3-Appendix E - Municipality of Norristown Sample Janitorial Services Agreement.pdf

Appendix E

Municipality of Norristown

Sample Janitorial Services Agreement

Appendix E – Sample Janitorial Services Agreement (For Reference – Final Agreement Subject to Council Approval)

THIS AGREEMENT

This Janitorial Services Agreement (“Agreement”) is made and entered into this ___ day of __________, _______, by and between:

Municipality of Norristown (“Municipality”), with offices at 235 East Airy Street, Norristown, PA 19401, and ________________________ (“Contractor”), with offices at ___________________________.

1. TERM

• Services shall begin January 4, 2027 and continue for a term of three (3) years, ending December 31, 2029.

• The Municipality may, subject to mutual written agreement and any required approvals, extend this Agreement for up to two (2) additional one-year periods. Any approved extension shall be governed by the terms and conditions of this Agreement, with compensation based on the applicable extension-year pricing identified in Appendix C – Price Proposal Form.

2. SCOPE OF SERVICES

• Contractor shall provide janitorial services for Municipal Hall, including all designated office, public, and secure areas as identified in the Bill of Quantities (BOQ), and the Norristown Recreation Center, in accordance with the Request for Proposals (RFP), all issued addenda, the BOQ, and the Contractor's submitted proposal.

• Certain areas within Municipal Hall, including portions occupied by the Norristown Police Department, are considered secure areas and may be subject to additional access restrictions, background investigations, and security requirements.

• Work shall include, but not be limited to, the tasks described in the Bill of Quantities (Appendices B1 and B2).

• Services shall generally be performed after 4:30 p.m. at Municipal Hall and after 8:30 p.m.

at the Norristown Recreation Center, unless otherwise authorized in writing by the Municipality.

• Contractor shall perform all work in a manner that minimizes disruption to municipal operations and public activities. Contractor shall coordinate access to occupied areas with the Municipality and shall comply with all facility-specific operating hours, security procedures, and access restrictions.

• The Municipality reserves the right to amend the Bill of Quantities (BOQ) during the term of this Agreement to reflect changes in facility usage, cleaning requirements, or operational needs. Any such amendment shall be issued in writing by the Municipality and shall be binding upon the Contractor. Adjustments to compensation, if applicable, shall be mutually agreed upon in writing at the time of amendment.

• The Contractor acknowledges that it has been afforded the opportunity to inspect the facilities, has reviewed the BOQ and all applicable addenda, and has satisfied itself as to the nature and extent of the work required. Failure to inspect the premises shall not relieve the Contractor of its obligations under this Agreement.

3. COMPENSATION

• The Municipality shall compensate the Contractor in accordance with the approved pricing set forth in Appendix C – Price Proposal Form, as incorporated into this Agreement.

Monthly compensation shall be based on the approved rates for each facility and the applicable contract year, including any authorized extension periods.

• Contractor shall submit invoices monthly on or before the 15th day of each month to the Public Works Director or their designee.

• January 2027 shall be billed at the full approved monthly rate, notwithstanding the January 4, 2027 service commencement date.

• Each invoice shall be accompanied by a Monthly Performance Report summarizing services performed during the billing period, identifying any deficiencies or service interruptions, documenting corrective actions taken, and providing any other information reasonably requested by the Municipality. The Municipality may require supporting documentation, including inspection logs, employee sign-in sheets, work orders, photographs, quality assurance reports, or other records reasonably necessary to verify Contractor performance.

• Failure to submit the required Monthly Performance Report or supporting documentation may result in delayed processing or withholding of payment until the required documentation is received and approved by the Municipality.

• Payment shall be made within thirty (30) days of approval by the Public Works Director or their designee.

• No additional charges shall be made for labor, supplies, equipment, materials, consumables, or specialty cleaning services unless expressly authorized in writing by the Municipality.

4. INSURANCE & INDEMNIFICATION

Contractor shall maintain, at its sole expense:

• Commercial General Liability Insurance: $1,000,000 per occurrence / $2,000,000 aggregate

• Workers’ Compensation Insurance: $1,000,000

• Janitorial Bond: $50,000 minimum

Certificates of insurance shall name the Municipality as Additional Insured.

Indemnification: Contractor shall indemnify, defend, and hold harmless the Municipality, its officers, employees, and agents from any and all claims, damages, liabilities, and expenses arising from Contractor’s performance of services.

5. PERFORMANCE STANDARDS

• Contractor shall perform all services in a professional, workmanlike manner, consistent with industry standards and the requirements of this Agreement.

• Contractor shall perform all work in a manner that minimizes disruption to municipal operations and shall comply with all facility-specific operating hours, security procedures, and access restrictions.

• The Municipality reserves the right to inspect work at any time. Failure to meet minimum service levels may result in payment withholding, suspension, or termination of this Agreement.

6. WORKFORCE REQUIREMENTS

• All employees assigned to municipal facilities must successfully complete criminal background investigations acceptable to the Municipality.

• Employees assigned to secure areas within Municipal Hall, including areas occupied by the Norristown Police Department, may be required to undergo additional screening or security requirements as determined by the Municipality and/or the Norristown Police Department.

• Contractor shall comply with all applicable requirements of the FBI Criminal Justice Information Services (CJIS) Security Policy, Pennsylvania State Police Commonwealth Law Enforcement Assistance Network (CLEAN) regulations, and any successor policies governing access to criminal justice information or secure law enforcement facilities.

• Contractor personnel shall not access, disclose, photograph, copy, remove, or otherwise use any criminal justice information, police records, evidence, computer systems, or confidential materials encountered while performing services.

• Employees must wear uniforms with the Contractor’s name and visible ID badges.

• Contractor shall maintain a reachable supervisory contact number during all work hours and emergency situations.

• The Municipality reserves the right to require the immediate removal and replacement of any Contractor employee whose conduct, background, or performance is deemed unacceptable or who fails to comply with the requirements of this Agreement.

7. TERMINATION

• For Convenience: The Municipality may terminate this Agreement, in whole or in part, upon thirty (30) days’ written notice.

• For Cause: The Municipality may terminate immediately if Contractor fails to perform services, violates laws, or breaches this Agreement.

8. INDEPENDENT CONTRACTOR

Contractor and its employees shall perform services as an independent contractor, and nothing herein shall be construed to create an employment or agency relationship with the Municipality.

9. COMPLIANCE WITH LAWS

Contractor shall comply with all applicable federal, state, and local laws, including nondiscrimination, labor, and safety laws.

10. GENERAL PROVISIONS

• Entire Agreement: This Agreement, including the RFP and Contractor’s proposal, constitutes the entire understanding of the parties.

• Amendments: No amendment shall be valid unless in writing and signed by both parties.

• Governing Law: This Agreement shall be governed by the laws of the Commonwealth of Pennsylvania.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

MUNICIPALITY OF NORRISTOWN

By: ___________________________

Name: _________________________

Title: __________________________

CONTRACTOR

By: ___________________________

Name: _________________________

Title: __________________________