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1J, REQUEST FOR COUNCIL ACTION Date: 12/2/13 Item No. 7.c Department Approval City Manager Approval Item Description: Extension of Janitorial Services Contract for City of Roseville Facilities 1 BACKGROUND 2 The City of Roseville contract for janitorial services for City facilities expires February 2014. 3 This contract was bid with an option to extend by mutual agreement for an additional three years 4 at the conclusion of the initial contract period. Linn Building Maintenance, the current provider 5 of these services for certain city facilities, has indicated a desire to extend their current contract U an additional three years at an increase of 2 percent the first year, 2 percent the second year, and 7 2 percent the third year. Linn Building Maintenance did not increase their fee during the current 8 three year contract. 9 The specifications require janitorial service at City Hall, the Fire Station, Harriet Alexander lo Nature Center, the Skating Center, the Public Works Building, and the License Center. The 11 current cost for these facilities is $7,370.10 per month. The city receives 80 hours per week of 12 service under the contract. 13 Linn has provided good and consistent service over the past three years. They have been 14 responsive to our janitorial needs. Linn Building Maintenance has indicated they can provide 15 additional service at this pricing if requested by the city. 16 POLICY OBJECTIVE The city budgets annually to maintain facilities that are clean, safe, and healthy for staff and 13 other users. Janitorial services are bid competitively to ensure the best value for these services. 1PY BUDGET IMPLICATIONS 20 The extension of the service contract can be absorbed within the proposed 2014 budgeted amount. Staff checked with other providers as to their service rates and found Linn Building 99 Maintenance rates competitive. We found no evidence to indicate a better price or value can be secured by going to bid at this time. 24 STAFF RECOMMENDATION 9F Staff recommends a three year extension of the existing janitorial service contract with Linn 16, Building Maintenance Services at a monthly cost of $7,517.50. 27 REQUESTED COUNCIL ACTION 28 Consider a motion to authorize extending the current contract for janitorial services for City 29 facilities with Linn Building Maintenance through February, 2017, at a not -to- exceed annual 30 increase of 2 % in 2014, 2 % in 2015, and 2 % in 2016. Prepared by: Duane Schwartz, Public Works Director and Patrick Dolan, Public Works Supervisor Page 1 of 1