HomeMy WebLinkAbout11/18/1997, C-3 - JANITORIAL SERVICE ADJUSTMENTS council ,
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CITY OF SAN LUIS 0 B I S P 0
FROM: Mike McCluskey,Public Works Director
Prepared By: Dave Smith,Building Maintenanceupervisor
David Elliott,AdministrativeAnaly��
SUBJECT: Janitorial Service Adjustments
CAO RECOMMENDATIONS
1) Approve an amendment to add$26,240 of service in 1997-98 on the existing contract to
famish janitorial maintenance services under SpecificationNo. 9737(Contractor:Pacific
Coast Building Maintenance)
2) Appropriate$29,000 from the unappropriatedbalance of the general fund to cover the
$26,240 contract amendment plus$2,700 of other miscellaneous janitorial work to be
performed by another contractor not yet selected
DISCUSSION
Public Works is recommending contract adjustments and additional appropriations to resolve the
following immediate problems:
I) Contract janitorial work at three locations must start two months earlier than expected.
2) Contract janitorial work is needed at two locations because a maintenance worker is on
leave with a disability.
3) Janitorial service enhancements are needed at City Hall and the Senior Center.
Contract Work Needed Two Months Earlier
One of the janitors on the building maintenance team retired on November 6, 1997. Anticipating
this retirement,Public Works submitted a program change request for the 1997-99 Financial Plan
which eliminated one regular janitor position and shifted janitorial work at four locations(the
Recreation Center,the Senior Center,and the Meadow Park Multi-PurposeRoom,and the Library
Conference Rooms)to contract service. This action resulted in an ongoing annual savings of
$19,500.
Public Works originally thought that the retirement would occur toward the end of November at the
earliest and that the shift to contract janitorial service would take effect in January 1998 after some
internal shuffling of remaining maintenance responsibilitiesduring December. But the retirement
came earlier than expected,and a maintenance worker who performs some janitorial work went on
leave with a disability. For these reasons,Public Works has asked the existing janitorial service
contractor to start service at the four locations two months early.
Contract Work Needed Because of Disability
In early September a maintenance worker who performs janitorial work at the Corporation Yard
and the Parks and Recreation Office Building suffered a non-work related illness and has been out
on a combination of sick leave,vacation,and catastrophic leave. In mid-September Public Works
asked the existing janitorial services contractor to perform work as needed at these two locations
until the maintenance worker could return to work. Unfortunately,there is no date estimated when
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Council Agenda Report-Janitorial Service Adjustments
Page 2
he might be able to return. Because of this uncertainty,Public Works is recommending that
janitorial work at the Corporation Yard and the Parks and Recreation Office Building be formally
but temporarily included in the existing janitorial service contract until the end of the current fiscal
year. Also,because there will be no salary savings available while the maintenance worker is on
extended catastrophic leave,Public Works is requesting additional budget to cover this contract
work.
Additional Contract Work Needed at City Hall and the Senior Center
During the recently completed construction at City Hall,some employees expressed long-felt
dissatisfaction with the existing level of janitorial service,which was established during budget
cutbacks in 1993. At that time all contract janitorial service was eliminated in building
maintenance and the square footage maintained by existing staffinembers nearly doubled. Under
these circumstances,the quality of service naturally declined and became most noticeable at City
Hall. Over the last year the building maintenance team has continually solicited feedback from its
customers at City Hall in order to improve the quality of day-today service. But these efforts have
left no time for three important maintenance tasks which must be performed annually:carpet
cleaning,window cleaning,and window blind cleaning. Public Works recommends contracting out
these tasks so that the building maintenance team has enough time to continue its service
improvement
Janitorial maintenance at the Senior Center is now performed in the evening from Monday through
Friday. (This work has been performed by a City employee until November 6, 1997 and by a
contract crew since then). Because the building is used seven days a week,though,it becomes
fairly cluttered and untidy by Sunday and Monday. These conditions have brought complaints
from the seniors who use the building as well as the contractor who cleans it. The contractor
maintains that the cleaning crew which comes in on Monday evening faces a daunting task to clean
up the building after three days of heavy use and that this level of cleaning was not fairly outlined
in the request for proposals. To remedy these complaints,Public Works recommends extending
contract janitorial service at the Senior Center to seven days a week.
Possible Future Adjustments
The shift from in-house to contract janitorial work has just started,and the effectiveness and
efficiency of the current staffing/contractmix cannot be judged yet. Any evaluation is complicated
by two factors: l)one maintenance worker's disability and 2)the fact that two maintenance
workers perform skilled trade work as well as janitorial work. For this reason Public Works would
like to reserve the possibility of re-examining this mix at a later time and making further
adjustments if warranted. It appears at this time that any future adjustments would still result in a
net savings to the building maintenance budget
FISCAL IMPACT
Contract Work Needed Two Months Earlier(one-time appropriation):
Recreation Center from 11/97-12/97 2 months @$785/month $1,570
Senior Center from 11/97-12/97 2 months @$525/month 1,050
Meadow Park Multi-Purpose Room 11/97-12/97 2 months @$300/month 600
Library Conference Rooms 11/97-12/97 2 months @$250/month 500
Subtotal -x-70
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Council Agenda Report-Janitorial Service Adjustments
Page 3
Contract Work Needed Because of Disability(one-time appropriation):
Corporation Yard and Parks and Recreation Office for 9/97(completed) $890
Corporation Yard and Parks and Recreation Office for 10/97(completed) 1,960
Corporation Yard from 11/97-6/98 8 months @ $1,650/month 13,200
Parks and Recreation Office from 11/97-6/98 8 month @$625/month 5,000
Subtotal
$21,65F
Without knowing if or when the maintenance worker will return to work,Public Works recom-
mends appropriating enough money to have the contractorperform his work at the Corporation
Yard and the Parks and Recreation Office Building until June 30, 1998.
Additional Contract Work Needed at City Hall and the Senior Center(ongoing appropriation):
Annual Carpet Cleaning at City Hall $1,700
Annual Window Cleaning at City Hall 600
Annual Window Blind Cleaning at City Hall 400
Senior Center Saturday and Sunday Cleaning 12/97-6/98 7 months @$210/month 1,470
Subtotal
$4,171r
Total $289.940
As shown in the preceding tables,only$4,170 of the requested appropriationwould be ongoing
past June 30, 1998.
When circumstances about the maintenance worker returning to work become clearer,Public
Works will prepare any additional budget amendments which may be necessary to reduce or
increase the amount available for contract j anitorial service.
Attachment
Amendment to agreement
Janitorial Service AdjusmuM
Amendment
to the Agreement
to Furnish Janitorial Maintenance Services
under Specification 9737
The agreement dated May 20, 1997 between the City of San Luis Obispo and Pacific Coast
Building Maintenance to furnish janitorial maintenance services under Specification 9737 shall
be amended as follows:
1. The City's Corporation Yard shall be added as an additional work location at a monthly
price of$1,650.
2. The City's Parks and Recreation Office Building shall be added as an additional work
location at a monthly price of$625.
3• Work at the following locations shall start on November 1, 1997:
Recreation Center
Senior Center
Meadow Park Multi-Purpose Room
Library Conference Rooms
4. Work at the Senior Center shall be performed seven days per week starting on December
1, 1997 at an additional monthly price of$210. (The total monthly price for work at the
Senior Center shall increase from $525 to $735.)
5. New and revised task and frequency lists for each location are attached and shall be
incorporated by this reference.
6. All other terms and conditions of the agreement shall continue in full force and effect.
FOR THE CITY OF SAN LUIS OBISPO: ATTESTED:
Allen Settle, NrayOr Bo a
City er
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FOR THE CONTRACTOR: APPROVED AS TO FORM:
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CATEGORY: GENERAL BUILDING MAINTENANCE
LOCATION: Corporation Yard,25 Prado Road
CITY REPRESENTATIVE: Maintenance Supervisor, 781-7219
MAINTENANCE PERIOD: Year-round
ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m.
DAILY TASKS (not including Saturdays, Sundays, and City holidays):
Report Problems (3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Clean and Disinfect Drinking Fountains (3.d)
Clean Lobby Counters (3.e)
Clean Window and Door Glass at Entrances (3J)
Remove Graffiti (3.m)
Sweep Sidewalks, Patios, and Exterior Foyers (3.n)
Vacuum and Spot Clean Carpets(3.p)
Wet Mop Floors (3.u)
Polish Resilient Floors(3.v)
Disinfect Restroom Doors,Door Frames, Door Hardware, and Switchplates (4.a)
Refill Restroom Dispensers(4.b)
Disinfect Restroom Countertops (4.c)
Disinfect Restroom Sinks(4.d)
Clean Restroom Mirrors(4.e)
Disinfect Interior Restroom Walls, Partitions, and Floors (4.g)
Disinfect Toilets and Urinals(41)
Disinfect Showers and Adjacent Changing Areas (41)
Correct Minor Plumbing Problems (4.n)
Refill Breakroom/Kitchen Dispensers (5.a)
Disinfect Breakroom/Kitchen Countertops (5.b)
Disinfect Breakroom/Kitchen Sinks(5.d)
Clean Microwave and Conventional Ovens(5.e)
Clean and Arrange Tables and Chairs (5.g)
WEEKLY TASKS:
Clean Doors, Door Frames, Door Hardware, and Switchplates (3.i)
Clean Window Blinds(3.j)
Clean Interior Walls (3.1)
Scrub and Recoat Resilient Floors (3.w)
Scrub Interior Restroom Walls,Partitions, and Floors(41)
Descale Toilets and Urinals (4J)
Scrub Showers and Adjacent Changing Areas(4.1)
Clean Shower Drain Grates (4.m)
Clean Breakroom/Kitchen Cabinets (5.c)
Clean Refrigerators (5.f)
MONTHLY TASKS:
Dust Ceilings (3.y)
Polish Brightwork(4.o)
ANNUAL TASKS:
Wash Window and Door Glass (3.g)
Bonnet-Clean Carpets(3.q)
CATEGORY: GENERAL BUILDING MAINTENANCE
LOCATION: Parks and Recreation Office Building, 1341 Nipomo Street
CITY REPRESENTATIVE: Maintenance Supervisor, 781-7219
MAINTENANCE PERIOD: Year-round
ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m.
DAILY TASKS (not including Saturdays,Sundays, and City holidays):
Report Problems (3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Clean and Disinfect Drinking Fountains (3.d)
Clean Lobby Counters (3.e)
Clean Window and Door Glass at Entrances (3.f)
Remove Graffiti (3.m)
Sweep Sidewalks, Patios, and Exterior Foyers (3.n)
Vacuum and Spot Clean Carpets (3.p)
Wet Mop Floors(3.u)
Disinfect Restroom Doors,Door Frames,Door Hardware, and Switchplates(4.a)
Refill Restroom Dispensers (4.b)
Disinfect Restroom Countertops(4.c)
Disinfect Restroom Sinks(4.d)
Clean Restroom Mirrors (4.e)
Disinfect Interior Restroom Walls,Partitions, and Floors (4.g)
Disinfect Toilets and Urinals(4.i)
Correct Minor Plumbing Problems (4.n)
Refill Breakroom/Kitchen Dispensers(5.a)
Disinfect Breakroom/Kitchen Countertops (5.b)
Disinfect Breakroom/Kitchen Sinks (5.d)
Clean Microwave and Conventional Ovens (5.e)
Clean and Arrange Tables and Chairs (5.g)
WEEKLY TASKS:
Clean Doors, Door Frames,Door Hardware, and Switchplates (3.i)
Clean Window Blinds (3j)
Clean Interior Walls (3.1)
Polish Resilient Floors (3.v)
Scrub Interior Restroom Walls,Partitions, and Floors (41)
Descale Toilets and Urinals (4j)
Clean Breakroom/Kitchen Cabinets(5.c)
Clean Refrigerators (5.f)
MONTHLY TASKS:
Dust Ceilings(3.y)
Polish Brightwork(4.o)
QUARTERLY TASKS:
Bonnet-Clean Carpets (3.q)
Scrub and Recoat Resilient Floors(3.w)
Wash Window and Door Glass(3.g)
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Parks and Recreation Office Building(continued)
ANNUAL TASKS:
Strip and Recoat Resilient Floors(3.x)
Clean Wall and Ceiling Fixtures(3.aa)
CATEGORY: RECREATION FACILITIES MAINTENANCE
LOCATION: Recreation Center, 864 Santa Rosa Street
CITY REPRESENTATIVE: Recreation Coordinator, 781-7295
MAINTENANCE PERIOD: Year-round
ALLOWED WORKHOURS: 10:00 p.m. to 6:00 a.m.
DAILY TASKS (not including Saturdays, Sundays, and City holidays):
Report Problems (3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Empty and Clean Ashtrays(3.c)
Clean and Disinfect Drinking Fountains (3.d)
Clean Lobby Counters (3.e)
Clean Window and Door Glass at Entrances(3.f)
Remove Graffiti (3.m)
Sweep Sidewalks,Patios, and Exterior Foyers (3.n)
Vacuum and Spot Clean Carpets (3.p)
Damp Mop Wood Floors(3.$)
Wet Mop Floors (3.u)
Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates(4.a)
Refill Restroom Dispensers(4.b)
Disinfect Restroom Countertops(4.c)
Disinfect Restroom Sinks (4.d)
Clean Restroom Mirrors (4.e)
Disinfect Interior Restroom Walls, Partitions, and Floors (4.g)
Disinfect Toilets and Urinals (4.i)
Disinfect Showers and Adjacent Changing Areas(41)
Correct Minor Plumbing Problems (4.n)
Refill Breakroom/Kitchen Dispensers (5.a)
Disinfect Breakroom/Kitchen Countertops (5.b)
Disinfect Breakroom/Kitchen Sinks (5.d)
Clean Microwave and Conventional Ovens(5.e)
Clean and Arrange Tables and Chairs(5.g)
WEEKLY TASKS:
Clean Doors, Door Frames, Door Hardware, and Switchplates (3.i)
Clean Window Blinds (3.j)
Clean Interior Walls(3.1)
Polish Resilient Floors (3.v)
Scrub Interior Restroom Walls,Partitions, and Floors (41)
Descale Toilets and Urinals (4J)
Scrub Showers and Adjacent Changing Areas (4.1)
Clean Shower Drain Grates (4.m)
Clean Breakroom/Kitchen Cabinets (5.c)
Clean Refrigerators(5.f)
MONTHLY TASKS:
Dust Ceilings(3.y)
Polish Brightwork(4.o)
Recreation Center(continued)
ANNUAL TASKS:
Wash Window and Door Glass (3.g)
COMMENTS:
Work at the Recreation Center shall start in November 1997.
CATEGORY: RECREATION FACILITIES MAINTENANCE
LOCATION: Senior Center, 1445 Santa Rosa Street
CITY REPRESENTATIVE: Recreation Coordinator, 781-7295
MAINTENANCE PERIOD: Year-round
ALLOWED WORKHOURS: 10:00 p.m. to 6:00 a.m.
DAILY TASKS (seven days a week):
Report Problems (3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Empty and Clean Ashtrays (3.c)
Clean and Disinfect Drinking Fountains(3.d)
Clean Lobby Counters (3.e)
Clean Window and Door Glass at Entrances (3.f)
Remove Graffiti(3.m)
Sweep Sidewalks, Patios, and Exterior Foyers (3.n)
Vacuum and Spot Clean Carpets (3.p)
Damp Mop Wood Floors (3.$)
Wet Mop Floors(3.u)
Disinfect Restroom Doors, Door Frames,Door Hardware, and Switchplates (4.a)
Refill Restroom Dispensers (4.b)
Disinfect Restroom Countertops (4.c)
Disinfect Restroom Sinks(4.d)
Clean Restroom Mirrors (4.e)
Disinfect Interior Restroom Walls, Partitions, and Floors(4.g)
Disinfect Toilets and Urinals (4.i)
Correct Minor Plumbing Problems(4.n)
Refill Breakroom/Kitchen Dispensers (5.a)
Disinfect Breakroom/Kitchen Countertops(5.b)
Disinfect Breakroom/Kitchen Sinks(5.d)
Clean Microwave and Conventional Ovens (5.e)
Clean and Arrange Tables and Chairs(5.g)
WEEKLY TASKS:
Clean Doors,Door Frames, Door Hardware, and Switchplates (3.i)
Clean Window Blinds (3j)
Clean Interior Walls (3.1)
Polish Resilient Floors (3.v)
Scrub Interior Restroom Walls,Partitions, and Floors (41)
Descale Toilets and Urinals (4j)
Clean Breakroom/Kitchen Cabinets (5.c)
Clean Refrigerators (5.f)
MONTHLY TASKS:
Dust Ceilings (3.y)
Polish Brightwork(4.o)
ANNUAL TASKS:
Wash Window and Door Glass(3.g)
COMMENTS:
Work at the Senior Center shall start in November 1997.
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CATEGORY: RECREATION FACILITIES MAINTENANCE
LOCATION: Meadow Park Multi-Purpose Building, South and Meadow Streets
CITY REPRESENTATIVE: Recreation Coordinator, 781-7295
MAINTENANCE PERIOD: Year-round
ALLOWED WORKHOURS: 11:00 p.m. to 7:00 a.m.
DAILY TASKS (not including Saturdays,Sundays,and City holidays):
Report Problems (3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Empty and Clean Ashtrays (3.c)
Clean Window and Door Glass at Entrances (3.f)
Remove Graffiti (3.m)
Sweep Sidewalks, Patios, and Exterior Foyers (3.n)
Vacuum and Spot Clean Carpets (3.p)
Wet Mop Floors(3.u)
Correct Minor Plumbing Problems (4.n)
Refill Breakroom/Kitchen Dispensers(5.a)
Disinfect Breakroom/Kitchen Countertops (5.b)
Clean Breakroom/Kitchen Cabinets (5.c)
Disinfect Breakroom/Kitchen Sinks (5.d)
WEEKLY TASKS:
Clean Doors, Door Frames,Door Hardware, and Switchplates (3.i)
QUARTERLY TASKS:
Wash Window and Door Glass (3.g)
COMMENTS:
Work at the Meadow Park Multi-Purpose Building shall start in November 1997.
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CATEGORY: RECREATION FACILITIES MAINTENANCE
LOCATION: Library Conference Rooms, 995 Palm Street
CITY REPRESENTATIVE: Recreation Coordinator, 781-7295
MAINTENANCE PERIOD: Year-round
ALLOWED WORKHOURS: 11:00 p.m. to 7:00 a.m.
DAILY TASKS (not including Saturdays, Sundays, and City holidays):
Report Problems(3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Empty and Clean Ashtrays (3.c)
Clean and Disinfect Drinking Fountains (3.d)
Clean Window and Door Glass at Entrances(3.f)
Remove Graffiti (3.m)
Sweep Sidewalks,Patios, and Exterior Foyers(3.n)
Vacuum and Spot Clean Carpets (3.p)
Wet Mop Floors(3.u)
Correct Minor Plumbing Problems (4.n)
Refill Breakroom/Kitchen Dispensers (5.a)
Disinfect Breakroom/Kitchen Countertops (5.b)
Disinfect Breakroom/Kitchen Sinks (5.d)
Clean Microwave and Conventional Ovens (5.e)
Clean and Arrange Tables and Chairs (5.g)
WEEKLY TASKS:
Clean Doors, Door Frames, Door Hardware, and Switchplates (3.i)
Clean Window Blinds (3.j)
Clean Interior Walls (3.1)
Polish Resilient Floors (3.v)
Clean Breakroom/Kitchen Cabinets(5.c)
Clean Refrigerators(5.f)
MONTHLY TASKS:
Dust Ceilings (3.y)
Polish Brightwork(4.o)
ANNUAL TASKS:
Wash Window and Door Glass(3.g)
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