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HomeMy WebLinkAboutF4-Custodial Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: James Goehrung, Superintendent of Facilities Chris Kukulski, City Manager SUBJECT: Custodial Contract for City Owned Buildings MEETING DATE: July 10, 2006 BACKGROUND: The City of Bozeman contracts for cleaning services in our municipal buildings. The contracted cleaning services include: City Hall, the City Hall Annex, Al Stiff Professional Building, Shop Complex, Water Treatment Plant, Landfill, and Library. The cleaning contract was bid last year. The contract language allows for an extension of the contract with a provision for a cost of living increase, (figure for this year is 3.4%). I have talked to the owner of the business who has the current cleaning contract about an extension of the contract. We have toured the buildings and discussed any cleaning concerns from their perspective and from the city’s view. I have provided them with an evaluation of their services and outlined our expectations of service for the upcoming year. Their service has been average in most areas with a few areas that could stand improvement, especially in the public traffic areas and the restroom cleaning. The biggest change to the contract will be the addition of the new library to the cleaning schedule when it opens in November. The library will be split with 4 months, July through October, in the old building and the balance of the year in the new building with a substantial increase in square footage. The price for the new library building was negotiated based on the increase in square footage based on the current price paid per square foot. The only additional service that we propose to add to the scope of services is the emptying of recycling containers from various locations in the buildings into the dumpsters located in the parking lots. This added service will be covered in the 3.4% increase. RECOMMENDATION: Staff recommends that the Commission authorize the City Manager to sign the agreement extending the cleaning contract for another year. Staff will continue to monitor the services provided to make sure that the defined level of service is met on a consistent basis. FISCAL EFFECTS: The total for custodial service for the upcoming fiscal year will be $113,884. The facilities budget reflects these increases. Added costs will be incurred once the remodeling is completed for the old library and the facility is reopened with whatever offices are constructed in that facility. ALTERNATIVES: As suggested by the City Commission. Respectfully submitted, _________________________________ ____________________________ James Goehrung Chris A. Kukulski, City Manager Superintendent of Facilities Attachments: Contract letter to extend the contract June 7, memo outlining the contract extension Report compiled on June 27, 2006 Superintendent of Facilities City of Bozeman P.O. Box 1230 Bozeman, MT (406)582-3232 MEMORANDUM TO: Anna Rosenberry Chris Kukulski Ron Brey FR: James Goehrung Date: June 7, 2006 RE: Custodial Contract for the 06-07 fiscal year The custodial contract for cleaning city buildings is up at the end of the month. The contract language allows for an extension with a cost of living increase. I have talked with the owner of the business about their service over the past year, provided them with an evaluation of their services and outlined our expectations of service for the upcoming year. Their service has been average in most areas with a few areas that could stand improvement. The biggest change is the addition of the new library to the cleaning schedule. I conducted a walk through of the new building with the vendor on Tuesday and discussed floor finishes and expected levels of service for the new building. Numbers for the upcoming year for the cleaning services, with the additional COLA of 3.4% are as follows: City Hall $12,594 annually Annex $6,514 annually Professional Building $23,658 annually Shops $8,686 annually Water Plant and Landfill $5,211 annually The Library will be split with 4 months, July through October in the old building, at $9,926. The contractor is willing to service the new building at the same rate which is $1.61 per square foot. Figuring the common areas in the library that would require cleaning, the cost for 8 months in the new building will be $47,295. This is an annual total of $57,221. The total for custodial services for the upcoming fiscal year will be $113,884. My budget reflects these increases but I wanted to make you aware of the costs. I will again plant the seed that at these prices it is worth looking at hiring people in house to provide custodial services. I will prepare a memo to the City Commission requesting an extension of the contract before the end of the month. Let me know if you have any other questions on this contract.