Date: 5/21/2008
To: Dave Corliss
Cc: Steve Bennett, Jonathan Douglass, Alan Landis
From: Dale Seele
RE: Community Health Facility Janitorial bid
Nelson Property Management has offered a bid of $41,000.09 per year ($3,416.67 mo.) to supply janitorial services for the Community Health Facility. After review of all bids it is recommended that Nelson Property Management be awarded the contract for Community Health Facility Janitorial (see attached bid memo).
On April 15th, Dave Corliss, Jonathan Douglass and I met with the Health Facility agency directors to discuss concerns with proposed services as well as tour the facility. Discussed was the possibility of maintaining the current level of service as well as a lesser level of service.
Bid packages were sent out and asked for two bids, bid A) was for the current level of service and bid B) was for a revised level of service. Bid B was chosen with the belief that we would still provide an acceptable level of service to meet the needs of the agencies within the building yet still be fiscally responsible with our budget. Some of the changes that are called for in the selected package are
· All vinyl tile floors will be reduced to strip and wax annually and buffed quarterly (currently strip and wax is done twice a year and buffed monthly).
· Ceramic tile flooring will be machine scrubbed once per week (currently machine scrubbing is performed daily).
· Carpeting in administrative offices will be cleaned annually (currently twice per year), clinical offices shall remain at twice per year, heavier traffic areas will reduce from monthly cleaning to quarterly.
Other changes include; Reduction in vacuuming to twice weekly in reception/hallway areas, weekly in offices and meeting rooms (spot vacuuming will be done daily as needed). Sweeping and mopping of most tile floors from daily to weekly (spot sweep and mop daily as needed). Upholstery cleaning of agency chairs from annually to spot clean annually. Eliminate all cleaning in offices with the exception of trash receptacles being emptied from daily to “when full”. Dusting and cleaning of horizontal surfaces will be weekly and monthly as opposed to daily and weekly.
Areas not seeing any changes due to sanitary reasons are restrooms throughout the building and Health Department exam rooms.
There are other smaller changes that should be less noticeable to the agencies and public that will hopefully bring down costs as well.
ACTION: Award bid for janitorial services at the Community Health Facility to Nelson Property Management for $41,000.09 per year ($3,416.67 per month).