HomeMy WebLinkAboutAgenda - 03-17-2009 - 4h ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 17, 2009
Action Agenda
Item No. 4 - in
SUBJECT: Orange County Animal Services Center Custodial Contract
DEPARTMENT: Public Works, Purchasing PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Contract Wayne Fenton, 245-2628
Pam Jones, 245-2652
PURPOSE: To approve a contract with OE Enterprises for custodial services at the Orange
County Animal Services Center.
BACKGROUND: The County's new Animal Services Center is scheduled to open later this
year. As part of the FY 2008/09 budget, the Board approved funds for the Public Works
Department to contract with OE Enterprises for provision of custodial services under contract for
office areas, restrooms, multi-purpose room and other similar spaces. The total square footage
proposed to be served by OE Enterprises is approximately 6,200 square feet. All other areas of
the Animal Services building will be cleaned by Animal Services employees. OE Enterprises
has been providing custodial service for the Robert and Pearl Seymour Center since it opened
in May 2007, at the Gateway Center since March 2008, and at the new Emergency Services
Center since September 2008.
Public Works will be providing to the Board for its consideration within the next few months, a
consolidated contract for locations where Public Works contracts with OE Enterprises for
custodial services to be effective with the beginning of FY 2009-2010.
FINANCIAL IMPACT: OE Enterprises has offered to provide custodial services for the
identified portions of the Animal Services Facility for the amount of $1,460/month, with an
annual (12 month) cost of $17,520, beginning approximately May 1, 2009. Adequate funding
was included in the approved Public Works Department budget for FY 2008/09.
RECOMMENDATION (S): The Manager recommends the Board approve the proposed
custodial service contract with OE Enterprises from May 1, 2009 through June 30, 2009, and
authorize the County Manager to sign the contract document.
OE Enterprises, Inc., Commercial Cleaning Agreement
OE Enterprises, Inc., ("OE"), a North Carolina nonprofit corporation, hereby agrees to supply
janitorial services to Orange County,North Carolina on behalf of its Public Works Department
(The Customer) at the Orange County Animal Services Center, 1601 Eubanks Road, Chapel
Hill, NC (the "Center"), according to the following term, beginning May 1, 2009:
1) The monthly Janitorial Service Fee charged by OE to Customer for all work performed
under the terms of this Agreement will be $1,460.00. OE shall be responsible for
providing Janitorial Services (5) days per week at the Center(Monday through Friday).
Janitorial Services shall be performed after the normal hours of operation for the Center
(specifically, the Janitorial Services shall be performed after 4:00 pm Monday through
Friday). Extra services in addition to the Janitorial Services provided pursuant to this
Agreement shall be billed at the rate of$30.00 per hour. See Attachment A that is
incorporated into this Agreement by reference for a description of the "Janitorial
Services" including areas of the Center to be serviced and specific services to be provided
as part of this Agreement.
2) Prior to beginning work under this Agreement, OE shall complete a"Site Work Plan"
that corresponds to the specifications in Attachment A and submit it to the Customer for
review and comment. The Site Work Plan, at a minimum, will describe the equipment
OE will utilize to complete the Janitorial Services, back-up equipment that will be used
by OE in case of failure of the primary equipment, and how many employees OE will use
to complete the Janitorial Services along with a proposed schedule for all such
employees.
3) OE will perform all Janitorial Services listed in Attachment A in a manner satisfactory to
Customer as determined by Customer's sole discretion. All Janitorial Services are to be
performed completely and in a professional manner to the satisfaction of the Customer in
accordance with Attachment A. OE must have a supervisor who will personally oversee
all work performed by OE at the Center. The assigned supervisor must have the authority
to represent OE in dealings with the Customer and shall be Customer's primary contact
with OE. The name, address, and telephone number of this Supervisor will be furnished
to the Customer prior to March 1, 2009. The Customer shall perform periodic
inspections of the Janitorial Services performed by OE at the Center(these inspections
shall take place at least monthly,but more frequently at the discretion of the Customer).
In the event of non-performance by OE of any of the Janitorial Services to be performed
under this Agreement, Customer will provide verbal notification to the supervisor along
with written notification to OE of the deficiency (the "Notice of Deficiency"). OE shall
acknowledge receipt of any and all Notice of Deficiency communicated to the supervisor
by Customer within twenty-four(24)hours of its receipt of all such Notices of
Deficiency. OE shall maintain a record of all written and oral service issues reported by
Customer to OE, including corrective action taken by OE in response. OE shall make
this record available to the Customer when requested. OE shall correct/resolve any and
all identified issues within 36 hours of its receipt of a Notice of Deficiency. On request
of Customer, an officer of OE shall make himself/herself available during normal
business hours for joint inspection of the Center, general consultation pertaining to this
Agreement, and/or receipt of further instructions regarding the Janitorial Services. In
OE Enterprises, Inc., Commercial Cleaning Agreement
addition to Customer inspections, supervisor(or another employee of OE approved by
Customer) shall inspect the Center on a weekly basis and maintain a logbook recording
the weekly self-inspections. Any and all deficiencies or problems with the Janitorial
Services noted by OE shall be recorded in this logbook along with corrective action
taken. This logbook shall be made available to the Customer when requested.
4) OE's employees and agents shall be prohibited from the following activities while
performing any and all work at the Center: moving and reading work papers; opening
desk drawers and cabinets; using telephones (except in cases of an emergency) and office
equipment. OE shall not allow its agents or employees to bring children and other
persons who are not paid by OE for the performance of the Janitorial Services into the
Center during the time the Janitorial Services are being performed or at another time
during the performance of this Agreement.
OE is responsible for the security of the Center during the performance of all work
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performed under this Agreement. OE shall ensure that the Center's entryways remain
locked at all times during OE's performance of any and all services under this
Agreement. OE shall ensure that all Center doors are locked and all lights turned off
upon OE's departure from the Center each evening.
5) Keys and access codes to the Center and other Customer property issued to OE may not
be reproduced by OE or given to any person who is not an employee or agent of OE. OE
shall be responsible for the proper return of any and all keys that may have been provided
to OE agents or employees who terminate employment with OE. OE shall contact
Orange County Public Works if it requires additional keys. Keys or access codes must be
safeguarded and accounted for. OE is responsible for lost keys and compromised access
codes. All keys to the Center must be returned to Orange County Public Works by 9am
of the morning of the first working day following the expiration or termination of this
Agreement. OE shall be responsible for all keys in their possession and access codes
issued to its agents or employees. OE shall be held financially responsible for any
damage and loss due to misappropriation, loss of Customer keys, and compromise of
access codes. Responsibility to include ALL costs incurred, including re-keying of all
locks, re-configuring electronic access systems, and reissuing new keys.
6) OE shall provide copies of background checks for all individuals performing work under
this Agreement. All OE workers shall be required to have identification that identifies
them as employees of OE on their person while at the Center.
7) The Customer will provide all paper products (towels, toilet tissue and seat covers),hand
soap, and can liners necessary for the performance of the Janitorial Services. OE will
provide all remaining cleaning supplies and equipment necessary for the professional
performance of the Janitorial Services.
8) OE will carry sufficient Comprehensive General Liability insurance (with limits that shall
be mutually acceptable to OE and Customer) and Worker's Compensation insurance. OE
OE Enterprises, Inc., Commercial Cleaning Agreement 4
shall provide a Certificate of Insurance showing Customer as an additional insured prior
to the commencement of any services under this Agreement and upon each renewal of
coverage throughout the term of this Agreement. All Certificates of Insurance shall
include language assuring Customer that it will be notified upon expiration of coverage
for any reason ("endeavor to" language is not acceptable).
9) OE shall maintain daily work logs containing names and hours of all persons performing
the Janitorial Services under this Agreement. This daily log shall be made available to
Customer for review at Customer's request.
10)The term of this agreement is for a partial fiscal year beginning on the date this
Agreement is executed by Customer and expiring on June 30, 2009. This Agreement
may be canceled by either party for any reason with a thirty(30) day advance written
notice to the other party.
11)The monthly service charge will be in effect for the term specified in Section 10 unless
changes in the Janitorial Services listed on Attachment A take place. In the event such
changes are requested by Customer or OE, the requesting party will notify the other party
in writing of such a request and if agreed to, an amendment to this Agreement shall be
executed by both parties before any such changes to this Agreement become effective.
12)OE's monthly Janitorial Service Fee is to be paid by the 15th of the month in which
service is provided. OE shall deliver monthly Invoices to Customer on or before the first
day of every month during the term of this Agreement.
13)The Customer agrees that it will not employ or contract with any OE employees for one
(1) year after the termination of this Agreement without OE's written consent.
14) Independent Contractor. OE shall perform all work and services described herein as an
independent contractor and not as an officer, agent, servant or employee of Orange
County or the Public Works Department. OE shall have exclusive control of and the
exclusive right to control the details of the services and work performed hereunder and all
persons performing the same and nothing herein shall be construed as creating a
partnership or joint venture between Orange County or the Public Works Department and
OE. OE shall not be considered an officer, agent, servant or employee of Orange County
of the Public Works Department, nor shall OE be entitled to any benefits available or
granted to employees of Orange County or the Public Works Department.
15) Subcontractors/Assignment. OE shall obtain County approval before using any
subcontractors or sub consultants. This Agreement may not be assigned in whole or in
part by OE without the prior written consent of the County.
16) OE agrees to indemnify and hold harmless the County from all loss, liability, claims or
expense, including attorney's fees, arising out of or related to the performances of the
Janitorial Services caused in whole or in part by the negligence or misconduct of OE
OE Enterprises, Inc., Commercial Cleaning Agreement 5
except to the extent same are caused by the negligence or willful misconduct of the
County. It is the intent of this Provision to require the OE to indemnify the County to the
fullest extent permitted under North Carolina law.
ORANGE COUNTY:
BY:
NAME:
TITLE:
OE:
OE Enterprises, Inc
BY: a^-,
TITLE: Director Service Contracts
ORANGE COUNTY FINANCE DIRECTOR
"This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act."
Gary Humphreys Date
WORK SCHEDULE-ANIMAL SERVICES
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CLEAN TOILETS X
SANITIZE TOILET BOWLS X
CLEAN URINALS X
SANITIZE URINALS X
CLEAN CHROME SURFACES X
POLISH CHROME SURFACES X
EMPTY WASTE RECEPTACLES X
DAMP WIPE WASTE RECEPTACLES X
SANITIZE WASTE RECEPTACLES X
EMPTY SANITARY NAPKIN CONTAINERS X
DAMP WIPE NAPKIN CONTAINERS X
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CLEAN MIRRORS X
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DUST CHAIRS X
DAMP WIPE CHAIRS X
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EMPTY WASTE RECEPTACLES X
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