Loading...
HomeMy WebLinkAbout2004-07-13; City Council; 17707; Custodial Maintenance ServiceslB# 17,707 JITG. 7/13/04 IEPT. PW/GS CITY OF CARLSBAD -AGENDA BILL I - TITLE: AWARD OF AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES I CITY MGR RECOMMENDED ACTION: Adopt Resolution No. 2004-232 accepting the bid proposal, and authorizing the execution of an agreement for custodial maintenance services to The Business Cleaning Company. ITEM EXPLANATION: The City of Carlsbad Public Works Major Service Area (MSA) is responsible for cleaning City buildings and park restrooms. Cleaning responsibilities include, but not limited to dusting, vacuuming, emptying trash containers, mopping floors, and sanitizing restrooms. The City uses in-house custodians to clean high usage office buildings such as Cole and Dove Libraries, the Safety Service Center, the Faraday Building, and City Hall. A contractor is used to clean the remaining city buildings such as the Arts Office, Calavera Community Center, Parks Administration, Heritage Hall, etc. Previously, City staff would clean all but two parks restrooms (Holiday and Magee); however, this bid includes the contractor maintaining all of the park restrooms so that City staff can spend more time maintaining the parks grounds, landscape and amenities. In accordance with Section 3.28.050 of the Municipal Code, Notice to Bidders was published and Request for Bid packages were mailed to 56 contractors. Bids were received from the following five contractors (shown with the bid price for annual service): The Business Cleaning Co. D.H. Maintenance Coastal Building Services Jani King Blue Moon Management $1 66,800.00 $185,040.00 $1 90,248.00 $240,359.00 $261.900.00 In accordance with the Municipal Code, a best value evaluation was completed. Three raters from Public Works staff completed a best value evaluation. Each contractor's bid was evaluated against the following criteria: Cost of service Ability to provide services References/previous performance Quality of service Responsiveness to specifications Unspecified value added offerings Demonstrate safety procedures for handling chemicals The Business Cleaning Company was evaluated the highest due to its submitted cost for service, experience in custodial maintenance, responsiveness to the specifications, good comments from other agencies, and unspecified value added offerings (self contain high pressure washing services, professional window cleaning and landscaping services and maintenance). In fact, The Business Cleaning Company has been voted one of the "Best" custodial services company in San Diego by Best of, Inc. i PAGE 2 OF AGENDA BILL NO. 17,707 Based on the results of the best value evaluation by the Public Works - General Services staff, the Public Works MSA recommends the City Council’s acceptance of the bid from, and award of a contract to, The Business Cleaning Company. FISCAL IMPACT: The annual maintenance contract is for $166,800, which will be funded from the 2004-05 General Fund operating budget (Facilities Maintenance). EXHIBITS: 1. City of Carlsbad Resolution No. 2004-232 accepting the bid proposal, and authorizing the execution of an agreement for custodial maintenance services to The Business Cleaning Company. Agreement for custodial maintenance services. 2. DEPARTMENT CONTACT: Scott Carroll, (760) 434-2992, scarr@ci.carlsbad.ca.us 1 2 3 4 5 6 5 8 s 1c 11 12 13 14 15 16 15 18 1s 2c 21 22 23 24 25 26 25 28 EXHIBIT 1 RESOLUTION NO. 2004-232 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING A BID AND AWARDING AN AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES WHEREAS, the City of Carlsbad requires the services of custodial maintenance; and WHEREAS, proper bidding procedures have resulted in the City’s receipt of a bid from a qualified contractor, The Business Cleaning Company, California State Contractors License 803267; and WHEREAS, a best value evaluation consistent with Carlsbad Municipal Code Section 3.28.050 has resulted in staffs recommendation that the City Council award a professional custodial maintenance contract to The Business Cleaning Company; and WHEREAS, sufficient funds are available in the 2004-05 General Fund operating budget to cover the cost of an annual custodial maintenance agreement. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Carlsbad as follows: 1. That the above recitations are true and correct. 2. The bid of The Business Cleaning Company, 8910 Activity Road, Suite A, San Diego, California 92126, is the best value. 3. The bid of The Business Cleaning Company is hereby accepted. Ill Ill Ill Ill Ill Ill Ill Ill i t 1( 11 1: 1: 1f 15 1C 1; 18 19 20 21 22 23 24 25 26 27 28 4. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute an agreement with The Business Cleaning Company, a copy of which is attached, for and on behalf of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a special meeting of the Carlsbad City Council held on the 13th day of July ,2004, by the following vote, to wit: AYES: Council Members Lewis, Kulchi NOES: None ABSENT: Council Member Finnila ATTEST: -2- (SEAL) ’ Exhibit 2 AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES (The Business Cleaning Company) THIS AGREEMENT is made and entered into as of the 15th day of July , 2004, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and THE BUSINESS CLEANING COMPANY, a California Corporation, ("Contractor"). RECITALS A. B. C. D. City requires the professional services of a custodial maintenance contractor that Contractor has the necessary experience in providing professional services and Selection of Contractor is expected to achieve the desired results in an expedited Contractor has submitted a proposal to City and has affirmed its willingness and is experienced in cleaning office buildings and park restrooms. advice related to custodial maintenance services. fashion. ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one year from the date first ab& written. The City Manager may amend the Agreement to extend it for three (3) additional one year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. Time is of the essence for each and every provision of this Agreement. TIME IS OF THE ESSENCE J 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be one hundred sixty six thousand eight hundred dollars ($1 66,800.00). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work andor Services specified in Exhibit "A". If an increase in compensation for service in succeeding option years is requested, the Contractor must provide detailed supporting documentation to justify the requested rate increase. The requested increase will be evaluated by the City, and the City reserves the right to accept or reject the Contractor's requested compensation increase. This Agreement's annual compensation terms may be adjusted by a mutually agreeable amount based on and no greater than the San Diego Consumer Price Index changes over the previous year. Requests for price changes must be made by the Contractor in writing sixty (60) days before the end of the then-current agreement year and is subject to negotiation or rejection by the City. 6. STATUS OF CONTRACTOR Contractor will perform the Services 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 will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (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 agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. I. CONTRACTOR'S WORKFORCE The Contractor proposes to perform the described services utilizing a fully competent and adequate workforce as indicated in Exhibit B, which is attached hereto and incorporated herein as though fully set forth at length. 8. SUBCONTRACTING If Contractor subcontracts any of the Services, Contractor will 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 Contractor. Nothing contained in this Agreement will create any contractual City Attorney Approved Version #04.01.02 6 relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will 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 and approved in writing by City. The name and place of business of each subcontractor who will perform work or labor or render service to the Contractor in performing this Agreement are contained in Exhibit C, which is attached hereto and incorporated herein as though fully set forth at length. 9. CONTRACTOR’S EQUIPMENT The Contractor proposes to utilize quality equipment of Wes and quantities necessary to perform the described work in an efficient and effective manner. Major items of said equipment are indicated in Exhibit D, which is attached hereto and incorporated herein as though fully set forth at length. The Contractor shall maintain all equipment in a clean, safe and fully operational condition. The Contractor shall replace all unserviceable or unsafe equipment in a timely manner so that the described work is not delayed or otherwise negatively effected. 10. The Contractor proposes to perform the described work by utilizing all the necessary materials and supplies including, but not limited to, items indicated in Exhibit E, which is attached hereto and incorporated herein as though fully set forth at length. All materials and supplies shall be of sufficient quality, and to be in all respects serviceable, to the satisfaction of the Contract Administrator. All materials and supplies shall be delivered in their original labeled containers, and shall be made available to the Contract Administrator for inspection and approval prior to use. 11. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services 12. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the 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 in whole or in part by any willful misconduct or negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self-administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. CONTRACTOR’S ESTIMATE OF MATERIALS & SUPPLIES 3 City Attorney Approved Version #04.01.02 13. INSURANCE Contractor will obtain and maintain for the duration of the 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 services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will 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-:V". 13.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 13.1.1 Commercial General Liability Insurance. $1,000,000 combined single- limit per occurrence for bodily injury, personal injury and properly damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 13.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 13.1.3 Workers' Compensation and Emuloyer's Liability. Workers' Compensation limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident for bodily injury. Workers' Compensation and Employer's Liability insurance will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 13.2. under this Agreement contain, or are endorsed to contain, the following provisions: Additional Provisions. Contractor will ensure that the policies of insurance required 13.2.1 13.2.2 claims-made coverage. 13.2.3 The City will be named as an additional insured on General Liability. Contractor will obtain occurrence coverage, which will be written as This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 4 City Attorney Approved Version #04.01.02 13.3 Agreement, Contractor will furnish certificates of insurance and endorsements to City. 13.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will 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 to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 13.5 and certified copies of any or all required insurance policies and endorsements. 14. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 15. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 16. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records. Providing Certificates of Insurance and Endorsements. Prior to City’s execution of this Submission of Insurance Policies. City reserves the right to require, at anytime, complete 17. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 18. NOTICES 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 under this Agreement. 5 City Attorney Approved Version #04.01.02 L’? For City: For Contractor: Name Greg Clavier Name Mime1 Boggiano Title Facilities Superintendent Title President Department PW/Gen Svc./Facilities Div. Address 8910 Activitv Road. Suite A City of Carlsbad Address 405 Oak Avenue Phone No. (858) 689-8966 San Diego. CA 92126 Carlsbad, CA 92008 Phone No. (760) 434-2991 Name Jerry Rodriguez Title Public Works Supervisor Department PW/Gen Svc./Parks Division City of Carlsbad Address 1166 Carlsbad Village Drive Carlsbad. CA 92008 Phone No. (760) 434-2857 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 19. CONFLJCT OF INTEREST City will evaluate Contractor’s duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City’s Conflict of Interest Code is required of Contractor or any of Contractor’s employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor’s affected employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. Contractor, for Contractor and on behalf of Contractor’s agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Contractor further warrants that neither Contractor, nor Contractor’s agents, employees, subcontractors and consultants have any ancillary real property, business interests or income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 6 City Attorney Approved Version #04.01.02 20. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifymg the eligibility for employment of all agents, employees, subcontractors and consultants that the services required by this Agreement. 21. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 22. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 23. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifymg Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee I City Attorney Approved Version #04.01.02 payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 24. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor 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 breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 25. CLAIMS AND LAWSUITS By signing this Agreement, 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 12650 etseq., the False Claims Act applies to this Agreement and, 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 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 as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 26. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 27. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 28. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, 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 of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. a City Attorney Approved Version #04.01.02 29. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Coworation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-president **Group B. gPowarJkdW1 Secretary, - Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation undm corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: attach a resolution certified by the secretary or assistant secretary RONALD R. BALL, City Attorney 32 City Attorney Approved Version #04.01.,02 SAN DlEGO State of California I ss County of J RAYMOND TlltEY ~ ~. Warns and Itis D/ Omser <e.% "Jane nos. Nolaw Publi'l On 3k r) e zq ZOO'/ beforeme, oats 0 personally known to me xproved to me on the basis of satisfactory evidence to be the person($ whose name@) fire subscribed to the within instrument and acknowledged to me that hehidthey executed the same in bidbultheir authorized capacity(ies), and that by bkLk/their signature@) on the instrument the person(s), or the entity upon behalf of which the person@) acted, executed the instrument. WITNESS my hand and offiCral seal. OPTIONAL Though the information below is nor required by law, it may prove valuabis m persons dying on the documenr and could prevent fraudulent removal and reanachmenr of this form to anorher document. Description of Attached Document Title or Type of Document: &P VI' C C -fv.q L f fofl c;?) o f cw/s& '4 Document Date: Ti ul e / 71 2 0 0 '/ Number of Pages: 2 Signer@) Other Than Named Above: Capacity(ies) Claimed by Signer ~~ 0 Parher -0 Limited 0 GeN 0 Attorney-in-Fact Signer Is Representing: 0 ,998 Natlona, NDmy *rrac,ation. 9350 De Sola Ave , P 0. Box am. Chatrronh. CA 91315-2402. ww nalionalnofarj.ors Prod No 5907 Rsardsr. CellToil-Free MOO-876-6821 I9 EXHIBIT A MANNER OF PERFORMING SERVICES PART I GENERAL SPECIFICATIONS 1.00 GENERAL. REOUIREMENTS 1.01 1.02 1.03 1.04 1.06 1.07 1.08 The premises shall be maintained with a crisp, clean appearance and all work shall be performed in a professional, workmanlike manner using quality equipment and materials. CONTRACTOR shall provide at its expense all labor, materials, equipment, tools, services and special skills necessary for the provision of custodial maintenance services, except as otherwise specified hereinafter. The premises shall be maintained to the highest of standards at no less than the frequencies set forth herein. CONTRACTOR is hereby required to render and provide custodial maintenance services including, but not limited to; dusting, wiping, polishing, mopping, buffing, vacuuming, sweeping, and cleaning offices, hallways, meeting rooms, building restrooms and well as park restrooms and all other maintenance required to maintain the areas included in this CONTRACT in a safe, attractive and usable condition. Upon commencement of work under this CONTRACT, CONTRACTOR shall be fully equipped and staffed; thoroughly familiar with CONTRACT requirements and prepared to provide all services required. Failure to provide full services from the first day of work under this CONTRACT may result in deductions from payment. CONTRACTOR shall, during the term of this CONTRACT, respond to all callbacks to the satisfaction of the CONTRACT ADMINISTRATOR, within three (3) hours of notification. CONTRACTOR shall report to the CONTRACT ADMINISTRATOR all observations of: graffiti and other vandalism; illegal activities; transients; missing or damaged equipment or signs; hazards or potential hazards. The CITY will remove andor repair reported graffiti, vandalism, damaged equipment, signs or hazards. The following is an excerpt from Senate Bill 20, Displaced Janitor Opportunity Act. The full text of the bill is attached hereto as Appendix C. “The successful CONTRACTOR OR SUBCONTRACTOR shall retain, for a 60- day transition employment period, employees who have been employed by the terminated CONTRACTOR or its SUBCONTRACTORS, if any, for the preceding four months or longer at the site or sites covered by the successful service contract unless the successor CONTRACTOR or successor SUBCONTRACTOR has reasonable and substantiated cause not to hire a particular employee based on that employee’s performance or conduct while working under the terminated contract.” By signing andor authorizing this bid submittal, the CONTRACTOR acknowledges that they have read and understood the meaning, intent and requirements of said Act; and acknowledges said Act is included as part of this hid, and the CONTRACTOR will be required to abide by the terms of said Act. 2.00 FACILITIES TO BE MAINTAINED 2.01 The facilities to be maintained under the provisions of this CONTRACT are located at the following areas: Buildinns Arts Office Adult Learning Center Calavera Community Center Centro de Informacih Granary Harding Community Center Hiring Center Heritage Hall Holiday House Housing & Redevelopment Kruger House Magee House Parks Administration Parks ModulariBreak Room Streets &Facilities Admin Railroad Depot Scout House Stagecoach Community Center Stay & Play Park Restrooms Beach Bluff Calavera Park Blockhouse Chase Field Holiday Park (2) La Costa Canyon Park Laguna Riviera Park Leo Carrillo Ranch Magee Park Poinsettia Park (2) Stagecoach Park (2) 2955 Elmwood Ave 1237 Carlsbad Village Dr 2997 Glasgow Drive 3330 Harding Street 2659 Garfield Street 3096 Harding Street 5958 El Camino Real 2650 Garfield Street 3235 Eureka Place 2965 Roosevelt Street #B 3215 Eureka Place 258 Beech Avenue 1166 Carlshad Village Drive 1166 Carlshad Village Drive 405 Oak Avenue 400 Carlsbad Village Drive 3225 Eureka Place 3420 Camino de 10s Coches 3330 Harding Street Carlsbad Blvd & Oak Ave 2997 Glasgow Drive 3349 Harding Street 3235 Eureka Place La Costa Ave at Pueblo & Rana Ct Kelly and Park Drive 6200 Flying LC Lane 258 Beech Avenue 6600 Hidden Valley Road 3420 Camino de 10s Coches 2.02 CONTRACTOR acknowledges personal inspection of the sites and the surrounding areas and has evaluated the extent to which the physical condition thereof will affect the services to be provided. CONTRACTOR accepts the premises in their present physical condition, and agrees to make no demands upon CITY for any improvements or alterations thereof. 3.00 PAYMENT AND INVOICES 3.01 The CONTRACTOR shall present monthly invoices, for all work performed during the preceding month. Said invoice shall include all required certifications and reports as specified hereinafter. The invoice shall be submitted on or before the fifth (5th) day of each month in the amount of the compensation to be paid by the CITY for all services rendered by the CONTRACTOR under the terms and conditions of this CONTRACT. Said payment shall be made within thirty (30) days upon receiving the invoices, providing that all work performed during the preceding month has been inspected and accepted by the CONTRACT ADMINISTRATOR and that applicable certifications have been submitted in accordance with the provisions of this CONTRACT. 3.02 Invoice 1: Monthly invoices shall be prepared and submitted in the following format: Location Account Number Monthly Cost ARTS OFFICE 001 5060-7550 $ 375.00 ADULT LEARNING CENTER $ 400.00 CALAVERA COMMUNITY CENTER $1,900.00 CENTRO DE INFORMACION $ 200.00 GRANARY $ 100.00 HARDING COMMUNITY CENTER $1,350.00 HIRING CENTER $ 150.00 HERITAGE H&L $ 400.00 HOLIDAY HOUSE $ 200.00 HOUSING & REDEVELOPMENT $ 500.00 KRUGER HOUSE $ 375.00 MAGEE HOUSE $ 300.00 PARKS ADMINISTRATION $ 350.00 PARKS MODULAR/BREAK ROOM $ 350.00 STREETS & FACILITIES ADMIN $ 700.00 RAILROAD DEPOT $ 500.00 SCOUT HOUSE $ 300.00 STAY & PLAY $ 350.00 STAGECOACH COMMUNITY CENTER $2,000.00 TOTAL MONTHLY COST $10,800.00 Invoice 2: Location Account Number Monthlv Cost BEACH BLUFF 0015020-7550 $250.00 CALAVERA PARK BLOCKHOUSE CHASE FIELD HOLIDAY PARK LA COSTA CANYON PARK LAGUNA WIERA PARK LEO CARRILL RANCH MAGEE PARK POINSETTIA PARK STAGECOACH PARK $250.00 $250.00 $500.00 $300.00 $300.00 $300.00 $400.00 $300.00 $250.00 TOTAL MONTHLY COST $3,100.00 3.03 Invoices for approved Extra Work shall be in a format acceptable to the CONTRACT ADMINISTRATOR, including attachments, such as copies of suppliers’ invoices, which the CONTRACT ADMINISTRATOR may require to verify CONTRACTOR’S billing. Invoices for Extra Work shall be submitted on separate invoices. Unless otherwise requested by the CONTRACT ADMINISTRATOR, one invoice shall be submitted for each discrete and complete item of Extra Work. Adjustments in payment for changes will be determined by agreement between the CONTRACT ADMINISTRATOR and CONTRACTOR. If unable to reach agreement, CONTRACT ADMNISTRATOR may direct CONTRACTOR to proceed by allowing hider to use the following percentages as added costs for the markup of all overhead and profits: 3.04 a. Labor. ................................. 20 b. Materials .............................. .15 3.05 In the event the CITY transfers title or maintenance responsibility of the premises or a portion thereof, this CONTRACT shall continue in full force and effect, except said portion, at the discretion of the CONTRACT ADMINISTRATOR, may be deleted from the premises to be maintained and the CONTRACT sum shall be reduced accordingly. The CONTRACT ADMINISTRATOR may, at his discretion, add new facilities to be maintained andor require additional services. The CONTRACTOR shall be compensated for the additional facilities or services that are designated after the date of the commencement of this CONTRACT based on the submission of an approved maintenance bid, consistent in all respects with this CONTRACT, and shall contain all information as required in the REQUEST FOR BIDS. The bid cost shall not exceed the cost to provide maintenance for similar facilities being maintained under this CONTRACT. 3.06 3.07 Additional compensation may be authorized at the discretion of the CONTRACT ADMINISTRATOR, subject to CITY budgetary conditions, for work deemed necessary by the CONTRACT ADMINISTRATOR due to extraordinary incidents or circumstances. ENFORCEMENT, DEDUCTIONS AND LIOUIDATED DAMAGES 4.00 4.01 4.02 4.03 4.04 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement of this CONTRACT on behalf of CITY. The CONTRACT ADMINISTRATOR shall prepare and implement an INSPECTION RATING SYSTEM to be used to verify monthly payments and deductions from payments (see sample rating system as Appendix A). This form and system may be modified at the discretion of the CONTRACT ADMINISTRATOR. The CONTRACTOR agrees to be so evaluated by said system and bound by the ratings andor deductions from payments indicated in the monthly INSPECTION RATING SYSTEM report, To avoid deductions from payment, CONTRACTOR must receive a rating of 95 or higher per facility as described in Section 2.01. If, in the judgment of the CONTRACT ADMINISTRATOR, CONTRACTOR is deemed to be non-compliant with the terms and obligations of the CONTRACT, the CONTRACT ADMINISTRATOR, may, in addition to other remedies provided herein, withhold the entire monthly payment, deduct pro-rata from CONTRACTOR’S invoice for work not performed, and/or deduct liquidated damages. Notification of the amount to be withheld or deducted from payments to CONTRACTOR will be forwarded to the CONTRACTOR by the CONTRACT ADMINISTRATOR in a written notice describing the reasons for said action. The monthly INSPECTION RATING SYSTEM report shall constitute reason for any deductions so imposed. The action above shall not be construed as a penalty but as adjustment of payment to CONTRACTOR to recover cost or loss due to the failure of the CONTRACTOR to complete or comply with the provisions of this CONTRACT. 5.00 INSPECTIONS, MEETINGS, & REPORTS 5.01 CITY reserves the right to perform inspections, including inspection of CONTRACTOR’S equipment, at any time for the purpose of verifymg CONTRACTOR’S performance of CONTRACT requirements and identifymg deficiencies. 5.02 The CONTRACTOR or his authorized representative shall meet with the CONTRACT ADMINISTRATOR or his representative on each site at the discretion and convenience of the CONTRACT ADMINISTRATOR, for walk-through 5.03 5.04 inspections. meeting. At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR, or his appropriate representative, shall attend meetings and/or training sessions, as determined by the CONTRACT ADMINISTRATOR, for purposes of orientation, information sharing, CONTRACT revision, description of CITY policies, procedures, standards, and the like. CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such written documentation and/or regular reports as the CONTRACT ADMINISTRATOR deems necessary to verify and review CONTRACTOR'S performance under this CONTRACT and to provide to the CONTRACT ADMINISTRATOR pertinent information relative to the maintenance, operation, and safety of the sites. All routine maintenance functions shall be completed prior to this 6.00 EXTRAWORK 6.01 6.02 6.03 6.04 6.05 6.06 The CITY may award Extra Work to the CONTRACTOR, or to other forces, at the discretion of the CONTRACT ADMINISTRATOR. If the CONTRACT ADMINISTRATOR determines that the Extra Work can be performed by CONTRACTOR'S present work force, CONTRACT ADMINISTRATOR may authorize modification of the CONTRACTOR'S Routine Operations Schedule or Annual Calendar in order to compensate CONTRACTOR for performing said work. Prior to performing any Extra Work, the CONTRACTOR shall prepare and submit a written bid including a description of the work, an estimate of labor and materials, and a schedule for completion. No work shall commence without written approval of the CONTRACTOR'S bid by the CONTRACT ADMINISTRATOR In the event that CONTRACTOR'S BID for Extra Work is not approved, the CONTRACT ADMINISTRATOR reserves the right to perform such work with other forces When a condition exists which the CONTRACT ADMINISTRATOR deems urgent, the CONTRACT ADMINISTRATOR may verbally authorize the work to be performed upon receiving a verbal estimate from the CONTRACTOR. However, within twenty-four (24) hours after receiving a verbal authorization, the CONTRACTOR shall submit a written estimate, consistent with the verbal authorization, to the CONTRACT ADMINISTRATOR for approval. All Extra Work shall commence on the specified date established and CONTRACTOR shall proceed diligently to complete said work within the time allotted. 7.00 CONTRACTOR'S DAMAGES 7.01 All damages incurred to existing facilities by the CONTRACTOR'S operation shall be repaired or replaced, by the CONTRACTOR or by other forces, all at the discretion of the CONTRACT ADMINISTRATOR, all at the CONTRACTOR'S expense. 8.00 COMMUNICATIONS AND EMERGENCY RESPONSE 8.01 8.02 8.03 8.04 8.05 Report any emergency of a safety, security or health problem to the City Police Dispatcher (93 1-2197) 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 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 CONTRACT ADMINISTRATOR on the next work day. The CONTRACTOR shall, during the term of this CONTRACT, maintain a telephone number, toll free to a San Diego region area code. For hours beyond a normal 8 AM to 5 PM business day, an answering service shall be considered an acceptable substitute. Whenever immediate action is required to prevent possible injury, death, or property damage, CITY may, after reasonable attempt to notify the CONTRACTOR, cause such action to be taken by alternate work forces and, as determined by the CONTRACT ADMINISTRATOR, charge the cost thereof to the CONTRACTOR, or deduct such cost from any amount due to the CONTRACTOR. All complaints shall be abated as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of the CONTRACT ADMINISTRATOR. If any complaint is not abated within 24 hours, the CONTRACT ADMINISTRATOR shall be notified immediately of the reason for not abating the complaint followed by a written report to the CONTRACT ADMINISTRATOR within five (5) working days. If the complaints are not abated within the time specified or to the satisfaction of the CONTRACT ADMINISTRATOR, the CONTRACT ADMINISTRATOR may correct the specific complaint and the total cost incurred by the CITY will be deducted and forfeit from payments owing to the CONTRACTOR from the CITY. The CONTRACTOR shall maintain a written log of all communications, the date and the time thereof and the action taken pursuant thereto or the reason for non-action. Said log of complaints shall be open to the inspection of the CONTRACT ADMINISTRATOR at all reasonable times. 16 ... \ 8.06 CONTRACTORS supervisor shall carry digital pagers with local San Diego region area code. Supervisor shall respond to any page from the CITY within thirty minutes at any time. The CITY shall not page CONTRACTOR'S supervisor except during normal working hours. 9.00 SAFETY 9.01 9.02 9.03 CONTRACTOR agrees to perform all work outlined in this CONTRACT in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all CITY, County, State or Federal requirements at all times so as to protect all persons, including CONTRACTOR'S employees, agents of the CITY, vendors, members of the public or others from foreseeable injury, or damage to their property. CONTRACTOR shall make weekly inspections for any potential hazards at said sites and keep a log indicating date inspected and action taken. It shall be the CONTRACTOR'S responsibility to inspect, and identify, any condition(s) that renders any portion of the premises unsafe, as well as any unsafe practices occumng thereon. The CONTRACT ADMLNISTRATOR shall be notified immediately of any unsafe condition that requires major correction. CONTRACTOR shall be responsible for making minor corrections including, but not limited to; mopping up wet floors; traffic cones to alert patrons of the existence of hazards; and the like, so as to protect members of the public or others from injury. CONTRACTOR shall notify the CONTRACT ADMINISTRATOR immediately of any occurrence on the premises of accident, injury, or persons requiring emergency services and, if so requested, shall prepare a written report thereof to the CONTRACT ADMINISTRATOR within three (3) calendar days following the occurrence. CONTRACTOR shall cooperate fully with the CITY in the investigation of any such occurrence. 10.00 HOURS AND DAYS OF MAINTENANCE SERVICES 10.01 The basic daily hours of maintenance service for Park restrooms shall be 1O:OO p.m. to 7:OO am., which shall be considered normal work hours as may pertain to any other provision of the CONTRACT. 10.02 The CONTRACTOR shall be responsible for unlocking the Park restrooms. 10.03 The basic daily hour of maintenance service for buildings shall be 6:OO p.m. to 11:OO p.m., which shall be considered normal work hours as may pertain to any other provision of the CONTRACT. 10.04 CONTRACTOR shall be responsible for locking and securing the buildings, including alarm systems, when leaving 10.05 The CONTRACTOR shall not duplicate keys to buildings and park restrooms; additional keys, as needed, shall be provided by the CONTRACT ADMINISTRATOR. 10.06 All lights are to be turned off when leaving unoccupied buildings 10.07 CONTRACTOR shall provide stafing to perform the required maintenance services during the prescribed hours five (5) to seven (7) days per week. Any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the CONTRACT ADMINISTRATOR. 10.08 CONTRACTOR employees shall not use City phones, computers, copiers, fax machines, or other such equipment 10.09 Per State of California Labor Code, CONTRACTOR is directed to the following prescribed requirement with respect to the hours of employment. Eight (8) hours of labor under this CONTRACT shall constitute a legal day's work and said CONTRACTOR shall not require or permit any laborer, worker or mechanic, or any subcontractor employed by him to perform any of the work described herein to labor more than eight (8) hours during any one day or more than forty (40) hours during any one calendar week, except as authorized by State of California Labor Code Section 1815. 11.00 MAINTENANCE SCHEDULES 11.01 The CONTRACTOR shall, within thirty (30) days after the award of bid of this CONTRACT, submit work schedules to the CONTRACT ADMINISTRATOR for review and approval. Said work schedules shall identify required operations and delineate the time frames for performance. A Routine Operations Schedule shall include all tasks required at least monthly. Sample Routine Operations Schedule format is included in Appendix B. 11.02 The CONTRACTOR shall submit revised schedules when actual performance differs substantially from planned performance, and from time to time as requested by the CONTRACT ADMINISTRATOR. Said revisions shall be submitted to the CONTRACT ADMINISTRATOR for his review and approval, within five (5) working days prior to the original or revised scheduled time for the work, whichever is earlier. 18 ,- ". I 12.00 CONTRACTOR'S STAFF AND TRAINING 12.01 The CONTRACTOR shall provide sufficient personnel to perform all work in accordance with the specification set forth herein. 12.02 In cooperation with the Carlsbad Police Department, CONTRACTOR agrees to, and pay for, background checks if required on all personnel providing custodial services for this contract. In the event such background check reveals an item, which Carlsbad Police deems a security problem, City may request that such individual be removed ffom the list of personnel authorized to provide custodial services in City facilities. 12.03 CONTRACTOR'S personnel shall possess the minimum qualifications for the position in which each is working, as set forth in Exhibit B. 12.04 CONTRACTOR is encouraged to provide on-going systematic skills training, and to promote participation in, and certification by professional associations. 12.05 CONTRACTOR shall have an "on-site" representative with authority to contractually bind CONTRACTOR in matters, which may arise during this Agreement performance period. CONTRACTOR shall provide, prior to commencement of work under this Agreement, in writing to the CONTRACT ADMINISTRATOR, a statement indicating by name the specific authority vested in the "on-site'' representative. CONTRACTOR'S "on-site'' representative shall be responsible for instructing and training of CONTRACTORs 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). 12.06 Each crew of CONTRACTORs employees shall include at least one individual who speaks the English language proficiently. For the purposes of this section a crew is understood to be any individual worker or group of workers who might service any site without other CONTRACTORs supervisory personnel present. 12.07 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR written notice to the effect that the conduct or action of a designated employee of CONTRACTOR is, in the reasonable belief of the CONTRACT ADMINISTRATOR, detrimental to the interest of the public patronizing the premises. CONTRACTOR shall meet with representatives of the CONTRACT ADMINISTRATOR to consider the appropriate course of action with respect to such matter and CONTRACTOR shall take reasonable measures under the circumstances to assure the CONTRACT 19 .! ADMINISTRATOR that the conduct and activities of CONTRACTOR'S employees will not be detrimental to the interest of the public patronizing the premises. 12.08 The CONTRACT ADMINISTRATOR may at any time order any of the CONTRACTORS personnel removed from the premises when, in the reasonable belief of the CONTRACT ADMINISTRATOR, said CONTRACTOR'S personnel is objectionable, unruly, unsafe, or otherwise detrimental to the interest of the CITY or the public patronizing the premises 12.09 The CONTRACTOR shall require each of his personnel to adhere to basic public works standards of working attire including uniform shirts and/or vests clearly marked with the CONTRACTOR'S company name and employee name badges as approved by the CONTRACT ADMINISTRATOR. Sufficient changes shall be provided to present a neat and clean appearance of the CONTRACTOR'S personnel at all times. Shirts shall be worn and buttoned at all times. CONTRACTOR'S personnel shall be equipped with proper shoes and other gear required by State Safety Regulations. Brightly colored traffic vests or reflectors shall be worn when personnel are working near vehicular traffic. 13.00 NON-INTERFERENCE - NOISE 13.01 CONTRACTOR shall not interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 13.02 In the event that the CONTRACTOR'S operations must be performed when persons of the public are present, CONTRACTOR shall courteously inform said persons of any operations that might affect them and, if appropriate, request persons to move out of the work area. 13.03 CONTRACTOR shall be subject to local ordinances regarding noise levels with regard to equipment operations. CONTRACTOR shall not use any power equipment prior to 7:OO a.m. or later than 7:OO p.m. Further, any schedule of such operations may be modified by CONTRACT ADMINISTRATOR in order to insure that the public is not unduly impacted by the noise created by such equipment. 14.00 USE OF CHEMICALS 14.01 All work involving the use of chemicals shall be in compliance with all Federal, State and local laws. CONTRACTOR must demonstrate safety procedures for use of chemicals. 14.02 Records of all operations, including applicators names stating dates, times, methods of application, chemical formulations, and weather conditions shall be made and retained according to governing regulations. 14.03 Material Safety Data Sheets (MSDS) and sample labels shall be provided to the CONTRACT ADMINISTRATOR for all products and chemicals used within the City, and shall be on site during any application, mixing or transporting of these products and chemicals. 14.04 No chemicals or cleaning agents shall be stored at any facility without the express written permission of the CONTRACT ADMINISTRATOR, but shall be carried to and from the job site daily. 14.05 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 the CONTRACT ADMINISTRATOR. PART I1 TECHNICAL SPECIFICATIONS The CONTRACTOR will perform the following custodial maintenance services at the buildings described in Section 2.0. 15.00 DAILY ACTIVITIES A. 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. B. Hand dust and/or damp wipe without streaking all flat surfaces, including but not limited to, counters, receptionist counterddesks 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. C. Hand dust and/or damp wipe all ledges and flat surfaces below 72" from the floor. D. 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. E. F. 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. G. Dry wipe all chalkboards when chalkboards contain no writingdrawings; vacuum chalk dust from chalk trays and erasers; clean marker boards with appropriate cleaning solutions, as needed, when board contains no writing/drawings. H. Dust mop all resilient tile floor surfaces; damp mop as required; sweep all stairways. Damp mop all wood floors, including gymnasium and activity room floors, Harding Recreation Hall, Heritage Hall and Visitors’ BureadRailroad Depot with a one-ounce-per-gallon solution of Super Shine-All (or equal product to be provided by City). 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.) K. Spray buff and/or apply S.O.S. floor finish as required on Harding Community Center auditorium floor to eliminate slippery conditions L. Thoroughly vacuum trafic areas of all carpets and rugs; spot clean. carpets, as needed. Note: City Facility Maintenance Personnel will schedule soil extraction on an annual basis I. J. M. Clean glass entrance doors, insiddoutside; spot clean metal framing, as needed. N. Clean rest rooms and showers: use germicidal detergent to clean all toilets and urinals, inside and outside including seats; clean and polish all flushometers and piping; 1. Clean all wash basins/sinks and wipe dry; clean and polish all basin fixtures and exposed pipes underneath; Clean all mirrors, shelves under mirrors, and other shelves or brackets; 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. 2. 3. 4. 5. 6. Completely sanitize restroom and shower floors and walls at all facilities. 16.00 WEEKLY ACTIVITIES A. Vacuum all carpeted areas completely. B. Vacuum all upholstered furniture; spot clean as needed. C. Damp mop all resilient tile and wood floors, including stairs, spray buff all resilient tile areas. D. Clean all inside glass partitions. E. Clean and polish all metal entrance doors and jambs. F. 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. G. 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. 17.00 MONTHLY ACTIVITIES A. Scrub all resilient tile floors and stairs; apply new floor finish, as needed and polish floors. B. Machine scrub all hard tile (ceramic, quarry, etc.) floors C. Dust all ceiling fans. D. Dust all partition tops, door tops, ceiling vents and light fixtures. E. Dust exposed pipes and overhead exposed mechanical equipment. F. Clean Visitors' Bureaaailroad Depot windows, inside and outside. 18.00 OUARTERLYACTIVITIES To be performed on the first, fourth, seventh and tenth month of the contract A. Those items listed under daily, weekly and monthly maintenance. 23 B. Clean all windows, inside and outside. C. Clean walls and ceilings (including partitions.) D. Clean and polish marble, wood, etc., walls and paneling. E. Vacuum all upholstered furniture. 19.00 SEMI-ANNUAL ACTIVITIES To be performed on the first and seventh month of the contract A. Those work items listed under daily, weekly, monthly and quarterly maintenance. B. Shampoo all carpeted traffic areas using methods approved by the ADMINISTRAOR. C. Strip, re-seal all hard tile (ceramic, quarry, etc.) floors. D. Clean (wash) all window blinds. E. Clean all baseboards. F. Clean all exterior window screens. G. 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.). 20.00 ANNUAL ACTIVITIES To be performed during the first two months of the contract A. Vacuum, spot clean, and shampoo all carpets using a soil extraction method approved by the CONTRACT ADMINISTRATOR. 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. The CONTRACTOR will perform the following custodial maintenance services at the park restrooms described in Section 2.0. 21.00 DAILY ACTIVITIES A. Use germicidal detergent to clean all toilets and urinals, inside and outside including seats; clean and polish all flushometers and piping; 1. Clean all wash basins/sinks and wipe dry; clean and polish all basin 24 2. 3. 4. 5. 6. fixtures and exposed pipes underneath; Clean all mirrors, shelves under mirrors, and other shelves or brackets; 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. Completely sanitize restroom and shower floors and walls at all facilities. B. 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. 25 EXHIBIT B CONTRACTOR’S WORK FORCE I I I I I I I I I I I I I Bid NO. 04-15 The CONTRACTOR shall set forth in Exhibit B to the proposed CONTRACT: A. Each labor or supervisory position by title that will make up the CONTRACTOR’S work force needed to provide the described services. B. A sufficiently detailed explanation of the minimum qualifications for a person working in each position title, including any required certifications. C. The minimum annual man-hours for each position title that the CONTRACTOR proposes to commit to the performance of the described services. D. A list and description of the qualifications of other pertinent staff that are not to be directly committed to this project but who will be available to support, consult, perfom Extra Work, and the like. I E. A description of CONTRACTOR’s systematic skills training program. \ The information provided in this attachment is for the purposes of determining the CONTRACTOR’S commitment and preparedness to perform the DESCRIBED SERVICES, and assuring that the CONTRACTOR’S bid is reasonable and complete. Nothing in this Attachment shall in any way be construed to remove, lessen, or relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT. CONTRACTOR may attach additional pages to describe Minimum Qualifications, if needed. Label any such pages “Exhibit B - Additional Information” along with the appropriate position tltle(s) corresponding to this form. [ A. POSITION TITLE I B. MINIMUM QUALIFICATIONS I C. TOTAL 26 I I EXHLBIT B Page 2 I I I I I I I I I I I I I CONTRACTOR’S WOW FORCE (Continued) A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL ANNUAL HOURS I ~ // 1, 246 II II I I I 27 ... I I I I I I I I I I I I I I EXHBITB Page3 CONTRACTOR’S WORK FORCE (Continued) E. Description of CONTR CTOR’s employee training program 28 5. I I I I I I I I I I ADDIESS AND TELEPHONE EXHIBIT C LISTING OF SUBCONTRACTORS Bid No. 04-15 The CONTRACTOR is required to furnish the following information relative to the subcontractors he proposes to use. If all work is to be done without subcontractors, write "NONE" in the following space: TYPE AND PORTION OF WORK SUBCONTRACTOR WILLW WHICH SUB- CONTRACTOR IS CLASS I .I I i 29 j 'y I. I I ‘r I I I I I I I I I I I I EXHIBIT D CONTRACTOR’S EQUIPMENT Bid No. 04-15 The CONTRACTOR shall set forth in Attachment E to the proposed CONTRACT A. All equipment items, having an original purchase price of at least $1000, that the CONTRACTOR will use to provide the described services. Equipment should be listed regardless of whether the CONTRACTOR owns the equipment; intends to purchase, lease, or rent the equipment; or will subcontract the services requiring said equipment. B. Quantity of each equipment item to be used in the performance of the described services. C. Total minimum annual hours for each equipment item that the CONTRACTOR proposes to commit to the performance of the described services. This is the aggregate of the hours for equipment of the same item description. D. Hourly rental rate for each equipment item when used in the performance of Extra Work, The information provided in this attachment is for the purposes of determining @e CONTRACTOR’S commitment, and preparedness to perform the DESCRIBED SERVICES, and assuring that the CONTRACTOR’S proposal is reasonable and complete. Nothing in this Attachment shall in any way be construed to remove, lessen, or relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT. CONTRACTOR may attach additional pages, if needed. Label any such pages “Exhibit D - Additional Information”. A. I c. I EQUIPMENT ITEM DESCRIPTION 30 ATTACHMENT E Page 2 CONTRACTOR’S EQUIPMENT (Continued) I I I I I I I I I I I I I I I I EQUIPMENT ITEM DESCRIPTION 18. 19. 20 31 EXHIBT E CONTRACTOR’S ESTIMATE of MATERIALS and SUPPLIES Bid No. 04-15 I. I I I I I 1 1 I I I The CONTRACTOR shall set forth in Attachment F to the proposed CONTRACT: A. A11 material and supply items, having an aggregate value in excess of $500, that the B. Quantity of each listed item to be used annually in the performance of the described C. The total estimated annual cost of each material or supply item that the CONTRACTOR CONTRACTOR will use to provide the described services. services. proposes to commit to the performance ofthe described services. The information provided in this attachment is for the purposes of determining the CONTRACTOR’S commitment, and preparedness to perform tbe DESCRIBED SERVICES, and assuring that the CONTRACTOR’S proposal is reasonable apd complete. Nothing in this Attachment shall in any way be construed to remove, lessen, or relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT. CONTRACTOR may attach additional pages, if needed. Label any such pages “Exhibit E - Additional Informabon” I A. MATERIAL OR SUPPLY ITEM I I I I I I I I I I I I I I I I I I I Attachment F Page 2 CONTRACTOR'S ESTIMATE of MATERZALS and SUPPLIES (Continued) A. B. MATERIAL OR SUPPLY ITEM ANNUAL IS. 16. I 18. 19. 20. C. ANNUAL COST 4 300.- y 70". - * &73- r 33 Appendix A CUSTODIAL MAINTENANCE SERVICES SITES BID NO. 04-15 INSPECTION RATING FORM PARK RESTROOMS SITE: Holiday Park Restrooms INSPECTOR: Jerry Rodriguez 5/30/04 Deduction Percent 3 0.03 Adjusted Payment Formula Monthly Payment $1,18 1.04 Deduction Amount $35.43 Adjusted Monthly Payment $1,145.61 34 I/ CITY OF CARLSBAD CUSTODIAL MAINTENANCE SERVICES SITES BID NO. 04-15 INSPECTION RATING FORM FACILITIES SITE: Calavera Community Ctr INSPECTOR: Jim Cochand 5130104 Commodes, urinals, sinks clean & odor free No observable trash or litter on floor or surfaces Waste containers less than 2/3 full Mirrors are clean Basin, toilets, urinals, counter tops disinfected and clean Dispenser cabinets, partitions, stalls, walls and doors are clean Floor is free of dirt and debris No visible dust or mineral build up on fixtures All dispensers are more than half full Urinals and toilets flush properly Rating Totals 1 100 Deduction Percent1 I 1 El 87 10 5 80 I I - Deduction Percent Adjusted Payment Formula Monthly Payment Deduction Amount Adjusted Monthly Payment 15 0.15 $1,18 1.04 $177.16 $1,003.88 CITY OF CARLSBAD CUSTODIAL MAINTENANCE SERVICES SITES BID NO. 04-15 INSPECTION RATING FORM SITE: GENERAL DUTIES INSPECTOR: Jerry Rodriguez 5/30/04 Deduction Percent Adjusted Payment Formula Monthly Payment Deduction Amount Adjusted Monthly Payment 0 0.00 $1,181.04 $0.00 $1,181.04 W -1 3 0 W I 0 ln c 37 Appendix C BILL NUMBER: SB 20 CHAPTERED BILL TEXT CHAPTER I95 FILED WITH SECRETARY OF STATE OCTOBER 13, 2001 APPROVED BY GOVERNOR OCTOBER 12, 2001 PASSED THE SENATE SEPTEMBER 6, 2001 PASSED THE ASSEMBLY SEPTEMBER 5, 2001 AMENDED IN ASSEMBLY SEPTEMBER 4, 2001 AMENDED IN ASSEMBLY AUGUST 30, 2001 AMENDED IN ASSEMBLY JULY 16, 2001 * AMENDED IN SENATE APRIL 16, 2001 - INTRODUCED BY Senator Alarcon (Coauthors: Senators Burton, Kuehl, Murray, and Romero) (Coauthors: Assembly Members Aroner, Calderon, Cardenas, Cedillo, Chan, Chavez, Chu, Diaz, Frommer, Goldberg,. Hertzberg, Horton, Keeley, Kehoe, Koretz, Migden, Oropeza, Salinas, Shelley, Steinberg, Washington, Wayne, Wesson, Wiggins, and Wright) DECEMBER 4, 2000 An act to add Chapter 4.5 (commencing with Section 1060) to Part 3 of Division 2 of the Labor Code, relating to employment. LEGISLATIVE COUNSEL'S DIGEST SB 20, Alarcon. Displaced janitors. Existing law provides for a system of labor standards enforcement administered by the Labor Commissioner. This bill would enact the Displaced Janitor Opportunity Act, which would require contractors and subcontractors, as defined, that are awarded contracts or subcontracts to provide janitorial or building maintenance services at a particular job site or sites, to retain, for a period of 60 days, certain employees who were employed at that site by the previous contractor or subcontractor. This bill would require that employees retained under the bill's provisions for that 60-day period be offered continued employment if their performance during that 60-day period is satisfactory. This bill would only apply to contracts entered into on or after January 1, 2002. This bill would authorize an employee who was not retained in accordance with the bill's provisions, or his or her agent, to bring an enforcement action in a court of competent jurisdiction, as specified. ordinances imposing stricter standards or additional enforcement provisions. This bill would authorize local government agencies to enact THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS: SECTION 1. Chapter 4.5 (commencing with Section 1060) is added to Part 3 of Division 2 of the Labor Code, to'read: CHAPTER 4.5. DISPLACED JANITOR OPPORTUNITY ACT 1060. The following definitions shall apply throughout this (a) "Awarding authority" means any persgn that awards or otherwise chapter: enters into contracts for janitorial or building maintenance services performed within the State of California, including any subcontracts for janitorial or building maintenance services. (b) "Contractor" means any person that employs 25 or more individuals and that enters int0.a service contract with the awarding authority. a contractor or subcontractor who works at least 15 hours per week and whose primary place of employment is in the State of California under a contract to provide janitorial or building maintenance services. "Employee" does not include a person who is a managerial, supervisory, or confidential employee, including those employees who would be so defined under the federal Fair Labor Standards Act. (d) "Person" means any individual, propgietorship, partnership, joint venture, corporation, limited liability company, trust, association, or other entity that may employ individuals or enter into contracts. (e) "Service contract" means any contract that has the principal purpose of providing services through the use of service employees. (f) "Subcontractor" means any person wha is not an employee who enters into a contract with a contractor to assist the contractor in performing a service contract. (g) "Successor service contract" means a service contract for the performance of essentially the same services as were previously performed pursuant to a different service contract at the same facility that terminated within the previous 30 days. A service contract entered into more than 30 days af'cer the termination of a predecessor service contract shall be considered a "successor service contract" if its execution was delayed for the purpose of avoiding application of this chapter. (c) "Employee" means any person employed as a service employee of ont rac tor that contractor h ,ex a successor. ce and,, if so, contractor ame, date of ~~~~~,.~~~o~~ covered By the 'temineted servic t'ract at the time of the con$za,ct tez&na.gesn. the successor contractor, if any, the terminated contractor shall provide that information to the awarding aithority, which shall be responsible for providing that information to the successor contractor as soon as that contractor has been selected. (3) The requirements of this section shall be equally applicable to all subcontractors of a terminated contractor. (b) (1) A successor contractor or successor subcontractor shall retain, for a 60-day transition employment.period, employees whp have been employed by the terminated contractor or its subcontractors, if any, for the preceding four months or longer at the site or sites covered by the successor service contract unless the successor contractor or successor subcontractor has reasonable and substantiated cause not to hire a particular employee based on that employee's performance or conduct while working under the terminated his rsqwipement @ball. be.statea by awarding authorities (2) If the terminated contractor has not learned the identity of ,pa,ckq&s, ,th,a.$, are gove'rned by this chaptw . (2) The successor contractor or successor subcontractor shall make a written offer of employment to each employee, as required by this section, in the employee's primary language or another language in which the employee is literate. That offer shall state the time within which the employee must accept th'at,offer, but in no case may that time be less than 10 days. Nothing in this section requires the successor contractor or successor subcontractor to pay the same wages or offer the same benefits as were provided by the prior contractor or prior subcontractor. (3) If at any time the successor contractor or successor subcontractor determines that fewer employees are needed to perform services under the successor service contract or successor subcontract than were required by the terminated contractor under the terminated contract or terminated subcontract, the successor contractor or successor subcontractor shall retain employees by seniority within the job classification. commencing service under the successor service contract, shall provide a list of its employees and a list'of employees of its subcontractors providing services at the site or sites covered under that contract to the awarding authority. These lists shall indicate which of these employees were employed at the site or sites by the terminated contractor or terminated subcontractor. The successor contractor or successor subcontractor shall also provide a list of any of the terminated contractor's employees who were not retained either bv the successor contractor or successor subcontractor, (c) The successor contractor or successor subcontractor, upon stating the reason these employees were not retained. (d) During the 60-day transition employment period, contractor or successor subcontractor shall maintain a the successor preferential 40 L/ i - ~ ..CI. . . hiring list of eligible covered employees not retained by 'the successor contractor or successor subcontractor from which the successor contractor or successor subcontractor shall hire additional employees until such time as all of the terminated contractor's or terminated subcontractor's employees have been offered employment with the successor contractor or successor' subcontractor. successor contractor or successor subcontractor shall not discharge without cause an employee retained pursuant to this chapter. Cause shall be based only on the performance or conduct of the particular employee. (f) At the end of the 60-day transition, employment period, a successor contractor or successor subcontractor shall provide a written performance evaluation to each employee retained pursuant to this chapter. If the employee's performance during that 60-day period is satisfactory, the 'successor contractor or successor subcontractor shall offer the employee continued employment. Any employment after the 60-day transition employment period shall be at-will employment under which the employe& may be terminated without cause. been discharged in violation of this chapter by a successor contractor or successor subcontractor, or an agent of the employee may bring an action against a successor contractor or successor subcontractor in any superior court of the State of California having jurisdiction over the successor contractor. or successor subcontractor. Upon finding a violation of this chapter, the court shall award backpay, including the value of benefits, for each day during which the violation has occurred and continues to occur. The amount of backpay shall be calculated as the greater of either of the following: during the last three years of the employeb's employment in the same occupation classification multiplied by the average hours worked during the last three years of the employee's employment. time of termination of the predecessor contract multiplied by the number of hours usually worked by the employee. stop the continued violation of this chapter. the court shall award the employee' reasonable attorney's fees and costs as part of the costs recoverable. (d) In the absence of a claim by an employee that he or she was terminated in violation of this chapter, an employee may not maintain a cause of action under this chapter solely for the failure of an employer to provide a written performance evaluation. or after January 1, 2002. (e) During the initial 60-day transition employment period, the 1062. (a) An employee, who was not offered employment or who has (1) The average regular rate of pay received by the employee (2) The final regular rate of pay received by the employee at the (b) The court may order a preliminary or permanent injunction to (c) If the employee is the prevailing party in the legal action, 1063. (a) This chapter only applies to contracts entered into on (b) Except for the obligations specified in subdivisions (a) and - 0.7 - (b) of Section 1061, nothing in this chapter changes or increases the relationship or duties of a property owner or an awarding authority, or their agents, with respect to contractors, subcontractors, or their employees. or an awarding authority to terminate a service contract or to replace a contractor with another contractor or with the property owner's or awarding authority's own employees. 1064. Nothing in this chapter shall prohibit a local government agency from enacting ordinances relating to displaced janitors that impose greater standards than, or establish additional enforcement provisions to, those prescribed by this chapter. 1065. If any provision or provisions of this chapter or any application thereof is held invalid, that invalidity shall not affect any other provisions or applications of this chapter that can be given effect notwithstanding that invalidity. (c) Nothing in this chapter limits the right of a property owner From: Scott Carroll To: Ray Patchett Date: 7/13/04 1:llPM Subject: Protest at City Council Meeting Ray, Lloyd wanted me to let you know that we may get a protest for awarding the custodial maintenance contract at tonight's Council meeting. D.H. Maintenance, the second low bidder and the janitorial service provider to the City for the last four years is threatening to protest. The issue is the "any-auto'' insurance requirement. This type of coverage is very expensive and difficult to obtain. During a pre-bid meeting staff always reminds potential bidders to review their current insurance coverage to make sure they comply with our requirements. Not submitting "any-auto" insurance in a bid proposal does not automatically disqualify a contractor; however, it does slow the process for executing a contract in a timely manner. The low bidder, The Business Cleaning Company (BCC). submitted proof of auto insurance, but it covered scheduled and non-owned vehicles. BCC could obtain the any auto insurance at an additional cost of $15,000. This additional cost would still make BCC the low bid. Because the $15,000 price difference would not have been a material factor in determining the best value vendor, staff asked the Risk Manager if "any-auto'' insurance is necessary for this contract. After reviewing all the facts, the Risk Manager granted our request and waived the any-auto requirement (on page 1 of the bid specifications the City has the right to waive minor technicalities). D.H. is arguing that the City did not waive the any-auto insurance for him and the other contractors, which put them at a disadvantage to submit a competitive bid. Even if D.H. was the low bid they are not considered the best value. We believe BCC is the best value because they employ their own staff and don't use sub-contractors (D.H, uses subcontractors), the annual man hours dedicated to using cleaning equipment far exceeds D.H man hours, BCC was rated one of the best janitorial companies in San Diego County, and most importantly. customer satisfaction has been poor with D.H. If you have any questions regarding our evaluation process and/or the potential protest by D.H., please don't hesitate to contact me. Scott cc: Doug Duncanson; Erin Letsch; Greg Clavier; Lloyd Hubbs