Central Library SERVICE AGREEMENT

Transcription

1 SERVICE AGREEMENT THIS AGREEMENT (the Agreement ), made and entered into this 14 th day of June, 2018, by and between the CITY-COUNTY LIBRARY COMMISSION OF TULSA COUNTY, located in Tulsa, Oklahoma, hereinafter referred to as Library and, hereinafter referred to as Contractor. A. Contractor is a provider of janitorial care. B. The Library is in need of janitorial services at its 26 locations, as herein provided. NOW, THEREFORE, in mutual consideration for the promises contained herein, and with the intent to be legally bound, the parties agree as follows: 1. Term and Termination. This Agreement shall commence as of July 1, 2018 and continue until June 30, The Library may terminate this contract at any time with or without cause, by providing the Contractor at least 30 days' written notice of such termination. 2. Services. Contractor shall furnish complete janitorial services for the 26 locations of the Tulsa City County Library System to include Central, Support Services Center, Hardesty Regional, Martin Regional, Zarrow Regional, Rudisill Regional, Broken Arrow, Brookside, Bixby, Charles Page, Collinsville, Glenpool, COLS (Community Outreach and Literacy Services), Kendall Whittier, Herman and Kate Kaiser, Jenks, Maxwell, Nathan Hale, Owasso, Peggy Helmerich, Pratt, Suburban Acres, South Broken Arrow, Schusterman, Skiatook, and Judy Z Kishner libraries. Services required are as follows: Central Library Central Library Daily Service: Public Areas: (Excludes Starbucks) Dust mop all tile, concrete and terrazzo floors and stairwells, to include removal of dark scuff marks. Vacuum all carpeted areas in public spaces to include Maker Space, Audio Lab, Computer Lab, Digital Literacy Lab, Meeting Rooms, Study Cubes and Aaronson Auditorium. Spot clean all flooring to include carpet as soon as spots and scuffs are noticed. Clean chewing gum from interior flooring to include carpet, tile, terrazzo, polished concrete and rubber flooring and exterior pavers in the Garden and 2 nd floor balcony. Clean entrance and entry way areas (includes glass link/walkways from parking garage) to include floors. Dust all furniture and exposed shelving. Dust furniture in public areas, including computers and computer tables, chairs, lounge furniture, lampshades, etc. Spot clean all table top to include meeting rooms, public areas and PC stations.

2 Clean entry glass, entry partitions, including doors and windows up to 11 feet. Spot clean all glass in building to include: Interior windows, handrails, interior glass doors, interior glass of study cubes, study rooms and meeting rooms, folding glass Nano walls, stairwell enclosure, glass walls in public areas separating specialized and staff areas. Spot clean walls around doors and vents elevators. Vacuum door tracks. Clean toilets and surrounding areas, disinfect all toilet bowls, seats, flush valves and urinals. Clean and disinfect lavatories, clean mirrors and bathroom partitions, polish bright work. Clean hand dryers and dryer wells. Check and fill soap dispensers, seat cover dispensers, towel cabinets and tissue holders, including workroom towel cabinets. Wet mop restroom floors with disinfectant at every cleaning. Clean all workroom sinks. Clean and fill all free-standing hand sanitizer dispensers. Clean all water and water bottle fountains. Spot clean walls and doors. Spot clean, pick up trash and debris from 2 nd floor balcony. Empty and clean all interior wastebaskets and shredders, removing all trash from buildings. Transport shredding and contents of marked recycling containers to exterior paper recycling bin. Empty exterior trash receptacles to include garden and parking garage. Secure building and set alarm systems. Central Library Monday Friday: Non-Public Areas: Sweep up any debris on floors/clean spots and scuff marks from tile floors. Spot vacuum carpeted areas as needed. Spot clean all carpet as spots are noticed. Clean chewing gum from carpet, vinyl and rubber flooring. Clean entrance ways areas to include floors. Vacuum entry mats. Empty and clean all wastebaskets and shredders (shredders as needed). Remove all trash from building.

3 Transport shredding and contents of marked recycling containers to exterior paper recycling bin. Spot clean walls around doors and elevators. Vacuum door tracks. Clean toilets and surrounding areas, disinfect all toilet bowls, seats, flush valves and urinals. Clean and disinfect lavatories, clean mirrors and bathroom partitions, polish bright work. Wet mop restroom floors with disinfectant at every cleaning. Check and fill soap dispensers, towel cabinets and tissue holders, including workroom towel cabinets. Clean hand dryers and dryer wells. Clean all water fountains. Central Library: Weekly services: Clean Stairwells sweep/mop/clean doors/handrails (includes Garage) Damp mop Terrazzo and concrete floors Vacuum staff area carpets Dust all furniture and exposed shelving to include canopy tops. Dust furniture in public areas, including PC s and PC tables, chairs, lounge furniture, lamp shades, etc. Fully clean of all desk tops, credenzas, and meeting rooms and conference room. Clean walls, floors and vents of elevators. Spot all glass Interior windows, interior glass doors, interior glass of meeting rooms and conference rooms, glass walls separating staff and in public space. Spot clean walls and doors as needed. Dust or clean lounge furniture, lamps, etc. in public areas. Dust desks, shelving and furniture in office areas once a week. Central Library: Special Areas Tandy Garden Spot clean ground floor windows as needed Pick up trash and debris Sweep walkway from Children s area and stairs Wipe down handrails

4 Greadington Learning and Creativity Center Check area daily to include bathrooms and lobby, pull trash and spot clean as needed Full Clean once a week, to include green room and kitchen areas. Clean after events (charge per event) Spot clean walls, glass and doors. 2 nd Floor Balcony: Full clean weekly sweep down pavers Spot clean stains Wipe down railing Spot clean exterior glass Clean table tops and chairs. Other: Mop sinks are to be kept clean. Janitor closets are to be kept clean and neat, with no items stored within 3 of HVAC, hot water heater or electric panels, per electric and mechanical codes. No trash is to be stored in the building overnight. Branch Libraries Daily Services. Contractor shall furnish the following services on a daily basis. Dust mop all tile floors, including stairwells. Vacuum all carpeted areas. (Contractor is not responsible for removing staples from carpets) Spot clean carpets as soon as spots and scuffs are noticed. Clean chewing gum from interior flooring to include carpet, tile, terrazzo, polished concrete and rubber flooring. Spot clean all flooring to include scuffs on tile and terrazzo flooring. Clean entrance and entry ways. Vacuum entry mats. Dust all furniture and exposed shelving. Dust furniture in public areas, including computers and computer tables, chairs, lounge furniture, lampshades, etc. Clean all table tops to include meeting rooms, public areas and PC stations.

5 Clean entry glass, entry partitions, including doors and windows up to 8 feet. Spot clean walls around doors and elevators. Spot clean glass in building to include windows and door windows. Clean walls, floors and vents of elevators. Vacuum door tracks. Clean toilets and surrounding areas, disinfect all toilet bowls, seats, flush valves and urinals. Clean and disinfect lavatories, clean mirrors and bathroom partitions, polish bright work. Clean hand dryers and dryer wells. Check and fill soap dispensers, seat cover dispensers, towel cabinets and tissue holders, including workroom towel cabinets. Wet mop restroom floors with disinfectant at every cleaning. Clean all workroom sinks. Clean and fill free-standing hand sanitizer dispensers. Clean all water and water bottle fountains. Empty and clean all interior wastebaskets and shredders, removing all trash from the building. Transport Shredding and paper in marked recycling containers to Exterior Paper Recycling Bin (Does not apply to Brookside, COLS, and Jenks Library) Empty exterior trash receptacles. Secure branch buildings and set alarm systems. Weekly Services: Contractor shall furnish the following services on a weekly basis: Dust exposed shelves and shelf (canopy) tops. Wet mop floors. Dust or clean lounge furniture, lamps, etc. in public areas. Dust desks, shelving and furniture in office areas. Monthly Services: Contractor shall furnish the following services on a monthly basis: Clean all floor and ceiling corners and edges. Spot clean all walls Clean/wipe down all non-glass doors

6 3. Service Schedule. Janitorial services must be performed during the time in which the facility is closed. The libraries respective hours of operation are attached hereto as Exhibit 1. Central Library Contractor shall provide janitorial services seven days a week, year round to the Central Library. Regional Branches. Regional Branches include the following four locations: Rudisill Regional Library Hardesty Regional Library (Excludes Connor s Cove) Martin Regional Library Zarrow Regional Library Contractor shall provide janitorial services seven days a week, year-round to the Regional Locations. High Traffic Branches. High Traffic Branches include the following eight locations: Broken Arrow Library Brookside Library Herman and Kate Kaiser Library (includes shared lobby and restrooms, see Exhibit #2) Kendall-Whittier Library Maxwell Park Library Owasso Library Peggy Helmerich Library Schusterman-Benson Library Contractor shall provide janitorial services Monday through Saturday year-round to the High Traffic Branches. Small Branches. Small Branches include the following thirteen locations: Bixby Library Charles Page Library Collinsville Library Literacy, Outreach and Volunteer Services Glenpool Library Jenks Library Judy Z. Kishner Library Nathan Hale Library

7 Pratt Library Skiatook Library South Broken Arrow Suburban Acres Library Support Services Center (Partial service, see exhibit #3 for areas to be cleaned) Contractor shall provide janitorial services to the Small Branches on Mondays, Wednesdays and Fridays year-round. Should Branches be closed due to a holiday which falls on a Monday, Contractor shall provide janitorial services on the preceding Saturday. a. Small Branches with Auxiliary Services: Nathan Hale South Broken Arrow Contractor shall provide the same janitorial services as described for small branches on Monday, Wednesday and Friday, plus lite service on Tuesdays and Thursdays: Clean Restroom, refill supplies, empty wastebaskets. Connor s Cove Auditorium located at Hardesty Library: Three times per week and as needed before or after performances. 4. Equipment Provided by Library. The following equipment is the property of the Library and shall not be removed from the Library branches or used for purposes other than which it is made or intended. Contractor may utilize such equipment in the performance of its duties hereunder. If Contractor removes or damages such items, Contractor shall replace the following equipment at it sole cost and expense: 1) Rolling Trash can with pocket bag 2) Rolling mop Bucket, wringer and mop with handle 3) Broom and Dust Pan 4) Dust mop 5. Equipment and Supplies Provided by Contractor. Contractor shall provide the following equipment and supplies: Vacuum Cleaner Wet mop heads Electrostatic duster Dust mop head Toilet Paper

8 Paper hand towels in rolls Furniture Polish Glass Cleaner Disinfectant for floors and general cleaning Degreaser cleaner Bowl Cleaner Stainless Steel cleaner for bathroom partitions Sanitary Bags Trash Can liners Toilet Seat Covers Hand soap for dispensers Hand sanitizers for dispensers Paper towels and scratch pads for cleaning Top coat product Additional equipment, materials and supplies not otherwise provided by the Library, which are reasonably necessary to perform the services contemplated herein. The Tulsa City County Library is committed to sustainable operations. The Library has specified the products and supplies that will be used as part of this contract as listed in Exhibit # 5. Substitution of products and supplies without written authorization will constitute a breach of agreement between the Library and the contractor. Contractor shall furnish labor, and any additional equipment, materials and supplies necessary to above and beyond those provided by the Library to perform the services set out in Paragraph 2.. All equipment owned by the contractor must be marked as such; any equipment stored at a Library location and not identified as belonging to the contractor will be considered Library property. All chemicals not used in their original containers shall be stored in an OSHA/PEOSH approved container with approved labeling and identification that is also OSHA/PEOSH compliant. 6. Alarms. Contractor shall be responsible for securing all buildings once work is completed, and setting alarms. Contractor must make reasonable efforts to ensure employees are instructed in the process of arming and disarming alarm systems. Repeated instances improper setting of alarms leaving the building unsecured or that prompt false alarms will result in the monetary fines that will be deducted from the monthly performance payment. The fine for the number or instances of false alarms or unsecured buildings per location, per fiscal year will be: 1 st 2 nd Instance $ rd Instance $ All Instances Thereafter $ Labor. Contractor is an independent contractor and not an employee or agent of Library. Contractor shall furnish the labor required to perform the services under this Agreement. Contractor is an independent contractor with full responsibility for the control and direction of its employees and

9 agents. This Agreement is not intended to and does not create a partnership of any kind or type. Contractor is olely responsible for the recruiting and hiring of its employees and for the payment of its employees compensation and benefits including employment taxes, any similar taxes associated with employment, withholding of federal, state, or local taxes imposed on wages, deductions for social security, contributions for unemployment compensation funds, contributions for workers compensation, and all other regulations governing such matters. Contractor shall comply with all provisions of state, local and federal laws, regulations, ordinances and requirements that are applicable to the performance of the services hereunder. Contractor is responsible for the conduct and work shifts of Contractor s employees and the manner in which the services are performed. Incidental instructions will be given by the Library s Facilities Director or Asst. Facilities Manager. However, Library reserves the right to prohibit any employee or agent of Contractor from entering Library s premises if such employee or agent is observed acting in an unprofessional or inappropriate manner. Library shall notify Contractor of such behavior immediately. The Contractor represents and warrants to Library that the Contractor shall comply with all applicable laws, rules and regulations, whether federal, state or local. In no event shall Contractor, its officers, employees or agents be entitled to worker s compensation coverage from Library. The Contractor is responsible for the direct supervision of its employees through its designated agents, who will be available at all reasonable times to report to and confer with the designated agents of the Library with respect to the services being performed under this contract. 8. Background Checks. All employees of the Contractor working on the Library premises must undergo a criminal background check before entering the Library branches. All employees must undergo subsequent background checks on an annual basis. The background check must include a national criminal background check. The Library has the right to review background checks and reject the checks if not performed by a reputable source. Any employee with a felony conviction of any type may not enter Library property, unless specifically authorized by the Library in writing. If an employee with a felony conviction is found to be working for the Contractor on Library premises, Library may terminate this Agreement immediately. All background checks of employees performed at the cost of the Contractor. Employees must display picture ID badges at all times identifying them as employees of the Contractor. Photo ID must include an employee number. The Contractor must furnish a monthly employee log for each building. For every employee authorized to work in the building, the log must include the employee number, first and last name, and date of hire and date of most recent background check. This log must be provided by the 5 th day of each month and updated immediately if a new employee is hired or terminated. The log may be transmitted electronically. 9. Insurance. The Contractor agrees to keep in full force and effect general liability insurance with minimum coverage of one million dollars for each occurrence and two million dollars in the aggregate during the term of this Agreement. Library shall be named as additional insured in all liability insurance policies. Said insurance policies or certificates thereto shall be filed with the Library and subject to approval of the said Library and shall provide for thirty (30) days prior written notice of cancellation to the Library. Contractor s insurance shall be primary over any liability insurance of Library. In addition to the liability insurance, and not in lieu thereof, and to the extent allowed under the law, Contractor shall indemnify and agrees to hold Library and its officers and employees harmless (including defense costs) from all claims, demands, actions, fines and proceedings arising from or growing out of Contractor s performance of its obligations under this Agreement.

10 10. Price Terms. The Library shall pay Contractor for performance of this Service Agreement as outlined hereunder in the amount of ($.00) per month due the last day of each month for services rendered during the preceding month. Notwithstanding the forgoing or any other provision in this Service Agreement, if Contractor fails or refuses to perform any of its duties hereunder and the Library engages a third party to perform such duties, the Library shall have the right of set-off to the extent of the amounts paid to or incurred in favor of such third party. 11. Adjustments. In the event a building is closed for repairs or renovations, or in the event of a building expansion adjustments to the price terms for Janitorial Care may be made if the square footage of the areas to be serviced change. The cost per SF will vary depending on the level of service required for various categories of service as follows: Central Library: _ per S/F, per month Regional Branches: _ per S/F, per month. High Traffic Branches: per S/F, per month Small Branches: per S/F, per month Small Branches +Lite Service: per S/F, per month 12. Exhibits. All exhibits included with this contract are created for the convenience of the contractor. The exhibits are estimates and may contain errors or omissions. It is the sole responsibility of the contractor to evaluate the work required for this contract, and the Library is not responsible for any errors or omissions the associated exhibits. 13. Notices. All notices, requests, demands and other communications hereunder shall be in writing and shall be deemed given if personally delivered, sent by facsimile or by an overnight courier providing proof of service, or mailed, certified mail, return receipt requested, to the following addresses: If to Library: The Tulsa City-County Library Commission Attn: Gail Morris, CFO 400 Civic Center Tulsa, OK If to Contractor: Name Company Name Address City, State, Zip 14. Entire Agreement. This Agreement contains the entire agreement between the parties, and there are no understandings or agreements other than this incorporated herein. This Agreement shall be binding on the parties hereto and shall not be assigned or sublet without the written consent of the Library.

11 15. Governing Law. This Agreement shall be governed and construed according to the laws of the State of Oklahoma. EXECUTED as of the date first above written. THE CITY-COUNTY LIBRARY COMMISSION OF TULSA COUNTY By: Kimberly Johnson, CEO LIBRARY Company Name By: Name: Title: CONTRACTOR