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CITY OF COOS BAY CITY COUNCIL
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| | | | | | | | | | | | MEETING DATE
July 5, 2022 | AGENDA ITEM NUMBER
8. |
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| | | | | | | | | | TO:
| Mayor Benetti and City Councilors
| | | | FROM:
| Jim Hossley, Public Works and Community Development Director
| | | | THROUGH:
| Rodger Craddock, City Manager
| | | | ISSUE: | Consideration to Award Janitorial Services Contract | |
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| | | | | | | | | | SUMMARY:
The City has been contracting with Bay Are Enterprises (BAE) for janitorial services since 2011. The current contract is expired and staff is seeking Council authorization to award a new janitorial services contract to BAE. | |
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| | | | | | | | | | ACTION REQUESTED:
If it pleases Council, award the four-year contract for janitorial services to Bay Area Enterprises. | |
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| | | | | | | | | | BACKGROUND:
The City currently contracts with Bay Area Enterprise (BAE) for janitorial service for city hall, Visitor Information Center, library, water quality treatment plant offices, and the city maintenance shops. The current 2-year contract is expired. BAE is a nonprofit organization, therefore under ORS 279C.335 (1) (a) 279C.335 Competitive Bidding; Exceptions; Exemptions. (1) All public improvement contracts shall be based upon competitive bids except: (a) Contracts made with qualified nonprofit agencies providing employment opportunities for individuals with disabilities under ORS 279.835. BAE has typically provided good service to the city. Over the last year the quality of service had slipped, mostly due to the challenge BAE had in retaining employees. Over the last two months, BAE management and staff have worked closely with city staff to improve delivery of service and accountability. Thus, staff is recommending continuing with BAE and awarding the service contract.
The term of the proposed contract is four years with an option to extend for one year. BAE shall have the option to request an amendment to increase billing rates due to increase costs and wages every two years. BAE services City Hall five days a week, the VIC six days per week, the city shops three days a week, the library seven days per week, and the treatment plants one day a week. | |
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| | | | | | | | | | BUDGET IMPLICATIONS:
The annual cost for the expiring janitorial services contract for the six locations is $112,521.09. After back-and-forth negotiations between city and BAE staff, the new contract annual cost will be $140,792.44 ($563.169.76 over the 4-year life of the contract). Labor and material costs have increased significantly since approval of the expiring contract. Additional services are $38.26/hour per person. Emergency services are $79.09/hour per person.
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