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Item 3.11 Cleaning Services0 TeF Otso MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks & Recreation Director Demant Utility Operations Manager Neidermeier March 22, 2021 PRESENTER(S) REVIEWED BY: ITEM #: Consent City Administrator/ Finance Director Flaherty City Attorney Kendall 3.11 Cleaning Services STRATEGIC VISION MEETS: THE CITY OF OTSEGO: X Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending the City Council accept the quotes for commercial cleaning services. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: City staff solicited quotes for cleaning services at Prairie Center and the Wastewater Treatment Facilities. This process was initiated once the 2021 budget was approved. The budget included funding for the addition of cleaning service at these three locations. The Request for Quotes (RFQ) packet was sent to three cleaning service providers. The RFQ includes a once -a -week cleaning at Prairie Center and a once -a - month cleaning at the Wastewater Treatment Facilities. Summary of Quotes: Cleaning Company PRAIRIE CENTER EAST WWTF WEST WWTF Total Twin Cities $400 $45 $45 $490 Commercial Cleaners DG's Classic Cleaning $975 $80 $120 $1,175 Tegrete Corporation $450 $50 $50 $550 City Attorney Kendall has reviewed the services contract and has provided his approval of the documents for City Council consideration. SUPPORTING DOCUMENTS ATTACHED: I • Quote: Twin Cities Commercial Cleaners • Services Contract POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to accept the quotes for commercial cleaning services and to approve a Services Contract with Twin Cities Commercial Cleaners for services at the Prairie Center and Wastewater Treatment Facilities. BUDGET INFORMATION FUNDING: BUDGETED: Fund 101— Prairie Center Department Yes Fund 601— Water Utility Fund 602 — Sanitary Sewer Utility /j TWIN CITIES JCOMMERCIAL CLEANERS The following proposal is presented to: 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 Advantages • Large Enough — Twin Cities Commercial Cleaners & Walz Enterprises is large enough to tackle any janitorial issue • Small Enough — We provide individual attention that caters to your specific needs • Pricing Transparency —Our clients take part in the pricing process to there are no surprises • Customized Schedule —Every client is different and has unique needs; we customize your schedule according to your needs • Worker Selection &Training o We recruit workers near your facility and we have devoted trustworthy employees already employed o A manager completes quality inspection checks on employees work throughout the month • Quality Service &follow through — We pride ourselves on quality service and follow through on any issue • Adhere to a plan that offers the least disruption to your business &its operation � TWIN CITIES )COMMERCIAL �J CLEANERS Quality Control Our service philosophy is based on the conviction that it's our job to manage the quality of you facties cleaning, not yours. Most cleaning companies take a passive approach to managing, and assume that if they don't hear from you everything is fine. By contrast, we do inspections throughout the month to ensure quality of service and take care of any issues of problems immediately. In addition, we would like to arrange for periodic inspections/tours of your facilities with you on a scheduled basis. You will have a dedicated person responsible for daily communications with our company. They will handle minor issues as they arise and provide oversight of the day-to-day cleaning needs, arrangements and training initially and on- going. 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 � TWIN CITIES ��- COMMERCIAL J CLEANERS General Provisions Frequency: Maintenance will be performed according to the "Schedule of Maintenance" listed in this proposal. The exact hours and days will be set by Twin Cities Commercial Cleaners and Walz Enterprises along with you dictated by the needs of the contract. Security: Your security procedures will be strictly adhered to by Twin Cities Commercial Cleaners, Walz Enterprises and its management. Supplies: Responsibility of supplies will be outlined as well as ordering and reviewing on -going supplies will be stated in the contract. Insurance: Twin Cities Commercial Cleaners and Walz Enterprises has in force the following policies: Public Liability, Property Damage and Workers Compensation. 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 TWIN CITIES COMMERCIAL CLEANERS Adjustments: The price set forth in this proposal is based on the necessary labor, supplies, equipment and supervision necessary to maintain your facility properly. In the event of aHy major changes in such conons, the contract may be either increased or decreased accordingly after month end. These adjustments will be mutually agreed upon. Terms: Should this proposal be accepted, it will form the basis of the agreement and will continue in effect for every 6 months and reviewed annually, except that it may be modified from time to time as set forth above. The contract may be terminated in its entirety by either party any time by giving notice in writing at least 30 days prior to date of termination. 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 � TWIN CITIES ((— )COMMERCIAL `J CLEANERS SCHEDULE OF MAINTENANCE All is included each clean (1x/week) General Office Area (City Hall/Public Works & Prairie Center buildinbs): Includes offices, conference rooms, vestibule, front &back lobbies: • Sweep or dust mop all hard -surfaced floors • Wet mop all hard -surfaced floors • Vacuum all carpet and carpet mats • Empty all trash and recycling receptacles, replace liners and place in appropriate dumpster • Clean, sanitize and wipe down hard surfaces including tables, counter tops, desks, light switches & doors • Dust all window sills, door frames, wall hangings picture frames and blinds • Clean all interior glass and glass surfaces located in vestibule areas, offices and conference rooms • Clean all kitchen surfaces including sinks, microwaves, counter tops & cabinet doors • Refill paper towels and soap dispensers 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 JTWIN CITIES COMMERCIAL CLEANERS Lavatory, Locker Room and Shower Maintenance: • Disinfect all restrooms, showers &locker room areas • Clean all sinks, toilets, urinals, partition walls, stall doors, mirrors, soap and towel dispensers, doors and door handles & switch plates • Clean locker room and shower areas, locker doors, benches and entrances • Sweep/dust mop and wet mop all floors • Refill toilet paper, paper towel and soap dispensers • Empty all trash and recycling receptacles, replace liners and place in appropriate dumpster General Office Area (West &East WWTF' Includes office area, lab &front lobby: • Sweep or dust mop all hard -surfaced floors • Wet mop all hard -surfaced floors • Vacuum all carpet and carpet mats • Clean, sanitize and wipe down hard surfaces including tables, counter tops, desks, light switches & doors • Dust all window sills, door frames, wall hangings picture frames and blinds • Clean all interior glass and glass surfaces in offices, lab and conference rooms • Clean all kitchen surfaces including sinks, microwaves, counter tops & cabinet doors • Refill paper towels and soap dispensers 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 TWIN CITIES COMMERCIAL CLEANERS Lavatory, Locker Room and Shower Maintenance: • Disinfect all restrooms, showers &locker room areas • Clean all sinks, toilets, urinals, partition walls, stall doors, mirrors, soap and towel dispensers, doors and door handles & switch plates • Clean locker room and shower areas, locker doors, benches and entrances • Sweep/dust mop and wet mop all floors • Refill toilet paper, paper towel and soap dispensers Optional Services Provided At Your Request • Carpet Cleaning —Request Quote • Stripping & Waxing tile floors — Request Quote • Tile and Grout Service — Request Quote • Exterior Window Washing — Request Quote • Misc Items (special projects, vent cleaning, etc) —Request Quote 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 TWIN CITIES COMMERCIAL CLEANERS Personnel: Selection: Aside from proper management we feel the single most important part in any building maintenance program is the personnel who are actually doing the cleaning. We hire those who are capable of being responsible for their actions within a client's building. Training: A person's training always begins by either being an experienced worker or working with one or a manager. We will then continue to check the employee's work until we feel comfortable that the employee is well trained. After this time, we will continue inspections at your facility. 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 � TWIN CITIES COMMERCIAL CLEANERS Pricing Sheet Our pricing includes the following: Employer's share of FICA & Medicare, Federal and State Unemployment Insurance, Workers Compensation Insurance, Supplies, Equipment and Equipment Repair, On -Site Supervision, General Liability Insurance, Umbrella Insurance and General Overhead Expense. We recommend 3-4 hours cleaning once a week for both the City Hall/Public Works and Prairie Center facilities. We also recommend 1-2 hours cleaning once a month in both the East and West WWTF facilities. However, you have the option to tailor your cleaning needs specifically to your request and functional demands of your building and its personnel. Location: Hours: Schedule: Monthly Rate: City Hall/Public Works 3-4 ix/week $400.00 Prairie Center 3-4 ix/week $400.00 West WWTF 1-2 1x/month $45.00 East WWTF 1-2 ix/month $45.00 763-370-9453 I michael.johnshoy@gmail.com 13413 44th Circle NE, St Michael, MN 55376 CITY OF OTSEGO SERVICES CONTRACT AGREEMENT, made this 22°d day of March, 2021, between the CITY OF OTSEGO, a political subdivision ("CITY") and Twin Cities Commercial Cleaners (TCCC). ("CONTRACTOR"); RECITALS CITY has awarded to CONTRACTOR the job described below, Description of Project: Preform cleaning services for the City of Otsego at the Prairie Center and the East and West Water Treatment Facilities. 1. Contract Performance. CONTRACTOR shall complete performance of the PROJECT in accordance with the TCCC proposal received January 16, 2021. 2. Compliance with Applicable Regulations. CONTRACTOR shall, pursuant to performance, comply with all applicable rules, regulations, statutes or ordinances of any other unit or agency of government, including but not limited to those relating to non- discrimination in hiring or labor practices, payment of all required withholding taxes, workers' compensation and unemployment compensation insurance, liability insurance, OSHA or other safety rules and regulations, construction practices, environmental practices, wetland protection measures, vehicular safety and/or weight restrictions, refuse disposal practices, and notices to employees, whether or not such rules, regulations, statutes or ordinances are set forth or adopted by reference in the Submission Requirements herein. Pursuant to Laws of Minn. Stat. 471,425, if CONTRACTOR shall fail to pay any subcontractor hired by CONTRACTOR under this project within 10 days after CONTRACTOR receives payment from CITY for work for which CONTRACTOR is liable to any subcontractor, CONTRACTOR shall be liable to the subcontractor for interest on the unpaid balance, at the rate of 1.5 per cent per month. Any subcontractor aggrieved by CONTRACTOR'S failure to remit payment to the subcontractor shall, for the purpose of enforcement, be considered a third -party beneficiary of this contract. However, nothing in this contract shall be deemed to impose upon CITY any duty to monitor, enforce or otherwise become involved in payments from CONTRACTOR to any subcontractor. 3. Indemnification. CONTRACTOR shall indemnify and save harmless CITY from any liability arising out of CONTRACTOR's failure to observe compliance with Paragraph 2. Contractor shall indemnify for any failure to comply with Paragraph 2 above. 4. "Warranty of Workmanship, Products and Timel�pletion. In addition to any warranty which might be part of the Plans and Specifications/Proposal, CONTRACTOR warrants that all work completed in connection with the PROJECT shall be done in a workmanlike and timely manner and in accord with applicable industry standards and that all chemicals and other products utilized by CONTRACTOR will be chosen for their effectiveness for the purpose used. Where materials are being furnished by CONTRACTOR, CONTRACTOR warrants that all materials will be of good quality and suited for the purpose for which they are intended." 5. Compliance with Statutory Requirements A. Worker's Compensation Contractor shall, at the time of execution of this contract, furnish evidence satisfactory to the City that Contractor maintains or is exempt from maintaining Worker's Compensation coverage, pursuant to Minnesota Statutes Chapter 176.182. B. Income Tax Withholding Prior to the time of final payment of any amounts owing to Contractor under this agreement, Contractor shall furnish a copy of Form IC- 134, certified by the Minnesota Department of Revenue, documenting that all withholding tax requirements have been observed by Contractor. C. Audit Pursuant to Minnesota Statutes Chapter 16C.05 (subd. 5), the books and records of Contractor which are relevant to the services being performed under this Contract shall be subject to inspection in accord with said statute, for a period of six years from the date of final payment hereunder. Notices Any notice which is or should be required to be given to CONTRACTOR shall be sufficient if addressed as follows, and deposited, postage prepaid, in the regular United States Mail. Notice shall be deemed to have been received on the third business day following the postmark: Twin Cities Commercial Cleaners 13413 44�' Circle NE St. Michael, MN 55376 4. Termination Either party may terminate this agreement on 30 days written notice to the other. 5. Payment City shall remit to Contractor the amounts billed for services assuming that Contractor has fully complied with all of the terms of this agreement, completing the project in a timely and compliant manner. IN WITNESS WHEREOF, the parties have executed this Agreement the date above written. CITY OF OTSEGO I� Mayor City Clerk CONTRACTOR By Its