Council Minutes 21st June 2010
30.4Public Amenities Cleaning Contract (Confidential)
Moved Cr Oliver, seconded Cr Woolford that in accordance with the 1999 Local Government Act, Section 90 subsection (2) and (3) :
(2)A Council or Council Committee may order that the public be excluded from attendance at so much of a meeting as is necessary to receive, discuss, consider in confidence any information or matter listed in subsection (3)
(3)The following information and matters are listed for the purposes of subsection (2):
(k)tenders for the supply of goods, the provision of services or the carrying out of works;
With the Chief Executive, Governance Officer and other relevant officers remaining in the Chambers.
File Ref:9.24.1
Officer (full name): David Moyle BM
Officers consulted: Mike Shelley, Simon Grenfell
Corporate Plan Objective No:3.11 Community facilities appropriate for community needs
Budget Allocation - Current $248,000 (Proposed 10/11 budget $260,000)
Risk Assessment: Ongoing
ESD Impact/Benefit:-
* Environmental:Required that only “green” cleaning products are used.
* Social: Daily cleaning of amenities since 2003 has generally met community and tourist expectations.
* Economic: Ever increasing cost to council.
REPORT
Appraisal of Tenders for Cleaning of Public Amenities – whole of Alexandrina Council Area
With the impending completion of the existing contract, Tenders were called for the daily cleaning of all of Alexandrina Council’s public amenities and closed on the 3rd of June. The new contract is due to start on the 1st July 2010 and to run for 3 years.
Three cleaning contractors were invited to tender and three have responded with complying tenders and proof of all the legal requirements, such as Public liability, Workers compensation registration etc.
…cont'd
30.4Public Amenities Cleaning Contract (Confidential)
(continued)
Some changes have been made to the existing conditions and specifications, within the “old” contract, that will now be embodied within the new contract. These changes are designed to take out any opportunity for misinterpretation or misunderstanding of the extent and standard of work required.
The changes that have been made require an increase in the level of supervision and the quality control of the ongoing cleaning standards, a more detailed description of the extent of cleaning required at each site and definitions of cleaning standards.
The contract is for the cleaning of Alexandrina Council’s 36 public toilets and the toilets at the two work depots.
Comparison of Fee Proposals – Note: all figures quoted are GST exclusive
Cleaning Contractor / Southern Reflections / All in a Room / Academy ServicesLump Sum – 3 years / $1,006,625.50 / $676,440 / $595,608
Yearly cost to Council / $335,541.83 / $225,480 / $198,536
Average cost per clean per public amenity unit / $23.64 / $16.57 / $15.00
Note: Average cost per clean per unit does not include cleaning of toilets at the two work depot’s
Average total public amenity cleaning cost per day / $851.04 / $596.52 / $540
Callout price / $51.82 Weekday
$116.37 Sunday
$136.37 P/holiday / $30 per hour / $24.98
Special Event clean / $51.82 / $60 per hour / $37.47
Supervision (Quality Control) / All sites inspected twice weekly by Supervisor / Daily Site Cleaning report supplied to Council weekly / Quality control through regular inspections and when requested by council.
Comment on the three submissions
Southern Reflections
- Has requested that payment terms be for invoicing weekly with payment fortnightly (contract stipulates payment monthly in arrears).
- Highest cost overall.
- Can provide other services such as painting, if required.
…cont'd
30.4Public Amenities Cleaning Contract (Confidential)
(continued)
- Professional company that has a proven work record with Alexandrina council.
- Call out costs significantly higher than other contractors.
- Has included as an extra to cleaning costs for the replacement of toilet seats and toilet roll holders. These are P.C items supplied by council and the fitting of same as required is a requirement of the contract. These charges could be significant over a year and can not be truly reflected within the submission.
All in a Room
- Second highest cost overall
- Professional application apart from an absence of references.
- Does not have a work history with council
Academy Services
- Lowest cost to council overall.
- Have an established work history with Council
- Indicated a commitment within their submission to work with Council to establish better quality control on cleaning standards.
It is recommended that Academy Services be awarded the Cleaning Contract for the next three years. Academy Services price is within the budgeted amount and leaves enough room to meet other operational costs, allowed for, within that budget line. It is further recommended that a meeting be held with Academy Services management seeking detailed explanation on how quality control will be managed.
Following recent press and public comment with regard to cleaning public toilets, we feel it is appropriate to provide the following commentary.
Since 2003 Alexandrina Council has committed to the cleaning of all our 36 public toilets on a daily basis, 365 days a year. Prior to 2003 public complaints were constant – sometimes 3 and 4 a day. This was in part due to the staggered cleaning regime i.e some toilets were cleaned only once a week, others 3 or 4 times a week etc
Since Academy Services were awarded the cleaning contract in 2003 and Council committed to daily cleaning there has been an almost complete absence of complaints.
…cont'd
30.4Public Amenities Cleaning Contract (Confidential)
(continued)
The nature of public amenities suggests there will always be variations in opinions on the standard of cleanliness or hygienic state. This can be influenced by the quality and finish of the building, the expectation of the user, the misuse of the facility, the time of the day used and the number of users, the openness of the structure and the location of the facility etc. It is unrealistic to expect an unattended public facility to be of the same standard of cleanliness as a bathroom facility at home.
ACS10139Moved Cr Medlyn seconded Cr Oliver:
1. That the Academy Services tender for the Cleaning of the whole of Alexandrina Council Public Amenities for three years be accepted, subject to confirmation of acceptable quality control methods resulting in a consistent and high standard of cleaning.
2. That the Mayor and Chief Executive be authorised to sign and seal the contract.
3. That the report remain Confidential for a period of twelve (12) months under Section 90 (3) (k) of the Local Government Act 1999.
4. That the minute remain Confidential for a period of twelve (12) months under Section 91(7) (b) of the Local Government Act 1999.
5. That David Moyle be the responsible officer to review this item at the end of the Confidential period.
CARRIED