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HomeMy WebLinkAboutItem 03.hCity of Lakeville Public Works Memorandum To: Mayor and City Council Justin Miller, City Administrator From: Chris Petree, Public Works Director Neil Normandin, Public Works Coordinator Copy: Jerilyn Erickson, Finance Director Cindi Joosten, Human Resources Manager Date: 21 January 2016 Subject: Proposal to Hire Facility Attendants for Janitorial and Building Maintenance Needs PURPOSE The Public Works Department proposes the hiring of four facility attendants in 2016 to support the City’s need for janitorial services and basic building maintenance needs. BACKGROUND • For several years the City has contracted with a single vendor to provide janitorial services for the Police Station, four Fire Stations, City Hall, the Central Maintenance Facility, and the Water Treatment Facility. Janitorial services for the Arts Center and Heritage Center are provided by Parks and Recreation staff. • The City contracts standard cleaning services with daily, weekly, monthly, and bi- annual tasks. The contract includes carpet cleaning and extracting twice per year, exterior window cleaning, and cleaning, polishing, and sealing of vinyl tile flooring. • Since the contract was signed at the beginning of April 2015, there have been over 180 issues with the service provided by the contractor. o New staff not yet vetted by the City accessing facilities. o Recycling and trash not picked up. o Vacuuming not done. o Toilets not cleaned and sanitized. o Partial cleaning of a facility. o Interior glass not satisfactorily cleaned. o Damage to doors, cabinets, and appliances. • The current contractor provides 5 individuals to handle the 8 buildings under contract. Contractor staffing is at their discretion to meet their timelines for cleaning each facility. • City staff has conducted monthly and bi-monthly meetings with the contractor’s management team in an attempt to work through these issues and while some improvement is noted following the meetings, janitorial services slowly revert to pre- meeting levels. CITY NEEDS • Over the course of the past two years, in addition to janitorial services, it has become evident that the City also has a need for basic building maintenance services. o Tasks have included reconfiguring office cubicles, replacing fluorescent lights in offices, and correcting minor plumbing problems. o In the past, completion of these tasks has relied on City staff from Streets, Utilities, or Parks Maintenance. In effect removing one or more individuals from pothole repair, tree trimming, park maintenance, water or sewer inspections, meter installation, or other service to residents. o Contracting these tasks has added to department budget requirements. Recent cubicle configuration resulting from a staff transfer was over $500.00. • The result is that future building services contracts will need to include a building maintenance component that will increase the overall cost to each of the departments. • In comparing this proposal with what is done in neighboring cities, each meets its needs differently. Burnsville, Apple Valley, and Savage provide for in-house building maintenance services using combinations of full and part time staff. Eagan and Shakopee use both in-house staff and contracted services depending on the facility, again using combinations of full and part time staff. Rosemount provides contract services for its facilities with Parks staff providing some in-house support for Parks facilities COSTS • The current contract, which expires on 31 March 2016, is $95,076.00. The next nearest competitor for the contract was $123,000.00. The Finance Department expects that the increase for 2016 will be in excess of 9 percent and has budgeted $102,207.00. Future year increases are expected to be 10 percent. This contract only provides cleaning services. • Comparable contract costs through 2021 from the next nearest competitor could be expected to range from $126,690.00 in 2016 to in excess of $146,000.00 in 2021 which does not include any additional charges for building maintenance services. • Based on an evaluation of City needs, future contracts would include provisions for building maintenance services. The addition of these services can be expected to increase the overall cost of the contract above the range expected in transitioning to a new janitorial service in 2016. • The proposal to hire four facility attendants is based on work to be done and a sufficient number of hours to complete the work, as well as remaining within current budgeting projections. The four facility attendants would work 5 hours per day, between 6:00 a.m. and 11:00 a.m. One of the attendants would work an extra 2 hours per week to take care of the fire stations. Sick and vacation needs would be met by reassigning staff as needed to cover facilities. Supervision would be provided by the Facility Maintenance Planner, who currently manages the janitorial contract. • A cost breakdown showing wages and basic supply needs shows that costs will exceed budget for 2016 and 2017 and are expected to be within projected budget costs beginning in 2018. Facility Attendant Wage and Step Increases 2016 2017 2018 2019 2020 2021 Annual Hours 3,978.00 5,304.00 5,304.00 5,304.00 5,304.00 5,304.00 Wage Rate (incl benefits)18.86 19.56 20.29 21.04 21.82 22.64 Total 75,011.36 103,750.57 107,603.49 111,617.21 115,742.24 120,065.18 Equipment and Supply Costs Janitorial Equipment 18,854.55 447.68 512.98 474.94 544.17 503.87 Vehicle Costs 254.00 254.00 1,254.00 254.00 254.00 1,254.00 Cleaning Chemicals 3,375.00 4,500.00 4,635.00 4,774.05 4,917.27 5,064.79 Janitorial Supplies 4,525.50 6,034.00 6,215.02 6,401.47 6,593.51 6,791.32 Total 27,009.05 11,235.68 12,617.00 11,904.46 12,308.96 13,613.98 Total Costs - In-house Janitorial Services Remaining Contract 23,769.00 - - - - - Total cost of services 125,789.41 114,986.25 120,220.49 123,521.67 128,051.20 133,679.16 Comparison with Budget Budget Amount (with increases)102,207.00 112,427.70 123,670.47 136,037.52 149,641.27 164,605.40 Varience (Over)/Under Budget (23,582.41) (2,558.55) 3,449.98 12,515.85 21,590.06 30,926.23 • Costs affecting the current fiscal year, as well as future years, are the purchase of janitorial equipment and consumables and the provision of a vehicle for travel between fire stations, and maintenance for that vehicle. o The vehicle would come from the retention of a vehicle destined for auction. Maintenance costs are approximately $254.00 per year for basic preventive maintenance services and $1000.00 every two or three years for tires. o The purchase of janitorial equipment would add $18,855.00 to the total cost for 2016, bringing the total for the year to $125,789.00 with approximately $500.00 per year in consumables such as mop heads, safety supplies, and gloves in the near-term. Purchasing janitorial equipment is generally included in every janitorial services contract and the City would bear this cost if it were to change contractors in 2016. OPTIONS 1. Continue to contract for janitorial services as we do today. 2. Contract for janitorial and building maintenance services. 3. Hire four facility attendants to provide both janitorial services and basic building maintenance services. RECOMMENDATION After evaluation of the options, the Public Works Department recommends Option #3. Hiring four facility attendants is a means of: 1) controlling janitorial services costs in future years; 2) having direct control of the quality of services provided; and 3) having the ability to do small building maintenance tasks without having to rely on contractors.