HomeMy WebLinkAbout15- Montana Building Maintenance for Janitorial ServicesPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 13th day of July, 2015, 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 Ave., Bozeman, Montana 59715, hereinafter
referred to as "City," and, Montana Building Maintenance, Inc., P.O. Box 11025, Bozeman, MT
59719-1025, 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 by this reference
made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution
and will terminate on the 30th day of June, 2016. The contract may be extended for another year
after negotiation and approval.
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),
attached hereto as Attachment `B". 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:
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 1 of 11
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,
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 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.
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
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 2 of 11
normal place of business and shall be make no later than the first day of services provided under
this Agreement. Such postings 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(l), MCA. When malting 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.
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 May 1, 2014 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 tape 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 fiom 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 the janitorial 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
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 3 of 11
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
parry.
For the professional janitorial 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 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
indemnitees) 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.
Profegsional Services Agreement for Janitorial Services
FY 2015 — FY 2016
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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 Commercial General Liability and Automobile insurance shall cover and apply to all
Bodily Injury or Property Damage claims, demands, suits, damages, losses, and expenses that may
be asserted or claimed against, recovered from, or suffered by the City as a result of the operations
and negligence of the Contractor and which is acceptable to the City and Contractor shall fiunish 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;
• Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000
annual aggregate.
a. The City of Bozeman, its officers, agents, and employees, shall be endorsed as an
additional 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.
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
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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.
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 Citv'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 services provided, 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 discontinue services and shall do only
such work as may be necessary to preserve, protect, and maintain work already completed,
in progress.
C. In the event of a termination pursuant to this Section 13, 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.
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 6 of 11
It is agreed that any materials that City is obligated to purchase for the Contractor will
remain the City's sole property.
d. The compensation described in Section 13(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 AssertinL, Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
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 James Goehrung (Facilities Superintendant) 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 James Goehrung 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 fiom such persons.
b. Contractor's Representative: The Contractor's Representative for the
purpose of this Agreement shall be Mike Iszler or such other individual as Contractor shall
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 7 of 11
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.
13 Laws and Rej4ulations: 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, 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 tern, 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
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 8 of 11
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 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
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 9 of 11
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.
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.
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 10 of 11
30. Extensions: this Agreement may, upon mutual agreement, be extended for a
period of one year by written agreement of the Parties. In no case, however, may this Agreement run
longer than June 30, 2018.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and
year first above written.
CITY OF BOZEMAN, MONTANA
y
Chris Kukulski, City Manager
APPROVED AS TO FORM:
y
Greg Ilivan, Bozeman City Attorney
1)16f1 `j i0/" �V4� I�rkt i �LLI�^'�t �JhNI� +iyL
CONTRACTOR (Type Name Above)
By
Print Name:
Print Title: ?Q"',A Qe
Professional Services Agreement for Janitorial Services
FY 2015 — FY 2016
Page 11 of 11
Attachment - A
City of Bozeman
Janitorial Contract
July 1, 2015 to June 30, 2016
Montana Building Maintenance
This contract is for the following City owned building(s):
Building Annual Amount Monthly Amount
City Shop Complex $24,720.00 $2,060.00
Laurel Glen $1,680.00 $140.00
Building Scope of Services
Building: City Shop Complex
Location: 814 North Bozeman Avenue
Size of Building: 14,889 square ft.
Building is occupied 6:00am to 6:OOpm for operation with weekend and late night and
early morning presence depending on the time of year and Public Works related activities.
DALLY
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
Attachment A
City of Bozeman Janitorial Services
(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)
Vacuum inn 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)
Attachment A
City of Bozeman Janitorial Services
Wax and bufffloors
(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)
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)
Maintain required records
(Specs 1.5)
Dust blinds (spring)
(Specs 5.8)
Light fixtures
(Specs 5.9)
BUILDING NOTES:
Multiple Departments are located in this building and they are often there for extended
hours early morning and late evening depending on the volume of work they have to do at
different times of the year. The main building will be cleaned daily, and the Parks Barn
and Sign and Signal Office Building will be cleaned twice a week.
Building: Laurel Glen Public Works Bozeman Public Library
Location: 5519 Saxton Way
Size of Building
Main Floor: 3,4605 sq ft Common Area
Building is mostly used for vehicle and equipment storage but there is a restroom and
meeting are for staff who are working on the west end of town so they do not have to come
all the way back to the City Shop Complex. Staff will be there at various times of the day
and various days of the week.
Attachment A
City of Bozeman Janitorial Services
Building to be Cleaned Two Times a Month
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)
Scrubbingfloors - 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)
MONTHLY
Maintain all required records
(Specs 1. 1, 1. 2, 1.9 and 1.10)
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)
Clean and polish ficrniture 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
Attachment A
City of Bozeman Janitorial Services
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 bufffloors
(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)
SEMI-ANNUALLY
Wax removal
(Specs 2.5)
Waxing and buffing
(Specs 2.6)
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:
Staff from different Departments may be in the building at different times of the day and
days of the week.
Attachment A
City of Bozeman Janitorial Services
CONTRACTOR 1
Business Nance: mp"aN A p��; �'N4,
Business Ovpexy iQ.1.
Signature:
Date: 612 il'bts---�
City of Bozeman Business License Number: 15- 00(-*)� O W
CITY OF BOZEMAN
City Manager
Clu•is Kukulski:
Date: -7 ' J/
ATTEST P 0;>
City Clerk��'
Stacy Ulmen:
P
Date: 883
o a o
9TIN C o
Attachment A
City of Bozeman Janitorial Services
ATTACHMENT B
CLEANING SPECIFICATIONS
JANITORIAL SERVICES FOR
CITY SHOP COMPLEX. LAUREL GLEN
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 fmger-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
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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 buffmg.
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 Dustin Hg eating 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.
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4.0 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.
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.
445 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.
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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 fi7ction marks. Care will be taken to
perforin 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 Reacling 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. Burred 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.
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