Contract Cleaning Service for Mini-BusesTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contract Cleaning Service for Mini -Bus Cleaning
DATE: July 15, 2010
Dubuque
hail
AA•AmmicaCAU
11111,
2007
Economic Development Director Dave Heiar is recommending City Council approval to
contract with Dubuque Janitorial to provide once weekly cleaning of 10 mini -buses at an
annual cost of $6,540.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
David Heiar, Economic Development Director
Michael C. Van Milligen
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: David Heiar, Economic Development Director
DATE: July 15, 2010
SUBJECT: Contract Cleaning Service for Mini -Bus Cleaning
Dubuque
bitill
All-kneda City
11111
2007
BACKGROUND
In FY07 custodial service was removed from the Keyline budget. The custodial service included
cleaning the Keyline facility as well as the mini - buses. Since that time, the mini -bus drivers
have been expected to clean and service their own vehicles. With limited time before and after
their routes, the mini -buses are not getting cleaned regularly or consistently. The mini -buses
transport many clients with health issues and the mini -bus drivers have expressed concerns
about the health and safety of the mini -buses due to the lack of cleanliness.
DISCUSSION
In previous improvement level packages a part -time service worker for the mini -bus operation
was recommended for approximately $29,000 per year. Rather than hiring additional staff,
ECIA is recommending contracting with a local cleaning company to clean the mini -buses on
Saturday afternoons after the fleet is back in from their Saturday routes. Total monthly cost for
Dubuque Janitorial to do a once a week cleaning of 10 mini -buses is $545.00 or $6,540.00
annually. Two additional bids were solicited and received for this service, one from
ServiceMaster for $20,417.28 per year and another bid from KANNDO for $11,199.76 per year.
BUDGET IMPACT
The budget impact would be $6,540.00 annually. This is a nominal fee for the investment in the
health and safety of the clients and the operators as well as the preserving the longevity of the
fleet. Based on a review of the FY'10 budget thru May 31, 2010 with Budget Director Jenny
Larson, several areas of savings for FY10 have been identified and will be carried into FY'11.
RECOMMENDATION / ACTION STEP
I concur with the recommendation of ECIA, and request that the City Council authorize City staff
to negotiate a contract to provide weekly mini -bus cleaning services with Dubuque Janitorial as
described in the attached memorandum from Kelly Deutmeyer and further authorize the City
Manager to sign the contract.
Attachment
F: \USERS \Econ Dev \Transit \Council Memos\20100715 Council Memo Contract Cleaning - Mini bus.doc
EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
A Regional Response to Local Needs
TO: Michael C. Van Milligen, City Manager
Dave Heiar, Economic Development 'rector
FROM: Kelley Deutmeyer, Executive Director
DATE: July 7, 2010
SUBJECT: Contract cleaning service for mini -bus cleaning
7600 Commerce Park
Dubuque, IA 52002
Purpose
The purpose of this memo is to recommend that the City of Dubuque contract with a third party cleaning
service to provide weekly cleaning for the mini - buses.
Backaround
In FY07 custodial service was removed from the Keyline budget. The custodial service included
cleaning the Keyline facility as well as the mini - buses. Since that time, the mini -bus drivers have been
expected to clean and service their vehicles before or after work. The fixed route operators do not
clean their vehicles. A service worker cleans all fixed route vehicles every evening. With limited time
before and after their routes, the mini -buses are not getting cleaned regularly or consistently. The mini-
buses transport many clients with health issues. The mini -bus drivers have expressed concerns about
the health and safety of the mini -buses due to the lack of cleanliness.
Discussion
In previous improvement level packages a part-time service worker for the mini -bus operation was
recommended for approximately $29,000 per year. Rather than hiring additional staff, I am
recommending contracting with a local cleaning company to clean the mini -buses on Saturday
afternoons after the fleet is back in from their Saturday routes. Cleaning would include: sweeping and
scrubbing floors in 10 mini - buses; cleaning the windows inside and outside; wipe down guard rails;
vacuum seats and when soiled or stained, they will steam clean the seats using a Keyline provided
steam cleaner; wipe down dashboards; and will pick up and dispose of garbage on the 10 mini - buses.
Total monthly cost for Dubuque Janitorial to do a once a week cleaning of 10 mini -buses is $545.00 or
$6,540.00 annually. Two additional bids were solicited and received for this service, one from
ServiceMaster for $20,417.28 per year and another bid from KANNDO for $11,199.76 per year. ECIA
is a client of Dubuque Janitorial. They clean our 7600 Commerce park facility and have done an
excellent job.
Budaet Impact
The annual budget impact is $6,540.00 annually. This is a nominal fee for the investment in the health
and safety of the clients and the operators as well as the preserving the longevity of the fleet. Based on
a review of the FY'10 budget thru May 31, 2010 with the City Budget Office, several areas of savings
for FY10 have been identified and will be carried into FY'11. This includes the transfer of funding from
the East Dubuque operating account; operating with one less part-time dispatcher for most of the fiscal
year; and leaving three to four part-time driver positions open for at least six months of the fiscal year.
PHONE (563) 556 -4166 IOWA ONLY (800) 942 -4648 FAX (563) 556 -0348 E -MAIL ecia @ecia.org WEB SITE www.ecia.org
• Dubuque Metropolitan Area Transportation Study • Eastem Iowa Development Corporation •
• Eastern Iowa Regional Utility Services System • Eastern Iowa Regional Housing Authority • EGA Business Growth, Inc. •
• Region 1 Employment and Training • ECIA Regional Planning Affiliation • Region 8 Regional Transit Authority •
CC: Lisa Weinhold, Finance Director
Barbara Morck, Director of Transit
Action /Recommendation
I recommend contracting with Dubuque Janitorial to provide weekly mini -bus cleaning services on
Saturday afternoons for 10 mini -buses utilizing the several areas of savings from the FY'10 budget to
pay for the services in FY'11. In FY'12 the cleaning service will be included as part of the annual
operating budget.