HomeMy WebLinkAbout15.C.1. Purchase of Cleaning Equipment
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CITY OF SHAKOPEE
MEMORANDUM
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To: Mayor and City Council \t~Ui" tJ~"
Mark McNeill, City Administrator
From: Mark Themig, Facilities and Recreation Director
Duane Toenyan, Facility Maintenance Lead
Meeting Date: March 16,2004
Subject: Purchase of Cleaning Equipment
INTRODUCTION
City Council is asked to authorize the purchase of cleaning equipment for all City
buildings.
BACKGROUND
In January, City Council authorized advertising for three custodian positions to provide
in-house cleaning services (Attachment A). As part of that discussion, we noted that the
City would need to purchase cleaning equipment for most of our buildings.
DISCUSSION AND RECOMMENDED PURCHASE
Duane Toenyan, Facility Maintenance Lead, put together a list of cleaning equipment
that would be necessary to maintain all City buildings (Attachment B). In developing this
list, he tried to match the most appropriate equipment with the type of cleaning that
would be needed. For example, City Hall, which has more hallways and cubicles,
requires a smaller carpet sweeper than the Police Department or the Library. He also
tried to minimize the amount of transportation that would be required for cleaning and
maintaining buildings.
Mr. Toenyan submitted the list to three vendors of commercial equipment: Hillyard,
Dalco, and Sanco. Each vendor submitted a proposal and provided an on-site
demonstration of the equipment they proposed. Mr. Toenyan and Mike Liesenfeld,
Facility Maintenance Worker, were able to test each piece of equipment in our
workplace.
As you will see in Attachment C, Mr. Toenyan is proposing that we purchase various
pieces of equipment from all three vendors. He is recommending units that will be the
most effective in their application, and the best long-term investment for the City.
However, they are not always the lowest-priced units.
BUDGET IMPACT
Total purchase (including sales tax) is as follows:
Hillyard: $17,689.65
Dalco: $14,159.18
Sanco: $ 7.319.79
Total $39,168.62
As noted on January 20, 2003, our estimate for this equipment was $40,000, and
surplus funds from 2003 building operations budgets would be used for this purchase.
ALTERNATIVES
1. Authorize staff to purchase specified cleaning equipment.
2. Direct staff to purchase other equipment.
3. Table for additional information.
RECOMMENDATION
Alternative #1.
REQUESTED ACTION
If Council concurs, move to approve the purchase of cleaning equipment from Hillyard,
Dalco, and Sanco, in .the total amount of $39,168.62.
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CITY OF SHAKOPEE
MEMORANDUM
To: Mayor and City Council
Mark McNeill, City Administrator
From: Mark Themig, Facilities and Recreation Director
Duane Toenyan, Facility Maintenance Lead
Meeting Date: January 20, 2004
Subject: Cleaning Services
INTRODUCTION
As discussed during the budget process, City Council is asked to authorize staff to
proceed with transitioning cleaning from our current contracted service to City staff.
BACKGROUND
With the opening of the new Library and Police buildings, the City's basic cleaning
contract increased to.$103,000 for 2004, up from our previous contract amount of
approximately $75,000. In addition to the basic service, we anticipate contract costs of
an additional $10,000-15,000 for specialized projects like carpet cleaning and floor
refinishing at City Hall, the Library, and the Police Building.
As you are aware, there are significant maintenance and operational tasks for over
200,000 ft2 of building space that the City now owns. The City has two designated facility
maintenance staff to complete all maintenance on City buildings (excluding park
buildings, which Public Works maintains): the Facility Maintenance Worker who is
responsible for the Community Center, Aquatic Park, and Youth Building; and the
Facility Maintenance Lead who is responsible for the other City buildings, as well as
providing work direction to the Facility Maintenance Worker. We also utilize contractors
for specialized mechanical work.
Some of you may recall that the Facility Maintenance Lead position was created in 2003
from the former Building Maintenance Worker position. The concept was that this
position would coordinate and perform maintenance activities on City buildings and
develop a more detailed maintenance program. However, we are learning that these two
positions alone are not able to provide the level of service that should be performed with
the.new and existing buildings in order to maintain them appropriately and ensure their
longevity. Also, we have had periodic and ongoing quality issues with our current
cleaning contractor.
DISCUSSION
With the increased cost for cleaning services, ongoing maintenance issues, and cleaning
quality concerns, Duane Toenyan, Facility Maintenance Lead, and I began discussing
the most effective way to improve cleaning services and maintenance/operation of all
City buildings. Mr. Toenyan contacted several other cities to learn how they clean and
maintain their buildings. While some use contracted services, those cities that have
personnel to provide. this service, or have at one time contracted out and now have
personnel, indicate that personnel on staff is a preferred method to ensure the best
quality (Attachment A).
Proposed Staffing
In order to improve the quality of cleaning, maintenance, and upkeep for City buildings,
we are proposing to hire City staff to conduct this service. Mr. Toenyan has completed
an analysis of cleaning responsibilities and time requirements for all City buildings.
Based on this analysis, we believe we can provide cleaning and additional maintenance
and upkeep by creating three full-time custodian positions (Attachment B).
These three positions would cover most City buildings and provide enhanced seven
days/week cleaning at the Police building instead of five days/week provided under our
current contract. Public Works would prefer to continue to contract cleaning of park
buildings due to their seasonal nature.
Councilor Helkamp asked that we contact the Workforce Development Center in
Shakopee to identify areas where we could integrate their services. The Center provides
work opportunities for individuals in the community, including individuals with disabilities.
Mr. Toenyan has been working with Ms. Laura Meyer of the Workforce Development
Center. Since daytime activities in most of our buildings necessitate that the majority of
cleaning be done after hours in vacant buildings, it appears that their service cannot
provide the scope of cleaning we need. However, we are working with Ms. Meyer to
identify tasks that could be accomplished in some buildings during the daytime that
would allow existing staff to address other maintenance needs.
Rod Kelsey, the City's pay consultant, has rated the position description for comparable
worth and determined that it should be placed in Grade 1 of City's pay plan: $12.436 to
$15.532 per hour (see Attachment C).
Equipment
Our current contract requires the vendor to provide equipment. Therefore, there would
be a one-time equipment purchase of vacuums, floor scrubbers, carpet extractors,
janitor carts, mops, buckets, etc. that would need to be made. (Some of this equipment
would. be needed even if we retained our current contract.)
Other Action
As proposed, the custodians would work under the direction of the Facility Maintenance
Lead to ensure adequate supervision and work direction. However, this position
currently does not have direct supervisory responsibilities, so there may need to be an
upgrade in the position to include these duties, as well as appropriate compensation.
If changes are warranted, funding and pay implications would be brought forward at
another meeting.
Finally, as mentioned previously, the City needs to have both a short and long-term
maintenance program for buildings. Mr. Toenyan is completing a comprehensive
inventory of mechanical and building systems. From this information, we will be working
on developing a maintenance schedule, aswell as evaluating our use of mechanical
contractors.for potential cost savings.
BUDGET IMPACT
As part of the budget process, Council authorized an additional $35,000 in the 2004
budget for hiring City staff to clean and maintain buildings. This was in addition to
$110,000 for contracted services. This would provide for the following:
Item Amount
3 Custodians (salary + benefits) $110,000
Additional Cleaning Supplies $ 10,000
Continued Contract for Park Buildings $ 9,500 (estimate)
If changes are warranted for any existing positions, funding and. pay implications would
be brought forward at another meeting.
In addition to the staffing costs, we have received preliminary quotes for the cleaning
equipment discussed above. It appears that the costs for this equipment would be
approximately $40,000. There are funds remaining in the 2003 building operation
budget for these cost? Authorization to purchase this equipment would be brought back
to Council at a later date if this request moves forward tonight.
ALTERNATIVES
1. Continue with our current contracted cleaning services.
2. Authorize staff to proceed with transitioning cleaning service from contracted to City
staff by approving the Custodian position description and advertising for three
custodian positions.
3. Table for additional information.
RECOMMENDATION
Alternative #2.
REQUESTED ACTION
If Council concurs, move to approve the Custodian position description at Pay Grade 1
and authorize staff to advertise for three Custodian positions.
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GENERIC CLEANING EQUIPMENT LIST -SPECIFIC PER BUILDING
COMMUNIT PUBLIC
CITY HALL LIBRARY POLICE Y CENTER WKS SENIOR #50 #51 YOUTH TOTAL
Upright Vac. W those X X X X X X X X X 9
BackpackVac. X X X X .X X 6
24" Carpet Sweeper X 1
28" Carpet Sweeper X X 2
20" Hard Floor Scrubber X X 2
Small Hard Floor Scrubber X 1
15" Carpet Extractor X X X X 4
Large Floor Fans X X X X 4
Janitor Cart X X X X X X X X 8
Mobile Trash Container X X X X X X X 7
Mop Bucket w/wringer X X X XX X X X X X 10
Push Broom X X X X X X X X X 9
Broom/Dustpan XX X X XX X X X X X 11
Mop/Handle X X X XX X X X X X 10
Wet/Dry Shop Vac. X X 2
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CLEANING EQUIPMENT PRICE COMPARISON BY VENDOR
x = Recommended Purchase
QUANTITY GENERIC ITEM HILLYARD DALCO SAN CO Sub Total COMMENTS ON CHOICES
9 Upright Vac. W/hose $375.00 $435.00 X $395.00 $3,555.00 Better quality and filtration
6 Backpack Vac. X $425.00 $410.00 $395.00 $2,550.00 Better quality and filtration/better size
1 Small Carpet Sweeper Unavailable X $1,600.00 Unavailable $1,600.00 Best size for use area
2 . Carpet Sweeper . X $3,200.00 $2,~00.00 $2,900.00 $6,400.00 . Only one with battery ope~ation
2 Hard Floor Scrubber $3,195.00 X $3775.00 $3,997.00 $7,550.00 Better quality and largest liquid capacity
1 Small Floor Scrubber Unavailable X $1,850.00 Unavailable $1,850.00 Best size for use area
4 Carpet Extractor X $1,915.00 $1,875.00 $2,200.00 $7,660.00 Better quality and features
1 Cir. Buffer/Stripper $1,100.00 X $975.00 $1,100.00 $975.00 Best demonstration
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4 Large Floor Fans $2~7 .00 $250.00 X $199.00 $796.00 Better quality
8 Janitor Carts $123.66 $98.93 X $99.90 $799.20 Better quality
7 Mobile Trash Cont. $91 .40 $73.12 X $82.52 $577.64 Better quality
10 Mop Bucket w/wringer $88.26 $70.16 X $79.25 $792.50 Better quality
9 Push Broom $14.73 $21.07 X $9.75 $87.75 Best value
11 Broom/Dustpan $20.32 $15.45 X 10.45 $114.95 Best value
10 Mop w/Handle $14.93 $15.00 X $15.00 $150.00 Best value
2 Wet Vac. Machine $960.00 X $660.00 $500.00 $1,320.00 Better quality, best demonstration
Shakopee Facility Maintenance Mar. 11, 2004 Total $36,778.04 0