DEPARTMENT: Parks, Facilities, and Fleet Management
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contracts With Triangle Services, Inc., Executive Building Maintenance, Inc., Service Master Premiere Cleaning Services, Inc., And Salina-Lallier, Inc., For Housekeeping Services At County Buildings
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PURPOSE/ACTION REQUESTED
Authorize execution of housekeeping contracts for the following building regions:
East: Administration Center, Judicial Center, Juvenile Center, Law Enforcement Center, Pleasant Hill Library, Hastings Highway Shop
North: Northern Service Center
Northern Region: Wentworth Library, Inver Glen Library, Wescott Library, SMART Center, Lawshe Historical Museum, Kaposia Library
West: Western Service Center, Galaxie Library
West and South Region: Burnhaven Library, Extension Building, Farmington Library, Farmington Highway Shop, Robert Trail Library, Burnsville License Center, Heritage Library/Lakeville License Center
Empire Complex: Empire Maintenance Facility and Empire East, Dakota Communications Center
SUMMARY
It is the County’s goal to provide quality building housekeeping services at all County buildings. The current housekeeping contracts expire on December 31, 2023. A performance-based proposal request was developed and posted on the County website for contractor response, with the annual price of the services for each region set at a fixed amount. Contractors submit proposals and compete solely based on experience, quality, and performance-based criteria. A mandatory pre-proposal walkthrough was held at each building.
Three proposals were received from Executive Building Maintenance, Inc., Service Master Premiere Cleaning Service, Inc., and Triangle Services, Inc. for the Northern Service Center. Two proposals were received from Triangle Services, Inc., and Salinas-Lallier, Inc., for the Northern Region. One proposal was received from Triangle Services, Inc. for the West. One proposal was received from Triangle Services, Inc. for the South and West Regions. Two proposals were received from Executive Building Maintenance, Inc. and Triangle Services, Inc. for the East region. Two proposals were received from Triangle Services, Inc. and Service Master Premier Cleaning for the Empire Complex. Below are the proposal review and evaluation criteria (Attachment: 2024-2026 Countywide Housekeeping Summary) for the complete scoring summary.
1. Work plan to meet or exceed County requirements, including cleaning procedures and frequencies.
2. Staffing levels and hours per day for each facility.
3. Description of standard supplies and chemicals, equipment models, and equipment conditions.
4. Experience and qualifications of staff and supervisory personnel assigned to each location.
5. References demonstrating the ability to fulfill housekeeping requirements.
Staff reviewed the proposals that were received from all contractors. Based on the evaluations, staff recommends the following awards for an initial term of January 1 through December 31, 2024:
Region Contractor Annual Cost
East Executive Building, Inc. $685,560
North Service Center Executive Building, Inc. $363,325
North Salinas-Lallier, Inc. $211,642
West Service Center Triangle Services, Inc. $253,740
West/South Triangle Services, Inc. $173,484
Empire Complex Service Master Premiere Cleaning $ 64,620
The annual housekeeping costs have been adjusted to reflect the following: (1) a two percent inflationary increase due to staffing and cost pressures, (2) the addition of the Kaposia Library to the building portfolio, and (3) increased cleaning areas as well as the overall number of hours provided in the service contracts. The proposals reflect a higher level of service and better accountability for staff and vendor services compared to the current contracts.
RECOMMENDATION
recommendation
Staff recommends awarding these six contracts for housekeeping services for 2024 with two optional one-year extensions through 2026.
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EXPLANATION OF FISCAL/FTE IMPACTS
Sufficient funding is included in the County Manager’s Recommended 2024 Facilities Management budget.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota County contracts for housekeeping services at various facilities; and
WHEREAS, the current housekeeping contracts expire on December 31, 2023; and
WHEREAS, County buildings are grouped into six regions for building maintenance services; and
WHEREAS, requests for proposals were prepared for each of the six building regions, and three contractors responded for two regions, two responded for two regions, and one responded for two regions; and
WHEREAS, staff reviewed and scored all proposals; and
WHEREAS, the proposal from Triangle Services, Inc. best meets the County’s goal to provide quality housekeeping services for two regions, the proposal from Executive Building Maintenance for two regions, the proposal from Service Master Premiere Cleaning for one region, and the proposal from Salinas-Lallier, Inc. for one region; and
WHEREAS, funds for contracted housekeeping services for all County facilities are included in the 2024 County Manager’s Recommended budget; and
WHEREAS, contracts will include up to two one-year renewals with an annual two percent increase through December 31, 2026, based on satisfactory contractor performance as determined by the County.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Parks, Facilities, and Fleet Management Director to execute contracts for County building housekeeping services for the period from January 1, 2024, through December 31, 2024, subject to the County Attorney’s Office as to form as follows:
East building region to Executive Building Maintenance, Inc. 1000 E State Pkwy, Ste A, Schaumbrg, IL 60173, in an amount not to exceed $685,560
Northern Service Center to Executive Building Maintenance, Inc. 1000 E State Pkwy, Ste A, Schaumbrg, IL 60173, in an amount not to exceed $528,000
North Region to Salinas-Lallier, Inc. 1821 University Ave West S321, St Paul, MN 55104, in an amount not to exceed $211,642
Western Service Center to Triangle Services, Inc., 6625 Lyndale Avenue South, Suite 426, Richfield, MN 55423, in an amount not to exceed $253,740
South/West building region to Triangle Services, Inc. 6625 Lyndale Avenue South, Suite 426, Richfield, MN 55423, in an amount not to exceed $173,484
Empire Complex to Service Master Premiere Cleaning 1525 Concord Street North, South St Paul, MN 55075, in an amount not to exceed $64,620
; and
BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Parks, Facilities, and Fleet Management Director to execute up to two additional one-year contract extensions provided that (1) the County determines that the Contractor has satisfactorily performed the contracted services, (2) the total contract price is included in the County’s budget for the applicable year, and (3) there is an annual two percent increase in the cost of services, subject to the approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
None
ATTACHMENTS
Attachment: 2024-2026 Countywide Housekeeping Summary
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACT
Department Head: Taud Hoopingarner
Author: Michael Lexvold