HomeMy WebLinkAboutone-year contract extension with Dust Bunnies Cleaning and Montana Building Maintenance.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Facility Services Superintendent
Chuck Winn, Assistant City Manager
SUBJECT: Authorize award of Contract extensions for janitorial services for city owned
buildings to Dust Bunnies Cleaning Services and Montana Building Maintenance.
MEETING DATE: June 6, 2011
AGENDA ITEM TYPE: Consent Agenda
RECOMMENDATION: Authorize the City Manager to sign a one-year extension of the
contract with Dust Bunnies Cleaning Services for FY 2012, and authorize the City Manager to
sign an additional one-year extension at the City Manager’s discretion for janitorial services for
the following fiscal year at renewal time. 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; Vehicle Maintenance Shop, $2,880.00; and Fire Station
#1, $3,744.00.
Authorize the City Manager to sign a one-year extension of the contract with Montana Building
Maintenance for FY 2012, and authorize the City Manager to sign an additional one-year
extension at the City Manager’s discretion for janitorial services for the following fiscal year at
renewal time. 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. The contract for the City Shop Complex was rebid last year and awarded to
Montana Building Maintenance. The contract has been renegotiated for the upcoming year.
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Two years ago 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. In
response to these concerns the contract was renegotiated for Fiscal Year 2011 to include a
reduced level of service. 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 modifications to the level of service
defined in the current contract that resulted in a 10% reduction in the overall contract for the
buildings. The changes will remain in place and the contract extension for FY 2012 will be for
the same price as last year.
The Vehicle Maintenance Building cleaning was bid when we moved into the facility this fall.
The level of service is for two day a week cleaning of the restroom, break room, and common
hallways. We split the cost of service with HRDC, the dollar amount listed above is our share.
The low bid for this work was Dust Bunnies Cleaning Service. A partial year contract was
awarded so that we could package the service in with the cleaning of the other city buildings
when this new contract was approved.
Last year the crews at Fire Station #1 offered to take over the cleaning responsibilities for Station
#1 and the building was dropped from the contract this year. Now that police is moved back into
the building at a higher occupancy, and due to the fact that we are getting more members of the
public in the building, the crews have requested that the building be added back into the cleaning
contract. The level of service will be cut back to two days a week. The price for cleaning the
main floor of the police and fire side dropped from $6,500.00 to $3,744.00.
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 contract for the Shop Complex will remain
the same for FY 12.
UNRESOLVED ISSUES: None at this time.
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: Contact Award Dust Bunnies
Contract Award Montana Building Maintenance
Report compiled on: May 25, 2011
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City of Bozeman
Janitorial Contract
July 1, 2011 to June 30, 2012
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, 2011 and
ending on June 30, 2012. An extension for an additional year 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
Vehicle Maintenance $2,880.00 $240.00
Fire Station #1 $3,744.00 $312.00
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Work will begin on July 1, 2011. 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.
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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City of Bozeman
Janitorial Contract
July 1, 2011 to June 30, 2012
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, 2011 and
ending on June 30, 2012.
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, 2011. 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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