HomeMy WebLinkAboutRES2025-042 Harbor Custodial Contract1
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Sponsored by: Sorensen
CITY OF SEWARD, ALASKA
RESOLUTION 2025-042
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH INGERSOLL ENTERPRISES FOR CUSTODIAL
SERVICES AT THE HARBORMASTER'S OFFICE AND RESTROOMS IN
THE HARBOR AREA, IN THE AMOUNT OF $45,345 ANNUALLY FOR A
TERM OF THREE YEARS
WHEREAS, the Seward Harbor custodial contract expires in May 2025; and
WHEREAS, Ingersoll Enterprises has been the successful proposer for over 30 years; and
WHEREAS, Ingersoll Enterprises has been a reliable contractor with a flexible work
schedule and provided value to the City for this much needed service; and
WHEREAS, Ingersoll Enterprises has expressed interest in continuing this contract and
provided the most economical proposal at $45,345.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. The City Council hereby authorizes the City Manager to into contract with
Ingersoll Enterprises from May 1, 2025, until April 30, 2028, to provide custodial services at the
Harbormaster's building, as well as restrooms located additionally at the National Park Service,
Upland Area and Northeast Boat Launch.
Section 2. Funding in the amount of $45,345.00 is hereby transferred and appropriated
within the Harbor Department's contracted services (11000-2000-7009) budget for this year and
2026 budget. The contractor shall be paid twice per month as per the attached contract.
Section 3. The contract may be extended administratively for up to three years in total,
insofar as insignificant changes are made and the Harbormaster is completely satisfied with the
work and terms of the contract.
Section 4. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 28th
day of April 2025.
THE CITY OF SEWARD, ALASKA
Sue McClure, Mayor
CITY OF SEWARD, ALASKA
RESOLUTION 2025-042
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AYES: Osenga, Finch, Crites, Warner, Wells, McClure
NOES: None
ABSENT: Barnwell
ABSTAIN: None
ATTEST:
Kris Peck
City Clerk
(City Seal)
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City Council Agenda Statement
Meeting Date: April 28, 2025
To: City Council
Through: Kat Sorensen, City Manager
From: Tony Sieminski, Harbormaster
Subject: Resolution 2025-042: Authorizing the City Manager to Enter into a
Contract with Ingersoll Enterprises for Custodial Services at the
Harbormaster's Office and Restrooms in the Harbor Area, in the Amount
of $45,345 Annually for a Term of Three Years
Background and justification:
The City of Seward Harbor Department has contracted custodial services for the Harbormaster
building and three other locations in the Harbor area. This contract has been awarded to Ingersoll
Enterprises for a combined total of over 30 years. Ingersoll Enterprises has been reliable, flexible
and proven to be the most cost-effective proposer for this service to the City. The current contract
ends on May 13, 2025, and has reached its maximum number of extensions. Based on Ingersoll's
past performance, value and commitment to the duties asked, the Harbor proposes this contract
be awarded to Ingersoll Enterprises who has provided a proposal with the best value to the City.
The contract term is for three -years for cleaning the Harbormaster office space and restrooms
and South Upland Area restrooms (year-round), and for cleaning the National Park Service site
restrooms, and Northeast Launch Ramp Restrooms during the designated period between (May
1 — September 30). The contract also includes additional cleaning services during the Fourth of
July holiday and the Silver Salmon Derby for a combined total of $45,345.00.
Payment for this service will be invoiced as $4,185.00 every month (May 1 — September 30)
and $2,160.00 (October 1 — April 30), plus additional cleaned for the combined total of
$45,345.00. This contract will expire on April 30, 2028, and shall be re -negotiable for an
additional three years on a year-to-year basis.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan: Continue to improve the quality of public facilities and services made
available to the residents of Seward.
Strategic Plan:
Other:
Certification of Funds
X
Total amount of funds listed in this legislation: $ 0
This legislation (✓):
Creates revenue in the amount of:
Creates expenditure in amount of:
Creates a savings in the amount of:
Has no fiscal impact
X
Funds are (✓):
Budgeted Line item(s):
Not budgeted
Not applicable
$
$ $45,345.00
$
Affected Fund (✓):
General
Boat Harbor
Motor Pool
X
Available Fund Balance
SMIC
Parking
Other
Electric
Water
$
Wastewater
Healthcare
Note: amounts are unaudited
Finance Director Signature:
al.
X
Yes
Attorney Signature:
Not applicable Comments:
Administration Recommendation
X
Adopt Resolution
Other:
CONTRACT
TO PROVIDE CUSTODIAL SERVICES FOR THE CITY
OF SEWARD HARBOR DEPARTMENT
May 2025
Index
Item Description Page
1. Definitions 2
2. Description of Work 2, and Appendix A
3. Staffing 2
4. Regulations 2
5. Work Plan 2-3
6. Insurance 3-4
7. Length & Content of Contract 4-5
a. Contract Renewal
b. Performance Evaluation, Monitoring
Requirements
c. Termination
d. Mid Contract Negotiation
8. Hold Harmless 5
9. Performance Bond 5
10. Contractor's Compensation 5
I I. City Contact Person 5-6
12. Signatures 6
13. Appendix A 7
Page 1 of 7
HARBOR CUSTODIAL CONTRACT
CITY OF SE WARD, ALASKA
1.Definitions
In this contract, the terms have the following meaning:
CITY: City of Seward, Alaska
HBR: Seward Harbor Department
OPERATOR: ( name of successful Proposer)
2. Description of Work
The work consists of custodial services at off -site locations with the City, including:
a. Seward Harbormaster's Building, 1300 4th Avenue (all areas, including public restrooms and
cleaning supply room, but not including main shop area). The South Uplands Rest rooms.
b. Public restrooms behind the National Park Service Headquarters Building, at the Northeast launch
ramp.
The OPERATOR will provide services from October I through April 30 for item "a", and from May 1 through
September 30 each year for items "a" and "b" above. Hours of service are based upon convenient, appropriate times
during closed hours. The OPERATOR will insure safe, appropriate, timely entrance and departure from each site.
OPERATOR will provide cleaning supplies, bathroom supplies and tools for required cleaning. Certain supplies and
tools are available for Contractor's use at the Harbormaster's Building. The OPERATOR may request additional supplies
or tools, but the HBR does not guarantee they will be purchased or provided and OPERATOR is responsible for
providing them. Sites a. and b. will be serviced twice daily during the three-day Fourth of July holiday period and for the
period encompassing the Seward Silver Salmon Derby. The Harbor will provide these specific dates to the OPERATOR.
The OPERATOR will submit to the Harbormaster reports necessary to provide custodial services and building security
and/or maintenance as needed.
3. Staffing
OPERATOR is an independent contractor and is not an employee or agent of the CITY. If employees are to be hired by
OPERATOR, they will be trained by OPERATOR to conduct themselves in a friendly, professional manner, and be
properly attired and equipped to perform duties.
4. Regulations
All rules and regulations of the following agencies will be upheld and enforced at all times: Federal law and regulations,
including applicable OSHA standards and requirements, Alaska State law and regulations, and Seward City Code. 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 and/or
State-owned equipment shall not be allowed for any purpose other than the performance of the custodial duties. No
person other than a designated agent of the OPERATOR shall be allowed access to any facility or equipment.
5. Work Plan
A. Schedule of operations
1. Harbor Building office spaces must be cleaned between 7:00pm and 7:00am (not during staffed hours).
Harbormaster Building restrooms, National Parks Service site restrooms, South Upland Area restrooms and
Northeast Launch Ramp restrooms must be cleaned between 7:00 PM until 7:00 AM.
2. Time Schedules may change by mutual agreement. During Salmon Derby, OPERATOR will coordinate with
HBR personnel for cleaning during the extended hours of operation
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3. Additional cleaning will be required during the 9-day duration of the Salmon Derby, and the 3-day period
around the 4'h of July. Please see the Harbormaster for these dates as they vary year to year.
4. Special projects (i.e.: strip floors, wax, detailed cleaning) may be accomplished on Holidays during the day
with permission from the Harbormaster's staff.
B. Report and monitor progress and performance to the City
I. The OPERATOR will submit a monthly list of accomplished duties involving the Harbor Building office
spaces and restrooms. In the summer, this list will include the National Park Service restrooms, the NE launch
ramp restrooms, and the South Upland area restrooms. The list will include items which were addressed daily.
Checklists will be submitted to the Harbormaster the first of each month.
2. OPERATOR will track and schedule a semi-annual "walk-through" inspection at each site with the
Harbormaster. Written notes will be recorded by the Operator and the Harbormaster.
3. Performance goals will be submitted in writing for each site to the Harbormaster after each "walk-through"
inspection.
4. The OPERATOR may submit a daily list of any damage or deficiencies to the harbor staff so the item can be
replaced or repaired.
5. The OPERATOR shall submit a monthly list of cleaning supplies and other items (toilet paper, soap, etc.) to
the Harbormaster to ensure adequate supplies are maintained.
6.Insurance
The OPERATOR shall purchase and maintain the following insurance(s), during the term of the contract:
A. WORKERS' COMPENSATION
EMPLOYER'S LIABILITY
Workers' compensation and Occupational Disability Insurance in compliance with all state federal
regulations in the jurisdiction where the work is to be performed, including the following special
coverage extensions:
Employer's Liability coverage with limits of not less than:
- -$1,000,000/accident
- -$1,000,000/disease
- -$1,000,000/policy limit
Any policy of insurance must contain a provision or endorsement providing that the rights
of the insurer and all employees provide a waiver of subrogation against the City of Seward.
B. COMPREHENSIVE GENERAL LIABILITY
Comprehensive General Liability Insurance with limits of:
--$1,000,000/person and $1,000,000/occurrence for bodily injury, sickness or death, and $1,000,000
per occurrence for damage to property or $1,000,000 per occurrence combined single limit for bodily
injury and property damage;
or Commercial General Liability Insurance with limits of:
--$ 1,000,000 General Aggregate Limit (Other than Products -Completed Operations)
--$ 1,000,000 Products -Completed Operations Aggregate Limit
--$ 1,000,000 Personal and Advertising Injury Limit
--$1,000,000 Each Occurrence Limit
--$ 50,000 Fire Damage Limit (Any one Fire)
--$ 5,000 Medical Expense Limit (Any one Person)
Page 3 of 7
Including the following coverage:
(1) Contractual Liability covering the liability assumed in the contract.
(2) Deletion of any exclusion for explosion, collapse and underground damage.
Special Policy Provisions:
This insurance policy and any extension or renewals thereof must contain the following provisions or
endorsements:
(1) City of Seward is an additional insured there under as respects liability arising out of or from the
work performed by OPERATOR of City of Seward.
(2) Insurer waives all rights of subrogation against City of Seward and its employees or elected
officials.
(3) The insurance coverage is primary to any comparable liability insurance carried by the City of
Seward.
C. AUTOMOBILE LIABILITY (All owned, hired and non -owned vehicles - $1,000,000 combined
single limit each occurrence for bodily injury and property damage.)
Special Policy Provisions:
This insurance policy and any extension or renewals thereof must contain the following provisions or
endorsements:
(I) City of Seward is an additional insured there under as respects liability arising out of or from the
work performed by OPERATOR or City.
(2) Insurer waives all rights of subrogation against City of Seward and its employees and elected
officials.
(3) The insurance coverage is primary to any comparable liability insurance carried by the City of
Seward.
Prior to commencement of any work under this contract by the OPERATOR or any of its subcontractors, OPERATOR
will provide the City with certificates of insurance evidencing that OPERATOR and its subcontractors are in compliance
with all of the above requirements. Said certificates will provide that the City will be given thirty (30) days prior notice
of cancellation or material alteration of any of the insurance policies specified in the certificate. Upon request,
OPERATOR shall permit the City to examine any of the insurance policies specified herein. Any deductibles or
exclusions in coverage will be assumed by the OPERATOR, for account of and at the sole risk of the OPERATOR.
The minimum amounts and types of insurance provided by the Contractor shall be subject to revision at the City's
request in order to provide continuous coverage throughout the term of the contract and any extension hereof, a level of
protection consistent with good business practice and accepted standard of the industry. Such factors as increases in the
cost of living, inflationary pressures, new risk, and other conditions shall be utilized in assessing whether the minimum
insurance requirements should be increased or changed from the types and amounts noted above.
7. Length and Content of Contract
The length of the contract shall begin May 1, 2025 and extent through April 30 2028. which has been agreed upon by
both parties.
The original contract which gave extension authority to administration was approved by Council in resolution 2025- .
A. Contract Renewal
If the City, through the Harbormaster, is completely satisfied with the work and terms of the contract, a new
three year extension may be requested. The OPERATOR is not bound to extend at this point. If a new
agreement cannot be made, the Request for Proposal process shall begin again.
At the end of three years, the City is required to go through the RFP process again, regardless of satisfaction
with an operator.
B. Contract Monitorin. / Performance Evaluation
The requirements of the contract shall be monitored through the Harbor department, based on informal and
formal inspections and public comments. Performance evaluation shall be conducted during the semi-annual
walk through inspections each year.
The OPERATOR is required to submit copies of all pertinent State of Alaska and City of Seward business licenses.
The OPERATOR will conduct criminal records background checks prior to employment and is fully responsible for all
Page 4 of 7
employees performing work concerning this contract.
C. Contract Termination
Contract may be terminated:
a) immediately, for cause;
b) by the City of Seward for its convenience upon thirty (30) calendar days written notice
to the OPERATOR;
c) by the OPERATOR upon thirty (30) calendar days written notice to the City of Seward;
d) by mutual agreement of both parties.
D. Mid -Contract Negotiation
Contract may be negotiated by the City of Seward for its convenience upon thirty (30) calendar days
written notice to the OPERATOR. The harbormaster building restrooms may undergo a significant
renovation and may be closed for a period of time (up to one month), and no cleaning of the Harbormasters
restroom will be needed. The City reserves the right to renegotiate this custodial contract prior to the
construction period for a reduced scope of services (during the construction period) to include the harbor
office, but to not include the restrooms in the harbormaster building.
8. Hold Harmless
The OPERATOR shall indemnify and hold harmless the City for any loss, claim, or action to which the OPERATOR
may cause by reason of any act or omission of the OPERATOR except for damages caused by or resulting from the sole
negligence of the City, its agents or employees.
9. Performance Bond
The OPERATOR shall furnish to the City Finance Director a Certificate of Deposit (CD) with a term expiring on April
30, 2028 or the term of the contract, in the amount of $ I ,500.00 (accrued interest payable to the Contractor), payable to
the City of Seward. The City may, at its discretion, use the proceeds to pay the costs of performing custodial services if
the OPERATOR fails to perform this contract in an acceptable manner in accordance with the provisions of the contract.
10. Contractor's Compensation
The OPERATOR shall supply the City an accurate record of service performed in the form of an invoice, submitted
every two weeks. The fee will not be paid until the invoice has been received and subsequent to authorization by the
Harbormaster. Payment will be made the following Friday after the invoice date, unless there is less than a week (lapsed
time) between the following Friday and the invoice date.
Total amount bid for this contract is $45,345.00 on an annual basis. This amount is divided into monthly bid amounts
based on seasonal responsibilities. From May ls' through September 30'h this monthly amount totals $23,085.00, and
from October 1 s' through April 30'h this monthly totals $22,260.00. Invoiced payment schedule for 24 pay periods per
annual basis should be as follows.
The additional costs for the additional cleanings mentioned in #4 of the work plan are as follows:
July 4'h additional $270.00
Eight (8) days of Salmon derby additional $2,160.00
Cost for additional cleaning will be $2,430.00
Additional Services not will be sole responsibility of contractor
I. City Contact Person(s)
When dealing with day-to-day operations and matters involving the Harbor and related sites, the OPERATOR shall
contact the Harbormaster's Office:
Page 5 of 7
Harbormaster
P.O. Box 167
Seward, Alaska 99664-0167
Phone: (907) 224-3138
Fax: (907) 224 7187
Email: harbormaster@cityofseward.net
Monday through Sunday, 8:00 AM to 5:00 PM
After hours emergencies (7pm lam) may be coordinated through Police Dispatch by calling 224-3338.
Any further questions or concerns regarding this contract shall be directed to:
Harbormaster Tony Sieminski
P.O. Box 167
Seward, Alaska 99664-0167
Phone: (907) 224-4357
Fax: (907) 224-7187
Email: tsieminski cityofseward.net
12. Signatures
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 the day of
, 2025
OPERATOR:
CITY:
Kathleen Sorensen
City Manager
City of Seward, Alaska
ATTEST:
Kris Peck
City Clerk
(City Seal)
Pate
Late
Page 6 of 7
Appendix A: CUSTODIAL REQUIREMENTS
HARBOR DEPARTMENT
DAILY DUTIES:
Restrooms: Daily: check and clean paper dispensers, clean and sanitize sinks/toilets/urinals/floors,
spot check: stalls/walls/doors, empty trash, scrub showers, vacuum/sweep and
mop, spray deodorizer, clean min -ors, remove graffiti. Weekly: Scrub under
shower mats and sanitize. Clean shower floors and drains. (Summer: Concrete
floors must be hosed weekly) Monthly: hose wash entire restrooms once per
month, and remove dust from fans and elevated spaces.
Harbormaster
Building: Includes all areas except back shop room. Daily: Empty trash, sweep, mop, clean coffee
and microwave area, sanitize phones and counter tops. Weekly: Dust cabinets,
desks, window sills. Vacuum. Wash interior windows. Every 6 months: strip,
wax, and buff floors.
Janitors
Closet/Storage: Keep working area clean and organized. Ensure dispenser bottles are clearly labeled with
contents.
From 1 May through 30 September, each facility listed below will receive cleaning once per day.
Additionally, during the 4'h of July holiday (3 days) and Annual Silver Salmon
Derby (8 days), the restrooms will be cleaned twice daily. Check with the harbor
for these specific dates.
National Parks Service Restrooms
Harbormaster Building & Restrooms
NE Parking Lot Restrooms
South Upland Area Restrooms
From 1 October through 30 April, the Harbormaster building and its restroom facility, South upland area
restrooms will be cleaned as the others will be winterized and not in use.
CUSTODIAL REQUIREMENTS: Key Information
All cleaning supplies and materials will be provided by the Harbor Department. Ordering
supplies/materials will be completed by harbor staff.
A minimum of 30 day notice in writing to the harbormaster is needed to terminate this contract.
Cleaning is to be conducted between 7pm and 7am, except during the 4'h of duly and Salmon Derby periods
when twice daily cleaning is required. Special projects (like floor waxing) may be completed on holidays
during the day when the harbor is not staffed.
Alternate cleaning staff must be approved by the harbormaster in advance.
No guests are allowed in the harbormaster office/building. Phones, computers, faxes and other equipment may
not be used.
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