4.12. SR 03-16-2015
Request for Action
To Item Number
Mayor and City Council 4.12
Agenda Section Meeting Date Prepared by
ConsentMarch 16, 2015Tim Simon, Finance Director
Item Description Reviewed by
Request for Proposal for Custodial Cleaning Gary Lore, Building Maintenance Supervisor
Services
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, the three year Request for Proposal (RFP) in the amount of $124,524 from
Perfection Plus for cleaning services.
Background/Discussion
Our current cleaning contract includes the Library, Activity Center, Trott Brook Barn, and Lion’s Park
building and terminates on April 11, 2015. Elk River Municipal Utilities (ERMU) was included in the
three-year Request for Proposal (RFP) as they would like to have cleaning services at the field office
facility and economies of scale existed by including them in the proposal.
Staff posted a RFP on the city website and sent a copy to several companies on January 13, 2015. In
addition, on January 28 a tour was provided to any vendor interested in proposing on the RFP to ensure
the scope of the work was understood. On February 27, 2015, the RFP’s were due and we received eight
proposals.
The proposals over the three-year period ranged from $124,524 to $233,082.
The building maintenance supervisor, assistant building maintenance supervisor, finance director and
ERMU water department supervisor interviewed three companies. Following the interviews reference
checks were completed.
Staff recommends accepting the three-year proposal from Perfection Plus in the amount of $124,524.
Staff spent extra time ensuring the recommended proposal can accomplish our goals and perform the
work as outlined. The RFP was written that during the first 90 days if unsatisfactory performance exists
we can cancel upon immediate notice and after the first 90 days we must give a 30-day notice. This was
done to ensure a high level of performance exists throughout the length of the contract.
Financial Impact
The 2015 budget includes cleaning services contract in the Library, Activity Center, and Parks and
Recreation departments. Based on the pricing received we anticipate a minimum savings of $28,900 over
the next three years from our current contract. No budget amendments needed at this time.
Attachments
N/A