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PROFESSIONAL SERVICES AGREEMENT THIS PROFESSIONAL SERVICES AGREEMENT, made this 1st day of January, 2005, between the City of Moscow, a Municipal Corporation of the State ofidaho, (hereinafter "CITY") and ServiceMaster Building Maintenance (hereinafter "JANITOR"): W I T N E S S E T H : WHEREAS, CITY is in need of janitorial services for City Hall, Moscow Police Station, 1912 Center, Eggan Youth Center (hereinafter Youth Center), Fire Station No. 3, the Hamilton Indoor Recreation Center (HIRC), and the Paul Mann Building in Moscow, Idaho and has requested JANITOR to undertake the duties of the necessary janitorial services upon the terms and conditions hereinafter expressed: NOW THEREFORE IT IS HEREBY AGREED AS FOLLOWS: I. NON-APPROPRIATION CONTINGENCY: This Agreement is contingent upon CITY receiving the necessary funding to cover financial obligations of CITY. In the event that such funding is not received or appropriated, then, and in that event, CITY'S obligations under this Agreement shall cease and each party shall be released from further performance under this Agreement without any liability to the other party. 2. TERM: The term of this Agreement shall be effective from the I st day of January, 2005 ending September 30, 2007. 3. REMUNERATION: CITY will pay JANITOR for such services, an amount not to exceed Six Thousand Dollars ($6,000) paid on or before the I O'h day of each calendar month, the first payment to be made on or before the I O'h day of February, 2005. 4. INDEPENDENT CONTRACTOR: JANITOR shall be an independent contractor and not an employee of the CITY and shall comply with all the duties hereinafter set forth and shall use JANITOR'S best efforts to carry out daily service duties, weekly service duties, service duties, service duties, quarterly duties, bi-annual service duties and annual service duties. 5. DUTIES: JANITOR shall perform all duties according to commonly accepted industry standards and practices in conformance with the Cleaning Quality Requirements (Exhibit A) attached hereto and incorporated by reference to this Agreement. A. Daily Service shall be performed in conformance with the following schedule: 5 days per week (Mon-Fri) in the Moscow Police Station 5 days per week (Sun-Thurs) in the City Hall 5 days per week (Sun-Thurs) in the Youth Center 5 days per week (Sun-Thurs) in the Paul Mann Building PROFESSIONAL SERVICES- JANITOR 2004 - 2005 PAGE 1 OF 5 2005-01 ---PAGE BREAK--- 5 days per week (Sun-Thurs) in the 1912 Center 5 days per week (Sun-Thurs) in the Fire Station No. 3 5 days per week (Sun-Thurs) in the Hamilton Indoor Recreation Center B. JANITOR shall perfonn the following Daily Service: I. Empty all waste baskets and place contents in dumpster at the Police Station, 1912 Center, the HIRC, Fire Station No. 3 and City Hall for disposal, as appropriate. 2. Empty and clean ash urns. 3. Sweep and/or dust mop and/or vacuum all floor surfaces. 4. Dust cleared desks, chairs, tables and other office surfaces. 5. Dust counters, tile cabinets, all ledges and other surfaces within reach. 6. Wet mop restroom floors. 7 . Clean and sanitize sinks, toilets, urinals and other restroom fixtures. Clean mirrors. Spot clean mirrors in the HIRC daily. 8. Wipe down stall walls in restrooms. 9. Clean and refill all restroom dispensers (leave an extra roll of toilet paper and paper towels in west bathroom at police station). 10. Wash entrance doors and entrance glass (interior and exterior). 11. Wash and clean drinking fountains. 12. Vacuum all carpets including elevator. 13. Keep janitor closet clean and orderly. 1 4. Wipe clean all sinks, counters and tables in conference rooms and kitchens. 15. Sweep and/or vacuum stair landings and steps of south staircase in City Hall and in the 1912 Center. C. JANITOR shall perform the following Weekly Service: I. Damp mop all wood, vinyl and tile floors (Youth Center, HIRC, 1912 Center and City Hall tloors shall be done three days per week: Sunday, Tuesday and Thursday). 2. Remove scuff marks as necessary. 3. Clean interior glass within reach. 4. Clean cleared desk tops, counter tops. file cabinets, wastebaskets. drawer faces . 5. Clean light fixture exteriors. 6. Dust all woodwork, walls, partitions and storage cubbies in the HIRC gym and the Youth Center. 7. Wash and clean restroom walls and kitchen walls near sinks, trash cans and ranges. PROFESSIONAL SERVICES· JANITOR 2004 • 2005 PAGE 20F 5 ---PAGE BREAK--- 8. Clean stains or spots on carpets. 9. Sweep and/or vacuum stair landings and steps including exterior landings and entrances. 10. Wipe do\lin elevator walls. I I. Buff all tile, wood and terrazzo floors to maintain a high shine. 12. Vacuum all upholstered furniture. 13. Scrub gym floor in HIRC. D. JANITOR shall perform the following Service: I. Dust all areas and clean interior glass requiring a ladder to reach. 2. Wash and clean all walls. 3. Clean exterior windows except those that are covered with plastic during the winter months. 4. Wet mop stair landings and steps. 5. Clean carpeting in the first floor hallway and elevator (City Hall). 6. Clean carpeting in the hallways (Moscow Police Station). 7 . Clean carpeting in the Police Station report writing room. 8. Clean spots and stained carpets in Fire Station No. 3. E. JANITOR shall perform the following (six times per year) Service: I. Clean carpeting in the hallways (City Hall second and third floors and Administration reception area). 2. Scrub and wax linoleum tile floors at the Eggan Youth Center and the Police Station restrooms. F. JANITOR shall perform the following quarterly service (four ( 4) times per year) at Fire Station No. 3: Scrub and refinish tile floors to maintain gloss. G. JANITOR shall disassemble and clean ceiling light fixtures three times per year (June, October and September) H. JANITOR shall perform the following Bi-Annual Service: I. Steam clean carpeting and all upholstered furniture 2. Scrub and wax all tile, vinyl and terrano floors I. JANITOR shall perform the following Annual Service: I. Strip, scrub and wax all tile, vinyl and terrazzo floors 2. Wipe down or wash all Venetian blinds and shades PROFESSIONAL SERVICES- JANITOR 2004- 2005 PAGE 30F5 ---PAGE BREAK--- 6. ADDITIONAL DUTIES OF JANITOR: A. Will be responsible for securing buildings upon completion of work. B. Will be responsible to see that all work is completed between 5:00 p.m. and 8:00 a.m. except Sundays; provided that JANITOR shall work around meetings in said buildings taking place after 5:00 p.m. Work at the Police Station will be completed during regular business hours. C. Shall provide a schedule of periodic floor, window and upholstery cleaning dates in advance. D. Attend a meeting with appropriate CITY officials for the purpose of evaluating the previous month's work. Material needs for the upcoming month will be presented at each meeting. 7. SUBCONTRACTING: A minimum of eighty percent (80 of the duties and work described above shall be accomplished by JANITOR and shall not be subcontracted by JANITOR to other parties. Any subcontract shall be reported in advance to the CITY and shall be subject to CITY approval. JANITOR shall remain responsible for the work of subcontractors performed pursuant to this Agreement. Further, JANITOR shall indemnity and hold CITY harmless for any damages or claims of whatever nature arising from the letting of any subcontract or the services performed thereunder. 8. INSURANCE/WITHHOLDINGS: JANITOR expressly understands and agrees that JANITOR shall be fully responsible for JANITOR'S workers compensation insurance, State and Federal withholding taxes, FICA withholding, etc. JANITOR further agrees that JANITOR shall be solely responsible for JANITOR'S employees, and further JANITOR shall carry all applicable workmen's compensation insurance on said employees, if applicable. JANITOR agrees to indemnifY and hold CITY harmless for any damages or claims of whatever nature of JANITOR or JANITOR'S employees. 9. TERMINATION: This Agreement may be terminated without cause at any time by the CITY giving the JANITOR thirty (30) calendar days notice in writing of its intention to terminate the same. I 0. MISSED DAYS: A prorated deduction shall be made from the installment for any and all scheduled days during a month in which a building is not cleaned. II. BONDING: JANITOR shall obtain, at JANITOR'S sole expense: A fidelity bond in the amount of Five Thousand Dollars ($5,000) per employee. Such bond must be furnished to the CITY within five days of commencing work under this agreement. Such bond shall apply to all work performed pursuant to this Agreement, whether actually performed by JANITOR, JANITOR'S employees. or subcontractors. 12. CONTRACT DOCUMENTS: This Agreement consists of the following documents: A. This Agreement; PROFESSIONAL SERVICES· JANITOR 2004 · 2005 PAGE4 OF 5 ---PAGE BREAK--- B. Cleaning Quality Requirements (Exhibit IN WITNESS WHEREOF, the parties hereto have set their hand this day of December, 200 4. JANITOR: CITY OF MOSCOW: Iva Hoskins, Authorized Agent for ServiceMaster Building Maintenance STATE OF IDAHO ) ) ss. COUNTY OF LATAH ) ATTEST: ACKNOWLEDGMENT On this .:2/5.1 day of December, 200 4, before me. a Notary Public in and for said State. appeared Iva Hoskins, known to me to be the person named above and acknowledged that he/she executed the foregoing Personal Services Contract as the duly authorized representative for ServiceMaster Buildin4l1lt'lŌilill<;nance. " • f¥iCfr:.fEL ' . . " • • • • f - . PROFESSIONAL SERVICES· JANITOR 2004 · 2005 PAGE 5 OF 5 ---PAGE BREAK--- EXHIBIT CLEANING QUALITY REQUIREMENTS Services performed under this Agreement shall be subject to inspection and approval by the CITY. This Exhibit outlines the minimum acceptable standards: A. Floor Maintenance I. General: For all operations where furniture and equipment must be moved, no chairs, wastepaper baskets, or other similar items shall be stacked on desks, tables, or window sills. This is necessary to avoid damage and to avoid disturbing work on the desks. Upon completion of work, all furniture and equipment must be returned to its original position. Baseboards, walls, stair risers, furniture, and equipment shall in no way be splashed, disfigured, or damaged during these operations. Proper precautions shall be taken to advise building occupants of wet and/or slippery floor conditions. This applies during inclement weather, as well as during cleaning operations. All tools and equipment shall be maintained in clean condition at all times and neatly stored each night in the assigned storage areas. 2. Sweeping and Damp Mopping: After sweeping and damp mopping operations, all floors shall be clean and free of dirt streaks; no dirt shall be left in comers, behind radiators, under furniture, behind doors, on stair landings and treads. No dirt shall be left where sweepings were picked up. There shall be no dirt, trash, or foreign matter under desks, tables, or chairs. 3. Wet Mopping. The floors shall be properly prepared, and thoroughly swept to remove visible dirt and debris; this includes removal of wads of !,>urn, tar, and similar substances from the floor surface. On completion of the mopping and scrubbing, the floors shall be clean and free of dirt, water streaks, mop marks, string, etc. Floors shall be properly rinsed and dry mopped to represent an overall appearance of cleanliness. All surfaces shall be dry and comers and cracks clean after wet mopping or scrubbing. 4. Finishing and Buffing. Proper preparation of a floor, before refinishing, is considered the most important procedure in floor maintenance. Therefore, special attention shall be given to the following requirements: apply proper tlnish removers, stripping agents and detergents to the floor. Scrub with a floor-scrubbing machine or agitate with a mop to remove all dead finish, soap lilm, dirt, and stain. Pick up dirty solution with mop, squeegee, or wet-vacuum, and thoroughly rinse with clean water and dry. Finish shall be applied in a thin, even coat. The number of coats applied will depend on the type and condition of floor. EXHIBIT Page 1 of 9 ---PAGE BREAK--- 5. Damp Mopping and Buffing. At the stated frequencies, floors shall be damp-mopped and buffed between regular finishing operations. The floor shall be prepared by sweeping to remove all visible dirt and debris; damp-mop with a clean mop that has been dampened in clean-cold rinse water. The floor area shall then be machine buffed to a polished appearance. 6. Rug Vacuuming: The rug or carpet area is to be vacuumed to remove all dirt, dust, and litter. The rug is to be vacuumed to remove all obvious surface dirt from traffic areas and from under furniture. (Obvious surface dirt referred to is any visible foreign matter found on the floor, rug, or carpet surface.) 7 . Miscellaneous: a. Rugs: After each thorough vacuuming, all rugs shall be clean, tree from dust balls, dirt and other debris. b. Toilets: Special attention shall be given to floors around urinals and commodes tor elimination of odors and stains and to provide a uniformly clean appearance throughout. B. Dusting Dust shall not be moved from spot to spot, but removed directly from the areas in which it lies by the most effective means such as appropriately treated dusting cloths, vacuum tools, etc. 'When doing high cleaning, dust shall not be allowed to fall from high areas onto furniture and equipment below. The following conditions shall exist after the completion of each dusting task: I. There shall be no dust streaks on surfaces. 2. Corners, crevices, moldings, and legs shall be free of all dust. 3. There shall be no oils, spots, or smudges on dusted surfaces caused by dusting tools. 4. Cobwebs will be removed. C. Damp Wiping: This task consists of using a clean damp cloth or sponge to remove all dirt, spots, streaks and smudges from walls, glass and other specified surfaces and then drying to provide a polished appearance. The wetting solution shall contain an appropriate cleaning agent. When damp wiping in toilet areas, a multipurpose (disinfectant-deodorizing) cleaner shall be used. EXHIBIT"A" Page 2 of 9 ---PAGE BREAK--- D. Bright Metal Polishing Bright metal polishing may be performed by damp wiping and drying with a suitable cloth if a polished appearance is attained. However, if a polished appearance cannot be produced, an appropriate metal polish shall be used. E. Policing This job includes performance of the following tasks at the stated frequencies: picking up and removing from inside the building all paper, trash, empty bottles, wads of gum, spots of tar, and other torei<,'ll substances or other discarded materials; mopping up wet areas caused by spillage, accidents, or inclement weather. F. Window Washing and Glass Cleaning 1. After each washing operation, all glass shall be clean and free of dirt, grime, streaks, excessive moisture and shall not be cloudy. Glassware removed during the operations shall be returned to its original position. 2. Window sashes, sills, woodwork surrounding interior glass and other such surroundings shall be thoroughly wiped free of drippings, watermarks, dust and dirt. 3. Cleaners shall use pads to protect window sills when standing on or placing cleaning materials on them, and all such pads and/or cloths necessary to protect City property shall be furnished by the contractor. 4. Windows, which require cleaning on both sides, will have the inside and outside cleaning performed on the same day. 5. Any screens, which require removal before windows can be cleaned, shall be removed, but these screens will be replaced after the windows are cleaned. 6. The window washing shall be so scheduled and performed as to provide the least inconvenience to the building occupants. In instances where building occupants are seriously inconvenienced, the window-washing activities shall be rescheduled at the discretion of the City. NOTE: All cleaning must be done in conformance with safety and other local laws and regulations. G. Porcelain Ware Cleaning I. Porcelain tixtures (drinking lountains. wash basins. urinals. toilets, etc.) shall be clean and bright. There shall be no dust, spots, stains, rust, green mold, encrustation or excess moisture. EXHIBIT"A" Page 3 of 9 ---PAGE BREAK--- 2. Walls and floors adjacent to fixtures shall be free of spots, drippings. and water marks. 3. Drinking fountains shall be kept free of trash, ink, coffee grounds, etc., and nozzles free trom encrustation. H. Spot Cleaning Following this cleaning operation, smudges, marks or spots shall have been removed from the designated areas without causing discoloration. EXHIBIT"A" Page 4 of 9 ---PAGE BREAK--- SUPPLEMENTAL INSTRUCTIONS A. GENERAL I. Quality cleaning will be required, including full performance of all specified daily services on the first official working day of the contract period. 2. Normally, heating and air conditioning are curtailed upon the vacating of the space by the building occupants. Air conditioning will be provided only during the official hours of duty of the building occupants. 3. The JANITOR shall supply the CITY with a current list of employees assigned to clean City facilities. The list shall be updated as employee turnover occurs. 4. The JANITOR shall prohibit his or her employees from disturbing papers on desks, opening desk drawers, or cabinets, or using telephone or office equipment provided for ofticial City use. 5. The JANITOR shall require his or her employees to comply with the instruction pertaining to conduct and building regulations issued by duly appointed otTtcials. 6. The JANITOR shall either notifY each employee when first hired of the locally applicable wage rates he or she is required by law to pay or post said wage rates on his/her employee bulletin board. 7. The JANITOR shall service all toilet rooms to maximum capacity during the last contract day. Dispenser stock of paper supplies and hand soap remaining at the termination of the last official workday shall not be removed. 8. The JANITOR is responsible for damage caused due to negligence in the performance of this Agreement. 9. The JANITOR shall provide all equipment and cleaning supplies required. B. STORAGE SPACE. JANITOR'S CLOSETS AND LOCKER ROOMS Space available in the building for this purpose will be assigned to the JANITOR for the storage of bulk supplies and the equipment to be used in the performance of work under this Agreement. All space shall be kept in a neat, orderly condition. JANITOR'S closets, located at various points throughout the buildings, may be used by the JAN !TOR for storing equipment including mops, brooms, dust cloths, and other items. These closets and the stored equipment shall be clean and in order. EXHIBIT Page 5 o f 9 ---PAGE BREAK--- Failure to keep any of the facilities described above in a clean condition may result in the withdrawal of the privilege of using them. The CITY shall not be responsible in any way for damage to the JANITOR'S stored supplies, materials or equipment, the supplies, materials or equipment kept throughout the building in JANITOR'S closets, or the JANITOR'S employees' personal belongings brought into the building. EXHIBIT"A" Page 6 of9 ---PAGE BREAK--- BUILDING FLOOR AREAS AND TYPE Net Square Building Footage CITY HALL Main Floor Finance Director's Office 180 Finance Oftice and Hall 1,086 Copy room 61 Entry and main lobby 1,085 Men's restroom 55 Women's restroom 100 North corridor 50 215 Elevator vestibule 65 Art Director's Office 194 Conference room 306 Second Floor Council chambers 1,635 Lunch room 3 40 Mayor's Office 180 Hall (out of conference room ) 7 0 Elevator vestibule 65 Men's restroom 105 Women's restroom 225 New corridor 190 Lobby 565 (Plus two sets of stairs, landings and elevator) Third Floor City Supervisor's Office 32 4 City Clerk I Reception 360 Human Resources 270 Assistant City Supervisor 171 Hallways 95 4 Information Systems 252 City Attorney 30 4 Legal 513 Janitor closet 65 Men's restroom 72 Women's restroom 10 4 Utility room 2 4 EXHIBIT"A" Type Floor carpet carpet carpet terrazzo tile tile tile carpet carpet carpet carpet carpet carpet carpet carpet carpet ceramic ceram1c carpet carpet carpet carpet carpet carpet carpet carpet carpet carpet vinyl vinyl vinyl vinyl Page 7 of9 ---PAGE BREAK--- BUILDING FLOOR AREAS AND TYPE Building POLICE STATION (East Side) Restrooms ( 4 ) Training room Offices Break room Copy room/records room Hallways Reception Lobby Interview rooms POLICE STATION (West Side) Hallways Offices Restroom Report writing room Exercise room Kitchen Two sets of stairs Locker room Women's locker room Lobby YOUTH CENTER Restrooms Offices Main room TV room Hallways Kitchen PAUL MANN BUILDING Restroom Offices Building office / lobby Engineering Copy room Break room Two sets of stairs EXHIBIT"A" Net Square Footage 251 504 1 ,39 5 300 220 4 05 /4 05 1 80 1 20 /1 20 11 2 7 08 1 ,055 39 24 8 355 30 304 54 9 0 285 677 2,378 611 774 88 1 50 4 84 1 ,284 7 25 84 228 Type Floor tile car[ et carpet tile carpet tile/carpet carpet tile/carpet carpet carpet carpet tile carpet carpet tile concrete tile carpet tile tile carpet tile carpet tile tile tile/vinyl carpet carpet carpet tile carpet vinyl Page 8 of9 ---PAGE BREAK--- 1912 CENTER (Plaza Level) Great room 2,100 hardwood Lobby areas 288 slate Kitchen 640 vinyl Restrooms 280 vinyl Two stairways hardwood One stairway painted 1912 CENTER (Ground Level) Entry 9 6 walk -off mat Hall 258 Marmoleum Balcony 480 carpet Restrooms (2 ) 163 vinyl Friendship Hall 5 75 carpet 161 vinyl Senior Center 5 75 carpet 161 vinyl Wellness Room 130 carpet Fire Station No. 3 Vestibule 140 / 197.5 walk-off mat/tile Lobby 144 tile Hallway 95 carpet Office Area 681 carpet Training Room 58 9 carpet Restrooms (2 ) 114 tile Hamilton Indoor Recreation Center (HIRC) Vestibule 95 carpet Lobby 1, 490 carpet Offices 45 6 carpet Equipment room 52 7 concrete Women's locker room 5 9 7 concrete Men's locker room 533 concrete North hallway 645 / 25 9 tile/carpet Gymnasium I 0,923 wood Multipurpose room 2, 638 tile Small kitchen 49 tile Restrooms (2 ) 112 tile EXHIBIT"A" Page 9 of9