HomeMy WebLinkAboutAuthorize City Manager to sign Contracts for Janitorial Services with Dust Bunnies and Montana Building.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Assistant City Manager
SUBJECT: Authorize award of Contracts for janitorial services for city owned buildings to
Dust Bunnies Cleaning Services and Montana Building Maintenance.
MEETING DATE: May 17, 2010
AGENDA ITEM TYPE: Consent Agenda
RECOMMENDATION: Authorize the City Manager to sign the contract with Dust Bunnies
Cleaning Services for janitorial services for fiscal year 2010-2011. The scope of services for the
contract includes cleaning services for: City Hall - $25,564.32; Bozeman Public Library -
$91,232.04; Alfred M. Stiff Professional Building - $20,799.96.
Authorize the City Manager to sign the contract will Montana Building Maintenance for
janitorial services for fiscal year 2010-2011. The scope of services for the contract includes
cleaning services for the City Shop Complex - $13,800.00.
BACKGROUND: The city contracts for janitorial services for our primary city buildings.
The contract allows for four extensions before it is rebid. The contract for Dust Bunnies
Cleaning Services was originally awarded in 2008. The contract has been renegotiated for the
upcoming year as outlined below.
The contract for Montana Building Maintenance was originally awarded in 2007. The contract
was rebid this year because of the contract timeline and the desire to try a new vendor at the
facility.
Last year when the contracts were awarded the City Commission raised some concerns in regard
to the level of service included in the contracts and the dollar costs for the contracts. This year
the contracts have been negotiated earlier to allow time for additional comment or direction.
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Based on City Commission comments from last year’s award and the tighter financial
considerations for this fiscal year, a reduced level of service was specified for the upcoming
year. The public areas of each building and the common areas, (break rooms, and conference
rooms), will receive the same level of daily service at City Hall, the Library, and the Alfred M.
Stiff Building. The back of house areas, (individual offices and staff areas), will be cut back to
two or three day a week cleaning.
The Water Treatment Plant was dropped from the contract last year and plant staff is taking care
of their own cleaning. This year the Fire Department has offered to take over the cleaning
responsibilities for Station #1 (Annex). The Police Department has also agreed to take care of
the janitorial responsibilities on their side of the building. The Annex building will be removed
from the contract this year as added cost savings.
City Hall and the Stiff building are cleaned on a five day a week basis. The cost for cleaning the
Library is a reflection of the size of the building; the amount of use it gets, (in excess of a
thousand people a day); and the fact that it is a 7 day a week operation during 9 months of the
year, and 6 days a week 3 months of the year.
The modifications to the level of service defined in the contract for the upcoming year resulted in
an approximate 10% reduction in the overall contract for the buildings included in the agreement
with Dust Bunny Cleaning Services. The breakdown of costs for each building is as follows:
Building Current l Revised Reduction
Annual Cost Annual Cost
City Hall $27,364.00 $25,564.32 $1,799.68
Annex $6,500.00 $0.00 $6,500.00
Library $95,000.00 $91,232.04 $3,767.96
Stiff Building $23,500.00 $20,799.96 $2,700.04
TOTAL: $14,767.64
The contract for the Shop Complex was rebid. This year the cost for the services provided by
Montana Building Maintenance is $8,340.00. The low bid received for the upcoming year is
$13,800.00. The increase is due to the requirements of the contract dollar amount and the term
of the contract. Once a contract goes over the dollar amount of $25,000.00, which it will this
year with the continuation of the contract, it triggers the requirement for the vendor to pay State
prevailing wage rates per State statute.
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The vendor has also provided a cost per day of $68.50 for cleaning. The Street Department and
the Park Department will move to a 7 day a week operation during certain times of the year.
Should the weekend use be heavy enough to require additional cleaning we will have a pre-
specified price if we need to increase the number of cleaning days.
UNRESOLVED ISSUES: It is not really an unresolved issue but last year there was some
discussion about hiring people to take care of janitorial service in house. Because not all of the
current Commissioners were part of the discussion last year, I have included as an attachment the
comparison put together by the Finance Director showing what the costs would be if the city
hired additional employees.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: The cost for the cleaning services for the city buildings listed
above are included in a line item for Janitorial Services in the Facilities budget. This work is
funded out of the general fund.
Attachments: Proposal from Dust Bunnies Cleaning Service
Proposal from Montana Building Maintenance
Proposal from Kleen King
Custodial Services Comparison
Contact Award Dust Bunnies
Addendum Non-discrimination Dust Bunnies
Contract Award Montana Building Maintenance
Addendum Non-discrimination Montana Building Maintenance
Report compiled on: May 7, 2010
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City of Bozeman
Janitorial Contract
Fiscal Year 2010 and 2011
Notice of Award and Notice to Proceed
Based on the terms of the previously awarded contract, the City of Bozeman (City)
hereby agrees to extend the term of the custodial cleaning services contract to Dust
Bunnies Cleaning Services, (Contractor) for another year beginning July 1, 2010 and
ending on June 30, 2011. An extension for up to two years can be negotiated at the end
of this term as per the conditions of the original awarded contract.
The terms and conditions of the award for Custodial Services are described in the eight
page General Conditions; the five page Bid Specifications; and the three page Frequency
and Work Schedule that were listed in the original Request for Services and referenced
here as Attachments to the contract. In order to address the new requirements for an anti-
discrimination policy adopted by the City Commission, an addendum is included for
signature by the contractor verifying they will follow the new standards.
The Contractor will provide the City with full contact information including: Owners
name, business name, mailing address, phone number, emergency contact phone number
and e-mail address. The Contractor will provide the City with a schedule listing the
cleaning hours for each building. The Contractor will provide the city with proof of
insurance in the amounts specified in the contract.
This award is for the following City owned building(s):
Building Annual Amount Monthly Amount
City Hall $25,564.32 $2,130.36
Library $91,232.04 $7,602.67
Alfred M. Stiff
Professional Building $20,799.96 $1,733.33
Work will begin on July 1, 2010. As outlined in the General Conditions description,
(Items 1, 2, 3, and 4), prior to the start date the Contractor will provide to the City a copy
of the Material and Labor Bond, Performance Bond, General Liability Insurance Policy,
and Janitorial Service Fidelity Bond. The contractor will also provide a fully completed
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Consent and Release to Conduct Criminal Background Check for each employee that will
be assigned to work in the building(s) listed above.
The Contractor will work with the City to determine what supplies and equipment will be
needed in order to start work. The City will provide the required keys and gate closure
devices to the Contractor and identify the proper location in each building to store
equipment and supplies. Within a 60 day period of the start of work, the Contractor will
provide a copy of the Cleaning Schedule as described in General Condition #15.
CONTRACTOR
Business Name: ____________________________________________
Business Owner: ____________________________________________
Signature: _________________________________________________
Date: ___________________________
City of Bozeman Business License Number: ______________________
CITY OF BOZEMAN
City Manager
Chris Kukulski: ___________________________________
Date: _________________
ATTEST
City Clerk
Stacy Ulmen: _____________________________________
Date: _______________
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Addendum to the Notice of Award and Notice to Proceed
For the Janitorial Contract
Fiscal Year 2010 and 2011
On March 29, 2010, the Bozeman City Commission adopted Resolution 4250. This resolution
establishes numerous new policies prohibiting discrimination on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability in the development, execution, and implementation of
city contracts and other agreements.
In order to comply with the requirements of this Resolution, the contractor, (with their signature
on this addendum), agrees to the adoption of the Addendum to the contract for services. With
their signature, the contractor also agrees to follow the conditions specified in this anti-
discrimination policy.
The Addendum supplements the underlying contract, does not amend any other provisions of the
underlying contract and that all provisions of the underlying contract remain in effect.
A full copy of the Resolution 4250 is available upon request. Failure to comply with the
discrimination provision provision is a breach of the material term in the contract – the same as
not performing the maintenance requirements of the contract.
The Contractor Dust Bunnies Inc. Cleaning Service agrees not to discriminate in the
fulfillment of this Agreement for Janitorial Services for the cleaning of city
buildings on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or actual or perceived sexual orientation, gender identity or disability.
The Contractor Dust Bunnies Inc. Cleaning Service agrees this requirement shall
apply to the hiring and treatment of the Contractor’s employees and to all
subcontractors.
CONTRACTOR
Business Name: ____________________________________________
Business Owner: ____________________________________________
Signature: _________________________________________________
Date: ___________________________
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City of Bozeman Business License Number: ______________________
CITY OF BOZEMAN
City Manager
Chris Kukulski: ___________________________________
Date: _________________
ATTEST
City Clerk
Stacy Ulmen: ______________________________________
Date:_________________
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City of Bozeman
Janitorial Contract
Fiscal Year 2010 and 2011
Notice of Award and Notice to Proceed
Based on the terms of the previously awarded contract, the City of Bozeman (City)
hereby agrees to extend the term of the custodial cleaning services contract to Montana
Building Maintenance, Inc. (Contractor) for another year beginning July 1, 2010 and
ending on June 30, 2011.
The terms and conditions of the award for Custodial Services are described in the eight
page General Conditions; the five page Bid Specifications; and the three page Frequency
and Work Schedule that were listed in the original Request for Services and referenced
here as Attachments to the contract. In order to address the new requirements for an anti-
discrimination policy adopted by the City Commission, an addendum is included for
signature by the contractor verifying they will follow the new standards.
The Contractor will provide the City with full contact information including: Owners
name, business name, mailing address, phone number, emergency contact phone number
and e-mail address. The Contractor will provide the City with a schedule listing the
cleaning hours for each building. The Contractor will provide the City with proof of
insurance in the amounts specified in the contract.
This award is for the following City owned building(s):
Building Annual Amount Monthly Payment
City Shop Complex $13,800.00 $1,150.00
Work will begin on July 1, 2010. As outlined in the General Conditions description,
(Items 1, 2, 3, and 4), prior to the start date the Contractor will provide to the City a copy
of the Material and Labor Bond, Performance Bond, General Liability Insurance Policy,
and Janitorial Service Fidelity Bond. The contractor will also provide a fully completed
Consent and Release to Conduct Criminal Background Check for each employee that will
be assigned to work in the building(s) listed above.
The Contractor will work with the City to determine what supplies and equipment will be
needed in order to start work. The City will provide the required keys and gate closure
devices to the Contractor and identify the proper location in each building to store
equipment and supplies. Within a 60 day period of the start of work, the Contractor will
provide a copy of the Cleaning Schedule as described in General Condition #15.
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CONTRACTOR
Business Name: ____________________________________________
Business Owner: ____________________________________________
Signature: _________________________________________________
Date: ___________________________
City of Bozeman Business License Number: ______________________
CITY OF BOZEMAN
City Manager
Chris Kukulski: ___________________________________
Date: _________________
ATTEST
City Clerk
Stacy Ulmen: ______________________________________
Date:_________________
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Addendum to the Notice of Award and Notice to Proceed
For the Janitorial Contract
Fiscal Year 2010 and 2011
On March 29, 2010, the Bozeman City Commission adopted Resolution 4250. This resolution
establishes numerous new policies prohibiting discrimination on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability in the development, execution, and implementation of
city contracts and other agreements.
In order to comply with the requirements of this Resolution, the contractor, (with their signature
on this addendum), agrees to the adoption of the Addendum to the contract for services. With
their signature, the contractor also agrees to follow the conditions specified in this anti-
discrimination policy.
The Addendum supplements the underlying contract, does not amend any other provisions of the
underlying contract and that all provisions of the underlying contract remain in effect.
A full copy of the Resolution 4250 is available upon request. Failure to comply with the
discrimination provision provision is a breach of the material term in the contract – the same as
not performing the maintenance requirements of the contract.
The Contractor Montana Building Maintenance Inc. agrees not to discriminate in
the fulfillment of this Agreement for Janitorial Services for the cleaning of city
buildings on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or actual or perceived sexual orientation, gender identity or disability.
The Contractor Montana Building Maintenance Inc. agrees this requirement shall
apply to the hiring and treatment of the Contractor’s employees and to all
subcontractors.
CONTRACTOR
Business Name: ____________________________________________
Business Owner: ____________________________________________
Signature: _________________________________________________
Date: ___________________________
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City of Bozeman Business License Number: ______________________
CITY OF BOZEMAN
City Manager
Chris Kukulski: ___________________________________
Date: _________________
ATTEST
City Clerk
Stacy Ulmen: ______________________________________
Date:_________________
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