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3.4 City Hall Janitorial Services Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks & Recreation Director Demant September 13, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/ Finance Director Flaherty City Attorney Kendell 3.4 City Hall Janitorial Services STRATEGIC VISION MEETS: THE CITY OF OTSEGO: 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. X 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 recommends the City Council accept the quotes for janitorial services at City Hall and approve a maintenance agreement. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: City staff solicited quotes using a Request for Quote (RFQ) packet that was sent to two cleaning providers. The RFQ includes a twice-a-week cleaning at City Hall. A summary of the quotes received follows: Cleaning Company CITY HALL Twin Cities Commercial Cleaning $800 Tegrete Corporation $612 City staff is recommending entering into a maintenance agreement with Tegrete Corporation, who is the current janitorial service provider. City Attorney Kendall has reviewed the maintenance agreement with recommendation of approval. SUPPORTING DOCUMENTS ATTACHED: • Maintenance Agreement POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the Maintenance Agreement between the City of Otsego and Tegrete Corporation. BUDGET INFORMATION FUNDING: BUDGETED: General Fund (101) – City Hall Department 101-41945-389 Yes © 2021 Tegrete Corporation revised 3/2021 This Maintenance Agreement (this “Agreement”), is entered into by and between Tegrete Corporation (Tegrete) and City of Otsego. Facility related services (collectively the “Services”) will be managed by Tegrete, in accordance with the terms of this Agreement, together with all subsequent Exhibits. Services Managed: Tegrete shall manage the Services at the facilities (collectively the “Facilities”) described in subsequent Exhibits. All specifications for the Services shall be set forth in the Exhibits. Additional Exhibits may be added to the Maintenance Agreement to reflect additional services managed by Tegrete. Service Providers: Tegrete shall contract with third party service providers (collectively, “Service Providers”) in order to provide the Services in accordance with the terms of this Agreement and the Exhibits. Tegrete will obtain proof of clearance from a national background check on each Service Provider employee engaged in providing services under this Agreement prior to the commencement of such services. Exclusions: will occur whereas a City of Otsego staff member requests an “Emergency Response” requiring less than 24 hours’ notice or for exterior ONLY services. Agreement Terms: The term of this Agreement shall be for a period of One (1) yearfrom the Effective Date. Tegrete may suspend Service Provider’s services, upon fifteen (15) days written notice, in the event that City of Otsego fails to make any payments required by this Agreement without cancelling this Agreement or invalidating City of Otsego’s obligations. However, City of Otsego shall have fifteen (15) days to cure any payment default. Either party shall give written notice of termination at least sixty (60) days in advance of the anniversary date no t to renew. In the event of a material breach by Tegrete, City of Otsego shall provide written notice of such breach to Tegrete, and City of Otsego may terminate the Agreement if such breach is not cured within thirty (30) days of Tegrete’s receipt of written notice. City of Otsego may terminate this Agreement without cause, sixty (60) days following receipt of written termination notice by Tegrete Scope of Work: Tegrete agrees to manage the services as outlined in the Exhibits and signed by City of Otsego. Upon request of City of Otsego, Tegrete may manage other services listed on additional Exhibits under the same terms and conditions. Pricing: In consideration of the faithful performance by Tegrete’s Service Providers, City of Otsego agrees to pay to Tegrete the sum of $612.00 per month plus applicable local state taxes on the first day of each month for the rendition of that month's service during the term hereof. All credits for nationally recognized holidays have been pre-determined in the monthly pricing. All invoices over thirty days past due will automatically accrue a five percent (5%) finance charge on remaining balances. The amount to be paid by City of Otsego may increase or decrease due to a change in Service Providers or services rendered. This monthly amount will automatically increase by 2% annually on the anniversary date of the Agreement. No Solicitation: It is agreed that City of Otsego or its staff may not at any time solicit or render the services of Tegrete’s staff or Service Providers, other than incumbent City of Otsego Service Providers, for a period of one hundred and twenty (120) days after a cancellation of this Agreement not as a result of a default by Tegrete. In addition, during the term of this Agreement, all communication, correspondence and/o r additional work orders must be presented to Tegrete’s management staff in place of or in addition to Tegrete’s Service Provider. Insurance: Upon execution of this Agreement, and prior to commencing any work or services with regard to Facility management, Tegrete will provide proof of auto liability and workers compensation insurance, commercial general liability insurance, $1,000,000 per occurrence and $2,000,000 general aggregate. Additionally, Tegrete carries a commercial liability umbrella policy of $4,000,000. It is expressly agreed that Tegrete is not, and shall not, be an employee, joint venture or partner of City of Otsego. Tegrete is a third party management company and will not be within the protection of coverage of City of Otsego Workers Compensation Insurance and no withholding of social security, federal, or state income tax or other deductions shall be made from the sums agreed to be paid to Tegrete herein. Resolution of Disputes: The venue of any dispute regarding this Agreement shall be in Hennepin County, Minnesota. The parties further agree that this Agreement shall be governed by the laws of the State of Minnesota, regardless of conflict of law principles. This Agreement shall become effective (the “Effective Date”) as of the date of the final signature, with an anticipated service start date of 10/1/2021. Tegrete Corporation City of Otsego Signature: Signature: (Authorized signature only) Printed Name: Teresa Carlson Printed Name: Date: 8/18/2021 Date: Exhibit A MAINTENANCE AGREEMENT © 2021 Tegrete Corporation revised 3/2021 JANITORIAL SERVICE Site Name Address Cleaning frequency (x per week) Days of Week City Hall/Public Works 13400 90th Street NE Otsego, MN 55330 2 Tuesday, Thursday Initial _ _ _ © 2021 Tegrete Corporation revised 3/2021 Exhibit B SCOPE OF WORK (SOW J City of Otsego City Hall-Public Works Building-Cities Scope of Services-10-2021) SCOPE OF SERVICES: 2X PER WEEK CLEANING • Empty all trash and recycling receptacles, replace liners, take trash and recycling to proper dumpster. • All interior wall glass surfaces, glass surfaces located in vestibule areas and interior office/ conference room spaces. • Exterior wall glass is to be done on an as needed basis. • Sweep & mop all hard surfaced floors. • Vacuum all carpeted areas. • Dust all windowsills, door frames, wall hanging picture frames and blinds. • Wipe down and sanitize all conference room tables, counter tops, light switches, and door handles. • • Clean all kitchen surfaces including sinks, microwaves, counter tops, and cabinet doors. • Disinfect all bathrooms, showers, and locker room areas. This includes but may not be limited to sinks, commodes, urinals, walls, floors, stall doors, shower enclosures, locker doors, benches, mirrors, soap and towel dispensers, doors and door handles, and light switches. • Refill toilet paper, paper towel, and soap dispensers (for both kitchen and bathroom areas). The cleaning company will be responsible for suppling all cleaning products, mops & mop buckets, and vacuums. It is the cleaning provider’s responsibly to provide clean rags and mop heads. Initial _ _ _