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HomeMy WebLinkAbout2008 Abstract - Purchasing - Seymour center custodial Contract ExtensionORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 3, 2008 Action Agenda Item No. SUBJECT: Robert and Pearl Seymour Center Custodial Contract Extension DEPARTMENT: Public Works, Purchasing PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Wayne Fenton, 245-2628 Pam Jones, 245-2652 PURPOSE: To continue a contract with OE Enterprises for custodial services at the Robert and Pearl Seymour Center. BACKGROUND: On May 1, 2007, the County's new Seymour Center began operations. At that time, the County contracted with OE Enterprises for evening custodial services... A new County daytime custodian/light maintenance position was also approved at that time to provide services during daytime business hours at both the Seymour Center and the Southern Human Services Center. The daytime custodian/light maintenance position has worked well by providing responsive service to the Seymour Center staff for meeting set-ups maintenance and custodial services. OE Enterprises has provided excellent after hours custodial service for the Seymour Center. They have proven flexible in their hours based on activities at the Center. FINANCIAL IMPACT: OE Enterprises has requested an increase of $225/month, from the current contract amount of $4,200/month for a total of $4,425/month, with an annual cost of $53,100. Public Works has included this amount in their budget request for FY 08/09. The increase (approximately 5%) is to cover increased costs for supplies and transportation. RECOMMENDATION (S): The County Manager recommends Board approval of continuation of the custodial service contract with OE Enterprises from July 1 2008 through June 30 2009, and authorize the County Manager to sign the contract renewal document. MAY-05-2008 MOK 03 ; 38 PM ORAi`IGE EI~TERPR I SES I NC, FAX K0, g 19738124 P, 02 ~lE ~~att~rprises, I~.tr,~ +~oxn.rn.~rc~a~ ~~~nin~~ ~.~~ecrne~tt C'jE Enterrises, Inc., (°`t~E'°~, alwTarth ~arr~iin~ nat~~ra~t Garpcrr~kia~, hereby agrees to suppty janitorial services to Crane County, l~Torth Caraliz3a. au 6ehalfaf its I~ublic VIJ'arks ~tegarttnent (The Custprner) at the It~pbert and Pearl Seymour Sen%r Centex located at 2S~ 1 ~It+rnestead l~aad, Cha~peI Hr11,1~TC(the "Center"), ateording to the fallowing terms: . 1} The morrthIy Janitorial ~ervlce Fee Ghar~ed by t~~ to Cr~stomet' far aft work performed under the terms of this Agreement will be $A~y42~.t~0. C~ shall be respons~hle for providing Janitorial ~ervires (6) day per week at xhe ~Gerrter (il~onday throw Saturday. Janitorial Services shalt be get armed after the normal bout's at"operaCic~s~ far the Center' (sgecif~cally, the Janitol Services shall l,~e peFforirted aver ~:tt(~ pm ~][onday through Friday far the Center's a1~Ges and kitcltez~. and J'anitarial Services shalt be performed a;l~er IU:U~1 pm 11~+~nday tlxraugh T'riday and.afCer z:t14 ptrt'Saturday fut' alt other areas af' thu Center, l~xtra services in addition to tl1e Janitorial Services pravid~d pursuant tt~ this Agreement sha111~e 1Sitl~ed. at the rate of $~~_Ot~ ger hour'. See Attachnent A that is incorporated it~a this A~ceernettt by sef'erettce far a descr%ptipa of tl~ "Janitorial. ~er~ices" including arm afttte Center- to be serviced and specifrc services to be provided as parE of this Agreement. 2~ Pr3or tci belting ~rark under s A~eemept, OE shall cc~znp~lete & "Site'4l~csrk plan>' that cerresgonds to the Speci~icatic~rrs in Attachrnet~t .~. and subtrxit it for review ~d cortmzent. The Site ~tt'arlr ~'1art, at a. minitnurn, will describe the et}uip~errt ~F wilt utilize t+a ~mpietc t#~e J'anitarial Services, l~acl£ up equipment thax wr11 be used by t"~E in case ai" failtue of the primat~+' equipment, and how many employees C~~ will use to caraplete the Janitorial Services along with a proposed achedula fear all such errtglayeee. 3~ C~ ryvijl perform all Janatarial services Iisted ire At~tachrnent A in a miner satisfactory to Customer as detesrrtinet! ley Custainer's sale cliscrrrtian. All Jarritcrr~ services are tra be performed cam~rletety and Err a presfessionat rzkatm:arfio the satisf~-.a-rp cr$the CrRStotner in accordance with Attachment A. QE must have a supervisor who will personally oversee all waxlr performed ley f~l~. The assigned'supervist~r must have the autl~arity to represent UE in dealixig„s with ttre ~rrstar~ner atxd shall be Custamer7s primary contact with 1~E. 'The name, address, and teleplYane nuFnber afthis Srrpervisar w%ll be furnistred to the Customer at the begcrtp%ng a#`ttre contract tetra. 'li'he Crrstttr shat! perfarrn periodic inspections a~'#lte ~'artitocial ~et'vices performed by D~ at the Center, (these izaspectians shall tat~e place at least monthly, but more frequently at the discretion of t>te Customer}, Xn the event of non-perfc-rmance by ~E af'any ofthe Janitorial Services to he performed under this Agre.ten~Y, Customer will provide verbal uatif7cation to tho supervisor alcmg with writt+eu nutificatiarr to t,JE afthe deficiency f~tlie "I;Jotice of ~e~tGre~rcy"~. C?~ stta.U ackrrat~vYedge receipt of any and all N'atice of Deficiency ct~ir~ttnicated t+o tke srtpervisot~ by Customer within twenty-four (.24~ hpurs ofits ~ceipt ofatl such I'~Totices of Deficiency'. QE shall ma.irrtain a record of all written and Drat setvi+~e issues reliax4ed by Customer to CIE, incltulrrtg corrective ~ctian taken 1~y Ct~ in resgc~nse_ DE shall Make this rect~t'd availat~le to the Customer when Teq,t~ested'. ~E ~ correctlresdlve identified alt issues within. ~C I~awrs arfits reu'~ip~C of a hlotice of Deficiency. t regr~est of Customer, ~ e,~.cer af+Dla shall make himselfTherself available during normal business lxortra for joint insp~ectian of the Center, general c~+n5ultation pertaining to this MAY-05-2008 MON 03.38 PM ORANGE ENTERPNISES INC. FAX N0. 9197328124 P. d3 o C~~ E~tta~Jpri~~, ~~# Cc~~me~~tl ~l+~tntt~g .A~,tr~~m~ Agreemtant, andltxr receipt of fiorthEr instcvctians regattding tY~e Janitorial Services. In addition #.~ Custanaer inspections, supervisor (or another employee of (~E approved by Customers shall inspect the Center' on a weekly basis and maintain a lagbtxok recording the weekly self-inspections. Any and all def cie~tcieS or praxblems with the 3anitorial Services Waxed by QE shall be recorded in this logbook aiortg with ca~'rve action taken. This logbook. shall he made available to tb~e Customer when requested. 4} t~l;'s em~-lay~ees and agents shall be prohibited from the following activities uvltile pErfarming auy and alt wank ~ the Center: moving and reading waric payers ; opeg desk drawers $nd cabinets; usFng teIaaphaoes (e~'cept in saes of ant emergency} and office equipment. Q~la sh$11 ttQk all+nw its agents rn' nnapi+dyeccs tc+ 15rin.,g children and atlxer persaus who are dot paid lyy (]E far the performance of the Janitorial Seruir,~s into the Center.during the time the Janitar*a1 ~nrvices are being perfor~nnd. t~E is responsible for the se~ttrity al` the Center ciuci~tg the per~ornsance of all wank p~ri`ormed under this A.greeerc~eut. +~~ shall enure that the Center's entryways remrxin lacked at all limns during C~:Es perfoc~ria~tca o£'an~r amel all snrvic+~s under thss Agreement. . All Center doors are to be 1flclCed and all lights turned aff~tpan GlE departure from the Center. S) Keys and access c.~d'es to the Cectt~r and atYier Custatner peap~ty issued to QE may eat be ru~raduced by Olv or given. tax any ger5an who is next an entplay~ ar agent of t1E. UE shall be responsible far the prap~r return caf any suad all .keys that y have lxe~n provided to aE agents r~r e~plpyEe~ 'vv~to tnrini~.te eraplr~ymeut with OE. Q-E shall a:~ontact Orange County' public Waarks if it requires additidual keys. ZGeys ar a~cESS caxdes must be safegu$rded and ac+cncxnted far. t,~~ is Responsible for lost key's and comprannised access cades..~. keys to the Ceciter must be returnec# ~ Qrange C©umy ~ulrlic Works by gam of tlxe marni~tg aCihe feral vr,prking day following the e~pirat~on cr termiu~tian +cf this Agreement_ C+1W shall be res~oasible far all keys i~t their possession. end access codes issued to its agents ar employees. UE sttaill beheld financially responsible far any dgma,~e and lass due to misappropriation, ]ass of Customer keys, and ~napraruise of access codes. Respaetst`hility tc~ include ALL costs imceerred, including re-keyiexg afalt rocks, re-cpiifiguring electronic acr.~ss systems, end reissuing never keys. 6} QE shall ~-covid+e copies of bstclrground checks far all individuals performing work under this A.ge'eement..All CJ-~ workers Shall 1~e required to haute identificatirxn that ideatifiea tttera. ss employees of QE o~n their person while at the Center.. 7) 7'he Customer w~ provide a1I paper products (xowels, toilet tissue and seat coveys}, hand Soap, and cant li>xers necassat`y ofth+e perfarinance of the Janitorial ~erviaaes. C?E will provide all r+~laining cleaning supplies and ege.~ipmEnt rteceSsaey fixr the professional perfaece a~f the Janitorial Service. S} tIE will scierst Caenpx'ehensive Cerreial ~.iability his~traeece (with limits that shall be emutually acceptable to tfE and Custorez+~r) and Worker°~s Compensation. iexsceranc~. ~E MAY-,05-2008 MON 03;39 PM ORANGE ENTERPRISES INC, FAX N0. 910732814 P, 04 0 t~rl~ ~nter~xi~cs, :~nc~, ~ommer~c~l ~i~r~iag A.gre+~m.em# shall provide a. Certificate oflusurance slowing Customer an additional insured prir~X to the cpnxtnencement of any .services 'under this Agreement and upon each renewal of coverage thraugl~t~ut the term of this Agreem.ei~t_ All Certificates of Lnsurance shall include language assEming Customer that it will be notified upon expiration of coverage for any reason ("endea.~rar to" lan€~e is not acceptable). 9) UI/ shall rxaaintain daily ~nrark logs eontainiaaq names and hours of all persons ge~ormit~g 'the 7snitQriai ~erviees under tl~.s Agreement. This daily Iog shall be made available to Customer for revierr~v aad Customer's ragnest. 10) The term afthis agreement rs far one year lieginnirxg on'the date this A,greemettt is executed by Customer This Agreement may be canceled by either party with a thirty (30) day written notice to the other party. 11) The monthly serr'rice charge will be in effect fogy` one year u~ess char~ges~ in the Sanitoria~l services listed on Attachment A tatce place: ~ the event such cl,gES are requested by Customer` ter t~'~, the requesting p' will notify the other party i n wrEting of such a request. Y2) QE°s monthly ~'~titorial Service Fee is to be paid by the 15n' at'the cntratli in which service is pmvicled U.~ shall deliver monthly lnvaices to Customer cxn ar before ttte :first day ofevery nxonth during the terrin ofthis Agr'eetment. 13)'l"he Customer' agrees that it'will Writ employ or r,~rntract with any C)l:. employees for one (X) Year after the termination of this Agreement 'without QE's written consent. l4) Ind enden otttra~ctar. 41~. steal! perform all warlc. anal services described herein as an independent contractor and not as. an officer, agent, seTVant ar entplo}ree oft~rartlge Courty aX the Public Wi~rks .I.~egarttrtent. t1E sriall have exclusive ~ntsol of and the exclusive right to contr©1 tl~e details t+f'#he services and worl~ perfr~rmed hereunder and a~ persons per~ot~iing the ~atne and nath~g herein shall be construed ascreating a pership ar,~oitrt venture betuveen grange County or the P`cr'blic Works ~eparttnet<t anal t~E. OE shall not be considei`ed an offrce~r, agent, serirartt or erctplc~yee of f~range County ofthe:Es'ublic Works ~'3eparkenent, rror sal fl:!~ lie entitled. to any berre~fis avaiDable or granted to employees r~ft7range County or t'he Public Wr~rks T~epa.Yt~nent. l5) S lycontr o .Assi Fn+~ ~ ~}E shall al7Gain Caunt~' approval before using any subcontractor or snb c©nsultaritS. This Agreement may not be assigned in 'whale or i.n part by CAE without t1~e prior writl~t cons +~f'tbe County_ 16) CAE agrees try indemnify and hold harmless the Ca'unty frcant all Loss, liability, claims r~r expense, including attorney's fees, arising ot~t afar related to the perforzmances ofthe 1'a~nitorial Services caused in whsle or in part by the negligence ar misconduct of (~:~ . except to the ext~t see are moused by the negligence or willfral ~iseortdact of the MAY-05-2008 MO~i 03:39 PM ORAKGE EKTERPRISES ING. FAX N0. 9197328124 P. 05 0 ~ ~~.#~~p-ris+~s4 In~9 Co~~r~i~.t +~~~n~~~ ~g~m~nf C+~nnt~r. I~ is the inter o£this PrC+viSion tc~ z~eq~e the t~E to indemnify ~e County to filte fnllest extent ~ermiited. j.ynder I~Torth Carolina haw. O:~ANGE CQI7~T~': ~~': DAME: TITLE: 4E: C1E Enterprises, Inc 8Y: ~,- T1TLE: t?ItANCrE CC1T,~1'1'"SC ~'I~rTANCE T~CTUIt ``Tlyis instnu~ent'has 1~een gre-~iuciited au the ma~tz~et' r+~quit~ed Fiy the Local ~avernrc~nl; budget artd i~'iaGal Cuntr~«l Act.°' . T~enneth ~'. ~lzavious Date MAY-05-2008 MOK 03:39 PM ORAKGE ENTERPRISES II`IC, FAX M0. 9197328124 -- # Fia~r~/ ~estx'oom- service [# fixtures) ~',~~ , •..-'' Floa~r cr#re _ Varuum (carp) Sit F1" 90,253 SorNnet Clean ~ SCE ~. 10,233 pry clean Sa FT .10,283 Wet clean st+~amisham oo S~ ~i' 9f1,283 gust mop (hard surfaces SQ FT '1'1,138 damp niap (1B ax. rriop) S4 FT 3,520 VU'et mop ~ rinse (96 0~. mop) -wkly SQ Fi' $.920 Wet map & rins+~ (98 a~. map) -daily SQ FT 2,219 Spray buffing sc~ FT 11,139 Daf7nicFs /eeFRn th?1h1S1Y~ a74K ~ 11 t1~~ post With duster' ~~ ~ 22, p Wi a w/trigger sprayer ~ Cloth ~+~ ~ 22,q~$1 amp P . trasFr cant empty' FJIGH replace liner ~ F-AGH wipe surfaces (Interior ~ extstiar) ~ApH Furnitur}er, hard sutFa+~ Ci$anlpollsh w/trigger sprayer & cloth Std FT' tNii ndewr btind~ dust w/duster ~~ ~ Vacuum w/ ta~rtk/cnnister uacuum F'f 4uerhead Hard surface ceiling ~~ FT water N+at+~s 0 130 26 6 1.5 312 Assumes Mon-Sat dint mapping of ell h 93rd Assumes daily damp mopping of 5l]°Ya a' a2 Assurrres once par' week wet mopping a• 312 Assumes Man-Sat wet rrtaPFing of restrt 2r3 9 ' ~~ 12 74 312 Assumes ana trash Can par roamispace 74 104 Assurries one trash can per rocmispaCe 7Q 52 Asaurnes one trash can per raq~nVspace 1,918 e,2~a 8,2~D Acoustic fife ceiling ~~ ~ 22,f1t31 Liglryt furtures ~~ ~ 1,0$6 HVAC diffusers ~P-trH 990 Walls . 1Nash wI wall map Std F1' 96,000 Vlfindaws Interior surfaces ~~ ~ ~acteriar surfaces ~~ ~ Muff;-pane windows EACH C6aarrlpolish elevator cars, doors F-f1pH kiclcplat+~s, pushplates, switrhplates ~Aa:H handrails t_IN FT Up-holst+ered furrtirture VaGuUm F~IICFi Stearn clean 1=A.CH F~cterirarelerrtrar~ce~ Sweep F_At~Fi Litter clean up, eta. (walkways, ~aurt}~atd) ~AGH ~mpiy trash F..ACH . Er~tptY cigarette butt oantainers F..AGH Date: R$iiy service assum$s 6 da~Is pet week (62"5=312) TA~l.~l,. ~EYMt~UR Sl=~tlt~i~'C1NT!`Ft REt1E11l~l=D Ct]STODIAI.. '~ B,23A 6,2$0 0 74 286 174 974 4 Assumes orte piece of hard surface fum 4 Assumes blinds an elf windows 2 Assumes blinds on al{ windows 9 1 Assumes alt acaustiG the ceiling 8 9 Assumes cleanable sgaure foUtage x 3, 2 2 52 2~i Assurries one plate each per roomispac+ ~ . S2 12 Assumes vne piece of upholstered furnil 1 Asscrmes one piece of uptralster$d fumy 4 392 Assumes four +rintran~s, Mutr-Sat 1 312 Assurries service Mon-Sat 4 392 Assumes four entrances, Man-Sat 4 3.12 Assumes four entrances, Mart-Sat P. 06 ~Lt~~95$ ~I.lQAi1(i~l.~ ~lR ['All_S MAY-05-2008 MON 03:39.P1~ ORANGE ENTERPRISES INC, ~~ni surface flparing f hard surface #Inorictgy excludinng ras#room~ & kiteh~n f aN hard surface tlaoring, excluding restranms and kltch~n nom acrd kitGhgn flp4ring ~iture per reo~m/.apa~ a~ 1 ~ ~l ~ each has~d on athe~c ~auntSr i~t~ii~ling. eskimet~e e kure per rrnmispace, plus 1g additfanal pieces, Rlus 84 sat in theater tare. per raam/spa~t~. plus ~6 addltianal pieces, plus 84 east in theater FAX N0, 9197328124 P, 07 a I~L~~a~~t~ ~l.~lwtl(~~x !~~ 4'~,tL~ 0 U tJ ice- w ~ a ~` ~ ~d ~~, ~~~~~~ ~ u ~ ~ _ ~ n= ~ ~ ~ ~ a ~} 3o t~~i~~'+ tt i - to l ~ U . ~I 1~ ~ C] CC t e~ ~ R'S' t3 s+i R'+4 ~ R°° ~ • +~ C ~ ~M .~ ~ ~ ~ Ilk ~ . / y~y~ ~ ~ ~ ~ ~ yy Q 1Y~~ y ~ ~ / / ~ y V V V 5r !w• -1 IIFI ~ ~ 1 i.~~ / ~\ V/ J ~~~: I, 't 7+~ _: .,•• a . :i .ry x ~ :.. ~ ~ ~ ~ c C a I~ C C u Y u k W Stil .. . • ~ ''^. .~ y~ ~'3:7 'M.• •" ~ ~ . ~ ~ ~ .. 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