CITY COUNCIL Annual Contract for Mowing, Snow Removal and Clean Up Services. MEETING DATE: March 18, 2014 REGARDING:

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1 CITY COUNCIL MEETING DATE: March 18, 2014 REGARDING: PREPARED BY: 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services Abbi Jo Wittman, City Planner Throughout this winter City staff has been dissatisfied with the City s contractor for snow removal services. So, staff sent to bid the 2014 contract for mowing, snow removal and clean up services. It was sent to 23 individuals/companies on February 13, By the March 5, 2014 deadline, the City received three bids for the work. One bid was rejected due to incompleteness. A table of the accepted bid fees is attached for your review. Staff has highlighted the quote determined to be acceptable based on the purchase price, reputation of the Contractor, extent to which the goods or services meet the municipality s needs, as well as Contractor s past relationship with the municipality. REQUESTED ACTION Staff requests the Council to approve the attached resolution, entering into two contracts: 1) for mowing, snow removal, and clean up services with C. Hassis; and 2) for yard clean up and securing of property to MSP Outdoor Services. ATTACHED 2014 Quote Table Resolution 2014 Request for Quotes Quote Form: C. Hassis Snow Removal & Yard Services, LLC Quote Form: MSP Outdoor Services Page 1 of 2

2 Item Work Description C.HASSIS MSP PART A - MOWING First Mowing 1 Vacant lot mowing, trimming, clearing /disposal of trimmings (per lot) Developed lot mowing, trimming, clearing / disposal of trimmings (per lot) Acreage, 1 to 20 acres mowing, trimming, clearing / disposal of trimmings (per acre) Acreage, over 20 acres mowing (per acre) Recurring Mowing 1 5 Vacant lot mowing, trimming, clearing /disposal of trimmings (per lot) Developed lot mowing, trimming, clearing / disposal of trimmings (per lot) Acreage, 1 to 20 acres mowing, trimming, clearing / disposal of trimmings (per acre) Acreage, over 20 acres mowing (per acre) PART B CLEANING OF TRASH AND DEBRIS 9 Cleaning of trash and debris pick up of all trash and debris including labor, vehicles, equipment and disposal costs (per hour 2 ) Seed and mulch, including MN-DOT 240 seed 100 lbs/acre and Type 1 Mulch with 90% coverage at two tons per acre PART C SECURING PROPERTY 11 Boarding and securing property boarding of broken windows, including all labor, vehicles, equipment and supplies (per opening) 12 Securing property locking or otherwise securing unsecured openings, windows or doorways including all labor, vehicles, equipment and supplies (per opening) PART D SNOW REMOVAL 3 Single street residential sidewalk (92 feet by 4 to 5 feet average) 1.5- to 4-inch snow cover (per event) 14 Single street residential sidewalk (92 feet by 4 to 5 feet average) 4- to 8-inch snow cover (per event) 15 Corner lot residential sidewalk (182 feet by 4 to 5 feet average) 1.5- to 4-inch snow cover (per event) 16 Corner lot residential sidewalk (182 feet by 4 to 5 feet average) 4- to 8-inch snow cover (per event) Other residential sidewalk snow removal (per hour 2 ) Reoccurring mowing shall be done no earlier than 14 days after the last mowing and no later than 21 days after the last mowing. 2. Price per hour will be multiplied by the number of workers needed to complete the job. 3. Price per acre shall be divided by square footage for lots less than one acre in size. Page 2 of 2

3 A RESOLUTION AUTHORIZING CONTRACTS FOR THE 2014 ANNUAL CONTRACT FOR MOWING, SNOW REMOVAL AND CLEAN UP SERVICES WHEREAS, on February 18, 2014, the City of Stillwater sent a Request for Quotes to 23 individuals/companies for the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services; and WHEREAS, on or before the March 5, 2014, submittal deadline, the City received two complete quotes; and WHEREAS, it appears that C. Hassis Snow Removal & Yard Services, LLC and MSP Outdoor Services are the lowest responsible bidders for certain parts of the contract. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. The Mayor and Clerk are hereby authorized and directed to enter into a contract with C. Hassis Snow Removal & Yard Services, LLC in the name of the City of Stillwater for the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services, on file in the office of the City Clerk. 2. The Mayor and Clerk are hereby authorized and directed to enter into a contract with MSP Outdoor Services in the name of the City of Stillwater for the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services, on file in the office of the City Clerk. Adopted by the City Council of the City of Stillwater this day of, Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk

4 STANDARD CONTRACT AGREEMENT THIS AGREEMENT, is made this day of, 2014 by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City") and C. Hassis Snow Removal & Yard Services, LLC (hereinafter called "Contractor"). 1. The Work. The Contractor agrees to perform Part A Mowing, Part B Cleaning of Trash and Debris (#10: Seed and mulch, including MN-DOT 240 seed 100 lbs/acre and Type 1 Mulch with 90% coverage at two tons per acre) and Part D Snow Removal of the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services according to the documents provided by the City dated March 5, All work will be done in a workman-like manner and materials will be fit for the purpose. Work must be completed according to the Quote Form and Request for Quotes sections pertaining to General Information, Contract Work, Contract Implementation, and Contract Conditions. 2. Payment. This work, including all labor, materials and equipment needed to accomplish the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services shall be completed by the Contractor for the unit prices shown on the attached proposal form to be paid to the contractor upon satisfactory completion and acceptance. 3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the General Requirements, General Conditions, and Specifications for the project. 4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents, servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract. 5. Insurance. Contractor agrees that in order to protect itself and the City under indemnity provisions set forth above, it will at all times during the term of this contract, keep in force policies of insurance as indicated in this contract. The Contractor shall not commence work until a Certificate of Insurance covering all of the insurance required by these specifications is approved and a Notice to Proceed is issued by the City Engineer. The insurance protection will have the following limits: A. Comprehensive General Liability: (1) Bodily Injury (including completed operations and products liability).

5 $500,000 Each Occurrence $1,000,000 Annual Aggregate (2) Property Damage Liability Insurance will provide Explosion, Collapse and Underground coverages where applicable. (3) Personal Injury, with employment exclusion deleted: $1,000,000 Annual Aggregate B. Comprehensive Automobile Liability: (1) Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence (2) Property Damage: $100,000 Each Occurrence C. Worker's Compensation Coverage 6. Completion Date. Completion of work related to the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services must be done according to the terms of the project s Contract Work, Contract Implementation, and Contract Conditions. IN WITNESS WHEREOF, the parties have set their hands this day of, CITY OF STILLWATER Ken Harycki, Mayor Diane F. Ward, City Clerk COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this of, 2014 by Ken Harycki, Mayor and Diane F. Ward, City Clerk for the City of Stillwater. CONTRACTOR _ By (Please Print): Title (Please Print): COUNTY OF ) The foregoing instrument was acknowledged before me this of, 2014 by, its, for.

6 STANDARD CONTRACT AGREEMENT THIS AGREEMENT, is made this day of, 2014 by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City") and MSP Outdoor Services (hereinafter called "Contractor"). 1. The Work. The Contractor agrees to perform Part B Cleaning of Trash and Debris (#9: Cleaning of trash and debris pick up of all trash and debris including labor, vehicles, equipment and disposal costs) and Part C Securing Property of the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services according to the documents provided by the City dated March 5, All work will be done in a workman-like manner and materials will be fit for the purpose. Work must be completed according to the Quote Form and Request for Quotes sections pertaining to General Information, Contract Work, Contract Implementation, and Contract Conditions. 2. Payment. This work, including all labor, materials and equipment needed to accomplish the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services shall be completed by the Contractor for the unit prices shown on the attached proposal form to be paid to the contractor upon satisfactory completion and acceptance. 3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the General Requirements, General Conditions, and Specifications for the project. 4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents, servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract. 5. Insurance. Contractor agrees that in order to protect itself and the City under indemnity provisions set forth above, it will at all times during the term of this contract, keep in force policies of insurance as indicated in this contract. The Contractor shall not commence work until a Certificate of Insurance covering all of the insurance required by these specifications is approved and a Notice to Proceed is issued by the City Engineer. The insurance protection will have the following limits: A. Comprehensive General Liability: (1) Bodily Injury (including completed operations and products liability).

7 $500,000 Each Occurrence $1,000,000 Annual Aggregate (2) Property Damage Liability Insurance will provide Explosion, Collapse and Underground coverages where applicable. (3) Personal Injury, with employment exclusion deleted: $1,000,000 Annual Aggregate B. Comprehensive Automobile Liability: (1) Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence (2) Property Damage: $100,000 Each Occurrence C. Worker's Compensation Coverage 6. Completion Date. Completion of work related to the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services must be done according to the terms of the project s Contract Work, Contract Implementation, and Contract Conditions. IN WITNESS WHEREOF, the parties have set their hands this day of, CITY OF STILLWATER Ken Harycki, Mayor Diane F. Ward, City Clerk COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this of, 2014 by Ken Harycki, Mayor and Diane F. Ward, City Clerk for the City of Stillwater. CONTRACTOR _ By (Please Print): Title (Please Print): COUNTY OF ) The foregoing instrument was acknowledged before me this of, 2014 by, its, for.