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