The City of Virginia Minnesota is seeking proposals from qualified individuals or firms to secure an one-year contract for cleaning services for City Hall, the Virginia Public Library, and the Iron Trail Motors Event Center. C. To ensure fairness and uniformity, persons/firms submitting responses are requested not to contact City staff or City Council members. Questions about this RFP should be directed to Britt See-Benes, City Administrator at the telephone number or email address listed above. D. The City will not reimburse any expenses incurred by the person/firm submitting a proposal including, but not limited to, expenses associated with the preparation and submission of the proposal and/or attendance at interviews, if required. E. The City reserves the right to reject any and all proposals and to waive any irregularities; to request additional information from any and all Respondents; and to suggest modifications to the terms and conditions of an agreement from that offered by a Respondent. The award of this contract shall be made to the responsible organization whose proposal best suites the City's Service Requirements. F. Data Practices Act. This proposal and all responses received are is subject to the Minnesota Governmental Data Practices Act. Proposals are private or nonpublic until they are opened by the City. Once the proposals are opened, the name of the respondent becomes public. All other data in a proposal are private or nonpublic data until the completion of the evaluation process. After the City has completed the evaluation process, all remaining data submitted by all respondents are public with the exception of trade secret data as defined and classified in Minnesota Statues 13.37. Data at all times will be governed by the Minnesota Governmental Data Practices Act, Minnesota Statues Chapter 13 Respondent agrees to maintain all data obtained by the City consistent with the requirements of the Data Practices Act. Respondent agrees to defend indemnify the City from any claim, liability, damage or loss asserted against the City as a result of the Respondent's failure to comply with the requirements of the Data Practices Act. G. PROPRIETARY DATA: Proposals and any other information submitted by the Organization in response to this RFP shall become the property of the City. Respondents must clearly identify any proprietary information that the Organization does not want disclosed to the public. Disclosure of any proprietary information by the City shall be in accordance with the laws and regulations regarding the disclosure of public records in the State of Minnesota. This information is being collected in accordance with the AFSCME Collective Bargaining Agreement. The City reserves the right to reject any or all proposals as deemed to be in the best interest of the City. Receipt of any proposals shall, under no circumstances, obligate the City to enter into contract with the organization. The award of this contract shall be made to the responsible organization whose proposal best suites the evaluation criteria presented in the Request for Proposal. For any questions, please contact Britt See-Benes, City Administrator at (218) 748-7500 or via email at britts@virginiamn.us
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