Finance Committee

AMENDED FINANCE COMMITTEE AGENDA Thursday, July 1, 2021 at 9:00 a.m. City Hall - Large Conference Room 425 N. Richardson Roswell, NM 88201 Committee Chair: Jason Perry Committee Vice Chair: Juan Oropesa Committee Members: Jacob Roebuck, Margaret Kennard Staff Liaison: Juan Fuentes A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. Consider approval of the April 1, 2021 Meeting Minutes – Page 3 2. Consider approval of the May 6, 2021 Meeting Minutes. – Page 5 E. Non-Action Items 3. Information Reports - Page 7 4. Discussion of amendments to the Final Budget for Fiscal Year ending June 30, 2022. Page 11 F. Action Items 5. Consideration of Resolution 21-XX Sale of Certain Surplus Personal Property. Page 12 6. Consideration of Scope of Work for RFP 22-003 Janitorial – Custodial Services. Page 15 G. Public Participation H. Adjourn (Next Meeting: August 5, 2021) Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 21-07. NOTICE OF POTENTIAL QUORUM - A quorum of the City Council may or may not attend, but there will not be debate by the City Council. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624- 6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and Posted: 6/25/21. 1 THE PUBLIC IS ENCOURAGED TO PARTICIPATE ELECTRONICALLY THROUGH THE GOTO MEETING APPLICATION AND NOT PHYSICALLY ATTEND DURING THE PANDEMIC. Finance Committee Meeting Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/822397005 You can also dial in using your phone. United States: +1 (669) 224-3412 Access Code: 822-397-005 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/822397005 Help desk - 500-0587 2 Regular Meeting of the Finance Committee Held at the Roswell Convention Center Thursday, April 1, 2021 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 21-7. ROLL CALL The meeting convened at 9:00 a.m. with Chairman Perry presiding; Councilor Roebuck present, Councilor Kennard participating via GoToMeeting, and Councilor Oropesa being absent. Staff present: Juan Fuentes, Joe Neeb, Janie Davies, Stephanie Mervine, Juanita Jennings, Robert Glenn, Jim Burress, Summer Valverde, Kevin Maevers Guests present: Mayor Dennis Kintigh, Councilor Judy Stubbs, Rita Kane-Doerhoefer, Matt Spencer (In Depth Events), Robert Chapman (In Depth Events) APPROVAL OF AGENDA Councilor Roebuck moved to approve the April 1, 2021 regular Finance Committee meeting agenda. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. APPROVAL OF MINUTES Councilor Roebuck moved to approve the March 4, 2021 Finance Committee meeting minutes. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. NON-ACTION ITEMS Information Reports: Gross Receipts Report: Ms. Davies presented information on the GRT report. Lodgers’ Tax & Convention Center Fee Reports: Ms. Mervine presented information and answered questions for the Lodgers’ Tax and Convention Center Fee Collection reports. Presentation from In Depth regarding UFO Festival 2021: Ms. Jennings with Matt Spencer and Robert Chapman from In Depth Events, provided an update on the current status of the 2021 UFO Festival, including the website launch, scheduled deliverables, planned events and promotional campaign. ACTION ITEMS Consideration of Resolution 21-XX Budget Adjustments for FY21 Budget: Ms. Valverde presented the budget amendments to account for $7,529 in Revenue and $426,121 in Expenses from various funds. Councilor Roebuck moved to send to full City Council for approval Resolution 21-XX Budget Adjustments for FY21 Budget. Councilor Kennard 3 was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consideration of Resolution 21-XX Sale of Certain Surplus Personal Property: Mr. Glenn presented the request for authorization to dispose of old/obsolete equipment currently owned by the City as scrap or through auction. Councilor Roebuck moved to send to full City Council on the consent agenda Resolution 21-XX Sale of Certain Surplus Personal Property. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. PUBLIC PARTICIPATION Ms. Kane-Doerhoefer discussed her concerns regarding Code Enforcement moving to a new building, the Visitors’ Center being painted, the plans for Pioneer Plaza and the bus system from July 2-4, and advised that it was opening day for baseball season. Mr. Neeb discussed that the City had submitted the winning bid of $300,000 for the auction of the Job Corps property by the Air Center and that a ratification would be needed from the Council which would be placed on the upcoming City Council Agenda. Mr. Neeb answered the committee’s questions regarding the plans for the parking in Pioneer Plaza during the UFO Festival. ADJOURN The meeting adjourned at 9:59 a.m. 4 Regular Meeting of the Finance Committee Held at the Roswell Convention Center Thursday, May 6, 2021 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 21-7. ROLL CALL The meeting convened at 9:00 a.m. with Chairman Perry presiding; Councilor Roebuck and Councilor Kennard present, and Councilor Oropesa being absent. Staff present: Joe Neeb, Mike Matthews, Juan Fuentes, Janie Davies, Stephanie Mervine, Juanita Jennings, Chanel Rey, Sharon Coll, Becky Hicks, Robert Glenn, Enid Costley, Summer Valverde, Caroline Brookes, Lorenzo Sanchez Guests present: Mayor Dennis Kintigh, Councilor Judy Stubbs, Rita Kane-Doerhoefer, Larry Connolly, Juno Ogle (Roswell Daily Record), Chris Garner (Pattillo, Brown & Hill, L.L.P.) via GoToMeeting APPROVAL OF AGENDA Councilor Roebuck moved to approve the May 6, 2021 regular Finance Committee meeting agenda. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. APPROVAL OF MINUTES Councilor Roebuck moved to approve the March 4, 2021 Finance Committee meeting minutes. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. NON-ACTION ITEMS Information Reports: Gross Receipts Report: Mr. Fuentes presented information and answered questions on the GRT report. Lodgers’ Tax & Convention Center Fee Reports: Ms. Mervine and Ms. Jennings presented information and answered questions for the Lodgers’ Tax and Convention Center Fee Collection reports. Presentation on the Financial Audit for Fiscal Year Ending June 20, 2020: Ms. Davies, Mr. Neeb, and Chris Garner from Pattillo, Brown & Hill (via GoToMeeting) discussed the FY2020 Financial Audit, as well as the findings concerning several departments and how they are being addressed. Presentation on the Fiscal Year 2022 Preliminary Budget: Mr. Neeb presented the preliminary budget for FY2022 and discussed: • The finalization process of the budget • Consolidation of departments 5  • Budget lines that have been moved or modified • The City’s reserves • Capital Improvements, police and road funding • Air center plans • American Rescue Plan funds • Transfers • Internet GRT Presentation on the American Rescue Plan Act of 2021: Mr. Neeb spoke about current plans for the expected funds provided by the American Rescue Plan Act in regards to the Zoo, Parks, Museum, Transit, local businesses, outreach signage, utilities, marketing, the Homeless Coalition, and answered questions from the committee. ACTION ITEMS Consideration of Resolution 21-XX Budget Adjustments for FY21 Budget: Ms. Valverde and Mr. Fuentes presented the budget amendments to account for $13,800,517 in Revenues and $2,932,291 in Expenses from various funds. Councilor Roebuck moved to send to full City Council for approval Resolution 21-XX Budget Adjustments for FY21 Budget. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Consideration of Resolution 21-XX Sale of Certain Surplus Personal Property: Mr. Glenn presented the request for authorization to dispose of various old/obsolete equipment and vehicles currently owned by the City as scrap or through auction. Councilor Roebuck moved to send to full City Council on the consent agenda Resolution 21-XX Sale of Certain Surplus Personal Property. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Consideration of Fire Hydrant Policy: Mr. Glenn presented the request for approval of the Fire Hydrant Meter Policy that would establish a fee and deposit schedule, cost of bulk water, meter relocation fees, process and penalties for unauthorized use and increase accountability for monthly billing and meter location. Item to go to Legal Committee before being reviewed again by Finance Committee. No action taken. PUBLIC PARTICIPATION Mr. Neeb spoke about the participation and results of the recruiting efforts from the City of Roswell’s Job Fair held on May 3. ADJOURN The meeting adjourned at 11:05 a.m. 6  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Finance Committee Meeting Item No. Meeting Date: 7/01/2021 COMMITTEE: Finance Committee CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: None. BACKGROUND: Initiated by: Various Departments • Department Reports o Finance  June Gross Receipts Tax Report o Information Technology FINANCIAL CONSIDERATION: No financial consideration. LEGAL REVIEW: Not required for this item. BOARD AND COMMITTEE ACTION: No committee action for this item. STAFF RECOMMENDATION: Informational reports only. ATTACHMENTS 7  City of Roswell Gross Receipts Tax June 2021 FY Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Comparison % Total FY 19 3,131,599 2,939,761 2,717,100 2,851,428 2,747,878 2,708,431 2,781,667 3,114,447 2,690,121 2,700,303 2,973,891 2,763,391 34,120,016 34,120,016 FY 20 2,860,221 3,248,842 5,450,435 2,804,337 3,799,352 3,162,914 2,788,688 3,186,544 2,790,481 2,464,194 2,876,027 2,809,756 38,241,792 10.8% 38,241,792 FY20 Adj. 2,860,221 3,248,842 $2,725,218 2,804,337 $2,835,565 $2,735,190 2,788,688 3,186,544 2,790,481 2,464,194 2,876,027 2,809,756 34,125,064 20 over '19 ‐9.5% 9.5% 50.1% ‐1.7% 27.7% 14.4% 0.3% 2.3% 3.6% ‐9.6% ‐3.4% 1.7% 7.1% FY Avg. FY 21 3,022,870 3,069,385 2,971,997 2,941,260 2,923,252 2,761,950 2,640,571 3,289,112 2,813,652 2,672,834 3,388,345 3,259,858 35,755,087 ‐7.0% 35,755,087 21 over '19 ‐3.6% 4.2% 8.6% 3.1% 6.0% 1.9% ‐5.3% 5.3% 4.4% ‐1.0% 12.2% 15.2% 4.6% FY Avg. 21 over '20 5.4% ‐5.8% ‐83.4% 4.7% ‐30.0% ‐14.5% ‐5.6% 3.1% 0.8% 7.8% 15.1% 13.8% ‐7.0% FY Avg. 21 over '20 5.4% ‐5.8% 8.3% 4.7% 3.0% 1.0% ‐5.6% 3.1% 0.8% 7.8% 15.1% 13.8% 4.6% FY Avg. Activity Reporting City Business Collection ‐2,486,705 GRT Actual Three Year Trend 6,000,000 5,000,000 4,000,000 Budgeted Actual Variance 3,000,000 Jul $1,872,940.00 $3,022,870.04 $ 1,149,930.04 Aug $1,872,940.00 $3,069,385.00 $ 1,196,445.00 2,000,000 Sep $2,029,018.00 $2,971,997.00 $ 942,979.00 1,000,000 Oct $2,029,018.00 $2,941,260.00 $ 912,242.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Nov $2,185,096.00 $2,923,252.00 $ 738,156.00 Dec $2,185,096.00 $2,761,950.00 $ 576,854.00 FY 19 FY 20 FY 21 Jan $2,653,331.00 $2,640,571.00 $ (12,760.00) Feb $2,653,331.00 $3,289,112.00 $ 635,781.00 Mar $2,653,331.00 $2,813,652.46 $ 160,321.46 GRT Actual vs Budget Apr $2,809,410.00 $2,672,834.00 $ (136,576.00) $3,500,000.00 May $2,934,272.00 $3,388,345.22 $ 454,073.22 Jun $2,965,488.00 $3,259,857.84 $ 294,369.84 $3,000,000.00 Total $28,843,271.00 $35,755,086.56 $6,911,815.56 % FYTD 23.96% $2,500,000.00 $2,000,000.00 $1,500,000.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Budgeted Actual 8  June 2021 Report  Help Requests: This month we have had 274 (documented) help requests. 9  Tyler: Things on this front are kind of smoothing out. A lot of issues have been worked out but still have some to figure out. Still have some work to do on energov for online payments. Now we have GIS working we can continue and retrain on online setup. Looking at a July setup.  Live Streaming: We are down to just live streaming events held at convention center. All meetings held at City Hall will be via gotomeeting only and posted to youtube after.  PD: Struggling keeping old mct’s up and running. We currently have no extra MCT’s for the officers, looking at lease to replace rpd mct’s for next budget year. We need lease approved  Dispatch. Furniture upgrade complete now just working out the bugs. All new furniture, cabling, electrical and network equipment  Digital radio Project: Microwave installed and running on simulcast portion of project. July 7 we switch over to microwave and be on our simulcast system.  Facilities maintenance: Just added Facilities Maintenance to DMR radio system, reports are great and they are happy.  Equipment: We need generator and air conditioner in our Data Center so we do not damage our equipment. Suffered damage to equipment at civic center with power outages.  Meetings: We are currently at all public meetings with the city. All c committee meetings have been moved to City hall. Will have new AV added for recording purposes.  Staff: We are at full staff. We have a summer intern  Email: We are running all email through a filter to try to remove all bad, bulk and malicious emails from being delivered. Averaging over 3k emails a day sent to roswell- nm.gov with 8 viruses blocked.  IT: Finishing dispatch and getting ready to clean house. Tons of old equipment 10  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Finance Committee Meeting Item No. Meeting Date: 7/1/2021 COMMITTEE: Finance Committee CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: Discussion of amendments to the Final Budget for Fiscal Year ending June 30, 2022. BACKGROUND: Initiated by: Jason Perry Information to be presented at the meeting. FINANCIAL CONSIDERATION: No financial consideration at this time. LEGAL REVIEW: No legal review required. BOARD AND COMMITTEE ACTION: This item is for discussion only of amendments to the Final Budget for fiscal year ending June 30, 2022. STAFF RECOMMENDATION: Discuss and provide direction on potential amendments to the Fiscal Year 2022 Budget. ____________________________________________________________________________ ATTACHMENTS _________________________________________________________________________________ 11  AGENDA ITEM NO. No.– ABSTRACT FINANCE COMMITTEE MEETING Thursday, July 1, 2021 9:00 AM City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88201 Resolution 21-XX Authorizing the Disposal of Certain Surplus Personal Property ACTION REQUESTED: Consider recommending approval of Resolution 20-XX Authorizing the Disposal of Certain Surplus Personal Property BACKGROUND: Initiated by: Robert Glenn This request covers old/obsolete equipment currently owned by the City. The Library is also listing several donated items from the Green Estate. There are items for auction listed in Exhibit A & B FINANCIAL If there are no bids on the items, they will be recycled or disposed of CONSIDERATION: in other approved manners. If the item does not meet the auction reserve, staff has the option to rerun the auction or accept the highest bidders offer. LEGAL REVIEW: This has been submitted for review. BOARD and/or The July 1, 2021 meeting of the Finance Committee will be the first COMMITTEE ACTION: consideration of this proposed resolution. STAFF Consider recommending approval of Resolution 21-XX Authorizing RECOMMENDATION: the Disposal of Certain Surplus Personal Property 12  1 RESOLUTION 21-XX 2 3 A RESOLUTION AUTHORIZING THE DISPOSAL OF CERTAIN SURPLUS 4 PERSONAL PROPERTY 5 6 WHEREAS, the City is the owner of certain personal property, listed in Exhibits A and B 7 to this Resolution; and 8 9 WHEREAS, NMSA 1978 § 3-54-2, authorizes the City to dispose of personal property at 10 public or private sale; and 11 12 WHEREAS, the City has no use for the said personal property and wishes to dispose of the 13 property, pursuant to Section 3-54-2. 14 15 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL AS THE 16 GOVERNING BODY OF THE CITY OF ROSWELL, NEW MEXICO, that: 17 18 1. The City has no use for the personal property listed in Exhibit A and B. 19 20 2. Each item of personal property listed in Exhibit A, has a value of $2,500.00 or less, as 21 shown in the Exhibit, and may be sold at a public or private sale for cash without further 22 notice, as provided in in Section 3-54-2(A). 23 24 3. The personal property listed in Exhibit B may be sold at a public or private sale, upon 25 notice published twice in the Roswell Daily Record, not less than seven days apart, with 26 the last publication not less than fourteen days prior to the sale, as provided for in 27 Sections 3-54-2(B) and (C). 28 29 4. Disposal of the personal property listed in Exhibit A and B is hereby authorized, pursuant 30 to NMSA 1978 § 3-54-2. 31 32 PASSED, ADOPTED, SIGNED and APPROVED___ , . 33 34 CITY SEAL _____________________________ 35 Dennis Kintigh, Mayor 36 37 ATTEST: 38 39 40 ______________________ 41 Sharon Coll, City Clerk 42 13 FY 2021 Asset Disposal List for July 8, 2021 City Council EXHIBIT A Value $2,500 or less Computer Purchase Purchase Deprecated Auction Auction Selling Dept Removal Description Sanitized Cost Date Serial/Vin # Tag # Asset # Value Reserve Number Price Solid Waste Auction 2002 Ford F-150 Pickup $20,835.00 04/01/02 1FTRX18L62KC03196 322 1764 $0.00 $600.00 IT Auction 2007 Ford Explorer $21,756.00 01/08/07 1FMEU73E17UA87772 530 $0.00 $0.00 Con Dispatch Auction 2004 Ford Escape $21,457.00 03/01/04 1FMCU92174KB11565 11565 4673 $0.00 $0.00 Library Auction Misc Beer Mugs Donation $1.00 Library Auction Wooden Coffee Table Donation $20.00 Library Auction Couch with Pillows Donation $100.00 Library Auction Wooden Desk with drawers Donation $50.00 Library Auction 4 drawer dresser Donation $40.00 Library Auction Hope Chest Donation $100.00 Library Auction purple chair Donation $30.00 Library Auction Small wooden side table Donation $15.00 Library Auction small wooden shelves Donation $15.00 Library Auction TV Stand with sliding shelf Donation $15.00 Library Auction Shelves with wheels Donation $10.00 Library Auction 2 - cream and tan lamps Donation $15.00 Library Auction Two tiered end table Donation $20.00 Library Auction Sectional Seating $667.71 03/18/02 1896 2730 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1898 2717 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1899 2711 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1902 2699 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1903 2698 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1904 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1905 $0.00 $10.00 Library Auction Sectional Seating $667.71 03/18/02 1906 2674 $0.00 $10.00 FY 2021 Asset Disposal List for July 8, 2021 City Council EXHIBIT B Value $2,501 or more Police Auction 2013 Dodge Charger $23,540.00 05/03/13 2C3CDXAT2DH597466 97466 13560 $0.00 $2,000.00 Cemetery Trade in 2002 Cat 416D backhoe $50,488.39 07/08/02 7BJ68061/BFP05850 591 4555 $0.00 $7,000.00 14  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Finance Committee Meeting Item No. Meeting Date: 7/1/2021 COMMITTEE: Finance Committee CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: Consider recommending approval of Scope of Work for RFP-22-003 Janitorial – Custodial Services. BACKGROUND: Initiated by: Frank Moore An RFP is required to make available a pool of responsive contractors for performing janitorial/custodial services for City offices and facilities that will not have an on staff janitor. This request to approve the Scope of work is coming to Finance Committee for convenience of timeline in order to post the RFP by July 18, 2021 after City Council approval. The award recommendation will be taken to the Legal Committee. FINANCIAL CONSIDERATION: Funding will be provided by each department’s annual approved budget. LEGAL REVIEW: City Attorney has reviewed and approved the Scope of Work. BOARD AND COMMITTEE ACTION: Discuss and make recommendation for approval of Scope of Work for RFP-22-006 Janitorial – Custodial Services to send to City Council July 8, 2021 meeting on consent agenda. STAFF RECOMMENDATION: Recommends approving RFP-22-006 Scope of Work. ____________________________________________________________________________ ATTACHMENTS _________________________________________________________________________________ 15  DRAFT SCOPE OF WORK CITY OF ROSWELL PURCHASING DEPARTMENT 425 N RICHARDSON AVE ROSWELL NM 88201 LUPITA EVERETT CHIEF PROCUREMENT OFFICER L.EVERETT@ROSWELL-NM (575) 637-6222 REQUEST FOR PROPOSAL RFP NUMBER: RFP-22-003 RFP NAME: JANITORIAL - CUSTODIAL SERVICES DEPARTMENT: CITY DEPARTMENT OFFICES AND FACILITIES COMMODITY CODE: 91039 JANITORIAL / CUSTODIAL SERVICES DUE DATE & TIME: AUGUST 3, 2021, 2:00 P.M. Anticipated Schedule Action: Responsibility: Date: 1. Issue RFP City of Roswell 07/18/2021 2. Deadline to Submit Written Questions Offeror 07/23/2021 3. Response to Questions via Addendum Procurement Manager 07/27/2021 4. Submission of Proposal: 2:00 PM Offerors 08/03/2021 5. Evaluation Start Date: 08/04/2021 Evaluation Committee 08/13/2021 6. Recommendation to Legal Committee Procurement Manager or designee 08/26/2021 7. Recommendation of Award to City Council Procurement Manager or designee 09/09/2021 8. Notice of Award Procurement Manager 09/10/2021 9. Protest Period Effect Date: 09/11/2021 09/25/2021 10. Contract Negotiations/Executed City Manager 09/27/2021 EVALUATION CRITERIA POSSIBLE POINTS 1. Past Experience: Offeror must submit a minimum of three references of prior work 10 performed that are subject to this project. 2. Qualifications: Submit resumes of the team to be assigned to this project. 10 3. Understanding of the Scope of Work: The Offeror must detail scope of work proposed. 10 4. List of all vacuum and cleaning equipment to be used for this project. 10 5. Financial Capabilities: Offeror shall provide their past three years’ financial statements. 10 6. Cost Proposal: Hourly Rate 50 TOTAL POSSIBLE POINTS: 100 Page 1 of 5 16  DRAFT SCOPE OF WORK SCOPE OF WORK / SPECIFICATIONS I. General A. City’s Intent 1. The City of Roswell is seeking proposals from qualified Offerors to provide Janitorial/Custodial Services for City owned offices and facilities. The City reserves the right to award this RFP as a Multiple Source Award to obtain a pool of contractors for these services. B. Background 2. The City has approximately 14 locations, but may not be limited just to these locations, throughout the City of Roswell that would require Janitorial/Custodial Services according to the General Duties Guideline. II. Statement of Work A. General 1. The Offeror shall provide: a) Janitorial/Custodial Services in accordance with these specifications to any City owned offices or facilities as requested by the City Departments or Facilities Manager during hours of janitorial services of 5:00 p.m. and 7:00 a.m. b) Janitorial/Custodial services in such a manner as to meet all accepted standards for safe practices during janitorial operations to safely maintain City property. c) Safety measures with equipment and chemicals which comply with all local, County, State, Federal and OSHA Safety Orders at all times. d) Vacuum cleaning equipment, brooms, dust pans, mop buckets, mops and mop handles. e) Staffing levels with the current APPA or WASBO standards. f) A listing of all staff names that will be performing the general cleaning duties for each facility to the Site Manager. g) Background checks of all personnel that will be performing duties for the City facilities, at the Contractor’s expense. The background check results shall be approved by the City before staff is allowed to perform duties for any City facility or office. h) Requirements of their staff to wear uniforms and/or name badges to clearly identify their staff and company name. i) Immediate repairs or replacements to any City property, in the opinion of the City, to have been damaged by Contractor during operations. 2. The Offeror shall clean and sanitize City offices and facilities according to General Duties Guideline, ATTACHMENT A 3. The Offeror shall clean and sanitize bathrooms, walls, floors, carpeting, office furniture, windows and doors as listed, but not limited to, the General Duties Guideline. 4. The Offeror shall report any damage or mal-function or unsafe conditions to the Site Manager immediately or by the following morning. 5. The City will provide: Page 2 of 5 17  DRAFT SCOPE OF WORK a) All cleaning and janitorial supplies, with the exception of items listed in A. 1. d. b) The General Duties Guideline. c) Keys or Entry to offices and facilities during cleaning period of 5:00 p.m. to 7:00 a.m. for approved Contractor’s staffing. d) Issuance of a Purchase Order to the Contractor, at the City’s sole discretion, to direct the Contractor to perform additional work when the need arises, only after the Contractor has submitted an estimate to the City and the City approves the estimate. III. General Conditions for Proposal A. Contract Term The duration of the contract will be for one (1) year from the date signed. Further, this contract may be renewed, expanded and extended by mutual agreement in annual increments for a renewal period of one (1) year for up to three (3) renewals, provided that the funds are available and approved annually by the City Council and that the Offeror has established a satisfactory record of performance. Offeror agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that the City may, at any time, secure similar services at its sole option. Page 3 of 5 18 DRAFT SCOPE OF WORK ATTACHMENT A GENERAL DUTIES GUIDELINE Page 4 of 5 19 DRAFT SCOPE OF WORK Page 5 of 5 20