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11-06-03 agenda~f~~G CITY OF RICHFIELD, MINNESOTA _ THURSDAY, NOVEMBER 6, 2003 SPECIAL CITY COUNCIL MEETING COUNCIL CHAMBERS 6700 PORTLAND AVENUE 5:30 P.M. AGENDA Call to order Roll call 1. Consideration of service agreement for City Hall Staff Report No. 248 Notes: Adjournment SPECIAL CITY COUNCIL BUDGET WORKSESSION COUNCIL CHAMBERS 6700 PORTLAND AVENUE IMMEDIATELY FOLLOWS SPECIAL CITY COUNCIL MEETING AGENDA Call to order Roll call 1. Discussion of 2004 Proposed Budget, including franchise fees, user fees and forestry issues Notes: Adjournment Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96 hours in advance to the Administrative Services Director at 612-861- 9702. AGENDA ITEM # I REPORT # 248 - ~ STAFF REPORT CITY COUNCIL MEETING NOVEMBER 6, 2003 REPORT PREPARED BY: SAMANTHA ORDUNO, CITY MANAGER Nance, TITLE COUNCIL PRESENTER: REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Consideration of service agreement for City Hall cleaning. I. RECOMMENDED ACTION: By Motion: Approve the attached contract with Jani-King for City Hall cleaning services for 2003/2004. II. BACKGROUND ~ For the last two years, the City Manager has examined many ways to cut costs and retain as much of our customers' expected service levels as possible. As you know, many staff members have been laid off in the past two years and even more full-time and part-time positions have been eliminated from both the 2003 and proposed 2004 budgets. These actions have resulted in the existing staff taking on more and more job responsibilities as positions are eliminated but not the work. In the past two years, one area has received close examination as to the cost- savings vs. service convenience both to the public and to the staff -City Hall cleaning and maintenance services. In the past, the benefits and convenience of having afull-time staff member on duty during the day and into the early evening lessened the movement in the direction of privatizing this service. However, recently due to less than satisfactory service from the company that the City contracted with for general cleaning services of the lobby and public safety areas, the contract was terminated. This prompted an examination of the current total level of service and related costs compared to contracting out for the same services. - Currently, the City has one full-time custodian whose duties include on-site cleaning: maintenance activities, meeting set-ups and take-downs, mowing the lawn during the related seasons and assisting with deliveries, equipment moves and storage. The City also employs apart-time person who cleans only specific 1106agreement areas of Public Safety. While the convenience of these services is valued, the costs of these conveniences are far more than what can be achieved through contracting out all cleaning services in City Hall. City staff sent an RFP to several cleaning companies and received three proposals: Jani-King $46,416.96 R.O.C, 49,203 Hodges Cleaning 54,084.85 The contract provides for cleaning services for the entire building to a standard that is more than satisfactory and also provides for additional cleaning services that would be separate from the base contract. In-house staff does not now provide the additional services outlined in the contract so these costs are not new costs. The contract also contains astart-up cost to get the building up to the base line standard. References have been checked on the two top companies and their customers have been more than satisfied with their performance. If the Council approves the contract, the company can begin work within one week, after Public Safety completes background checks on all service personnel. III. BASIS OF RECOMMENDATION A. POLICY • The Council has directed staff to continue cost-effective examinations of all City services and to reduce costs wherever prudent to do so. This action is consistent with that directive. B. CRITICAL ISSUES • Consequences of contracting out for cleaning services will result in the elimination of both the full and part-time staff. While this is emotionally difficult as one employee has been with the City over 20 years and is a valued member of our team, the cost savings are too great now and into the future to ignore, especially in the uncertain economic environment of cities given State aid reductions. Severance will be paid in accordance with City policies. C. FINANCIAL • Maintaining the current staff and secure the same level of outside cleaning service that we've had. in the past would cost the City approximately $80,000 in 2004. The cost savings by contracting out all cleaning services into one service agreement will save the City over $30,000 in 2004 with continued cost savings n the future. D. LEGAL • The Request#or Proposals met all State legal requirements. IV. ALTERNATIVE RECOMMENDATION(S) ~ • Reject all proposals and maintain curren V . ATTACHMENTS ~ • Request for Proposal • Three proposals level of in-house service VI. PRINCIPAL PARTIES BXPECTED AT MEETING ~ • None. ~ Public Works Department Specifications for the services required from a Commercial Cleaning Service for the City of Richfield .located at 6700 :Portland Ave. Richfield, MN 55423 MAYOR Areas of the City Hall Building to be Serviced MARTIN J. KIRSCH Break Rooms Conference Rooms Council Chambers CITY COUNCIL Elevators Entry Ways Exercise Room JOHNENGER SUSAN ROSENBERG Hallways Jail Cells Lobbies SUZANNE M. SANDAHL Locker Rooms *Office Areas Restrooms GERTRUDE ULRICH $talrwellS Outside Entry Way CITY MANAGER ' SAMANTHA ORDUNO • Work hours will be Sunday through Thursday, after 6:00 p.m. Representatives from the service will work closely with management in regard to use of acceptable personnel. • All service personnel will check to ensure the building is properly SECURED before leaving the building. • *All other areas not specified below will be considered office areas, i.e. supply room, booking room, report writing room, etc. • All trash liners, paper towels, toilet paper and soap will be supplied by the City of Richfield. • All chemicals and equipment will be supplied by contractors/vendors. • All trash is to be removed to the outside dumpsters daily. • All recyclable trash, including paper, newspaper, cans, and cardboard is to be removed to the outside dumpsters and/or bins when needed. fihe following duties will be done .DAILY Break Rooms & Lounges • Empty trash (replace liner if needed) • Clean and sanitize tables • Clean and sanitize countertops • Clean and polish sinks • Clean and polish drinking fountains • Clean outside and inside of microwaves • Sweep and mop floors • Spot clean glass Council Chambers and Conference Rooms • Dust all horizontal surfaces, including desktops, files, windowsills, chairs, tables, pictures and all manner of furnishings. • Empty trash (replace liner if needed) • Spot clean glass • Sweep and mop floors • Vacuum carpets and mats The Urban Hometown 6700 PORTLAND AVENUE, RICHFIELD, MINNESOTA 55423 612.861.9700 FAX: 612.861.9749 www.ci.richfield.mn.us AN EQUAL OPPORTUNITY EMPLOYER ' City of Richfield _ October 27, 2003 Page 2 Entry Ways and Lobby • Clean entry door glass inside and out • Sweep outside entry steps • Clean and sanitize doors and door handles • Dust all horizontal surfaces, including windowsills, chairs, tables, pictures and all MAYOR manner of furnishings. MARTIN J. KIRSCH . Empty cigarette holders • Empty trash outside doors CITY COUNCIL JOHN ENGER • Sweep and mop floors SUSAN ROSENBERG • Vacuum carpet and mats SUZANNE M. SANDAHL . Wipe Receptionist desk GERTRUDE ULRICH Exercise Room CITY MANAGER Empty trash (replace liner if needed) ~ SAMANTHA ORDUNO • Spot clean mirrors • Sweep and mop the floors • Vacuum carpets and mats Office Areas and Hallways • Dust all horizontal surfaces, including desktops, files, windowsills, chairs, tables, pictures and all. manner of furnishings. • Empty trash (replace liner if needed) • Spot clean glass • Sweep and mop the floors Restrooms. Locker Rooms & Jail Cells • Clean and sanitize sinks, urinals, toilets • Clean mirrors • Clean and sanitize countertops, walls and shower stalls • Clean towel and toilet paper dispensers • Clean and sanitize doors and door handles • Clean light switches • Clean and polish fixtures. • Clean trash cans and lids • Empty trash and replace liner • Empty sanitary bags and replace liner • Refill hand soap, toilet paper and paper towels • Sweep and mop and sanitize floors Stairwells Steps & Elevators • Clean and polish elevator • Sweep and mop steps • Sweep and mop the floors • Vacuum carpets and mats The Urban Hometown www.ci.richfield.mn.us AN EQUAL OPPORTUNITY EMPLOYER J City of Richfield _ October 27, 2003 Page 3 The following: duties will. be done WEEKLY. Break Rooms and Lounges • Clean light switches • Clean and sanitize~doors and handles MAYOR . Clean refrigerators (Thursday) MARTIN J. KIRSCH . Dust all vertical surfaces of chairs, tables and other office furniture. • Vacuum edges and corners CITY COUNCIL JOHN ENGER SUSAN ROSENBERG Council Chambers and Conference Rooms SUZANNE M. SANDAHL . Clean light switches GERTRUDE ULRICH • Clean and sanitize tables • Clean trash cans and lids CITY MANAGER • Clean and sanitize doors and door handles SAMANTHA ORDUNO • Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. • Sanitize phones • Spot clean walls • Vacuum edges and corners and beneath furniture. Entryways and Lobby • Clean thresholds and kick plates • Dust all vertical surfaces of chairs, tables and other office furniture. Office Areas and Hallways • Clean light switches • Clean and sanitize desks • Clean and sanitize door and door handle • Clean trash cans and lids • Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. • HIGH-SPEED buff the floors • Sanitize phones • Spot clean walls • Vacuum edges, corners and beneath all office furniture. Restrooms. Locker Rooms and Jail Cells • Clean light fixtures • Clean stalls and walls • Clean baseboards and edges • Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. • Pour sanitizer in drains • Sanitize bed mats in jail cells Tlae Urban Hometown www.ci.richfieltl.mn.us AN EQUAL OPPORTUNITY EMPLOYER J City of Richfield __. October 27, 2003 Page 4 Stairwells, Steps and Elevators • Clean all edges and corners • Clean light switches • Clean and sanitize doors and door handles • Clean trash cans and lids MAYOR . Dust all ledges and wall hangings MARTIN J. KIRSCH Exercise Room CITY COUNCIL • Clean light switches JOHN ENGER SUSAN ROSENBERG • Dust all ledges and equipment SUZANNE M. SANDAHL • Sanitize equipment GERTRUDE ULRICH . Vacuum all edges and corners and beneath equipment CITY MANAGER The followin will be°done MONTHLY. g SAMANTHA ORDUNO • Clean all air return vents and diffusers • Clean ceiling fans • Vacuum all upholstered furniture • Accomplish all high dusting not reached in the above mentioned cleaning The Urban HorrTetou~rz www.ci.richfield.mn.us AN EQUAL OPPORTUNITY EMPLOYER O O Commercial Cleaning Services C% Jan~~~ DAILY COMMUNICATION MAKES THE DIFFERENCE To keep the communication lines open between Jani-King and yourself, we will leave a memo pad at your desk. ffyou need special attention in a particular area, just leave a note; it's the first place we check when we come to a building. By the same token, if we come across anything wrong with the building, such as leaking plumbing, loose outlet boxes, doors not secured or low restroom supplies, we report it to you on the memo pad. ~ INSPECTIONS Jani-King will routinely inspect the building to make sure .all areas are being cleaned exactly the way it is specified in your contract. These inspection reports become part of your account file and are used to review and, if necessary, modify your customized cleaning program. In addition, we set up a log sheet on your account and contact you periodically to make sure the job is being performed not only to your satisfaction, but also ~ urs. FEEDBACK We value the input of everyone who is effected by our service. That is why, on a periodic basis, we leave this sheet at each desk in your facility. We want to know from your employees, or tenants, their evaluation of the job we are doing, as well as listen to their suggestions on how your building can be better serviced.. After we receive each performance evaluation, we review the findings with you. This has proven to be an excellent tool for keeping your employees, or tenants, satisfied with the cleaning / service. ONE-ON-ONE Each month a Contact Evaluation Sheet is completed and signed by the contact person. This one-on-one evaluation process helps the client and the cleaning crew to get to know and understand each other. This Evaluation Sheet will help to maintain the performance level to your satisfaction. ... 0 ~~ ~ Commercial Cleaning Services l-~~ Jani-King of Minnesota, Inc. 3033 Excelsior Boulevard 2003 OCTOBER 30 Suite 325 , Minneapolis, Minnesota 55416 (612)922-2292 Fax: (612)922-2240 CITY OF RICHFIELD United States Albuquerque DAVE CONRADS Atlanta • Austin 6700 PORTLAND AVENUE Baltimore • Baton Rouge Birmingham MN 55423-2560 RICHFIELD Boston • Buffalo , Charleston • Charlotte Chicago • Cincinnati Re: Jani-King of Minnesota, Inc. Cleveland • Cotton Columbia • Columbus Dallas • Davton Dem~er • Detroit Fort Worth • Greensboro Dear Dave, Greenville / Spartanburg Hampton Roads Hartford • Hawaii ou have afforded me concerning the subject of e and interest ti th f k h Houston • Hnntsville Indianapolis • Jackson y m or e you an T housekeeping for your facility. Jani-King of Minnesota, Inc. appreciates this opportunity. Jacksom~ille • Kansas City Knoxville • Las Vega Los Angeles • Louisville Enclosed is our completed proposal for a professionally operated cleaning program, Madison Memphis • Miami including the cleaning schedule. Mih+-aukee • Minneapolis Mobile • Nashville Ne++- Jersey • Ne++~ Orleans The total monthly charge represents your only cost, and is inclusive of: Ne+v York • Oakland Oklahoma City • Orlando Philadelphia • Phoenix . All labor Yittsburf,h • Portland Raleigh/Durham . All supervision Rhode Island Richmond • Sacramento • All equipment for cleaning Salt Lake City • San Antonio All payroll payroll taxes, insurance, etc. ~ ~ San Diego • San Francisco Seattle • SE Mississippi St. Louis • Tampa Bay l • T T Each Jani-King representative is fully covered by an insurance program .that protects you sa ucson u 1Nashingt°»• D.c. and your business in several ways. This comprehensive program provides complete Argentina coverage, including General Liability, Workers' Compensation, Destruction, Dishonesty, li A t and Disappearance Crime Insurance and Lost Key Insurance. ra a us Brazil Please contact me at (612) 922-2292 in the event you have questions regarding this `Canada osal or for additional information you deem necessary in assessing our proposal. ro p p France Trusting we may be of service, Great Britain Hon Kon ~~ g g Malaysia Rafe Ronning Account Executive Mexico Jani-King of Minnesota, Inc. New Zealand - Singapore South Korea Taiwan Turkey THE JANI-KING FRANCHISING CONCEPT JANI-KING is a commercial cleaning service, in the business since 1969, that has dramatically changed the commercial cleaning and maintenance industry. JANI-KING recognized years ago that serious problems existed with conventional cleaning services. These problems stemmed from a lack of proper supervision and communication and little concern about a job well done. At JANI-KING, we realize that quality work is directly related to the individual workers' training, motivation and supervision. Locating quality individuals who possess the ability to consistently supervise and motivate cleaning personnel can solve these problems. At JANI-HING, we look for an individual who will care as much about your building as you do. Because we cannot provide individuals with ownership in your company or your building, acts which would surely promote the quality and concern we look for, we offer individuals ownership in a business - a JANI-HING franchise. The JANI-KING FRANCHISING CONCEPT has enabled us to provide clients throughout the world, both large and small, with a business person who has the intelligence, attitude, desire and determination to maintain the high cleaning standards that you demand for your building. Each JANI-KING AUTHORIZED FRANCHISEE has successfully completed an extensive training program and, as a member of our team, has the procedures, personnel, equipment, insurance, bonding and support necessary to become an integral part of your maintenance program. Our franchisees' concern -the dedication to your building -cannot. be equaled. It is a pleasure to share the JANI-KING program with you, a program that has been the answer to cleaning problems encountered by building managers throughout the world. Please do not hesitate to call us for any additional information you might need. GENERAL PROCEDURES I. SUPERVISION • JANI-KING will stay in close contact with the management concerning all work performed. • All JANI-KING personnel will be trained and supervised to perform to the best of their ability in order to accomplish the cleaning you deserve. • All personnel will be checked regularly as to performances and ability to maintain JANI-KING standards. II. WAGE SCALE • All personnel will be paid no less than the minimum wage required by Federal Law. • Work hours, workweek, job methods, procedures, pay periods, and pay scale will be thoroughly explained to all personnel. III. SECURITY PROCEDURES AND INSURANCE • JANI-KING representatives will work closely with management in regard to the use of acceptable personnel • Before leaving the building, JANI-KING personnel will check to ensure that the building is properly secured. • JANI-KING will provide all necessary insurance and bonds on all JANI-KING personnel. '~ - ... :. - ~~ ~ CERTIFICATE NUMBER ~~AI.~Ia#' s , -~+~ERT~F~L~A~~G~~ _ ~ - ~, - ._..:~ ~ ;;.. HOU-000170553-75 :.... . PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS MARSH USA INC NO RIGHTS UPON THE CERTIFICATE HOLDER OTHER THAN THOSE PROVIDED IN THE 1601 ELM STREET POLICY. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE 2100 THANKSGIVING TOWER AFFORDED BY THE POLICIES DESCRIBED HEREIN. DALLAS, TEXAS 75201 COMPANIES AFFORDING COVERAGE EMILY GUERRERO 214/765-8636 COMPANY 01026-ALL-03104 MINNE A CONTINENTAL CASUALTY CO INSURED COMPANY JANI-KING INTERNATIONAL, INC. B FEDERAL INSURANCE COMPANY JANI-KING LEASING, INC., JANI-KING FRANCHISING, INC., COMPANY JANI-KING, INC. AND ITS SUBSIDIARIES C AMERICAN CAS. CO. OF READING, PA (CNA) 16885 DALLAS PARKWAY ADDISON, TX 75001 COMPANY D COVERAGES: - This certificatesupersedes.and.replaces any:preJiousiy~,issued:certificate=forahe policyperiodnotedzb low.. _. THIS IS TO CERTIFY THAT POLICIES OF INSURANCE DESCRIBED HEREIN HAVE BEEN ISSUED TO THE INSURED NAMED HEREIN FOR THE POLIC IOD INDICATED. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THE CERTIFICATE Y ISSUED OR MAY NOTWITHSTANDING ANY REQUIREMENT , PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, CONDITIONS AND L SIONS OF S ICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRA DATE (MM/D Y) LIMITS LTR GEN ERAL UABIUTY GE RAL ATE $ 2,000,000 A X COMMERCIAL GENERAL LIABILITY GL25731$$$U U8/Ul/03 08/ /U p D TS-COMP/OPAGG $ 1,000,000 CLAIMS MADE ~ OCCUR PER & ADV INJURY $ 1,00(1,00 OWNER'S & CONTRACTOR'S PROT C OCCURRENCE $ 1,00~,~00 E DAMAGE (Any one fire) $ 50,000 MED EXP An one n $ 5,000 AUT OMOBILE UABIUTY COMBINED SINGLE LIMIT $ 1,000,000 A X ANY AUTO BUA257319186 1/ / / ALL OWNED AUTOS BODILY INJURY $ (Per Person) SCHEDULED AUTOS HIRED AUTOS BODILY INJURY $ (Per accident) NON-OWNED AUTOS PROPERTY DAMAGE $ GARAGE UABIUTY AUTO ONLY - EA ACCIDENT $ ANY AUTO OTHER THAN AUTO ONLY: EACH ACCIDENT $ AGGREGATE $ EXCESS UABIUTY EACH OCCURRENCE $ 30,000,000 B X UMBRELLA FORM 37 627 08/01/03 08/01/04 AGGREGATE $ 30,000,00 $ OTHER THAN UMBREL 0 WO RKERS COMPENSATION D ' X ORY LIMITS ER C UABIUTY EMPLOYERS C 7 9124AOS 08/01/03 08/01/O4 EL EACH ACCIDENT $ 500,000 C THE PROPRIETOR! IN 57 19348 CA 08/01/03 08/01/04 EL DISEASE-POLICY LIMIT $ SOO,000 PARTNERS/EXECUTIVE EL DISEASE-EACH EMPLOYEE 000 $ SOO OFFICERS ARE: , THER A BLANKET EMP. DID-ION STY O / 169953786 01!01/03 01!01/04 LIMIT.: $250,000 /LOCATIONSNEHICLESlSPECIAL ITEMS NS DESCRIPTION OF OPERATI RE: JANI-KING OF MINNESOTA, INC., (MINNEAPOLIS REGION ), 3033 EXCELSIOR BLVD., SUITE 325, MINNEAPOLIS, MN 55416. CERTIFfCATE HOLDER ~` CANGECLATION ..: ,. - SHOULD ANY OF THE POLICIES DESCRIBED HEREIN BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF. THE INSURER AFFORDING COVERAGE WILL ENDEAVOR TO MAIL ~Q DAYS WRITTEN NOTICE TO THE • w CERTIFICATE HOLDER NAMED HEREIN, BUT FAILURE TO MAIL SUCH NOTICE SMALL IMPOSE NO OBLIGATKNI OR LIABILITY OF ANY KIND UPON THE INSURER AFFORDING COVERAGE, ITS AGENTS OR REPRESENTATNES, OR THE ISSUER OF THIS CERTIFICATE. MARSH USA INC. L ~ ! BY: Rex Cook - - ~ 1(3(02) - - " ` ~- -' _ VALID AS OF: 07/29/03 JANI-KING® MAINTENANCE AGREEMENT This Maintenance Agreement ("Agreement") is made as of the Effective Date below by and between Jani-King of Minnesota, Inc. ("Jani-King") and City of Richfield ("Client"). WHEREAS: •Jani-King is the franchisor of commercial cleaning and maintenance businesses; and, • Jani-King is in the business of providing commercial cleaning and maintenance services under the trade name and style of "Jani-King"; and, • Client is desirous of the services of Jani-King for the purpose of keeping its premises properly cleaned as outlined in the Cleaning Schedule; and, • Jani-King agrees to provide such services to Client; THEREFORE, in consideration of the mutual covenants and obligations set out in the Agreement, the parties hereby agree as follows: 1. PERFORMANCE OF SERVICES 1.1. Perforn~ance of the services scheduled shall begin the day of , 200_ 1.2 The services shall be performed at the following location: CITY OF RICHFIELD 6700 PORTLAND AVENUE RICHFIELD, MN 55423 1.3. The premises making up the working area under this Agreement will be known further in the Agreement as the "Named Areas", which are further defined in the Cleaning Schedule. 1.4. Jani-King agrees to service the Named Areas as scheduled five (5) times per week, Sunday through Thursday from 6:OOp.m. - 6:OOa.m. 1.5. Jani-King agrees to furnish all equipment, tools and paraphernalia necessary for the performance of its duties. The duties being to maintain the Named Areas in a neat, clean and orderly condition as outlined in the Cleaning Schedule attached hereto and by specific reference made a part of this Agreement. Client warrants that the premises to be serviced are free of asbestos, hazardous materials and hazardous waste materials. Client hereby agrees to hold Jani-King and its authorized franchise owners harmless from any and all liability resulting from any Jani-King personnel or authorized franchise owner or its personnel's exposure to such hazardous or harmful materials. MAINTENANCE AGREEMENT INT: 1NT: PAGE ] OF 4 2. PAYMENT OF SERVICES 2.1. Client agrees to pay to Jani-King each month the total minimum sum stated in the Pricing Schedule, on or before the last day of each month in which services are rendered. The Pricing Schedule is attached to this Agreement and made a part hereof for all purposes. Additionally, Client also agrees to pay any sales or use tax levied by a taxing authority on the value of the services provided or supplies purchased. Client agrees that all payments due and owing Jani-King, for any reason, shall be properly credited only when delivered to the following address: Jani-King of Minnesota, Inc. 3033 Excelsior Boulevard, Suite 325 Minneapolis, MN 55416 2.2. Credits for holidays were pre-determined and given as part of the monthly charge herein, and no other adjustments will be made for those holidays. 2.3. From time to time, as the parties may agree, the amount to be paid by Client may be increased or decreased to reflect an increase or decrease in the area of space serviced and the kind, amount or frequency of service to be rendered. Such modifications shall be binding only if in writing, signed by both parties. In the event mutual agreement relating to frequency of service, type of service, space serviced or amount to be paid cannot be reached, the frequency of service; type of service, space serviced or amount to be paid shall remain unchanged. 2.4. It is expressly agreed that, in the event the Minimum Wage Rate is increased during the term of this Agreement by either the Federal Government or the State Government within which this Agreement is performed, this Agreement may be increased proportionately to reflect such increase. 2.5. In the event payment for services is not received within thirty (30) days from the date such. payment is due, Jani-King may suspend services to Client until such payment is received. Suspension of services by Jani-King under this Section shall not deprive Jani-King of any of its remedies or actions against Client for past or future payments due under this Agreement, nor shall the bringing of any action for payment of services or other rights contained herein be construed as a waiver of any Jani-King rights. 3. INDEPENDENT BUSINESS RELATIONSI~P 3.1. It is expressly agreed that Jani-King will select and designate all personnel to perform its obligations under this Agreement. 3.2. Jani-King and any of its personnel are not, employees of Client but are independent contractors; and in this regard, such Jani-King authorized franchise owners will not be within the protection or coverage of Client's 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 Jani-King herein, the same being contract payments and not wages. 3.3. Client agrees that during the term of this Agreement, and within one hundred and eighty (180) days after termination, that Client will not employ any employees, agents, representatives or franchisees of Jani-King without the express written consent of Jani-King. Jani-King agrees that during the term of this Agreement and within one hundred and eighty (180) days after termination, it will not employ any employees, agents or representatives of Client without the express written consent of Client. MAINTENANCE AGREEMENT INT: INT: PAGE 2 OF 4 4. TERM OF AGREEMENT 4.1. The term of this Agreement shall be for one (1) year from the date services are scheduled to begin, as stated in Section 1.1., and shall be automatically extended and renewed on each anniversary date on the same terms and conditions, unless either party shall give written notice, as described herein, of termination at least thirty (30) days prior to such anniversary date. If timely notice is given for termination, this Agreement shall expire at midnight of the anniversary date. Otherwise, this Agreement may only be terminated for non-perfonmance as set out below. 4.2. Non-performance is defined as the failure, neglect or refusal to perform any act stipulated under this Agreement as outlined in the Cleaning Schedule attached. Before any termination for non-performance is effective, the terminating party must give the other party written notice, as described herein, specifying in detail the nature of any defect or failure in performance. Upon the effective date of the receipt of notice ofnon-performance, Jani-King, at its election, shall have thirty (30} days in which to cure the defect in performance to the reasonable satisfaction of Client. In the event the defect is not satisfactorily cured at the end of the thirtieth (30th) day from the effective date of such notice, the terminating patty shall provide written notification, as described herein, to the non-terminating party of the failure to satisfactorily cure the defect. This Agreement shall then terminate thirty (30) days from the date of the second notice. 4.3. In the event Client terminates this Agreement for any reason other than non-performance, as described above, Client agrees to pay, as liquidated damages, an amount equal to the total minimum sum stated in the Pricing Schedule multiplied by the number of months remaining under this Agreement. 4.4. All notices between Client and Jani-King shall be in writing. Any notice shall be deemed duly served if such notice is deposited, postpaid and certified, with the United States Postal Service, or a recognized common parcel courier providing express, receipted delivery to the address as stated in Section 2.1. herein for Jani-King or to the address stated on the signature page of this Agreement for Client. All other notices, including notices personally delivered to individuals performing services under this Agreement, shall be ineffective. Either party may change the address of notice by providing the other party written notice of such change. Time is of the essence for all notices required under the terms of this Agreement. 5. GENERAL PROVISIONS 5.1. In the event it becomes necessary for either party to institute suit against the other to secure or protect its rights under this Agreement, the prevailing party shall be entitled to all associated costs of the suit, including reasonable attorney's fees, administrative fees, court costs and damages as part of any judgment entered in its favor. 5.2. The terms of this Agreement shall be binding upon and inure to the benefit of Jani-King and Client and their respective heirs, representatives, successors and assigns, except as otherwise herein provided. 5.3. Any waiver by either party to this Agreement of a breach of any term or condition of this Agreement shall not constitute a waiver of any subsequent breach of the same or any other term or condition of this Agreement. 5.4. Jurisdiction and venue for any suit brought on this Agreement shall be in the governmental division of the county where the Jani-King regional office is located. 5.5. -Both parties agree that they have fully reviewed and discussed the terms of this Agreement, with the attached Cleaning Schedule, and acknowledge that the terms reflect the entire Agreement of the parties pertaining to its subject matter and it supersedes all prior contemporaneous agreements, representations and understandings of the parties. 5.6. Any changes or modification to this Agreement must be in writing, signed by both parties and attached hereto. MAINTENANCE AGREEMENT INT: INT: PAGE 3 OF 4 5.7. In the event any section, subsection, provision or clause of this Agreement or any combination thereof is found to be unenforceable at law, in equity or under any presently existing or hereafter enacted legislation, regulation, or order of the United States, any state or subdivision thereof or any municipality, those findings shall not, in any way, affect any other part of this Agreement which shall continue in full force and effect, and the unenforceable provision shall be interpreted in a manner that imposes the maximum restriction or obligation permitted by law. IN WITNESS WHEREOF, the Parties hereto have set their hands this day of 200_. Jani-King of Minnesota, Inc. Signature Rafe Ronnina Print Name Account Executive Title City of Richfield Company 6700 Portland Avenue Address Richfield, MN 55423 City, State, Zip 612-861-9180 Phone Number Signature Print Name Title MAINTENANCE AGREEMENT PAGE 4 OF 4 CITY OF RICHFIELD CLEANING SCHEDULE Named Areas: A. Break Rooms and Loun es B. Restrooms (10 ), Locker Rooms (2) & Jail Cells C. Council Chambers and Conference Rooms D. Entry Ways and Lobby E. Exercise Room F. Office Areas and Hallways *Note: All other areas not specified will be considered office areas. G. Stairwells Steps and Elevators I. NIGHTLY CLEANING A. Break Rooms and Lounges 1. Empty trash (replace liner if needed). 2. Lean and sanitize tables and countertops. 3. Clean and polish sinks and drinking fountains. 4. Clean outside and inside of microwaves. 5. Sweep and mop floors. 6. Spot clean glass. CLEANING SCHEDULE INT: INT: PAGE 1 OF 6 B. Restrooms (10 ), Locker Rooms (2 ), and Jail Cells 1. Clean and sanitize sinks, urinals, toilets, countertops, walls, shower stalls, doors and door handles. 2. Clean mirrors. -- 3. Clean towel and toilet paper dispensers. 4. Clean light switches. 5. Clean and polish fixtures. 6. Clean trash cans and lids. 7. Empty trash and replace liner. 8. Empty sanitary bags and replace liner. 9. Refill hand soap, toilet paper and paper towels. 10. Sweep and mop and sanitize floors. C. Council Chambers and Conference Rooms 1. Dust all horizontal surfaces, including desktops, files, windowsills, chairs, tables, pictures and all manner of furnishings. 2. Empty trash (replace liner if needed). 3. Spot clean glass. 4. Sweep and mop floors. _ 5. Vacuum carpets and mats. D. Entry Ways and Lobby 1. Clean entry door glass inside and out. 2. Sweep outside entry steps. 3. Clean and sanitize doors and door handles. CLEANING SCHEDULE INT: INT: PAGE 2 OF 6 _ 4. Dust all horizontal surfaces, including windowsills, chairs, tables, pictures and all manner of furnishings. 5. Empty cigarette holders. 6. Empty trash outside doors. 7. Sweep and mop floors. 8. Vacuum carpet and mats. 9. Wipe receptionist desk. E. Exercise Room 1. Empty trash (replace liner if needed). 2. Spot clean mirrors. 3. Sweep and mop the floors. 4. Vacuum carpets and mats. F. Office Areas and Hallways 1. Dust all horizontal surfaces, including desktops, files, windowsills, chairs, tables, pictures and all manner of furnishings. 2. Empty trash (replace liner if needed ). 3. Spot clean glass. 4. Sweep and mop the floors. G. Stairwells Steps & Elevators 1. Clean and polish elevator. 2. Sweep and mop steps. CLEANMG SCHEDULE II`i ~T~ PAGE 3 OF 6 3. Sweep and mop the floors. 4. Vacuum carpets and mats. II. WEEKLY CLEANING A. Break Rooms and Lounges 1. Clean light switches. 2. Clean and sanitize doors and handles. 3. Clean refrigerators (Thursday). 4. Dust all vertical surfaces of chairs, tables and other office furniture. 5. Vacuum edges and corners. B. Restrooms (10 ), Locker Rooms (2) & Jail Cells 1. Clean light fixtures. 2. Clean stalls and walls. 3. Clean baseboard and edges. 4. Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. 5. Pour sanitizer in drains. 6. Sanitize bed mats in jail cells. C. ~ Council Chambers and Conference Rooms 1. Clean light switches. 2. Clean and sanitize tables. 3. Clean trash cans and lids. 4. Clean and sanitize doors and door handles. CLEANING SCHEDULE INT: INT: PAGE 4 OF 6 5. Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. 6. Sanitize phones. 7. Spot clean walls. -- 8. Vacuum edges and corners and beneath furniture. D. Entryways and Lobby 1. Clean thresholds and kick plates. 2. Dust all vertical surfaces of chairs, tables and other office furniture. E. Office Areas and Hallways 1. Clean light switches. 2. Clean and sanitize desks. 3. Clean and sanitize door and door handle. 4. Clean trash cans and lids. 5. Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. 6. HIGH-SPEED buff the floors. 7. Sanitize phones. 8. Spot clean walls. 9. Vacuum edges, corners and beneath all office furniture. F. Stairwells, Steps and Elevators 1. Clean all edges and corners. 2. Clean light switches. CLEANING SCHEDULE INT: INT: PAGE 5 OF 6 3. Clean and sanitize doors and door handles. 4. Clean trash cans and lids. 5. Dust all ledges and wall hangings. G. Exercise Room 1. Clean light switches. 2. Dust all ledges and equipment. 3. Sanitize equipment. 4. Vacuum all edges and corners and beneath equipment. III. MONTHLY CLEANING **ALL NAMED AREAS 1. Clean all air return vents and diffusers. 2. Clean ceiling fans. 3. Vacuum all upholstered furniture. 4. Accomplish all high dusting not reached in the above mentioned cleaning. *NOTE: Jani-King agrees to work around meeting schedules whenever possible to make sure we do not disrupt the evening activities. Events past 11:OOp.m. may result in some areas not being cleaned unless prior arrangements are made. CLEANING SCHEDULE INT: INT: PAGE 6 OF 6 REQUESTED ADDITIONAL CLEANS FI.oolzs Upon request, the following services will be performed for an additional fee: Carpet Shampoo priced upon request ($50.00 minimum) Strip, reseal and refinish file floors priced upon request ($75.00 minimum) • Care will be taken to get into corners, along edges and beneath furniture. • Care will be exercised so that baseboards, walls and furniture shall not be splashed, marred, disfigured or damaged during these operations. WINDOWS Upon request, windows will be washed for an additional fee: Pricing provided upon request. Interior $ per square foot of surface glass Exterior $ per square foot of surface glass INITIAL: INITIAL: OTHER SERVICES 1. Defective or inoperable building equipment will be brought to the attention of CLIENT for example: • leakage or problem plumbing. • defective lights or lighting. • doors and/or gates not properly secured. • other unusual circumstances that might affect the security, maintenance or effectiveness of the facility. 2. A Teflon-type carpet protector will be applied, upon request, for an additional fee. 3. An anti-static material will be applied to all carpeting, upon request, for an additional fee. 4. Care will be exercised so that baseboards, walls and furniture will not be splashed, marred, disfigured or damaged during these or any other scheduled operations. 5. Janitor closets, equipment and materials will be kept in a neat, clean and orderly condition at all times. 6. Any emergency cleaning accomplished for a nominal fee. 7. SHORT NOTICE or EMERGENCY CONTRACT START-UPS. Jani-King is pleased to offer these services for an additional hourly charge plus supplies. A short notice start-up of a contract is defined as a start date within SEVEN (7) days of the date that the agreement was signed by both parties. Your representative can provide this additional pricing. IlvI'I'IAI.,: INTTIAL: CITY OF RICHFIELD INITIAL CLEAN There will be a one-time charge of $2,906.00 (Tax Not Included) to provide the following services on or before , 200 : (not to exceed 30 days from the date of this agreement. • Detail clean two restrooms in locker rooms in Public Safety, including $100.00 floor, walls, basins and all manner or fixtures, using. care to get into corners and edges. • Detail sweep and mop VCT areas in Public Safety. $30.00 • Detail dust including high dusting of ceiling vents and registers and $135.00 thoroughly vacuum all carpeting, taking care to get into corners, ledges, along edges, baseboards, doorframes, and beneath furniture in the Public Safety department. • Strip, reseal and refinish all vinyl the flooring in Public Safety department. $656.00 • Strip, reseal and refinish all vinyl the flooring in Administrative department. $300.00 • Shampoo and extract all carpet in Administrative Department. $1,685.00 III INITIAL. INITIAL. ~ I PRICING SCHEDULE CITY OF RICHFIELD 6700 PROTLAND AVENUE RICHFIELD, MN 55423 The Named Areas will be serviced according to the Cleaning Schedule FIVE (5) times a week for the monthly charge of: THREE THOUSAND SIX HUNDRED THIRTY TWO AND NO/100 DOLLARS ( $3,632.00 ) (Tax Not Included) I I INITIAL: _ Il~TI'I'IAL: ~ I JANI-KING OF MINNESOTA REFERENCES Dungarvin, Inc. Transport America 690 S. Cleveland 3303 Terminal Drive St. Paul, MN 55116 Eagan, MN 55131 Laurie Johnson Judy (651) 699-0206 (651) 686-2598 Calhoun Executive Building Aquarius Water Conditioning 3033 Excelsior Boulevard, #450 6027 Georgia Boulevard NE Minneapolis, MN 55413 Oakdale, MN 55128 Jennifer Gett (612) 285-9064 (952) 473-5727 Minnesota Tile Lehman's Garage 9703 Hudson Road 8533 West Highway 101 Woodbury, MN 55125 Savage, MN 55419 Ryan Christinson Kathy (651) 730-0477 (952) 890-8197 St. Paul Harley Davidson DJR Architecture 6899 Hudson Road 212 2"d Street SE #314 in a olis MN 55414 St. Paul MN 55128 M n a P Kurt Joan Poss (651) 738-2168 (612) 362-0431 Questar Questar Educational Services 2905 West Service Road 5500 Upper 147th Street West Eagan, MN 55121 Apple Valley, MN 55124 Ken Ken Eggen (651) 688-1594 (507) 340-8758 REVISED 10.03.2003 HODGES CLEANING COMPANY t..i,3iYit'31r. i S, lJi'!' i~•Ir' lil~lF..i Di.%~l!~[ls~'~-1 4._•l.r~!31i1lljlly ~~S~.Yi~•L 1925 WORCESTER AVENUE Z. ~ljli icy itigii ~+~-1!b (b51) b98-7149 (651)b98-0318 FAQ f ~i9 i 1 ~!~!!<-UL~ii City of Richfield _ ~tt[i_ vir. have %:or~raus 6700 Portland ave. S Ri~~iti~~t_ i~f~ ll~}%i Dear Mr. Dave. Thank you for the opportunity to submit a bid for your facility. Hodges Cleaning ~~~orTi~ar~v ~ur~oses to perfortr~ tits followtt?K service at your facility. Cittr l,itl Ior service is for fve davs a week. payable t~r~~ice each month. We will render the following service: • Tlie f~IIn. wing duties will he tl~ne Dnily Break Rooms & Lounges • Empty trash L(replace liner if needed) ° t.ie=a?i 2~~t! 3Fl911!!~e t_aLjiC-s • Clean and polish sinks ieni± ante i~olisld tErinkial~ ai~+~a~tairas • Clean outside and inside of microwaves • ~vrre~ ante aiao~i fioorrs Council Chambers and Conference Kooms • Dust all horizontal surfaces. including desktops, files, windowsills, chairs. tables. p!Ctur~s alit! al! tnaruter of ! lirllisllirlTs. • Empty trash (replace liner if needed} _ ~i 7f C1Pas~ alac^ ... j.., _ _......- a- .,., • ~u~QQ» aria mn~n f~t>t>r >>. ~ i = v a~uuiu arY~is dttu iiiai~ • Clean entry door glass inside oan out ;~weeji OiiiSite ei3tiv S%e~'iS • Clean and sanitize doors and door handles • E~usi ail i~orizoi~tal surfaces, illt:il.iitifi}.-' wirlllowsllls, chairs, tables pictures and aii manner of furnishings. • Fii'1Y1tC7 (`IiTai'P~P J'SAJ/3P'sc • Emt~ty trash t)titcirle dt>Org • Sweep and mop floors • v acuttni carpet and mats • wipe Receptionist desk Exercise Room • Empty trash (replace liner if needed) • spot cleat? tntrrors - • Sweep and mop the floors • Variii:r: rarriatc and mate t,..... VII1Ce r~reQS aIIU 11iL11WAV~ • Dust all horizontal surfaces, including desktops, tiles, windowsills, chairs, tables, pi..tures and ail manner of furnishing • Empty trash (replace liner if needed) • ~pUt Cleat, oia5c • Sweep and mop the floor Restrooms. Locker Rooms & Jail Cells • Clean and sanitize sinks. urinals. and toilets • Mean ttiirrrJrS • Clean and sanitize countertops. walls and shower stalls • ~ 'lea-, towel and toilet paper dispensers • Clean and sanitize doors and door handles ';Rar licskt c:~itr<}iFC ~._..-- -a- - ., ....__._., • t_;iCan anr~ »t)licli ~xti~rec iii - i. i• i ~.iecui irasu Cati aiiti >>us • F,mpt_y sanitary bags and replace liner ~.eill hang soap, toilet paper an~i paper ioweis • Sweep and mop and sanitie floors Stairwells Steps & Elevators Clean and polish elevator • Sweep and tnop steps • Sweep and mo_p the floors O ~Ja(`i iiiri'i !`ai'i"iPtC aril ri'IatC ..,._.._.._.., .r,.,.., .,.__...~......, i he following ciuiies will ue aone weekly Break Kooms and LounEes • Clean light switches • Clean and sanitize doors and 'handles • Clean refrigerators (Thursday) • Dust ail vertical surfaces of chairs, tables and other ort~ce furniture. • Vacuun edges and corners Council Chambers and Conference Rooms • Clean light switches • Clean and sanitize tables • Clean trash cans and lids • Clean and sanitize doors and door handles • Dust all vertical surfaces of desks, file cabinets, chairs, tales and other office furniture. • Sanitize phones • Spot clean walls • Vacuum edges and corners and beneath furniture Entrvwavs and Lobby • Clean thrresholds and kick plates • Must all vertical surfaces of chairs, tables and other office furniture Office Areas and Hailwavs • Clean light switches • Clean and sanitize desks • Clean and sanitize door and door handle • Clean trash cans and lids • Dust aII vertical surfaces of desks, file cabinets, chairs, tables and other office furniture • HIGH-SPEED buff the floors • Sanitize phone • Spot clean walls s va~i~Lilll Qi1gQ5,rr~rnarg ar~d haT}aath ,a•11 nf{-~a fi~rnitt~re nesiruums, i.ucicer Rums anu .fail Ceus • Clean Iight fixtures Clean stalls and walls • Clean baseboards and edges • must all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture • Pour sanitizer in drains • ~anitie bed mats in jail cells Ct~ircynllc~ Ctane ~n~ Flay~tnrc • l.ledll drill eU~GJ dlld l:UI11eIJ • Clean and sanitize doors and door handles ~;iean trash cans and lids • Dust all ledges and wall hangings Exercise Room • Clean light switches Dust all ledges and equipment • CanitlP PniiinmPnt ..., _ _r.__.. L'a~nnn~ all Pr-laPC and rnrnarc and hanaath PrniinmPnt ....,»......,.......a.,., ...._...,,,,...........,..,.,._.,.,..__ _.1.,._t,.__...... i ne following will be cone Ivioniniy • Clean all air return vents and diffusers _ ~ lean ceiling tans • Va~in?m all ~»hQlctere`1 ~rn~t~re e A~rr~n~nlieh all hic>h rliietina not rParhPr-1 in the ahn~rP_mPntinnPrl ~1Panina • Ivi .inaGPYnPni i !~i-r' 1vilvlti7i~T a r'niitrar~tr~r°c rPnrPCPitiatiilP will r'.rli7r'~ii ir't alt r>arl ~T murnini; lour. v i.i:- uiii i`v'r `u~.r V l~.L .J :s~~i/.w.'v"v' j3~'a '~'t"L'1~1~'~i . Outside of contract: Strip and wax vet. (3 coats include seal) Thank you for your consideration, we look forward to being of service to your company. C i n!`Pi'Pl V .~...__._ ~ e Alphonzo Hodges ROC, INC. Residential, ~ffice & ~iommercial Janitorial ~~ROC Solid Janitorial" Associate Member MADA Cleaning Proposal for Richfield City Hall Peter Mogren 612-581-2776 Owner - pmo~ren(a~rocjanitorial.com 24 Hours - 7 Days Arthur Harris 612-251-3598 Owner - aharris(a~rocjanitorial.com 24 Hours - 7 Days Ellen Stricker 612-386-3598 Custormer Service Manager 24 Hour Days estricker(a~roc1anitorial.com Fax 651-773-4807 www.roc_i anitorial.com ROC'S MISSION: "To be the BEST Janitorial Company in the Twin Cities" ROC INC Peter Mogren 612-581-2776 P.O. BOX 28384 Art Harris 612-251-3598 Oakdale MN 55128 Fax 651-773-4807 www.rocjanitorial.com October 20, 2003 Dear Mr. Conrads and City Manager, Thank you for your interest in ROC Janitorial and the time you spent with me touring your facility. I look forward to working with you and all the staff at Richfield City Hall. ROC Janitorial currently cleans over 2,000,000 square feet every night and we employee over 60 people in the Richfield area. ROC's personnel and operations offices are located at 6548 Oliver in Richfield. There are many reasons clients choose ROC, I would like to high light a few: 1. ROC delivers what we promise! When I tell you ROC is the BEST janitorial company in the Twin Cities that's not my opinion it's our clients. Please take a few minutes to call any of them and you will hear it your self. 2. Service that you can't believe. That's right you will be amazed at how detailed we are from day time customer service managers to 24 hour 7 day a week emergency service. ROC insures we manage the sanitation of your building so you can spend your valuable time on running a city. 3. ROC has the BEST employees, we can only deliver all this by hiring training and compensating the BEST employees in town. ROC has a turn over rate of 10% per year. We do this by offering the things the rest of the janitorial industry does not offer but should! Living wages, company paid uniforms, travel pay, heath insurance, paid vacations, life insurance, bounce program, 401k with 3% company match & much more. This is not the cheapest way to run a company but it is the best way to insure top performance. When you review my proposal and compare it to your current costs with in house employees remember to factor all your costs: Hourly pay, employer match taxes, worker compensation, insurance, benefit packages, supervision, supplies and equipment. I'm sure when you add it all up you will see ROC will save you money and deliver a clean problem free building. In closing, ROC is not the least expensive company, but we are the best and your employees and the citizens of Richfield will notice the difference. I would encourage you to talk to any of the buildings we service (including Farmington City Hall, Fire Station, Senior Center and Maintenance Building) and you will hear why so many people choose the BEST ROC Janitorial: Please review my proposal then we can get together and discuss any questions you may have. My cell # is 612-581-2776 I answer 24/7 & my email is pmogren~roc} anitoriaLcom. ROC's Mission: To be the BEST Janitorial Company in the Twin Cities ROC INC P.O. BOX 28384 Oakdale MN 55128 Peter Mogren 612-581-2776 Art Harris 612-251-3598 Fax 651-773-4807 www.rocjanitorial.com References: Farmington City Hall -Randy Distad: 651-463-1851 • Aveda Institute & Salon -Richard Mottl: 612-378-7402 • Duke Property Mgmt. -Lin Schirmer: 952-543-2900 • Unisource (Georgia Pacific) -Terry Dehn: 763-488-7200 • Orthopedic Center LTD -Linda Toske: 952-746-9185 • Scholastic Books -Connie La Nasa: 7b3-391-0930 • MADA Minnesota Automotive Dealership Association Dennis Oitman: 651-291-2400 • BMW Motorwerks -Scott Schwartz: 952-888-2700 • AMF Bowling Centers(4 locations) Lynn Roth: 763-566-6250 • United Properties -Greg Holliday :952-893-8801 • Border States Electric- Greg Hallifilder: 7b3425-5500 • Buerkle Buick and Honda -Mary Buerkle: b51-484-0321 • Saturn of St. Paul (4 locations) -Dave Roen: b51-55Z-9100 Walser Automotive (7 locations) -Dale Schneider: 952-888-9800 • Jim Lupient Automotive (5 locations) -Grant Osgood: 7b3-513-6738 • Luther Automotive (3 locations) -Scott Speth: 952-935-3371 • Denny Hecker's Southview Chevrolet -Eric Dealcey: 651-451-2211 • Park Jeep -Ken Nelson: 952-808-2440 • Countryside VW & Saab~John Schmelz: 651-484-8441 • Rosedale Chevrolet Julie Hanson: 651-639-2101 • 154 Residential Houses Monthly Dozens of references not listed .available upon request ROC's Mission "Be the BEST Janitorial Company in the Twin Cities" ~~/~~~ ®lVDA~. June 12, 2003 Dear Pete, ® gION~3Z~ -k00 \\`rst iti~h Srrrr~, Itichfirld. \l\ SS~'.~ On behalf of RB Honda, I'd like to take this opportunity to tell you how pleased we are with ROC. V~le've been with ROC for a couple of years and your service has been excellent.. We've had many cleaning services in the past and for the first couple of months they're great and then we're just another account. You have exceeded our expectations. You really do have a friendly cleaning crew and very detailed. We enjoy Ellen the most. She stops in once or twice a week just to see how things are going and to look our place over. We really feel like she is part of RB Honda because she cares. Pete, you have a very professional, upscale business with great employees. RB Honda hopes to grow old with ROC, Inc. Thank you for everything. With Warm Regards, ~ h Rita Ellickson - Controller \lrtro: (li]?) tibh-Sh3? (as: ((il?) %98-51-~> LI\ (ROO) .i25-?703 c-muiL• intc~firrhhonda.cum 4401 West 80th Street • Bloomington, MN 55437 • (952) 888-9800 PONTIAC BUICK GMC - ... G eS'~ o A July 30, 2003 ROC Inc. P.O. Box 28384 Oakdale, MN 55128 Dear Mr. Mogren: We pride ourselves in providing our customers a clean well-maintained facility to do business. ROC has been instrtunental in helping us maintain those standards. Our staff and management team have found ROC to provide quality service and dependability. We are pleased to recommend ROC Janitorial as a company committed to the satisfaction of their customers. - S' rely, Dale Schneider General Manager 'rer Pontiac Buidr DMC Walser Chevrolet Walser B/oominglon Dodge Walser Chrysler Jeep Walser Mazda Isazu Walser Leasing Walser Colllslon 6 6/ass (952) 868-9600 (763) 559.9300 (952)888.8891 (952) 935-2400 1952) 892.9800 (952)345-4020 (952) 884-8884 Motonverks MotorwerArs BMW Walser NJssan Walser (~drl~e 0/dsrnc8~ Walser ToyoM Walser Ford Wahers Red Wing CbryshrrCsMer Lincoln • Menarry • Mazda (952) 888.2700 (952) 435-5550 (952) 432-8200 (952) 888.5581 (952) 925-5500 (651)386.1170 (952)888.2271 Metro Sales (651)844-9725 www. walsercom ROC INC P.O. BOX 28384 Oakdale MN 55128 Peter Mogren 612-581-2776 Art Harris 612-251-3598 Faz 651-773-4807 www.rocjanitorial.com Cleaning ProDOSaI for Richfield City Hall 1. ROC will service Richfield City Hall per the "Specifications for the service required from a Commercial Cleaning Service for City of Richfield located at 6700 Portland Ave. Richfield, MN 55423" provided by City of Richfield and attached in this proposal. 2. ROC will provide a customer service manager to insure complete fulfillment of cleaning proposal and 24 hour emergency service. 3. ROC will carry workers compensation and liability insurance. 4. ROC will provide a $10,000.00 "Janitorial Service Bond". 5. ROC will conduct back ground checks on all personal. 6. ROC personal will wear photo identification badges and professional uniforms. 7. ROC will service building 5 days per week. 8. ROC will provide everything needed to complete scope of work unless listed in line #8 9. Richfield will supply toilet paper, paper towels, hand soap, sanitary bags, plastic bags and urinal screens. ROC can provide these items at an additional cost. 10. Richfield agrees not to hire ROC's employees for one year after termination of this agreement. 11. Cost to complete scope of work is $3850.00 monthly plus MN sales tag of $250.25 for a total of $4100.25 ROC will invoice Richfield on the 1'` day of the month and invoices are due by the 15`" of the same month. A 1.5% interest rate per month will be applied to all invoices over 30 day's past due. 12. This agreement can be terminated by either party for any reason with a thirty day written notice. 13. There will be no credit given for holidays Richfield inclosed. Start Date eter Mo Ow OC City of Richfield ROC's Mission: To be the BEST Janitorial Company in the Twin Cities Public Works Depairtme~t J. KIRSCH .~ ~ Specifl~cations for the services required~`from~ a ~. ~: . ~~:`~ Commercial Cleaning Service for the City of ~iichfieid lo~cated~ a~: 6700 Portland Ave. Richfi®id, MN ~ 55423 Break Rooms ~ Elevators ROSEN6ERG Hallways e M. sANOaHL Locker Rooms uoe utRiCH Stalrwalls Areas the City Ha t Building to be Serviced Conference Rooms Entry Wailys Jail Celts *Office Areas outside Entry Way Council Chambers Exercis® Room Lobbies Reetrooms aANaoER Work hours will be Sunday through Thursday, after 6:00 p.m. rHa oaouNO ~ RapresentatNes from the service will work closely with management in regard to use of acxeptable personnel. • Ail service personnel will check to ensure the building is properly SECURED before leaving the building. •All other areas not specified below will be considered office areas, i.e. supply room, booking room, report writing room, etc. • Ail fresh Nners, paper towels, talet paper and soap will bs supplied by the City of Richr+eld. • Ail chemicals and equipment will tae supplied by contrecbo-s/vendors. • All trash is to be removed to the outside dumpsters dally. • All recycWble trash, including paper, newspaper, cans, and cardboard is to be removed to the outside dumpsters andlor bins when needed. Tice following ~dutles will be done DAILY Break Rooms 8 Lounoes Empty trash (replace liner if needed) • Clean and sanitize tables • Clean and sanitize countertops • Clean and polish sinks Clean and polish drinking fountains • Clean outside and inside of microwaves • Sweep and mop floors • Spot clean glass Count t Ch bars and Ccnferenca Rooms Dust ail horizontal surfaces, including desktops, fates, windowsills, chairs, tables, pictures and all manner of furnishings. Empty trash (replace liner if needed) • Spot clean glass • Sweep and mop floors vacuum carpets and mats The Urban HvmeJown .ww.o.,in•eamiu. AN Ftitl~L OMaRTtMh1V EMPLOriR 7pd OG IL T007-TO ~lVT1t»L,T.I -,7 (f1~JT ~...~TV .su ~.+' ~ ~ -- 9700 PORtLANO AVENUE, R~CMFIELO, MINNESOTA 3823 812.881.9700 RAX: 912.991.9749 City of RichTieid October 27, 2003 Page 2 ~s E~tnl W vs and Loft Clean entry door glass inside and vut Sweep outside entry steps • Ciesn and sanitize doors and door handles • Dust ail horizontal surfaces, including windowsills, chairs, tables, pictures and al{ ~~on manner of fumishings. ~ J. KIRSCH • Empty cigarette holders • Empty trash outside doors COiNt~`' . Sweep and mop floors ~" ~R Vacuum carpet and mats . ROSENBEAG E M. saNpaNt. • Wipe Receptionist desk UOE UIRtCH ~XArC~ie_R2om eu-s~tea . Empty trash (replace liner if needed) iHA QRDUNO ~ Spot clean mirrors • Sweep and mop file floors Vacuum carpets and mats Optics Areas and Mattwavs • Dust all horizontal surFaoas, including desktops. files, windowsills, chairs, tables, pictures and all manner of furnishings. • Empty trash (replace liner if needed) Spot clean glass • Sweep and mop file floors Restroom3. ooker Roams S Jail Cells Clean and sanitize sinks, unnais, toilets • Clean mirrors • Clean and sanitize countertops. walls and shower stalia Clean towel and toilet paper dispensere • Clean and sanitize doors and door handles • Clean light switches Clean and polish fixtures • Clean trash cans and lids • Empty trash and replace liner ..Empty sanitary bags and replace liner • Refill hand soap. toilet paper and paper towels • Sweep and mop and sanitize floors Stal is teas & Elevators • Clean and polish elevator Sweep and mop steps • Sweep and mop file floors Vacuum carpets and mats The Urban Nom~tvw~t wWw.a,le~~++ ~t+EQWLor~oaruNm'E~a~wER ~~ - ~ ~IAJ 6 t 98Z Z 9 9N I 2133N I9N3 Q'73I dH~ I21 Wd 00: Z T £O-LZ-1 City of Richfield October 27, 2003 Page 3 The following d~utiea wll! be done WEEKLY. ~ ~ ~ ~ ~ -~ grew R sand Lounaea • Clean light switches • Clesn and sanitize doors and handles uiroR • Clean refrigerators (Thursday) N J. KIRSCH • Dust aft vertical surfaces of Chalrs, tables and other office furniture. Vacuum edges and comers coin nv ENGER Cou cif Chambers and Conference Roorn~ RQSENBERG p µ. SANOAML • Clean light switches iuoE uL~cH • Clean and sanitize tables Clean trash cans and lids IAANAGEiI . Clean and sanitize doors and door handles TMA OFiDUNO Dust 811 vertical surtaces of desks, file cabinets, chairs, tables and other o ce fumiture. Sanitize phones • Spot clean walls Vacuum edges and corners and beneath fumiture. En avs and L~zbbY Clean thresholds and kick plates Dust all vertical surfaces of chairs, tables and other office furniture. Office Areas and Haltwavs Clean light switches • Clean and sanitize desks • Clean and sanitize door and door handle Clean gash cans and lids post all vertical surfaces of desks, file cabinets, chairs. tables and other office fumiture. HIGH-SPEED buff til® floors Sanitize phones Spat clean walls • Vacuum edges, corners and b®neath all office furniture. Res s oc er and Jall C II Clean light fixtures Clean stalls and walls • Clean baseboards and edges Oust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. • Pour sanitizer in drains • Sanitize bed mats in jail cells The Uibar. Hometown I ww~.d.tlgNkWM.In ANEQW~OP~TUNITYENPLOYER b0'd 96L6I98ZT9 9NI2133NI9N3 Q'13IdH~I21 Wd 00:ZT £O-tZ-1~0 City of Richifeid "~`N/i°sa The followin wtll be does MONTHLY. fNA ORDUNO A • Clean aN air return vents and diffusers • Clean ceiling fans • Vacuum all upholstered furniture • Accomplish all high dusting not reached in the above mentioned cleaning The Urbm~ Hometown ~.a.rwmm~nnu~ .w n,wn cau~or~+ Octot~er 27, 2003 Pege 4 ~~~ - Sta s an Eteva • Clean aii edges and ~mers • Clean light switches • Clean and sanitize doors and door handles • Clean trash cans and lids aarot+ Dust all ledges and wail hangings N J. KIRSCH ~~~ iExercise oom ,N ~~ • Clean light switches ROSEtVeERG • Dust ap ledges and equipment E M. SANDAHL . Sanitize equipment uoe uLRicH Vacuum aii edges and comers and beneath equipment S0'd 96L6T98Li9 9NI2133NI`J'Na rt~~'r.~u-~tv ~.~-, +.+.-.- -- -- ROC INC P.O. BOX 28384 Oakdale MN 55128 Peter Mogren 612-581-2776 Art Harris 612-251-3598 Fag 651-773-4807 www.rocjanitorial.com October 20, 2003 PROJECT WORK FOR RICHFIELD CITY HALL 1. Strip and waz all VCT (detail edges corners) Apply 4 coats waz: $1295.00 2. One time initial clean up. All work complete in first week: $1595.00 • Clean all floors corner to corner. • Detail dust all office equipment, ledges, art work, shelves & vents. • Clean all glass inside and out. • Acid wash & machine scrub restroom and locker room floors. • Detail all restrooms floor to ceiling. • Spot clean walls. • Detail all trash cans & lids inside & out. • Detail all doors & handles, light switches & sanitize phones. • Clean exercise equipment. • .Detail break room cabinets, counter tops, sinks, refrigerator, microwave, tables & chairs. Vacuum & wipe all chairs. Cost and Terms 1. ROC will provide ali equipment and supplies necessary to complete the scope of work unless otherwise stated. 2. Ali non scope work will be billed at $28.00 per hour plus tax. 3. All work to be preformed one time. Any return trips to clean azeas not available to clean due to no fault of ROC will result in a $lOOAO trip charge. 4. ROC will bill at completion of work. 5. Terms: Ail invoices are due in 15 days a 1 '/2% interest rate per month will be added to any invoice over 30 days past due. Peter Mogren Owner ROC, Inc. ROC's Mission: To be the BEST Janitorial Company in the Twin Cities ROC INC Peter Mogren 612-581-2776 P.O. BOX 28384 Art Harris 612-251-3598 Oakdale MN 55128 Fax 651-773-4807 - www°.rocjanitorial.com Janitorial Transition Check List 1. Give notice to current janitor. Insure last cleaning day. 2. Collect all keys, spares & bathroom keys from current company. 3. Insure all equipment that you own stays in building 4. Provide 2 sets of keys for ROC & bathroom keys. (1 for cleaner & 1 supervisor). 5. Alarm code, company & telephone # & pass word. 6. Emergency contact names & numbers (after hour's emergency). 7. Tour of building with ROC. _ 8. Name & # of who is providing supplies (tp, bags ect.) - 9. Name, # & email for main contact person. 10. Additional comments. *These list is to help you have a smooth transition between companies. **Questions or concerns please contact Pete @ 612-581-2776 or Ellen @ 612386-8534. ROC's Mission: To be the BEST Janitorial Company in the Twin Cities ACORD,~ CERTIFICATE OF LIABILITY INSURANCE io,iu%2 of PRODUCER (763) T88-9274 FAX (763) 788-0910 THIS CERTIFICATE 1S ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERT~ICATE McAI pi n Agency Inc HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 4230 Central Ave NE ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Cal umbia Heights, N9V '55421 INSURERS AFFORDING COVERAGE Linda Mlynlan INSURED R 0 C Inc INSURER A: UniTrin 5012 Madison St NE INSUR~xB: ColuRlbia Heights, MN 55421 INSUR~c: INSURER D: WSURER E COVERAGES ,.wTCr, w~n•nnrrtvcrentntntc THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE WSUI;ED Ivwvltu Ivavvc rv~c r ric ~.+~••- • ~ •-•-•~-•- • -•-•--^ • __.. __ . _ _... -- -- __ -- . ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUN~NT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDffiONS QF SUCH POLICIES. AGGREGATE L6IAITS SHOWN MAY HAVE BEEN REDUCED BY PAID C1.AgNS. ~ POLICY NUMBER POLY LIMITS 'R TYPE OF INSURANCE GENERAL LIABILITY PP30770710282 10/01/2002 10/01/2003 EACH OCCURRENCE S 1, O00 , ~ FlRE DAMAGE (Am one fue) S ZOO , t X COMMERCIAL GENERAL LIABILITY CLAIMS MADE Q OCCUR MED EXP (Any one person) S 5 , f, PERSONAL 8 ADV INJURY S 1 OOO , t A GENERAL AGGREGATE OOD ~ S 2 PRODUCTS -COMP/OP AGG , , OOO E 2 GEN'L AGGREGATE LIMB APPLIES PER: POLICY JECi LOC 002 2 0/01/2003 , , AUTOMOBILE LIABILITY PP30770710282 IO/OI/ , COMBINED ~~ uMIT (Ea accident) s 1,000 , I X ANY AUTO ALL OWNED AUTOS BODILY INJURY (Per person) S A SCHEDULED AUTOS HIRED AUTOS BODILY INJURY (Per accident) $ NON-OWNED AUTOS PROPERTY DAMAGE (Per axident) g AUTO ONLY - EA ACCIDENT 5 GARAGE LIABILITY OTHER THAN EA ACC S - A ANY AUTO AUTO ONLY: AGG S PP30770710282 10/O1J2002 10/01/2003 EACH OCCURRENCE s 1,000,' ExcESSUAB1urY AGGREGATE ~ 1, OOO ,' OGGUR ~ CLAIMS MADE 5 A s DEDUCTIBLE S RETENTION $ 2003 01 30770710282 10/01/2002 / 10/ TORY LIMITS ER WORKERS COMPENSATION ANO OYERS' LIABILITY PP E.L. EACH ACCIDENT Y SOD, A EMPL E.L. DISEASE-EA EMPLOYE 5 SOD, E.L. DISEASE -POLICY LIMIT S SOON DESCRIPTION OF OPERATIONSILOOATIONSiVEF11CLESIE)(CLUSIONSRDDED BY ENDORSEMENT/SPECUtL PRDVISIONS CERTIF{GATE HOLDER R 0 t LETTER CANGELIA 1 RIIV SHOULD ANV OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE iSSU1N0 COMPANY WILL ENDEAVOR TO MAIL DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANYa ITS AGENTS OR REPRESENTATIVES. AtITHOR~ REPRESENTATNE ~~` / ~~ f' n.,e n r_nRPARATIAB COPY WUesbem Surety Co~anY JAriIT~RiAL I~ILVICE E~NiD 1AOa/ ~, 69A6~- >'a aonsYerrtlra d ra a[tred perairw. 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Ohtidro, raa,.e Yu eauras of oreh tr.. et lento: rtlrr iadregad rho t.rt rrrw-t of ell rouabloroeort elld/ar treo , IaehMt.r cry uoh dartit tsars hY tae Ohtidrr. rautard er meM b et-e Ohtipa er Wr ~~~r~~~ er oaerat faa..r.L ~tOr ro ysYawtt by the 1lWW s'! weh kM er laver. ahsU bs a omm~ of ONB NUNpRiD pDITii1A8 (1100.061, r~ tier rer'rreh eYeeu call; belt in ae overt tot tear Yua sae aeouat of irrmrrtr atrtiod oa ewh Ymtls« ruder tal. e.wd. It tarns than tree pa~tsye~s.eamglltr the Eaeirltut K dlohraret act ewkias to ouch ltu or hwwr, rtld ddagblo rawrnt dull rift to reza YgtPlsYn n inwirad. iesr1775tMTSa ROC, INC Peter Mogtron 612-581-2776 7163 37n' St Ct N Arthur Harris 612-251-3598 Oakdale, MN 55128 Fax Number 651-773-4807 Administrative O(f"ice 612-269-0662 Substitute Form W-9 Taxpayer Identification Number Name (ff joint names, list first and drde name person/entity wlwse number you enter in below] Business Name ROC, INC i Please check appropric>ne box: ^ Individual • Corporation ^ Partnership ^ Other .................. ~ Address {number, street and apartment. or wife no.j 7163 37N' St Ct N Gy, State and ZIP Oakdale, MN 55128 Taxpar+er tdenthfiadtion Number (TIN] Social Security No. Enter your TIN in the appropriahe box. For ind'mduals, this is your social security number {SSNj. For other entities, it is your empbyer identification number (EINj. If you do not have a number, please apply For one and indicate that a number has been "applied for". _ Signatu Title Day ~ - L ~ Employer ID No. 41 -1900589 ~GV~~