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2970 To authorize the Mayor and Clerk to execute an agreement between the Town of Tillsonburg and Horizon Maintenance for the provision of janitorial services in the Town of Tillsonburg.CORPORATION OF THE TOWN OF TH.LSONBURG BY-LAW NO. 2970 BEING A BY-LAW TO AUTHORIZE THE MAYOR AND CLERK TO EXECUTE AN AGREEMENT BETWEEN THE TOWN OF TH,LSONBURG AND HORIZON MAINTENANCE FOR THE PROVISION OF JANITORIAL SERVICES IN THE TOWN OF TILLSONBURG. WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of entering into an agreement for janitorial services to be performed under the jurisdiction of the Town; AND WHEREAS the Council of the Corporation of the Town of Tillsonburg hereby accepts th proposal submitted by Horizon Maintenance for the provision of janitorial services in the Town of Tillsonburg; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk be and are hereby authorized to execute the Agreement attached hereto as Schedule "A" and forming part of this by-law between Horizon Maintenance and the Town of Tillsonburg for the provision of janitorial services. 2. THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME, AND FINALLY PASSED this 26* day of March, 2001. iLE Schedule "A" to By-law 2970 THIS AGREEMENT made in triplicate this 261h day of March, 2001 BETWEEN: HORIZON MAINTENANCE Hereinafter referred to as "the Contractor" OF THE FIRST PART -and- THE CORPORATION OF THE TOWN OF TILLSONBURG Hereinafter referred to as "the TOWN" OF THE SECOND PART WHEREAS the Town of Tillsonburg is desirous of entering into an Agreement for contracted janitorial services to be performed at municipal owned facilities, NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. The Contractor hereby convenants and agrees to perform janitorial services for municipal owned facilities in the Town of Tillsonburg. A listing of facilities to be serviced is attached hereto as Schedule `B". 2. The Contractor hereby convenants to perform janitorial services in accordance with the Service Provision Guideline attached hereto as Schedule "C". This schedule may be modified only upon mutual written agreement. 3. The Town hereby convenants to pay the agreed upon price as per Appendix "B" to the Contractor thirty (30) days from the receipt of invoice for services and continuing for the life of the Agreement. Invoices will be based on services provided the previous month. 4. a) The Contractor shall, during the entire term of this Agreement, provide and keep in force for the benefit of the Town, a comprehensive general liability insurance policy, including the Town as an additional insured, in an amount of not less than $2,000,000 providing coverages for and including bodily injury, death or property damage. b) The Contractor shall furnish to the Town, upon the execution of this Agreement, copies of the certificates of insurance, showing that it has complied with the provisions of Paragraph 4(a) including naming the Town as an additional insured. 5. The Contractor shall indemnify and save harmless the Town and their employees from all actions, suits, claims and demands whatsoever which may arise directly or indirectly by reason of a requirement of this Agreement, save and except from damage caused by the negligence of the Town or their employees. 6. The Contractor shall furnish to theTown, upon the execution of this Agreement, a Clearance Certificate issued by the Workplace Safety & Insurance Board which waives its rights under Section 11(3), R.S.O. 1990 of the Workers' Compensation Act to hold the Municipality liable for any liability of the Contractor for assessments and levies owing to the Workplace Safety & Compensation Board. .../ continued Janitorial Services Schedule "A" to By-law 2970 -2- 7. During the currency of this Agreement, either of the Parties shall have the right to call a meeting regarding any aspect of the Agreement which is unsatisfactory to one or both of the said Parties. If the Parties are unable to agree on any point arising out of this Agreement or the carrying into effect thereof, such differences shall be determined by arbitration. 8. This Agreement may be terminated by either of the Parties upon thirty (30) days written notice. Paragraphs 1 and 2 may be amended by mutual agreement of both Parties. 9. This Agreement shall enure and be binding upon the Parties hereto and their successors when attached to and confirmed by By-law of the Council of the Town and signing by the Contractor and shall not be assigned without the consent of both Parties. 10. This Agreement shall be effective from the date of execution up to and including March 31,2001. The Town reserves the right and the Contractor agrees to allow the Town the option of renewal for a further two (2) year term with all conditions contained herein in force. IN WITNESS WHEREOF THE CORPORATE SEAL OF THE TOWN IS HEREUNTO AFFIXED AND ATTESTED BY THE PROPER SIGNING OFFICERS THEREOF. AUTHORIZATION WITNESS AUTHORIZATION BY-LAW NO. 2970 Date -t THE C PO T N OF THE TOWN OF TILLSONBURG 3a e S Date CAO/Clerk Date TOWN OF TILLSONBURG Schedule "B" to By-law 2970 The following represents a listing of facilities to be serviced and the respective fees in accordance with Schedule "A " of By-law No. 2970: Fire Station — 80 Concession Street East, Tillsonburg - $250.00 (plus GST) per month 2. Police Station — 90 Concession Street East, Tillsonburg - $1,734.00 (plus GST) per month 3. Public Works Building — 20 Spruce Street, Tillsonburg - $200.00 (plus GST) per month TOWN OF TILLSONBURG Schedule "C" to By-law 2970 JANITORIAL SERVICES SPECIFICATIONS These specifications are designed to represent the desired frequency of services delivered, but are subject to specific site and weather conditions, with the fundamental criterion being that there be no visible soil on the Premises at the commencement of Normal Business Hours. 1. ENTRANCES, MAIN LOBBY AND HALLWAYS 1.1 NIGHTLY SERVICES 1.1.1 Non -carpeted flooring will be swept using a dust -preventative method, washed and spray -buffed. 1.1.2 Matting will be thoroughly vacuumed. 1.1.3 All lobby carpet will be vacuumed and spot -cleaned. 1.1.4 All entrance glass will be cleaned on both sides. 1.1.5 All metal doorframes will be wiped clean. 1.1.6. All finger marks and smudges will be removed from walls, table tops, reception desks, directory boards, and interior glazing. 1.1.7 All horizontal surfaces such as furniture, ledges, heating apparatus, and similar surfaces will be wiped. 1.1.8 Drinking fountains will be cleaned with a germicidal agent and polished. 1.1.9 All waste receptacles will be emptied and cleaned, pursuant to the provisions of Schedule "F". 1.1.10 Furniture will be brushed or spot -wiped as appropriate. 1.1.11 Cigarette butts, matches, etc. will be swept and removed from outside walkways, steps and landings. Janitorial Services Specifications -2— Schedule 2— Schedule "C" to By-law No. 01- 1.2 PERIODIC SERVICES 1.2.1 Non -carpeted flooring will be stripped and refinished spring and fall of each year, with such service recorded by the Landlord or its representative. 1.2.2 All floor grilles in entrances will be lifted and the recess thoroughly cleaned weekly. 1.2.3 All fabric furniture will be vacuumed weekly. 1.2.4 All windows will be washed inside and outside spring and fall each year. 2. ELEVATOR LOBBIES 2.1 NIGHTLY SERVICES 2.1.1 Non -carpeted flooring will be swept using a dust -preventative method, washed and spray -buffed. 2.1.2 All carpeted floors will be thoroughly vacuumed wall-to-wall and spot - cleaned, spots being defined as a maximum of three inches in diameter. 2.1.3. All waste receptacles will be emptied and cleaned, pursuant to the provisions of Schedule "F". 2.1.4. All doors will be cleaned and damp -wiped. 2.1.5. Finger marks and smudges will be removed from walls, glass, signs, and elevator call button panels. 2.1.6. Elevator doors and frames will be damp -wiped. 2.2 PERIODIC SERVICES 2.2.1. Non -carpeted floors will be stripped and refinished twice each year, with such service being recorded in the daily logbook by the Landlord. 2.1.3 High dusting of door frames, ledges, and similar surfaces, will be performed every two weeks. 2.1.4 All windows will be washed inside and outside twice per year. 3. ELEVATORS Janitorial Services Specificatims -3— Schedule 3— Schedule KC" to By-law No. 01- 3.1 NIGHTLY SERVICES 3.1.1. All carpets will be thoroughly vacuumed and spot -cleaned. 3.1.2 Walls, glass, and metal work will be cleaned and polished. 3.1.3 Door tracks will be vacuumed and wiped. 3.1.4 Doors and doorframes on all floors will be damp -wiped. 3.2 PERIODIC SERVICES 3.2.1 Elevator tracks will be brushed and polished weekly. 4. WASHROOMS 4.1 NIGHTLY SERVICES 4.1.1 Floors will be swept, washed, and rinsed using an approved germicidal agent. 4.1.2 All basins, toilet bowls, and urinals will be washed and disinfected. 4.1.3 Both sides of all toilet seats will be washed and disinfected. 4.1.4 Paper towel and sanitary disposal receptacles will be emptied and cleaned. 4.1.5 All mirrors, counters, shelves, and exposed plumbing will be cleaned and polished. 4.1.6 All toilet tissue holders, soap dispensers, towel dispensers, and sanitary napkin or tampon dispensers will be replenished. 4.2 PERIODIC SERVICES 4.2.1 Partitions and tile walls will be washed monthly. 4.2.2 Floors will be machine -scrubbed monthly. 4.2.3 Lights and grilles will be cleaned monthly. 4.2.4 Partitions, tile walls, and dispensers will be damp -wiped with a germicidal agent weekly. 5. COFFEE STATIONS AND KITCHENS Janitorial Services Specifications -4— Schedule 4— Schedule "C" to By-law No. 01- 5.1 NIGHTLY SERVICES 5.1.1 Sinks and counter tops will be cleaned with a germicidal agent and polished. 5.1.2. Finger marks and smudges will be removed from doors, walls, and cupboards. 5.1.3. The exterior of appliances will be wiped clean. 5.1.4. Table tops, and chairs, will be wiped clean. 5.1.5. All waste receptacles will be emptied and cleaned. The exterior of waste receptacles will be cleaned and liners replaced, pursuant to the provisions of Schedule "F". 5.1.6. Non -carpeted floors will be swept and damp -mopped. 5.1.7. Carpeted floors will be thoroughly vacuumed and spot -cleaned, spots being defined as a maximum of three inches in diameter. 5.1.8. Gather and wash cups and glasses. 5.2 PERIODIC SERVICES 5.2.1. Bases of tables will be wiped clean weekly. 5.2.2 Dusting of horizontal surfaces beyond six feet in height will be performed monthly. 5.2.3 Fabric furniture will be vacuumed monthly. 5.2.4 Non -carpeted floors will be spray -buffed weekly, stripped and refinished twice each year. 6. OFFICE AREAS 6.1 NIGHTLY SERVICES 6.1.1. All non -carpeted flooring will be swept using a dust -preventive method; spillages will be removed. 6.1.2 All carpeting will be vacuumed in traffic lanes, meaning the area of movement by an employee to and from his/her desk, and litter will be picked up in any other area. 6.1.3 All waste paper receptacles will be emptied, with liners replaced as necessary and if applicable, pursuant to the provisions of Schedule "F". Janitorial Services Specifications Schedule "C" to By-law No. 01 - WO 6.1.4 All furniture, window ledges, and workstation partitions will be dusted to the level of five feet. Documents or papers present shall not be removed or adjusted. 6.1.5 Finger marks and smudges will be removed from walls, glazing, and file cabinets. 6.1.6 Telephones will be dusted. 6.1.7 All entrance doors will be locked during and after housekeeping service. 6.2 PERIODIC SERVICES 6.2.1 Non -carpeted floors will be spray -buffed weekly, stripped and refinished twice each year. 6.2.2 Carpeted floors will be thoroughly vacuumed weekly: wall-to-wall, corners and edges, desk wells, and shall be spot -cleaned weekly, spots defined as having a maximum diameter of three inches. 6.2.3 Vertical surfaces, such as sides of desks, tables, filing cabinets, and equipment will be hand dusted weekly. 6.2.4 Wall hangings (except artwork), tops of doors, high ledges and cabinets, exit signs, wall clocks and similar items will be dusted once per month. 6.2.5 All fabric chairs will be whisked or vacuumed monthly. 6.2.6 Telephones will be wiped clean monthly with a germicidal agent. 6.2.7 All kickplates, pushplates, and similar metal will be cleaned weekly. 6.2.8 All waste receptacles will be washed monthly. 6.2.9 Blinds/drapes will be dusted/vacuumed twice annually, as appropriate. 6.2.10 Window ledges will be damp -wiped weekly. 6.2.11 Wax, scuff marks, or dust will be removed from baseboards weekly. 6.2.12 Interior glazing will be washed, on both sides, twice each year. 6.2.13 Recycling receptacles will be emptied and relined as required. Janitorial Services Specillcatious -6— Schedule 6— Schedule "C" to By-law No. 01- 7. STAIRWELLS AND LANDINGS 7.1 NIGHTLY SERVICES 7.1.1 Stairs and landings will be policed for litter and spills. 7.1.2 All doors and hardware will be dusted, and finger marks removed. 7.2 PERIODIC SERVICES 7.2.1 All stairs and landings will be damp -mopped weekly and washed monthly. 7.2.2 If applicable, landings will be spray -buffed weekly, refinished as necessary to maintain an optimum appearance, stripped and refinished annually. 7.2.3 All baseboards, handrails, ledges, interior doors, kick and push plates, handles and door knobs, and light fixtures will be dusted monthly. 8. RECEIVING AREAS 8.1 NIGHTLY SERVICES 8.1.1 Litter will be picked up and waste removed, pursuant to the provisions of Schedule 'T'. 8.1.2 Flooring will be swept and damp -mopped. 8.2 PERIODIC SERVICES 8.2.1 Flooring will be thoroughly washed weekly. 9. JANITORIAL ROOMS AND FACILITIES These facilities (including their doors, frames, kick and push plates, handles, knobs, floors, ceiling grilles, shelving, vertical and horizontal surfaces, baseboards, light fixtures) must be maintained to reflect the same standards established in the Building for comparable areas. Janitorial contractor's materials and equipment must be stored in an orderly and neat fashion and no accumulation of dirty rags or other debris will be permitted. 10. All refuse collected must be placed in the appropriate containers for removal. 11. INSPECTION The Tenant will have the right to inspect the Building to ensure that the work is being performed to the Tenant's satisfaction.