HomeMy WebLinkAbout1991-09-03; City Council; 11318; ANNUAL AWARD FOR CUSTODIAL SERVICESAB#---
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DEPT. PCH
TITLE: ANNUAL AWARD FOR CUSTODIAL DEPT. t
CITY A1 1Clil. SERVICES
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RECOMMENDED ACTION:
Staff recommends Council adopt Resolution No. 91 -gay , awarding the annual c
for custodial services to D. H. Maintenance services, with the option to renew fo
additional one (1) year periods.
ITEM EXPLANATION
The City of Carlsbad has eleven facilities totaling 21,494 square feet that require c
custodial service. In 1988, an annual contract for custodial services was awari
Advanced Building Maintenance Company of Whittier, CA. The term of the contract \I
one year with the option to renew for three additional years.
In July 1991, specifications for a new contract for custodiaU services were developed
staff of the Facilities Maintenance Department. In accordance with Section 3.28.1 20
Municipal Code, Notice to Bidders was published and Request for Bids was mailed to
contractors. Seven responses were received, opened, witnessed and recorded on 1
6, 1991. All bids were evaluated by the Purchasing and IFacilities Maintenance stafl
lowest, most responsive bid was submitted by D. H. Maintenance, 2320 Back Nine
Oceanside, CA 92056 for an annual sum of $27,120.
FISCAL IMPACT
The cost of the annual custodial services is $27,120. Funds in the amount of $24,6
available in the Facility Maintenance budget with the balance provided by Housin
Redevelopment for services at their facility.
EXHIBITS
1. Resolution No. qj*b%;t( .
2. Tabulation of Bids - Exhibit "A1
3. Custodial Maintenance Agreement - Exhibit llBll
Exhibit "A 0 0
TABULATION OF BIDS
Bid No. 1 - ANNUAL CUSTODIAL SERVICE
August 6, 1991
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RESOLUTION NO. 91-284
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, ACCEPTING A BID AND
AUTHORIZING THE EXECUTION OF AN AGREEMENT FOR
CUSTODIAL MAINTENANCE
BE IT RESOLVED by the City Council of the City of Carlsbad, as fc
1. That the bid of D. H. Maintenance, 2320 Back Nine Street, Oce
CA 92056 is hereby accepted for the period of one year with the option to renew fc
(3) additional one (1) year periods, with revised contract price set by mutual agrc
of the parties.
2. That the Mayor of the City of Carlsbad is hereby authorizc
directed to execute an agreement, a copy of which is attached hereto marked Exh
for and on behalf of the City of Carlsbad.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of tl
Council of the City of Carlsbad on the 3rd day of September , 1991, by the fc
vote, to wit:
AYES: Council Members Lewis, Kulchin, Larson, Stanton and Nygaai
NOES: None &/[d e
I ABSENT: None
LAUDE A. E IS, Mayor
ATTEST:
ALETHA L. RAUTENKRANZ, City Clerk
(SEAL)
txhi bi t "B"
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t CUSTODIAL MAINTENANCE AGREEMENT
THIS AGREEMENT, made and entered into as of this -day 4@ of ,&&&A, 19z by and between the CITY OF CARLSBAD, a municipal corporation, hereingfter referred to
as "City", and D. H. Maintenance Services hereinafter referred to as "Contractor".
A. RECITALS
(i) City facilities listed on Exhibit "A" by contracting for services.
(ii) to define the rights and obligations of the parties.
B. AGREEMENT
City has determined that it may most economically provide for janitorial service of
This agreement is to provide for the performancd of those services by Contractor and
THEREFORE, it is agreed between the parties as follows:
In consideration of the sum of $27,120.00
in hvelve (12) equal installments of $2.260.00
1. , to be paid to Contractor by City , the Contractor will:
a. Take responsibility for the performance of all work described in this
agreement.
b. Provide all labor and materials, except where otherwise indicated in this
agreement, and supervise the performance of the work.
c. Furnish a supervisor and make every effort to keep him on the job at all
times.
d. Comply with all laws, ordinances, rules, and regulations of govement
authorities, federal, state and local, including Worker's Compensation and
Immigration Reform and Contract Act of 1986, pertaining to the
performance of the work.
f. Comply with all necessary appropriate safety measures.
g. Perforrn all work necessary and incidental to the orderly performance of
the work.
h. Report any emergency of a safety, security or health problem to the City
Police/Fire Dispatcher (9-931-2197) including, but not limited to, an
unlockable exterior door, broken ground floor window, plumbing stops or
leaks, electrical power outage, cooling or heating malfunction or other
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similar problem that cannot wait to be repaired until the next work day.
Emergency problems reported to the Dispatcher and non-emergency items
that require attention will be expeditiously submitted in writing to the
Facilities Manager, Utilities and Maintenance, 2075 Las Palmas Drive,
Carlsbad, California 92009-1519 on the next workday.
2. Schedule of Tasks
a. Ddy Maintenance Work Items:
i. Empty trash containers; re-line as needed; wipe containers clean, as
necessary; remove all trash to a designated central location for disposal.
Empty and damp wipe all ashtrays and cigarette urns.
Hand dust and/or damp wipe all flat surfaces, including but not limited
to, counters, and office furnishings such as file cabinets, desk chairs,
tables, bookcases; hand dust and/or damp wipe all other types of office
furnishings such as telephones, lamps, pictures; desk tops will be excluded
unless the employee has cleared the desk top and requested cleaning.
Hand dust and/or damp wipe all ledges and flat surfaces below 72" from
the floor.
Remove all finger marks, smudges, and other marks around light switches,
door knobs, entry doors, metal partitions and corridor walls.
Clean out outside ashtrays at entrance.
Wipe clean all chrome, aluminum, stainless steel and other metal trims,
such as, but not limited to, push plates, kick plates, door handles and
railings.
viii. Dry wipe all chalkboards when chalkboards contain no writing/draWings;
vacuum chalk dust from chalk trays and erasers; clean marker boards with
appropriate cleaning solutions, as needed, when board contains no
writinddrawings.
Dust mop all resilient tile and hardwood floor surfaces; damp mop as
required; sweep all stairways.
Vacuum traffic areas of all carpets and rugs; spot clean carpets, as needed.
Note: Building Maintenance Superintendent will schedule soil extraction
ii.
iii.
iv.
v.
vi.
vii.
ix.
x.
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on an annual basis.
Clean glass entrance doors, inside/outside; spot clean metal framing, as
needed.
Clean rest rooms: use germicidal detergent to clean all toilets and urinals,
inside and outside including seats; clean and polish all flushometers and
xi.
xii.
piping;
Clean all wash basins/sinks and wipe dry; clean and polish all basir
fixtures and exposed pipes underneath;
Clean all mirrors, shelves under mirrors, and other shelves 01
brackets;
Spot clean partitions, doors, and wall areas, as needed;
Fill all paper and soap dispensers; wipe clean all dispensers and trash
receptacles (no rem supplies shall be stocked in vicinity of dispenser);
Damp mop floor using germicidal detergent; wet mop ceramic tile and
terrazzo tile.
xiii. Clean outside walkway/stairs leading to building entryway.
b. Weekly Maintenance Work Items:
i.
ii.
iii.
iv.
Those items listed under daily maintenance.
Vacuum all carpeted areas completely. -
Vacuum all upholstered furniture; spot clean as needed.
Damp mop all resilient tile and wood floors, including stairs, spray bufi
all resilient tile areas.
Clean all inside glass partitions.
Clean and polish all metal entrance doors and jambs.
Dust all baseboards, picture frames and other vertical surfaces of d offict
furniture; dust all molding, ledges, tops of partitions, trim ventilators,
louvers above 72” from the floor.
v.
vi.
vii.
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viii. Pour one gallon water containing two ounces of germicidal detergent
down all floor drains; scrub and clean the custodian’s deep sink, if
applicable.
c. Monthly Maintenance Work Items:
i.
ii.
Those work items listed under daily and weekly maintenance.
Scrub all resilient tile floors and stairs; apply new floor finish, as needed
and polish floors.
E. Machine scrub all hard tile (ceramic, quarry, etc.) floors.
iv. Dust all wood paneling; add lemon oil, as needed.
v. Dust all partition tops, door tops, ceiling vents and light fixtures.
vi. Dust exposed pipes and overhead exposed mechanical equipment.
d. Quarterly Monthly Work Items: (To be performed during the first month of each
quarter.)
i.
ii.
iii.
iv.
v. Vacuum all upholstered furniture.
e. Semi-Annual Maintenance Work Items: (To be performed during the first anc
seventh month of the calendar year.)
i.
Those items listed under daily, weekly and monthly maintenance.
Clean all windows, inside and outside.
Clean walls and ceilings (including partitions.)
Clean and polish marble, wood, etc., walls and paneling.
Those work items listed under daily, weekly, monthly and quarter11
maintenance.
Shampoo all carpeted traffic areas using methods approved by thc
Facilities Manager.
Strip, re-seal all hard tile (ceramic, quarry, etc.) floors.
Clean (wash) all window blinds.
ii.
iii.
iv.
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v. Clean all baseboards.
vi.
vii.
Clean all exterior window screens.
Strip and refinish all resilient tile floor surfaces. Upon completion of this
task, floor shall be free of all scuff marks, dirt, dust, soil, spots, stains,
deposits and film (dirt, oil, grease, etc.).
Annual Maintenance Work items: (To be performed during the first two months
of each calendar year.)
i.
f.
Those work items listed under daily, weekly, monthly, quarterly and semi-
annual maintenance.
Vacuum, spot clean, and shampoo all carpets using a soil extraction
method approved by the Facilities Manager. Proper shampooing shall
result in a carpet free from all types of airborne soil, dry dirt, water-
soluble soils, and petroleum soluble soils. A clean carpet shall be dorm
in appearance when dry and vacuumed.
ii.
3. No chemicals or cleaning agents shall be stored at any facility without the express
written permission of the Facilities Manager, but shall be carried to and from the job site
daily.
C. GENERAL PROVISIONS
1. The Contractor shall obtain and pay for a City of Carlsbad business license at the time
of signing this Contract.
2.
employees.
3. The Facilities Manager will fumish keys to the Contractor who shall be responsible for
' locking and securing the buildings, including alarm systems, when leaving. The Contractor
may NOT duplicate keys to buildings; additional keys, as needed, wiU be provided by the
Facilities Manager.
4. All lights are to be turned off when leaving.
5. The Facilities Manager or appointed designate shall monitor the custodial contract
service and act as liaison to the Contractor.
6.
The Contractor will provide the City with a blanket fidelity bond covering all
a. Contractois employees shall be required to be clean and neat in appearance and
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wear identification. Contractor will be required to submit verification that
employees have the right to work in the United States. Contractor shall
perform all obligations in a good professional and lawful manner, provide
competent and sober personnel, efficient and clean equipment, and service the
City in courteous, helpful and impartial manner. The Contractor shall remove
any of its employees from work on this contract for justifiable cause upon the
request of the City.
b. Contractor's employees shall not use City phones, computers, copiers, Fax
machines, etc.
c. The Contractor will agree to and pay for background checks if required on all
personnel providing custodial services at City facilities in cooperation with the
Carlsbad Police Department. In the event such background check reveals an
item which Carlsbad Police deems a security problem, the City may request that
such individual be removed from the list of personnel authorized to provide
custodial services in City facilities.
a. Work hours shall be between the hours of 6:OO p.m. and 6:OO a.m., Monday
through Friday, except holidays, dependent upon scheduled use. Any change in work hours by the Contractor must be approved, in advance, by the Facilities
Manager or appointed designate.
b. Holidays observed will be: New Year's Day, Lincoln's Birthday, Washington's
Birthday, Memorial Day, July 4th, Labor Day, Columbus Day, Veteran's Day,
Thanksgiving Day, Friday after Thanksgiving Day and Christmas Day.
7.
8. The Contractor shall maintain a record of work accomplished which shall include
date, time in, time out, location of work and costs for equipment used, material and
supplies used and persons who did the work. This report shall be submitted with the
monthly billing. In addition, the report shall indicate any work that needs to be
accomplished.
9. The Contractor shall have an "on-site" representative with authority to contractually
bind the Contractor in matters which may arise during the agreement performance period.
The Contractor shall provide, prior to commencement of work under this agreement, in
writing to the Facilities Manager, a statement indicating by name the specific authority
vested in the "on-site" representative. The Contractois "on-site" representative will be
responsible for instructing and training of Contractois personnel in the proper and
specified work method and procedures; directing, scheduling, and coordinating all custodial
services and functions to completely accomplish the work as required by this agreement.
The "on-site" representative shall be available for consultation regarding problems on a
daily basis at some time during regular working hours (8:OO a.m. to 5:OO p.m., Monday
through Friday).
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IO. Pronress and Completion
The Contractor agrees to commence the work provided for herein immediately upon the
completion of the execution of this agreement and the delivery to the Contractor of an
executed copy thereof and to continue in a due and diligent worker like manner and
without interruption.
Within five (5) work days after the award of the contract, the Contractor shall submit to
the Facilities Manager a complete plan of his operations, indicating the names and
addresses of the custodians (including all specialists and relief personnel) and the specific
areas assigned to each, the days and times on which other than nightly duties will be
performed, and the names and addresses of all supervisors. The plan will be kept current
by the Conrractor.
11. Fees to Be Paid to Contractor
a. The total shall not exceed the fee payable according to Paragraph 13, "Payment
of Fees", and shall be $27.120.00 . No other compensation for services will
be allowed except those items covered by supplemental agreements per
Paragraph 14, "Changes in Work".
b. Once each year after the first year of this agreement (but not retroactively),
upon written request by the Contractor and approval by the Utilities and
Maintenance Director, said monthly maintenance sum shall be subject to change
in accordance with the Consumer Price Index, San Diego, as published by the
U. S. Department of Labor, based on the percentage change in the index from
the first month of this agreement to each succeeding anniversary thereof.
12. Duration of Contract
This agreement shall extend for a period of one (1) year from the date hereof. The
Utilities and Maintenance Director may extend this contract for three (3) additional one
(1) year periods for a total contract period of four (4) years, upon satisfactory
performance.
13. Payment of Fees
In the event notification is made at other than the beginning of the monthly agreement
period, payment for that month shall be prorated from the day the Contractor is notified.
Services not performed will be deducted from the monthly payment.
14. Channes in Work
If, in the course of the contract, changes seem merited by the Contractor or the City, and
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informal consultations with the other party indicate that a change in the conditions of the
contract is warranted, the Contractor or the City may request a change in the contract.
Such changes shall be processed by the City in the following manner: A letter outlining
the required changes shall be forwarded to the City by Contractor to inform them of the
proposed changes along with a statement of estimated changes in charges or time schedule.
A supplemental agreement shall be prepared by the City and approved by the City
according to the procedures described in Carlsbad Municipal Code Section 3.28.172. Such
Supplemental agreement shall not render ineffective or invalidate unaffected portions of the
agreement.
15. Covenants Against Contingent Fees
The Contractor warrants that their firm has not employed or retained any company or
person, other than a bona fide employee working for the Contractor, to solicit or secure
this agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or
any other consideration contingent upon, or resulting from the award or making of this
agreement. For breach or violation of this warranty, the City shall have the right to annul
this agreement without liability, or in its discretion, to deduct form the agreement price or
consideration, or otherwise recover, the full amount of such fee, commission, percentage,
brokerage fees, gift, or contingent fee.
16. Nondiscrimination Clause
The Contractor shall comply with the state and federal laws regarding nondiscrimination.
17. Termination of Contract
In the event of the Contractois failure to prosecute, deliver, or perform the work as
provided for in this contract, the City may terminate this contract for nonperformance by
notifying the Contractor by certified mail of the termination of the contractor. The
Contractor, thereupon, has five (5) working days to deliver said documents owned by the
City and all work in progress to the Facilities Manager. The Facilities Manager shall make
a determination of fact based upon the documents delivered to City of the percentage of
work which the Contractor has performed which is usable and of worth to the City in
having the contract completed. Based upon that finding as reported to the City Manager,
the Manager shall determine the final payment of the contract.
18. InsDections
a. The Facilities Manager and other concerned City personnel, as appropriate, Will
meet periodically to review the agreement performance. The Contractor will be
appraised how the City views the Contractor's performance and the Contractor
will appraise the City of problems, if any, being experienced. The Contractor
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will also notify the Utilities and Maintenance Director in writing of any work
being performed, if any, that the Contractor considers to be over and above the
requirements of the agreement. Appropriate action shall be taken to resolve outstanding issues.
b. All performance (which includes services, materials, supplies and equipment
furnished or utilized in the performance of this agreement, and workmanship
in the performance of services) shall be subject to inspection and approval by
the City at all times during the term of the agreement. The Contractor shall
provide adequate cooperation to any inspector assigned by the City to permit
the inspector to determine the Contractor's conformity with these specifications
and the adequacy of the services being contractually provided. All inspection
by the City shall be made in such a manner as not to unduly interfere with
Contractor performance.
c. If any services performed hereunder are not in conformity with the
specifications and requirements of this agreement, the City shall have the right
to require the Contractor to perform the services in conformity with said
specifications and requirements at no additional increase in total contractual
amount. When the services to be performed are of such nature that the
difference cannot be corrected, the City shall have the right to (1) require the
Contractor immediately to take all necessary steps to ensure future performance
of the services will be in conformity with requirements of the agreement, and
(2) reduce the contractual price to reflect the reduced value of the services
performed. In the event the Contractor fails to perform the services promptlq
or to take necessary steps to ensure future performance of the service ir
conformity with the specifications and requirements of the agreement, the Citj
shall have the right to either (1) have the services performed in conformity wit1
the agreement specifications and charge to the Contractor any cost occasionec
to the City that is directly related to the performance of such services, or (2:
terminate this agreement for default.
19. DisDutes
If a dispute should arise regarding the performance of work under this agreement, thr
following procedure shall be used to resolve any question of fact or interpretation no
otherwise settled by agreement between parties. Such questions, if they become identifiec
as a part of a dispute among persons operating under the provisions of this contract, shal
be reduced to writing by the principal of the Contractor or the Facilities Manager. A cop!
of such documented dispute shall be forwarded to both parties involved along wit1
recommended methods of resolution which would be of benefit to both parties. The Ciq
Facilities Manager or principal receiving the letter shall reply to the letter along With i
recommended method of resolution within ten (10) days. If the resolution thus Qbtainec
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is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded
to the City Cound for their resolution through the Office of the City Manager. The City
Council may then opt to consider the directed solution to the problem. In such cases, the
action of the City Council shall be binding upon the parties involved, although nothing in
this procedure shall prohibit the parties seeking remedies available to them at law.
20.
This agreement may be terminated by either party upon tendering thirty (30) days written
notice to the other party. In the event of such suspension or termination, upon request of
the City, the Contractor shall return all keys and property of the City to the Facilities
Mana8er. In the event of termination, the Contractor shall be paid for work performed to
the termination date; however, the total shall not exceed the lump sum fee payable under
Paragraph 11. The City shall make the final determination as to the portions of tasks
completed and the compensation to be made.
21. Status of the Contractor
Sumension or Termination of Services
a. The Contractor shall perform the services provided for herein in Contractor's
own way as an independent contractor and in pursuit of Contractor's
independent calling, and not as an employee of the City. Contractor shall be
under control of the City only as to the result to be accomplished, but shall
consult with the City as provided for in the request for proposal.
b. The Contractor is an independent contractor of the City. The payment made to
the Contractor pursuant to the contract shall be the full and complete
compensation to which the Contractor is entitled. The City shall not make any
federal or state tax withholdings on behalf of the contractor. The City shall not
be required to pay any workers' compensation insurance on behalf of the
Contractor. The Contractor agrees to indemnify the City for any tax, retirement
contribution, social security, overtime payment, or workers' compensation
payment which the City may be required to make on behalf of the Contractor
or any employee of the Contractor for work done under this agreement.
. 22. Hold Harmless Ameement
The City, its officers, and employees shall not be liable for any claims, liabilities, penalties,
fines, or any damage to goods, properties, or effects of any person whatever, nor for
personal injuries or death caused by, or resulting from, any intentional or negligent acts.
errors or omissions of Contractor or Contractor's agents, employees or representatives
Contractor agrees to defend, indemnify, and save free and harmless the City and its officeE
and employees against any of the foregoing claims, liabilities, penalties or fines, and an3
cost, expense or attorneys fees which are incurred by the City on account of any of the
foregoing.
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23. Assinnment of Contract
The Contractor shall not assign this contract or any part thereof or any monies due
thereunder Without the prior written consent of the City.
24. Subcontracting
If the Contractor shall subcontract any of the work to be performed under this contract by
the Contractor, Contractor shall be fully responsible to the City for the acts and omissions
of Contractor's subcontractor and of the persons either directly or indirectly employed by
the subcontractor, as Contractor is for the acts and omissions of persons directly employed
by Contractor. Nothing contained in this contract shall create any contractual relationship
between any subcontractor of Contractor and the City. The Contractor shall bind every
subcontractor and every subcontractor of a subcontractor by the terms of this contract
applicable to Contractor's work unless specifically noted to the contrary in the subcontract
in question approved in writing by the City.
25. Prohibited Interest
No official of the City who is authorized in such capacity on behalf of the City to
negotiate, make, accept or approve, or take part in negotiating, making, accepting, or
approving of this agreement, shall become indirectly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or similar
functions in connection with the performance of this contract shall become directly or
indirectly interested personally in this contract or any part thereof.
26. Verbal Agreement or Conversation
No verbal agreement or conversation with any officer, agent, or employee of the City,
either before, during or after the execution of this contract, shall affect or modify any of
the terms or obligations herein contained nor entitle the Contractor to any additional
payment whatsoever under the tern of this contract.
* 27. Successors or Assinns
Subject to the provisions of Paragraph 22, "Hold Hdess Agreement", all terms,
conditions, and provisions hereof shall inure to and shall bind each of the parties hereto,
and each of their respective heirs, executors, administrators, successors and assigns.
28. Effective Date
This agreement shall be effective on and from the day and year kt above written.
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29. Insurance
The Contractor shall obtain and maintain policies of general liability insurance, automobile
liability insurance, and a combined policy of worker's compensation and employer's liability
insurance from an insurance company authorized to do business in the State of California
which meets the requirements of City Council Resolution No. 90-96 in an insurable amount
of not less than one million dollars ($1,000,000) each, unless a lower amount is approved
by the City Attorney or the City Manager. This insurance shall be in force during the life
of this agreement and shall not be canceled without thirty (30) ,days prior written notice
to the City sent by certified mail.
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acknowledged to me that the partnership executed it*
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hand and official Se
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ifor mtary seal or stamp]
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BID PROPOSAL
Bid NO.^ Opening : 11:OO A.1
Date: AUGUST 6, 195
FOR: JANITORIAL SERVICE AS PER CITY OF CARLSBAD AGREEMENT
The City reserves the right to add, delete, or switch service areas with appropriate writtc
notice to the Contractor; changes in the basic service area will be computed based on tl
bid proposal costs of the Agreement.
Facilitv Address SauareFeet Sa . Ft. Rate Monthlv Rate Annual Rate
Carisbad Branch Library
id' I .) d4- 300.193 J&C.Ct3
3215 Eureka Street 1,250 - 22 A?O.dO 33hU.aO
3225 Eureka Street 1,908 * /a 22s. Od d 7ec. 00
s$% 7750-M El Camin0 Real
Kruger House
Scout House
Holiday House 3235 Eureka Street 855 A /2s. 00 f500. do
Housing & Redevelopment 2965 RooseVeit #B 5000 . /a SS5.00 3crr. m
Heritage Hall
2560 Garfield 1,608 4 08 /25.b8 /3VO. 00
258 Beech 572 - /4 YO. 00 9ac. @c' Granary
Magee House
258 Beech 4,089 0 c3- ;too. EO d~Ot7.dO
1166 Elm Avenue 504 - 3+ / 75: dO 3/eo* a0
1166 Elm Avenue 1,610 ./3- &Z, eo 3cao. 00
1,608 ./5 m. 00 3 em. a?
TOTAL - .I 10 2 so. 00 a7 lac , eo
Parks & Recreation Administra tion
Parks & Re. Modular/Break Room
Railroad Depot
400 Elm Avenue
24,49+
Raised 7/:
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1200 Carlsbad Village Drive - Carlsbad, California 92008-1 989 - (61 9) 434-280: