HomeMy WebLinkAbout12-17-18 City Commission Packet Materials - C11. PSA with Dust Bunnies Cleaning Services for Janitorial Services Citywide
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Mike Gray, Facilities Superintendent
SUBJECT: Professional Service Agreement for Janitorial Services Citywide
MEETING DATE: December 17, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign Professional Service Agreement
for Janitorial Service Citywide (City Hall, Fire Station #1/Police Annex, Alfred Stiff Professional Building, Library, Shops Complex, Vehicle Maintenance/HRDC Barn, Laurel
Glenn, Water Treatment Plant, and Water Reclamation Facility. Services will be contracted with
Dust Bunnies Cleaning Services.
SUGGESTED MOTION: Authorize the City Manager to sign Professional Service Agreement for Janitorial Service Citywide (City Hall, Fire Station #1/Police Annex, Alfred Stiff
Professional Building, Library, Shops Complex, Vehicle Maintenance/HRDC Barn, Laurel
Glenn, Water Treatment Plant, and Water Reclamation Facility. Services will be contracted with
Dust Bunnies Cleaning Services.
BACKGROUND: Janitorial service are required to maintain City owned facilities in a state of
cleanliness for staff and the public. Maintaining our facilities helps increases the lifecycle of
each building.
UNRESOLVED ISSUES: ALTERNATIVES:
FISCAL EFFECTS: Funds are allocated in the follow department budgets (see Attachment A):
Facilities Department
• City Hall, Fire Station #1/Police Annex, Alfred Stiff Professional Building, Library,
Shops Complex
Streets Department
• Vehicle Maintenance/HRDC Barn, 50% - 50% split
• Laurel Glenn 50% split
Water/Sewer Department
• Laurel Glenn 50% split
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Water Treatment Plant
• Water Treatment Plant
Water Reclamation Facility
• Water Reclamation Facility
Attachments: Professional Service Agreement Attachment A Scope of Services Attachment B Job Specifications and Definitions
Report compiled on: December 7, 2018
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this ___ day of December, 2018, by and
between the CITY OF BOZEMAN, MONTANA, a municipal corporation organized and existing
under the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana 59771,
hereinafter referred to as “City,” and, Dust Bunnies Cleaning Services, 264 Coral Drive, Belgrade,
MT 59714, hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Attachment “A” and Attachment “B”
by this reference made a part hereof.
2. Term/Effective Date: This Agreement is effective January 1, 2019 and will terminate
on the 31st day of December, 2023 unless earlier terminated as provided herein.
3. Scope of Work: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services (the frequency and work schedule). For
conflicts between this Agreement and the Scope of Services, unless specifically provided otherwise,
the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in the Scope of Services
for each location where services are provided. Any alteration or deviation from the described services
that involves additional costs above the Agreement amount will be performed by Contractor after
written request by the City, and will become an additional charge over and above the amount listed
in the Scope of Services. The City must agree in writing upon any additional charges.
5. Contractor’s Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
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and regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the City’s
personnel policies handbook and may not be considered a City employee for workers’ compensation
or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in
any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act,
Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71,
MCA. Contractor shall maintain workers’ compensation coverage for all members and employees of
Contractor’s business, except for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers’ compensation coverage by an insurer licensed and authorized to provide workers’
compensation insurance in the State of Montana; or (2) proof of exemption from workers’
compensation granted by law for independent contractors.
Contractor shall post a legible statement of all wages and fringe benefits to be paid to the
Contractor’s employees and the frequency of such payments (i.e., hourly wage employees shall be
paid weekly). Such posting shall be made in a prominent and accessible location at the Contractor’s
normal place of business and shall be made no later than the first day of services provided under this
Agreement. Such posting shall be removed only upon expiration or termination of this Agreement.
In performing the services under this Agreement, Contractor shall give preference to the
employment of bona fide residents of Montana, as required by §18-2-403, MCA, and as such, term is
defined by §18-2-401(1), MCA. When making assignments of work, Contractor shall use workers
both skilled in their trade and specialized in their field of work for all work to which they are assigned.
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Pursuant to §§18-2-403 and 18-2-422, MCA, Contractor shall pay wages, benefits, and
expenses as set forth in the Montana Prevailing Wage Rage for Non Construction Services, effective
February 1, 2013 and applicable to Gallatin County, Montana which schedule is incorporated herein.
Contractor shall pay all hourly wage employees on a weekly basis. Violation of the requirements set
forth in the above State of Montana schedule of prevailing wage rates may subject the Contractor to
the penalties set forth in §18-2-407, MCA. Contractor shall maintain payroll records and provide
certified copies to the City. Contractor shall maintain such payroll records during the term of this
Agreement, the course of the work on the Construction Project, and for a period of three (3) years
following the date of final completion of the Construction Project and termination of this Agreement.
In the event that, during the term of this Agreement, any labor problems or disputes of any
type arise or materialize which in turn cause any services to cease for any period of time, Contractor
specifically agrees to take immediate steps, at its own expense and without expectation of
reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific
steps Contractor shall take to services shall be left to the discretion of Contractor; provided, however,
that Contractor shall bear all costs of any related legal action. Contractor shall provide immediate
relief to the City so as to permit the services to continue at no additional cost to City.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated with
such problems or disputes.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and
hold harmless the City, its agents, representatives, employees, and officers (collectively referred to
for purposes of this Section as the City) from and against any and all claims, demands, actions, fees
and costs (including attorney’s fees and the costs and fees of and expert witness and consultants),
losses, expenses, liabilities (including liability where activity is inherently or intrinsically dangerous)
or damages of whatever kind or nature connected therewith and without limit and without regard to
the cause or causes thereof or the negligence of any party or parties that may be asserted against,
recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or
in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; (ii) any
negligent, reckless, or intentional misconduct of any of the Contractor’s agents; or (iii) the negligent,
reckless, or intentional misconduct of any other third party.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
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expenses, including reasonable defense attorney fees, to the extent caused by the negligence or willful
misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s)
which would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should any indemnitee described herein be required to bring an action against the Contractor
to assert its right to defense or indemnification under this Agreement or under the Contractor’s
applicable insurance policies required below the indemnitee shall be entitled to recover reasonable
costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court
of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was
obligated to indemnify the indemnitee for a claim(s) or any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under this
Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents
or employees, including the right of contribution for loss or damage to person or property arising
from, growing out of, or in any way connected with or incident to the performance of this Agreement
except “responsibility for his own fraud, for willful injury to the person or property of another, or for
violation of law, whether willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion
for liabilities specifically assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
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limit and without regard to the cause therefore and which is acceptable to the City and Contractor
shall furnish to the City an accompanying certificate of insurance and accompanying endorsements
in amounts not less than as follows:
• Workers’ Compensation – statutory;
• Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate; and
• Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000 annual
aggregate
The City of Bozeman, its officers, agents, and employees, shall be endorsed as an additional
or named insured on a primary non-contributory basis on both the Commercial General and
Automobile Liability policies. The insurance and required endorsements must be in a form suitable
to City and shall include no less than a sixty (60) day notice of cancellation or non-renewal. The City
must approve all insurance coverage and endorsements prior to the Contractor commencing work.
Contractor shall notify City within two (2) business days of Contractor’s receipt of notice that any
required insurance coverage will be terminated or Contractor’s decision to terminate any required
insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due
to Contractor’s Fault”). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
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d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City,
make it advisable to the City to cease work on the Construction Project, City may terminate
this Agreement by written notice to Contractor (“Notice of Termination for City’s
Convenience”). The termination shall be effective in the manner specified in the Notice of
Termination for City’s Convenience and shall be without prejudice to any claims that the City
may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease work on the
Construction Project, discontinue placing orders for materials, supplies, and equipment for the
Construction Project, and make every reasonable effort to cancel all existing orders or
contracts upon terms satisfactory to the City. Contractor shall do only such work as may be
necessary to preserve, protect, and maintain work already completed, in progress, or in transit
to the construction site.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled
to payment only for those services Contractor actually rendered and materials actually
purchased or which Contractor has made obligations to purchase on or before the receipt of
the Notice of Termination for City’s Convenience, and reasonably incurred costs for
demobilization of Contractor’s and any subcontractor’s crews. It is agreed that any materials
that City is obligated to purchase from Contractor will remain the City’s sole property.
d. The compensation described in Section 9(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances,
be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost
productivity, field office overhead, general conditions costs, or lost profits damages of any
nature arising, or claimed to have arisen, as a result of the termination.
10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
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Contractor’s damages shall be limited to contract damages and Contractor hereby expressly
waives any right to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within ten (10) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this
Agreement shall be Mike Gray (Facilities Superintendent) or such other individual as City
shall designate in writing. Whenever approval or authorization from or communication or
submission to City is required by this Agreement, such communication or submission shall be
directed to Mike Gray as the City’s Representative and approvals or authorizations shall be
issued only by such Representative; provided, however, that in exigent circumstances when
City’s Representative is not available, Contractor may direct its communication or submission
to other designated City personnel or agents as listed above and may receive approvals or
authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be Jeff Jacks or such other individual as Contractor shall
designate in writing. Whenever direction to or communication with Contractor is required by
this Agreement, such direction or communication shall be directed to Contractor’s
Representative; provided, however, that in exigent circumstances when Contractor’s
Representative is not available, City may direct its direction or communication to other
designated Contractor personnel or agents.
12. Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman
business license, and inspections from applicable governmental authorities, pay all fees and charges
in connection therewith, and perform all surveys and locations necessary for the timely completion
of the Construction Project.
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13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and disposal
of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and
provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and
State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination,
affirmative action, and utilization of minority and small business statutes and regulations.
14. Nondiscrimination: The Contractor will have a policy to provide equal employment
opportunity in accordance with all applicable state and federal anti-discrimination laws, regulations,
and contracts. The Contractor will not refuse employment to a person, bar a person from employment,
or discriminate against a person in compensation or in a term, condition, or privilege of employment
because of race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual
or perceived sexual orientation, gender identity, physical or mental disability, except when the
reasonable demands of the position require an age, physical or mental disability, marital status or sex
distinction. The Contractor shall be subject to and comply with Title VI of the Civil Rights Act of
1964; Section 140, Title 2, United States Code, and all regulations promulgated thereunder. The
Contractor shall require these nondiscrimination terms of its sub-Contractors providing services under
this agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement. Contractor
acknowledges it is aware of and shall comply with its responsibilities and obligations under the U.S.
Department of Transportation (DOT) regulations governing anti-drug and alcohol misuse prevention
plans and related testing. City shall have the right to request proof of such compliance and Contractor
shall be obligated to furnish such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees and
agents in proper and specified work methods and procedures. The Contractor shall provide continuous
inspection and supervision of the work performed. The Contractor is responsible for instructing his
employees and agents in safe work practices.
16. Modification and Assignability: This document contains the entire agreement
between the parties and no statements, promises or inducements made by either party or agents of
either party, which are not contained in this written Agreement, may be considered valid or binding.
This Agreement may not be enlarged, modified or altered except by written agreement signed by both
parties hereto. The Contractor may not subcontract or assign Contractor’s rights, including the right
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to compensation or duties arising hereunder, without the prior written consent of City. Any
subcontractor or assignee will be bound by all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with the
requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons
authorized by the City to inspect and copy its books and records for the purpose of verifying that the
reimbursement of monies distributed to Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination without
prior approval of the City.
18. Non-Waiver: A waiver by either party any default or breach by the other party of any
terms or conditions of this Agreement does not limit the other party’s right to enforce such term or
conditions or to pursue any available legal or equitable rights in the event of any subsequent default
or breach.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party of
this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to
give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled
to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include
City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first by negotiation between senior-level
personnel from each party duly authorized to execute settlement agreements. Upon mutual
agreement of the parties, the parties may invite an independent, disinterested mediator to assist
in the negotiated settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
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22. Survival: Contractor’s indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable, the
balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana and the parties expressly agree that venue will be in Gallatin County,
Montana, and no other venue.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein or made a part thereof
by reference, are not binding upon the parties. There are no understandings between the parties other
than as set forth in this Agreement. All communications, either verbal or written, made prior to the
date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this
Agreement by reference.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
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IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year
first above written.
CITY OF BOZEMAN, MONTANA Dust Bunnies Cleaning Services
CONTRACTOR (Type Name Above)
By________________________________ By__________________________________
Andrea Surratt, City Manager
Print Name:
Print Title: ____________________________
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
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Attachment A City of Bozeman – Janitorial Services Citywide
Attachment A
City of Bozeman - Janitorial Services Citywide
Building Monthly
Amount
Annual
Amount
City Hall $3,000.00 $36,000.00
Fire Station #1/Police Annex $585.00 $7020.00
Alfred Stiff Professional Building $3,000.00 $36,000.00
Bozeman Public Library $14,500.00 $174,000.00
Shops Complex $2,850.00 $34,200.00
Laurel Glenn $295.00 $3,540.00
Vehicle Maintenance/HRDC Barn $1,225.00 $14,700.00
Water Treatment Plant (WTP) $1,100.00 $13,200.00
Water Reclamation Facility (WRF) $1,125.00 $13,500.00
Prevailing Wages are calculated into these amounts over the 5 year term
of contract.
Building Address Point of Contact
City Hall 121 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent
Fire Station #1/Police
Annex
34 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent
Alfred Stiff Professional
Building
20 E. Olive Street, Bozeman Mike Gray, Facilities Superintendent
Bozeman Public Library 626 E. Main Street, Bozeman Mike Gray, Facilities Superintendent
Shops Complex 814 N. Bozeman Avenue,
Bozeman
Mike Gray, Facilities Superintendent
Laurel Glenn 5519 Saxon Way, Bozeman Mike Gray, Facilities Superintendent
Vehicle
Maintenance/HRDC Barn
1812 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent
Water Treatment Plant
(WTP)
7024 Sourdough Canyon Road,
Bozeman
Eric Campbell, WTP Superintendent
Water Reclamation Facility
(WRF)
2245 Spring Hill Road, Bozeman Tom Radcliff, WRF Superintendent
149
Attachment A City of Bozeman – Janitorial Services Citywide
Building: City Hall
Location: 121 N. Rouse Avenue
Size of Building: 22,700 square feet
• Lower Floor:
o Common Area:
o Office Space:
• Main Floor:
o Common Area:
o Office Space:
• Second Floor:
o Common Area:
o Office Space:
Hours of Operation: Monday – Friday, 8:00am to 5:00pm
Additional Information: Additional evening meetings scheduled many days of the week.
Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products
that meet the approval of the green building council.
Scope of Service & Frequency
CITY HALL
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Dust and spot clean glass display cases Weekly
150
Attachment A City of Bozeman – Janitorial Services Citywide
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
151
Attachment A City of Bozeman – Janitorial Services Citywide
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of
contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
152
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Fire Station #1/ Police Annex
Location: 34 N. Rouse Avenue
Size of Building:
• Main Floor:
o Common Area: 2,374 square foot
o Office Space: 1,061 square foot
Hours of Operation: Building is a 24 hour a day operation 7 days a week. Cleaning hours will be
established with the Owner
Additional Information: Garage bays and dormitory areas are not included in areas to be cleaned. Extra
security measures will be in place due to presence of the police offices and confidential criminal
information. Building shall be cleaned 3 nights per week. This building will require the use of green
cleaning products that meet the approval of the green building council.
Scope of Service & Frequency
Fire Station #1
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X
Disinfect and polish drinking fountains Daily X X X
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
153
Attachment A City of Bozeman – Janitorial Services Citywide
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X
Clean counters, table tops, and sinks Daily X X X
Wipe clean tables and chairs Daily X X X
Spot clean front of cabinets and major
appliances
Daily X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X
Vacuum carpeted areas if applicable Daily X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
154
Attachment A City of Bozeman – Janitorial Services Citywide
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of
contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
155
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Alfred Stiff Professional Building
Location: 20 East Olive Street
Size of Building: 23,040 square feet
• Lower Floor:
o Common Area: 3,283 square foot
o Office Space: 940 square foot
• Main Floor:
o Common Area: 4,560 square foot
o Office Space: 1,822 square foot
• Second Floor:
o Common Area: 3,184 square foot
o Office Space: 3,092 square foot
Hours of Operation: Monday – Friday, 8:00am to 5:00pm
Additional Information: Additional evening meetings scheduled during week.
Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products
that meet the approval of the green building council.
Scope of Service & Frequency
Alfred Stiff Professional Building
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Dust and spot clean glass display cases Weekly
156
Attachment A City of Bozeman – Janitorial Services Citywide
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
157
Attachment A City of Bozeman – Janitorial Services Citywide
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of
contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
158
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Library
Location: 626 East Main Street
Size of Building: 52,000 square feet
• Lower Floor:
o Common Area: 216 square foot
o Office Space:
• Main Floor:
o Common Area: 22,625 square foot
o Office Space: 782 square foot
• Second Floor:
o Common Area: 15,341 square foot
o Office Space: 1,507 square foot
Hours of Operation: Monday - Thursday 10:00am to 8:00pm
Friday 10:00am to 6:00pm
Saturday 10:00am to 5:00pm
Sunday 1:00pm to 5:00pm
Additional Information: Additional evening events take place in main parts of library after closing hours
that need to be accommodated.
Extra security measures will be in place due to presence of a police office and confidential information.
Building shall be cleaned 7 nights per week. This building will require the use of green cleaning products
that meet the approval of the green building council.
Scope of Service & Frequency
Library
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X X X
159
Attachment A City of Bozeman – Janitorial Services Citywide
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X X X
Disinfect and polish drinking fountains Daily X X X X X X X
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X X X
Clean counters, table tops, and sinks Daily X X X X X X X
Wipe clean tables and chairs Daily X X X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X X X
Vacuum carpeted areas if applicable Daily X X X X X X X
160
Attachment A City of Bozeman – Janitorial Services Citywide
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of
contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
161
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Shops Complex
Location: 814 N. Bozeman Avenue
Size of Building: 14,889 square feet
Hours of Operation: 6:00am to 6:00pm for operation with weekend, late night, and early morning
presence depending on the time of year and Public Works related activities.
Additional Information: Additional evening meetings scheduled some days of the week.
Main building shall be cleaned 5 nights per week. This building will require the use of green
cleaning products that meet the approval of the green building council. South Shop and Sign and
Signal Office Building will be cleaned 2 times per week.
Scope of Service & Frequency
Shops Complex
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
162
Attachment A City of Bozeman – Janitorial Services Citywide
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
163
Attachment A City of Bozeman – Janitorial Services Citywide
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Wax & Buff Flooring, Training Room,
Breakroom, and Common Areas
Quarterly
Wax removal, Wax and Buff (3) Coats Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of
contract.
164
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Vehicle Maintenance/HRDC Barn
Location: 1812 N. Rouse Avenue
Size of Building:
• Main Floor:
o Common Area:
o Office Space:
Hours of Operation: 6:00am to 6:00pm up to 7 days a week.
Additional Information: Garage bays are not included in areas to be cleaned.
Work will be done according to the agreed upon schedule with the Department representatives. Building
shall be cleaned Tuesdays, Thursdays, and Sundays.
Scope of Service & Frequency
Vehicle Maintenance/HRDC Barn
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records 3x Week X X X
2 Common Areas/Reception Areas
Sweep hard floors including entry areas,
and common area stairs
3x Week X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
3x Week X X X
Clean entry glass – inside and out,
(weather permitting)
3x Week X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
3x Week X X X
Empty recycling receptacles, place in large
building containers
Weekly X
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
3x Week X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
3x Week X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
3x Week X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
3x Week X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
3x Week X X X
Empty waste receptacle(s), place liner in
receptacle
3x Week X X X
165
Attachment A City of Bozeman – Janitorial Services Citywide
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X
4 Locker Room
Sweep, scrub, wet mop, and disinfect
floors
3x Week X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
5 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors 3x Week X X X
Clean counters, table tops, and sinks 3x Week X X X
Wipe clean tables and chairs 3x Week X X X
Spot clean front of cabinets and major
appliances
3x Week X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
3x Week X X X
Vacuum carpeted areas if applicable 3x Week X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of
contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
166
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Laurel Glenn
Location: 5519 Saxon Way
Size of Building: 3,460 square feet
Building is mostly used for vehicle and equipment storage but there is a restroom and meeting
area for staff who are working on the West end of town so they do not to come back to City
Shops Complex. Staff will be there at various times of the day and various days of week.
Scope of Service & Frequency
Laurel Glenn Annex – Bi-Monthly (Wednesday & Weekends)
Item Scope Frequency
1 Maintain Required Records Bi-Monthly
2 Common Area
Clean deep sink outside breakroom area Bi-Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect floors Bi-Monthly
Clean and disinfect toilets and urinals, interior and exterior of units Bi-Monthly
Clean and disinfect counters, sinks, faucets, and soap dispenser Bi-Monthly
Empty waste receptacle(s), place trash liner in receptacle Bi-Monthly
Stock all toilet paper, paper towel, seat covers, feminine hygiene products, and soap
dispensers
Bi-Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Bi-Monthly
Clean counters, table tops, and sinks Bi-Monthly
Wipe clean tables and chairs Bi-Monthly
Spot clean front of cabinets and major appliances Bi-Monthly
Pick up trash, empty waste receptacle(s), place liner in receptacle(s) Bi-Monthly
Empty recycling receptacles, place in large building containers, place liner in
receptacle
Bi-Monthly
Stock paper towel and soap dispensers Bi-Monthly
Clean door surfaces Bi-Monthly
Low Dusting Monthly
Dust heating, ventilation, air conditioning and exhaust fan grills Monthly
5 Miscellaneous
High dusting Annual
Lights fixtures Annual
Strip & wax VCT tile surfaces, one sealer coat, three finish coats Annual
Additional Services
167
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Water Reclamation Facility
Location: 2245 Spring Hill Road
Size of Building:
• Main Floor:
o Common Area: 4200 sq ft
o Office Space: 809 sq ft
Hours of Operation: Building is a 24 hour a day operation 7 days a week.
Building shall be cleaned on Tuesday and Thursday. Cleaning hours will be established with Owner. Work
will be done according to the agreed upon schedule with the Department representatives.
Additional Information:
Scope of Service & Frequency
Water Reclamation Facility – 2 Days per Week (Tuesday and Thursday)
Item Scope Frequency
1 Maintain Required Records Tuesday/Thursday
Sweep and wet mop all ceramic and VTC flooring Tuesday/Thursday
Vacuum all carpeted areas, in offices, move chairs as needed Tuesday/Thursday
Empty trash receptacles in common areas, offices, lab, and lab area waste
receptacle, place liner in receptacle
Tuesday/Thursday
2 Restrooms
Sweep, scrub, wet mop, and disinfect floors Tuesday/Thursday
Clean and disinfect toilets and urinals, interior and exterior of units Tuesday/Thursday
Clean and disinfect counters, sinks, faucets, and soap dispenser Tuesday/Thursday
Empty waste receptacle(s), place trash liner in receptacle Tuesday/Thursday
Stock all toilet paper, paper towel, seat covers, feminine hygiene products, and
soap dispensers
3 Breakroom/Kitchen/Conference Room
Sweep, scrub, wet mop, hard floors Tuesday/Thursday
Clean counters, table tops, and sinks Tuesday/Thursday
Wipe clean tables and chairs Tuesday/Thursday
Spot clean front of cabinets, major appliances, and glass surfaces Tuesday/Thursday
Pick up trash, empty waste receptacle(s), place liner in receptacle(s) Tuesday/Thursday
Stock paper towel and soap dispensers Tuesday/Thursday
4 Miscellaneous
Buff VCT tile surfaces Quarterly
Strip & wax VCT tile surfaces, one sealer coat, three finish coats Annual
Additional Services
• Professional carpet cleaning, prices per square foot on request
• Clean all window surfaces inside/outside, priced per building on request
• Strip and wax VCT surfaces, one (1) sealer coat, (3) finish coats, priced per square foot on request
• *DO NOT clean lab countertops*
168
Attachment A City of Bozeman – Janitorial Services Citywide
Building: Water Treatment Plant
Location: 7024 Sourdough Canyon Road
Size of Building:
• Main Floor:
o Administration Area:
o Lab Space:
Hours of Operation: Building is a 16 hour a day operation 7 days a week.
Building shall be cleaned 2 nights per week on Wednesday and weekends. Cleaning hours will be 7:00am
to 8:00pm, contractor must arrive no later than 7:00pm on scheduled work days. Work will be done
according to the agreed upon schedule with the Department representatives.
Additional Information:
Scope of Service & Frequency
Water Treatment Plant – 2 Days per Week (Wednesday & Weekends)
Item Scope Frequency
1. Maintain Required Records Wednesday/Weekend
Sweep and wet mop floors in open common areas, offices, lab, control
room, and conference room
Weekend
Vacuum in entry ways, 3 each Weekend
Empty waste receptacles common areas, offices, lab, and lab area
waste receptacle, place liner in receptacle
Weekend
2 Restrooms
Sweep, scrub, wet mop, and disinfect floors Wednesday/Weekend
Clean and disinfect toilets and urinals, interior and exterior of units Wednesday/Weekend
Clean and disinfect counters, sinks, faucets, and soap dispenser Wednesday/Weekend
Empty waste receptacle(s), place trash liner in receptacle Wednesday/Weekend
Stock all toilet paper, paper towel, seat covers, feminine hygiene
products, and soap dispensers
As Needed
3 Breakroom/Kitchen/Offices/Control Room
Sweep and wet mop hard floors Weekend
Empty waste receptacle(s), place liner in receptacle Weekend
4 Conference Room/Control Room/Breakroom
Strip & wax VCT tile surfaces, one sealer coat, three finish coats Annual
Additional Services
• Clean all window surfaces inside/outside, priced per building on request
169
Attachment B
City of Bozeman – Janitorial Services Citywide
Attachment B
City of Bozeman - Janitorial Services Citywide
Job Specifications & Definitions
All work required under these specifications shall be in compliance with and meet industry standards.
Product manufacturers' instructions shall be followed, and only the proper product will be used for the task.
The Owner, at its option, may review the techniques employed by the Contractor, and require alternative
methods if determined necessary.
Administration
• The Contractor will be notified of any errors or omissions when identified by the Owner. The
Contractor will remedy the problem in a timely fashion. Periodic meetings, (at least quarterly), will
be scheduled to review the performance of the Contractor and to resolve any items of concern to
either party. Cleaning times will be established at the beginning of the contract term.
• In the event a dispute arises between what is expected by the Owner and what is expected by the
Contractor, representatives of both entities shall meet in an attempt to resolve the issue. In
instances where an acceptable resolution cannot be attained, the Owner's position shall prevail.
• The Contractor will supply the Owner with an annual calendar outlining the approximate dates for
the quarterly, semi-annual and annual tasks. Notification of scheduling for monthly, quarterly, semi-
annual and annual work items shall be submitted to the Owner at least one (1) week prior to
performance of the work.
• The Contractor will notify the Owner of any maintenance related issues beyond the scope of the
contract. Such things as burned out lamps, vandalism, plumbing related problems or leaks, broken
electrical receptacles and other building related problems that might hinder the Contractor from the
efficient completion of their work.
• The work frequencies shown in Attachment A, Frequency and Work Schedules, are minimum
criteria. Additional work in some areas may be required in order to maintain the generally agreed
upon standards for all buildings.
Supplies and Equipment
• The Contractor shall perform all work as specified. Products for Institutional and Commercial use
as specified by the manufacturer will be properly stored and handled, following manufacturer's
instructions. Contractor acquired chemicals or products stored in any Owner buildings are required
to have a Safety Data Sheets (SDS) on site at all times.
• The Contractor shall furnish all equipment and labor as specified for completing the work.
Equipment shall be suitable for operation from existing electrical sources furnished by Owner.
Equipment considered by the Owner to be improper or inadequate for the purpose will be removed
from the job and replaced with satisfactory equipment by the Contractor.
• For those buildings with specific cleaning requirements, such as green cleaning products, the
Contractor agrees to use only approved products.
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• The following institutional/commercial equipment at a minimum will be deemed acceptable:
o Floor scrubber.
o Commercial (heavy-duty) vacuum.
o Commercial Shop Vacuum.
Owner Equipment and Supplies
• Owner equipment will not be made available to the Contractor. The Contractor shall provide all
of the necessary equipment for performing the work in the Janitorial Agreement.
• For those custodial products provided by the Owner, (paper products, hand soap, trash bags,
etc.), the Contractor will keep an accurate inventory of products on hand. Contractor shall be
responsible for placing restock orders to maintain inventory levels. Owner shall approve all
orders placed by Contractor.
• It shall be the Contractor’s responsibility to ensure that an adequate supply of these products is
readily available in each of the restrooms.
• Funds from the coin operated feminine products dispensers will be used to replace required
product.
Maintenance of Equipment
• All tools and equipment used in the janitorial services shall receive proper care and maintenance
and be kept in a good operating condition. All equipment shall be equipment with operable
approved safety devices.
Storage Areas and Traffic Areas
• Storage Areas and Traffic Areas – If storage areas are provided to the Contractor by the Owner,
the Contractor shall be responsible for the security, orderliness, and cleanliness. These facilities
are subject to Owner inspection at all times. The Owner will not be responsible in any way for
the Contractors supplies, materials, equipment or personal belongings that may be damaged or
lost by fire, theft, accident or otherwise.
• All Contractor supplies, equipment and machines shall be kept out of traffic lanes or other areas
where they might pose a hazard and shall be secured or removed from the premises at the end
of each work period.
Contractor’s Log
• Contractor shall maintain a daily log for each building showing the following information:
o Date
o Name of Contractor employee(s).
o Tasks completed during shift.
o Note any security concerns or abnormal concerns:
Unlocked doors
Unauthorized entrance or exit
Non-employed personnel in the building
Paraphernalia found in buildings.
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• Items that requiring repair and maintenance by Owners Staff.
• Contractor supervisor shall conduct a weekly inspection of the buildings serviced under this contract
and shall complete and sign the weekly inspection form provided by the Owner, certifying that the
work has been performed in compliance with contract documents. Inspection sheets will be
available for inspection at all times.
Complaints
• Owner will be responsible for written documentation of complaints received regarding the
service provided, forwarding any notice of deficiency in a timely manner. Contractor shall be
expected to respond to the notice of deficiency at the earliest possible date. Services found to be
incomplete, defective or not accomplished as scheduled will be reported to the Contractor for
appropriate corrective action. If the existing problem constitutes a hazard or unsafe condition,
corrective action shall be immediate, and at no additional expense to the Owner. Otherwise the
Contractor shall take corrective action during the next work period. Repetitive nonconformity in
any-one area or consistent overall nonconformance to workmanship and standards may result in
termination of the contract and/or other punitive action as deemed necessary by the Owner.
• Owner at its discretion may reduce payments for unsatisfactory work.
Personnel
• Owner requires that an accurate listing of personnel serving in each of the buildings, including
name, work history and residency for past three (3) years, upon request. Any changes in
personnel must be immediately reported to the Owner prior to their performance of any work.
The Owner may require use of photo id badges issued by Owner.
Training and Safety
• Contractor shall be responsible for instructing and training their personnel in safe, proper and
specified work methods and procedures. They shall direct, schedule and coordinate all janitorial
services and functions to completely accomplish the work as required by contract and as
specified herein. The Contractor’s manager shall on occasion or as requested by the Owner,
provide inspection and supervision of the work performed.
• City & Personal Property of City Personnel: Contractor shall direct their employees against the
unauthorized reading and disclosing of materials and documents available in the facilities of the
City and against unauthorized use of City and personal property, such as telephones, radios, copy
machines, computers, fax machines, calculators etc., which may be in any of the City facilities.
The Contractor shall be responsible to see that Contractor’s employees do not disturb papers on
desks, tables, or cabinets and do not open desk drawers or cabinets. Found item(s) shall be
turned in at the end of each shift to the Contractor’s supervisor. The supervisor shall return the
item(s) to the City’s Facility Superintendent within (24) hours.
• Telephones: Shall not be used by the Contractor or its employees for personal or business
reasons with the following exception(s): to report need of emergency medical aid, fire or need of
law enforcement (use ‘8-911’). Any calls to numbers other than those above will be considered a
violation of this contract.
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• Smoking is prohibited in building and only in designated smoking areas if applicable.
Modifications
• The Owner reserves the right to make additions or deletions to areas being serviced, the types of
service and/or the scheduled frequency. The Contractor and Owner will adjust the pricing
accordingly.
Building Security
• It shall be the Contractor’s responsibility to ensure that the buildings and offices are secured
while performing their duties. Contractor shall not open doors after scheduled closing times to
allow public in buildings. Unnecessary lighting should be turned off to conserve energy.
• Contractor shall verify that all exterior doors that they access while performing their duties are
secure when not in use.
• Owner will strictly control all keys to Owner facilities. Contractor shall keep all keys/fobs on site
with the exception of exterior door keys/fobs if authorized. Contractor will be liable for the cost
of re-keying in the event a key issued to the Contractor is lost. Lost keys should be immediately
be reported to Owner.
Emergency Call-Out
• In the event of an emergency, the Contractor may be requested to provide immediate assistance
in clean-up. This work shall be performed at a cost not greater than one and one-half times the
standard hourly rate.
Hours of Work
• The work under this contract is to be performed during non-business hours, preferably between
closing and midnight, unless directed by building Point of Contact. The Contractor shall not
disrupt the normal daily business while performing their services. The Contractor is expected to
work on scheduled days determined by daily cleaning schedules.
• Contractor will have action plan in place to ensure daily cleaning schedules are not impacted in
event staff are not available for work. Action plan will be available to Owner upon request.
Floor Cleaning and Maintenance
Floors will be cleaned and maintained as specified below for each floor care operation. The janitorial
services will be accomplished as specified and as required by the frequency schedule and the
approved work schedules.
• Vacuuming or Sweeping: Carpeting will be vacuumed and "spot cleaned" as required. Sweeping of
asphalt tile, vinyl tile, rubber tile or ceramic tile floors must be accomplished in accordance with the
frequency schedule. Care must be taken during these processes to ensure that all floor areas are
cleaned including, but not limited to, under desks, and that the dirt is simply not transferred to
corners. Any furniture, chairs, waste baskets, etc., moved to accommodate these processes will be
returned to their original locations. In most buildings high traffic carpet areas are cleaned on a
schedule basis. The schedule will be coordinated with the Contractor so that other cleaning activities
can still occur.
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• Damp Mopping: Floors, including stairways and landings will be damp mopped to remove dirt that
remains on the floor surface and cannot be removed by sweeping or dust mopping. Damp mopping
will not begin until after the floor has been thoroughly swept and loose soil has been removed. If
there are any employees or members of the public in the building at the time of damp mopping, the
appropriate "Caution, Wet Floor" signs shall be provided by the Contractor and posted until the floor
is dry.
• Light Waxing: Heavy traffic floor areas (entrances, lobbies, corridors, etc.) and those floors subject
to excessive wear, will receive a very light coat or application of wax and be buffed to a uniform
sheen at least once a month, and more frequently if determined necessary. Any wax residue on wall
bases or unmovable furniture will be removed. This process is to be completed in conjunction with
buffing.
• Scrubbing: A floor that is satisfactory or acceptably scrubbed is without embedded dirt, cleaning
solution, film, stains, marks or water. Floors, except restrooms, will be scrubbed only when they
cannot be cleaned satisfactorily by damp mopping.
• Wax Removal: Wax removal will be accomplished by applying a stripping or wax removing solution
in warm water over the entire floor area exactly as recommended by the manufacturer of the
product, to loosen embedded dirt and wax. Residue along floor edges near wall base, immovable
furniture, equipment and in corners will be removed manually.
• Waxing and Buffing: As soon as the wax removal has been satisfactorily accomplished, the floor will
be waxed and buffed. A satisfactory or acceptable floor finish has a thin, even coating of wax. Floor
will be clean and bright, under furniture as well as in other areas. Do not apply wax within six inches
from walls or legs or bases of unmovable furniture.
Dusting and Miscellaneous Cleaning
A satisfactory or acceptably dusted surface is free of all dust, dust streaks, lint, cobwebs, dirt, or oily
streaks. The dust must be removed completely, not scattered around.
• Low Dusting: Includes surfaces less than six feet from the floor, which may include, but may not be
limited to, ledges, support braces, window sills, doors, stair rails, chair rails, base boards.
Typewriters, computers, business machines, consoles, plotting boards and equipment of similar
nature will not be dusted. No desks are to be included in individual offices, except by specific
request, but reception areas, common area tables and desks, (such as those in the library or reading
areas in various city buildings), will be dusting on the regular schedule.
• High Dusting: High dusting includes areas over windows and doors, overhead pipes, exposed ducts,
ceilings and walls which are six feet or more from the floor. High dusting will be performed before
floors are cleaned and before low dusting is undertaken.
• Dusting Heating and Air Conditioning Equipment: All accessible portions of unit heaters, air
conditioning grills, convectors, diffusers, fans, ceiling vents and radiators will be dusted or vacuumed.
If the grills cannot be cleaned by dusting or vacuuming, they shall be removed and washed.
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• Entryway and Vestibules: Areas around all exterior entryway doors will be swept free of all gravel,
dirt, sand, sticks, and debris for a minimum of 10 feet from the entrance door in order to minimize
the amount of material tracked into the building. The Contractor will not be responsible for the
removal of snow or ice.
Restrooms
Acceptably clean restrooms have a clean and bright appearance and no objectionable odors.
Disinfectant shall be used on all surfaces and fixtures on a daily basis.
• Restroom Floor Cleaning: Restroom floors will be (if concrete, tile, or vinyl) swept and scrubbed
once a day. The immediate areas around urinals will be well scrubbed, using an all-purpose
detergent with a small amount of disinfectant. This process will result in thorough removal of soiling
with no residue left in joints, crevices or corners.
• Toilets: When cleaning the bowls, wash and wipe bowl inside and out. If deposits are difficult to
remove, use appropriate cleaning methods to remove deposits. Wash seat, top and bottom with
detergent solution, and wipe dry. Wipe tank and cover or flush mechanism and hardware with clean,
damp cloth.
• Urinals: When cleaning the urinals, wash and wipe inside and out. If deposits are difficult to
remove, use appropriate cleaner and method to remove deposits. Care must be taken to ensure
that the underside of the urinal fixture rim and holes in the bottom and back of all urinals are
cleaned.
• Sinks: A satisfactory or acceptably clean sink is free of grease, dirt, soap film and streaks. Chrome
plated hardware will be cleaned with a clean, damp cloth.
• Deodorants and Disinfectants: Various types of disinfectants will be used on toilet bowls, floors,
partitions and similar fixtures as necessary. Solid crystal deodorants will not be used in urinals.
Proper cleaning and ventilation eliminates the need for deodorants in toilet rooms.
• Toilet Room Walls, Partitions and Woodwork: The accumulation of dirt on walls and partitions will
not be allowed. A restroom that is acceptably clean shall include clean joints in the tile, and be free
of film streaks, deposits and soiling. A disinfectant shall be used as necessary.
• Shower Stalls: The accumulation of dirt on floors and walls will not be allowed. A restroom that is
acceptably clean shall include clean joints in the tile, and be free of film streaks, deposits and soiling.
A disinfectant shall be used as necessary.
• Toilet Room Dispensers: Paper towels, toilet tissue and soap dispensers and feminine hygiene
dispensers will be checked and refilled daily. An adequate daily supply of materials will be kept
available.
• Waste Baskets and "Special" Waste Baskets in Women's Restrooms: Waste baskets in all restrooms
will be emptied daily into the main receptacle, immediately prior to emptying of the main receptacle
into the outside dumpster.
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Miscellaneous Cleaning and Maintenance
• Drinking Fountains: All drinking fountains will be cleaned daily. Appropriate cleaners shall be used
when cleaning surfaces to ensure no damage occurs, while removing water spots and stains.
• Kitchen/Breakrooms: Pick up trash, empty all waste receptacles, reline receptacle with liner. Clean
countertops, tabletops, chairs, and sinks. Stock paper products if needed, spot clean front of
cabinets and major appliances. Clean in-side of microwave ovens if present weekly.
• Glass Cleaning: All glass will be cleaned with a mild glass cleaning solution. Adjacent trim will be
wiped clean with a damp cloth where soiled by spillage or by smears in the glass cleaning operation.
• All glass, including mirrors, glass cabinets, display cases, and partitions (glass or plastics) will be
cleaned in accordance with the frequency schedule.
• All glass windows and doors will be spotted and cleaned in accordance with the
frequency schedule.
• Spot Cleaning: Walls, wainscoting, doors and trim will be cleaned when necessary to remove small
or spot areas of dirt, grease stains or friction marks. Care will be taken to perform spot cleaning
without damage to the surface finish and to provide an overall uniform appearance substantially free
of cleaning marks after spot cleaning.
• Cleaning and Polishing Furniture in Public Areas: All finished surfaces will be cleaned and receive an
adequate application of furniture polish to remove dirt, and leave a gloss or sheen. Polish shall not
leave surface oily, sticky, or injure varnish and enamel. All furniture, metal, wooden or upholstered,
will be free of all wax, scuff marks, water marks and cobwebs. Metal surfaces will be cleaned. Care
must be taken not to damage the finished surfaces.
• Emptying and Cleaning Waste and Recycling Receptacles: The main waste receptacles and recycle
receptacles in common areas will be emptied daily and deposited in collection containers provided
for that purpose. Receptacles will be kept free of deposits, dirt streaks, and odors. Individual office
recycling and trash receptacle will be emptied by staff members. Contractor will supply trash bags
for office trash receptacles. The common office paper recycling and cardboard storage containers
will be emptied as needed or at least every other week and deposited in the collection containers
provided for that purpose on site.
• Blinds: All blinds in compliance with the attached schedule. Acceptably clean blinds will be free of
dust, dirt, deposits and film. Paint coatings, plastics and fabrics will not be damaged.
• Light Fixtures: All exposed light fixtures and accessible components including lenses, louvers and
housings, will be cleaned with a clean damp cloth and appropriate cleaners. Lenses shall be removed
once a year to remove dead flies, bugs, etc. and to clean the inside of the lens. Burned out lamps will
be documented in the weekly report.
• Cleaning Mats: All entrance mats will be vacuumed daily. All dirt and dust deposits underneath the
mats will be removed and the mats replaced after cleaning.
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• Ash Trays/Receptacles: All ash trays/receptacles will be emptied on a weekly basis or more often as
need.
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