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HomeMy WebLinkAboutRes2019-008 Sponsored by: Bridges Reconsideration Failed: February 11, 2019 CITY OF SEWARD, ALASKA RESOLUTION 2019-008 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING $72,009 FOR A CONTRACT FOR JANITOR SERVICES FOR THE SEWARD COMMUNITY LIBRARY AND MUSEUM TO THE DEPENDABLE JANITOR AND GARDENER 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, in accordance to Seward City Code, City administration issued a Request for Proposals on December 10, 2018 for janitorial services for the SCLM; and WHEREAS, the request was advertised in a newspaper with local circulation for the required two-week period with proposals due on December 28, 2018; and WHEREAS, the City received two proposals, one from Clean Sweep and one from The Dependable Janitor& Gardener; and WHEREAS, Clean Sweep withdrew their proposal, leaving one remaining proposal; and WHEREAS, The Dependable Janitor& Gardener's proposal was found to be responsive, and as the City's current janitorial contractor for the same location, has provided consistent and satisfactory service to the City for the last five years; and WHEREAS, the annual cost of general services of the contract is $58,509 with additional annual costs for carpet cleaning, floor waxing, window cleaning and upholstery cleaning not to exceed $13,500; and WHEREAS, the estimated annual cost for janitorial services to the SCLM is not to exceed $72,009; and WHEREAS, the contract will be let for a term of one year beginning February 1, 2019, 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 upon CITY OF SEWARD, ALASKA RESOLUTION 2019-008 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 February 1, 2019 until January 31, 2020 to The Dependable Janitor & Gardener for the amount of$72,009, 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$14,107 is hereby appropriated from General Fund Reserves to 01000-1500-7009 FYI9 Library Museum budget for contracted services. 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 January, 2019. THE CITY OF SEWARD, ALASKA Davi Squires, Ma r AYES: Seese, Lane, Towsley, Horn, Osenga, McClure, Squires NOES: None ABSENT: None ABSTAIN: None ATTEST: renda J. Bal 4 u, MMC City Clerk .•••",,,, , .•y OFSFiv4, (City • ••••00OR;1;'•••. o''• SEAL • ® • � J. lF OF A`P 99 INTENT: The intent of this contract is to provide required janitorial services in a cost-effective and proficient manner. I CONSISTENCY CHECKLIST: Yes No NA 1 Comprehensive Plan: no mention of custodial or janitorial X 2 Strategic Plan: "diverse economy" j X 3 Other: r X I FISCAL NOTE: The Library Museum FY2019 Contracted Services (01000-1500-7009) for janitorial services was approved in the amount of $57,902. Additional appropriation is required to make up the difference of $14,107 for the 2019 budget to meet the terms of the annual cost of the janitorial contract at $72,009. Approved by Finance Department: � /,M4/.� ATTORNEY REVIEW: Yes X No RECOMMENDATION: City Council approve Resolution 2019-008 awarding a year contract to Ron Newcome and Connie Newcome, d.b.a. The Dependable Janitor & Gardener for janitorial services for the Seward Community Library & Museum, per the attached contract for an amount not to exceed $72,009 with the option to extend at the discretion of the City Manager and by mutual agreement for up to four additional years at the current terms. 100 SCLM Janitorial Services Contract: City of Seward Page 1 of 7 CITY OF SEWARD, ALASKA Janitorial Services Contract Seward Community Library & Museum This AGREEMENT, made and entered into this ______ day of ______________ 2019 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 Dependable Janitor & Gardener, 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 February 1, 2019 to January 31, 2020. 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, museum spaces, meeting spaces, kitchenette, restrooms, loading areas, basement and storage spaces. Hours of service are based upon convenient, appropriate times during closed hours. 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. Services to be provided under the contract that would be entered into with the City were listed in the Request For Proposals issues by the City on December 10, 2018. 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. 101 SCLM Janitorial Services Contract: City of Seward Page 2 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 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 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 on 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 102 SCLM Janitorial Services Contract: City of Seward Page 3 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. 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 February 1, 2019 through January 31, 2020. 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 February 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. 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 103 SCLM Janitorial Services Contract: City of Seward Page 4 of 7 invoice, submitted every month in the amount of $4,875.75 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 $5000/year for carpet cleaning maintenance. B. Floor Stripping and Waxing: Not to exceed $3500/year. C. Upholstery Cleaning: Not to exceed $1400/year. D. Window Cleaning: Up to two times a year at $1800 per visit, not to exceed $3600/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 the ______ day of ______________ 2019. ------------------------------------------------ Brennan Hickok Assistant City Manager City of Seward, Alaska TBA ATTEST: ------------------------------------------------ Brenda Ballou, MMC City Clerk 104 SCLM Janitorial Services Contract: City of Seward Page 5 of 7 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 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 105 SCLM Janitorial Services Contract: City of Seward Page 6 of 7 A. Steam clean carpets (two times a year preferred) and upholstery. B. Wash inside/outside windows (two times a year preferred). C. Strip, seal, finish and polish non-carpeted floors. 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. MUSEUM SPACES a. Museum Spaces require special consideration for the safety and security of the artifacts. No water or chemical cleaners of any kind. No handling or moving of exhibits or artifacts without permission. No food or drinks in the Museum Spaces. Ensure all Museum Space doors are kept secured. Special arrangement will need to be made in advance to move artifacts and exhibits in order to strip and wax Museum Space floors to minimize the impact on collections and operations. A. Exhibits a. Vacuum floors once per week, only in visitor traffic areas outside of exhibits, avoiding any contact with any artifacts. i. (Library Museum staff will mop floors as needed) b. Vacuum rug under table and Children’s Area once per week. c. Empty trash once per week. d. No dusting, except in the front desk area. B. Workroom and Office a. Vacuum floors once per week, avoiding any contact with artifacts and supplies. i. (Library Museum staff will mop floors as needed) b. Empty trash once a week. c. No dusting. C. 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. 106 SCLM Janitorial Services Contract: City of Seward Page 7 of 7 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 107