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HomeMy WebLinkAboutR-2019-118 First Amendment to Agreement with Town and Country Building Services for Janitorial Services RESOLUTION NO. R-2019-118 A RESOLUTION APPROVING THE FIRST AMENDMENT TO THE AGREEMENT BETWEEN THE CITY AND TOWN AND COUNTRY BUILDING SERVICES FOR JANITORIAL SERVICES BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS: THAT the First Amendment to the Agreement between the City and Town and Country Building Services, attached hereto and incorporated herein, is hereby approved, and the Mayor is authorized to execute the same on behalf of the City; and FURTHER THAT the Mayor, City Administrator and all other required city officials are authorized to execute any other additional documents or take such other actions as are necessary, incidental or expedient to carry out the intent of the First Amendment and the authority granted herein. AASSED AND.ADOPTED by the.Board of Aldermen of the City of Riverside, Missouri, the . day.of a�) --J,,, ,2019. I Kathleen I Rose, M yor r L. ti ;ATT.ES- •����'��'±!tJ`(rte •`_ •Q \ - y KI;h"},c ,,City C Robir��Kina�a; City RESOLUTION NO. R-2019-118 EXHIBIT A FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT TO AGREEMENT, is made and entered into this day of 2019, (the "Effective Date") by Town and Country Building Services (hereinafter "Contractor") and the City of Riverside, Missouri (hereinafter"City"). City and Contractor agree as follows: SECTION 1. This First Amendment is hereby made a part of the Agreement ("Agreement") between the parties dated April 16, 2019, modifying as noted herein. All other terms and conditions of the Agreement remain unchanged. SECTION 2. The purpose of this First Amendment is to document additional services to be provided by the Contractor beyond those in the Agreement, and accordingly, additional fees to be paid. by the City. SECTION 3. The additional Project Services for Janitorial Services to be performed by Contractor, attached hereto, are hereby incorporated into the original Agreement as if fully set forth in full. SECTION 4. The City agrees to pay the monthly amount of$1,530.00 to Contractor for performance of the additional Project Services as contained in Section 3 herein. This additional amount is payable upon invoice provided that this Agreement has not been terminated. IN WITNESS WHEREOF, the Contractor and the City have executed this Agreement as of the Effective Date. TOWN & C Lit+TRY UILDING S VICES: NAME: DATE: /.0 CITY OF RIVERSIDE, MISSOURI: 4 '4. KA HLEEN L. ROSE, MAYOR ATTEST: .444.41, ROBIN KINCAlp CITY CLERK RESOLUTION NO. R-2019-118 RESOLUTION NO. R-2019-118 TOWN & COUNTRY BUILDING SERVICES: BY: NAME: TITLE: DATE: CITY OF RIVERSIDE, MISSOURI: KATHLEEN L. ROSE, MAYOR DATE: 3 ao7 "ATTEST: ROBIN KIN.CAID, CITY CLERK Town & Cou1i 0 ntry Building Services PROPOSAL FOR JANITORIAL SERVICES PREPARED FOR RIVERSIDE CITY HALL 2950 NW VIVION ROAD RIVERSIDE MISSOURI JULY 12, 2019 Prepared By: Vickie Herron Town&Country Building Services 1828 Swift Suite 300, North Kansas City, MO 64116 816.421.2525 vherrontcbuildir; , :rvices cc. www.townandcountrybuidli ngservices.coni OVERVIEW Thank you for providing Town & Country with the opportunity to become your building services company. Once we obtain your account, it is our objective to keep it on a permanent basis. Many of our customers have been loyal to us for decades because we take care of them like family. About Us O TRUSTWORTHY Town & Country Building Services is one of the premier commercial janitorial services in the Kansas City metro DEPENDABLE area. We have provided consistent quality service at competitive prices for over 40 years. Our management staff is available 24/7 and we are unmatched in our AFFORDABLE commitment to providing quick response and turnaround to customer's needs. OKNOWLEDGEABLE The Question That You Can't Afford Not To Ask Before choosing a cleaning services provider, be sure O RESPONSIVE you know how they answer to this question—"If I am unhappy with the services that you provide, what are O FAIR the exact steps that I need to take in order to end our business relationship?" Chances are you will be shocked by some of the responses that you receive to that question. We often speak to customers who would like to change cleaning service providers, but they are locked into multi-year, iron-clad contracts. They are stuck paying for a mediocre service that they can't cancel. Don't let that happen to you. Find a cleaning company that has an incentive to keep you happy. What Sets Us Apart ki P Town & Country will not lock you into a multi-year u contract with virtually no way out. As you can see in k: ; our proposed contract, we ask only for a 3-month commitment from you. After that initial time period, you xF; can cancel with just 30 days' written notice. We earn h your business at every cleaning, every month of every year that you continue to allow us to be your cleaning services provider. - �w Page 2 1111312019 w PROPOSAL/CONTRACT DETAILS This agreement is between Town&Country Building Services(hereinafter called `Town&Country"and Riverside City Hall(hereinafter called"Customer").Town&Country agrees to perform all services outlined in the"Guidelines for Service"section of this proposal document. It is understood that this agreement is to become effective on (( *ether and shall remain in effect for a period of three months,thereafter continuing on a month-to-month basi urty gives the other party thirty(30) days advance written notice. In the absence of such notice,customer specifically agrees to pay an additional charge equal to one month's billing. Services will be performed on the frequency indicated below and Customer agrees to pay Town&Country the fee of$1,250.00 per month for said service. This price is guaranteed for a period of one year from the creation date shown on the first page of this document. The monthly billing is payable upon receipt of our invoice and payment is due at our office in thirty(30)days. If payment is not received by the due date,the account shall be subject to late fees and interest up to the maximum amount allowed by law. Customer agrees to pay Town&Country all legal costs, attorney fees,collection costs, and late fees arising from the enforcement of this agreement. Personnel providing services to the customer under this contract will not be employed or contracted with, either directly or indirectly, by the customer for a period of one year after termination of this agreement. Areas to be cleaned five times each week(Monday-Friday) Entrance and Lobby Areas Administration Offices Administration Hallways Public&Administration Restrooms Breakroom Conference Room Reception Area and Office Areas to be cleaned one time each week(Wednesday) Courtroom Consultation Rooms Holding Cells Judicial Restrooms Judicial Hallways Alderman Room Stairs Judicial Offices L--- i TOWN & COUNTRY BUILDING SERVICES CUSTOMER: Riverside City Hall a dba of Tr nscend ervices LL By: By: Date: -H-_ Date: 1 Q.t- Page 3 11/1312019 GUIDELINES FOR SERVICE Unless specified elsewhere, the following are the general guidelines for the regularly-scheduled cleaning services that we provide.- Service Frequency Desks,file cabinets,copy machines,bookshelves and tables dusted Each cleaning All trash containers emptied and trash taken to designated area Each cleaning Trash can liners replaced Each cleaning All carpets,mats and rugs vacuumed Each cleaning Tile and other hard flooring thoroughly swept and mopped Each cleaning I Fingerprints and spots removed from glass,light switches,doors and walls ! Each cleaning Break room tables and countertops damp-wiped Each cleaning Microwave inside wiped down Each cleaning Front faces of all appliances damp-wiped i Each cleaning j Restroom toilets,urinals,sinks,floors and mirrors cleaned and sanitized Each cleaning Drinking fountains cleaned,sanitized and polished Each cleaning Soap dispensers cleaned,sanitized and refilled Each cleaning Window sills dusted Weekly Telephones sanitized Weekly Hard-surface chairs damp-wiped Weekly Legs of chairs,tables and desks dusted Monthly Baseboards,ledges and vents dusted Monthly High dusting of ledges,shelves and door frames Monthly Blinds dusted Monthly fi Upholstered furniture vacuumed Monthly Partition glass thoroughly cleaned Quarterly Page 4 11/13/2019 Town & Country Building Services PROPOSAL FOR JANITORIAL SERVICES PREPARED FOR CITY OF RIVERSIDE PUBLIC WORKS 4200 NW RIVERSIDE STREET NOVEMBER 7, 2019 Prepared By:Vickie Herron Town&Country Building Services 1828 Swift Suite 300, North Kansas City, MO 64116 816.421.2525 vherron(c�tcbuildinoservices www.towriandcguntabuidlingservices.co OVERVIEW Thank you for providing Town & Country with the opportunity to become your building services company. Once we obtain your account, it is our objective to keep it on a permanent basis. Many of our customers have been loyal to us for decades because we take care of them like family. About Us TRUSTWORTHY Town & Country Building Services is one of the premier commercial janitorial services in the Kansas City metro area. We have provided consistent quality service at r� DEPENDABLE competitive prices for over 40 years. Our management '' staff is available 2417 and we are unmatched in our AFFORDABLE commitment to providing quick response and turnaround to customer's needs. KNOWLEDGEABLE The Question That You Can't Afford Not To Ask Before choosing a cleaning services provider, be sure r� RESPONSIVE you know how they answer to this question —"If 1 am unhappy with the services that you provide, what are FAIR the exact steps that I need to take in order to end our business relationship?" Chances are you will be shocked by some of the responses that you receive to that question. We often speak to customers who would like to change cleaning service providers, but they are locked into multi-year, iron-clad contracts. They are stuck paying for a mediocre service that they can't cancel. Don't let that happen to you. Find a cleaning company that has an incentive to keep you happy. What Sets Us Apart i Town & Country will not lock you into a multi-year contract with virtually no way out. As you can see in our proposed contract, we ask only for a 3-month commitment from you. After that initial time period. you can cancel with just 30 days' written notice. We earn your business at every cleaning, every month of every year that you continue to allow us to be your cleaning services provider. Page 2 11/13/2019 PROPOSAL/CONTRACT DETAILS This agreement is between Town&Country Building Services (hereinaft r called"Town &Country"and City of Riverside—Public Works (hereinafter called"Customer").Town& Country agrees to perform all services outlined in the"Guidelines for Service"section of this proposal document. It is understood that this agreement is to become effective on and shall remain in effect for a period of three months,thereafter continuing on a month-to-month bas un I either party gives the other party thirty(30) days advance written notice. In the absence of such notice, customer sp cifically agrees to pay an additional charge equal to one month's billing. Services will be performed one time per week and Customer agrees to pay Town& Country the fee of$220.00 per month for said service. This price is guaranteed for a period of one year fr m the creation date shown on the first page of this document. The monthly billing is payable upon receipt of our invoice and payment is Jue at our office in thirty(30)days. If payment is not received by the due date,the account shall be subject to Iz to fees and interest up to the maximum amount allowed by law. Customer agrees to pay Town& Country all legal costs,attorney fees, collection costs, and late fees arising from the enforcement of this agreement. Personnel providing services to the customer under this contract will not employed or contracted with,either directly or indirectly, by the customer for a period of one year after terming on of this agreement. Areas to be cleaned each visit Restroom Breakroom Hallway Two Offices Front Entrance Specialized services that we offer.These are scheduled on a requestbasis and are invoiced separately. Strip&Wax Vinyl Composite Floors . . . .$150.00 TOWN COUNTRY BUILD NG SERVICES CUSTOM R: Riverside— Public Works a dba of T an end rvices LLC By ,/ By. Date: GY Date: ,,C-. Page 3 11/13/2019 i GUIDELINES FOR SERVICE Unless specified elsewhere, the following are the general gL idelines for the regularly-scheduled cleaning services that we provide. Service Frequency I Desks, file cabinets, copy machines, bookshelves and tables dusted Each cleaning All trash containers emptied and trash taken to designated area Each cleaning Trash can liners replaced Each cleaning All carpets,mats and rugs vacuumed Each cleaning Tile and other hard flooring thoroughly swept and mopped Each cleaning Fingerprints and spots removed from glass,light switches,doors and wi ills Each cleaning Break room tables and countertops damp-wiped Each cleaning Microwave inside wiped down Each cleaning I Front faces of all appliances damp-wiped Each cleaning ' Restroom toilets,urinals,sinks,floors and mirrors cleaned and sanitized Each cleaning i Drinking fountains cleaned,sanitized and polished Each cleaning ----- Soap dispensers cleaned,sanitized and refilled Each cleaning Window sills dusted Weekly Telephones sanitized - Weekly Hard-surface chairs damp-wiped Weekly Legs of chairs,tables and desks dusted Monthly Baseboards,ledges and vents dusted Monthly High dusting of ledges,shelves and door frames Monthly Blinds dusted --- Monthly Upholstered furniture vacuumed Monthly Partition glass thoroughly cleaned Quarterly Page 4 11/13/2019 Robin Kincaid From: Vickie Herron <vherron@tcbuildingservices.com> Sent: Friday, November 22_2019 1:08 PM To: Noel Challis Cc: Robin Kincaid Subject: Fitness Room Cleaning Follow Up Flag: Follow up Flag Status: Flagged x This is an EXTERNAL entail. Please exercise caution. DO NOT open attachments or click links from unknovvn senders or in an unexpected email. Noel, I sincerely apologize for the amount of time that it's taken to get back to you. Estella had issues receiving text messages from me. She will be able to clean the fitness room floor each week, and we would charge an additional $60/month. My guess is that you will want this added to the Public Safety invoice, which is currently$1,375 per month. Also,the Concentrate 117 cleaner that you have should be fine, as it is a Neutral pH, and the documents on flooring state that any cleaner used needs to have a neutral pH. Please let me know when you want Estella to start cleaning this floor, or if you have any additional questions or concerns. Best regards, t1lete, 11&-"zt Managing Director Town&Country Building Services 816,421.2525 Town & Country Building Services -7I BBB /� [ctn6stJ 6..w• 1 •I ,RESOLUTION NO. R-2019-037 i A RESOLUTION EXTENDING THE CITY OF RIVERSIDE JANITORIAL SERVICES TO TOWN & COUNTRY BUILDING SERVICES AND APPROVING EXECUTION OF A CONTRACT FOR 2019-2020 IN CONNECTION WITH THE PROVISION OF SUCH SERVICES IN AN AMOUNT NOT TO EXCEED $24,360 WHEREAS, pursuant to Resolution R-2016-009 the City approved a contract with Town and Country Building Services for janitorial services for the Community Center and Public Safety facilities, including daily, weekly, monthly, and annual cleaning services detailed; and WHEREAS, pursuant to Resolution R-2016-009 the City approved the contract with Town and Country Building Services for a one (1) year term, in an amount not to exceed $27,300 annually; and WHEREAS, pursuant to Resolution R-2016-009 such contract provides for the ability to extend such contract for four (4) additional one year terms; and WHEREAS, the 2017-2018 renewal reflected a contract price adjustment of -$2,940.00 (= $245.00 per month) for decreased services in the Fire Department; and WHEREAS, the Board of Aldermen find it is in the best interest of the City to extend such contract for July 1, 2019 thru June 30, 2020 as set forth herein, authorizing and approving an extension of the contract with Town & Country Building Services to perform such services for the Riverside Community Center and Public Safety Facilities, in an amount not to exceed .$24,360. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS: THAT the contract between Town & Country Building 'Services for.janitorial services of the Community Center and Public Safety Facilities be extended for July 1, 2019 thru June 30, 2020, a one (1) year term, with the option to renew for up to one (1) additional one year term, in the revised annual amount of$24,360.00, and furthermore, that the contract be accepted and approved; and FURTHER THAT the City Administrator, Mayor and ;other appropriate City officials are hereby authorized to execute a contract in substantially the same form as attached hereto in Exhibit. A, along with all other documents necessary to carry out the terms and conditions of the contract and the City Clerk is authorized to attest thereto. PASSED AND ADOPTED by the Board of Aldermen of the City of Riverside,.Missouri, the ,l day'of April 2019.. 0 rKathleen L. Rose AiTTEST d i Robin Kiri�aid Cily Clerk RESOLUTION NO. R-2019-037 EXHIBIT A AGREEMENT THIS AGREEMENT; made and entered into this 11;4— day of . 2019, (the "Effective Date") by Town and Country Building Services (hereinafter "Contra tor") and the City of Riverside, Missouri (hereinafter"City"). City and Contractor agree as follows: SECTION-1. Term of Agreement. This Agreement shallbegin'as of July 1, 2019 and shall continue until June 30, 2020, with the option to be renewed for up to one (1) additional, one (1) year period upon mutually agreeable terms for 2021. :SECTION Z..Scope of Services: The Contractor shall provide the Project Services described in and subject to the conditions contained in the Request for Proposals for the City of Riverside Janitorial Services, hereby incorporated by this reference into this Agreement as if set forth in full. The Contractor will hire, train, supervise, direct the work of, and discharge all personnel engaged by them to perform the Project Services. The Contractor is solely responsible for payment of wages, salaries, fringe benefits and other compensation of, or claimed by, the Contractor's personnel in the performance of the Project Services, including, without limitation, contributions to any employee benefit plans and all payroll taxes. Contractor shall be responsible to pay all costs for permits, licenses, fees and.insurance which may be required to perform the work required. 'SECTION :3.,. Payment. The parties agree that the total annualized cost for Project Services is $24,360.00, which shall be payable upon invoice in twelve monthly and equal installments provided that this Agreement has not been terminated as provided herein: SECTION 4.. Federal Work Authorization. Pursuant.to RSM0 285.530(1); by its sworn affidavit in substantially the form included in the bid documents and incorporated herein, Contractor hereby affirms its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. Furthermore, Contractor affirms that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. SECTION-5: -Insurance Requirements. A. General_Provisions. Contractorshall file (by July 1, 2019) with the City evidence of liability insurance that is consistent with the amounts and endorsements set forth below, and shall maintain such insurance until this contract is terminated. B. Limits and Coverage.. 1. Commercial General:Liability Insurance' Commercial General Liability Coverage in an agI regate amount of not less than $2,000,000 for all claims arising out of a single accident or occurrence and $500,000 for any one person in a single accident of occurrence. a. The following endorsements shall attach to the policy: (i) The policy shall cover personal injury as well as bodily injury: (ii) The policy shall cover blanket contractual liability subject to the standard universal exclusions of contractual liability included in the carrier's standard endorsement as to bodily 'injuries, personal injuries and property damage. (iii) Broad form property damage liability shall be afforded.. RESOLUTION NO. R-2019-037 (iv) The City shall be listed as an additional insured, (v) The City shall be notified in writing at least 30 days prior to cancellation of the policy. 2. Workers' Compensation. Insurance: The Contractor shall obtain and maintain Workers' Compensation Insurance for a limit of$1,000,000 for all of their respective employees, and in case any work is sublet, the Contractor shall require any subcontractors to provide Workers' Compensation insurance for all subcontractors' employees, in compliance with Missouri law. The Contractor hereby indemnifies the City for any damage resulting to it from failure of either the Contractor or any contractor or subcontractor to obtain and maintain such insurance. SECTION 6. General Conditions A. General lndependent Contractor Clause. This agreement does not create an employee/employer relationship between the parties. It is the parties' intention that the Contractor will be an .independent contractor and not the City's employee for all purposes, including, but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, Missouri Revenue and Taxation laws, Missouri Workers'Compensation and Unemployment Insurance laws. B. Termination. The City shall have the right at any time by written notice to Contractor to terminate and cancel this contract, without cause, for the convenience of the City, and Contractor shall immediately stop work. In such event City shall not be liable to Contractor except for payment for actual work performed prior to such notice in an amount proportionate to the completed contract price. C. Sub-Contracts. The Contractor shall not execute an agreement with any sub-contractor to perform any work under this Agreement until Contractor has the written consent of the City, which may be granted in its sole discretion. D. Indemnity and Hold Harmless The Contractor shall defend, indemnify and save harmless the City; its elected or appointed officials, agents and employees (individual and/or official capacity) from and against any and all claims, liability, suits, damages, costs (including attorney fees), losses, outlays and expenses in any manner caused in whole or in part by Contractor and arising out of services performed by Contractor under this Agreement. E. Conflict of Interest. In accepting this contract, Contractor certifies that no member or officer of its firm or corporation is an officer or employee of the City, or any of its boards or agencies, and further that no officer or employee of the City has any financial interest, direct or indirect, in this contract. All provisions of RSMo. Section 105.450 et seq. shall not be violated. F. Assignment. The Contractor shall not assign in whole or in part any interest in this agreement, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the City. G. Nondiscrimination. The Contractor agrees in the performance of this agreement not to discriminate on the grounds or because of race, creed, color, national origin or ancestry, sex, religion, handicap, age, or political opinion or affiliation, against any employee of Contractor or applicant for employment. H. Nonresident/Foreign Contractors. The Contractor shall procure and maintain during the life of this contract: i) If the Contractor is a foreign corporation, a certificate of authority to transact business in the State of Missouri from the Secretary of State, unless exempt pursuant to the provisions of Section 351.570 R.S.Mo.; ii) A certificate from the Missouri Director of Revenue evidencing compliance with the transient employer financial assurance law, unless exempt pursuant to the provisions of Section 285.230 RSMo. RESOLUTION NO. R-2019-037 I: Notices: Any notice, approval or other communication between the City and the Contractor pursuant to this Agreement shall be made in writing and shall be deemed to be effective upon receipt or refusal of service and may be given by personal delivery, courier, reliable overnight delivery or deposit in the United States mail, postage prepaid, registered or certified, return receipt requested, to the address specified below or to such other address as may later be designated by written notice of the other party: The City: City of Riverside Attn: Robin Kincaid, City Clerk 2950 NW Vivion Road Riverside, Missouri 64150 Contractor: Town & Country Building Services Attn: Asher Phillips, Account Executive 1828 Swift#300 North Kansas City, Missouri 64118 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of the City and the Contractor. J. Entire:Agreement: This agreement contains the entire agreement of the parties. No modification, amendment, or waiver of any of the provisions of this agreement shall be effective unless in writing specifically referring hereto, and signed by both parties. K. Jurisdiction. This agreement and every question arising hereunder shall be construed or determined according to the laws of the State of Missouri. Should any part of this agreement be adjudicated, venue shall be proper only in the Circuit Court of Platte County, Missouri. L. Compliance-with All Laws. Contractor shall comply with all applicable federal, state, local, and Other governmental laws, ordinances, statutes, rules, regulations. Contractor shall secure all permits from public and private sources necessary for performance of the Project Services. IN WITNESS WHEREOF, the Contractor and the City have executed this Agreement as of the Effective Date. CONTRACTOR: TOWN & COUNTRY BUILDING SERVICES BY: OPV` Uw NAME: .. VQX.fC�Y` TITLE: _ Gy m.Q f/\A DATE: RESOLUTION NO. R-2019-037 CITY OF RIVERSIDE, MISSOURI: KAT. LEEN L. ROSE, MAYOR DATE: ATTEST: ROBIN KINCAID,CITY CLERK f