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5.n) Staff Report-Issue an RFP for Janitorial Services � 1 � � ��� � SCANDIA Staff Renort Date of Meeting: October 16, 2012 To: City Council From: Kristina Handt, City Administrator Re: Authorize staff to Issue an RFP for Janitorial Services for the Community Center Agenda Item#: S.n) Background: The City last issued an RFP for Janitorial Services for the Community Center in May 2011. At the time 18 businesses and individuals were invited to submit a proposal. Three proposals were received in 2011. The lowest bid was Loiselle's Building Maintenance and the contract was awarded to them in July. The contract had a one year term with an automatic renewal. However, the contract may be canceled with 60 days notice by either party. I met with Kraig Loiselle on October 10�'to discuss some areas of concern that had been brought to my attention by staff and visitors to the community center. Since those areas of concern were not rectified, I am proposing the City seek proposals for cleaning services. Issue: Should the City of Scandia issue a Request for Proposals for Janitorial Services for the Community Center? Proposal Details: The proposed services to be covered in the RFP are attached. Area cleaning businesses would be contacted directly,the RFP would be posted on the City's website, and an ad would be placed in local newspapers. Proposals would be due approximately one month after the RFP was posted. The Council could then review the proposals and decide if a new provider is in order. If so,the 60 day notice would be given to Loiselle's. The Council would approve a new contract at the following Council meeting. The new provider would take over in early 2013. Fiscal Impact: Minimal cost for postage and ads. The current contract has a monthly fee of$545 with additional costs for floor care services. Options: 1) Authorize staff to issue the RFP for Janitorial Services for the Community Center 2) Take no action and continue with Loiselle building Maintenance Recommendation: Option 1. Request for Proposals Community Center Janitorial Services City of Scandia,2012 All services to be provided once weekly and after an event, unless otherwise indicated Entry/Hallwav Kitchen and Bar • Clean glass doors inside&out • Clean tables&counters • Vacuum mats • Wipe out microwave • Wash mats as needed • Clean refrigerators and freezer • Sweep&mop floor • Clean stove and ovens • Dust coat racks,bench,pictures • Wipe down/polish appliances • Clean drinking fountain • Mop floor • Sweep concrete entryway • Empty waste containers • Replenish paper supplies& soap Bathrooms • Monitor dishwashing products • Wash sinks • Clean mirror HalUHeritage Room • Clean toilets • Check/clean floor,tables and chairs • Mop floor after events • Empty waste containers • Vacuum stage,dust chair raiUpictures as • Replenish paper supplies& soap needed • Empty waste containers • Floor maintenance 4 times a year(wax, or other) Services to be provided on a weekly schedule Office&Board Room Warming House�uring Season • Dust and wipe down desks,equipment, • Clean bathrooms weekly during skating file cabinets,window sills season � Dust pictures • Empty trash containers • Vacuum • End-of-Season and pre-season general • Empty recycling&waste in respective cleanup dumpsters Services to be provided on a monthly schedu[e • Remove all high dust& cobwebs • Clean baseboards • Clean outdoor notices cabinet Services to be provided twice each year • Clean windows(fall& spring, inside and outside) Services to be provided once each year • Caipet cleaning(office,board room) 4