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5.d) Agreement with Loiselle's Building Maintenance for Community Ceter Janitorial Services Meeting Date: 07/19/2011 Agenda Item: � /� G�' City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve the agreement with Loiselle's Building Maintenance for janitorial services for the Scandia Community Center. Deadline/ Timeline: Contract start date will be August 1, 2011 Background: • At the June 21 meeting,the Council reviewed three proposals submitted in response to the RFP issued in May. The proposal from Loiselle's Building Maintenance was selected as the most economical and responsive to the city's requirements. • An agreement has been prepared to incorporate the specifications of the proposal. It has been reviewed by the City Attorney. Recommendation: I recommend that the Council approve the agreement and authorize the Mayor to sign on behalf of the City. Attachments/ • Janitorial Services Agreement Materials provided: Contact(s): Kraig Loiselle, Loiselle's Building Maintenance (715 483-9129) Prepared by: Anne Hurlburt, Administrator (Agreement with Loiselle for Janitorial Services) Page 1 of 1 07/08/11 JANITORIAL SERVICES AGREEMENT LOISELLE'S BUILDING MAINTENANCE AND CITY OF SCANDIA,MINNESOTA This agreement,effective on the 1 st day of August, 2011, by and between Kraig Loiselle DBA Loiselle's Building Maintenance, hereinafter referred to as"Contractor"and the City of Scandia, a municipal corporation located in the County of Washington, State of Minnesota,hereinafter referred to as"City". In consideration of the covenants and agreements,hereinafter set forth, it is mutually agreed by and between the Contractor and City as follows: 1. Basic Services and Fees. Contractor shall furnish all equipment, supplies and labor necessary for the completion of all basic services as described on Attachment A to this agreement. The City shall pay to the Contractor a fee of$545.00 per month for these services. 2. Additional Floor Care Services. Contractor shall furnish al] equipment, supplies and labor necessary for any floor care services in addition to those listed on Attachment A,priced as follows: a. Carpet cleaning done by commercial truck mount: $0.25 per square foot b. Strip and wax hall floor: $3,950.00 c. Other strip and wax of hard floors: $0.60 per square foot d. Scrub and wax: $0.25 per square foot e. High speed buff(burnish): $0.10 per square foot 3. Scheduling. Contractor shall coordinate the schedule for all services with the City to ensure minimal disruption to staff and the public during office hours,and to events and groups utilizing the Community Center facilities. Service will be scheduled to ensure that the Community Center Hall and other common areas are cleaned following events and prior to their next use. City will inform Contract of all scheduled events 30 days in advance to the extent practical. 4. Indemnity. Contractor shall be liable for and shall defend, indemnify and hold the City, its officers, employees or agents harmless from any and all claims, lawsuits, losses, damages or expenses on account of bodily injuries, sickness,disease,death and property damage caused by or resulting from its activities under this Agreement. S. Insurance. Contractor shall purchase and maintain, at his own expense,a general liability insurance policy with limits of at least$500,000.00 per occurrence and$1,500,000.00 annual aggregate. Contractor shall provide the City with proof of insurance, including proof of Workers Compensation Insurance coverage required by Minnesota Law. 6. Independent Contractor. Nothing contained in this Agreement is intended or should be construed as creating the relationship of employer and employee between the Contractor and the City. No tenure or any rights or benefits, including workers compensation,unemployment insurance,medical care,sick leave,vacation leave, severance pay, PERA,or other benefits available to City employees shall accrue to the Contractor or employees of the Contractor performing services under this Agreement. 7. Non-Discrimination. In accordance with Affirmative Action Policies against discrimination no person shall,on the grounds of race, color,religion,age, sex, disability,marital status, sexual orientation, public assistance status, ex-offender status, or national origin,be denied the benefits of, or be otherwise subjected to discrimination under any program, service or activity under the provisions of any and all applicable federal and state laws against discrimination. 1 � 8. Notices. Any notice or demand which must be given or made by a party hereto under the terms of this agreement shall be in writing and shall be provided to the parties by U.S. Mail at the addresses listed below: To City: City Administrator City of Scandia 14727 209`h St.N. Scandia, Minnesota 55073 To Contractor: Kraig Loiselle Loiselle's Building Maintenance PO Box 85 St Croix Falls,WI 54024 9. Term. This agreement will continue in effect until July 31, 2012, and will automatically extend for additional one(1)year terms,unless either party gives written notice of intent not to extend to the other party, said notice to be given at least sixty(60)days prior to the expiration of the then current term. 10. Cancellation. The agreement may be cancelled with or without cause by either party upon sixty(60) days written notice. 11. Entire Agreement. It is understood and agreed that this is the entire agreement between the parties and that this agreement supersedes all previous written and oral agreements between the parties relating to the subject matter. 12. Jurisdiction and Venue. This Agreement shall be governed by, construed and enforced in accordance with the laws of the State of Minnesota and any action to enforce this Agreement shall be brought in the courts of Washington County, Minnesota. 13. Severability. Every section,provision or part of this agreement is declared severable from every other section,provision or part thereof to the extent that if any section,provision or part of this agreement shall be held invalid by a court of competent jurisdiction, it shall not invalidate any other section, provision or part thereof. City of Scandia,Minnesota(City) Loiselle's Building Maintenance(Contractor) By: By: Randall Simonson,Mayor Kraig Loiselle Date: Date: ATTEST: By: Administrator/Clerk Date: 2 w Attachment A List of Duties Included in Basic Services Scandia Community Center Janitorial Services Services to be provided once weekly and after an event, unless otherwise indicated Entrv/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 • Monitor dishwashing products Bathrooms Ha1UHeritage Room • Wash sinks • Check/clean floor,tables and chairs after • Clean mirror events • Clean toilets • Vacuum stage,dust chair rail/pictures as • Mop floor needed • Empty waste containers • Empty waste containers • Replenish paper supplies& soap • Sweep andlor mop floor Services to be provided on a weekly schedule Office&Board Room Warming House-durin�Season • Dust and wipe down desks, equipment, file • Clean bathrooms weekly during skating season cabinets,window sills • Empty trash containers • Dust pictures • End-of-Season and pre-season general cleanup • Vacuum • Empty recycling&waste in respective dumpsters Services to be provided on a monthly schedule • 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 • Carpet cleaning(office,board room) 3