Title
Resolution to Approve a Services Agreement with Magic Finish for Custodial and Event Services at Cobblestone Farm for an Amount Not to Exceed $44,250.00 Annually for FY13-FY16 with a Two-Year Renewal Option Not to Exceed $47,200.00 Annually for FY17 and FY18
Memorandum
Since 2008 the Parks and Recreation Services Unit has utilized Cobblestone Farm for many purposes, including the Parks and Recreation Customer Service office, GIVE 365 volunteer program office space, and hosting year round large scale public meeting, and special events such as weddings.
Over the past five years the facility has seen a steady increase in use. Revenue generated at Cobblestone Farm has grown from $221,000.00 in 2008 to $342,000.00 in 2012. With increased usage come additional operating costs. A cleaning and set-up service has been used at Cobblestone for many years but the level of service required did not require Council approval until now.
Custodial Services needs for the barn include, but are not limited to, cleaning the bathrooms, entryway and hallways, offices, kitchenette and specialized cleaning in the event space. Rentals or special events take place primarily on Thursday-Sunday however weekday rentals are common for business meetings, public meetings and smaller scale events. Event Services for rentals at Cobblestone Farm include, but are not limited to, the set-up and tear-down of tables and chairs as well as the cleaning of the floors, kitchen, restrooms and the bridal changing room. It is often necessary to schedule set-up and tear-down outside of normal operating hours.
A Request for Proposal (RFP #838) was advertised on the Michigan Inter-governmental Trade Network as well as on the City of Ann Arbor Purchasing website. Bids were received from four companies; two of which were disqualified for failure to comply with submission requirements. The qualified responses appear below:
1st Year 2nd Year 3rd Year 4th Year 5th Year
H & K Janitorial Services $4...
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