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HomeMy Public PortalAbout053-2017 - Sanitary - Jodie Brehm Cleaning Service - Cleaning offices at SanitationAGIU=m=N= ORIGINAL THIS AGREEMENT made and entered into this 5-5 day of April, 2017, and referred to as Contract No. 53-2017 by and between the City of Richmond, Indiana, a municipal corporation acting by and through its Board of Sanitary Commissioners (referred to as the "City"), and Jody Brehm Cleaning Service, 1821 Gaar Road, Richmond, Indiana 47374 (hereinafter referred to as the "Contractor"). SECTION L STATEMENT AND SUBJECT OF WORK City hereby retains Contractor for janitorial/cleaning services for City at a location designated by City for a term ending December 31, 2017, unless otherwise extended as set forth below. A Request for Quotes was made available by City for inspection, consisting of five (5) typewritten pages, which is attached hereto and incorporated by reference herein as Exhibit "A". The response of Contractor to said Request for Quotes is attached hereto and incorporated by reference herein as Exhibit `B", consisting of one (1) typewritten page. Should any provisions, terms, or conditions contained in any of the documents attached hereto and incorporated by reference herein as Exhibits, conflict with any of the provisions, terms, or conditions of this Agreement, this Agreement shall be controlling. The Contractor shall furnish all labor, material, equipment, and services necessary for the proper completion of all work specified. Contractor shall submit statements or bills monthly. No performance of services shall commence until the following has been met: 1. The City is in receipt of any required certificates of insurance and/or warranties; 2. The City is in receipt of any required affidavit(s) signed by Contractor in accordance with I.C. § 22-5-1.7-11(a)(2); and 3. A purchase order has been issued by the Purchasing Department. SECTION II. STATUS OF CONTRACTOR Contractor shall be deemed to be an independent contractor and is not an employee or agent of the City of Richmond. The Contractor shall provide, at its own expense, competent supervision of the work. SECTION III. COMPENSATION City shall pay Contractor at the rates indicated in Exhibit `B" in an amount estimated not to exceed Twenty -Eight Thousand Dollars and 00/100 ($28,000.00) per year, but pro -rated monthly from May 1, 2017 through December 31, 2017 at the rate of Two Thousand Dollars ($2,000.00) per month, Two Thousand Dollars ($2,000.00) to clean windows inside buildings 2 times a year and another Two Thousand Dollars ($2,000.00) to clean windows outside buildings 2 times a year. In addition, City shall pay Contractor $20.00 per person per hour for additional requests for services made by City to Contractor. This compensation rate and pay shall continue, if an agreement is reached to extend the Agreement for 2018 and for 2019, at the same compensation set forth above. Contract No. 53-2017 1 1 Page SECTION IV. TERM OF AGREEMENT This Agreement shall become effective May 1, 2017 and shall continue in effect until and including December 31, 2017, with an option to renew for the same cost for year 2018 and an option to renew for the same cost for year 2019, so long as both parties agree to extend this Agreement by a written and signed Addendums for year 2018 and for year 2019. Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in part, for cause, at any time by giving at least thirty (30) days written notice specifying the effective date and the reasons for termination which shall include but not be limited to the following: a. failure, for any reason of the Contractor to fulfill in a timely manner its obligations under this Agreement; b. submission of a report, other work product, or advice, whether oral or written, by the Contractor to the City that is incorrect, incomplete, or does not meet reasonable professional standards in any material respect; c. ineffective or improper use of funds provided under this Agreement; d. suspension or termination of the grant funding to the City under which this Agreement is made; or e. unavailability of sufficient funds to make payment on this Agreement. This Agreement may also be terminated by either the City or the Contractor, in whole or in part, by mutual Agreement setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. This Agreement may also be terminated by either the City or the Contractor, without cause, by giving at least thirty (30) days written notice to the other party. In the event of termination of this Agreement, the City shall be required to make payment for all work performed prior to the date this Agreement is terminated, but shall be relieved of any other responsibility herein. SECTION V. INDEMNIFICATION AND INSURANCE Contractor agrees to obtain insurance and to indemnify the City for any damage or injury to person or property or any other claims which may arise from the Contractor's conduct or performance of this Agreement, either intentionally or negligently; provided, however, that nothing contained in this Agreement shall be construed as rendering the Contractor liable for acts of the City, its officers, agents, or employees. Contractor shall as a prerequisite to this Agreement, purchase and thereafter maintain such insurance as will protect it from the claims set forth below which may arise out of or result from the Contractor's operations under this Agreement, whether such operations by the Contractor or by any sub -contractors or by anyone directly or indirectly employed by any of them, or by anyone for whose acts the Contractor may be held responsible. 2 1 Page Coverage Limits A ra G1 E Worker's Compensation & Statutory Disability Requirements Employer's Liability $100,000 Comprehensive General Liability Section 1. Bodily Injury $1,000,000 each occurrence $2,000,000 aggregate Section 2. Property Damage $1,000,000 each occurrence Comprehensive Auto Liability Section 1. Bodily Injury $1,000,000 each person $1,000,000 each occurrence Section 2. Property Damage $1,000,000 each occurrence Comprehensive Umbrella Liability $1,000,000 each occurrence $1,000,000 aggregate F. Malpractice/Errors & Omissions Insurance $1,000,000 each occurrence $2,000,000 aggregate SECTION VI. COMPLIANCE WITH WORKER'S COMPENSATION LAW Contractor shall comply with all provisions of the Indiana Worker's Compensation law, and shall, before commencing work under this Agreement, provide the City a certificate of insurance, or a certificate from the industrial board showing that the Contractor has complied with Indiana Code Sections 22-3-2-5, 22-3-5-1 and 22-3-5-2. If Contractor is an out of state employer and therefore subject to another state's worker's compensation law, Contractor may choose to comply with all provisions of its home state's worker's compensation law and provide the City proof of such compliance in lieu of complying with the provisions of the Indiana Worker's Compensation Law. SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM REQUIREMENTS Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program. Contractor is not required to verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify program no longer exists. Prior to the performance of this Agreement, Contractor shall provide to the City its signed Affidavit affirming that Contractor does not knowingly employ an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor violates IC 22-5-1.7 the Contractor shall be required to remedy the violation not later than thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to remedy the violation within the thirty (30) day period provided above, the City shall consider the Contractor to be in breach of this Agreement and this Agreement will be terminated. If the City determines that terminating this Agreement would be detrimental to the public 3 1 Page interest or public property, the City may allow this Agreement to remain in effect until the City procures a new contractor. If this Agreement is terminated under this section, then pursuant to IC 22-5-1.7-13 (c) the Contractor will remain liable to the City for actual damages. SECTION VIII. IRAN INVESTMENT ACTIVITIES Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged in investment activities in Iran. In the event Board determines during the course of this Agreement that this certification is no longer valid, Board shall notify Contractor in writing of said determination and shall give contractor ninety (90) days within which to respond to the written notice. In the event Contractor fails to demonstrate to the Board that the Contractor has ceased investment activities in Iran within ninety (90) days after the written notice is given to the Contractor, the Board may proceed with any remedies it may have pursuant to IC 5-22-16.5. In the event the Board determines during the course of this Agreement that this certification is no longer valid and said determination is not refuted by Contractor in the manner set forth in IC 5-22-16.5, the Board reserves the right to consider the Contractor to be in breach of this Agreement and terminate the agreement upon the expiration of the ninety (90) day period set forth above. SECTION IX. PROHIBITION AGAINST DISCRIMINATION A. Pursuant to Indiana Code 22-9-1-10, Contractor, any sub -contractor, or any person acting on behalf of Contractor or any sub -contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, color, sex, disability, national origin, or ancestry. B. Pursuant to Indiana Code 5-16-6-1, the Contractor agrees: That in the hiring of employees for the performance of work under this Agreement of any subcontract hereunder, Contractor, any subcontractor, or any person acting on behalf of Contractor or any sub -contractor, shall not discriminate by reason of race, religion, color, sex, national origin or ancestry against any citizen of the State of Indiana who is qualified and available to perform the work to which the employment relates; 2. That Contractor, any sub -contractor, or any person action on behalf of Contractor or any sub -contractor shall in no manner discriminate against or intimidate any employee hired for the performance of work under this Agreement on account of race, religion, color, sex, national origin or ancestry; 3. That there may be deducted from the amount payable to Contractor by the City under this Agreement, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of the Agreement; and 4. That this Agreement may be canceled or terminated by the City and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this section of the Agreement. 4 1 Page C. Violation of the terms or conditions of this Agreement relating to discrimination or intimidation shall be considered a material breach of this Agreement. SECTION X. RELEASE OF LIABILITY Contractor hereby agrees to release and hold harmless the City and all officers, employees, or agents of the same from all liability which may arise in the course of Contractor's performance of its obligations pursuant to this Agreement. SECTION XI. MISCELLANEOUS This Agreement is personal to the parties hereto and neither party may assign or delegate any of its rights or obligations hereunder without the prior written consent of the other party. Any such delegation or assignment, without the prior written consent of the other party, shall be null and void. This Agreement shall be controlled by and interpreted according to Indiana law and shall be binding upon the parties, their successors and assigns. This document constitutes the entire Agreement between the parties, although it may be altered or amended in whole or in part at any time by filing with the Agreement a written instrument setting forth such changes signed by both parties. By executing this Agreement the parties agree that this document supersedes any previous discussion, negotiation, or conversation relating to the subject matter contained herein. This Agreement may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and any suit arising out of this Contract must be filed in said courts. The parties specifically agree that no arbitration or mediation shall be required prior to the commencement of legal proceedings in said Courts. By executing this Agreement, Contractor is estopped from bringing suit or any other action in any alternative forum, venue, or in front of any other tribunal, court, or administrative body other than the Circuit or Superior Courts of Wayne County, Indiana, regardless of any right Contractor may have to bring such suit in front of other tribunals or in other venues. Any person executing this Contract in a representative capacity hereby warrants that he/she has been duly authorized by his or her principal to execute this Contract. In the event of any breach of this Agreement by Contractor, and in addition to any other damages or remedies, Contractor shall be liable for all costs incurred by City in its efforts to enforce this Agreement, including but not limited to, City's reasonable attorney's fees. In the event that an ambiguity, question of intent, or a need for interpretation of this Agreement arises, this Agreement shall be construed as if drafted jointly by the parties, and no presumption or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 5 1 Page IN WITNESS WHEREOF, the parties have executed this Agreement at Richmond, Indiana, as of the day and year first written above, although signatures may be affixed on different dates. "CITY" The City of Richmond, Indiana, by and through its Board of Sanitary Commissioners due Miller, IN ice Member Dated: APPROVED: 7-- Zve Snow, Dated: O 4 Z r- 7- 01 �— "CONTRACTOR" Jody Brehm Cleaning Service By: (Printed): \, bD i (3 [z>-cM1q /' � Title: D %1 At Dated: 6 . 6 1 Page . U� \kA JI Richmond Sanitary District Janitorial/Cleanina Services for 2017 With Option to renew at same Price for year 2018 and 2019 ending February 28, 2020 Listed by each individual building: Administration Building — Entire Building and Windows. Square footage of windows at Admin. Approx. 3,412 sq.ft. •�• Floors and rugs vacuumed and swept twice a week. Move all chairs, mop, and replace chairs. Move chairs and mop chair mats. Replace chairs. ❖ Dust all furniture items, including legs and table bases and windowsills ❖ Empty all trash cans and replace liners ❖ Clean bathrooms every time you come in (urinals, toilets, mirrors and sinks), mop twice a week. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets •S Clean kitchen area, include cleaning of sink, outside of microwave and counter area. Mop this area twice a week. Move all chairs, mop, and replace chairs •3 Restroom floors must be stripped and waxed every six months ❖ Lobby Floors stripped and waxed once a year. Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out ❖ Dust all mini -blinds weekly :• Carpets need to be shampooed 2 times a year, end of January, and end of July ❖ Patio areas must be swept twice a month and cobwebs swept from window areas both sides of building ❖ Sweep and mop entry area every time you come in. Sweep both sides of entry doors, knock down cob webs, dirt and bugs in windowsills on each side. ❖ All boxes and bagged trash left in garage area needs to be taken to dumpster each night of cleaning IPB Building — Upstairs Area Includes Offices, Hallways, Restrooms (2); Ground Floor Area Includes Break Room, Restrooms (2) and all Windows Square footage of windows at IPB is Approx.1,848 sq.ft. 44- Floors swept and mopped twice a week. Move all chairs, mop, and replace chairs. Move chairs and mop chair mats. Replace chairs. ❖ Empty all trash cans and replace liners :• Dust all furniture items, including legs and table bases and windowsills :• Restroom floors 11t floor and 2" d floor stripped and waxed every six months. Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out w Operators Control Room, Superintendent Room and Breakroom floors must be stripped and waxed every six months ❖ Clean bathrooms every time you come in (urinals, toilets, mirrors and sinks), mop twice a week. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets •:+ Patio areas must be swept twice a month and cobwebs swept from windows areas both sides of building 44- Clean and sweep elevator once a week. +• Sweep locker room floor and floor around shower each time you come in and mop. Clean shower walls and floor twice a month. Lab Building —1st & 2°d Floors and Windows. Square footage of windows at Lab building is Approx.160 sg.ft. Floors and stairwells swept once a month and mopped every other month. + Empty all trash cans and replace liners :• Dust all furniture items, including legs and table bases and windowsills Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August -and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out v LAB AREA mop twice a week with ammonia free cleaner •S Restroom floors must be stripped and waxed every six months Clean bathrooms every time you come in (urinals, toilets and sink), mop twice a week. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets +:• Clean and sweep elevator once a week. Maintenance Garage — Offices (4), Upstairs Breakroom (1), Restrooms (2) and Windows Square footage of windows at Maint. Garage is Approx.1,710sq.ft. Floors swept and mopped twice a week. Move chairs, mop mats and replace chairs. ❖ Empty all trash cans and replace liners •:+ Dust all furniture item, including legs and table bases s and windowsills •S Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out +:• Restroom floors must be stripped and waxed every six months N ❖ Clean bathrooms every time you come in (urinals, toilets, mirrors and sinks) (walls) once a week, mop twice a week. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets Sand Filter Building —1st Floor Bay Area, 2"d Floor Restroom, 3"' Floor and Windows Square footage of windows at Tertiary Bldg. is Approx. 2,660 sq.ft. ❖ Floors swept and mopped twice a week. ❖ Empty all trash cans and replace liners Restroom on 2"d floor of building needs to be cleaned every time you come in Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out Solid Waste Building (MRF) — Office (1), Restrooms (3), Hallway, Break Room, Locker Room and Windows. Square footage of windows at Solid Waste MRF is Approx.130 salt. •S Floors swept every time you come in and mopped twice a week. Move chairs, mop mats and replace chairs. Vacuum rugs. +:• Empty all trash cans and replace liners Dust all furniture items, including legs and table bases and windowsills +S Windows must be washed inside 3 times a year I outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out ❖ All floors must be stripped and waxed every 6 months CIean bathrooms every time you come in (urinals, toilets, mirrors and sinks), sweep and mop each time you are in. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets +:+ Sweep locker room floor and floor around shower each time you come in and mop. Clean shower walls and floors ❖ Carpets need to be shampooed 2 times a year, end of January, and end of July in Safety Coordinators office. Compressor Building — Restroom Cleaned, swept and mopped every time you come in. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets •3 Empty all trash cans and replace liners if needed New Paris Pike Landfill Area — Offices, Break Room, Restroom, Garage Area and Trailer and Windows. Square footage of windows at Trailer and Landfill office is Approx. 240 sq.ft •,• Floors and rugs vacuumed and swept twice a week. Mop mats at windows or door and replace mats. Move chairs, mop and replace chairs. ❖ Empty all trash cans and replace liners •8 Dust all furniture items, including legs and table bases and windowsills. *:• Clean bathrooms (urinals, toilets, mirrors and sinks), include mopping twice a week. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets ❖ Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out 44 All floors in office area and trailer must be stripped and waxed every six months New Paris Landfill New Solid Waste Garage, Reception Area, 2- Offices, Locker Room, Break Room, I- Large Restroom and 1- Small Restroom and Windows Square footage at Solid. Waste Garage at Landfill is Approx. 390sg.ft. All Floors need to be swept twice a week and mopped once a week. Move tables and chairs, mop and replace table and chairs. Move office, chairs and mat, mop both floors and mat, replace chairs ❖ Empty all trash cans and replace liners ❖ Dust all furniture items, including legs and table bases and windowsills :• Windows must be washed inside 3 times a year / outside 2 times a year, end of April, end of August and end of December. When cleaning the windows knock down cobwebs, dirt and bugs in windowsills inside and out •:+ Restroom floors must be stripped and waxed every six months •.* Clean Restrooms every time you come in (urinals, toilets, mirrors and sinks) and mop. Replenish supplies,(i.e. toilet tissue, paper towels, soap) and restock cabinets 4 When to clean DAY/TIME and what the Sanitary District will supply: L Cleaning roust be done on Monday, Wednesday and Fridays after working hours. 2. Working hours are 6:00 AM through 4:30 PM. 3. • District will supply all of the paper products (toilet paper, paper towels, trash bags and hand soap); 4. Trash and boxes in garage of Administration Building needs to be emptied and taken out to dumpster each time of cleaning. 5. Most of your work will be done after hours including at night, keeping the building secure will be your responsibility. The doors and overhead doors need to be kept shut during inelimate weather. 6. The winning bidder will be given keys to all of the buildings and security codes or openers for the gates, this will be your responsibility to keep them in a secure place while on the job and off the job. 7. Shampoo carpets twice a year end. of January and end of July or as scheduled by District personnel. 8. Services outside of specifications may be requested at an extra fee, per hourly rate specified on Price Request. 9. Make sure you realize all of the windows that need to be cleaned, several are two and three stories high the use of a power washer will be needed. Periodically we may want the Administration building power washed. 10. District personnel will conduct reviews of services provided periodically. 11. Please include the hourly rate if extra work would be requested. 12. To make sure of accurate quoting ,you should measure the windows yourself. Mine is only Approximates.. 13. Include at least 3 references with contact names and numbers. 14. Contract will be good for 12-months Starting March 1, 2017 Signing of Contract — 2017 to February 28, 2018 with and option to renew at the same price for year two ear 2018 and year three eai2019 endin February 28, 2020 Should you have any questions or like to tour the facilities, feel free to contact Jeff Lohmoeller at 765-983-7464 or Denise Johnson at 765-983-7443. PROPOSAL SHEET Richmond SanitaryDistrict Janitorial/Cleaning Services for 2017 Starting March 1, 2017 With Option to renew at same Price foryear (2) 2018 and 2019 ending February 28, 2020 RICHMOND SANITARY DISTRICT 2380 Liberty Avenue Richmond, IN 47374 Jeff Lohmoeller Office (765) 983-7464 Price Request Sheet Contractor Name: 8 0 L EAN I N16, SEkV le- S Date: Z • 2..0 . 1117 Total Monthly Cost: S T, LIDO - W Shampoo Carpets (2 times a year): $ I IYC' L tJ AtF It3 1 Clean Windows inside & times a year: $ CLOD ©D Clean Windows outside 2 time a year: $ Lon o . DO Additional Requests: $ 20, dO ver person per hour Quote Valid Till: EEL 2b2.0 Certificate of Insurance: (r t) l T Y INS. ouC Y Z6 a S-Oq E-Verify: Indiana Local Preference: 31