Agenda Packets - 2015/01/05 (2) - Laserfiche WebLink

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Item No: 1 Meeting Date: January 5, 2015 Type of Business: Work Session Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Public Works Supervisor Item Title/Subject: Janitorial Cleaning Contract for City Hall and Community Center Background/Discussion: One of the duties of the Public Works Department is to oversee the cleaning contract for both the Community Center and City Hall. The current contract has cleaning performed at the Community Center on the weekends. Public Works staff cleans the building during the weekdays. City Hall is cleaned 5 days a week by the contractor. As the 3 year contract expired in 2014, we have continued on a month by month basis with the contracted company. This month by month approach was agreed upon until a new contract is reached or a new contractor found. . Staff started working with Hillyard Floor Care Inc., to improve the cleaning expectations of the contractor for both City Hall and the Community Center. Hillyard implemented their CCAP- (cleaning cost analysis program), looking at cleaning procedures, and cleaning efficiencies. CCAP includes measuring room sizes and analyzing how the rooms or spaces are used. After determining square footage of all rooms, and understanding frequency of cleaning and expectations, Hillyard provided an estimate of hours needed to complete the tasks. City staff met with Hillyard to review daily, weekly, and monthly cleaning tasks, revising for efficiency and clarity. After this was finalized city staff sought contractors to provide a quote for the cleaning service at City Hall and the Community Center; a walkthrough was required before submitting quote. The goal is to improve the cleaning at both facilities without a large cost increase. Increasing the number of cleaning days at the community center would allow the custodian to clean the Park Buildings and perform small building maintenance items. Currently those items are performed by a Park Maintenance employee. By having the custodian do the park building cleaning, our park employee would have more time to work in the Forestry Division, working with residents and the Shade Tree Disease Ordinance. The current 2015 budget for City Hall cleaning is $18,000 and for the Community Center is $9,000. The low quote received for cleaning City Hall 5 days a week was $22,374.30 and cleaning the Community Center 7 days a week was $18,513.77. Some options: 1) Decrease number of daily cleaning tasks at city hall 2) Decrease number of days cleaning is done at the Community Center 3) Seek different quotes from other cleaning companies 4) Make a budget adjustment for cleaning contracts in both the City Hall and Community Center Budget, taking funds from the Forestry Department for consulting. 5) Hire a Forestry consultant removing these duties from the Parks Maintenance staff