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
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