HomeMy WebLinkAboutRes2023-108 Custodial Service - Library Sponsored by: Sorensen
CITY OF SEWARD,ALASKA
RESOLUTION 2023-108
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT FOR JANITOR SERVICES FOR THE SEWARD COMMUNITY
LIBRARY & MUSEUM WITH SASHA'S SPIC & SPAN IN THE AMOUNT OF
$83,800 AND APPROPRIATING FUNDS
WHEREAS, the Seward Community Library & Museum (SCLM) opened in its
current location in 2013 and exceeded expectations for community engagement and usage
since that time; and
WHEREAS, the City of Seward's intent is to keep this state of the art facility in
excellent condition through contract services;and
WHEREAS, on a consistent bases the city has advertised and hired but been unable
to retain a consistent employee to clean the Library & Museum facility. This position has
predominantly gone unfilled since last cleaning contract; and
WHEREAS, Library & Museum employees work overtime and outside the per view of
their job descriptions to maintain basic cleanliness and sanitation of the Library&Museum; and
WHEREAS,the City received two proposals, one from Ingersoll Enterprises and one
from Sasha's Spic& Span; and
WHEREAS, The Sasha's Spic & Span proposal was found to be in good standing
with current contracts within the City of Seward, experience with larger areas, and a history
of cleaning for prior contractor who held the previous city contract for the library&museum;
and
WHEREAS, the annual cost of general services of the contract is $66,000 with
additional annual costs for carpet cleaning, floor waxing, window cleaning and upholstery
cleaning not to exceed $17,800;and
WHEREAS, the estimated annual cost for janitorial services to the SCLM is not to
exceed $83,800; and
WHEREAS,the contract will be let for a term()Pone year beginning October 1,2023,
with the option to extend by mutual agreement of all parties for up to four additional years at
the current terms; and
WHEREAS, the Library and Museum Department recommends this contract based
CITY OF SEWARD,ALASKA
RESOLUTION 2023-108
upon current service, flexibility of the contractor, and a valuable service 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 award a contract from October 1,
2023 until September 30, 2024 to The Sasha's Spic & Span for the amount of$83,800, with
the option to extend at the discretion of the City Manager and by mutual agreement of all
parties for up to four additional years at the current terms.
Section 2. Funding in the amount of $33,000 is hereby appropriated in the FY 23
Library Museum budget for contracted services account 10000-1500-7009. Covering the
amount of services for FY 23. Additional Appropriation is required to make up the difference
of$47,700 for the FY24 budget to meet the terms of the annual cost of the Janitorial contract.
Section 3. Funding in the amount of$47,700 is hereby appropriated in the General Fund
Reserves Account 01000-0000-3400 to Library contacted services expense account 01000-1500-
7009 for the FY24 Budget.
Section 4. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward,Alaska, this 25th
day of September, 2023
THE CITY OF SEWARD,ALASKA
StALA-fy\QCL..M
Sue Mclure, Mayor
AYES: Osenga, Calhoon,Wells, Barnwell, Finch, McClure
NOES: None
ABSENT: DeMoss
ABSTAIN: None
ATTEST:
',�{�IIIIIf/II
••.coup `"Id<S
•
Kris Peck • ;
City Clerk ti:rJ AT T. o
(City Seal) •—
tir
City Council Agenda Statement
Meeting Date: September 25,2023
To: City Council
Through: Kat Sorensen, City Manager
From: Bailey Sayler,Library&Museum Director
Subject: Resolution 2023-108: Authorizing The City Manager to enter into a Contract for
Janitor Services for the Seward Community Library&Museum to Sasha's Spic
& Span in the amount of$83,800 and Appropriating Funds
Background and justification:
The Seward Community Library & Museum opened January 12, 2013 in its current location. It
exceeded expectations of usage and visits in all of its spaces as a community center. Current
janitorial services are not occurring. Staff of the Library&Museum work overtime in order to clean
the bathrooms, vacuum, and take out the trash.
The cost of general services in the contract is $66,000 annually ($5,500.00 /month). Costs for
additional services for carpet cleaning, floor stripping and waxing,window cleaning and upholstery
cleaning is estimated at $17,800, annual $300 floor waxing, bi-annually ($12,700 carpet cleaning,
$2000 upholstery cleaning and $2800 window cleaning). Total annual cost of the contract is
$83,800.
The Library Museum FY2023 budget for contracted services will cover the contract from October to
December 2023. Additional appropriation is necessary for FY 24 in the amount of$47,700 to meet the
terms of the annual cost of the janitorial contract.
This contract will be let for a period of one year, with the option to extend at the discretion of the
City Manager and by mutual agreement of all parties for up to four additional years at the current
terms.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with(citation listed):
Comprehensive Plan:
Strategic Plan:
Other: Provide a clean space for the Library/Museum patrons
Certification of Funds
Total amount of funds listed in this legislation: $ 83,800
This legislation(✓):
Creates revenue in the amount of: $
✓ Creates expenditure in amount of: $ 83,800
64
eCreates a savings in the amount of
Has no fiscal impact
Funds are (✓):
✓ Budgeted Line item(s):
Not budgeted
Not applicable
Fund Balance Information
Affected Fund(✓):
✓ General SMIC Electric Wastewater
Boat Harbor Parking Water Healthcare
Motor Pool Other
Note: amounts are unaudited
Available Fund Balance $ 10,245,484.88
Finance Director Signature:
Attorney Review
FYes Attorney Signature:
] Not applicable Comments:
Administration Recommendation
✓ Adopt
Re soulution
Other:
65
yEweRa CITY OF SEWARD,ALASKA
Janitorial Services Contract
Seward Community Library & Museum
This AGREEMENT, made and entered into this 25 day of September, 2023 by and
between the CITY OF SEWARD, a home rule municipal corporation located within the Kenai
Peninsula Borough and organized under the laws of the State of Alaska, hereinafter referred to
as the "City" and Sasha's Spic & Span, authorized to do business in Alaska, hereinafter
referred to as the "Contractor."
1. DESCRIPTION OF WORK
The work consists of janitorial services and reporting of observed maintenance issues for the
City of Seward (City), Seward Community Library & Museum (SCLM)facility located at 239 Sixth
Avenue in Seward, Alaska from October 1, 2023 to September 30, 2024. This contract will have
an option to extend upon agreement by all parties for up to four (4) consecutive additional
years.
The Contractor will service all areas in the building that require janitorial services, including the
entryway, atrium, library spaces, meeting spaces, kitchenette, restrooms, loading areas,
basement and storage spaces.
Hours of service are based upon convenient, appropriate times. The Contractor will insure safe,
appropriate, timely entrance and departure from the site. The work site will provide consumable
cleaning supplies as described in Appendix B. All other supplies, equipment and tools will be
supplied by the Contractor.
The Contractor will submit to SCLM reports necessary to provide janitorial services and building
security and/or maintenance as needed and described within the contract and appendices.
All work will be done to City specifications. It is the City's goal to provide a clean and safe
environment to all users and employees. The City will enter into a written agreement or contract
to authorize the work.
2. CITY CONTACT PERSON
The Contractor shall contact the SCLM Director regarding day-to-day operations and all matters
pertaining to this contract.
3. STAFFING
The Contractor is an independent Contractor and is not an employee or agent of the City. If the
Contractor hires employees, they will be trained by the Contractor to conduct themselves in a
friendly, professional manner, and be properly attired and equipped to perform duties. The
Contractor is responsible for hiring, janitorial training, safety training and supervision of all its
employees. The Contractor will notify the Director when new staff is hired or substituted.
SCLM Janitorial Services Contract: City of Seward Page 1 of 7
4. SCHEDULE OF OPERATIONS
Hours of service are arranged as convenient for SCLM operations, during closed hours following
open hours, and may change by mutual agreement. The Contractor will ensure safe,
appropriate, timely entrance and departure from the site and will notify the Director of changes
in the regular schedule that has been agreed upon.
5. COMMUNICATION AND REPORTS
The Contractor and the Library Museum Director will communicate on a weekly basis and as
needed, regarding cleaning, maintenance issues, needs and concerns. A checklist of duties will
be generated to facilitate the work required (see Appendix A)and made available to the
Director upon request.
The City and Contractor will schedule a "walk-through" inspection and review two times a year.
Written notes will be recorded by the Contractor and Director for the purpose of coordinating
and troubleshooting concerns and issues. Any changes or agreements in "business as usual"
shall be confirmed in writing.
6. SERVICES TO BE PROVIDED
The City and Contractor agree upon the scope of work in this contract and appendices to keep
the building in clean and orderly condition. Perform heavy cleaning duties, such as sanitizing
key surfaces in restrooms and common areas, counter, and tabletops, cleaning floors,
shampooing carpets,washing surfaces, windows, glass and removing rubbish to City dumpster.
Duties include notifying management of the need for repairs and maintenance issues.
The Contractor will take cost saving and sustainable measures whenever possible.
7. EQUIPMENT TO BE PROVIDED
The Contractor shall be responsible for providing their own equipment and tools. Consumable
janitorial and maintenance supplies will be provided, as detailed in Appendix B. The Contractor
and their employees shall be responsible for their own transportation needs.
8. RESPONSIBILITY
The Contractor will be responsible for working with the Director to determine the best means of
fulfilling this contract. Duties may change by mutual agreement by all parties in order to fulfill the
requirements of the contract.
9. REGULATIONS
All rules and regulations of the following agencies will be upheld and enforced at all times:
Federal law,OSHA standards and requirements,Alaska State law,Seward City Code, and SCLM
regulations and rules. The City and its agents shall retain authority to enter the properties at any
time to perform an inspection of facilities, maintenance, or other matters deemed necessary by
the City. The use of the facilities, City-owned equipment shall not be allowed for any purpose
other than the performance of the janitorial duties. No person other than a
SCLM Janitorial Services Contract: City of Seward Page 2 of
designated agent of the Contractor shall be allowed access to the facility, equipment, or keys
for the sole purpose of fulfilling this contract.
10. INSURANCE REQUIREMENTS
It is agreed, if selected, that the Contractor will provide the following insurance policies covering
its operations: Workers' Compensation, Commercial General Liability Insurance, Motor Vehicle
Liability; or forms of insurance as stated in the contract documents. Certificates of insurance
shall be provided to the City upon request.
11. HOLD HARMLESS
The Contractor is an independent Contractor and not an agent or employee of the City for the
purpose of the content and the specific job. The Contractor shall indemnify and hold harmless
the City for any loss, claim, or action to which the Contractor may cause by reason of any act or
omission of the Contractor except for damages caused by or resulting from the sole negligence
of the City, its agents, or employees.
12. LENGTH AND CONTENT OF CONTRACT
The term of this contract shall be October 1, 2023 through September 30, 2024. This contract
will have an option to extend upon agreement by all parties for up to four (4) consecutive
additional years.
A. Contract Monitoring/ Performance Evaluation: The requirements of the contract shall be
monitored through the SCLM department, based on informal and formal inspections,
public comments and reports from library and museum staff. Performance evaluation
shall be conducted as mentioned in Item 5 and by an annual assessment made by the
SCLM Director on or around June 15, of each year.
B. The Contractor shall obtain and maintain, throughout the term of this contract, State of
Alaska and City of Seward business licenses, and shall remain compliant with the tax
requirements of the Kenai Peninsula Borough.
C. Contract Termination: The Contract maybe terminated:
a. immediately, for cause;
b. by the City of Seward for its convenience upon thirty (30) calendar days written
notice to the Contractor;
c. by the Contractor upon thirty (30)calendar days written notice to the City of
Seward;
d. by mutual agreement by both parties.
13. CONTRACTOR'S COMPENSATION (based on and listed in Total Cost of Project in proposal)
The Contractor shall be entitled to receive as compensation for the services rendered.
A fee will be paid once per month based upon the completion of the requested services. The
Contractor shall supply the City an accurate record of service performed in the form of an
SCLM Janitorial Services Contract: City of Seward Page 3 of 7
invoice, submitted every month in the amount of $5,500.00 as outlined in the base annual fee
and upon completion of the work specified.
The Contractor will be compensated for additional services rendered by the Contractor or
subcontractor for carpet cleaning, floor stripping and waxing, upholstery cleaning and window
cleaning as approved by the City. The Contractor shall supply the City an accurate record of
additional services performed in the form of an invoice, submitted for the month of service
according to the following rates:
A. Carpet Cleaning: Not to exceed $12,700/year for carpet cleaning maintenance.
B. Floor Stripping and Waxing: Not to exceed$300/year.
C. Upholstery Cleaning : Not to exceed $2000/year.
D. Window Cleaning: Not to exceed$2800/year.
14. EXPENDITURES AND SUBCONTRACTED WORK
The Contractor will obtain approval for any expenditures made on behalf of the City for supplies
or services prior to the purchase. The City will be notified in advance of the cost of all work that
the Contractor plans to subcontracts out to an outside party with proposed date(s) of service
prior to the service for approval and coordination. The City reserves the right to deny any
subcontracted service.
15. NO ASSIGNMENT
The Contractor was selected based on its qualifications and this agreement shall not be
assigned without the prior approval of the City.
16. GOVERNING LAW
This Contract is governed by the laws of the State of Alaska and such federal and local laws and
ordinances as are applicable to the work performed.
IN WITNESS WHEREOF, the parties have set their hands and seals on this 25
day eptember, 2023.
Sasha Osborne, Kat Sorensen,
Owner/Operator City Manager
TBA
ATTEST: ,,y OF
V`.•GOF� R4r�q%O
O100
Kris Peck, • SEAL
City Clerk '
•
NNE 1,1°���:;�Q'�.•
��'�,ATE 0 F PLP.•`��
SCLM Janitorial Services Contract: City of Seward Page 4 of
APPENDIX A: SCLM JANITORAL DUTIES
Janitorial duties according to specifications set for the Seward Community Library & Museum.
Note the special instructions for the Museum Spaces.
DAILY DUTIES
A. Restrooms:
a. Service, sanitize and clean counters, diaper changer, toilets, sinks, urinals.
b. Remove stains from walls and partitions.
c. Replace paper and other consumable products.
d. Sweep and mop floors and remove stains,
e. Empty trash.
B. Clean and disinfect touch surfaces such as arm rests, counter tops, door frames,faucets,
handles, light switches,tables, sinks,water fountains, windows, glass surfaces and other
surfaces that are touched on a regular basis.
C. Clean floors and stairs bymopping, scrubbing, sweeping, or vacuuming as applicable.
D. Vacuum all carpeted areas, including stairs and elevator.
E. Use carpet spot remover as needed on stains.
F. Keep janitor closet clean and organized.
G. Remove trash to City dumpster and replace bags.
H. Monitor building security and safety by performing such tasks as ensuring that doors are
locked and secure after operating hours.
I. Communicate any concerns, damages or repairs needed.
J. Ensure all lights are off before leaving.
K. Ensure all external doors are locked and secure before leaving.
WEEKLY DUTIES
A. Empty paper shredder.
B. Clean inside/outside of glass windows and doors in entry way.
C. Dust or wash furniture, shelves, windowsills, etc.
D. Spot clean walls.
E. Clean and disinfect nonporous sitting surfaces.
F. Vacuum north loading bay area.
G. Move furniture to vacuum underneath in sections each week.
MONTHLY DUTIES
A. Update inventory of cleaning supplies.
B. Notify SCLM Director of supply shortages for reorder.
QUARTERLY DUTIES
A. Empty out north loading bay and museum entrance door mats.
B. Vacuum basement, north and south stairwells from basement, library drop box closet
and other closets and storage areas.
ANNUAL DUTIES
SCLM Janitorial Services Contract: City of Seward Page 5 of 7
A. Steam clean carpets (two times a year) and upholstery.
B. Wash inside/outside windows.
C. Strip, seal, finish and polish kitchen floor.
AS NEEDED DUTIES
D. Treat and extract stains from carpet.
E. Maintain floor drains to prevent odors.
F. Report any building security, lighting, maintenance or safety issues in a timely manner.
A. Secured Storage
a. No access or cleaning of any kind.
b, Notify Director or Police Dispatch in case of suspected damage or emergency.
NOT TO CLEAN IN ANY SPACE
A. Electronic equipment or components.
B. Individual staff work stations unless requested.
C. The museum or museum work room is not to be cleaned by contractors.
NOTE: Wear gloves and follow proper safety instructions and procedures when using chemicals
and cleaners.
SCLM Janitorial Services Contract: City of Seward Page 6 of
i
APPENDIX B: SCLM CONSUMABLE JANITORAL SUPPLIES
Consumable janitorial and maintenance supplies that the City will provide are listed, but not
limited to:
A. Paper towels
B. Toilet paper
C. Dispenser hand soap
D. Large garbage liners
E. Small garbage liners
F. Sanitary bags
G. Diaper Changing pads
H. Gloves
I. Dusters
J. Emergency Blood-Borne/Pathogen Clean-up Kits
K. Batteries
SCLM Janitorial Services Contract: City of Seward Page 7 of 7