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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.