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HomeMy WebLinkAboutCleaning Contract L Cleanine Contract This Contract is made this 3 1 5 day of �k jw5 � , K06 between the City of Oak Park Heights, ( "City "), existing under the laws if the State of Minnesota, with offices at 14168 Oak Park Blvd, Oak Park Heights, MN 55082, and Contractor Guaranteed Clean Maintenance, Inc., "Contractor" Recitals The City desires to retain the services of the Contractor to provide cleaning services for the Oak Park Heights City Hall and Police Department as outlined in Section I and in Attachment 1. Should a conflict arise between this Contract and its Attachment 1, the Cleaning Contract shall take precedence and not Attachment 1. Contractor agrees to perform these services for the City under the terms and conditions as set forth in this Contract and in areas as shown during the Contractor's pre -bid walk -thru. In consideration of the mutual promises set forth herein, it is agreed between the City and the Contractor as follows: Section I. Nature of Work The Contractor will perform the cleaning services for the City Hall and Police Department. Such cleaning services include general cleaning of all public and office areas, bathrooms, meeting rooms, kitchens, break -rooms and offices, e.g., dusting, vacuuming, sweeping, mopping, bathroom cleaning, etc. The City Hall and Police Department shall be jointly cleaned on Thursday mornings commencing at 7:30 AM, with the City Hall areas to be done first. The City Hall areas shall receive a second cleaning, but such second cleaning shall be either on Monday evening after 4:30 PM or Tuesday morning with cleaning complete by 8:00 AM. These dates and times may be amended by mutual, written agreement. Section II. Place of Work It is understood that the Contractor services will be rendered entirely at the Oak Park Heights City Hall and Police Department, 14168 Oak Park Blvd, Oak Park Heights, MN, 55082. Section III. Compensation 1. The Contractor will charge the City as follows: $657.00 per month. Fees may only be increased by mutual and written agreement. There shall be no surcharges, taxes or other fees placed on invoices submitted to the City without prior written consent and agreement by both parties that such fees are valid and enforceable. Section IV. Status of Contractor This Contract calls for the performance of services of the Contractor as an independent contractor and the Contractor will not be considered as an employee or agent of the City for any reason. Section V. Indemnification and Insurance Any and all claims that arise, or may arise against the Contractor, its contractors, servants or employees as a consequence of any act or omission on the part of the Contractor or its contractors, servants or employees while engaged in the performance of this Contract shall in no way be the obligation or the responsibility of the City. Contractor shall indemnify, hold harmless and defend the City, its officers and employees against and all liability, loss, costs, damages, expenses, claims or actions, including attorney's fees, which the City, its officers or employees may hereafter sustain, incur or be inquired to pay, arising out of or by reason of any negligence or willful act or omission of the Contractor, its Contractors, servants or employees, in the execution, performance or failure to adequately perform Contractor's obligations under this Contract. The Contractor shall maintain in a general liability policy for not less than $500,000; such policies shall remain in effect, name the City as additionally insured and copies of such policy shall be provided to the City. The City provides no warranty or assurances to the Contractor as to the condition of the facilities where services are being provided. The Contractor provides all such services at their "own risk ". For reasons other than willful negligence by the City, the Contractor acknowledges that the City is not responsible for loss, injury or other damages sustained by the Contractor while performing the terms of this Contract or while on City property. Section VI. Authority and Security The City hereby grants to the Contractor all authority reasonably necessary to pursue and achieve the objectives of this Contract. The City shall provide a key to the City Hall (not Incl. the Police Department) to the Contractor for their purposes only and shall be utilized only for the purposes as outlined in this Contract. The Contractor, who has been provided keys to the City Hall shall return such keys to the City upon request or upon the termination of this Contract. Should the Contractor fail to return such keys to the City, the Contractor shall be responsible for the costs related to the re- keying of the City Hall. The Police Department shall be cleaned only during normal business hours — between 8:00 am and 4:30 pm, Monday to Friday and when Police staff are present, subject to Section I. above. The Contractor, their employees or sub - contractors shall be subject to a police background and security check. Prior to any person entering the City Hall and/or Police Department to provide cleaning services, such person must have been pre- approved by the City Police Department. The Contractor shall provide the City a copy of a valid Minnesota or Wisconsin Drivers License or Identification Card for pre - approval for all persons who will performing work under this Contract. The City shall have a minimum of 48 hours to perform a necessary background check. Should the Contractor not strictly comply with the terms of this Section (VI), the City may immediately terminate this Contract without further notification or action required and without penalty. Upon such termination the Contractor shall surrender to the City all provided keys, equipment, etc as may have been provided. Sec ion VII. Duration ion u This Contract will commence on 52� P� /`Z , 2005 and will be in effect until terminated or replaced by a new contract. This Contract may be terminated for any reason by either party, with no termination penalties, upon thirty (30) days written notice to terminate this Contract. IN WITNESS OF, the arties have agreed to the above terms this 3 I day L✓ 5 L" s ao S ity of O Pa eights c Johns City Administrator Contra �-� J� UL R. JOHNSON Notary for Contractor NOTARY PUBLIC - MINNESOTA ,,• My Commission Expires Jan. 31, 2010 Attachment 1 "Cleaning Specifications" and Language from Contractor as submitted with proposal. CLEANING SPECIFICATIONS FOR OAK PARK HEIGHTS CITY HALL AND POLICE DEPARTMENT E. AREAS OF SERVICE Cleaning will be performed in entryway, lobby, corridors, conference rooms, Council Chambers, offices, break room, and rest rooms. F. CLEANING SPECIFICATIONS GENERAL CLEANING, FREOUENCY • Dust flat surfaces such as desks, file cabinets, bookshelves, chairs, Each Service ledges, pictures and window sills. Papers and other personal items should not be moved. • Wash off desk tops when completely cleared. Each Service • Spot clean marks on woodwork, walls, partitions, door frames, hand Each Service and kick plates, doors, light switches, and glass. Pay special attention to kitchen cabinets by door handles. • Clean lunchroom, this to include all tables and chairs, Each Service microwaves inside and out, sinks and counter tops. • Spot clean entrance and partition glass. Each Service • Secure building doors and lights as required. Each Service • Maintain janitorial closets in a professional manner. Each Service FLOOR CARE: FREOUENCY • Vacuum entry matting. Each Service • Vacuum carpeted areas. Each Service * Dust -mop or sweep all hard surface floors and remove dirt from corners. Each Service * Damp -mop all tiled floors. Each Service * Spot clean carpeting to remove stains and spills. Each Service RESTROOM MAINTENANCE; FREOUENCY * Empty all waste receptacles, change liners as needed and place for Each Service disposal in designated area. * Dust horizontal surfaces. Each Service * Remove gum, tar and other foreign substances from floor. Each Service • Report any fixture not working properly. Each Service • Clean and polish dispensers, chrome, mirrors, and wash basins. Each Service • Check and refill towel, soap, and toilet dispensers. Each Service • Spot clean walls around sinks, towel dispensers, urinals, partitions and Each Service door frames. • Empty and clean sanitary napkin disposal units and replace liners. Each Service • Clean and disinfect toilets, toilet seats and urinals. Each Service * Wet mop all floors with detergent/disinfectant solution. Each Service MONTHLY DUTIES; FREOUENCY * Dust or vacuum air return vents and grills. Each Month * Edge vacuum all carpeted areas. Each Month G. SPECIALTY SERVICES GCM has fully trained specialty crews and equipment to provide the following specialty services. We would be pleased to submit a quotation for any of these services upon your request. * CARPET CLEANING * CARPET EXTRACTION (Hot Water) * CARPET MAINTENANCE PROGRAMS * UPHOLSTERY CLEANING AND PROTECTION * ANTI - STATIC CONTROL * WINDOW WASHING * DRAPERY AND VERTICAL OR HORIZONTAL BLIND CLEANING * FLOOR STRIPPING AND RESEALING * LIGHT FIXTURE LENS WASHING * EMERGENCY FIRE AND FLOOD CLEAN -UP H. GENERAL PROVISIONS CUSTOMER SATISFACTION Customer satisfaction is vital to our success. We offer a unique cleaning guarantee. Our "No Cleaning -No Payment Guarantee" assures you of satisfactory cleaning. "If you are not completely satisfied with the service we have provided, just call the next day to notify us and you will not pay for that particular aspect of the service." f J H. GENERAL PROVISIONS (CONT'D) SUPPLIES AND EQUIPMENT GCM will provide all equipment and cleaning supplies necessary to complete the cleaning as specified. These supplies and equipment will include (but are not limited to) the following: * Water tight transport carts for removing trash. * Vacuums of commercial quality with bumper pads to prevent chipping and damaging of furniture. * Brooms, dust mops, buckets and wringers, mops, wet vacuums, buffers and edge vacuums. * Floor soaps, germicidal, toilet cleansers, window cleaner, stainless steel cleaner, etc. INSURANCE COVERAGE We carry Property Damage Liability Insurance, Bodily Injury Liability Insurance, Business Service Fidelity Bond and Workman's Compensation Insurance. A Certificate of Insurance will be sent to you. OPERATING PROCEDURES 1. GCM will maintain neat and orderly storage rooms. 2. Lights shall not be turned on until required and turned off as soon as cleaning is finished. 3. GCM will provide a log book. The purpose of this log is for two way communication between you, the customer and the cleaner. 4. Upon completion of cleaning, GCM will properly arrange furniture, shut off designated lights, lock designated doors and comply with any alarm procedures. ADJUSTMENTS The price set forth in this proposal is based on the necessary labor, supplies, equipment and supervision necessary to maintain your facility properly as set forth in the specifications. In the event of any changes in conditions, such as an increase or decrease in the amount of space we are cleaning, or the addition or subtraction of days service is provided, the contract price may be increased or decreased accordingly with thirty (30) days written notification. This would be by mutual agreement. The cleaning up of excessive and abnormal debris caused either intentionally or unintentionally by construction contractors is not included in the cleaning specifications but will be completed upon request and billed separately. q4 J I. TERMS Janitorial service shall be performed as outlined in this agreement, except for the following holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. Service can be provided on any of the above listed holidays if requested. There will be an additional charge for holiday service. It shall be understood and agreed upon by both parties that during the term of this agreement and for one (1) year from the termination date of said contract that either party (including organizations performing placement or hiring services on their behalf) will not hire either party's personnel, unless mutually agreed upon in writing by both parties. In the event that such mutual consent is not obtained, the hiring party hereby agrees to compensate the other party in the amount of thirty-five percent (35 %) of the annualized wages of the person hired. The placement fee shall be immediately due and payable commensurate with the new employee date. Guaranteed Clean Maintenance, Inc. will perform all services required here under, except when prevented by strike, lockout, act of God, accident or other circumstances beyond our control. Should this proposal become accepted, it will form an agreement. It may be modified from time to time as set forth above and may be terminated in its entirety by either party at any time by giving written notice of their desire to do so thirty (30) days prior to the selected date of termination. A longer period may be effected should you require. A statement will be sent in the beginning of each month for that month's service. Payment is due no later than the last day of the month in which the services are performed. Guaranteed Clean Maintenance, Inc. charges 1.5% interest on past due accounts, and reserves the right to terminate services at any time after payment becomes delinquent. J. BUILDING SERVICE AGREEMENT Guaranteed Clean Maintenance, Inc. agrees to the services set forth in the specifications for the consideration set forth below: Service to be performed 2 Days per week in City Hall areas and 1 day per week in the Police Department areas. Contract price is $ 657.00 Per month, plus tax. Service to commence a/' GUARANTEED CLEAN MAINTENANCE, INC. By �v ZI .� Date Raymond J e ine, E Cl OF HEIGHTS By Date Y .._ 31 -o j