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HomeMy WebLinkAbout5588AGENDA BILL 5F CITY OF BREMERTON CITY COUNCIL SUBJECT: Approve Amendment No. 2 with Study Session Date: March 22, 2017 A=1 -Performance Inc. for Janitorial Services COUNCIL MEETING Date: April 5, 2017 Department: PW & Utilities Presenter: Milenka Hawkins -Bates - Phone: (360) 473-5758 SUMMARY: The City is seeking approval for payment increases on 10 Janitorial Services contracts to accommodate State minimum wage increases. The increases (if all contracts are considered as a whole) exceed 30% of the' contract amount originally approved by Council, and thus require Council approval under BMC 2.76.110. Other than costs, all conditions and specifications within the contracts will remain the same. All contracts expire October 2017 and will be organized and re -bid as required before the expiration date. The contracts to be amended are: 5079 (3029 Olympus), 5080 (3027 Olympus), 5081 (550 Park), 5082 (7266 Tibardis), 5083 (911 Park), 5084 (1025 Burwell), 5085 (100 Oyster Bay), 5586 (100 Washington), 5587 (680 Lebo), 5588 (1140 Nipsic) ATTACHMENTS: 1) Amendment #2 to City Contract No. 5085 Between A-1 Performance Inc. and City'' of Bremerton 2) State Contract Janitorial Services Contract 00508 Work Contract No. 20489 FISCAL IMPACTS (Include Budgeted Amount): Total annual cost of these contracts is $104,269.39 This amount is included in, 2017 budgets for Janitorial Services. STUDY SESSION AGENDA: ❑x No Presentation ❑ Full Presentation STUDY SESSION ACTION: ❑x Consent Agenda ❑ General Business ❑ Public Hearing RECOMMENDED MOTION: Move to approve the Amendment No. 2 with A-1 Janitorial Services and authorize the Mayor to finalize and execute the amendments with substantially the same terms and conditions as presented. COUNCIL ACTION: [Approve Form Updated.01/07/15 ❑ Deny ❑ Table ❑ Continue ❑ No Action Bidder Company Name: Bidder UBI #: Bidder Point of contact: Site Supervisor: Agency Name: Agency # or ID: Contract Life:' Building Type: &tl—r". O ' 5__ d6 STATE �'..-:::: _. 0�, Oy State of Washington DEPARTMENT OF ENTERPRISE SERVICES Master Contracts & Consulting 1500 Jefferson Street SE, P.O. Box 41411 -Olympia, Washington 98504-1411 -(360) 902-7400 ianitorialdeskta7des.wa.gov Janitorial Services Contract 00508 --Per 2014 Refresh Work Contract #20489 REVISION ID 01100100 A-1 Performance Inc. 601-770-923 Doug Fraley Doug Fraley OMWBE Status: Certified Women Owned Business Email: dougPa.a1 performance.com Email: doug(a.a1 performance.com City of Bremerton, Senior Center 1 Anticipated Start Date: 1 -Jun -16 General Office Phone: 360-538-0501 Phone: 800-816-7135 Work Request Number: 20489 Initial Anticipated End Date: 31 -Dec -16 Estimated Square Feet: 8,000 # of Floors: 1 County: Kitsap Date Issued: ,Approved working hours Monday through Friday 5:00 PM -4:00 am unless otherwise specified in service schedule Client to Identify: % Weighting to be applied to: Pricing: References: Client Summary: Work to be performed at: Client Contract Administrator: Send billing_ information to: Street Address: Senior Center Parks Dept. City of Bremerton Street Address: 1140 Nipsic Ave 680 Lebo Blvd 345 6th Street City & Zip Bremerton WA 98310 Bremerton WA 98337 Bremeton 98337 Point of contact Holly Peterson Jeff Elevado Joan Brookman Phone: 360 473-5357 360 473-5428 360 473.5313 Page 1 Work Request Template July 2013 Fax: Email: wa.us Facility Se RFQQ Bid Submissions (by Vendors) should beianitorialdesktc'D.des.wa.Qov electronically sent to this email address >>> curlty: securtiy system access 'pin Required' Embed any documents containing Window Washer $9.47 $9.47 $9.47 specific terms, conditions, specifications, floor plans, and/or other instructions. »»»»»> Click on link below to Identify L&I janitorial prevailing wages by iob class by county 'Note: The purchasing agency will update the Work Contract to reflect the L&I prevailing wage changes at the time of the contract extension or minimum wage changes effective January 1 st of each year if any apply. Supervisor Bidder to identify hourly labor rate--> $10.00 3tion area tables, counters, and windows room counters & tables m counters and tables hallway and corridor walls Janitor Shampooer Waxer Window Washer $9.47 $9.47 $9.47 $13.22 clean all smudges, stains and spills as needed on any open surface down outside of all kitched appliances we cobwebs Page 2 Work Request Template July 2013 Instructions: Weekly 11 supemsor(s) Janita(s) shampoomis) Muria) WindowWasher(s) Total MINUTES required to successfully complete this task pe 5 20 job class per event >>> Check box to activate section: 2 Additional Dust, wipe, spot clean and disinfect: (Daily / Weekly) ..................................................................................................................................................................................... a) Q Light switches b) Q Light switches c) F-� vending machines d) ® Reception area chairs e) ❑ Other Q ❑ Other g) F-� Other h) Q Other i) 010ther Frequency: ❑1 x a Week QO®0000 S M T W R F S supemwa) Jamta(s) shampooer(s) Waxer(s) Window Washer(s) Total MINUTES required to successfully complete this task pe 15 job class per event >> a Check box to activate section: 3 Dust, wipe, spot clean and remove finger prints to include: (Monthly 1 Annually) a) b) C) d) e) 0 g) h) i) j) k) 1) m) n) surfaces & moldings 'amen As ;Is its, grills, and recesses its, grills, and recesses & vertical blinds Page 3 Work Request Template July 2013 Frequency: ❑4 x a Year x❑❑❑®❑❑©❑❑©❑❑ Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Supenrisor(s) Janitors) Shampooar(s) Waxer(s) Window Washer(s) Total MINUTES required to successfully complete this task per 10 job class per event »> I I ..................................................... ........................................................................................................................................................................................................................... : Check box to activate section: Clean 1 Wipe Chrome Fixtures to Include ................................................................................................................ a) ❑ Drinking Fountains b) ❑ Elevators C) 0 Faucets and appliances (if not included in Kitchen area cleaning tasks). e) ❑ Other g) ❑ Other i) ❑ Other k) ❑ Other Special Instructions: Frequency:7 x a weeK I I Ix 1 1 1 1 1 US M T W R F S Supemsor(s) Janitor(s) Shampooer(s) Waxer(s) Window Washer(s) Total MINUTES required to successfully complete this task per 15 job class per event >>> I I i Check box to activate section: 5- Enipty'Daily Trash / Recycle bins from the following areas: ------------ - -- b) ❑ 9tH@Fd L %' areas rlci{;t;i3aSe crib Fa r!G::"� c) Rooms,. d) ❑ EirtiriCi it�skras( arees e) ❑ !:,Itchen areas- g) reasg) ❑ Re—c"Otie^-Afea I) ❑ aE plBC«:f i�(' ltirS `:i� 2f •t'vt�-7i8N1=r1..._c ::at:�Prn ar*d.•ErL:a;rti: vc v k) ❑ 2thef M) ❑ =1,�. o) ❑ Ot;.kr q) ❑ E719 f S�!Silar—tragi- r@ry It2Filf.—r!(� I_argE F t -i 5 �EF+;[iF,4ilE%tc�t (I' S) , Pk:�lgFE &^ El r.s'�tSrie l3r;Je rrGE*?? r?I�� t ��c6Et, gra 3a. Page 4 Work Request Template July 2013 I . Special Instructions: ................................................................................... ♦ Check box to activate section: Entry way and Outside Clean-up p.................. . .......... ....... ................................................. 6 ........................ a) F alvei '0e�; 1 ffit o-4,dinG -4b) c) FT,C-rnove-trash-am outs;de-par-Xing lot d) F e) g) i) k) F❑ --j er ether m) ❑ 9rher .0) F ear .......... ........................................................................................................................................................................................................................................ ............................. ♦ Check box to activate section: IV'- 11.`7 - General -Miscellaneous Cleinina and Dav Porter Services i - Page 5 Work Request Template July 2013 describing Day Porter Services it Applicable. natize all toilets, urinals, wash basins, etc. seep, dry mop and/or damp mop and disinfect floors .an mirrors, mirror frames, faucets, exosed pipes, dispensers, hand driers, counters, and door handles all paper towel dispensers, toilet paper dispensers, toilet seat cover dispensers ,and soap dispensors. urge and/or snake toilets as needed. S M T W R F SupeMsor(s) JaniOor(s) Shampooer(s) Waxer(s) WindowWasher(s) Total MINUTES required to successfully complete this task pe 5 55 job class per event >> ................................................................................................................................................................................................................................................................................ i Check box to activate section: 9 Additional Restroom Cleaning and Disinfectin .................................................................................... ................. a) Q Clean and disinfect toilet stall doors and walls b) Clean and disinfect shower areas and fixtures c) Other d) ❑ Other e) HOther Other g) )nstrucgons: only need to do once a month Page 6 Work Request Template July 2013 Frequency: 1 11 x I a S M T W R F S .._ _. SupeMsor(s) Janitors) Shampooer(s) W-ar(s) Window Washer(s) Total MINUTES required to successfully complete this task per �� job class per event »> I 1 .....................................................................................................................................................................................................................................................................3 i Check box to activate section - 10 General Kitchen Cleaning .................................................................................................................................................... a) F_� Clean and disinfect all counters b) Clean and disinfect outside of all cabinets c) Clean and disinfect outside of all appliances d) 0 Clean and disinfect sink and fixtures e) Clean and disinfect tables and counters in lunch room / eating area. g) ® Dry mop 1 wet mop to remove all spills and stains on floor i) F__1 Clean inside of following appliances: k) F__1 Other m) � Other o) Other Frequency: MxVW9 N S M T W R F S Supervlwr(s) Janitor(s) Shampooer(s) Waxers) Window Washe(s) Total MINUTES required to successfully complete this task pe 15 job class per event >> 4 Cherk box to artivate cPrtinn- .11..Additional Kitchen Cleaning ....................................... Page 7 Work Request Template July 2013 ............................................................................................................................................ ♦ Check MY to nr_tivatP certinn- 12 Other Specific Rooms As Follows: :._._......................................................................................_.... a) ❑ the1. b) ❑ r-,tt K C) ❑ Other d) ❑ ltt er e) ❑014PL g) ❑ Other i) ❑ the- k) ❑C4hei m)❑ her o) ❑ tile; ♦ Check box to activate section: R 1I Vaccum�High Tratic Carpeted Areas to Include: (Daily/Weekly) ._--------------_----_-_----_--_____--___________ a) ® Reception Area b) ® General open areas, hallways and corridors c) The following Conference rooms: card rm, computer rm, main d) ❑ Elevator Floor e) ❑ Employee cubicle areas 0 ❑Additional Rooms &/or areas as noted in Special Instructions space below. g) ❑ Spot clean all carpeted areas when needed h) ❑ Other i) ❑ Other D F-1 The above souare footage is estimated. Vendors should confirm ac Frequency:11 I x a Week I I I I I x I I I Li S M T W R F S Estimated # of MIIArP �PP+' Page 8 Work Request Template July 2013 Sup—sor(s) JanlWs) shampooer(s) Waxw(s) Wind=Washer(s) . Total MINUTES required to successfully complete this task per 5 25 job class per event >>> ................................................................................................................................................................................................................................................................................i ♦ Check box to activate section: 1 . ...4 Vaccum......Low...Tra..ffc..Carpeted.....Areas.....to...Include:..... .................................................................._.............................. a) ❑ 1=Ri TQ; L'c+}�;it i� iiF38 c) ❑ the -ice-room, 5: e) ❑. +ivat�tfaev g) ❑ Adst+olor!a, �ees;+atec :n Sf ee�a�;`+as i) ❑ 41h r k) ❑ mit# m) ❑ +Jt#r 0) ❑ 0111--4 q) ❑ s) n6!'CL_+dam?Bc fS FL�fF�+E'FPFY ♦ Check box to activate section: 15 Clean resilient floors to include: (Daily I Weekly) a) Q Sweep flloors b) M Dry mop c) Q et mop d) M Other e)Q Other Q ❑ Other g) ❑ Other h) ❑Other instructions: Surfact cleaning as Frequency:) 1 1 x I a Week on all noncarpeted floors unless specified othewise. M T W R F S w .................................................................... 6 Estimated # of „square feet:,,,,,, 3,500 Supemsor(s) Janitorts) Shampooer(s) Wuer(s) WindowWashwts) Total MINUTES required to successfully complete this task pe 5 80 job class per event >>> Page 9 Work Request Template July 2013 ♦ Check box to activate section: 16. Clean, Strip & Wax Resilient floors: (Monthly 1 Annually) ...._......._........................................_................._................................................................................................................................._...................................................., a) ❑ trig old a an.d Feata Q siains = d 6scolo at;o!=s c)�Iza rix-t�aea:sas �c cedes Fl;3cs3ec+icedaiso-sreeial41FA+t-c-,"ez!s-te4�-Y,a i re}e�e e e) lnas�ee<� tio�3rs g) !lcl)rwr areas i) Restroorrr- m) F-�Sflair-aA _andinis o) ❑ cr-wva/E q) ❑ }t1;e� S) 0 ne ��, r ♦ Check box to activate section: 17 Shampoo Carpet As follows Page 10 Work Request Template July 2013 Miscellaneous: 4 Check box to activate section: [[:]]18 Clean. interior side of interior/exterior windows a) F-1 the b) F-1 'her C) her d -IQ e) F -I , g) F■ Ot! h) 1010theF ...................................................................................................................................... 4 Check box to activate section: 0-19 Clean (ground level) exterior windows a) F tlwF c) F e) [70: ler g —1 ) athrr i) E] L-Aier k) M) 0 449F 0) q F S) LION-, 4 Check box to activate section: wo-tw.'a-k&b fo-, Page 11 Work Request Template July 2013 .N ❑20 Clean (non -ground level) exterior windows C) ❑ othef e) ❑ ��J;er g) ❑ `^ah i) ■�1#Yc k) ❑ Other i Check box to activate section: 7]21 Clean additional interior windows Miscellaneous and Other Types of Cleaning ♦ Check box to activate section: 11—:1122 Other Page 12 Work Request Template July 2013 a) F .ef C) F❑ cther e ) F❑—j Dther " g) F Q;4er ❑ h e! k) ❑ C -ther m) F tw-F 0) F❑ 0' q) F Other- thers) S) n 1,44'16+ Check box to activate section: a) 0 F❑ Cther e) ❑ O ber- rg) g) F .149+ 71 k) ❑ C -ther m) --jQt tw-F 0) F� q) ❑ Other- thers) s) n -!her Special Instructions: ♦ Check box to activate section: 24�Other a)07464C C) 041 ef Other e) 0 17- -��I -Z, Page 13 Work Request Template July 2013 g) ❑ iltt,c� i) ❑ 2the+ k) ❑ 8ther m) ❑ Othef o) ❑'7tt}Q` k) q) j h S) et4er eef .......................................................................................................................................................... ♦ Check box to activate section: 7]]25'"Othir.V - a) ❑ C er 0 ❑ il�er e) F Cher g) ❑fitter ij ❑ �t�ha� k) ❑ r: Oth er m) ❑ et4er o) --1 q) ❑ 9it;er S) ❑'f-'ther ♦ Check box to activate section: ]]26 Other. --- a) ❑ ic�her c) F-1 OtPff- e) ❑ other g) ❑ `_ i) ❑ cthef k)qc ther M) tt,er M Page 14 Work Request Template July 2013 0) q) S) El?tlsfr Special instructions: 4 Check box to activate section: ]27 Other a) C) Other e) 9thei: g) F k) F -I Other m) F 0) q) S) ■ 04"eg As Needed Cleaning: FM -128 Out of the ordinary cleanup following special event or office function or minor construction Page 15 Work Request Template July 2013 —129 Emergency water damage cleanup 1K in - FM30 Other (i.e. Chemical Spills) M-133 Other Page 16 Work Request Template July 2013 F=134 Other F=-135 Other 1 -1 ' fcr --Iri -.1, -,e J Y. oic 11fle, -o'ar tin ta�� C1 b e V e t Absent a compelling business reason State Agencies are to utilize state contract to purchase PAPER SUPPLIES F-0-133 Flat Monthly Fee to supply PAPER SUPPLIES (i.e. paper towels, toilet paper & covers) AT VENDORS ACTUAL COST Environmentally Provided by Sunniv Preferred? Agency Absent a compelling business reason State Agencies are to utilize state contract to purchase CLEANING SUPPLIES F onibly F�,e to 34 Fiat i"Alwovk:zjiA E-31 - 5- 1'11'.:;'�.. P. j, : e rd il Page 17 Work Request Template July 2013 Toilet Paper xX] F Paper Towels x x Toilet Seat Covers Eixl Fx Other (please specify) x Fxl I ❑ ❑ Absent a compelling business reason State Agencies are to utilize state contract to purchase CLEANING SUPPLIES F onibly F�,e to 34 Fiat i"Alwovk:zjiA E-31 - 5- 1'11'.:;'�.. P. j, : e rd il Page 17 Work Request Template July 2013 Supply Environmentally Preferred? Provided by Agency Light Bulbs ❑x 0 Deicer Liquid Soap ❑X Eil Floor Care Products ❑x Garbage Bags ❑X ❑x Glass Cleaner X Restroom Disinfectants & Cleaners ❑X 1 Trash Can Liners❑x Other (please specify) ❑ X ❑ ❑ ❑ ❑ Important! Client Questionnaire must be filled out and submitted with RFQQ. Click here to open and fill out Client Questions! Prompt Payment Discount (PPD)M% (Maximum amount attributible to Bid Score is 5%) NOTE: A PPD % net 30 days will be applied to the bidders bid prices and thereby impact the bidders score. Total Amount of Annual Minutes/hours Bid for this project: 16,420 Minutes Total Labor Cost For Regularly Scheduled Services - Based on minutes bid. This is the minimum amount that vendor has to pay for the labor in order to remain $2,603.11 compliant with prevailing wage requirement. IF Vendor expects to pay below prevailing wage, check the box And write in the percentage of prevailing wage you expect to pay. >>> JEI I' 2737 Hours Bidder Labor Cost/Percentage multiplier>>> Enter Monthly Added Fee The labor cost multiplier provides a mark-up to cover Vnedor's non- _ y labor related expenses and added profit margin. It can be applied as a Enter Annual Added Fee flat annual amount, a monthly amount, and/or as an additional percentage increase to the overall labor costs. Choose one, two, or all three multiplier formats you wish to use and type the proper amount in Enter % increase to Labor Costs the correct box. 55% Total Per Unit "As Needed Cleaning" Labor Cost $0.00 «6xludedhomAnnual Conhad Amount Flat Monthly Fee for providing Janitorial Products: As noted above (§33 and §34)>>> $0.00 Prompt Payment Discount Bid Evaluation Credit>>> $0.00 99Excludedfrom Annual Conhad Amount Annual Total Labor Cost Adjustment (from above calcualtions) >>> $1,431.71 Total Bid Evaluation Price »> $4,034.82 Total Projected Annual Contract Price (Plus Applicable Taxes)»> $4,034.82 Price per month (Plus Applicable Taxes) $336.23 Page 18 Work Request Template July 2013 Average Price per Day (Plus Applicable Taxes) $11.05 Work Contract Term & Extensions The initial term of this Work Contract is a maximum of two (2) years and a minimum of one (1) year from date of award with the option to extend for additional two (2) year terms or portions thereof. Extensions for each additional term(s) or portion thereof shall be exercised at the sole discretion of the Purchasing Activity upon written notice to the Contractor. The total contract term, including the initial term and all subsequent extensions, shall not exceed one (1) year beyond the maximum tens date of MCC Primary Contract 00508 unless the MCC determines an emergency exists and/or special circumstances require a partial tern extension. Certifications and Assurances We make the following certifications and assurances as a required element of the Response, to which it is included herein, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the MCC Janitorial Services Primary Contract 00508 are conditions precedent to the award or continuation of the resulting Work Contract. 1. The prices in this Response have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror or competitor relating to (i) those prices, (0) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Response have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the offeror to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. However, we may freely join with other persons or organizations for the purpose of presenting a single Bid in accordance with the MCC Janitorial Services Primary Contract 00508. 2. This Response is a firm offer for a period of 60 days following the Response Due Date specified in the RFQQ, and it may be accepted by the Purchasing Activity without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 60 -day period. In the case of protest, our Response will remain valid for 90 days or until the protest and any related court action is resolved, whichever is later. 3. Bidder further agrees to furnish materials, equipment and personnel necessary to successfully fulfill all contract terms including amendments. Submitting this document constitutes complete understanding and compliance with the terms and conditions. The state of Washington, acting by and through MCC, issued RFQQ 00508 dated [9/18/08), for the purpose of acquiring Janitorial Services in accordance with its authority under Chapter 39.26 RCW. The MCC evaluated bid responses and all Responsive and Responsible Bidder's were included in the establishment of a pre -qualified bidder pool. The pre -qualified bidder pool was used to solicit prices for this Janitorial Services Work Contract bid opportunity. Consistent with the Janitorial Services Primary Contract 00508 RFQ evaluation criteria, The MCC evaluated RFQ responses and determined that the Bidder identified below to be the lowest responsive responsible bidder. Accordingly, the MCC has determined that entering into a Contract with The Successful Bidder will meet Client's needs and will be in Client's best interest. Now Therefore, Purchasing Activity awards to the Bidder identified below this Work Contract, the terms and conditions of which shall govern Contractor's furnishing to the Purchasing Activity janitorial services. This Work Contract is not for personal use. In Consideration of the mutual promises as set forth in the MCC RFQQ 00508 Primary Agreement Contract, the parties agree to contract for Janitorial Services. WORK CONTRACT AWARD A contract is hereby enacted between And City of Bremerton, Senior Center &/r1,11C Page 19 Work Request Template July 2013 Authftd Signature -r) /( L 6bcfive Obte Page 20 Work Request Template July 2013