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HomeMy WebLinkAbout15.C.1. Cleaning Services -~.: IS.C. I, 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, as well 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 costs. Authorization to purchase this equipment would be brought back to Council at a later date if this request moves forward tonight. AL TERNATIVES 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. /.,. ~ ~ rr . . , SUMMARY OF IN-HOUSE CLEANING RESEARCH GA THERED FROM COMPARABLE CITIES AUGUST 20, 2003 Attached you will find information we gathered from contacting facility departments of 4 comparable cities in the metro area. We previously knew that these 4 suburbs had an "In-House" cleaning program where they employ their own full time custodians who clean comparable facilities to Shakopee. We asked each representative of the 4 to answer the same questions. . All were pretty comparable to Shakopee in terms of types of facilities. . Total square footage of areas cleaned varied from 80,000 to 120,000. Although we haven't calculated our total square footage of area to be cleaned, we have well over 220,000 square feet of buildings if you include garage space, shop space, etc. . Full time custodian salaries ranged from 12.00 to 19.00 per hour-some union contracts . Scheduling didn't seem to be a big problem, but they all had enough people to cover when employees needed vacation and sick leave. . All commented that they would never go back to contracted cleaning because this is working out so well, but we only contacted cities with this cleaning program. In house cleaning is working out well for these 4 cities with less complaints and better quality of service, but the overall costs are higher. We could probably experience these same benefits with this cleaning program, but costs will be higher and with only 2-3 night people, scheduling and leave time could present big problems. Shakopee Facility Maintenance "'1"~ IN HOUSE CLEANING INFORMATION - CITY OF BURNSVILLE FACILITY LIST: City Hall, Police Dept., Public Works, Water Plant, and Youth Center COMBINED SQ. FOOTAGE: Approx.80,000 NO. OF DAYS PER WEEK CLEANED: City Hall & Police Dept.(6) Public Works(5) Youth Center(3) , Water Plant(2) NO. OF STAFF: 4 full time custodians plus 1 night supervisor (light maintenance included) CUSTODIAL SALARY RANGE: 14.00 per hour average non-union STAFF SCHEDULING: after normal daytime hours, some staff scheduled M-F, some T-S to cover 6 days, permanent schedules with no rotation of days COMMENTS: Feel they have better cleaning quality with less grief. Nice to have their own staff on hand for night set-ups and events. They provide a vehicle for staff mobility between facilities. Firemen clean their own facilities. They realize the cost is higher to in-house clean, but feel it's worth it. Have tried part-time staff, but expressed nearly having the same problems as contract cleaning with high turn-around, no-shows, security problems, etc. , " . . IN HOUSE CLEANING INFORMATION-CITY OF SHOREVIEW FACILITY LIST: various municipal buildings COMBINED SQ. FOOTAGE: City Hall and Community Center together over 120,000, others unknown NO. OF DAYS PER WEEK CLEANED: All buildings cleaned all (7) days NO. OF STAFF: 5 full time custodians (1 is a lead), 2 part-time custodians that work 3 days per week CUSTODIAL SALARY RANGE: 19.00 per hour for the lead, 14.60 per hour top scale for other full time, 10.50 per hour for part-time STAFF SCHEDULING: 5 different weekly schedules to cover al/ days, people rotated monthly on those 5 weekly schedules COMMENTS: Used to have a percentage of cleaning contracted out. Overtime utilized to cover for custodians on sick leave, vacations, etc. is OK. No more complaints about cleaning since they went in house. Feel the costs are higher, but well worth it. /' . , IN HOUSE CLEANING INFORMATION- CITY OF EDEN PRAIRIE FACILITY LIST: 11 various buildings COMBINED SQ. FOOTAGE: City Hall & Police Dept. together over 100,000 NO. OF DAYS PER WEEK CLEANED: Police Dept. and shelters 7 days, all others 5 days NO. OF STAFF: 9 full time custodians, (2 work days-7 work nights) CUSTODIAL SALARY RANGE: 12.00-15.00 per hour, non-union STAFF SCHEDULING: off on holidays like other city employees, paid holidays, as needed basis to cover days off and sick leave COMMENTS: Performed own study and felt they save .20-.30/hour vs. contract cleaning. Set up carpet and hard floor maintenance program. Would never go back to contract cleaning. .v , " , <- . IN HOUSE CLEANING INFORMATION-CITY OF ST. LOUIS PARK FACILITY LIST: City Hall, Police Dept., Public Works, Nature Center, and Utility Building COMBINED SQ. FOOTAGE: Approx.82,600 NO. OF DAYS PER WEEK CLEANED: Police Dept.(7) all others(5) NO. OF STAFF: 5 full time custodians (3 evening shift, 2 days) CUSTODIAL SALARY RANGE: 15.45-19.73 per hour, union contract, maintenance pay scale- start at level 1, after 3 years reach top level STAFF SCHEDULING: Rotate people to cover weekends and holidays COMMENTS: Never contracted cleaning before due to security issues. Night full time people can do light maintenance, set-ups, and more variety than strictly custodians (cleaners), therefore feel the need to pay them higher than what the average custodian pay rate is. The 2 people on day shift also perform maintenance. .. ' '" ~ FACILITY DAYSIWEEK HRS/DAY HRSIWEEK Comm. Center 7 5 35 Police Dept. 7 4 28 City Hall 5 4 20 Library 5 4 20 Public Works 5 2 10 Senior Center 3 1 3 Fire # 51 4 1 4 Fire # 50 1 1 1 TOTAL WEEKLY CLEANING HOURS = 121 3 EMPLOYEES @ 40 HOURS PER WEEK = 120 CLEANING PRIORITY LIST 1) Trash removal 2) Bathrooms a) Toilets & Urinals b) Sinks c) Mirrors d) Floors e) Walls 3) Outside building entrances-windows and floors-first impression areas 4) Other sinks and drinking fountains 5) Vacuum carpet areas-damp mop hard floors 6) Dusting, wall cleaning, etc. USE ABOVE LIST FOR DAYS WHEN ESTABLISHED CLEANING TIME IS LIMITED ... 9- JJ -6 3 , .I f\ .""""'5 e c.iet\f'\;"j - ro.s.s:.bie week'., ~c~eJ..JL - Rev. B il; E'm 10 ee ! II -- evec\. ~I.l.r. Fr; .J ' :li moo.. I fA, P S '-A.t\ 4 ~ ; i: I!hw. - 1. Flt,.S'I- J,F:r!Si- ~ FiJc~SI." ~, t\w. .- r;, ~ f ! ~ .' Ur.L\.- 3 r.w. - ~ p.w. '-.l r.w. - ~ ~.b. - I i!~.c..- i.f P.b. -..., ~.~. - '1 r:~. ,- 'i C.I1.- i!! - ~ ~ 8 g- ili i=j.rt. #S} - j .:tl=- J. ic.llt I - '1 c. 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'I' IL ...,.. d\ Iii ,u.._ Ii '--"!'IT'--'-'-" --.--. ~'"' --.' .. .'. -"-'- ...... .--. _... .'..- ......._-".-._~.... _'"__'.___... ...., ..'_... _........u.__ ...n" ''''''_..'' ~ '..,.--..... .'. 1;[ ill ..-' j.ft.. _.. ......- ~--'''' --." ..... !i! ilj II' 1"",.1 ,II 11! Iii G CITY OF SHAKOPEE Job Description Job Title: Custodian Department: Parks and Recreation Area of Emphasis: Facility Operations Reports To: Facilities Maintenance Lead FLSA Status: Nonexempt Prepared By: Mark Themig Prepared Date: 01/04 Approved Date: SUMMARY This is routine custodial and semi-skilled work in the care and maintenance of city buildings. Work involves performing manual and semi-skilled tasks in the care, maintenance and operation of designated city buildings. Ensures work priorities are completed in a timely manner and proper City policies and procedures are followed. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Performs a variety of custodial work including sweeping, mopping, scrubbing, waxing and polishing floors; washing windows, screens and sills, woodwork, doors, desks, walls and ceilings; arranging and moving furniture and equipment. Dusts and vacuums rooms; locks and unlocks doors; collects trash, disposes of trash and rubbish; removes snow and ice from walks and steps, picks up trash and debris outside of buildings and on parking lots; assists in keeping buildings properly maintained and in good repair and appearance. Performs a variety of maintenance work requiring some skill in the performance of common maintenance activities with an emphasis on floor care and carpet cleaning. Cleans, maintains, inventories and stores necessary equipment and supplies for custodial work. Works cooperatively with other facility operation staff to establish and maintain a team approach to the maintenance of the buildings. Maintains a checklist that consists of regularly scheduled maintenance Checks and records settings and controls on mechanical equipment (heating, ventilation, air conditioning) as assigned. Notifies appropriate staff of issues. Performs light maintenance on buildings and equipment such as changing light bulbs, plumbing repair (unplug toilets, replace gaskets, etc.), securing loose screws or bolts, painting. Responds willingly to varied work assignments and to flexible working hours to facilitate meeting desired results. Responds to internal and external requests for service promptly, efficiently, and effectively. Communicates building operation and maintenance needs in a professional manner. Keeps the Facilities Maintenance Supervisor informed of important developments and work in progress. Conducts other duties as assigned. SUPERVISORY RESPONSIBILITIES None QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill; and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma (or GED). 6-12 months custodial experience. LANGUAGE SKILLS Ability to speak, read and understand all instructions and documents related to performance of this position, i.e.: safety rules, operating and maintenance instructions, and procedure manuals. Ability to interact effectively with co-workers and the general public when performing this position. Ability to review and record records. Ability to read and send electronic communication using a computer, and use of a telephone voice mail system. MATHEMATICAL SKILLS Addition, subtraction, multiplication. REASONING ABILITY Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. , Thorough knowledge of the occupational hazards involved and the safety precautions necessary to the safe conduct of work and equipment. Ability to make decisions recognizing established precedence and practices and to use resourcefulness and tact in meeting new problems. CERTIFICATES, LICENSES, REGISTRATIONS Valid Class D Minnesota Drivers License. OTHER SKILLS AND ABILITIES Ability to operate cleaning equipment and small tools. Ability to work independently without direct on-site supervision, make on-site decisions related to task assignments, and work cooperatively with co-workers. Knowledge of the materials, methods, techniques, tools and equipment used in cleaning and maintaining buildings. Ability to work overtime when assigned. Ability to work various shifts and schedules when required and assigned, including evenings and weekends. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms, and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee generally works indoors, but will occasionally work in outside weather. The employee is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, heights (ladder), and risk of electrical shock. The noise level in the work environment is usually moderate.