HomeMy WebLinkAboutItem 8 - Cleaning Services Agreement Memo
MAYOR & COUNCIL COMMUNICATION
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DATE: July 1, 2014 CONSENT ITEM # 8 AGENDA ITEM: Authorize Contract for Cleaning Services
SUBMITTED BY: Adam Bell, City Clerk/Assistant City Administrator
THROUGH: Dean Zuleger, City Administrator
REVIEWED BY: Beckie Gumatz, Deputy Clerk
SUGGESTED ORDER OF BUSINESS (if removed from Consent):
- Introduction of Item ............................................................................ City Clerk
- Report/Presentation………………………………………… ............. City Clerk
- Questions from Council to Staff ............................................. Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
POLICY RECOMMENDER: City Clerk FISCAL IMPACT: $2,820 annually out of City Hall Budget Fund. This is $5 a month more than the current cost.
SUMMARY AND ACTION REQUESTED: It is respectfully requested that the City Council authorize the City to enter into a contract for cleaning services at the City Hall and the City Hall Annex. Following City procurement policies, the lowest responsible Bidder is
recommended. As part of its consent agenda, no specific motion is required. If removed from the consent agenda, the recommended motion for the action is as follows:
“Move to authorize the City to enter into a contract with Jani-King for cleaning services for City Hall and City Hall Annex” LEGISLATIVE HISTORY/ BACKGROUND INFORMATION: The current cleaning service provider, Town & Country Cleaning Services was selected in 2012 by the previous clerk to provide cleaning services for City Hall and the City Hall Annex. Since that time, the initial contract has expired and the City is currently operating under a month-to-month agreement. For
City Council Meeting [Consent Agenda Item 8]
July 1, 2014
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some time, staff has been less than pleased with the level of service. Staff decided to solicit
proposals for new service to see what it would cost to obtain a better value for the cost. The City of Lake Elmo is sought service again for City Hall and the City Hall Annex. In particular, the City seeks weekly cleaning services and specific monthly or quarterly cleaning services for the City Council chambers, the City Hall entrance, lobby, restrooms, offices and support areas, and
the City Hall Annex entrance/lobby, restroom, offices and support areas.
The City posted an RFP for Cleaning Services (Attachment 1) on the League of Minnesota Cities Marketplace website, the City’s website, as well as published in the St. Paul Pioneer Press. Staff met with 6 entities who indicated they were interested in submitting a proposal. However, only
two companies actually submitted proposals- Jani-King of MN and Bill’s Quality Cleaning. The
current provider, despite indicating that they would submit a proposal, notified the City that they forgot about the RFP deadline and could not submit a new proposal in time. The lowest responsible bidder was Jani-King with a price quote of $235 per month. The level of service proposed is almost double what the current provider offers for $230 per month. The proposal is
also the most complete proposal received.
Strengths The new provider offers a much higher level of service for almost the same price as the current provider, resulting in a much greater value. Weaknesses Cost is $5 more per month than current rate; however this is offset
by the increased value of the new proposal.
Opportunities Expanding service to other facilities in the city in order to maximize savings based economy of scale. The age and condition of the current City Hall facilities can be mitigated by an increase in cleanliness. Threats None known at this time
Service Provider Proposed Monthly Cost
Jani-King $ 235
Bill’s Quality Cleaning $ 504
RECOMMENDATION: Staff recommends approving the contract for cleaning services at the City Hall and the City Hall Annex to Jani-King of MN. As part of its consent agenda, no
specific motion is required. If removed from the consent agenda, the recommended motion for
the action is as follows:
“Move to authorize the City to enter into a contract with Jani-King of MN for cleaning services for City Hall and City Hall Annex”
ATTACHMENTS:
1) RFP for Cleaning Services 2) Jani-King Proposal/Agreement