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CITY OF SEWARD, ALASKA
RESOLUTION 2013-077
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, AWARDING A CONTRACT FOR
CUSTODIAL SERVICES TO MERRITT ENTERPRISES
WHEREAS, city administration issued a request for proposals for custodial services at a
number of city sites including the Teen and Youth Center (TYC), the Rec Room, and the
AVTEC student services center; and
WHEREAS, the request was properly advertised in a newspaper of local circulation for
the required two week period and the city received only one proposal, from Merritt Enterprises;
and
WHEREAS, Merritt Enterprises' proposal was found to be responsive, and as the city's
current custodial contractor for these same locations, Merritt has continually provided quality
service to the city for more than a decade; and
WHEREAS, the contract will be let for a term of three years with two optional one-year
extensions; and
WHEREAS, the Parks and Recreation Department recommends this contract based upon
quality service, the flexibility of the contractor and a valuable service at a good price to the
taxpayers of Seward.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA,that:
Section 1. The City Manager is hereby authorized to enter into contract in an amount of
$43,230 per year with Merritt Enterprises for specified custodial services, for a term of three
years, from October 15, 2013 until December 31, 2016 with two optional one-year extension
options.
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 14'1'
day of October, 2013.
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CITY OF SEWARD,ALASKA
RESOLUTION 2013-077
THE CITY OF SEWARD, ALASKA
II
D • Sea r I ayor
AYES: Valdatta, Bardarson, Keil, Casagranda, Terry, Seaward
NOES: None
ABSENT: Shafer
ABSTAIN: None
ATTEST:
4 AM •
Johanna Kirny, CMC
ity Clerk
(City Seal)
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Agenda Statement
e of sess.
Meeting Date: October 14, 2013
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To: City Manager, James Hunt 11.;Fte,
From: Karin Sturdy, Parks & Recreation Director
Agenda Item: Custodial Services for Parks and Recreation Sites
BACKGROUND & JUSTIFICATION:
At the conclusion of the previous, five-year custodial contract, the City of Seward properly
advertised a request for proposals [RFP] to provide custodial services to various City sites,
including the teen and youth center (TYC), the Rec Room (former museum), and the AVTEC
Student Services Center (SSC). The City provides custodial services for the Student Services
Center as part of the exchange for the ability of the public to utilize the building. Merritt
Enterprises, the City's current custodial contractor for these sites, submitted the only proposal,
and their proposal was found to be responsive. Though the public availability to the AVTEC
SSC, Gym, has been reduced according to the most recent AVTEC-City negotiations, the City
remains obliged to cleaning the lower level. Those cleaning checklists are included as part of the
contract. This information was part of the original RFP.
Merritt Enterprises has provided quality service to the City for over a decade. This contract will
be for a period of three years, with two one-year options to extend, at the city manager's
discretion, so long as any increases in the contract amount during the period of extension, do not
exceed the consumer price index.
The parks and recreation department recommends this contract based upon quality service, the
flexibility of the contractor and a valuable service at a good price to the taxpayer. Payment will
be $3,602.50 each month, or an annual amount of$43,230.00
INTENT:
The intent of this contract is to provide required custodial services in a cost-effective and
proficient manner.
CONSISTENCY CHECKLIST: Yes No NA
1 Comprehensive Plan: X
2 Strategic Plan: Page 3 "diverse economy; indoor recreation; Page 12 X
indoor and outdoor recreation"
3 Other: X
FISCAL NOTE: Custodial contract and Equipment Credit funding for the balance of 2013 was
approved in the 2012/2013 budget.
Approved by Finance Department: 014 giii9.-
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ATTORNEY REVIEW: Yes X No Both AMLJIA and the City Attorney reviewed
the draft contract which was included in the RFP. Only minor changes were made from previous
contracts and have been included within the attached, signed contract.
RECOMMENDATION: City Council approve Resolution 2013 -cl" awarding a three year
contract to Judy Merritt, d.b.a. Merritt Enterprises for custodial services in parks and recreation
sites, TYC, the Rec Room and AVTED Student Services building, per the attached contract for
an amount not to exceed of$43,230.00.
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