HomeMy WebLinkAbout2000-06-20; City Council; 15789; Award Agreement For Custodial Maintenance ServicesCIT-OF CARLSBAD - AGENP-4 BILL sif 5 , Awl
AB # 15,789 TITLE:
MTG. 6-20-00 AWARD OF AGREEMENT
FOR CUSTODIAL MAINTENANCE SERVICES DEPT. PUR
RECOMMENDED ACTION:
Staff recommends Council adopt Resolution No. 2ccc-1% , accepting the bid proposal of
D.H. Maintenance Services and authorizing the execution of an agreement for custodial
maintenance services.
ITEM EXPLANATION
The City of Carlsbad has 19 facilities totaling 86,750 square feet for which custodial services are
contracted out. Staff has determined that it is more cost effective to continue to outsource this
service for these facilities. Due to the quality of service and pricing of our current contractor, staff
decided to request new bids to establish a new agreement.
In accordance with Section 3.28.120 of the Municipal Code, Notice to Bidders was published
and Requests for Bid were sent to 44 contractors. Four bids were received. The Public Works
Supervisor/Facilities Division and the Purchasing Department recommend acceptance of the
bid for custodial maintenance services from D. H. Maintenance Services, 2320 Back Nine
Street, Oceanside California 92056. Bid prices are listed below:
Contractor Annual Amount
DH Maintenance $108,720.00
Aztec Janitorial $111,115.08
Coastal Building Services $111,720.00
Advanced Building Maintenance !$146,040.00
FISCAL IMPACT
The price from the low bidder is $14,280.00 less per year than we are now paying. Funds for
custodial maintenance services are a part of the Facilities Maintenance annual budget. Services
for Housing and Redevelopment facilities will be funded from their annual budget.
EXHIBITS
Resolution No. sooo-1%
RESOLUTION NO. 2ooo-~q
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, ACCEPTING A BID AND AUTHORIZING THE EXECUTION OF AN AGREEMENT.
WHEREAS, the City of Carlsbad requires the services of a custodial maintenance
4 contractor, and;
5 WHEREAS, proper bidding procedures have resulted in the receipt of bids from qualified
6 vendors;
7 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as
0 follows:
9 1. The bid of D. H. Maintenance Services, 2320 Back Nine Street, Oceanside California
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92056 is hereby accepted.
2. The Mayor of the City of Carlsbad is hereby authorized and directed to execute a
contract for these services, a copy of which is attached hereto, for and on behalf of
the City of Carlsbad for the period of one year with the option for the City Manager to
renew for three additional one-year periods, with revised contract prices set by mutual
agreement.
3. The Purchasing Officer is hereby authorized and directed to issue a purchase order
for custodial maintenance services.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the
City of Carlsbad held on the 20th day of June , 2000, by the
following vote, to wit:
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AYES: Council Members Hall, Nygaard and Kulchin
NOES: None
23 II ABSENT: Council Members Lewis and Finnila
26 Matt Hall, Mayor ProTem
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28 II (SEAL)
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CUSTODIAL MAINTENANCE AGREEMENT
D. H. MAINTENANCE SERVICES
THIS AGREEMENT is made and entered into as of the 27th day of
June , 2000, by and between the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City”, and D. H. MAINTENANCE SERVICES, a sole
proprietorship, hereinafter referred to as “Contractor.”
RECITALS
City requires the services of a Contractor to provide the necessary janitorial
services for those City facilities listed on Exhibit “A” to this Agreement, which is attached hereto
and incorporated herein by reference, and Contractor possesses the necessary skills and
qualifications to provide the services required by City;
Contractor has submitted documents related to this Agreement, including but not
limited to those contained in Exhibits C, D and E to this Agreement, which are attached hereto
and incorporated herein by reference.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. CONTRACTOR’S OBLIGATIONS
Contractor shall provide those services described in Exhibit “B” to this
Agreement, which is attached hereto and incorporated herein by reference.
2. , CITY OBLIGATIONS
The Public Works Manager/General Services shall furnish keys to Contractor for
applicable City facilities.
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3. PROGRESS AND COMPLETION
Immediately upon notification that City has executed this Agreement, Contractor
shall commence the work provided for in this Agreement, and continue such work in a due and
diligent manner without interruption.
4. FEES TO BE PAID TO CONTRACTOR
City shall pay Contractor the sum of $108,720.00, to be paid in twelve (12) equal
installments of $9,060.00. No other compensation for services shall be allowed, exceptthose
items covered by this Paragraph 4 or by supplemental agreements pursuant to Paragraph 7,
“Changes in Work”. In the event notification of a change in work is made at other than the
1 beginning of the monthly Agreement period, payment for that month shall be prorated from the
day Contractor is notified. Services not performed shall be deducted from the monthly
payment based upon the daily prorated amount for each facility
Once each year after the first year of this Agreement (but not retroactively), upon
written request by Contractor and approval by the Public Works Manager/General Services, 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.
5. TERM
This Agreement shall extend for a period of one (1) year from the date hereof.
The City Manager may extend this Agreement for three (3) additional one (1) year periods, for a
total Agreement period of four (4) years, upon satisfactory performance by Contractor.
6. WORK HOURS
a. Work hours shall be after normal operating hours for each facility and
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between the hours of 6:00 p.m. and 6:00 a.m., Sunday through Friday, except holidays,
dependent upon scheduled use. Blockhouses shall be cleaned between the hours of 9:00 p.m.
and 6:00 a.m. and locked upon completion of cleaning. Any change in work hours by Contractor
must be approved, in advance, by the Public Works Manager/General Services, or his/her
appointed designee.
b. Holidays observed shall 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. CHANGES IN WORK
If, in the course of this Agreement, changes seem merited by Contractor or City,
and informal consultations with the other party indicate that a change in the conditions of this
Agreement is warranted, Contractor or City may request a change in Agreement. Such changes
shall be processed by City in the following manner: A letter outlining the required changes shall
be forwarded to City by Contractor to inform them of the proposed changes along with a
statement of estimated changes in charges or time schedule. A Standard Amendment to
Agreement shall be prepared by City and approved by City according to the procedures
described in Carlsbad Municipal Code Section 3.28.172. Such Amendment to Agreement shall
not render ineffective or invalidate unaffected portions of this Agreement.
8. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that their firm has not employed or retained any company or
person, other than a bona fide employee working for 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
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breach or violation of this warranty, City shall have the right to annul this Agreement without
’ liability or, in its discretion, to deduct from this Agreement price or consideration, or otherwise
recover the full amount of such fee, commission, percentage, brokerage fees, gift, or contingent
fee.
9. NONDISCRIMINATION CLAUSE
Contractor shall comply with the state and federal laws regarding
nondiscrimination.
10. TERMINATION OF AGREEMENT
In the event of Contractor’s failure to prosecute, deliver, or perform the work as
. provided for in this Agreement, the City Manager may terminate this Agreement for
nonperformance by notifying Contractor by certified mail of the termination of this Agreement.
Contractor, thereupon, has five (5) working days to deliver any property owned by City, including
but not limited to keys, to the Public Works Manager/General Services. The Public Works
Manager/General Services shall make a determination of fact of the percentage of work which
Contractor has performed. Based upon that finding as reported to the City Manager, the
Manager shall determine the final payment of this Agreement.
This Agreement may be terminated by either party upon tendering thirty (30) days
written notice to the other party. In the event of such termination, upon request of City,
Contractor shall return all keys and property of City to the Public Works Manager/General
Services. In the event of termination, Contractor shall be paid for work performed to the
termination date; however, the total shall not exceed the lump sum fee payable under Paragraph
4 of this Agreement. City shall make the final determination as to the portions of tasks completed
and the compensation to be made.
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11. DISPUTES
If a dispute should arise regarding the performance of work under this
Agreement, the following procedure shall be used to resolve any question of fact or
interpretation not otherwise settled by agreement between parties. Such questions, if they
become identified as a part of a dispute among persons operating under the provisions of this
Agreement, shall be reduced to writing by the principal of Contractor or the Public Works
Manager/General Services. A copy of such documented dispute shall be forwarded to both
parties involved along with recommended methods of resolution which would be of benefit to
both parties. The City Public Works Manager/General Services or principal receiving the letter
i shall reply to the letter along with a recommended method of resolution within ten (10) days. If
the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute
shall be forwarded to the City Council 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.
12. CLAIMS AND LAWSUITS
Contractor agrees that any Agreement claim submitted to City must be asserted
as part of the agreement process as set forth in this Agreement and not in anticipation of
litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650et seq.,
the False Claims Act, provides for civil penalties where a person knowingly submits a false claim
to a public entity. These provisions include false claims made with deliberate ignorance of the
false information or in reckless disregard of the truth or falsity of information. If City seeks to
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recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs,
including attorney’s fees. Contractor acknowledges that the filing of a false claim may subject
Contractor to an administrative debarment proceeding wherein Contractor may be prevented to
act as a Contractor on any public work or improvement for a period of up to five years.
Contractor acknowledges debarment by another jurisdiction is grounds for City to disqualify
Contractor from the selection process./&’ (Initial&,/$?(lnitial) /
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026, 3.32.027 and
3.32.028, as amended, pertaining to false claims are incorporated herein by reference.
/&,$nitialJ &Jnitial)
$13. JURISDICTION
Contractor agrees and hereby stipulates that the proper venue and jurisdiction for
resolution of any disputes between the parties arising out of this Agreement is San Diego
County, California.
14. STATUS OF THE CONTRACTOR
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 City. Contractor shall be under control of City only as to the result to be
accomplished, but shall consult with City as provided for in the request for proposal. The
persons used by Contractor to provide services under this Agreement shall not be considered
employees of City for any purposes whatsoever.
Contractor is an independent Contractor of City. The payment made to
Contractor pursuant to this Agreement shall be the full and complete compensation to which
Contractor is entitled. City shall not make any federal or state tax withholdings on behalf of
Contractor or its employees or subcontractors. City shall not be required to pay any workers’
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compensation insurance or unemployment contributions on behalf of Contractor or its
employees or subcontractors. Contractor agrees to indemnify City within 30 days for any tax,
retirement contribution, social security, overtime payment, unemployment payment or workers’
compensation payment which City may be required to make on behalf of Contractor or any
employee or subcontractor of Contractor for work done under this Agreement or such
indemnification amount may be deducted by City from any balance owing to Contractor.
Contractor shall be aware of the requirements of the Immigration Reform and
Control Act of 1986 and shall comply with those requirements, including, but not limited to,
verifying the eligibility for employment of all agents, employees, subcontractors and Consultants
* that are included in this Agreement.
15. HOLD HARMLESS AGREEMENT
Contractor agrees to indemnify and hold harmless City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses including
attorneys fees arising out of the performance of the work described herein caused by any willful
misconduct, or negligent act, or omission of Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
16. ASSIGNMENT OF AGREEMENT
Contractor shall not assign this Agreement or any part thereof or any monies due
thereunder without the prior written consent of City.
17. SUBCONTRACTING
If Contractor shall subcontract any of the work to be performed under this
Agreement by Contractor, Contractor shall be fully responsible to 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
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Contractor. Nothing contained in this Agreement shall create any contractual relationship
between any subcontractor of Contractor and City. Contractor shall bind every subcontractor
and every subcontractor of a subcontractor by the terms of this Agreement applicable to
Contractor’s work unless specifically noted to the contrary in the subcontract in question
approved in writing by City.
18. PROHIBITED INTEREST
No official of City who is authorized in such capacity on behalf of City to
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving
of this Agreement, shall become directly or indirectly interested personally in this Agreement or
in any part thereof. No officer or employee of City who is authorized in such capacity and on
behalf of City to exercise any executive, supervisory, or similar functions in connection with the
performance of this Agreement shall become directly or indirectly interested personally in this
Agreement or any part thereof.
19. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of City,
either before, during or after the execution of this Agreement, shall affect or modify any of the
terms or obligations herein contained nor entitle Contractor to any additional payment
whatsoever under the terms of this Agreement.
20. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 15, “Hold Harmless 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.
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21. EFFECTIVE DATE
This Agreement shall be effective on and from the day and year first written
above.
22. CONFLICT OF INTEREST
City has determined, using the guidelines of the Political Reform Act and City’s
conflict of interest code, that Contractor shall not .be required to file a conflict of interest
statement as a requirement of this Agreement. However, Contractor hereby acknowledges that
Contractor has the legal responsibility for complying with the Political Reform Act and nothing in
this Agreement releases Contractor from this responsibility.
-23. INSURANCE
Contractor shall obtain and maintain for the duration of this Agreement and any
and all amendments, insurance against claims for injuries to persons or, damage to property
which may arise out of or in connection with performance of the work hereunder by Contractor,
his agents, representatives, employees or subcontractors. Said insurance shall be obtained
from an insurance carrier admitted and authorized to do business in the State of California. The
insurance carrier is required to have a current Best’s Key Rating of not less than “A-Y and shall
meet City’s policy for insurance as stated in Resolution No. 91-403.
A. Coveraqes and Limits.
Contractor shall maintain the types of coverages and minimum limits indicated
herein, unless a lower amount is approved by the City Attorney or City Manager:
1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined single-
limit per occurrence for bodily injury, personal injury and property damage. If the submitted
policies contain aggregate limits, general aggregate limits shall apply separately to the work
under this Agreement or the general aggregate shall be twice the required per occurrence limit.
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2. Automobile Liability (if the use of an automobile is involved for
Contractor’s work for City). $l,OOO,OOO combined single-limit per accident for bodily injury and
property damage.
3. Workers’ Compensation and Employer’s Liability. Workers’ Compensation
limits as required by the Labor Code of the State of California and Employer’s Liability limits of
$1 ,OOO,OOO per accident for, bodily injury.
B. Additional Provisions.
Contractor shall ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions.
1. City shall be named as an additional insured on all policies excluding
Workers’ Compensation.
2. Contractor shall furnish certificates of insurance to City before
commencement of work.
3. Contractor shall obtain occurrence coverage which shall be written as
claims-made coverage.
4. This insurance shall be in force during the life of this Agreement and any
extension thereof and shall not be canceled without 30 days prior written notice to City sent by
certified mail.
5. If’ Contractor fails to maintain any of the insurance coverages required
herein, then City shall have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order that the
required coverages may be maintained. Contractor is responsible for any payments made by
City to obtain or maintain such insurance and City may collect the same from Contractor or
deduct the amount paid from any sums due Contractor under this Agreement.
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24. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of City and on behalf of Contractor in connection with the foregoing are
as follows:
For City: Title Public Works Manager/General Services
Address 405 Oak Avenue
Carlsbad CA 92008
a For Contractor: Title :~~lAE&
Name (1 iPx?p&&- LA L L / 5
Address ; 5‘7(> -fy& :jy Ai&- 5, / ‘C /3&T&i e,z /a P I / ((m 7zc3-z
25. BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carlsbad Business License for the
duration of this Agreement.
26. FIDELITY BOND
Contractor shall provide City with a blanket fidelity bond covering all employees.
27. INSPECTIONS
a. The Public Works Manager/General Services and other concerned City
personnel, as appropriate, shall meet periodically to review the Agreement performance.
Contractor shall be appraised how City views Contractor’s performance and Contractor shall
appraise City of problems, if any, being experienced. Contractor shall also notify the Public
Works Manager/General Services in writing of any work being performed, if any, that Contractor
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considers to be over and above the requirements of this 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 City at all times during
the term of this Agreement. Contractor shall provide adequate cooperation to any inspector
assigned by City to permit the inspector to determine Contractor’s conformity with these
specifications and the adequacy of the services being contractually provided. All inspection by
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, City shall have the right to require 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, City shall have the right to (1) require Contractor immediately
to take all necessary steps to ensure future performance of the services shall be in conformity
with requirements of this Agreement, and (2) reduce the contractual price to reflect the reduced
value of the services performed. In the event Contractor fails to perform the services promptly or
to take necessary steps to ensure future performance of the service in conformity with the
specifications and requirements of this Agreement, City shall have the right to either (1) have the
services performed in conformity with the Agreement specifications and charge to Contractor
any cost occasioned to City that is directly related to the performance of such services, or (2)
terminate this Agreement for default.
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28. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or
contemplated herein, along with the purchase order for this Agreement and its provisions,
embody the entire Agreement and understanding between the parties relating to the subject
matter hereof. In case of conflict, the terms of this Agreement supersede the purchase order.
Neither this Agreement nor any provision hereof may be amended, modified, waived or
discharged except by an instrument in writing executed by the party against which enforcement
of such amendment, waiver or discharge is sought.
Executed by Contractor this J o day of 5 ~2 ,200o.
CONTRACTOR: (print name/title)
-a./4 /L’ 1,+/L m:*J&T ~v=J’&7,< e
(name of Contractor)
Y By: r - _ *Id, ,- 8. /f,y- z. /, LL./, -2 /’ (sign here) C-m
c;&.w&- /U&/i/~-, /:; ;c’,Jep / (print name/title)
By:
(sign here)
CITY OF CARLSBAD, a municipal
corporation of the State of California \
City
LOR’RAINE M. WOOD
City Clerk
(Proper notarial acknowledgment of execution by Contractor must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant
treasurer must sign for corporations. Otherwise, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to
bind the corporation.)
APPROVED AS TO FORM:
RON-. BALL, City Attorney
BY: CY
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State of California
County of -G&J n/&ii 1
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6, Abdl’ , before me, .&T&%/<- &36%&!~ &W%d / l&t//L , Date / Name ahd Title of Officer (e$., “Jane Doe. No& Publtc”)
personally appeared 6cx,f-/E ~LZZ~~A~ &+A’ Name(s) of Signer(s)
3 personally known to me
i&$roved to me on the basis of satisfactory
evidence
to be the person&) whose name@) is/are
subscribed to the within instrument and
acknowledged to me that helsh&bey executed
the same in his/h&#& authorized
capacity(*), and that by his/he&heir
signature+) on the instrument the person(eor
the entity upon behalf of which the person@+-
acted, executed the instrument.
Place Notary Seal Above &gnatu$&Notary Public
OPTIONAL
Though the lnformatton below IS not required by law. it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title or Type of Document:
Document Date:
Signer(s) Other Than Named Above:
Number of Pages:
Capacity(ies) Claimed by Signer
Signer’s Name:
C Individual
0 Corporate Officer - Title(s):
C Partner - i Limited General
0 Attorney in Fact
C Trustee
C Guardian or Conservator
ci Other:
Signer Is Representing:
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Exhibit B
Contractor’s Obligations
1. General Obligations- Contractor shall:
a. Take responsibility for the performance of all work described in this
Agreement.
b. Provide all labor materials, and equipment except where otherwise
indicated in this Agreement, and supervise the performance of the work.
C.
all times.
Furnish a supervisor and make every effort to keep him/her on the job at
d. Comply with all laws, ordinances, rules, and regulations of government
authorities, federal, state and local, including Worker’s Compensation and Immigration
Reform and Contract Act of 1986, pertaining to the performance of the work.
e. Maintain current copies of MSDS sheets, organized in a three ring binder,
on site for all chemicals used and stored at each facility.
f. Comply with all necessary appropriate safety measures.
9 the work.
Perform all work necessary and incidental to the orderly performance of
h. Report any emergency of a safety, security or health problem to the City
Police/Fire Dispatcher (9312197) including, but not limited to, an unlockable exterior
door, broken ground floor window, plumbing stops or leaks, electrical power outage,
cooling or heating malfunctron or other 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 shall be expeditiously submitted in writing to the
Public Works Manager/General Services, Public Works, 405 Oak Avenue, Carlsbad,
California 92008-3009 on the next work day.
i. Contractor who shall be responsible for locking and securing the
buildings, including alarm systems, when leaving.
j. Contractor shall NOT duplicate keys to buildings; additional keys, as
needed, shall be provided by the Public Works Manager/General Services.
k. All lights are to be turned off when leaving unoccupied buildings.
I. Contractor’s employees shall be required to be clean and neat in appearance and
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wear identification. Contractor shall 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.
Contractor shall remove any of its employees from work on this Agreement for
justifiable cause upon the request of City.
m. Contractor’s employees shall not use City phones, computers, copiers,
Fax machines, or other such equipment.
n. In cooperation with the Carlsbad Police Department, Contractor agrees to,
and pay for, background checks if required on all personnel providing custodial services
at City facilities. In the event such background check reveals an item which Carlsbad
Police deems a security pronlem, City may request that such individual be removed
from the list of personnel authorized to provide custodial services in City facilities.
0. Contractor shal! maintain a record of work accomplished which shall
include date, time in, time olrt, location of work 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.
P* Contractor shail have an “on-site” representative with authority to
contractually bind Contractor in matters which may arise during this Agreement
pertormance period. Contra!:tor shall provide, prior to commencement of work under
this Agreement, in writing to ;he Public Works Manager/General Services, a statement
indicating by name the specific authority vested in the “on-site” representative.
Contractor’s “on-site” repres+:ntative shall be responsible for instructing and training of
Contractor’s 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 availa5le for consultation regarding problems on a daily basis at
some time during regular wurking hours (8:00 a.m. to 5:00 p.m., Monday through
Friday). .
q- Within five (5) working days after the award of the bid, Contractor shall
submit to the Public Work;; Manager/General Services 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 shall be performed, and the names and
addresses of all supervisors. The plan shall be kept current by Contractor.
r. No chemicals or cleaning agents shall be stored at any facility without the
express written permission of the Public Works Manager/General Services, but shall be
carried to and from the job site daily.
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S. Materials used by Contractor in the performance of this Agreement,
including but not limited to cleaning supplies and paper products, shall consist only
of those specific types and brands approved in writing by City.
2. Schedule of Tasks
a. Daily Maintenance Work Items:
i. Empty trash containers; re-line as needed with properly sized bags: wipe
containers clean, as necessary; remove all trash to a designated central location for
disposal.
ii. Hand dust and/or damp wipe without streaking all flat surfaces, including
but not limited to, counters, receptionist counters/desks and office furnishings such as
file cabinets, desk chairs, tables, bookcases; hand dust and/or damp wipe without
streaking all other types of office furnishings such as telephones, lamps, pictures,
thermostats, fire extinguishers; personal desk tops shall be excluded unless the
employee has cleared the desk top and requested cleaning.
iii. Hand dust and/or damp wipe all ledges and flat surfaces below 72” from
the floor.
iv. Remove all finger marks, smudges, and other marks around light
switches, door knobs, entry doors, metal partitions and corridor walls.
v. Clean out outside ashtrays at entrance.
vi. 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.
vii. 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 writing/drawings.
viii. Dust mop all resilient tile floor surfaces; damp mop as required; sweep all
stairways.
ix. Damp mop all wood floors, including gymnasium and activity room floors,
Harding Recreation Hall, Heritage Hall and Visitors’ Bureau/Railroad Depot with a one-
ounce-per-gallon solution of Super Shine-All (or equal product to be provided by City).
x. Maintain separate dust mops for use only on gymnasium and activity
room floors and treat with Hilyard Super Hi-Tone Dressing. (For these facilities City
shall provide dust mops and handles, Super Shine-All dust mop treatment and rayon
wet mop and handle.)
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xi. Spray buff and/or apply S.O.S. floor finish as required on Harding
Community Center auditorium floor to eliminate slippery conditions
xii. Thoroughly vacuum traffic areas of all carpets and rugs; spot clean.
carpets, as needed. Note: City Facility Maintenance Personnel will schedule soil
extraction on an annual basis
xiii. Clean glass entrance doors, inside/outside; spot clean metal framing, as
needed.
xiv: Clean rest rooms and showers, including blockhouses: use germicidal
detergent to clean all toilets and urinals, inside and outside including seats; clean and
polish all flushometers and piping;
l Clean all wash. basins/sinks and wipe dry; clean and polish all
basin fixtures and exposed pipes underneath;
l Clean all mirrors, shelves under mirrors, and other shelves or
brackets;
l Spot clean partitions, doors, and wall areas, as needed;
. Fill all paper and soap dispensers; wipe clean all dispensers and
trash receptacles (no refill supplies shall be stocked in vicinity of
dispenser);
. Damp mop floor using germicidal detergent; wet mop ceramic tile
and terrazzo tile.
l Completely sanitize restroom and shower floors and walls at all
facilities.
b. Weekly Maintenance Work Items:
i. Those items listed under daily maintenance.
ii. Vacuum all carpeted areas completely.
iii. Vacuum all upholstered furniture; spot clean as needed.
iv. Damp mop all resilient tile and wood floors, including stairs, spray buff all
resilient tile areas.
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v. Clean all inside glass partitions.
vi. Clean and polish all metal entrance doors and jambs.
vii. Dust all baseboards, picture frames and other vertical surfaces of all
office furniture; dust all molding, ledges, tops of partitions, trim ventilators,
louvers and air registers regardless of height above floor.
viii.Pour one gallon water containing two ounces of germicidal detergent
down all floor drains including kitchen floor drains and scrub and clean
the custodian’s deep sink.
c. Monthly Maintenance Work Items:
i. Those work items listed under daily and weekly maintenance.
ii. Scrub all resilient tile floors and stairs; apply new floor finish, as needed
and polish floors.
iii. Machine scrub all hard tile (ceramic, quarry, etc.) floors.
iv. Dust all ceiling fans.
v. Dust all partition tops, door tops, ceiling vents and light fixtures.
vi. Dust exposed pipes and overhead exposed mechanical equipment.
vii. Ciean Visitors’ Bureau/Railroad Depot windows, inside and outside.
d. Quarterly Monthly Work Items: (To be performed during the first month of
each quarter.)
i. Those items listed under daily, weekly and monthly maintenance.
ii. Clean all windows, inside and outside.
iii. Clean walls and ceilings (including partitions.)
iv. Clean and polish marble, wood, etc., walls and paneling.
v. Vacuum all upholstered furniture.
e. Semi-Annual Maintenance Work Items: (To be performed during the first
and seventh month of the calendar year.)
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f.
i.
ii.
. . . III.
iv.
V.
vi.
vii
Those work items listed under daily, weekly, monthly and quarterly
maintenance.
Shampoo all carpeted traffic areas using methods approved by Public
Works Manager/General Services.
Strip, re-seal all hard tile (ceramic, quarry, etc.) floors.
Clean (wash) all window blinds.
Clean all baseboards.
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. Those work items listed under daily, weekly,. monthly, quarterly and
semi-annual maintenance.
il. Vacuum, spot clean, and shampoo all carpets using a soil extraction
method approved by the Public Works Manager/General Services.
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 uniform in appearance when dry and
vacuumed.
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EXHIBIT C
Read Agreement carefully. It is part of bid.
Provide a listing of clients and statement of financial responsibility as set forth in Exhibits D & E
of this Agreement.
Addendum (a) No(s) included in this proposal. / has/have been received and is/are
Price is firm /80 days. (Minimum 90 days)
Guarantee of good faith required: $ None (Failure to submit guarantee of good faith shall void
the bid.)
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EXHIBIT 0
CLIENT LISTING
The bidder is required to state what work of a similar character to that included in the proposed
Agreement the bidder has successfully performed and give references, with telephone numbers, which shall enable City to judge the bidder’s responsibility, experience and skill. An
attachment can be used if notarized or sealed.
Date of Work Name/Address of Client Name and Phone Number
of Person to Contact
(Notarize or Corporate Seal)
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EXHIBIT E
STATEMENT OF FINANCIAL RESPONSIBILITY
The undersigned submits herewith a notarized or sealed statement of his/her most current
year’s financial responsibility or financial statement.
(Notarize or Corporate Seal) &.GO
ignature
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