HomeMy WebLinkAboutCustodial Contracts for City Owned Buildings COMMISSION MEMORANDUM
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Anna Rosenberry, Finance Director
Chuck Winn, Assistant City Manager
SUBJECT: Requested Documentation on the Contract Award For Cleaning Services of City
Owned Buildings.
MEETING DATE: August 3, 2009
RECOMMENDATION:
1. Consider a motion to take from the table the Custodial Contracts for City Owned
Building for Fiscal Year 2009-2010.
2. Review information supplied and provide direction to staff regarding contracted janitorial
services, including possible contract award for cleaning services of city owned buildings to Dust
Bunnies.
3. Consider acting upon the motion from July 27, 2009: “It was moved by Cr. Rupp,
seconded by Becker to award the 2009-2010 Custodial Contract for City owned Buildings as
outlined in the staff report”.
BACKGROUND: Based on the direction given by the Commission, we are providing
additional background information on the extension of the janitorial contracts for city owned
buildings and the comparative costs of providing janitorial services by hiring city employees (in-
house janitorial.)
The following attachments are included for your review:
o Copy of the Bid Tab from the original bid opening of July 2, 2008.
o General Conditions for the contract
o Bid specifications for the contract
o Attachment A - Frequency and work schedule for City Hall
o Attachment A - Frequency and work schedule for City Hall Annex
o Attachment A - Frequency and work schedule for Bozeman Public Library
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o Attachment A - Frequency and work schedule for Bozeman Professional Building
o Attachment A - Frequency and work schedule for City Shop Complex
o Attachment B- Questionnaire for Contractors
o Summary of square footage and cleaning costs per building
o Custodial Services Comparison
Current Contracts: The contract for janitorial work at the Shops Complex was awarded to
Montana Building Maintenance in 2007. This would be the second year that the contract is
extended. Because of this, the janitorial services at the shops were not bid in 2008. MT
Building Maintenance maintained the contract because their service was acceptable when we bid
in 2008. We rebid the rest of the city buildings because we felt we were getting a low quality of
service from the contractor at the time.
When the bulk of the buildings (City Hall, Professional Building, Library, Water Treatment
Plant, City Hall Annex) were bid in 2008, there were 8 vendors that participated in the building
walk-through. By the bid deadline, we had three contractors provide bids for janitorial services,
with one contractor not providing a bid on the Library (original bid tab sheet attached.) The high
bid was for a total of $246,000 and did NOT include cleaning the Library. The lowest bid was
made by Dust Bunnies for a total of $140,500. It was revised for the additional square footage of
the new City Hall building after we relocated in September 2008, per the original contract
provisions.
This award would be the first extension of the previously awarded contracts, as allowed by
provisions of the contract. The current vendor is providing a level of service that meets and
often time exceeds the frequency and work schedule defined for the building.
The current cleaning schedule for most buildings is 5 days a week. The Library is cleaned 7 days
a week for 9 months of the year, and 6 days a week for 3 months of the year. The Library is also
the largest and most heavily used municipal buildings. Building service schedules are attached.
According to Library records, 410,235 people used the Library building last year. That number
represents an increase of 7.26% over the previous year and averages 1,210 people per day. On
one particular day 2,000 people used the building.
In addition to the overhead costs listed in the vendor provided summary, they must meet the state
prevailing wage rate of $12.68, and benefits of $3.36; and bond yearly, which costs
approximately $4,500 each year. The specification of the contract requires the vendor to be
bonded, insured, meet the state wage rates, and provide for notification of any change in
employees so that background checks can be conducted. There has been very little employee
turnover with our primary contractor.
As indicated in the "Summary of Square Footage and Cleaning Costs per Building", the City
pays between $1.39 and $2.35 per square foot cleaned per year. The current contracts average
$1.90 per square foot per year. By comparison, Gallatin County will be paying $2.05 per square
foot for their janitorial services contract for the upcoming fiscal year. Without a copy of their
exact scope of services, however, it is impossible to make an exact comparison.
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Comparison to In-House Janitorial Service: We have prepared two comparisons between the
contract renewal rates and in-house janitorial costs. The primary cost component in both
comparisons is labor; between 80-85% of the costs pertain to wages and benefits of employees.
Both comparisons assume that in-house positions would be filled at the entry wage for current
Teamster City Service Workers, and that staff would travel between facilities utilizing a retired
Police Department vehicle. Neither comparisons include "administrative costs" such as
supervisor time and establishment of standard operating procedures for staff, or assume that any
of the new staff would be assigned lead-worker status.
o The first comparison (in orange, "Custodial Services Comparison") shows that,
assuming the current estimated number of hours spent at each facility, the City would
need to spend approximately $258,000 each year for in-house janitorial work. This is
$96,700 more than the current contract prices totaling $160,704.
o The second comparison (in green, "Custodial Services Comparison") seeks to find the
point at which we would realize some savings from in-house janitorial services. If
the number of hours (or labor costs) were reduced by 45%, the City's total costs
would be approximately $150,000/year. This would be a savings of $10,300 over the
current contract prices. In this case, the frequency and level of cleaning at each
building would change significantly over the current level of service. Under this
scenario, we would seek to maintain the cleaning levels of public areas as best we
could and reduced cleaning in office and "staff only" areas.
Montana State University allocates one staff member for each 21,700 to 27,000 square feet of
building to be serviced. The bulk of their daily cleaning is classroom areas, hallways, and
bathrooms. Offices are cleaned on a less frequent basis. Most areas are hard surface floors. With
total square footage to be cleaned of 84,528, it is estimated that the city would need between 3.1
and 3.9 staff members based on this assumption. Our first comparison comes close to this
number, at 4.38 staff, after considering coverage for accrued vacation and sick time of 216
hours/year. Our second comparison, at 2.41 FTE's would equal approximately 35,000 square
feet of building to be serviced by each employee.
The addition of 2-4 in-house janitorial employees will, at a minimum, double the staff of our
existing Facilities Maintenance department. Supervision of these staff, especially when working
night shifts, will require additional duties for the Facilities Director.
FISCAL EFFECTS: There are numerous possible fiscal effects, depending on direction
given.
If the Commission wishes to reduce the level of service under the contract, staff recommends
that the public service levels be maintained and levels of service be reduced in office and "staff
only" areas. It would be easiest if an acceptable dollar amount was specified by the Commission
and staff be directed to negotiate with the contractors.
If the Commission wishes to establish in-house janitorial services, we estimate that 2 to 3 months
lead-time would be necessary to hire and train staff. The estimated cost savings from a reduced
level of service by in-house staff are detailed above.
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ALTERNATIVES: As suggested by the City Commission.
Attachments: see listing in memo
Report compiled on July 29, 2009
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Custodial Services ComparisonFY2010CURRENT LEVEL OF EFFORT Library City Hall Prof. Building Annex Shop TOTALCurrent Custodial Contract 95,000.00$ 27,364.00$ 23,500.00$ 6,500.00$ 8,340.00$ 160,704.00$ Estimated Costs for In‐House CustodiansEstimated Weekly Hours = Current Level of Effort90 30 25 5 7 157Equivalent FTE's (including Vac/Sick Leave) 2.51 0.84 0.70 0.14 0.20 4.38Labor ‐ Weekly Rate (Entry Level FTE, incl benefits) 970.81 970.81 970.81 970.81 970.81 4854.06Annual Labor Costs 126,747.21$ 42,249.07 35,207.56 7,041.51 9,858.12 221,103.47$ Liability Insurance 4,667.85$ 1,555.95$ 1,296.62$ 259.32$ 363.05$ 8,142.80$ Supplies 6,000.00$ 2,400.00$ 1,800.00$ 360.00$ 360.00$ 10,920.00$ Equipment 11,000.00$ 1,500.00$ 1,500.00$ 400.00$ 400.00$ 14,800.00$ Transportation (Used PD Lumina, Mtc, Gas) 700.00$ 700.00$ 700.00$ 700.00$ 700.00$ 3,500.00$ Total Estimated Costs for In‐House Custodians 148,915.06 48,205.02 40,304.18 8,560.84 11,481.17 257,466.27 Difference between Contract and In House Custodial(53,915.06) (20,841.02) (16,804.18) (2,060.84) (3,141.17) (96,762.27) REDUCED LEVEL OF EFFORT BY 45% Library City Hall Prof. Building Annex Shop TOTALCurrent Custodial Contract 95,000.00$ 27,364.00$ 23,500.00$ 6,500.00$ 8,340.00$ 160,704.00$ Estimated Costs for In‐House CustodiansEstimated Weekly Hours = 45% Reduction 49.5 16.5 13.75 2.75 3.85 86.35Equivalent FTE's (including Vac/Sick Leave) 1.38 0.46 0.38 0.08 0.11 2.41Labor ‐ Weekly Rate (Entry Level FTE, incl benefits) 970.81 970.81 970.81 970.81 970.81 4854.06Annual Labor Costs 69,710.97$ 23,236.99 19,364.16 3,872.83 5,421.96 121,606.91 Liability Insurance 2,567.32$ 855.77$ 713.14$ 142.63$ 199.68$ 4,478.54$ Supplies 3,300.00$ 1,320.00$ 990.00$ 198.00$ 198.00$ 6,006.00$ Equipment 11,000.00$ 1,500.00$ 1,500.00$ 400.00$ 400.00$ 14,800.00$ Transportation (Used PD Lumina, Mtc, Gas) 700.00$ 700.00$ 700.00$ 700.00$ 700.00$ 3,500.00$ Total Estimated Costs for In‐House Custodians 87,278.28 27,612.76 23,267.30 5,313.46 6,919.64 150,391.45 Difference between Contract and In House Custodial7,721.72 (248.76) 232.70 1,186.54 1,420.36 10,312.55 178
General Conditions Page 1
GENERAL CONDITIONS
1. MATERIAL AND LABOR BOND
For the protection of the Owner, in the event of default, the Contractor shall procure and
maintain for the term of the contract, at his own expense, and in a company or companies acceptable to
the Owner, a material and labor bond in the amount of One Hundred percent (100%) of the contract to
run for a period of not less than ninety (90) days from the date of default. The 90-day period would
provide adequate time for the Owner to arrange for other services.
2. PERFORMANCE BOND
For the protection of the Owner, in the event of default, the Contractor shall procure and
maintain for the term of the contract, at his own expense, and in a company or companies acceptable to
the Owner, a performance bond in the amount of One Hundred percent (100%) of the contract to run for
a period of not less than ninety (90) days from the date of default. The 90-day period would provide
adequate time for the Owner to arrange for other services.
3. COMPREHENSIVE GENERAL LIABILITY INSURANCE
The Contractor shall carry comprehensive general liability insurance policy which includes
bodily injury, property damage and automobile liability insurance, with limits of not less than
$1,000,000 per claim and $1,500,000 per occurrence. This certificate MUST name the City of
Bozeman as additional insured under the Contractor's policy. All policies of insurance will provide for
not less than thirty (30) days written notice to the City before they may be revised, non-renewed or
cancelled. This Certificate shall be updated annually.
4. JANITORIAL SERVICE FIDELITY BOND
For the protection of the Owner, the Contractor shall carry and maintain for the term of the
contract, a janitorial service fidelity bond in the amount of Twenty-Five Thousand Dollars ($25,000) for
the governmental entities involved in this contract. Said bond shall name the City of Bozeman as co-
obligee along with the Contractor.
5. INDEMNIFICATION
The Contractor shall indemnify the Owner against any and all actions, suits, claims, demands
or liability of any character whatsoever, brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, resulting from or occurring in connection with the
performance of the work herein specified.
The Contractor assumes all responsibility and agrees to reimburse the Owner for any damage to
property of the Owner caused by or occurring in connection with doing any work hereunder.
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6. ASSIGNMENT OF CONTRACT
The Contractor shall not assign the contract affected by the acceptance of this proposal or any
part thereof without written approval of the Owner. Each and all of the covenants and agreements
contained in the contract affected by the acceptance of this proposal shall extend to and be binding upon
the successors of the parties thereto.
7. SUPERVISION
The Contractor shall at all times provide qualified supervision using his/her best skill and
attention to fulfill the covenants and agreements of the contract. If the supervisor is other than the
Contractor, adequate documentation, acceptable to the Owner, shall be submitted showing the
qualifications of the supervisor(s) and the same shall be approved by the Owner. In all cases the
supervisor shall represent the Contractor in his absence and all directions given to him/her shall be
binding as if given to the Contractor.
8. MONTHLY INSPECTION CHECK-OFF SHEET
A monthly inspection shall be accomplished by a walk thorough by the owners of the cleaning
service and a check-off sheet shall be kept on a weekly basis to record all work accomplished by
cleaning crew.
9. ENFORCEMENT
All services performed, materials and supplies furnished or utilized in the performance of
services, and workmanship in the performance of services will be subject to inspection and test by the
City to the extent practicable at all times and places, during the term of the contract. The City reserves
the right to inspect a work area during any twenty-four (24) hour period.
10. SUPPLIES AND EQUIPMENT
10.1 The Contractor shall furnish all non-paper supplies necessary for accomplishment of all work
as specified. Industrial strength supplies will be properly stored and handled, following
manufacturer's instructions. Material Safety Data Sheets (MSDS) will be provided for each of
the supplies stored in the Owner's buildings. For all City buildings that require green cleaning
products the Owner will provide the product or approve a list of acceptable products to use in
the buildings.
10.2 The Contractor shall furnish all equipment necessary for accomplishment of all work
as specified. The equipment shall be suitable for operation from existing sources of the
Owner-furnished electrical power. Equipment considered by the Owner to be
improper or inadequate for the purpose will be removed from the job and replaced with
satisfactory equipment.
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Only the following commercial equipment will be deemed acceptable.
A. Hot-water extraction carpet cleaner.
B. Floor scrubber and high speed buffer.
C. Commercial (heavy-duty) vacuum with beater bar.
10.3 The Contractor shall provide the feminine hygiene dispenser products for all buildings, keeping
the proceeds therefrom.
10.4 The Owner shall supply the following products; and it shall be the Contractor's responsibility to
ensure that an adequate supply of these products is readily available in each of the bathrooms
and that the items are stored neatly and protected from damage. The Contractor will provide
notification at least two weeks in advance so that the Owner has adequate time to resupply any
of the following products:
A. Paper towels
B. Toilet paper
C. Liquid hand soap
D. Trash bags
E. Green approved cleaning products
11. MAINTENANCE OF EQUIPMENT
All maintenance of equipment used in custodial services shall receive proper care and
maintenance and be kept in good operating condition and properly supplied with brush, etc., suitable for
required task. All electrically driven equipment shall be equipped with operable approved safety
devices. Power equipment shall have rubber bumper protectors in place to protect finishes and
furniture. Equipment will be stored in a neat and orderly fashion and in such a way that interior finishes
are not marred or damaged.
12. STORAGE AREAS AND TRAFFIC AREAS
If storage areas are made available to the Contractor by the Owner, the Contractor shall be
responsible for their safety, orderliness, and cleanliness. Equipment will be stored in a neat and orderly
fashion and in such a way that interior finishes are not marred or damaged. These facilities are subject
to Owner's inspection at all times. The Owner will not be responsible in any way for the Contractor's
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.
13. MAINTAINING OF CONTRACTOR'S LOG
For the protection of both the Contractor and the Owner, the Contractor shall maintain a daily
log for each building showing the following information:
A. Names of authorized Contractor's employees in the building.
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B. Time of entry and departure.
C. Note any security problems that might arise:
1. Unlocked doors.
2. Unauthorized entrance or exit.
3. Non-employed personnel in the building.
4. Owner's employees still in building when Contractor has departed.
14. MAINTAINING OF OWNER'S LOG
A written report of the deficiencies shall be filed and a copy given to the contractor for his
record and response. Contractor's written and signed response will be made a part of the file. Daily
services found to be incomplete, defective, or not accomplished as scheduled will be reported to the
Contractor, to ensure non-recurrence. Services other than everyday services reported incomplete,
defective or not accomplished as scheduled will be reported to the Contractor for prompt corrective
action by the Contractor and will be acceptably completed or corrected within the time schedule as
determined by the City.
15. CLEANING SCHEDULE
In providing his services the Contractor shall adhere to the frequency and work schedule found
in Attachment "A". Nothing in the work schedule shall be construed to prohibit the Contractor from
providing his services during normal work hours. Provided, however, that the Contractor shall not
disrupt the normal daily business while performing his services.
Daily general office cleaning is defined as a standard 5 day a week work schedule. Library
cleaning will be 6 days a week 3 months of the year and 7 days a week 9 months of the year.
16. BIDDERS' STATEMENT OF QUALIFICATIONS
All bidders shall complete, and attach to his bid, the questionnaire found in Attachment "B".
Failure to attach the questionnaire shall be grounds for disqualification of bid.
17. PREVAILING WAGE DETERMINATION
In accordance with Section 18-2-402, M.C.A., all contractors and subcontractors shall pay the
standard prevailing rate of wages, including fringe benefits for health and welfare and pension
contributions and travel allowance provisions in effect and applicable to the county or locality in which
the work is being performed. The prevailing wage rate for Gallatin County, as found in Attachment
"C", shall apply.
Any questions concerning the amount of prevailing wages should be directed to the Montana
Department of Labor and Industry, Labor Standards Division, P.O. Box 1728, Helena, Montana 59601.
Phone: 444-5600.
18. NON-DISCRIMINATION IN HIRING
All hiring must be on the basis of merit and qualifications. There may be no discrimination on
the basis of race, color, religion, creed, political ideas, sex, age, marital status, physical or mental
disability, or national origin by the Contractor, as set forth in Section 49-3-207, Montana Code
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Annotated.
19. COMPLIANCE WITH LAW
Contractor warrants that all goods sold hereunder shall have been produced, sold, delivered and
furnished in strict compliance with all applicable laws and regulations to which the goods are subject.
Contractor shall execute and deliver such documents as may be required to effect or evidence
compliance. All laws and regulations required to be incorporated in agreements of this character are
hereby incorporated herein by this reference. The Contractor agrees to indemnify and hold the Owner
harmless from all costs and damages suffered by the Owner as a result of the Contractor's failure to
comply with such law.
20. ASSIGNMENT OF PAYMENTS UNDER CONTRACT
The Contractor shall not assign, transfer, or convey this order or any monies due or to become
due hereunder without the prior written consent of the Owner.
21. COMPLETE AGREEMENT
This agreement, including these terms and conditions, the specification hereto and any
additional terms and conditions incorporated into the attached hereto, constitutes the sole and entire
agreement between the parties hereto. The Contractor's quotation is incorporated in and made a part of
this agreement only to the extent of specifying the nature and description of the goods ordered, and then
only to the extent that such items are consistent with the other terms of this agreement. No other terms
or conditions shall be binding upon Owner unless accepted by it in writing.
22. NON-WAIVER
Failure of Owner to insist upon strict performance of any of the terms and conditions hereof or
failure or delay to exercise any rights or remedies provided herein or by law or to promptly notify
Contractor in the event of breach, or the acceptance of or payment for any goods hereunder, or approval
of design, shall not release Contractor of any of the warranties or obligations of this purchase order and
shall not be deemed a waiver of any right of Owner to insist upon strict performance hereof or any of its
rights or remedies as to any good such goods, regardless when shipped, received or accepted, or as to
any prior or subsequent default hereunder, nor shall any purported oral modification or rescission of this
purchase order by Owner operate as a waiver of any of the terms hereof.
23. APPLICABLE LAW
The definitions of terms used, interpretation of this agreement and the rights of all parties
hereunder shall be construed under and governed by the laws of the State of Montana.
24. OWNER'S PERFORMANCE OF CONTRACTOR'S OBLIGATIONS
If the Owner directs the Contractor to correct nonconforming or defective goods by a date to be
agreed upon by the Owner and Contractor, and the Contractor thereafter indicates its inability or
unwillingness to comply, Owner may cause the work to be performed by the most expeditious means
available to it, and the Contractor shall pay all costs associated with such work.
Contractor shall release Owner and its contractors of any tier from all liability and claims of
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any nature resulting from the performance of such work. This release shall apply even in the event of
fault or negligence of the party released and shall extend to the directors, officers, and the employees of
such party.
Contractor's contractual, including warranty, obligations shall not be deemed to be reduced, in
any way, because such work is performed or caused to be performed by Owner.
25. SUPERVISION, INSPECTION AND COMPLAINTS
Any supervision, inspection or complaints during the term of the contract should be directed
from or through the Superintendent of Facilities and Lands for the City of Bozeman, and is required to
be in writing. 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, at no additional expense to the Owner.
Otherwise the Contractor shall take corrective action during the next work period. A written report of
the problem shall be filed and a copy given to the Contractor for his record and response. Contractor's
written and signed response will then be attached to file copy. 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.
The Owner shall retain the right to determine whether an adequate level of service and
workmanship is being maintained.
26. TRAINING AND SAFETY
26.1 Janitor supervisors shall be responsible for instructing and training the Contractor's personnel in
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 supervisors shall provide continuous inspection and supervision of
the work performed.
26.2 Any Contractor-acquired chemicals or products stored in any of the buildings being serviced
under this contract shall be accompanied by a materials safety data sheet.
26.3 The Contractor is responsible for instructing his employees in safe work practices.
26.4 The Contractor shall be responsible for ensuring that all janitor supervisors are adequately and
appropriately trained in at least the following areas: Safety Culture Act, as set forth in Title 39,
Chapter 71, Part 15, Montana Code Annotated; bloodborne pathogens; hanta virus; and clean
up of body fluids.
27. CHANGES IN SQUARE FOOTAGES OF BUILDINGS SERVED
Any changes in square footages in any of the buildings served under this contract shall be
forwarded by the Owner to the Contractor at least thirty days prior to any change in services to be
provided. The addition or deletion of square footages in a building shall be accommodated by adjusting
the cost per building on a cost-per-square-foot basis, per the amounts bid for each building. The Owner
anticipates that during the term of this contract a new City Hall facility will be constructed and that this
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agreement will be amended to reflect the increase in square footage of the new facility.
28. BUILDING SECURITY
It shall be the Contractor's responsibility to ensure that the buildings are secured while
performing their duties, unless a public meeting is in progress. When the services are completed, all
doors shall be locked and all non-designated, (security), lights turned off, except those in the room in
which the meeting is being conducted and the outside door providing access for the meeting.
29.FAILURE TO PERFORM
Failure of the Contractor to perform the duties of this contract to a satisfactory standard, or to
respond to notification of deficiencies may lead to immediate termination of this contract, with no
compensation. The Performance Bond will be exercised while a new Contractor is being sought.
30. 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.
31. HOURS DURING WHICH WORK IS TO BE PERFORMED
The work under this contract is to be performed during non-business hours, preferably between
the hours of 5:00 p.m. and midnight if at all possible.
The Owner reserves the right to vary these hours to accommodate high security areas when
necessary, at no additional charge.
32. ONE-YEAR EXTENSION
Bidder and the Owner agree that this Contract may, upon mutual agreement, be extended for a
period of one year at a time, with no more than four such extensions allowed. In no case, however, may
this contract run longer than five years. Negotiations for the extension of this contract shall be
completed not less than sixty days prior to the termination of this contract.
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SPECS - Page 1 of 5
CITY OF BOZEMAN, MONTANA
BID SPECIFICATIONS
JANITORIAL SERVICES FOR
CITY HALL, CITY HALL ANNEX, PUBLIC LIBRARY, ALFRED M.
STIFF PROFESSIONAL BUILDING and SHOP COMPLEX
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. All tools and equipment used by the
Contractor will be regularly cleaned and maintained in good operating condition and stored in an
orderly fashion
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.
1.0 Required Record Keeping and Administration
1.1 In addition to the daily log referenced in Section 13 under General Conditions, the
contractor 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, and shall be left
on the desk of the contract administrator for the City.
1.2 Owner will be responsible for written documentation of complaints received regarding the
service provided, forwarding any notice of deficiency in a timely manner. Contractor will
be expected to respond to the notice of deficiency at the earliest possible date.
1.3 Owner requires that an accurate listing of personnel serving in each of the buildings,
including name, work history and residency for the past three (3) years, if available.
Any changes in personnel must be immediately reported to the Owner. At the
Owner's option, a complete background check, including finger-prints, may be
required on each and every employee.
1.4 Owner requires that any Contractor-acquired chemicals or products stored in any of the
buildings being serviced under these contracts maintain materials safety data sheets on site at
all times. For those buildings with specific cleaning requirements, such as green cleaning
products, the Contractor agrees to use only approved products.
1.5 The Contractor will supply the Owner with an annual calendar outlining the approximate
dates for the quarterly, semi-annual and annual tasks. Written 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.
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1.6 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.
1.7 If a task is not satisfactorily performed, the Owner reserves the right to ask that the work be
performed again, at no additional cost. In instances where a critical task is not performed
properly or overlooked by the Contractor, the Owner will make arrangements for the work
to be done and charge the Contractor for the cost of the work or task.
1.8 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.
1.9 For those custodial products provided by the Owner, (paper products, trash bags, etc.), the
Contractor will keep an accurate inventory of product on hand and provide notification at
least two weeks in advance to the Owner when stock needs to be replenished.
1.10 The Contractor will notify the Owner in writing 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.
2.0 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.
2.1 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 quarterly. The schedule will be coordinated with the
Contractor so that other cleaning activities can still occur.
2.2 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.
2.3 Light Waxing: Heavy traffic floor areas (entrances, lobbies, corridors, etc.) and those floors
187
SPECS - Page 3 of 5
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.
2.4 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.
2.5 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.
2.6 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.
3.0 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.
3.1 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.
3.2 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.
3.3 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.
3.4 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.
4.0 Restrooms
188
SPECS - Page 4 of 5
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.
4.1 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.
4.2 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.
4.3 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. Waterless urinals will be cleaned in accordance with the manufacturer’s
recommendations. The chemical additive will be replenished or changed according to the
same recommendations.
4.4 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.
4.5 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.
4.6 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.
4.7 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.
4.8 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.
5.0 Miscellaneous Cleaning and Maintenance
5.1 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.
189
SPECS - Page 5 of 5
5.2 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.
5.3 All glass, including mirrors, glass cabinets, display cases, and partitions (glass or plastics)
will be cleaned in accordance with the frequency schedule.
5.4 All glass windows and doors will be spotted and cleaned in accordance
with the frequency schedule.
5.5 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.
5.6 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.
5.7 Emptying and Cleaning Waste and Recycling Receptacles: The main waste receptacles will
be emptied, daily and deposited in collection containers provided for that purpose.
Receptacles will be kept free of deposits, dirt streaks, and odors. The 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.
5.8 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.
5.9 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.
5.10 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.
5.11 Ash Trays/Receptacles: All ash trays/receptacles will be emptied on a weekly basis or
more often as need.
190
ATTACHMENT "A"
FREQUENCY AND WORK SCHEDULE
Building: Bozeman Public Library
Location: 626 East Main Street
Size of Building
Basement: 216 sq ft Common Area
Main Floor : 22,625 sq ft Common Area 782 sq ft Office Space
Second Floor: 15,341 sq ft Common Area 1,507 sq ft Office Space
Building is a 10 to 8 to operation with evening meetings scheduled many days of the week. The library is
open 6 days a week 3 months of the year, 7 days a week 9 months of the year.
DAILY
Maintain required records
(Specs 1.1, 1.2, 1.9, and 1.10)
Vacuum/sweeping in open areas including entry areas and entry mats
(Specs 2.1, 3.4 and 5.10)
Damp mopping in open areas
(Specs 2.2)
Scrubbing floors - restrooms
(Specs 2.4 and 4.1)
Empty common waste receptacles
(Specs 5.7)
Spot clean entry glass--inside and out, (weather permitting),
interior windows and glass doors
(Specs 5.2, 5.3 and 5.4)
Clean and sanitize restrooms, restock supplies
(Specs 4.2 thru 4.8)
Drinking fountains
(Specs 5.1)
Spot cleaning as needed
(Specs 5.5)
WEEKLY
Maintain all required records
(Specs 1.1, 1.2, 1.9 and 1.10)
Page 1 of 3
191
Vacuum in offices
(Specs 1.8 and 2.1)
Empty recycling receptacles
(Specs 1.8 and 5.7)
Empty and clean ash trays/ash receptacles
(Specs 1.8 and 5.11)
Low dusting
(Specs 3.1)
MONTHLY
Clean and polish furniture in public areas
(Specs 5.6)
Clean all glass furniture and display cases in
public areas (horizontal and vertical)
(Specs 1.8 and 5.2)
Fully clean all interior windows and glass doors
Specs. 1.8 and 5.2)
Dust heating, ventilation, air conditioning and exhaust fan grills
and related public area mechanical equipment
(Spec. 3.3)
High dusting
(Specs 3.2)
Buff waxed floors
(Specs 1.8 and 2.3)
QUARTERLY
Light waxing
(Specs 1.8 and 2.3)
Wax and buff floors
(Specs 2.6)
Fully clean the interior side of all exterior building windows,
reachable from the ground or with a hand extension.
Specs. 1.8 and 5.2)
Page 2 of 3
192
SEMI-ANNUALLY
Wax removal
(Specs 2.5)
Waxing and buffing
(Specs 2.6)
ANNUALLY
Maintain required records
(Specs 1.5)
Clean all exterior building windows,
inside and out (fall)
(Specs 5.3)
Dust blinds (spring)
(Specs 5.8)
Light fixtures
(Specs 5.9)
BUILDING NOTES:
This building will require the use of green cleaning products that
meet the approval of the green building council.
Page 3 of 3
193
ATTACHMENT "A"
FREQUENCY AND WORK SCHEDULE
Building: City Hall
Location: 121 North Rouse
Size of Building:
Main Floor : 11,916 sq ft Gross 3,778 sq ft Office Space 6,585 sq ft Common Area
Second Floor: 9,491 sq ft Gross 5,275 sq ft Office Space 1,731 sq ft Common Area
Building is an 8 to 5 operation with evening meetings scheduled many days of the week.
DAILY
Maintain required records
(Specs 1.1, 1.2, 1.9, and 1.10)
Vacuum/sweeping in open areas including entry areas and entry mats
(Specs 2.1, 3.4 and 5.10)
Damp mopping in open areas
(Specs 2.2)
Scrubbing floors - restrooms
(Specs 2.4 and 4.1)
Empty common waste receptacles
(Specs 5.7)
Spot clean entry glass--inside and out, (weather permitting),
interior windows and glass doors
(Specs 5.2, 5.3 and 5.4)
Clean and sanitize restrooms, restock supplies
(Specs 4.2 thru 4.8)
Drinking fountains
(Specs 5.1)
Spot cleaning as needed
(Specs 5.5)
WEEKLY
Maintain all required records
(Specs 1.1, 1.2, 1.9 and 1.10)
Page 1 of 3
194
Vacuum in offices
(Specs 1.8 and 2.1)
Empty recycling receptacles
(Specs 1.8 and 5.7)
Empty and clean ash trays/ash receptacles
(Specs 1.8 and 5.11)
Low dusting
(Specs 3.1)
MONTHLY
Clean and polish furniture in public areas
(Specs 5.6)
Clean all glass furniture and display cases in
public areas (horizontal and vertical)
(Specs 1.8 and 5.2)
Fully clean all interior windows and glass doors
Specs. 1.8 and 5.2)
Dust heating, ventilation, air conditioning and exhaust fan grills
and related public area mechanical equipment
(Spec. 3.3)
High dusting
(Specs 3.2)
Buff waxed floors
(Specs 1.8 and 2.3)
QUARTERLY
Light waxing
(Specs 1.8 and 2.3)
Wax and buff floors
(Specs 2.6)
Fully clean the interior side of all exterior building windows,
reachable from the ground or with a hand extension.
Specs. 1.8 and 5.2)
Page 2 of 3
195
SEMI-ANNUALLY
Wax removal
(Specs 2.5)
Waxing and buffing
(Specs 2.6)
Clean outside of all exterior building windows,
(fall and spring)
(Specs 5.3)
ANNUALLY
Maintain required records
(Specs 1.5)
Dust blinds (spring)
(Specs 5.8)
Light fixtures
(Specs 5.9)
BUILDING NOTES:
Extra security measures will be in place for this building.
Evening meetings are often scheduled in this building, consideration will
need to be given for those groups.
This building will require the use of green cleaning products that
meet the approval of the green building council.
Page 3 of 3
196
ATTACHMENT "A"
FREQUENCY AND WORK SCHEDULE
Building: Alfred M. Stiff Professional Building
Location: 20 East Olive
Size of Building
Basement: 3,283 sq ft Common Area 940 sq ft Office Space
Main Floor : 4,560 sq ft Common Area 1,822 sq ft Office Space
Second Floor: 3,184 sq ft Common Area 3,092 sq ft Office Space
Building is an 8 to 5 o’clock Monday through Friday operation with evening meetings or computer classes
scheduled in the building.
DAILY
Maintain required records
(Specs 1.1, 1.2, 1.9, and 1.10)
Vacuum/sweeping in open areas including entry areas and entry mats
(Specs 2.1, 3.4 and 5.10)
Damp mopping in open areas
(Specs 2.2)
Scrubbing floors - restrooms
(Specs 2.4 and 4.1)
Empty common waste receptacles
(Specs 5.7)
Spot clean entry glass--inside and out, (weather permitting),
interior windows and glass doors
(Specs 5.2, 5.3 and 5.4)
Clean and sanitize restrooms, restock supplies
(Specs 4.2 thru 4.8)
Drinking fountains
(Specs 5.1)
Spot cleaning as needed
(Specs 5.5)
WEEKLY
Maintain all required records
(Specs 1.1, 1.2, 1.9 and 1.10)
Page 1 of 3
197
Vacuum in offices
(Specs 1.8 and 2.1)
Empty recycling receptacles
(Specs 1.8 and 5.7)
Empty and clean ash trays/ash receptacles
(Specs 1.8 and 5.11)
Low dusting
(Specs 3.1)
MONTHLY
Clean and polish furniture in public areas
(Specs 5.6)
Clean all glass furniture and display cases in
public areas (horizontal and vertical)
(Specs 1.8 and 5.2)
Fully clean all interior windows and glass doors
Specs. 1.8 and 5.2)
Dust heating, ventilation, air conditioning and exhaust fan grills
and related public area mechanical equipment
(Spec. 3.3)
High dusting
(Specs 3.2)
Buff waxed floors
(Specs 1.8 and 2.3)
QUARTERLY
Light waxing
(Specs 1.8 and 2.3)
Wax and buff floors
(Specs 2.6)
Fully clean the interior side of all exterior building windows,
reachable from the ground or with a hand extension.
Specs. 1.8 and 5.2)
Page 2 of 3
198
SEMI-ANNUALLY
Wax removal
(Specs 2.5)
Waxing and buffing
(Specs 2.6)
ANNUALLY
Maintain required records
(Specs 1.5)
Clean all exterior building windows,
inside and out (fall)
(Specs 5.3)
Dust blinds (spring)
(Specs 5.8)
Light fixtures
(Specs 5.9)
BUILDING NOTES:
Evening meetings often occur in the building and
cleaning routine may need to vary
This building will require the use of green cleaning
products that meet the approval of the green
building council
199
Page 3 of 3
200
ATTACHMENT "A"
FREQUENCY AND WORK SCHEDULE
Building: City Shop Complex Water Treatment Plant
Location: 814 North Bozeman 7022 Sourdough Canyon Rd
Size of Buildings
Shop Offices: 2,857 sq ft Common Area 1,101 sq ft Office Space
Park Barn: 406 s ft Common Area 374 sq ft Office Space
Water Treatment: 695 sq ft Office Space
Building is a 24 hour a day operation, at times 7 day a week operation. Cleaning hours will be established
with the Owner.
DAILY
Maintain required records
(Specs 1.1, 1.2, 1.9, and 1.10)
Vacuum/sweeping in open areas including entry areas and entry mats
(Specs 2.1, 3.4 and 5.10)
Damp mopping in open areas
(Specs 2.2)
Scrubbing floors - restrooms
(Specs 2.4 and 4.1)
Empty common waste receptacles
(Specs 5.7)
Spot clean entry glass--inside and out, (weather permitting),
interior windows and glass doors
(Specs 5.2, 5.3 and 5.4)
Clean and sanitize restrooms, restock supplies
(Specs 4.2 thru 4.8)
Drinking fountains
(Specs 5.1)
Spot cleaning as needed
(Specs 5.5)
WEEKLY
Maintain all required records
(Specs 1.1, 1.2, 1.9 and 1.10)
Page 1 of 3
201
Vacuum in offices
(Specs 1.8 and 2.1)
Empty recycling receptacles
(Specs 1.8 and 5.7)
Empty and clean ash trays/ash receptacles
(Specs 1.8 and 5.11)
Low dusting
(Specs 3.1)
MONTHLY
Clean and polish furniture in public areas
(Specs 5.6)
Clean all glass furniture and display cases in
public areas (horizontal and vertical)
(Specs 1.8 and 5.2)
Fully clean all interior windows and glass doors
Specs. 1.8 and 5.2)
Dust heating, ventilation, air conditioning and exhaust fan grills
and related public area mechanical equipment
(Spec. 3.3)
High dusting
(Specs 3.2)
Buff waxed floors
(Specs 1.8 and 2.3)
QUARTERLY
Light waxing
(Specs 1.8 and 2.3)
Wax and buff floors
(Specs 2.6)
Fully clean the interior side of all exterior building windows,
reachable from the ground or with a hand extension.
Specs. 1.8 and 5.2)
Page 2 of 3
202
SEMI-ANNUALLY
Wax removal
(Specs 2.5)
Waxing and buffing
(Specs 2.6)
ANNUALLY
Maintain required records
(Specs 1.5)
Clean all exterior building windows,
inside and out (fall)
(Specs 5.3)
Dust blinds (spring)
(Specs 5.8)
Light fixtures
(Specs 5.9)
BUILDING NOTES:
Areas to be cleaned include general office areas in the main
building, parks barn and sign shop
Weekly cleaning at the Water Treatment Plant at 7022
Sourdough Canyon Road is also included in this contract
Areas will be cleaned 5 days a week at the Shop Complex and
one day a week at the Water Treatment Plan
Page 3 of 3
203
ATTACHMENT "A"
FREQUENCY AND WORK SCHEDULE
Building: City Hall Annex - Fire Station #1 and Police Parking
Location: 34 North Rouse
Size of Building
Main Floor : 2,374 sq ft Common Area 1,061 sq ft Office Space
Building is a 24 hour a day operation7 days a week. Cleaning hours will be established with the Owner.
DAILY
Maintain required records
(Specs 1.1, 1.2, 1.9, and 1.10)
Vacuum/sweeping in open areas including entry areas and entry mats
(Specs 2.1, 3.4 and 5.10)
Damp mopping in open areas
(Specs 2.2)
Scrubbing floors - restrooms
(Specs 2.4 and 4.1)
Empty common waste receptacles
(Specs 5.7)
Spot clean entry glass--inside and out, (weather permitting),
interior windows and glass doors
(Specs 5.2, 5.3 and 5.4)
Clean and sanitize restrooms, restock supplies
(Specs 4.2 thru 4.8)
Drinking fountains
(Specs 5.1)
Spot cleaning as needed
(Specs 5.5)
WEEKLY
Maintain all required records
(Specs 1.1, 1.2, 1.9 and 1.10)
Page 1 of 3
204
Vacuum in offices
(Specs 1.8 and 2.1)
Empty recycling receptacles
(Specs 1.8 and 5.7)
Empty and clean ash trays/ash receptacles
(Specs 1.8 and 5.11)
Low dusting
(Specs 3.1)
MONTHLY
Clean and polish furniture in public areas
(Specs 5.6)
Clean all glass furniture and display cases in
public areas (horizontal and vertical)
(Specs 1.8 and 5.2)
Fully clean all interior windows and glass doors
Specs. 1.8 and 5.2)
Dust heating, ventilation, air conditioning and exhaust fan grills
and related public area mechanical equipment
(Spec. 3.3)
High dusting
(Specs 3.2)
Buff waxed floors
(Specs 1.8 and 2.3)
QUARTERLY
Light waxing
(Specs 1.8 and 2.3)
Wax and buff floors
(Specs 2.6)
Fully clean the interior side of all exterior building windows,
reachable from the ground or with a hand extension.
Specs. 1.8 and 5.2)
Page 2 of 3
205
SEMI-ANNUALLY
Wax removal
(Specs 2.5)
Waxing and buffing
(Specs 2.6)
ANNUALLY
Maintain required records
(Specs 1.5)
Clean all exterior building windows,
inside and out (fall)
(Specs 5.3)
Dust blinds (spring)
(Specs 5.8)
Light fixtures
(Specs 5.9)
BUILDING NOTES:
Garage bays and dormitory areas are not include in
areas to be cleaned
Extra security measures will be in place due to presence
of the police offices and confidential criminal information
Building will be cleaned 5 nights a week
Page 3 of 3
206
Cost Breakdown Per Building
Building Annual Cost Cleanable Cost per Cleaning Cost
Square Footage Square Foot per Day
City Hall $27,364 19,003 $1.44 $105.25
City Hall Annex $6,500 3,435 $1.89 $25.00
Library $95,000 40,471 $2.35 $280.24*
Professional Building $23,500 16,881 $1.39 $90.39
Shop Complex $8,340 4,738 $1.76 $32.08
TOTALS $160,704 84,528 sq ft. $1.90/sq ft $532.96/day
260 days of cleaning per year, 5 days a week
*339 days of cleaning per year, 6 days a week 3 months, 7 days a week 9 months
Vendor Provided Summary of Expenses
Building Equipment Monthly Overhead Employee Hours
Costs Supplies Costs per Week
City Hall $1,500 $200 $150 30
City Hall Annex $400 $30 $45 5
Library $11,000 $500 $270 90
Professional Building $1,500 $150 $100 25
207
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ineuaewlnBid
TRB
Director of Facility Services
City of Bozeman PO Box 1230
Bozeman MT 4065823232
MEMORANDUM
TO All Bidders for the City of Bozeman
Janitorial Services Con act
FR James Goehrung
Date June 252008
RE Prevailing Wage Rate Requirements for
Contracts over 25000
Bids were received by the City ofBozeman on June 25 2008 for the Janitorial Services
Contract Because the wage requirements were not clearly stated in the bid package the
following action has been taken
Bids were accepted but not opened at the scheduled 200 pm bid opening Out of
fairness to all bidders all bids will be returned unopened and a new bid opening
rescheduled Please revise and resubmit your bid to reflect the following
Any municipal contract over 25000 must pay the state prevailing wage rate
This amount is currently 1128 per hour plus 499 in benefits for a total hourly
wage of1627 per hour
Please revise your bid to reflect this hourly wage Resubmit your bid by Z00
pmJuly 2 2008 to the City Clerk at the City ofBozeman Bids will be opened
on July 2 2008 at 200prn
The bidding was set up so that sorneouecould bid on one or all ofthe various
buildings To avoid a situation where one building maybe under 25000 and
someone else bids on the building along with other buildings which takes to total
dollar amount over 25000 the prevailing wage will apply to all bidders for all
buildings
I apologize for the confusion on the prevailing wage rate requirements Because anyone
could download the bid specifications off the web we did not have a clear record ofwho
all had bids The opportunity to revise will be lirraitedto those people that submitted bids
by the originally specified time Please make sure that you revise the bid bond to reflect
the change in your bid price
211