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HomeMy WebLinkAboutRES2025-043 Library Custodial ContractSponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2025-043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR CUSTODIAL SERVICES WITH RAVENQUEST HOUSING & MAINTENANCE FOR THE SEWARD COMMUNITY LIBRARY & MUSEUM IN THE AMOUNT OF $72,000 ANNUALLY FOR A TERM OF TWO YEARS 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, to secure continued services, SCLM issued a Request for Proposals (RFP) on March 11, 2025, for a new custodial contract; however, no proposals were received; and WHEREAS, continued janitorial services are essential to maintaining a clean, safe, and welcoming environment for library and museum patrons, staff, and the broader community; and WHEREAS, to address this ongoing need, a new custodial contract is proposed. The contract will span an initial term of two years, from May 1, 2025, to April 30, 2027, with the option to extend for up to three (3) additional consecutive years upon mutual agreement by all parties; and WHEREAS, the total cost for the initial two-year period is $144,000, equating to $72,000 annually, or $6,000 per month. These funds will support the general janitorial services required to sustain daily operations and uphold the facility's standards of.cleanliness and care; and WHEREAS, SCLM recommends this contract based upon contractor references, 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 Council hereby authorizes the City Manager to enter into a contract with Ravenquest Housing and Maintenance from May 1, 2025, to April 30, 2027, in the amount of $72,000 annually, with the option to extend at the discretion of the City Manager and by mutual agreement of all parties for up to three additional years at the current terms. CITY OF SEWARD, ALASKA RESOLUTION 2025-043 Page 2 of 2 Section 2. Funding in the amount of $144,000 is hereby appropriate in the FY 25/26 Library Museum budget for the contracted services account 10000-1500-7009. Section 3. 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 L'utftrircIAL.• Sue McClure, Mayor AYES: Osenga, Finch, Crites, Warner, Wells, McClure NOES: None ABSENT: Barnwell ABSTAIN: None ATTEST: Kris Peck City Clerk (City Seal) 1 1 1 City Council Agenda Statement Meeting Date: April 28, 2025 To: City Council Through: Kat Sorensen, City Manager From: Jolanta Ryan, Library and Museum Director Subject: Resolution 2025-043: Authorizing the City Manager to Enter into a Contract for Custodial Services with Ravenquest Housing & Maintenance for the Seward Community Library & Museum in the Amount of $72,000 Annually for a Term of Two Years Background and justification: The Seward Community Library & Museum (SCLM) opened on January 12, 2013, in its current location. Since then, it has exceeded expectations in terms of usage and visitation across all spaces, serving as a vital community center. The custodial contract for SCLM expired in September 2024. In an effort to secure continued services, SCLM issued a Request for Proposals (RFP) on March 11, 2025, for a new custodial contract; however, no proposals were received. Continued janitorial services are essential to maintaining a clean, safe, and welcoming environment for library and museum patrons, staff, and the broader community. To address this ongoing need, a new custodial contract is proposed. The contract will span an initial term of two years, from May 1, 2025, to April 30, 2027, with the option to extend for up to three (3) additional consecutive years upon mutual agreement by all parties. The total cost for the initial two-year period is $144,000, which equates to $72,000 annually or $6,000 per month. These funds will support the general janitorial services required to sustain daily operations and uphold the facility's standards of cleanliness and care. Comprehensive and Strategic Plan Consistency Informatio 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: $ 144,000 This legislation (✓): Creates revenue in the amount of: Creates expenditure in amount of: $ $ 144,000 Creates 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 Boat Harbor Motor Pool Available Fund Balance SMIC Parking Other Electric Water Wastewater Healthcare Note: amounts are unaudited Finance Director Signature: Attorne Review 541- 944tiite X Yes Attorney Signature: Not applicable Comments: Administration Recommendation X Adopt Resolution Other: CITY OF SEWARD, ALASKA Custodial Services Contract Seward Community Library & Museum This AGREEMENT, made and entered into this 21 day of April 2025 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 _ Ravenquest Housing & Maintenance , authorized to do business in Alaska, hereinafter referred to as the "Contractor." 1. DESCRIPTION OF WORK The work consists of custodial 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 May 1, 2025 to April 30, 2027. This contract will have an option to extend upon agreement by all parties for up to three (3) consecutive additional years. The Contractor will service all areas in the building that require custodial 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 Contractor will submit to SCLM reports necessary to provide custodial 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, custodial training, safety training and supervision of all its employees. The Contractor will notify the Director when new staff is hired or substituted. SCLM Custodial 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, and may change by mutual agreement. The Contractor will insure 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 table tops, cleaning floors, shampooing carpets, washing surfaces, windows, glass and removing rubbish to City dumpster. Duties include notifying management of need for repairs and maintenance issues. The Contractor will take cost saving and sustainable measures whenever possible. 7. EQUIPMENT TO BE PROVIDED Consumable custodial and maintenance supplies will be provided by the Library and Museum Department, as detailed in Appendix B. All other supplies, equipment and tools will be supplied by the Contractor. The Contractor and their employees shall be responsible for their own transportation needs. 8. 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 on the properties at any time to perform an inspection of facilities, maintenance, or other matters deemed necessary by the City. Use of City -owned facilities and equipment shall not be allowed for any purpose other than the performance of the custodial duties. No person other than a SCLM Custodial Services Contract: City of Seward Page 2 of 7 designated agent of the Contractor shall be allowed access to the facility, equipment or keys for the sole purpose of fulfilling this contract. 9. INSURANCE REQUIREMENTS 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. 10. HOLD HARMLESS The Contractor is an independent Contractor and not an agent or employee of the City. 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. 11. LENGTH AND CONTENT OF CONTRACT The term of this contract shall be May 1, 2025 through April 30, 2027. This contract will have an option to extend upon agreement by all parties for up to three (3) 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 October 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 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 Contractor; c. by the Contractor upon thirty (30) calendar days written notice to the City of Seward; d. by mutual agreement by both parties. 12. 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 Custodial Services Contract: City of Seward Page 3 of 7 invoice, submitted every month in the amount of $ 6,000 as outlined in the base annual fee and upon completion of the work specified. 13. NO ASSIGNMENT The Contractor was selected based on its qualifications and this agreement shall not be assigned without the prior approval of the City. 14. 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. Reuben Miranda Owner/Operator TBA ATTEST: City Clerk Kat Sorensen, City Manager SCLM Custodial Services Contract: City of Seward Page 4 of 7 APPENDIX A: SCLM CUSTODIAL DUTIES Custodial 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 by mopping, 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 Custodial 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. NOTE: Wear gloves and follow proper safety instructions and procedures when using chemicals and cleaners. SCLM Custodial Services Contract: City of Seward Page 6 of 7 APPENDIX B: SCLM CONSUMABLE COSTODIAL SUPPLIES Consumable custodial 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 Custodial Services Contract: City of Seward Page 7 of 7