HomeMy WebLinkAboutMidwest Janitorial Services, Inc. - 9/4/2018 JANITORIAL SERVICES AGREEMENT t
This Janitorial Services Agreement (the "Agreement") is entered into as of September L ,
2018, by and between the City of Waterloo, Iowa("City") and Midwest Janitorial Service, Inc.
("Company").
1. Term of Contract:
This Agreement shall have a term of two (2) years, commencing on the date hereof. Company
shall begin to provide services hereunder on September 10, 2018. City shall have the option to
extend the term for an additional period of one, two or three years. Pricing during any renewal
period shall be subject to the mutual written consent of both parties. Either party may terminate
this Agreement at any time by delivery of thirty (30) days' advance written notice to the other
party, or otherwise as set forth in this Agreement.
2. Compensation:
Company will invoice City monthly for services as set forth below. City will remit payment
within 30 days. City is an exempt entity and does not pay sales tax or late fees.
City Hall $ 4,249.00 per month
Carnegie Annex $ 837.00 per month
Police Training Center $ 285.00 per month
Memorial Hall $ 207.00 per month
Waste Management $ 1,426.00 per month
Parking Ramp $ 150.00 per month
Total: S 7,154.00 per month
If City requests additional services, the following charges will apply:
$25.00 hourly rate per supervisor.
$22.00 hourly rate per employee.
3. Building Information for Janitorial Services:
The Company will provide services to the following six (6) buildings, which have about 84,000
square feet in total.
City Hall Approx. 44,000 Sq. Ft.
715 Mulberry Street
175 employees, clients, public doing business
(Daily cleaning)
Carnegie Annex Approx. 9,000 Sq. Ft.
620 Mulberry Street
25 employees, clients, public doing business
(Daily cleaning)
Waterloo Police Training Center Approx. 8,000 Sq. Ft.
348 N. Elk Run Road
Training Center
(Weekly cleaning)
Memorial Hall Approx. 10,500 Sq. Ft.
104 W. 5t' Street
Event Center
(Monthly cleaning)
Waste Management Approx. 8,000 Sq. Ft.
3505 Easton Ave.
(Day time cleaning)
Parking Ramp Enclosure attached to Approx. 4,000 Sq. Ft.
Waterloo Building
(Weekly cleaning)
4. Start Up:
The Company shall strip all hard-surface floors, including stairwells, and reseal with appropriate
sealers and waxes. The Company shall deep clean all carpets. This work is to be coordinated
with the Facilities Administrator and shall occur in the first ninety (90) days after the contract
start date.
5. Insurance and Legal Requirements:
5.1 The Company shall maintain adequate liability insurance in form(s) and amount(s)
sufficient to protect the City, its agencies, its employees, and the general public against
loss, damage and/or expense related to Company's performance under this Agreement.
5.2 The Company shall provide a Certificate of Liability insurance naming City of Waterloo,
Iowa as an additional insured and said insurance certifications must be provided to the
City of Waterloo no later than the commencement of the Agreement term.
5.3 In the event the insurance coverage is canceled or modified in any way, the City must be
notified immediately. If at any time during the contract period the Company fails to
maintain the minimum insurance coverage, this Agreement may be terminated
immediately at the City's option.
5.4 Minimum insurance requirements are as follows:
a. Comprehensive General Liability $2,000,000 per occurrence
b. Comprehensive Automobile Liability $1,000,000 per occurrence
C. Workers Compensation State Statutory
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5.5 Indemnification—Company shall defend, indemnify and hold harmless the City, its
officers, officials, employees, agents, and/or representatives from and against any and all
claims, demands, causes of action, fines, fees, penalties, costs, expenses, damages or
liabilities of any type or nature whatsoever, including but not limited to reasonable
attorneys' fees and expenses, arising out of and to the extent cause by or resulting from
the negligent or intentional acts or omissions of Company, its officers, employees, agents,
and contractors.
6. General Performance Requirements:
6.1 Major cleaning shall be done after hours. The Company's supervisory personnel must be
present at all times (during the night shift)while service is being performed. All of the
Company's personnel must be identifiable by means of not less than a name badge with
the Company's identification and employee name on the badge.
6.2 The Company will provide Facilities Administrator with a criminal background check
form on each employee or contractor employee having access to City facilities. The
information needed would include correct name, date of birth and social security number.
The Waterloo Police Department will conduct a criminal background check, and based
on results the City in its sole discretion will have the option of denying access to any
Company employee or contractor.
6.3 The Company's personnel shall also sign a"Confidentiality Agreement"which
essentially states that any information the cleaning staff may inadvertently read in the
process of performing their duties, shall remain strictly confidential. Unauthorized use
or disclosure of confidential information, including but not limited to protected health
information will result in disciplinary action up to and including recommendation for
termination and possible imposition of fines pursuant to applicable local, state and
federal laws.
6.4 The Company's staff will work primarily week nights beginning at or after 5:00 p.m. and
end at such time as is agreeable with both the Company and the Facilities Administrator.
Weekend work will be permissible with advanced notice for special projects such as
window washing, floor stripping and waxing, etc.
6.5 The Company shall supply all paper towels, toilet tissue, hand soap, can liners, cleaning
supplies and equipment to properly maintain the buildings' cleanliness.
6.6 The City shall provide adequate storage rooms for the Company's use.
6.7 The Company shall inform the Maintenance Department if it observes any maintenance-
related problems, including but not limited to burned out lights, plugged drains, and water
pipe leaks.
6.8 The City's supplies and equipment shall be kept separately from the Company's supplies
and equipment.
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6.9 All cleaning equipment, particularly for hard wood floors and carpet, shall be industrial
professional grade and kept in good working order. Repair and/or replacement of
equipment and supplies shall be the sole responsibility of the Company.
6.10 All equipment must meet the approval of the Facilities Administrator.
6.11 A list of all cleaning supplies, paper goods, can liners, hand soap, disinfectants, etc., used
by the Company in the performance of this Agreement must be submitted to the Facilities
Administrator for approval prior to contract start-up date and be agreeable to what the
Administrator deems as equal or better value in quality, performance, consistency, or any
other factors affecting the appearance or performance of said products, such as size and
thickness of can liners and compatibility of hand soap with City soap dispensers. This
list shall include product name and supplier name.
6.12 The Company shall provide a"Materials Data Safety Sheet' for every chemical to be
used by the Company.
6.13 The City will provide the Company with access and keys to the facilities for which
services are to be provided. It is the responsibility of the Company to see that keys are
NOT misplaced, lost, stolen or copied.
a. The use of keys by any employee of the Company at an unauthorized time or for
an unauthorized reason may be reason for termination of the employee and/or this
Agreement.
b. In the event that any key provided to the Company or its employees is lost,
misplaced or stolen, the Company will be responsible for promptly notifying the
Administrator or his/her designated representative, and Company shall pay for
replacement cost of key(s) and/or if necessary, changing of lock(s).
6.14 It is understood between the parties that the prime purpose of this Agreement is that the
premises shall be kept clean, according to reasonable and accepted standards, regardless
of the number of times an operation is required to accomplish this purpose; and the times
an operation is performed as shown herein are solely for guideline purposes and may or
may not constitute satisfactory performance under the Agreement.
6.15 Company is regarded as having sufficient experience in the custodial field to determine
with reasonable certainty the required amount of work (and therefore workers) and
materials necessary to accomplish the above-stated purpose of the Agreement.
6.16 It will be the responsibility of the Facilities Administrator to determine what is deemed
satisfactory performance by the Company, which will be based primarily, but not
exclusively, on the continuous acceptable appearance of the facilities rather than the
performance of a specific duty at a specific time for a specific number of times.
6.17 All facilities shall be cleaned in a professional manner. All lighting and water usage shall
be kept to a minimum as required to complete satisfactory performance of the work.
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Supplies and equipment shall be put away in a neat and orderly fashion, at the end of the
work shift, and all trash shall be properly disposed of.
6.18 The Company's management personnel shall make regular and frequent inspections to
assure that work is being performed in accordance with these specifications. The
management personnel shall report to the Facilities Administrator on a regular pre-agreed
schedule.
6.19 The Company will be responsible for the proper repair or replacement of any damaged
equipment or damage to the buildings that may occur during the course of carrying out
the prescribed duties. If damage cannot be properly repaired by the Company, it shall be
reported to the Maintenance Department and the cost of said repair shall be deducted
from the facility's monthly invoice.
6.20 The monthly charge includes the services outlined in the City's RFP. Any work not
mentioned can be negotiated and performed. These services shall be performed five (5)
days per week on Monday through Friday, unless severe weather would prevent such
scheduling and may make it necessary to come in on a Saturday, with prior approval of
the Facilities Administrator.
6.21 No services will be required on holidays.
6.22 One (1) additional day may be charged each Leap Year, if appropriate.
6.23 The Company should direct any questions, concerns or complaints to the Facilities
Administrator or his designated representative.
7. Scope of Work:
Janitorial service procedures shall be basically the same for all facilities listed in this Agreement.
But no two buildings are exactly the same—variables must be considered, such as one building
may have mostly hard floors and another building having mostly carpet. Thus, time, materials
and equipment may vary. It is the responsibility of the Company to adjust staffing and cleaning
procedures to specific buildings.
7.1 DAILY routine cleaning services (Monday—Friday; no Sundays or holidays):
a. Empty all trash containers. All trash containers are to be lined with plastic liners.
Replace liners as needed when soiled or torn. Remove all bagged trash to
dumpster provided by the City.
b. Empty all recyclable papers into clear plastic can liners. Replace liners as needed.
Remove all recycle type trash to dumpster marked "Recycle".
C. Empty and clean all outdoor trash cans by entrance doors.
d. Check all office furniture, fixtures,partition top caps, windowsills, and all other
horizontal surfaces for dust and obvious spills and debris. Develop a schedule to
thoroughly dust at least 20% all of the above each night, so that all work surfaces
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are cleaned at least once each week. This includes picture frames, clocks, door
frames and moldings.
Note: Personal work space, stations, cubicles, desks, computers, file cabinets,
etc., are the responsibility of the employee working there. THESE WORK
AREAS ARE TO BE CONSIDERED CONFIDENTIAL AND ARE STRICTLY
OFF LIMITS to cleaning staff. Nothing is to be read or touched on, under or
around these immediate work areas. If the boundaries are unclear in any area, it is
the responsibility of the Company to seek guidance from the Facilities
Administrator.
e. Wash, sanitize and polish all drinking fountains.
f. Spot clean entrance glass and interior office partition glass.
g. Vacuum all carpeted entryways, traffic lanes and visible debris throughout
facility. Develop schedule to vacuum at least 20% of total carpeted area
throughout facility each day. This means wall-to-wall, edge-to-edge, under and
around all furnishings.
h. Clean minor soiled spots on carpet.
i. Sweep and dust mop all hard surface floors and stairways. Wet mop with
germicidal solution.
j. Kitchenettes: Clean sink, counters, wipe refrigerator and microwave. (Does NOT
include washing dishes)
k. Restrooms:
1. Empty trash receptacles; replace liners; wash weekly with germicidal
cleaner.
2. Sweep and wet mop floors with germicidal cleaner.
3. Wash all basins, bowls and other fixtures with germicidal cleaner.
4. Wash both sides of toilet seats with germicidal cleaner. Leave in"UP"
position; put in deodorant blocks as needed.
5. Wash urinals with germicidal solution; put in urinal screens and deodorant
blocks as needed.
6. Wash and polish all mirrors, powder shelves, bright work, etc.
7. Spot clean walls and partitions.
8. Fill towel, toilet tissue and soap dispensers.
7.2 WEEKLY services:
a. Scrub & refinish or apply restoration and hi-speed buff resilient floors to maintain
high gloss finish.
b. Elevators: Vacuum thresholds, dust doorjambs, wash interior and exterior of
elevator with a germicidal cleaner.
C. Wash interior and exterior of entry doors, wash door handles, panic bars, and push
plates with a germicidal cleaner.
d. Clean glass in doors and office entrances.
e. Maintain janitor rooms, mop sinks, and keep storage rooms in a clean and orderly
fashion.
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7.3 MONTHLY services:
a. Clean all door kick plates.
b. Vacuum fabric on chairs in offices and common areas, wash vinyl/leather
surfaces, polish wood surfaces.
C. Vacuum return air vents, dust outside of light fixtures.
7.4 QUARTERLY services:
a. Polish wood paneling.
b. Scrub and refinish stairways.
C. Completely wash restroom walls and partitions with germicidal cleaner.
d. Wash all waste baskets.
7.5 SEMI-ANNUAL services:
a. Bonnet clean or hot water extract and deodorize all carpeted areas.
b. Dust/vacuum all window blinds.
C. Clean ALL facility windows, inside and outside.
7.6 ANNUAL services:
a. Strip and refinish all hard surface floors.
b. Deep clean all ceramic tile floors in restrooms and reseal grout where applicable.
8. Independent Contractor:
The Company is an independent contractor and is not an employee, servant, agent, partner, or
joint venturer of the City. The Company has no power or authority to enter into contracts or
agreements on behalf of the City. The City shall determine the work to be done by the
Company, but the Company shall determine the legal means by which it performs the work
specified by the City. The City is not responsible for withholding, and shall not withhold, FICA
or taxes of any kind from any payments which it owes the Company. Neither the Company nor
its employees shall be entitled to receive any benefits which employees of the City are entitled to
receive and shall not be entitled to workers' compensation, unemployment compensation,
medical insurance, life insurance, pension, or any benefits of any type or nature whatsoever on
account of their work for the City. The Company shall be solely responsible for compensating
its employees and contractors.
9. General Terms:
This Agreement, together with the RFP and the Company's response or bid document,
constitutes the entire agreement between the parties pertaining to the subject matter hereof. In
the event of any conflict, the documents will govern in the following order: this Agreement first,
the RFP second, and the Company's response or bid document third. This Agreement may not
be modified or amended except pursuant to the mutual written agreement of the parties. This
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Agreement is binding on the parties and their respective successors and assigns. Time is of the
essence in the performance of the terms hereof.
IN WITNESS WHEREOF, the parties have executed this Janitorial Services Agreement by their
duly authorized representatives as of the date first set forth above.
CITY OF WATERLOO, IOWA MIDWEST JANITORIAL SERVICES,
INC.
By: � —
Quentin Hart, Mayor
Attest: ilk
Kelley Felc , City Clerk
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