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9.h Discussion on proposals for cleaning Community Building and Fire HallStaff Report Date of Meeting: August 21, 2018 To: City Council From: Neil Soltis, Administrator Re: Proposals for cleaning City Buildings Background: Top Notch Building Services has been cleaning the Community Center since 2012 and the Fire Hall since 2017. In July they provided notice that they would no longer be cleaning the Fire Hall effective August 31. A request for proposals was prepared and sent to 18 area cleaning contractors either by email or US post office. Proposals for cleaning were received from 4 contractors. The lowest cost proposal was submitted by Genie Cleaning. A copy of the proposal and a tabulation of the proposals received follow this report. Issue: Should the Genie Cleaning Services be awarded a contract for cleaning the Community Building and Fire Hall. Proposal Details: See the proposal that follows. Fiscal Impact: The cost would be allocated as follows: LOCATION COST Community Building Scheduled services $4,400 Stripping and waxing floors 2x / year $2,200 Carpet cleaning $200 Total $6,800 Fire Department $1,800 Parks Department $225 Options: 1. Accept the proposal from Genie Cleaning Services 2. Hire part-time employee to clean on an hourly basis 3. Reject all proposals and seek additional proposals Recommendation: Option 1 TABULATION PROJECT Cleaning Services PROPOSAL DUE DATE 15 -Aug -18 COMPANY NAM CONTACT PERS II Uppercut cleaning II Alice's Cleaning II Genie Cleaning II Janil ITEM FULL DESCRIPTION OF ITEM QTY UNIT UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE 1 Community building 12 months $ 900 $ 10,800 $ 1,800 $ 21,600 $ 370 $ 4,440 $ 623 2 Fire Hall 12 months $ 400 $ 4,800 $ 700 $ 8,400 $ 150 $ 1,800 $ 460 3 Warming House 3 months $ 625 $ 1,875 $ 800 $ 2,400 $ 75 $ 225 $ 231 4 Waxing 2 $ 1,100 $ 2,200 $ - 5 Carpet Cleaning 1 $ 200 $ 200 $ - 6 7 8 TOTAL $ 17,475 $ 32,400 $ 8,865 RECOMMENDED VENDOR Genie Cleaning Services BASIS FOR AWARD Lowest cost, experience with similar projects, local business King TOTAL PRICE $ 7,476 $ 5,520 S 693 $ 13,689 RECEIVED City of ScandiaC,TY OF SSCANDIA Proposal for Cleaning Services by Genie Cleaning Services 651-200-0552 Mark Envelope: CITY OF SCANDIA PROPOSALFORM Proposals for Cleaning Services RECEIVED AUG 15 20 ins CITY OF SCANDIA The Subscriber hereby proposes to furnish the following hereinafter named, in accordance with the provisions of the proposal document of which this forms a part ITEM MONTHS COST PER MONTH PR POSAL PRICE �QRr' �z yyo- PV Commu��r Offices pity Center and 12 370. oo Fire Hall 12 / 5�17 ad MOO. do Warming House 3 7 S 6d3 _10 6ya S o0 TOTAL /��;ce PC e- Nrs vurlac be s• X 7�ieu�r.,� ovrXvnW' C/ Proposal Price in words: y Number of Calendar Days to Complete Project from Notice to Proceed: Co, 5 /94- Al oo w It is understood the right is reserved by the City of Scandia to increase, decrease, or delete any of the above quantities. The City of Scandia reserves the right to award all or any parts of this proposal to one or more proposers as determined by the lowest responsible proposal and/or specifications, at its sole discretion. Executed at: S c a n i a _ —this _L�JLday of .201-L. Quote submitted by. By �✓; ��` 40,x, I�� �t/e S he Title Company Street Address ,�d iCgyC►�r'G Tr City, State, Zip SC¢h Phone C, QQ 05-�7J Federal I.D. No. 7— 2 _LL6_7 7 10 INFORMATION SHEET The Points of Difference where the proposal does not comply with the specifications are listed as follows: Not included in the price given on the first page is stripping and re -waxing of the floor. The price for this would be $1,100 per time. We would give a minimum of three coats of wax to the floor each time, and recommend five to seven. Also not included is the carpet cleaning, which would be $200 a time. We recommend high-speed buffing of the waxed floor to remove scuff marks and maintain the appearance of the floor. We would do this every other month at no extra charge. The prices given on the first page are for their respective buildings, but our proposal is for all or none. Independent Contractor Statement It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties hereto or as constituting the Contractor as the agent, representative or employee of the City for any purpose or in any manner whatsoever. The Contractor is to be and shall remain an independent contractor with respect to all services performed under this Agreement. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of the Contractor or other persons, while engaged in the performance of any work or services required under the Agreement, shall have no contractual relationship with the City, shall not be considered employees of the City and any and all claims thaymay or might arise under the Unemployment Compensation Act or the Workers' Compensation Act of the State of Minnesota on behalf of said personnel arising out of employment or alleged employment including, without limitations, claims of discrimination against the Contractor, its officers, agents, contractors or employees, shall in no way be the responsibility of the City; and the Contractor shall defend, indemnify and hold the City, its officers, agents and employees harmless from any and all such claims irrespective of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall neither require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the City, including without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers' Compensation, Unemployment Insurance, disability, severance pay and PERA. Company/Individual Name: c%f7�0 44-1 Official Address: �ad v/ s`" / j-/ Signature and Title,} q3WX0141n Date: _ All 13 s m