Item C09BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
August 15, 2012
Division:
County Administrator
Bulk Item:
Yes
Department:
Airports
Staff Contact Person/Phone #: Peter Horton, 809-5200
AGENDA ITEM WORDING: Approval of a Renewal Agreement with Jayne's Cleaning Services to
provide Janitorial Services at the Key West International Airport.
ITEM BACKGROUND: The original contract with Jayne's Cleaning Services included the option to renew
the agreement for three additional one-year periods. Both parties agreed to exercise the option to renew the
lease for the second renewal option.
PREVIOUS RELEVANT BOCC ACTION: July 21, 2010 — approval to award bid and execute original
contract; July 20, 2011 — approval to continue contract until renewal agreement could be drafted; August 17,
2012 — approval of first renewal agreement.
CONTRACT/AGREEMENT CHANGES: Renews the contract from August 17, 2012 through August 16,
2013, allows for the option to renew the contract for one additional one year period, allows for CPI increase,
and changes scope of work as per Exhibit A attached.
STAFF RECOMMENDATION: Approval
TOTAL COST: $291,328.80 INDIRECT COST: NA BUDGETED: yes
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: None
COST TO AIRPORT: $291,328.80
COST TO PFC: None
REVENUE PRODUCING: Yes
SOURCE OF FUNDS: Airport Operating
No X AMOUNT PER YEAR: NA
APPROVED BY: County Attornej X OMB/Purchasing 1WRisk Managementi�1
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Jayne's Cleaning Services Effective Date: August 17, 2012
Expiration Date: August 16, 2013
Contract Purpose/Description: Janitorial Services for Key West International Airport
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: August 15, 2012 Agenda Deadline: July 31, 2012
Total Dollar Value of Contract: $291,328.80
Budgeted? Yes
Grant: No
County Match: NA
Estimated Ongoing Costs: n/a
(not included in dollar value above)
Date In
Airports Director
Risk Management
O.M.B./Purchasing
County Attorney
Comments:
CONTRACT COSTS
Current Year Portion: $39,217.36 est'd (7wks@$5,602.48)
Account Codes: 404-63001-530340
ADDITIONAL COSTS
For:
(eg. maintenance, utilities, janitorial, salaries,
CONTRACT REVIEW
Changes
Needed
Yes No
Reviewer
('a— �+
Peter Horton
for Risk Management
for
Date Out
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Jayne's Cleaning Services Effective Date: August 17, 2012
Expiration Date: August 16, 2013
Contract Purpose/Description: Janitorial Services for Key West International Airport
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: August 15, 2012 Agenda Deadline: July 31, 2012
Total Dollar Value of Contract: $291,328.80
Budgeted? Yes
Grant: No
County Match: NA
Estimated Ongoing Costs: n/a
(not included in dollar value above)
CONTRACT COSTS
Current Year Portion: $39,217.36 est'd (7wks@$5,602.48)
Account Codes: 404-63001-530340
ADDITIONAL COSTS
For:
(eg. maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date Out
Yes No
Airports Director _/_/_ ( ) ( )
�P er o on
Risk Management �//� ( ) (
or isk Management
O.M.B./Purchasing
for &MB J`
County Attorney
for County Attorney
Comments:
JANITORIAL SERVICES AMENDMENT AND
RENEWAL AGREEMENT
JAYNE'S CLEANING SERVICES
KWIA
THIS JANITORIAL SERVICES AMENDMENT AND RENEWAL agreement is
entered into this 15h day of August 2012, by and between Monroe County, a political
subdivision of the State of Florida, (hereafter "County"), whose address is 1100 Simonton
Street, Key West, Florida, 33040 and Jayne's Cleaning Services, a Florida Company
(hereafter Contractor), whose address is P.O. Box 431439, Big Pine Key, Florida 33043. The
parties hereto, for the considerations herein set forth, mutually agree as follows:
WHEREAS, on the 21 st day of July, 2010, the parties entered into a Contract For
Janitorial Services at Key West International Airport, hereafter original agreement; and
WHEREAS, when the term of the original agreement expired on July 31, 2011 the
parties renewed the original agreement an additional 1 year and the renewal term ends on
August 16, 2012; and
WHEREAS, the parties desire to amend and renew the original agreement
WHEREAS, the Janitorial Services Agreement has been mutually beneficial to both
parties; now, therefore,
IN CONSIDERATION of the mutual promises and covenants set forth below, the parties
agree as follows:
1. Paragraph 1 of the original agreement is amended to read;
1. SCOPE OF WORK. The Contractor shall provide janitorial services at the
Key West International Airport including; providing all necessary
equipment required in the performance of same, providing all necessary
cleaning supplies and paper products, and performing all of the work
described in Exhibit A - Revised July 2012, attached hereto and
incorporated as part of this document. The Contractor shall insure all
exterior doors are locked upon their departure after business hours.
2. Paragraph 2 of the original agreement is amended to read:
2. CONTRACT SUM. The County shall pay the Contractor for the faithful
performance of said service on a per week in arrears basis in each of
twelve (12) months during the term of the Contract. The Contractor shall
invoice KWIA weekly for Janitorial services performed under the
Specifications contained herein. The Contract amount shall be
$291,328.80 per year or $24,277.40 per month ($5,602.48 per week).
Contractor shall submit to County invoices with supporting
documentation acceptable to the Clerk, on a weekly schedule in arrears.
Acceptability to the Clerk is based on generally accepted accounting
principles and such laws, rules and regulations as may govern the Clerk's
disbursal of funds. County's performance and obligation to pay under this
agreement, is contingent upon annual appropriation by the Board of
County Commissioners.
Paragraph 4 a) of the original agreement is amended to read:
4. TERM OF CONTRACT/RENEWAL.
a) This Contract shall be for a period of one year commencing on
August 17, 2012 and terminating on August 16, 2013.
b) The parties shall have the option to renew this agreement after the
first year, for (1) one additional (1) one year period. The contract amount
agreed to herein may be adjusted annually, on the renewal date of each
year, by a percentage equal to the percentage increase in the CPI for
urban consumers for the preceding calendar year.
c) Should additional service be required at KWIA on a permanent
basis, the additional specific tasks, and costs for these tasks, will be
mutually agreed upon in writing, and approved by the Airport Manager
and by the Contractor.
4. Except as set forth in paragraphs one, two and three of this Janitorial Services
Amendment and Renewal Agreement, in all other respects, the terms and conditions of the
original agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and
year first above written.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE OF MONROE COUNTY, FLORIDA
Deputy Clerk
Witnesses:
Mayor David Rice
JAYNE'S CLEANING SERVICES
Print Name/Title
ExmisrrA
JANTTORIAI, SERVICES -KEY WEST INTERNATIONAL AIRPORT
REVISED JULY, 2012
SCOPE OF WORK:
I. INSIDE
TERMINAL - Check restrooms once (1) hourly during non peak flight times (7:00-
11:00 A.M. and 3:00-7:00 P.M.) and clean as needed. Check and clean restrooms
every thirty (30) minutes during peak flight times (11:00 A.M: 2:30 P.M.). Empty
and clean all trashcans as necessary and remove trash to the dumpster immediately.
Sweep daily and spot clean floor smudges as needed. Mop and buff floors every
other night. Strip and wax floors once (1) per month or as requested.
AERLINE AREA- Check and clean bag scale and bag belt once (1) daily. Empty
and clean all trashcans as necessary and remove trash to the dumpster immediately.
Dust behind ticket counters and vacuum hallways twice (2) weekly. Shampoo carpet
six (6) times per year, every two (2) months. Clean offices two (2) times per year or
as requested.
ARRIVAL AREA - Check restrooms once (1) hourly during non peak flight times
(7:00-11:00 A.M. and 3:00-7:00 P.M.) and clean as needed. Check and clean
restrooms every thirty (30) minutes during peak flight times (11:00 A.M: 2:30 P.M.).
Check and clean area four (4) times daily, twice (2) in the A.M. and twice (2) in the
P.M. Empty and clean trashcans and remove trash to the dumpster immediately.
Vacuum twice (2) daily, including behind the Rental Car Counters. Disinfect seating
and seating bases, dust ledges and counters once (1) during the P.M. Shampoo carpet
once (1) every two (2) weeks, spot clean as needed.
"After remodel, maintain floors in the same manner as terminal floors.
DEPARTURE AREA - Check restrooms once (1) hourly during non peak flight
times (7:00-11:00 A.M. and 3:00-7:00 P.M.) and clean as needed. Check and clean
restrooms every thirty (30) minutes during peak flight times (11:00 A.M.- 2:30 P.M.).
Check and clean area four (4) times daily, twice (2) in the A.M. and twice (2) in the
P.M. Empty and clean trashcans and remove trash to the dumpster immediately.
Vacuum twice (2) daily. Disinfect seating and seating bases, dust ledges and counters
once (1) during the P.M. Shampoo carpet once (1) every two (2) weeks, spot clean as
needed.
ADMINISTRATIVE OFFICES (Upstairs) - Clean restrooms once (1) daily after
5:00 P.M. Sweep and mop stairwell leading to Administrative Offices, clean, dust
and vacuum each office and hallway, empty and clean trashcans and remove all trash
to the dumpster on Tuesday and Friday after 5:00 P.M. Check and clean windows,
window sills and dust blinds as needed.
OPERATIONS AREAMILOT'S RESTROOMS - Clean restrooms twice (2) in the
A.M. and twice (2) in the P.M.
OPERATIONS OFFICE HALLWAY - Sweep and mop on Monday, Wednesday
and Friday.
ELEVATORS - Clean walls, doors, door track and vacuum twice (2) daily.
Shampoo carpet once (1) monthly, spot clean as needed.
ESCALATORS/STAIRS - Clean top and bottom landing area of escalators and
stairs two (2) times weekly. Clean handrails and railings.
GLASS DOORSITRACI M WINDOWS/WINDOW SILLS (Includine passenger
bride)- Check and clean as needed; a minimum of two (2) times per week.
BAGGAGE BRIDGE AND STAIRWELL - Sweep and buff the bridge, sweep and
mop stairs, clean handrails and doors once (1) per month. Clean interior windows as
needed.
RESTROOM GROUT - Deep clean four (4) times per year, once every three (3)
months.
II. OUTSIDE
TERMINAL AND ARRIVAL AREA - Pick up litter, remove gum, sweep, wipe off
benches, empty ashtrays, empty and clean trash cans and remove all trash to dumpster
at least two (2) times in the A.M. and two (2) times in the P.M., four (4) times per
day. Wash down sidewalks and curbs three (3) times per week, in the P.M.
VCB BUILDING, RESTAURANT, EAST/WEST END OF TERMINAL
BUILDING WINDOWS - Clean exterior windows twice (2) per year or as needed.
CUSTOMS, BORDER PROTECTION BUILDING & SHERIFF'S OFFICES -
Clean restrooms, interior of building, empty and clean trashcans and remove all trash
to the dumpster on Tuesday and Friday, during business hours. Check and clean
windows, window sills and dust blinds as needed.
GREYHOUND BUS STATION - Empty and clean trash cans and remove trash to
the dumpster immediately two (2) times daily, once (1) in the A.M. and once (1) in
the P.M. Clean restrooms and maintain area on Tuesday and Friday.
III. Weekly inspections to be made by contractor.
IV. All cleaning products and paper products (paper towels, toilet paper, etc. ) will be
furnished by the contractor.