Contractor and its
Surety shall be liable for any pay the amount of such excess to the City.
D. In the event of Contractor's default under the terms of this contract, all payments due to the
Contractor shall be retained by the City and applied to the completion of the contract and to
damages suffered and expense incurred by the City by reason of such default, unless the Surety
on the performance bond shall assume the contract, in which event all payments remaining due
the Contractor at the time of default, less amounts due the City from the Contractor and less all
sums due the City for damages suffered and expense incurred by reason of such default shall be
due and payable to such Surety. Thereafter, such Surety shall receive monthly payments equal
to those that would have been paid the Contractor had such Contractor continued to perform the
contract.
E. If the City terminates the contract, the City may procure supplies or services similar to those so
terminated. and the contractor/vendor shall be liable to the City for any excess costs for similar
supplies and services, unless the contractor/vendor provides acceptable evidence that failure to
perform the contract was due to causes beyond the control and without the fault or negligence
of the Contractor.
F. The City may release any building or facility listed on Attachment C from the contract by
providing the Contractor with a minimum of 14 days advance written notice. Upon release of
any such building or facility, the City will no longer be obligated to make payment to the
Contractor for that building or facility.
2.16 FORCE MAJEURE:
A. Whenever a period of time is provided for in this Agreement for either the City or the
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Contractor are to do or perform any act or obligation, neither party shall be liable for any delays
or inability to perform due to causes beyond the control of said party such as war, riot,
unavoidable casualty or damage to personnel, materials or equipment, fire, flood, storm,
earthquake, tornado or any act of God, but not strike or lockout.
B. The time period for the performance in question shall be extended for only the actual amount of
time said party is so delayed.
2.17 PENALTIES:
A. The Administrator and his/her designee shall notify the Contractor for each violation of the
Contract, reported to or discovered by himlher or the City. It shall be the duty of the Contractor
to take whatever steps may be necessary to remedy the cause of the complaint and notify in
writing the City of its disposition within twenty-four (24) hours after receipt of complaint.
B. The first failure to properly perform any item of work will result in written notification to the
contractor by the City Administrator and/or his/her designee. The second failure to properly
perform any item of work will result in a penalty to the contractor. The City will reduce the
amount of the penalty from the amount owed as payment to the contractor.
C. The penalty amounts will be as follows:
I) Failure to complete any daily task -----------------------------$55.00 each incident.
2) Failure to complete any weekly task ---------------$110.00 each incident.
3) Failure to complete any bimonthly task ---------------$275.00 each incident.
4) Failure to complete any monthly task---------------------------------$550.00 each incident.
5) Failure to complete any quarterly task----------------$800.00 each incident.
6) Failure to complete any pay by square foot task-----------------u-----------------half the
total price of the task for each incident.
2.18 NOTICES:
A. Any notice or demand required or permitted to be given or made there under shall be
sufficiently given or made by facsimile, e-mail, messenger delivery, overnight delivery, or
certified mail in a sealed envelope, postage prepaid, addressed as follows:
City of Shakopee Coverall Cleaning Concepts
City Administrator 8009 34th Avenue
129 South Holmes Street Suite 865
Shakopee, MN 55379 Bloomington, MN 55425
B. Either party may change the address to which notices may be sent by furnishing written notice
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of such change to the other party.
C. Notice delivered by messenger, overnight delivery, facsimile, or e-mail shall be deemed
received upon delivery. Notice delivered by mail shall be deemed to have been given as of the
date ofthe U.S.P.S. postmark.
2.19 SEVERABILITY:
If any of the provisions of this Contract are determined by a court of competent jurisdiction to
be invalid, such provisions shall be deemed to be stricken, and such adjudication shall not
affect the validity of the remainder of the terms of this Contract as a whole or of any section,
subsection, sentence or clause not adjudged to be invalid so long as the material purposes of
this Contract can be determined and effectuated.
2.20 GOVERNING LA W AND VENUE:
A. This Contract shall be governed by the laws of the State of Minnesota.
B. Venue. for any action taken by either the City or the Contractor, whether in law or in equity,
to enforce the terms of this Contract shall be in the District Court of the Judicial District,
Scott County, Minnesota, and the Contractor hereby waives whatever rights it may have in
the selection of venue.
2.21 RIGHT TO REQUIRE PERFORMANCE:
A. The City's failure at any time to require performance by the Contractor of any of the
specifications in this Contract shall in no way affect the right of the City thereafter to enforce it.
B. No waiver by the City of any breach of specifications in this Contract shall be taken or held to
be a waiver of any succeeding breach of such specifications in this Contract, nor shall such a
waiver of a single breach be taken or held to be a waiver of any specification itself.
2.22 OPTION TO CHANGE SERVICE; AMENDMENTS:
A. The City shall have the option to change the service provided during the term of this Contract,
including, without limitation, changing the types of cleaning materials and equipment used,
times and/or days of service, and number and/or location of city facilities.
B. The City shall exercise such option by serving written notice to the Contractor at its designated
place of business at least ten (10) days before the date such service change is contemplated to
begin.
C. Immediately after written notice is served, the parties shall enter into good faith negotiations
concerning the terms, frequency, and the details of pricing the services that are provided.
D. Any modification or amendments to this Agreement shall be in writing and shall be signed by
the parties;
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III. SPECIAL CONDITIONS
3.1 CUSTOMER SERVICE
A. The Contractor shall establish and maintain a local phone number to which City personnel may
call or send inquiries and complaints, and from which City personnel may receive information
and instructions.
B. The Contractor shall provide the Administrator with information concerning the location,
telephone number( s) and mailing addresses of the customer service office established above,
and any other facility that will be used in the provision of services under this Contract.
C. The Contractor shall provide the Administrator with information concerning the Contractor's
designated person(s) for the purposes of obtaining instructions, answering inquiries, and
resolving complaints. Such persons shall be available to discuss, and if necessary meet with
City personnel to resolve problems.
D. The Contractor shall provide the City with at least one telephone number, which may be used
by City personnel to communicate with the Contractor after regular business hours or during an
emergency.
E. The Contractor shall equip such office with a sufficient number of telephones and personnel to
accommodate inquiries.
F. Except as otherwise directed by the City, customer service shall be available at least between
the hours of8:00 a.m. and 5:00 p.m., Monday through Friday, except during holidays.
G. In addition, the Contractor will meet with City staff on a quarterly basis in order to discuss the
performance of duties carried out by the contractor according to the cleaning services
specifications.
3.2 EMPLOYEES AND CONDUCT:
A. The Contractor shall use care and diligence in the performance of this Agreement and shall
perform all janitorial services required by this Agreement in a neat, orderly, and efficient
manner.
B. The Contractor shall provide neat, orderly, and courteous personnel for its services and shall
provide courteous and knowledgeable personnel for its customer service office.
C. The Contractor shall prohibit its employees from drinking alcoholic beverages or using any
controlled substance, except pursuant to a doctor's prescription, while on duty, or in the course
of performing their duties under this Agreement.
D. If the City determines that any of the Contractor's employees is unfit or unsuitable to perform
the services under this Agreement as a result of intoxication, drug use, or by virtue of abusive
or obnoxious behavior, then, upon the City's written request, the Contractor shall remove such
employee from work within the City and furnish a suitable and competent replacement
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employee.
E. All of the Contractor's employees working within the City shall be required to wear a uniform
and an identification tag with a picture that clearly indicates that the Contractor employs the
employee.
F. All of the Contractor's vehicle operators working within the City shall carry valid state driver's
licenses for the class of vehicle operated. Such vehicle operators shall obey all traffic
regulations, including weight and speed limits.
3.3 EQUIPMENT
A. All equipment used in the performance of this Contract, shall be wholly owned by the
Contractor; provided, leasing or rental agreements or conditional sales contracts may be
allowed where approved by the City, in writing, prior to execution of this Contract. The
equipment to be used in performance of this Contract is made part of this Contract by
reference.
B. No further encumbrance shall be placed upon any of such equipment without the approval of
the City, save that the Contractor may, without consent, mortgage or otherwise encumber said
equipment and facilities for the purpose of enabling the Contractor to replace the same or add
thereof.
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ATTACHMENT A
SPECIAL PROVISIONS
Cleaning Services Contract
GENERAL INFORMATION:
General Description of Work - Contractor shall provide all labor, supervision, insurance, equipment
and cleaning materials necessary to provide general cleaning ofth€l City of Shakopee City Hall, Public
Servic€ls Facility (Public 'Works and Police Station), Community Recreation Center, Shakope€l Public
Library, Youth Building, Shakope€l Senior Center, Fire Station NO. 51, Fire Station No. 50, and for
seasonal parks such as Hiawatha, Holmes, Huber, Scenic Heights, Tahpah, Memorial, and Lions Park.
Supplies - The City shall supply the following materials: All paper towels for dispensers in public and
employee restrooms; all "roll-type" paper towels; plastic bags for wastebaskets; all soap for dispensers
in public and employee restrooms, fresheners, and toilet paper. The contractor will supply all
OSHAlEP A approved cleaning solutions, cleaning soaps, detergents, waxes, polishes, brooms, mops,
rags, sponges, squeegees, buckets, mechanical polishers, buffers, vacuum cleaners, and any other item,
tool or equipment needed to clean and/or sanitize the building. The awarded contractor must maintain
up-to-date MSDS (Material Safety Data Sheets) for all supplies used in each city facility.
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ATTACHMENTB
HOURS OF OPERATION
Cleaning Services Contract
Cleaning Schedule - Cleaning is to be done one (1) - seven (7) days per week depending on the city
facility. Cleaning shall be done during early morning or late evening hours (Monday through Friday),
and anytime except between 6:00 am and 1 :00 pm on weekends. It is the desire of the city staff to
discuss the cleaning schedule and hours of operation after the contract is awarded to ensure a good
working schedule for both parties. Holiday hours will follow the City of Shakopee recognized holiday
schedule.
Below is a schedule of Board and Commissions meeting dates and times. All efforts should be taken
to conduct the cleaning services so as not to interfere with normal City operations as well as with
meetings, scheduled and unscheduled, held in the city facilities. The following schedule only
represents regularly scheduled meetings and is subject to change. Most meetings last at least three (3)
hours, with City Council meetings on Tuesday nights lasting the longest.
Telecommunications Commission Date: 1st Wednesday of each month 7:00pm Place: Council
Chambers City Council Date: 1st -aB4-JfG Tuesday of each month. TiIIl:@: 7 :00 pm. Place: Council
Chambers Economic Advisory Committee Date: 200 Tuesday of each month. Time: 7:00P Place: City
Council Chambers Environmental Advisory Committee Date: 200 Wednesday of each month
7:00pm Place: Council Chambers Park and Rec Advisory Board Date: -1th Monday of each month.
Time 7:00pm Place: Community Center Plan Commission Date: 1 st ~fG Thursday of each month.
Time: 7:00 pm. Place: Council Chambers SPUC Date: 1 st ~fG Monday of each month. Time:
5 :OOpm Place: Council Chambers
Facility Hours of Operation
Location Days Hours
City Hall MF 8:00 am 4 :30 pm
Police Department MF 8:00 am -1 :30 pm* (The police station
operates with
minimum staff24 hours/day 1\1 Sunday)
Public 'Works MF 6:30 am 3:30 pm
Youth Building MS 8:00 am -1 :30 pm
Library M Sunday 10:00 am 6:00 pm
Fire Station No. 50 vanes varies
Fire Station No. 51 vanes varIes
Shakopee Senior Center MF 8:00 am -1:30 pm
Community Center MF 6:00 am 10:00 pm
Sat. & Sunday 8:00 am 8:00 pm
Tahpah Park 7 days/week varIes
Lions Park 7 days/week varies
Memorial Park 7 days/week varies
Hiawatha Park 1 day/week vanes
Holmes Park 1 day/week varies
Huber Park 1 day/week varies
Scenic Heights Park 1 day/week varies
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ATTACHMENT C
PRICES February 29th, 2004
A.pril16, 2001 December 31, 2001
January 1, 2005 to December 31, 2005
Cleaning Services Contract
Building Services & Prices - Minimum Requirements
The following descriptions of cleaning services for the City of Shakopee are minimum requirements
only.
Building Location Days/week PriceIMonth
City Hall 129 South Holmes Street 5 $1,085
Community Center 1255 Fuller Street 7 $2,'162
Police Department Gorman Street 5 $2,'105
Public'Vorks 500 Gorman Street 5 $118
Library 235 South Le'Nis Street 5 $1387
Youth Building 1121 West 11th Avenue 5 $373
Fire Station No. 51 2700 Vierling Drive East 1 $219
Fire Station No. 50 33'1 West 2M Avenue 2 days/month $15
Shakopee Senior Center 200 Levee Drive 3 $155
Tahpah Park 1400 County Road 15 7 - seasonal $M() $556
Lions Park 110 I Adams Street 7- seasonal $.l-W-$I54
Memorial Park 1801 East Highway 101 7 - seasonal ~ $156
Hiawatha Park 625 7th A venue East ::;.. I-seasonal $118.50 $75
Holmes Park 628 4th Avenue West I-seasonal $75
Huber Park 301 Levee Drive I-seasonal $75
Scenic Heights Park 1195 Ruby Lane I-seasonal $75
*Prices should reflect that cleaning services do not need to be render for recognized city holidays for
each respective city facility. All city facilities except the Community Center recognize 11 holidays,
the Community Center only recognizes Thanksgiving Day and Christmas Day as official holidays.
Seasonal work normally starts in Marchi April and ends in early September. There may be a need to
have some basic cleaning done of the seasonal restrooms during the winter months.
Options: All prospective contractors are required to give a separate price/quote for the
following optional services.
Option: Exterior/lnterior Window Cleaning $.025/sq. ft.
Option: Exterior/lnterior Window Cleaning $.028/sq. ft
(2nd Floor)
Option: Carpet Steam Cleaning $.12 /sq. ft.
Option: Buff Hard Floors $.025sq. ft.
Option: Strip and Wax Hard Floors $.23/sq. ft.
Option: Hourly Rate for Special Projects $25.00/hour
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ATTACHMENTD
SPECIFICATIONS
Cleaning Services Contract
Daily Log/Periodic Evaluations - The cleaning contractor will be required to complete a daily log of
cleaning services. A cleaning log will be kept in each facility and then stored in the office of the City
Administrator. After the contract is awarded, the City Administrator and/or his/her designee and the
contractor will determine the logical placement of a daily logbook for each city facility.
2. Empty all containers and disposals and insert liners as required.
3. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
4. Replace air fresheners when needed.
Memorial Park - Restrooms (2)
1801 East Highway 10 I
(Daily - Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
5. Spot clean walls and partitions.
6. Empty and clean the interior of sanitary containers.
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners blocks when needed.
Tahpah Park - Restrooms (4)
1400 County Road 15
(Daily - Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
I. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
5. Spot clean walls and partitions.
6. Empty and clean the interior of sanitary containers.
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners when needed.
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Lions Park - Restrooms (2)
1101 Adams Street South
(Daily- Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
I. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
5. Spot clean walls and partitions.
6. Empty and clean the interior of sanitary containers.
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners when needed.
Hiawatha Park - Restrooms (2)
625 7th Avenue East
(1JaiW 1- Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
5. Spot clean walls and partitions.
6. Empty and clean the interior of sanitary containers..
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners when needed.
Holmes Park - Restrooms (2)
628 4th Avenue West
( 1- Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
8. Spot clean walls and partitions.
8. Empty and clean the interior of sanitary containers.
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners when needed.
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Huber Park - Restrooms (2)
301 Levee Drive
(1- Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adiacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
5. Spot clean walls and partitions.
6. Empty and clean the interior of sanitary containers.
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners when needed.
Scenic Heights Park - Restrooms (2)
1195 Ruby Lane
(1- Seasonal. Additional days may be requested or deleted due to use of facility.)
Daily
1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adiacent tile, hand basins,
switch plates, and door handles.
2. Clean all glass and mirrors daily.
3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required.
4. Sweep and damp mop resilient and hard floors with disinfectant.
5. Spot clean walls and partitions.
6. Empty and clean the interior of sanitary containers.
7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City)
weekly or as needed.
8. Replace air fresheners when needed.
IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to
be bound thereby.
CITY OF SHAKOPEE COVERALL CLEANING CONCEPTS
Approved by City Council on February 2, 2001
Approv0d by City Council March Hi, 2001
Approved by City Council AprilS, 2005
By: By:
John Schmitt, Mayor Title:
Date: Date:
By:
Mark McNeill, City Administrator
Date:
By:
Judy Cox, City Clerk
Date:
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