4.3 SR 04-17-2023Request for Action
To
Item Number
Mayor and City Council
4.3
Agenda Section
Meeting Date
Prepared by
Consent Agenda
Aril 17, 2023
Michael Hecker, Parks and Recreation Manager
Item Description
Reviewed by
Bid for Custodial Services
Lore, Facilities Maintenance Superintendent
-Gary
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, bid from Perfection Plus in the amount of $109,525 for Custodial Services for Municipal
Buildings, a three-year period from May 1, 2023, through April 30, 2026.
Background/Discussion
The custodial cleaning services bid is for the daily cleaning of the Elk River Public Library and weekend cleaning
of Lion John Weicht Park Restrooms and Servery, Trott Brook Barn, Youth Athletic Complex Restrooms and
Orono Park Restrooms. Custodial services at our park facilities will be performed by the city's full-time
custodians during the week.
The Request for Proposals of Custodial Services was first posted on the city website in early spring with a
mid -March submission deadline. Since we only received one bid, we re -posted with a deadline date of April 11.
We received two bids:
■ FBG $112,780
■ Perfection Plus $109,525.
Perfection Plus has been performing custodial services for the city for the past three years.
Financial Impact
Both bids came in under the budgeted amount for custodial services for the park facilities and library.
Mission/Policy/Goal
Responsible for every dollar — good stewards
Attachments
■ Bid Tabulation
■ Contract
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires pi ospei ly.
M
TUREJ
Updated.- Januag 2023
Municipal Buildings Custodial Services (#8429237)
Owner: Elk River MN, City of
Solicitor: Elk River MN, City of
04/11/2023 11:00 AM CDT
Section Tit) Line Item Item Code Item Descr UofM
1
Base Bid Total:
Engineer Estimate
Quantity Unit Price Extension
$0.00
1 1 Public Librz MONTH
36
2 2 Lions Park I MONTH
36
3 3 Trott Brool, MONTH
36
4 4 Youth Athl(MONTH
36
5 5 Orono Pares MONTH
36
6 6 Additional EACH
5
$0.00
Perfection Plus
FBG
Unit Price Extension
Unit Price
Extension
$109, 5 25.00
$112, 780.00
$2,490.00
$89,640.00
$2,475.00
$89,100.00
$150.00
$5,400.00
$205.00
$7,380.00
$60.00
$2,160.00
$185.00
$6,660.00
$125.00
$4,500.00
$120.00
$4,320.00
$200.00
$7,200.00
$120.00
$4,320.00
$125.00
$625.00
$200.00
$1,000.00
$109, 5 25.00
$112, 780.00
City
E
Request for Proposals
Municipal Buildings Custodial Services
City of Elk River, Minnesota
The City of Elk River
Butch Pelarski, Assistant Facilities Maintenance Superintendent
13065 Orono Parkway
Elk River, MN 55330
Proposals must be received by:
11:00 a.m. on Tuesday, April 11, 2023
Proposals are being accepted for Custodial Services in the following
City of Elk River Buildings
■ Public Library, 13020 Orono Parkway
■ Lions Park Restrooms and Servery, 1104 Lions Park Drive
■ Trott Brook Barn, 18282 Trott Brook Parkway
■ Youth Athletic Complex Restrooms, 9850 165"' Avenue
■ Orono Park Restrooms, 18599 Gary Street
March 17, 2023
To Whom It May Concern:
The City of Elk River is seeking custodial services for a three year period from May 1, 2023, through
April 30, 2026, in the following municipal buildings: Public Library, 13020 Orono Parkway; Lions
Park Restrooms and Servery, 1104 Lions Park Drive; Trott Brook Barn, 18282 Trott Brook
Parkway; Youth Athletic Complex Restrooms, 9850 165t' Ave; and Orono Park Restrooms, 18599
Gary St.; in accordance with the specifications and special provision in this request for proposals.
Questions must be submitted online via QuestCDN by 11:00 a.m., Monday, April 3, 2023.
Submit the proposal via QuestCDN by 11:00 a.m. CST on Tuesday, April 11, 2023.
Sincerely,
Butch Pelarski
Assistant Facilities Maintenance Superintendent
City of Elk River
2
3
4
5
6
Custodial Services For:
■ Public Library, 13020 Orono Parkway, approximately 16,818 square feet
■ Lions Park Restrooms and Servery, 1104 Lions Park Drive, approximately 1,500 square feet
■ Trott Brook Barn, 18282 Trott Brook Parkway, approximately 1,200 square feet
■ Youth Athletic Complex Restrooms, 9850 1651h Avenue, approximately 480 square feet
■ Orono Park Restrooms, 18599 Gary Street, approximately 480 square feet
LP
Location Unit Price Unit �3 ar Proposal Amount
O
Public Library $ Per mo
Lions Park Restrooms and Servery $ nth
Trott Brook Barn $
Youth Athletic Complex Restroom
Orono Park Restrooms O
Additional Cleanings
b Staff
Y
P*T 1
P x 36=
r month x 36=
Per month x 36= $
Per request $
ota (including sales tax)
*It is understood the proposer must submit on all items listed above. Any proposal which does
not contain a price for all proposal items will be rejected in its entirety.
Please include as an attachment to the proposal a price list of all your additional services
and rate.
Municipal Buildings Custodial Services
Elk River, Minnesota
SECTION 00400
Bid Form
Contract Identification: MUNICPAL BUILDINGS CUSTODIAL SERVICES
City of Elk River
This Bid Is Submitted To: City of Elk River, 13065 Orono Parkway, Elk River, MN 55330
The proposal of G ✓L 1 (�jf 1� /�( -S' j, c u (.� r
(hereinafter called BIDDER), organized and existing under the laws of the State of Minnesota
doing business as �V r �: i-f-mt.► i f *, to the City of Elk River (hereinafter called
'OWNER').
In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all
WORK for the construction of Municipal Buildings Custodial Services in strict accordance with
the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated
below.
By submission of this BID, each BIDDER certifies, and in the case of a joint BID each
party thereto certifies as their own organization, that this BID has been arrived at independently
without consultation, communication, or agreement as to any matter relating to this BID with any
other BIDDER or with any competitor.
BIDDER hereby agrees to commence WORK under this contract on or before a date to be
specified in the contract special provisions. BIDDER further agrees to pay as liquidated damages,
the sum of $600 for each consecutive calendar day thereafter as provided in Section 15 of the
General Conditions.
Name:
BIDDER acknowledges receipt of the following ADDENDUM:
Addendum No. Addendum Date
Name of person representing BIDDER who inspected site of proposed work:
Date of Inspection: 31(123
Bid Form 00400 - 3
Municipal Buildings Custodial Services
Elk River, Minnesota
* Insert "a corporation," "a partnership," or "an individual' as applicable.
Respec:7 Submitted:
Signature
-Oivar
Title
License Num er
(Seal — If bid is by a Corporation)
Attest
A j i 1Pd-
Company
Skq) o ar k �
Address
Date
Phone/Fax
Fax
I ((S— (.,a r
00400 - 3
Bid Form
1 I
1 I
1
1
Public Library
MONTH
36
$2,490.00
$89,64D.00
$2,475.DD
$89,1DD.00
2
2
Lions Park Restraoms and
MONTH
35
$1.54.DD
$5,4g0.DD
$205.0
$7,389.DD
Servery
3
3
Trott Brook Dam
MONTH
36
560.00
$2,166.00
$1&S.M
$6,66D.DD
4
4
Youth Athletic Complex
MONTH
36
$125.DD
$4,54U.DD
$124:DD
$4,320.00
Restrooms
5
5
Orono Park Restrooms
MONTH
36
520D.00
s7,200.0D
$120.DD
$4,32D.00
6
6
Additional Cleanings
Regucited by Staff
EACH
5
$125.DD
$625.DD
$200.DD
$1,fl0D.DD
1 Total:
$IID9,525.DO
$IIZ780.00
STATE OF
ss
COUNTY OF 1 -Uj
AFFIDAVIT OF NON -COLLUSION
I hereby swear (or affirm) under penalty of perjury:
1. I am the proposer (if the proposer is an individual), a partner in the proposer (if they proposer is a
partnership), or an officer or employee of the proposer corporation having authority to sign on its
behalf (if the proposer is a corporation):
2. The attached proposal or proposals have been arrived at by the proposer individually and have been
submitted without collusion with, and without any agreement, understanding or planned common
course of action with any other vendor of material, supplies, equipment or services described in the
invitation to proposal designed to limit individual proposals or competition:
3. The contents of the proposal or proposals have not been communicated by the proposer or its
employees or agents to any person not an employee or agent of the proposer or its surety on any
bond furnished with the proposal or proposals, and will not be communicated to any such person,
prior to any official opening of the proposal or proposals; and
4. I have informed myself regarding the accuracy of the statements made in this affidavit.
Subscribed and sworn to before me
Proposer
This day of > 20-LI.
(Firm making proposal)
Official Title
5
CERTIFICATION OF ACKNOWLEDGMENT BY PRINCIPAL
(For use where contractor is individual or partnership)
STATE OF
)SS
COUNTY OF )
I certify that the following person(s) personally appeared before me this day, each acknowledging to me that
he or she signed the foregoing document:
Notary Public
(Notarial Seal)
Name(s) of principal(s)
11
CERTIFICATE OF ACKNOWLEDGMENT
(For use where contractor is a corporation)
STATE OF
ss
COUNTY OF_ _)
On this day of , 20, before me personally appeared
and
to me personally known who, being duly sworn, did say that they are respectively the
that the seal affixed to the foregoing
instrument is the corporate seal of said corporation, and that said instrument was executed on behalf of the
corporation by authority of its Board of Directors, and said
and
corporation.
Notary Public
(Seal)
Full Name of Surety Company
Name of Attorney -in -Fact
Address of Local Agency
Address
acknowledged the instrument to be the free act and deed of said
Home Office Address
Name of Local Agency
Name of Agent Affixing Countersignature
Memorandum: Affix here Power of Attorney and Acknowledgment of Corporate Surety.
7
Instructions to Proposer
The foregoing is an explanation of the purpose and requirements of the custodial services for the city for
the period of May 1, 2023, through April 30, 2026.
The city is seeking a firm or individuals to provide quality custodial cleaning service at the Public Library
located at 13020 Orono Parkway; Lions Park Restrooms and Servery, 1104 Lions Park Drive; Trott Brook
Barn located at 18282 Trott Brook Parkway; Youth Athletic Complex Restrooms, 9850 165ffi Ave; and
Orono Park Restrooms, 18599 Gary Street.
Each proposer shall refer to Section 10 of this proposal for location of cleaning areas at each of the
buildings specified above. The contract requires there be one continuous cleaning period each day that the
service is performed at each building. Consistent starting times as defined in section 7.4 are also required.
The specifications and proposal form requires a unit price be stated for each building; therefore, an
"annual" fee or price is not applicable unless and until all services have been provided. For services that are
contained in Section 9 of the specifications, the contractor will be paid on a monthly basis.
Questions must be submitted online via QuestCDN by 11:00 a.m., Monday, April 3, 2023.
Butch Pelarski
Assistant Facilities Maintenance Superintendent
City of Elk River
E3
Specifications and Special Provisions
Custodial Services
■ Public Library, 13020 Orono Parkway
■ Lions Park Restrooms and Servery, 1104 Lions Park Drive
■ Trott Brook Barn, 18282 Trott Brook Parkway
■ Youth Athletic Complex Restrooms, 9850 1651h Avenue
• Orono Park Restrooms, 18599 Gary Street
Section I
Intent and Definitions
1.10 Intent
To furnish labor as herein specified and as necessary to provide custodial services for the city buildings
identified on the top of this page. (See section 7 for more information on equipment and supplies.)
1.20 Definitions
Unless other intention clearly appears, words and phrases (including technical words and phrases and such
others as have acquired a special meaning) shall be construed according to rules of grammar and according
to their approved usage as contained in the Merriam -Webster New International Dictionary, Second
Edition, Unabridged.
Wherever the following terms or pronouns in place of them are used in these specifications, the plans or
other contract documents, the intent and meaning shall be interpreted as follows:
Addendum
A supplement to the proposal form as originally issued or printed, covering additions, corrections or
changes in the proposal conditions for the advertised work, that is issued by the contracting authority to
prospective proposers prior to the date set for opening of proposals.
Additional Work
The increased quantity or amount of work above that is shown in the proposal and plans for each contract
item.
Request for Proposal
Inviting proposals for the work to be performed and or materials to be furnished.
Award
The acceptance by the contracting authority of a proposal, subject to execution and approval of the
contract.
Proposal Schedule
A listing of contract items in the proposal form, showing quantities and units of measurement and having
blank spaces for insertion of proposal prices.
Proposer
An individual, firm or corporation submitting a proposal for the advertised work.
Calendar Day
Every day shown on the calendar.
Certified Test Report
A test report, provided by a manufacturer, producer or supplier of a product, indicating actual test results or
analysis covering elements of specification requirements for the product or workmanship and including
validated certification.
Change Order
A written order issued by the owner to the contractor covering permissible adjustments and minor changes
or corrections and rulings with respect to omissions, discrepancies or intent of the specifications, but not
including any extra work or other alterations that are required to be covered by supplemental agreement.
Cleaning Hours
The hours of the day that contractor may perform custodial services.
Contract
The written agreement between the city and the contractor, identifying obligations of the parties thereunder,
including but not limited to performance of work, furnishing of labor and materials and basis of payment.
Contract Items (Pay Item)
A specifically described unit of work for which a price is provided for in the contract.
Contracting Authority
The political subdivision governmental body, board, department, commission, or officer making the award
and execution of contract as the party of the first part. In this case, being the City Council of the City of Elk
River.
Contractor
The individual, firm or corporation contracting for an undertaking of the prescribed work; the party of the
second part to the contract, acting directly or through a duly authorized representative.
City
10
(See owner)
Equipment
All machinery and equipment, together with the necessary supplies for upkeep and maintenance, and also
tools and apparatus necessary for the proper and acceptable performance of the contract within its intended
scope.
Extra Work
Any work not required by the contract as awarded but which is authorized and performed by supplemental
agreement at negotiated prices.
Assistant Facilities Maintenance Superintendent
The duly authorized representative of the contracting authority, acting directly or through their designated
representatives who have been delegated the responsibility for supervision of the service, each acting within
the scope of the duties and authority delegated to them.
Holidays
The days each year set aside by legal authority in recognition of special events and on which no public
business shall be transacted except as specifically provided in cases of necessity. Holidays shall be specified
by the city.
Owner
The public body or authority, corporation, association, firm or person with whom Contractor has entered
into the Agreement and for who the work is to be provided.
Proposal
The offer of a proposer, on the prescribed proposal form, to perform the work and to furnish the labor and
materials at the prices quoted.
Proposal Form
The approved form on which the contracting authority required proposal to be prepared and submitted for
the work.
Special Provisions
Additions and revisions to the standard specifications covering conditions peculiar to an individual building.
Specifications
A general term applied to all directions, provisions, and requirements pertaining to performance of the
work.
11
Supplemental Agreement
A written agreement between the contracting authority and the contractor, executed on the prescribed form
and approved as required by law, covering the performance of extra work or other alterations or
adjustments as provided for within the general scope of the contract, but which extra work or change order
constitutes a modification of the contract as originally executed and approved.
Winter/ Summer
Winter months are from November 1 to March 31, and summer months are from April 1 to October 31.
Work
The furnishings of all labor, materials, equipment, and other incidentals necessary or convenient to the
successful performance of the service and the carrying out of all duties and obligations imposed by the
contract upon the contractor.
Work Order
A written order, signed by the Assistant Facilities Maintenance Superintendent, of a contractual status
requiring performance or other action by the contractor without negotiation of any sort.
12
Section 2
Proposal Requirements and Conditions
2.10 Prequalification of Proposers
All proposers are required to submit at least three (3) referrals for whom the proposer provides services to a
similar client as the city, i.e., providing the same services to a similarly used facility which has an equivalent
amount of square feet as the Elk River contract. Please include the references as part of the proposal. Also
include an Affidavit of Non -Collusion and Certificate of Acknowledgement.
2.20 Contents of Proposal Form
The proposal form shall state the location and description of the services, the amount and nature of the
guaranty deposit required if any and the date the proposals will be due.
Bound within the proposal forms will be any Special Provisions and other supplementary requirements. All
papers bound with or attached to the proposal form are essential parts of the proposal and shall not be
detached from or altered without specific authorization. The plans, specifications and other documents
designated in the proposal are also a part thereof, whether attached or not.
2.30 Specifications and Site of Work
The proposer is expected to carefully examine the sites of the proposed work, the specifications, and the
proposal and contract forms, before submitting a proposal. The submission of a proposal shall be
conclusive evidence that the proposer has investigated and is satisfied as to the conditions to be
encountered in performing the work as to the requirements of the specifications and contract.
2.40 Preparation of Proposal
The proposer shall submit his or her proposal upon the forms furnished by the city. All figures shall be in
ink or typed.
The proposer's proposal shall be signed with ink by the individual, by one or more members of the
partnership, by one or more officers of each firm representing a joint venture or by one or more officers of
a corporation. If the proposal is made by an individual his or her name and post office address shall be
shown; by a partnership the name and post office address of each partnership member shall be shown; as a
joint venture the name and post office address of each member officer of the firms represented by the joint
venture shall be shown; by a corporation the state in which it was chartered, and the business of its
corporate officials shall be shown.
2.50 Delivery of Proposals
Each proposal shall be submitted via QuestCDN.
13
2.60 Withdrawal or Revision of Proposals
The city reserves the right to revise the plans, specifications and proposal for any project at any time prior to
the due date of proposals. Revisions will be made by Addendum, duly numbered and date, subject to the
following provisions:
a) Each addendum will be mailed, emailed or will be sent by facsimile to each prospective proposer
who has received a proposal form prior to the date of the Addendum. Each proposal form issued
after the date of an Addendum will have it attached thereto.
b) If the revisions made by an Addendum require considerable change or reconsideration on the part
of the proposer, the date set for opening the proposal may be postponed, in which case the
Addendum will include an announcement of the new date set for opening proposals.
c) Each proposer shall acknowledge receipt of each Addendum, either in the space provided on the
proposal for or by submitting a letter, facsimile or email prior to the date set for opening proposals.
2.70 Combination or Conditional Proposals
No combination or conditional proposals will be allowed other than those specifically set up in the special
provisions.
2.80 Evaluation of Quotes
Proposals will be opened and evaluated by the city Finance Director, City Clerk, Assistant Facilities
Maintenance Superintendent, and Recreation Manager.
2.90 Disqualification of Proposers
The following reasons may be considered sufficient cause for disqualification of a proposer and the rejection
of his or her proposals:
a) More than one proposal for the same work from an individual, firm or corporation under the same
or different name.
b) Evidence of collusion among proposers. Participants in collusion will receive no recognition as
proposers on future work until they have been reinstated as responsible proposers.
c) Evidence of falsification of any forms or documents submitted as part of the quote.
14
Section 3
Award and Execution of Contract
3.10 Consideration of Proposals
After the proposals are opened, they will be compared on the basis of the proposal price and who in the
judgment of the city would best comply with the requirements.
3.11 Rejection of Proposals
The right is reserved to reject any or all proposals, to waive defects and technicalities or to ask for new
proposals if, in the judgment of the city, its best interest will be promoted thereby.
3.20 Award of Contract
The award of contract, if it be awarded, will be made within sixty (60) calendar days after the opening of
proposals to the lowest responsible proposer who in the judgment of the city best complies with all
prescribed requirements. The successful proposer will be notified by letter, mailed to the address shown on
his or her proposal, that his or her proposal has been accepted subject to execution and approval of the
contract as required by law.
As a condition precedent to approval of a contract, a foreign or nonresident corporation to whom a
contract is awarded shall furnish proof that it has met all legal requirements for transacting business in the
State of Minnesota.
3.30 Cancellation of Award
The city reserves the right to cancel the award of any contract at any time and for any reason before the
execution of said contract by all parties without any liability against the city.
3.40 Execution and Approval of Contract
The contractor shall be signed by the successful proposer and returned within thirty (30) days after the
forms have been mailed to the proposer. If return of the executed forms within the specified time is
impossible due to the absence of one or more of the required signers, an extension of time may be granted
by the city provided satisfactory evidence is furnished that the forms will be executed.
3.41 Signature Requirement
All members of a partnership, and the president or vice president and the secretary or treasurer of a/each
corporation shall sign the contract. In the case of joint ventures, signature requirements shall apply to each
firm represented.
3.42 Proposer's Notice of Approval or Disapproval
Notice of approval or disapproval of the contract will be given to the successful proposer within ten (10)
days after the forms have been properly executed and returned to the Contracting Authority. No award shall
be considered binding, nor shall any contract become effective until the contract form has been fully
executed and approved as required by law.
15
3.50 Failure to Execute Contract
Failure on the part of the successful proposer, within the time allowed, to execute the contract of comply
with any other requirements -imposed precedent to approval of the contract, shall be considered just cause
for cancellation of the award and forfeiture of his or her Proposal Guaranty, not as a penalty, but in
liquidation of damages sustained by the city. An award may then be made to the next lowest responsible
proposer, or the work may be re -advertised or otherwise performed as the city may decide.
3.60 Contract Life
The contract, unless terminated as provided for in these specifications, shall be in effect through April 30,
2026.
16
Section 4
Legal, Relations, and Responsibility to the Public
4.10 Laws to be Observed
The contractor shall keep fully informed of all federal and state laws; all local laws, ordinances and
regulations; and all orders and decrees of bodies and tribunal having any jurisdiction or authority, which in
any manner affect those engaged or employed on the work, or which in any way affect the conduct of the
work. He or she shall always observe any comply with all applicable laws, ordinances, regulations, orders,
and decrees; and shall protect and indemnify the city and its representatives against all claims and liabilities
arising from or based on violations committed by him or herself or his or her employees.
4.11 Provisions Contrary to Law
If the contractor should discover any provisions in the contract that are contrary to or inconsistent with any
law, ordinance, regulation, order or decree, he or she shall immediately report it to the Assistant Facilities
Maintenance Superintendent in writing.
4.20 Permits, Licenses, and Taxes
The contractor shall procure all permits and licenses; pay all charges, fees and taxes; and give all notices
necessary and incidental to the due and lawful prosecution of the work. When requested, the contractor
shall furnish the Assistant Facilities Maintenance Superintendent with evidence indicating that he or she has
complied with any permit, license, or tax requirements.
4.30 Employee Health and Welfare
The contractor shall provide and maintain all sanitary and safety accommodations for the use and protection
of his or her employees as may be necessary to provide for their health and welfare and comply with state,
federal, and local codes and regulations, as well as those of other bodies and tribunals having jurisdiction.
4.40 Public Convenience and Safety
The contractor shall always conduct his or her operations and perform the work in a manner that will assure
the least possible obstruction and he or she shall provide for the safety of the general public as well as the
employees of the city.
4.50 Personal Liability of Public Officials
In carrying out the provisions of the contract and in exercising the powers and authorities granted to them
by or within the scope thereof, there shall be no personal liability upon the City Administrative Officers, the
Assistant Facilities Maintenance Superintendent, or his authorized representatives, it being understood that
in all matters they act solely as agents and representatives of the Contracting Authority.
4.55 Interest of Public Officials
No member, officer, employee, or agent of the city or of a local public body during his tenure or for one (1)
year thereafter, shall have any interest, direct or indirect, in this Contract or the proceeds thereof.
17
4.60 Indemnification, Insurance, and Protection of Lives and Property
The contractor shall defend, indemnify and hold harmless the city and its officers and employees from and
against all claims, damages, losses, expenses, including but not limited to attorney's fees, arising out or
resulting from the contractor's, its agents', or its assigns', performance of the contract.
In any and all claims against the city or any of its officers or employees by an employee of the contractor,
and subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of
them may be liable, the indemnification obligation under this paragraph shall not be limited in any way by
any limitation of the amount or type of damages compensation or benefits payable by or for the contractor
of any subcontractor under worker's on workmen's compensation acts, disability benefit acts or other
employee benefit acts.
The contractor must meet the insurance requirements in Section 4.80.
4.61 Injury or Damage to Person or Property
Should either party to the contract suffer injury or damage to person or property because of any act or
omission of the other party or of any of his or her employees, agents or others for whose acts is liable a
claim shall be made in writing to such other party within a reasonable time after the first observance of such
injury or damage.
4.62 Reasonable Safety Precautions
The contractor shall take all reasonable precautions for the safety of, and shall provide all reasonable
protection to prevent damage, injury or loss to:
a) Employees at the site and other persons who may be affected thereby.
b) His or her work and materials and equipment to be incorporated therein which are under the care,
custody and control of the contractor or any of his or her subcontractors.
c) Other property at the site or adjacent thereto.
4.63 Management of Workload
The contractor shall provide the appropriate number of employees and supervision to assure that the
workload is managed proficiently, assuring that the contracted buildings are cleaned to specifications. The
contractor shall also supervise and direct the work of the contract using his or her best skill and attention
and shall be responsible to the city for the acts and omissions of his or her employees, subcontractors, and
their agents and employees.
4.70 Insurance Indemnity
Unless otherwise provided by the city, the contractor in all cases will be required to carry insurance of the
kinds and in the amounts hereinafter specified. The contractor shall not commence work under the contract
until he or she has obtained all the insurance required by the specifications and until such insurance has
been approved by the owner or its agents.
18
4.80 General Liability and Property Damage Insurance Requirements
The contractor shall take out and maintain and maintain during the life of this contract, Commercial
General Liability and Automobile Insurance to protect the contractor from damage claims arising for
operations under this contract, which shall protect him or her and any subcontractor performing work
covered by this contract, from claims for damages for personal injury including accidental death under this
contract whether such operations by him or herself or by any subcontractor or by anyone directly or
indirectly employed by either of them and the amounts of the insured shall be as follows:
a) Worker's Compensation Insurance
1. Coverage B — Employer's liability with limits of not less than:
$500,000 Bodily injury by disease per employee
$500,000 Bodily injury by disease aggregate
$500,000 Bodily injury by accident
2. The contractor and his or her subcontractors, if any, must provide Worker's Compensation
Insurance for all employees, in accordance with the statutory requirements of the State of
Minnesota, including Coverage B, Employer's liability. Evidence of subcontractor insurance
shall be filed with the contractor.
b) Automobile Liability Insurance
1. Minimum limits of liability coverage for passenger vehicles such as cars, van or pickup truck,
unless it is being used to perform the service.
If the vehicle is towing equipment or a commercial vehicle, and all other vehicles, then
liability limits shall be the same as required under #c. General Liability Insurance, below.
2. Required Coverages
The contractor and his or her subcontractors, if any, shall maintain insurance to cover
liability arising out of the operations, use, or maintenance of all owned, non -owned and
hired automobiles in the amount of $2,000,000.00 combined single limit. Evidence of
subcontractor insurance shall be filed with the Contractor.
c) General Liability Insurance
1. Minimum limits of liability shall be as follows:
$2,000,000 Per Occurrence
$4,000,000 Annual Aggregate
$4,000,000 Annual Aggregate applying to Products/Completed Operations
2. Insurance coverages should include the following:
■ Premises and Operations Bodily Injury and Property Damage
■ Personal and Advertising Injury
■ Blanket Contractual
■ City of Elk River listed as additional insured
19
The contractor shall maintain insurance to cover claims, which may arise from operations under a
contract with the city, whether such operations are by Contractor or Subcontractor or by anyone
directly or indirectly employed under this contract.
d) If Contractor's work involves working with, or the potential release of a hazardous substance, then
the Contractor shall be required to procure double the insurance policy limits of those noted above.
4.81 Additional Insured
An important requirement of the contract insurance is that the city be listed as "Additional Insured" on a
primary and non-contributing basis by being added to your liability policy by endorsement. This
endorsement must accompany the certificate and must be provided to the city prior to the Contractor
beginning any work for the city. It may be mailed via regular U.S. mail or may be emailed to:
Mailing address:
13065 Orono Parkway
Elk River, MN 55330
Email address:
bpelarski@elkrivermn.gov
4.82 Contractual Liability Format
The contractual liability is to be either on a blanket basis for all written or oral contracts, or specifically
endorsed to acknowledge the contract between the insured and the city.
4.83 Written Notice of Insurance Cancellation
All certificates of insurance shall provide that the insurance company shall give the city thirty (30) days prior
written notice of cancellation, non -renewal or any material changes in the policy.
4.84 Additional Insurance
The above requirements are minimum amounts, and it is the sole responsibility of the contractor to
purchase and maintain additional insurance that may be necessary in connection with this contract.
4.85 Possession of Firearms on City of Elk River Premises
Unless specifically required by the terms of this contract, no provider of services pursuant to the contract,
including but not limited to employees, agents or subcontractors of the Vendor or Contractor shall carry or
possess a firearm on city premises or while acting on behalf of the city pursuant to the terms of this
agreement. Violation of this provision shall be considered a substantial breach of the Agreement; and in
addition to any other remedy available to the city under law or equity are grounds for immediate suspension
or termination of this contract.
20
Section 5
Employee and Contract Terms and Conditions
5.10 Subletting of Contract
The contractor shall not sublet, sell, transfer, assign or otherwise dispose of the contract or contracts or any
portion thereof or of his or her right, title or interest.
5.20 Qualifications of Workers
All workers shall have sufficient skill and experience to perform properly the work assigned to them. Upon
request by the Assistant Facilities Maintenance Superintendent and/or Recreation Manager, the contractor
shall submit satisfactory qualifications evidence for any person engaged in special work requiring
professional training. Any person employed by the contractor who does not perform his or her assigned
work in a proper and skillful manner or who is intemperate or disorderly, shall be removed from the
premises forthwith by his or her employer upon written request of the Assistant Facilities Maintenance
Superintendent, and shall not be employed again on any portion of the work without the Assistant Facilities
Maintenance Superintendent's consent. Should the contractor fail to remove such person or fail to furnish
suitable and sufficient personnel for the proper prosecution of the work, the Assistant Facilities
Maintenance Superintendent may suspend the work until the contractor has complied with these orders. All
the proposer's employees shall be subject to security screening and background checks by the city at any
time under this contract. Any of the proposer's employees deemed unsuitable by the city due to criminal
history, security violations or lack of citizenship or legal status documentation shall be precluded from
engaging in any service under this contract. Proposer shall be responsible to provide current employee
identification and legal status to the city on request throughout the term of the contract.
5.25 Facility Security
All workers as supplied by the contractor will be required to have I.D. name tags on at all times and be
identified by a master list filed with the city and be fully compliant with the security requirements
(background checks) as promulgated by the Police Department before they can work in city premises.
Under no circumstances will unidentified and unchecked workers be allowed to work in city facilities.
5.30 Hiring and Qualifications
All supervisors, cleaning personnel or other employees of the contractor shall be thoroughly trained in
proper maintenance and service procedures.
5.40 Employee Conduct
The contractor shall be responsible to always insure proper conduct by his or her employees while on city
facility premise. Smoking by employees shall be prohibited in city buildings at all times, including e-cigs.
Contractor's employees shall be prohibited from using telephone or office equipment except as may be
designated. Personnel deemed unacceptable by the city shall be replaced by the contractor within twenty-
four (24) hours after written notice by the Assistant Facilities Maintenance Superintendent.
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5.50 Failure to Maintain Satisfactory Progress
Should the contractor fail to perform satisfactory work, the Assistant Facilities Maintenance Superintendent
will require that additional forces, materials, or equipment be provided as he or she determines to be
necessary for bringing the work up to schedule and maintaining the level. Any failure to adhere to the
approved schedule will be considered prima facie evidence that the contractor has failed to provide
sufficient workers, equipment or materials to assure performance of the service within the specified time. If
the contractor fails to adhere to the approved schedule or fails to take action as ordered to remedy
unsatisfactory work, a notice of default may be issued as provided for in Section 5.71.
5.60 Methods and Equipment
Sufficient equipment of proper size and good mechanical condition or specific equipment as noted herein
shall be employed to prosecute the work to full compliance in a satisfactory manner and within the
prescribed time.
5.70 Default and Termination of Contract
The city, after giving due notice to the contractor and his or her sureties, shall have the power and authority
to take the prosecution of the work out of the hands of the contractor, without violating the terms of the
contract, if the contractor:
a) Fails to begin the work under the contract within the time specified; or
b) Fails to perform the work with sufficient workers and equipment and with sufficient materials to
assure prompt completion of said work; or
c) Performs the work unsatisfactorily or discontinue the prosecution of work without permission of
the Assistant Facilities Maintenance Superintendent; or
d) Fails to resume work which has been discontinued within a reasonable time after notice to do so; or
e) Become insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency; or
f) Allows any final judgment to stand against him or her unsatisfied for a period of ten (10) days; or
g) Makes an assignment for the benefit of creditors; or
h) Fails to carry on the work in an acceptable manner for any other cause whatsoever; or
i) Views any confidential information; or
j) Fails to keep a log of work performed as specified in section 7.10.
5.71 The Assistant Facilities Maintenance Superintendent will give the contractor written notice of any
breach of the contract that may be in default, together with a demand that such a delay, neglect or default be
corrected satisfactorily. If the contractor within a period of ten (10) days after such notice does not proceed
satisfactorily in compliance therewith the Assistant Facilities Maintenance Superintendent will exercise his or
her authority and notify the contractor of the action to be taken.
5.72 A notice shall be considered duly served when it is delivered in person or by registered mail, to the
contractor and his or her surety, or to their authorized representatives, including persons in charge of their
offices. Service of the notice shall be considered complete and sufficient when a properly addressed and
stamped envelope containing the notice is registered and deposited in any post office or U.S. letter box in
the state.
The city's authority to take the prosecution of the work out of the hands of the contractor shall include the
right to appropriate or use any or all materials and equipment as may be suitable and acceptable and to enter
22
into an agreement with others for completion of the contract according to the terms and provisions thereof
or to use such other methods as may be required to complete the contract in an acceptable manner.
All costs and charges incurred by the city together with the cost of completing the work under contract, will
be deducted from any monies due or which would have been payable under the contract if it had been
completed by the contractor. In case the expense so incurred by the city exceeds the sum which would have
been payable under the contract, then the contractor shall be liable for the excess.
5.80 Cancellation of Contract
When it is the finding of the city that the contractor is unable to obtain necessary labor or materials or is
otherwise prevented from proceeding with the work because of or under limitations imposed by law, rule,
regulation, or order of government or on account of any action of the public enemy, including those related
to priorities and third party actions, the contractor will be relieved of his or her obligations for performing
such portions of the contract that are delayed unreasonable thereby. The right is reserved to eliminate, in
conjunction therewith, such other incomplete portions of the contract as may be rendered useless,
unnecessary, or undesirable thereby. Also, the city reserves the right to make such alterations in the plans
and specifications as it deems necessary to complete the work to the extent possible under the
circumstances.
Termination without cause. Notwithstanding and provisions of this contract to the contrary, the city shall
have the right, in its sole option and discretion, to terminate this contract in its entirety or to terminate
service provider's obligations with regard to particular location(s), upon fifteen (15) days prior written
notice.
Termination of the contract or any portion thereof shall not relieve the contractor of his or her
responsibilities for the completed work nor shall it relieve the contractor of his or her obligations for and
concerning any just claims arising out of the work performed.
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Section 6
Payments
6.10 Scope of Payment
The Contractor shall receive and accept compensation provided for in the contract as full payment for
furnishing all materials and for performing all work under the contract in a complete and acceptable manner
and for all risk, loss, damage and expense of whatever character arising out of the nature of the work or the
prosecution thereof.
6.20 Basis of Payment
Any payment earned pursuant to this contract will be made not later than 30 days following the receipt of
the invoice. Invoices which are incomplete in any way will not be accepted for payment. Invoices will be
submitted individually in the same format as proposals are submitted by area.
Prior to the processing of any and all payments to the contractor pursuant to this contract
compliance with the City of Elk River's Finance Department regulations on the completion and
Ming of W-9 forms and other IRS and Minnesota Department of Revenue taxing forms is required.
6.21 Equal Opportunity Compliance
The city is an Equal Opportunity and Affirmative Action employer. The Contractor with the city is required
to follow and conform to applicable federal, state and city laws as they apply to the Contractors duty for
Equal Opportunity and Affirmative Action employment. It is the Contractor's responsibility to ensure
compliance with Equal Opportunity and Affirmative Action requirements. Failure to comply with applicable
Equal Opportunity and Affirmative Action employment requirements may lead to contractor sanctions.
24
Section 7
Special Conditions
7.10 General
The contractor shall provide Janitorial Maintenance Service as described herein at the following locations:
■ Public Library, 13020 Orono Parkway
■ Lions Park Restrooms and Servery, 1104 Loins Park Drive
■ Trott Brook Barn, 18282 Trott Brook Parkway
■ Youth Athletic Complex Restrooms, 9850 165`i' Avenue
• Orono Park Restrooms, 18599 Gary Street
Additional Information (Best Estimates — Contractor should verify if necessary)
Approximate square feet of tile for stripping and waxing in each building
Public Library — 0
Lions Park Restrooms and Servery — 0
Trott Brook Barn — 0
Youth Athletic Complex Restrooms — 0
Orono Park Restrooms — 0
2. Approximate square feet of cleaning area in each building
Public Library — 16,818
Lions Park Restrooms and Servery — 1,500
Trott Brook Barn — 1,200
Youth Athletic Complex Restrooms — 480
Orono Park Restrooms — 480
Approximate square feet of carpet in each building
Public Library — 100 (rugs)
Lions Park Restrooms and Servery — 0
Trott Brook Barn —1 rug
Youth Athletic Complex Restrooms — 0
Orono Park Restrooms — 0
4. Approximate square feet of ceramic tile in each building
Public Library — 1,500
Lions Park Restrooms and Servery — 0
Trott Brook Barn — 130
Youth Athletic Complex Restrooms — 0
Orono Park Restrooms — 0
25
Approximate square feet of no wax linoleum type flooring in each building
Public Library — 15,000
Lions Park Restrooms and Servery — 0
Trott Brook Barn — 0
Youth Athletic Complex Restrooms — 0
Orono Park Restrooms — 0
7.20 Changes in Scope of Contract
The city reserves the right to alter or modify this contract with respect to area, tasks or budget changes.
Fifteen (15) days written notice shall be provided to the contractor. Contract modifications shall be made by
Supplemental Agreement to the contract.
7.30 Nonperformance
Failure of the contractor to complete the tasks outlined in these conditions shall be a basis for termination
of the contract by the city as provided for in these specifications.
7.40 Hours
Cleaning hours are as follows:
■ Library building shall be from 10:00 p.m. to 7:00 a.m., Monday through Saturday, and all day on
Sunday.
■ Lions Park Restrooms and Servery shall be cleaned on Saturday nights between the hours of
10:OOpm and 6:OOam and additional cleanings if requested by Parks and Recreation staff.
■ Orono Park Restrooms shall be cleaned Friday and Saturday nights between the hours of 10:OOpm
and 6:OOam and additional cleanings if requested by Parks and Recreation staff.
■ Youth Athletic Complex Restrooms shall be cleaned on Saturday nights between the hours of
10:OOpm and 6:OOam and additional cleanings if requested by Parks and Recreation staff.
■ Trott Brook Barn shall be cleaned Saturday nights between the hours of 10:OOpm and 6:OOam and
additional cleanings if requested by Parks and Recreation staff.
*Additional cleanings would be requested at least 7 days prior to the extra cleaning date.
7.50 Equipment
The city shall supply all equipment necessary to perform the services herein except for those supplies listed
in Section 7.70. Equipment shall be maintained in clean, properly operating condition and shall be suitable
for the areas and tasks to be performed.
7.60 Supplies Provided by Owner
The city shall provide all cleaning materials required to perform cleaning tasks including but not limited to
cleaning compounds for floors, carpets, fixtures, glass and furniture, carpet spot cleaner, spill and stain
remover products, disinfectants, mops, dust cloths and polishes, and all paper products. Supplies shall be
kept in a neat and organized manner in the janitor's closets at each facility.
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7.70 Cleaning Area
Building cleanable area shall consist of the areas specified in Section 10.
7.80 Work Procedures
The contractor shall provide written procedures documentation to the Assistant Facilities Maintenance
Superintendent for approval prior to implementation to ensure building security, energy conservation and
compliance with specifications. A procedural requirement shall be maintaining a daily logbook at each
location on all contracted activities.
7.90 Sanitization Checklist
The contractor and employees shall fill out the daily sanitization checklist at the following locations:
■ Lions Park Restrooms and Servery, 1104 Loins Park Drive
■ Orono Park Restrooms, 18599 Gary Street
■ Youth Athletic Complex Restrooms, 9850 165Ih Avenue
■ Trott Brook Barn, 18282 Trott Brook Parkway
7.100 Supervision
The contractor shall provide a competent supervisor to be available on site or by phone during the working
hours of the contractor's workforce. The supervisor shall be responsible for the performance of the
contractor's employees and the physical security of the premises during the work shift and coordinating the
contractors over activities with the Assistant Facilities Maintenance Superintendent.
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Section 8
General Housekeeping Requirements
8.10 All cleaning material not supplied by the city must be of a type that will not have an immediate
extended detrimental effect on any of the surfaces being cleaned. All equipment, products, and supplies
shall be approved by the Assistant Facilities Maintenance Superintendent. Contractor will assume liability
for damage caused to plumbing fixtures, hardware, and carpet and floor surfaces by the use or accidental
spillage of abrasive materials, acids, waxes, strippers or other caustic materials. Proper use and training
working with chemicals is necessary and documentation of training is required.
8.20 Any foreign matter, spills, stains, marks, gum, or residue of any nature on any surfaces shall be
removed during regular cleaning operations on a nightly/daily basis.
8.30 Mechanical or other equipment used in the cleaning operations must be of a type that is approved in
the industry and shall be operated in such a manner as not to cause danger to employees or other
persons or damage the building structure, fixtures, furnishings, etc. Any injuries or damages of any nature
shall be immediately reported to the Recreation Manager at 763.772.5828. Carts used to carry
cleaning and/or waste materials will not be used to prop open or to push open doors within the bridling to
prevent damage to door surfaces. Door stop blocks shall be furnished by the contractor if doors need to be
kept open during cleaning.
8.40 Any building facilities, broken windows, equipment, fixtures or furnishing in need of repair or
replacement, including those resulting from vandalism, shall be reported immediately to the Parks and
Recreation Office at 763.635.1150 or the Recreation Manager at 763.772.5828.
8.50 Any items or articles of apparent value found by the contractor's personnel in any area of the
building or site shall be left in a safe secure place and noted in the daily logbook. Any item of major
concern shall be brought to the Recreation Managers attention.
8.60 Any articles of a suspicious nature that may be found or person noted loitering or conducting
themselves in a manner to arouse suspicion or possibly in need of help, shall be immediately reported to the
Elk River Police Department at telephone number:
Emergency: 911
Non -emergency: 763.635.1260
8.70 Necessary precautions shall always be taken to protect persons, property, and equipment from
injury and damage. All equipment used in cleaning operations shall be stored in a safe and proper manner
and in locations designated or approved by the Assistant Facilities Maintenance Superintendent. The
contractor is responsible for maintaining the designated areas in a clean an orderly condition. Any
flammable, volatile, or hazardous materials required in the janitorial service operations shall be stored in
such a manner and in locations approved by the Fire Underwriter's Association and the Assistant Facilities
Maintenance Superintendent. The contractor is responsible for Material Safety Data Sheets and required
safety training for employees.
28
8.80 The city in most of its buildings has in place a paper, can, glass, and plastic recycling, and
composting program. It shall be the contractor's responsibility to collect the recyclables and place in an
assigned collection bin.
8.90 Cleaning Standard
For the purpose of this specification, the following definitions are established, and conditions are designated
as either clean or dirty for ease in determining contract performance. The following standards of
performance shall be considered unacceptable.
8.91 Dust and Dirt
The presence of dust and dirt or related material on vertical or horizontal hard and soft surfaces to the
degree that it is noticeable and will mark clothing or skin.
8.92 Stains and/or Marks
The presence of stains and marks to the degree that is noticeable and alters the appearance of vertical and
horizontal hard and soft surfaces or items of furnishing.
8.93 Litter and/or Refuse
The presence of litter and refuse on top of, underneath, behind, or around vertical and horizontal hard and
soft surfaces or items of furnishing.
8.94 Sanitation
The condition of sanitation that will cause odor or create a public hazard. Liquid or solid deodorants are not
acceptable to control odors unless permitted by the Assistant Facilities Maintenance Superintendent. They
are not to be used unless authorized.
29
Section 9
Detailed Housekeeping Requirements
The detailed work requirements are intended to cover the custodial maintenance service required under this
contract in a general manner, but they may not be complete in all the details. If any items have inadvertently
been omitted that should be included to affect a complete job, they shall be included in the services
rendered and brought to the attention of the Assistant Facilities Maintenance Superintendent. The city
reserves the right to make changes to this schedule of services as it may find necessary or desirable from
time to time to satisfy the requirements of the city.
30
Section 10
Location of Cleaning Area
10.10 Areas
The areas to be cleaned under this section of the proposal are as follows:
■ Public Library
All areas of the library building located at 13020 Orono Parkway, Elk River, Minnesota 55330,
excluding the Mechanical room. Total square footage of area to be cleaned is approximately 16,818
square feet. Times available for cleaning will be from 10:00 p.m. to 7:00 a.m. Monday through
Saturday and all -day Sunday.
General Areas
Week Month Other
1. Empty wastebaskets and replace liners as needed (plastic
6x
liners supplied by the city). All waste to be moved to a
designated area, no waste to be thrown away unless clearly
marked.
2. Clean and sanitize drinking fountains
6x
3. Spot clean all interior windows and railing glass to remove
6x
fingerprints
4. Completely clean all interior glass
1x
5. Vacuum all entry mats
6x
6. Vacuum area carpets
1x
7. Dust mop or sweep all hard surface floors
6x
8. Spot clean spills and stains on carpets
6x
9. Damp mop or use floor machine on all hard surface floors
6x
10. Dust all accessible hi-lo horizontal surfaces including counter
2x
tops, windowsills, heating vents, light fixtures and furniture
11. Dry dust file cabinets and bookshelves
2x
12. Spot clean walls and doors
1x
13. Clean marks from kick plates
1x
14. Remove dust and cobwebs from return vents and ceilings
1x
15. Sanitize phones
1x
16. Shampoo upholstery
1x per year
17. Vacuum upholstered chairs and edge vacuum
1x
18. Collection and disposal of recyclable materials
6x
19. Put recyclables outside for weekly pick-up
6x
20. Clean and sanitize door handles and doorknobs
6x
31
Restrooms
Week
Month Other
1. Clean mirrors and chrome fittings
6x
2. Clean and sanitize sinks and countertops
6x
3. Clean and sanitize toilets (outside and inside)
6x
4. Clean and sanitize urinals (outside and inside)
6x
5. Empty waste baskets and liners
6x
6. Replace with basket liners
6x
7. Metal partitions and walls completely scrubbed
2x
8. Spot clean metal partitions and walls
6x
9. Restock restroom supplies (city provides)
6x
10. Sweep restroom floors
6x
11. Mop and sanitize restroom floors
6x
12. Clean grout on tile floors
2x per year
13. Clean exhaust and return vents
1x
14. Clean and sanitize door handles and doorknobs
6x
Main Entry and Reception Areas
Week
Month Other
1. Spot clean all entry glass and display cases
6x
2. Completely clean entrance door glass
1x
3. Vacuum mats
6x
4. Remove mats and clear floor
1x
5. Spot clean marks from kick plates
6x
6. Tile - sweep/dust mop
6x
7. Tile - wet mop or use floor machine
6x
8. Tile - clean grout
1x per year
9. Dust shelving
1x
10. Empty outside trash receptacle
6x
11. Clean and sanitize door handles and doorknobs
6x
Lunchroom
Week
Month Other
1. Empty all waste containers
6x
2. Clean and disinfect tables
6x
3. Clean chairs
6x
4. Clean and disinfect counter tops
6x
5. Clean sink and chrome fixtures
6x
6. Sweep and damp mop floor
6x
7. Spot clean walls
6x
8. Clean cabinet fronts, appliance exteriors, and ceiling return vents
1x
9. Spot clean spills
6x
10. Empty all recycling containers
6x
11. Clean refrigerator
1x per year
12. Refill product dispensers
As
needed
32
Community Room
Week
Month
Other
1. Clean and disinfect tables
6x
2. Spot clean chairs
6x
3. Scrub floor with floor machine
6x
4. Clean window ledges
1x
5. Empty all waste containers
6x
6. Clean and polish sink and fixtures
6x
7. Clean and sanitize door handles and doorknobs
6x
Study Rooms
Week
Month
Other
1. Empty all waste containers
6x
2. Clean and disinfect tables and chairs
6x
3. Sweep floor
6x
4. Damp mop floor or use floor machine
6x
5. Clean white boards
6x
6. Collection and disposal of recyclable materials
6x
Office Areas
Week
Month
Other
1. Dust window ledges
1x
2. Clean interior window glass
1x
3. Clean and sanitize phone receiver
2x
4. Dust phone
1x
5. Dust top of all storage areas and shelves
1x
6. Dust computer monitor screens
1x
7. Clean and sanitize computer keyboards
1x
8. Sweep and wet mop floor
6x
9. Clean and sanitize door handles and doorknobs
6x
Locker Room/Shower
Week
Month
Other
1. Completely clean tops and sides of lockers
1x
2. Clean and sanitize shower stalls
1x
3. Shower file -clean grout
1x per year
4. Sweep and wet mop floors
6x
5. Clean floors and grout
1x per year
6. Wipe and sanitize benches
Ix
Security
1. Leave designated lights on.
2. Conserve energy, turn off lights when leaving an area.
3. Close and/or lock all doors, reset security system.
4. All employees wear uniformed shirts and photo I. D. name tags when on duty.
5. Do not prop open entry doors.
6. Never allow unauthorized people into the building.
33
10.20 Areas
The areas to be cleaned under this section of the proposal are as follows:
■ Lions Park Restrooms and Servery
All areas of the Lions Park Bathrooms and Servery located at 1104 Lions Park Drive, Elk River,
Minnesota, 55330. Total square footage of area to be cleaned is approximately 1,500 square feet.
Cleaning will be between the hours of 10:00pm and 6:00am on Saturday nights and additional
cleanings if requested by Parks and Recreation staff.
Restrooms
Week
Month Other
1. Clean mirrors and chrome fittings
1x
2. Clean and sanitize sinks and countertops
1x
3. Clean and sanitize toilets (outside and inside)
1x
4. Empty waste baskets and liners
1x
5. Clean and sanitize urinals (outside and inside)
1x
6. Replace with basket liners
1x
7. Scrub walls completely
2x per year
8. Clean and sanitize door handles and doorknobs
1x
9. Spot clean walls
1x
10. Deep cleaning in the Fall and Spring
2x per year
Servery
Week
Month Other
1. Empty all waste containers
1x
2. Clean and disinfect tables
1x
3. Clean chairs
1x
4. Clean and disinfect counter tops
1x
5. Clean sink and chrome fixtures
1x
6. Sweep and damp mop floor
1x
7. Spot clean walls
1x
8. Clean cabinet fronts, appliance exteriors
1x
9. Clean interior of refrigerator
2x per year
10. Clean and sanitize door handles and doorknobs
1x
11. Deep cleaning in the Fall and Spring
2x per year
* Deep cleaning to be done 2 times per year before the water is turned off in the Fall and after the water is
turned on in the Spring.
34
10.30 Areas
The areas to be cleaned under this section of the proposal are as follows:
■ Trott Brook Barn
All areas of the Trott Book Barn located at 18282 Trott Brook Parkway, Elk River, Minnesota
55330. Total square footage of area to be cleaned is approximately 1,200 square feet. Cleaning will
be between the hours of 10:OOpm and 6:OOam on Saturday nights and additional cleanings if
requested by Parks and Recreation staff.
General Areas
Week Month
Other
1. Empty wastebaskets and replace liners as needed (plastic
1x minimum
liners supplied by the city). All waste to be moved to a
designated area, no waste to be thrown away unless clearly
marked.
2. Clean and sanitize drinking fountains
1x minimum
3. Spot clean all interior windows and railing glass to remove
1x minimum
fingerprints
4. Completely clean all interior glass
1x minimum
5. Vacuum all entry mats
1x minimum
6. Dust mop or sweep all hard surface floors
1x minimum
7. Damp mop all hard floors
1x minimum
8. Dust all accessible hi-lo horizontal surfaces including
1x
counter tops, windowsills, heating vents and furniture
9. Spot clean walls and doors
IX
10. Clean marks from kick plates
1x
11. Remove dust and cobwebs from ceiling/corners/ceiling
1x
return grates
12. Clean and sanitize door handles and doorknobs
1x minimum
13. Collection and disposal of recyclable materials
1x minimum
14. Put recyclables outside in dumpster for pick up
1x minimum
Restrooms
Week Month
Other
1. Clean mirrors and chrome fittings
1x minimum
2. Clean and sanitize sinks
1x minimum
3. Clean and sanitize toilets (outside and inside)
1x minimum
4. Clean and sanitize urinals (outside and inside)
1x minimum
5. Empty waste baskets and liners
1x minimum
6. Clean return air vents
2x per year
7. Restock restroom supplies (city provides)
1x minimum
8. Mop and sanitize restroom floors
1x minimum
9. Ceramic tile -clean grout
1x year
10. Clean and sanitize door handles and doorknobs
1x minimum
35
Security
1. Leave designated lights on.
2. Conserve energy, turn off lights when leaving an area.
3. Close and/or lock all doors, reset security system.
4. All employees wear uniformed shirts and photo I. D. name tags when on duty.
5. Do not prop open entry doors.
6. Never allow unauthorized people into the building.
All Facilities
1. Maintain a clean and orderly cleaning closet.
2. Do not leave trash in janitorial cart.
3. Rinse mops and buckets after use.
4. Maintain all city issued equipment in the proper manner.
5. Report any building issues or damage to the Assistant Facilities Maintenance
Superintendent.
6. Request supplies two weeks prior to running out.
10.40 Areas
The areas to be cleaned under this section of the proposal are as follows:
■ Youth Athletic Complex Restrooms
All areas of the Youth Athletic Complex Bathrooms located at 9850 165`h Avenue, Elk River,
Minnesota, 55330. Total square footage of area to be cleaned is approximately 480 square feet.
Cleaning will be between the hours of 10:OOpm and 6:OOam on Saturday nights and additional
cleanings if requested by Parks and Recreation staff.
Restrooms
Week Month Other
1. Clean mirrors and chrome fittings
1 x
2. Clean and sanitize sinks and countertops
1x
3. Clean and sanitize toilets (outside and inside)
1x
4. Empty waste baskets and liners
1x
5. Clean and sanitize urinals (outside and inside)
1x
6. Replace with basket liners
1x
7. Scrub walls completely
2x per year
8. Clean and sanitize door handles and doorknobs
1x
9. Spot clean walls
1x
10. Restock restroom supplies (city provides)
1x
11. Sweep restroom floors
1x
12. Wet mop and sanitize restroom floors
1x
13. Deep cleaning in the Fall and Spring
2x per year
* Deep cleaning to be done 2 times per year before the water is turned off in the Fall and after the water is
turned on in the Spring.
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10.50 Areas
The areas to be cleaned under this section of the proposal are as follows:
■ Orono Park Restrooms
All areas of the Orono Park Bathrooms located at 18599 Gary Street, Elk River, Minnesota, 55330.
Total square footage of area to be cleaned is approximately 480 square feet. Cleaning will be
between the hours of 10:00pm and 6:00am on Friday and Saturday nights and additional cleanings if
requested by Parks and Recreation staff.
Restrooms
Week Month Other
1. Clean mirrors and chrome fittings
2x
2. Clean and sanitize sinks and countertops
2x
3. Clean and sanitize toilets (outside and inside)
2x
4. Clean and sanitize urinals (outside and inside)
2x
5. Empty waste baskets and liners
2x
6. Replace with basket liners
2x
7. Scrub walls completely
2x per year
8. Clean and sanitize door handles and doorknobs
2x
9. Spot clean walls
2x
10. Restock restroom supplies (city provides)
2x
11. Sweep restroom floors
2x
12. Wet mop and sanitize restroom floors
2x
13. Deep cleaning in the Fall and Spring
2x per year
* Cleaning to be done 2 times per year before the water is turned off in the Fall and after the water is turned
on in the Spring.
11.10 Site Inspection
Each proposer is responsible for visiting the sites prior to quote submission and to become familiar with
work site conditions. A pre -proposal conference will begin at City Hall located at 13065 Orono Parkway,
Elk River, Minnesota. Contact the Assistant Facilities Maintenance Superintendent, Butch Pelarski at
763.238.3467 to inform him of your attendance at the pre -proposal conference.
37
CONTRACT FOR SERVICES
THIS AGREEMENT is made this day of 52023, by and between the CITY OF
ELK RIVER, a Minnesota municipal corporation ("City") and ,
a ("Contractor").
IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE
AS FOLLOW:
1. CONTRACT DOCUMENTS. The Contractor agrees to perform the services set forth in the
Contract Documents, which are hereby incorporated into this Agreement as if set forth herein. The
Contract Documents are 1) this Agreement 2) the City's Request for Proposals, and 3) the
Contractor's proposal. In the event any ambiguity or conflict among the Contract Documents listed
above, the order of precedence shall be the following order: (i) this Agreement; (ii) the City's
Request for Proposals, (iii) the Contractor's proposal.
2. COMPENSATION. Contractor shall be paid by the City for the services described in the
Contract Documents in accordance with the Contractor's proposal. The fees shall not be adjusted if
the estimated hours to perform a task or any other estimate or assumption are exceeded.
3. TERM. The term of this contract is May 1, 2023, through April 30, 2026.
4. STANDARD OF CARE. Contractor shall exercise the same degrees of care, skill, and diligence
in the performance of the services as is ordinarily possessed and exercised by a professional
Contractor under similar circumstances. City shall not be responsible for discovering deficiencies in
the accuracy of Contractor's services.
5. PERFORMANCE AND PAYMENT BONDS. Within fifteen (15) calendar days after the
execution of this Agreement and before any work or Services are rendered, the Contractor shall
furnish a performance bond and payment bond each in the amount of the Contract insuring the
faithful performance of the Agreement and payment of all obligations arising thereunder. If the
bonds are not submitted within the time frame, then the Agreement shall be considered void.
6. INDEPENDENT CONTRACTOR. The City hereby retains the Contractor as an
independent contractor upon the terms and conditions set forth in this Agreement. The Contractor
is not an employee of the City and is free to contract with other entities as provided herein.
Contractor shall be responsible for selecting the means and methods of performing the work.
Contractor shall furnish all supplies, equipment, and incidentals necessary for Contractor's
performance under this Agreement. City and Contractor agree that Contractor shall not at any time
or in any manner represent that Contractor or any of Contractor's agents or this Agreement for
Contractor's own FICA payments, workers compensation payments, unemployment compensation
payments, withholding amounts, and/or self-employment compensation taxes if any such payments,
amounts, or taxes are required to be paid by law or regulation.
38
7. SUBCONTRACTORS. Contractor shall not enter into subcontracts for services provided
under this Agreement without the express written consent of the City. Contractor shall comply with
Minnesota Statute § 471.425. Contractor must pay Subcontractor for all undisputed services
provided by Subcontractor within ten days of Contractor's receipt of payment from City. Contractor
must pay interest of 1.5 percent per month or any part of a month to Subcontractor on any
undisputed amount not paid on time to Subcontractor. The minimum monthly interest penalty
payment for an unpaid balance of $100 or more is $10.
8. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not
affect, in any respect, the validity of the remainder of this Agreement.
9. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This
Agreement supersedes all oral agreements and negotiations between the parties relating to the
subject matter hereof as well as any previous agreements presently in effect between the parties
relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the
provisions of this Agreement shall be valid only when expressed in writing and duly signed by the
parties, unless otherwise provided herein.
10. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Contractor must comply with
the Minnesota Government Data Practices Act, Minnesota Statues Chapter 13, as it applies to (1) all
data provided by the City Pursuant to this Agreement, and (2) all data, created, collected, received,
stored, used, maintained, or disseminated by the Contractor pursuant to this Agreement. Contractor
is subject to all the provisions of the Minnesota Government Data Practices Act, including but not
limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity.
In the event Contractor receives a request to release data, Contractor must immediately notify City.
City will give Contractor instructions concerning the release of the data to the requesting party
before the data is released. Contractor agrees to defend, indemnify, and hold City, its officials,
officers, agents, employees, and volunteers harmless from any claims resulting from Contractor's
officers', agents', city's', partner's, employees', volunteers', assignees, or subcontractors' unlawful
disclosure and/or use of protected data. The terms of this paragraph shall survive the cancelations
or termination of this Agreement.
THIS AGREEMENT is entered into by the undersigned parties as of the date written above.
39
CITY OF ELK RIVER
By:
John J. Dietz, Its Mayor
By:
Tina Allard, Its City, Clerk
CONTRACTOR
By:
Its