City of Minneapolis Community Planning and Economic Development Department

Specifications, Occasional Property Maintenance Services Event #4283

The City of Minneapolis Department of Community Planning and Economic Development (CPED) is seeking bids for occasional property maintenance services for City owned lots.

1. Scope of Services

The lots are located throughout Minneapolis but are primarily concentrated in North Minneapolis. Although a small number of lots contain a structure (housing or commercial), the vast majority of lots are vacant land. The average lot size across the entire list is 6,000 square feet. The bidder will be asked to provide their hourly labor charges for the services listed below. Estimated annual maintenance hours total approximately 800 hours. These maintenance hours vary from month to month and are not guaranteed.

a. Vendors shall indicate willingness to provide Occasional Property Maintenance

Services within 24 hours of the request by the City. Work requests will be given during normal business hours, Monday through Friday from 7am – 5 pm. Services may be requested for any CPED owned lot in any geographic area. Occasional Property Maintenance Services include:

i. Graffiti removal: paint over graffiti on existing painted surfaces with paint that matches the existing color; utilize solvent or power washing to remove graffiti from concrete, metal, or other non-painted surfaces.

ii. Removal and disposal of large items that are illegally dumped (washers, dryers, chairs, couches, tables, mattresses, tires, tree branches etc.).

iii. Boarding and securing of vacant buildings; typically includes securing buildings with plywood or lock installations.

iv. Perform inspections of lots to ensure that each lot is maintained properly as needed. Report any illegal activities to CPED immediately upon inspection.

v. Fencing repair services for existing fencing.

vi. Tree trimming services.

vii. Miscellaneous property maintenance services as needed.

2. Contract Term:

The Initial contract term is from Date of Award through12/31/2028. Pricing is firm for the initial contract term. This contract may be renewed at the expiration of the initial term for one (1) additional calendar year at the request of the City.

3. Payment: Monthly

a. Payment for Occasional Property Maintenance Services shall include the cost of materials and/or disposal fees plus labor (based on established hourly rate as submitted in the bid event).

b. Photos are required to be taken before and after the removal of the graffiti, illegal dumping, discovery of an unsecured building, or other services as assigned.

c. Material receipts will be required to provide the detailed material costs or dumping fees that have been paid.

d. An invoice will be required to provide the labor and material costs identified per property address.

4. Price Escalation

Prices shall be firm for the initial contract period. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry wide, regional and/or operational increases in the contractor’s costs. In order for documentary evidence to be considered, it must be submitted to the City of Minneapolis Procurement Office sixty (60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted.

No price increase will be effective until approved by the City of Minneapolis Procurement Office. With the exception of extraordinary circumstances, the amount of any increase shall not exceed five (5) percent.

5. Non-Exclusive

Any contract(s) resulting from this Request for Bid will not be an exclusive contract and the City reserves the right to hire other contractors, to perform similar work, and seek bids from other vendors.

6. Rights of the City

The City reserves the sole and exclusive right, in accordance with all applicable law, to reject all or any part of any bid, waive informalities, defects, irregularities, variances, technicalities, and award the contract to the lowest responsive and responsible bidder(s) to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the specifications which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

7. Bid Award:

The City of Minneapolis reserves the right to award multiple contracts for this solicitation.

8. Bid Pricing:

Hourly rate listed for an estimated annual quantity of 800 hours in aggregate. Contract values may be split up accordingly.

9. Debarment:

Vendor selection is subjected to verification that bidder is not listed on the suspension or debarment list of the Federal Government via SAM.gov and the State of Minnesota Office of State Procurement.

10. Invoice and Payment:

All work requested under this Contract shall be placed on a City issued Purchase Order.

Contractor shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices and documentation, when so requested by City.

Upon delivery and acceptance of the service, the Contractor shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis

505 Fourth Ave S, Room 310

Minneapolis, MN 55415

Email: submitinvoices@minneapolismn.gov mailto:submitinvoices@minneapolismn.gov