Item 10. Approval of Custodial Cleaning and Day Porter Service Agreement for City Hall
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: February 7, 2023
Item #: 10
Contact Name: Stephen Krug Department Director: Stephen Krug
Contact Number: Ext. 6002 City Manager: Robert Frank
Subject: Approval of Custodial Cleaning and Day Porter Service Agreement for City Hall.
(Public Works Director Krug)
Background Summary:
The maintenance and cleaning of City Hall became Staff responsibility upon building completion. Public
Works' custodial team has been performing these functions, including in other City facilities, while under a
prolonged personnel shortage. As a result of these unfilled custodial positions, Staff is requesting a service
agreement with a professional cleaning contractor to maintain the original standard of the building. This will help
ensure any warranty items that may arise are resolved without conflict or issue. Public Works was unable to locate
a professional cleaning term contract from other governmental agencies, whereby the City could have utilized
piggyback pricing. Available professional cleaning companies were researched, and a limited number meeting the
City's requirements were found. Of the companies solicited, Stratus Building Solutions provided the most
thorough and competitively priced proposal. Attached you will find the cleaning service agreement proposal
from Stratus Building Solutions. The total cost of this agreement for cleaning and maintenance from March
2023 until the end of the fiscal year is $66,692. Public Works recommends awarding this contract.
Issue:
Should the Honorable Mayor and City Commission approve the service agreement with Stratus Building
Solutions?
Recommendations:
Staff recommends the Honorable Mayor and City Commissioners approve the service agreement with Stratus
Building Solutions, and authorize the Mayor, City Clerk, and Staff to execute the required contract documents
once insurance is received, and authorize the City Manager and Staff to approve change orders to this
contract up to the limit of his purchasing authority for each change order, and up to the budgeted amount for
this agreement for all change orders.
Attachments:
1. Stratus Building Solutions Service Agreement
Financial Impacts:
The cost of the maintenance agreement is adequately funded by salaries of unfilled positions within the Public
Works Maintenance Division's budget.
Page 61 of 307
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
Type of Item: Consent
Page 62 of 307
1 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
January 19, 2023
City of Ocoee
1 North Bluford Avenue
Ocoee, FL 34761
Dear Kiel,
Thank you for the opportunity to provide you with our customized quotation for your cleaning needs. After thoroughly
measuring the facility and listening carefully to your requirements and mixing in our professional knowledge of the
industry, I think you’ll find the cleaning program detailed and inclusive.
Based on this concept, you will find that all of our services are carried out intelligently and consistently, and above all,
with the highest standards of quality and safety in mind. All of our services receive personal attention and supervision
from our dedicated and certified franchise owners. As an additional feature, you will also receive the benefit of our
formal customer service program – wherein our building specialists will regularly analyze your facility in person, to
ensure our quality standards are being firmly upheld and relieving you to attend to more pressing issues.
We sincerely hope that you will give us the chance to prove ourselves to you. We know that with our unique personality
of extremely competitive pricing and a robust emphasis on quality and reliability, we will always be able to deliver
exactly what we promise.
OUR COMMITMENT TO YOU
- A smooth, headache free start-up.
- You can always rely on any job we undertake being done on tim e,
on budget and to the very highest standard, with great consistency.
The cleaning program that was tailored specifically for you is on the following pages. If after reading it you should have
any questions or need to make any final adjustments, please feel free to call. Otherwise, all we need to get started is
your signature.
Sincerely,
Amy McCartney
Amy McCartney
Sales Consultant
Stratus Building Solutions of Orlando
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2 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Cleaning for the Environment
- Stratus green private label cleaning
chemicals use come free of charge.
- Meet and exceed state standard for
V.O.C compliance.
- Reduce environmental and health
risks associated with cleaning
chemicals.
- Low scent to prevent irritation for you
and your customers.
Microfiber Green Cleaning
- Contributes to better indoor air quality due to
superior dust and dirt containment.
- Use less water and chemicals.
- We use a color-coded cleaning system to
prevent cross contamination.
Pro-Team Green Cleaning
The combination of Micro filters and Micro-Tex filters
removes hair, pollen, dust, molds, and most bacteria
particles down to 1 micron at 98.1% efficiency
Page 64 of 307
3 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
What sets us apart?
• Consistency
- Stratus operates differently than your standard cleaning company. Our franchise
concept is built on the foundation of placing a highly motivated business
owner in charge of cleaning your facility. Whether it’s performing the work
themselves, or closely supervising the work of their employees, our franchise
owners have a level of accountability unmatched in our industry. Pride of
ownership can be seen in their work and attitude.
- The Stratus Operating System is designed to ensure consistent service
levels for you as a client. The system uses a combination of training and
support, communication and inspections to drive an unparalleled level of
accountability.
- All our franchise owners go through an extensive training and certification
program.
• Professionalism
- All our franchise owners use commercial grade equipment and chemicals to
ensure your facility is maintained to the highest standard.
- Uniformed and badged service providers.
- Local expert support for your Franchise Owner and for you as a client.
• Competitive Pricing
- Pricing in the commercial cleaning business can vary significantly. Our goal is not
to be the highest or the lowest, but to provide a competitive price that allows us
to consistently provide the service you need.
- We respect your budget and are happy to make scope adjustments to meet your
needs. Our services range from “floors and trash” to “white glove” and we can
provide scope recommendations that will meet every budget.
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4 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Your Service Schedule
City of Ocoee
1 North Bluford Avenue
Ocoee, FL 34761
Areas Serviced
• Main Entrance
• Offices and Work Stations
• Meeting Rooms
• Common Areas, and Hallways
• Break Rooms
• Restrooms
• Elevators and Stairwells
Areas / Items Not Serviced
• Electronics / Screens
Page 66 of 307
5 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
General Cleaning
Main Entrance, Offices and Work Stations, Meeting Rooms, Common Areas, Hallways,
Vacant 3rd Floor Areas*
Every
Clean
Weekly Monthly
Entrance door glass cleaned of fingerprints and
smudges X
Empty all wastepaper receptacles (box removal not
included) and replace liners as needed X
Dust and spot clean all horizontal surfaces below 6 ft
(we will not disturb paperwork or items on surfaces) X
Clean and sanitize drinking fountains X
Internal glass partitions spot cleaned for fingerprints
and smudges X
Arrange meeting room chairs X
Dust telephones and disinfect receivers X
Disinfect light switches, light switch plate covers and
door handles X
Spot clean walls around light switches / doors /
doorframes of fingerprints and smudges and clean
kickplates
X
Dust top of workstation partitions and spot clean
glass X
Furniture – vacuum fabric and wipe down other
surfaces to remove dust and lint X
High dusting (up to 10 ft) – air vents, tops of doors,
door frames, ceiling corners X
Low dusting –sides of desks, legs of chairs, tables
and chair bases X
* Vacant 3rd Floor Areas – 1x/month
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6 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Floor Care
Every
Clean
Weekly Monthly
Vacuum, sweep or dust mop all hard surface floors X
Vacuum all carpeted high traffic areas X
Thoroughly mop all hard surface floors X
Wall to wall vacuuming of carpeted areas X
Detail vacuum edges and corners along walls and
partitions X
Dust all baseboards and clean thresholds X
* Vacant 3rd Floor Areas – 1x/month
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7 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Break Areas
Breakrooms, Kitchen
Every
Clean
Weekly Monthly
Counters and tabletops cleaned with disinfectant X
Fronts of cabinets, counters and chairs spot cleaned
as needed X
Sinks cleaned with disinfectant X
Outside and top of refrigerator / appliances cleaned X
Inside and outside of microwave cleaned X
Trash removed and liners replaced X
Sweep and mop floor X
Clean outsides and insides of trash receptacles as
needed X
Sink thoroughly scoured using a liquid cleanser X
High dusting (up to 10 ft) – air vents, tops of doors,
door frames, ceiling corners X
Low dusting –tables and chair bases
X
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8 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Restroom Cleaning
Every
Clean
Weekly Monthly
Clean and disinfect countertops, sinks, fixtures, and
mirrors X
Clean and disinfect all toilets and urinals X
Clean and disinfect infant changing tables X
Empty trash receptacles and replace liners X
Empty sanitary napkin receptacle and disinfect X
Spot clean partitions and tile walls X
Restock hand soap and paper products from
customer stock
X
Disinfect partition handles, door handles and light
switches
X
Sweep and thoroughly mop the floor with germicidal
solution X
Clean and sanitize outsides of dispensers and trash
receptacles X
Polish all dispensers, fixtures and mirrors X
Clean and disinfect restroom partitions and walls
around toilets and urinals X
High dust – tops of partitions, air vents, mirror
frames and tops of doors X
Low dusting – baseboards X
Page 70 of 307
9 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
General Cleaning
Stairwells and Elevators
Every
Clean
Weekly Monthly
Disinfect elevator panel X
Sweep and mop elevator floor X
Spot clean elevator walls X
Clean and polish stainless steel X
Clean elevator threshold (door track) X
Sweep stairwells X
Mop stairwell X
Page 71 of 307
10 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Day Porter Duties
Most / all of the following cleaning service tasks are to be completed daily.
1. Inspect all restrooms for cleanliness and maintain an adequate supply of consumables.
Replenish soap, hand towels, toilet paper, sanitary products, and toilet seat covers. Clean
mirrors, sinks, toilets and urinals, dispensers and fixtures. Spot mop floors as needed.
2. Inspect all break room / beverage areas for cleanliness throughout day. Clean sinks,
countertops, outside of refrigerator, tables and chairs.
3. Police building entrances for removal of all litter, debris, and trash, including cigarette
butts. Entrances should appear neat and orderly at all times.
4. Clean and disinfect high touch points including door handles.
5. Check conference rooms, cleaning tables and returning chairs to proper position as
needed.
6. Perform all general cleaning tasks assigned by client.
7. Clean interior and exterior surfaces of entrance and exit doors and windowsills.
8. Clean interior of elevator and stairwells.
9. Removal of trash from trash cans/receptacles and replace trash can liners as needed.
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11 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Additional Services…
… & Specialties
- The current environment calls for an enhanced approach to a comprehensive cleaning and facility
maintenance program. Stratus will help you design a personalized program based on your type of
business, number of employees and visitor/client traffic.
- All Stratus Franchise Owners get one on one training in each of these services to ensure high
quality service for whatever your building needs.
Floor Care
- Carpet Cleaning:
- Tile and Grout Cleaning:
- Strip and Wax:
- Top Scrub and Recoat:
- Buffing and Burnishing:
Other Services
- Electrostatic Disinfection:
- Blind Cleaning:
- Warehouse Cobweb Removal:
- Pressure Washing:
- Exterior Window Cleaning:
- Interior Window Cleaning:
- Day Porter Services:
- Upholstery Cleaning:
- Box removal:
- Post Construction Clean:
- Move out/ in cleans:
- Apartment Turnovers
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12 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
References
WYCLIFFE ASSOCIATES
11450 Translation Way
Orlando, Fl. 32832
Wyatt Hudson - 407-852-3800
LIFEBRIDGE CHURCH
12120 Chase Rd
Windermere, Fl. 34786
Raffi Minassian - 352-360-9958
JON M HALL COMPANY
1400 Martin Luther King Jr Blvd
Sanford, Fl . 32771
Shanelle Milicic - 407-215-0410
CLUB ASSIST
155 Technology Park
Lake Mary, Fl. 32746
Lauren Balanus - 407-706-7255
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13 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Stratus Onboarding Process
Proposal 1 - After the initial appointment, a proposal will be drawn up to meet the
requests and needs of your facility.
- The proposal will outline each area that will be cleaned, the
frequency of each clean and the pricing.
Review 2 - Client to review proposal and request any adjustments to types of
services and frequency.
- Please take a moment to carefully review the contract and terms and
conditions.
Signature 3 - Send confirmed proposal to your Stratus contact.
- We will set an approximate start date to begin services.
- If your incumbent company has a contract in place, confirm exit plan
and timeframe.
Walkthrough 4 - Your Service Provider will coordinate with you on the work schedule
and frequency of services at your facility.
- If necessary, we can arrange for special services, like carpet
cleaning or hard floor care at this time.
- Keys and access codes will need to be provided by the client.
- Both parties will exchange emergency contact information.
Service Begins 5 - Schedule initial clean with extra time considerations.
- Our operations team will conduct a quality audit after your initial
clean to assure your needs are met.
Throughout
Contract 6
- Recurring quality audits will be conducted by our operations team.
- Our services providers and operations team will be readily available
to answer any questions and provide additional assistance as
needed.
- We will provide a log book for your facility to ensure a clear record
of communication between our Service Providers and your
designated contact person.
Page 75 of 307
14 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Service Agreement: Terms
This Service Agreement, dated as of the date of execution below, is made between Stratus Building Solutions of Orlando
(“STRATUS Region”) and City of Ocoee (“CLIENT”). Both STRATUS Region and CLIENT agree that the STRATUS Region
cleaning service will begin on or around the date requested below under the following terms and conditions.
1.CLIENT agrees to contract STRATUS to perform cleaning services according to the attached cleaning schedule. This
agreement is for twelve consecutive months without interruption. Contract will commence on the latter of the dates between
the one designated on the signature page and the actual date services begin.
2.This business contract agreement is obtained by STRATUS for performance by a STRATUS Franchisee who hereby agrees
to comply with the terms and conditions of this agreement. The Franchisee selected to service this CLIENT will be introduced
prior to the start date of service.
3.Franchisee has successfully completed the STRATUS training program and carries all required certifications and insurance.
4.Six of the nationally recognized holidays have been taken into consideration during the calculation of this proposal. These
include New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Ch ristmas Day. If work is
performed on these days, additional charges may apply.
5. STRATUS Region will invoice CLIENT on the first day of each month, for that month’s service (pre-bill), and CLIENT agrees
to pay STRATUS Region the amount that is due and owed under the terms of this Agreement by the 10th of the month. Late
payments will incur service and finance charges. In the event of default on payment, CLIENT agrees to pay any costs for
collection and/or attorney fees incurred by STRATUS Region and/or STRATUS Franchisee. The Monthly Janitorial Billing is
a fixed amount and is not adjusted based on CLIENT cancellations.
7.This agreement may be terminated for non-performance only, and the Client must give the STRATUS written notice,
specifying in detail, the nature of any defect in performance. STRATUS shall have thirty (30) days to cure specified defects. If
the specified defects have not been cured at the end of the thirtieth (30) day, the Client shall notify STRATUS in writing of
failure to cure, and the agreement shall terminate thirty (30) days from date of said notice. All writt en notices must be timely
and via certified mail. You further agree that a service charge equal to the charge for three months of service shall be due if
you terminate this agreement except as outlined in these terms.
8.CLIENT agrees to verbally notify STRATUS Office of any non-performance issues, in detail, prior to written notification.
9. CLIENT agrees that feedback about our performance is important for us to provide satisfactory service CLIENT agrees to
respond to regular evaluations and participate in routine inspections.
10.CLIENT agrees that during the term of this agreement and within ninety (90) days after termination of this agreement, they
will not employ directly or indirectly any employees, agent representatives or franchisees of STRATUS .
11. Stratus may implement an annual price increase not to exceed any increase in the federal consumer price index upon
mutual acceptance by both the CLIENT and STRATUS.
12. This agreement is for a term of one (1) year, and shall automatically renew on the anniversary date, with the same terms
and conditions, unless either party shall give written notice of termination, at least sixty (60) days, but no more than nine ty
(90) days prior to said anniversary date.
Client Name: _________________________ Client Signature: __________________________
Client Title: _________________________ Date Signed: __________________________
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15 City of Ocoee
543 N. Wymore Road, Suite 103
Maitland, FL 32751
407-915-3900
www.stratusclean.com
Service Agreement: Frequency and Pricing
Both Stratus and City of Ocoee do agree to all terms, conditions, cleaning schedule and
pricing as outlined in this agreement. Stratus will provide all the necessary cleaning
chemicals and equipment, which is included in the monthly janitorial billing. Stratus will
also provide all paper products, hand soap, and replacement liners for trash receptacles
and invoice Client separately based on usage.
Service Address: 1 North Bluford Avenue, Ocoee, FL 34761
Service provided: Five times per week after business hours
Monthly Janitorial Billing:
- Scope as outlined: $5,818
- Day Porter: 9am – 3pm: $3,638
One time initial clean fee (in addition to first monthly bill) to restore the building to
appropriate cleaning standards: $500
Client Stratus
By: ______________________ By: _______________________
Title: ______________________ Title: _______________________
Date: ______________________ Date: _______________________
Preferred Start Date: _________________
This proposal assumes that if it is granted, all parties will work together to maintain a mutually agreeable
cleaning solution. We reserve the right to withdraw this proposal if it is not accepted within 30 days.
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