HomeMy WebLinkAbout2017-05-09; City Council; ; Adopt a Resolution accepting bids and awarding an agreement for citywide custodial services to Prizm Janitorial Services, Inc. for an amount not to exceed $2,701,583.28 over a six-year termCA Review t/J
~ CITY COUNCIL
~ Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
May 9, 2017
Mayor and City Council
V
Kevin Crawford, City Manager\"
Michael O'Brien, Public Works Supervisor
michael.obrien@carlsbadca.gov or 760-434-2996
Adopt a Resolution accepting bids and awarding an agreement for
citywide custodial services to Prizm Janitorial Services, Inc. for an amount
not to exceed $2,701,583.28 over a six-year term.
Recommended Action
Adopt a Resolution accepting bids and awarding an agreement for citywide custodial services to
Prizm Janitorial Services, Inc. for an amount not to exceed $2,701,583.28 over a six-year term.
Executive Summary
The City of Carlsbad currently contracts for custodial services for several city facilities with
NOVA Commercial Company, Inc. NOVA Commercial Company, Inc. is terminating its contract
early. Staff is recommending entering into a new agreement with Prizm Janitorial Services, Inc.
for custodial services at 19 city facilities and 17 city park restrooms.
Discussion
Custodial services are provided using a combination of city staff and contract services. City
custodial staff are generally assigned to maintain facilities that have a greater degree of
customer usage or require additional security such as the libraries, City Hall, administrative
services offices and the Safety Center. Contracted custodial services are utilized for all other city
facilities.
The current agreement for custodial services with NOVA Commercial Company, Inc. was
scheduled to expire on Sept. 8, 2017. On Jan. 27, 2017, pursuant to the terms of the
aforementioned agreement, NOVA Commercial Company, Inc. submitted a 90-day termination
notice indicating they intend to discontinue service effective April 27, 2017. NOVA Commercial
Company, Inc. subsequently indicated it would provide services through May 27, 2017.
On June 8, 2016, the Purchasing Department published Request for Bid (RFB) 16-10 inviting bids
for the city's custodial maintenance services. Four bids were received, opened, witnessed, and
recorded on June 30, 2016. In accordance with the city's Purchasing Policies and Procedures
Manual the bids received were evaluated in accordance with the best value process. The bids
were evaluated against the following best value criteria: technical experience, cost, inspection
process, qualifications of the team, qualifications of the company and value added. Through
the evaluation process, Prizm Janitorial Services, Inc. was rated the top firm in four of the six
criteria, and they tied for the top ranking in the remaining two of the six criteria. Staff
recommends awarding a multi-year agreement to Prizm Janitorial Services, Inc. for custodial
services.
Item #4 May 9, 2017 Page 1 of 70
Fiscal Analysis
Staff recommends awarding a two-year agreement with the option of extending the agreement
for up to two additional two-year extensions. The amount of the agreement is not to exceed
$375,263.88 for the first year of the agreement, and annual increases are limited to $30,000
per each subsequent year to the agreement.
These subsequent increases will be used to cover increases in materials costs, additional
locations, and the projected increase in minimum wage. Total compensation under this
agreement shall not exceed $2,701,583.28 for six years. The maximum annual agreement cost
for contracted custodial services is shown in the following table:
Term Agreement Year Annual Agreement Amount
1 2017-2018 $375,263.88
2018-2019 $405,263.88
2 2019-2020 $435,263.88
2020-2021 $465,263.88
3 2021-2022 $495,263.88
2022-2023 $525,263.88
TOTAL $2,701,583.28
The custodial agreement has traditionally been funded by the Facilities Maintenance Operating
Budget for facilities custodial services, and the Parks Maintenance Operating Budget for the
park blockhouse restrooms. Sufficient funds are available in the Facilities Maintenance
Operating Budget and the Parks Maintenance Operating Budget to fund the agreement for the
remainder of the current fiscal year. Future years' funding will be requested during the city's
annual budgeting process.
The proposed agreement also includes performance disincentives for failure to perform the
routine services to the standards specified in the agreement. Monthly inspection forms are
used to document substandard work as identified, and pricing will be reduced per location
accordingly. If this occurs, it may result in a decrease in service costs to the city.
Next Steps
If approved, and once the agreement is fully executed and a purchase order is issued, a Notice
to Proceed will be issued and Prizm Janitorial Services, Inc. will begin performing custodial
services at city facilities and city park restrooms.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code Section 21065, the award of contract for custodial
maintenance services does not qualify as a "project" within the meaning of the California
Environmental Quality Act (CEQA) in that it has no potential to cause either a direct physical
change in the environment, or a reasonably foreseeable indirect physical change in the
environment, and therefore does not require environmental review.
Item #4 May 9, 2017 Page 2 of 70
Public Notification
None required.
Exhibits
1. Resolution accepting bids and awarding an agreement for citywide custodial services
to Prizm Janitorial Services, Inc. for an amount not to exceed $2,701,583.28 over a
six-year term.
Item #4 May 9, 2017 Page 3 of 70
RESOLUTION NO. 2017-074
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING AN AGREEMENT FOR
CITYWIDE CUSTODIAL SERVICES TO PRIZM JANITORIAL SERVICES, INC., FOR
AN AMOUNT NOT TO EXCEED $2,701,583.28 OVER A SIX-YEAR TERM.
EXHIBIT 1
WHEREAS, the City of Carlsbad requires the services of a custodial services contractor; and
WHEREAS, on June 8, 2016, the Purchasing Department published Request for Bid (RFB) 16-10
inviting bids for the city's custodial maintenance services; and
WHEREAS, on June 30, 2016, the city received, opened, witnessed, and recorded receipt of sealed
bids from four contractors; and
WHEREAS, In accordance with the city's Purchasing Policies and Procedures Manual the four bids
were evaluated using the best value process; and
WHEREAS, the evaluation process ofthe four bids received resulted in a determination that the
bid received from Prizm Janitorial Services, Inc. provided the best value to the city and met all the needs
and objectives of the proposed custodial maintenance services agreement; and
WHEREAS, staff recommends award of an agreement for citywide custodial services to Prizm
Janitorial Services, Inc. in an amount not to exceed $375,263.28 in the initial agreement year, and not to
exceed $2,701,583.28 over the maximum six-year term (Agreement); and
WHEREAS, staff recommends City Council authorize the city manager to approve amendments to
extend the Agreement not to exceed annual increases of $30,000 in each subsequent agreement year, to
adjust for increases in the San Diego County Consumer Price Index and to add facilities to the scope of work
as construction of additional facilities is completed and accepted by the city; and
WHEREAS, sufficient funds are available in the Facilities Maintenance and Parks Maintenance
Operating Budgets to fully fund the remainder of the current fiscal year, and funding for subsequent years
will be requested during the city's annual budget process.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. The bid received from Prizm Janitorial Services, Inc. is hereby accepted and the Mayor is
authorized and directed to execute the Agreement with Prizm Janitorial Services, Inc. which is
attached hereto as Attachment A.
Item #4 May 9, 2017 Page 4 of 70
EXHIBIT 1
3. That the city manager is hereby authorized to execute amendments to the Agreement to extend
the Agreement not to exceed annual increases of $30,000 in each subsequent agreement year.
5. That the award of this agreement is contingent upon Prizm Janitorial Services, Inc. executing the
Agreement and submitting the required bonds and insurance policies, as described in the
Agreement, within 20 days of adoption of this Resolution. The city manager may grant
reasonable extensions of time.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad
on the 9th day of May, 2017, by the following vote, to wit:
AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
NOES: None.
ABSENT: None. M1M!!J
v~{J.I\
BARBARA ENGLESON, City Clerk
(SEAL)
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AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES
PRIZM JANITORIAL SERVICES, INC.
AGREEMENT is made and entered into as of the \ l tfl day of
-----l_....l~-4----------' 2017, by and between the CITY OF CARLSBAD, a municipal
corporation, "City"), and PRIZM JANITORIAL SERVICES, INC., a California corporation,
("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in
custodial maintenance services.
B. Contractor has the necessary experience in providing professional services and
advice related to custodial maintenance services.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
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 two (2) years from the date first above
written. The City Manager may amend the Agreement to extend it for two (2) additional two (2)
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
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
up to three hundred seventy five thousand two hundred sixty three dollars eighty eight cents
($375,263.88) in the first year and an amount not to exceed an increase of thirty thousand dollars
($30,000.00) per each subsequent year to the Agreement. Total Compensation under this
Agreement shall not exceed two million seven hundred one thousand five hundred eighty three
dollars twenty eight cents ($2,701 ,583.28). 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 (1 0%) retention until City has accepted the work and/or Services
specified in Exhibit "A".
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Incremental payments, if applicable, should be made as outlined in attached 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.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
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
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.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. 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 attorney's
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct 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'
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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.
10. 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-:VII"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager 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. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property 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.
10.1.2 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.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
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10.2.3 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.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 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.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. 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.
12. 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.
13. 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.
14. 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.
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15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Michael O'Brien
Title Public Works Supervisor
Department Public Works
City of Carlsbad
Address 405 Oak Avenue
Carlsbad, CA 92008
Phone No. 760-434-2996
For Contractor
Name Johnson Le
Title Project Manager
Address 555 Country Club Lane #C-196
Escondido, CA 92026
Phone No. 858-717-1092
Email prizmjani@att.net
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.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
17. 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, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. 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
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upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying 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 payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21. 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.
22. 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 et seq.,
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.
23. JURISDICTION 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.
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24. 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 nor 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.
25. 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.
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26. 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
(print name/title)
fl here)
o~I\Svn LL -~:ecr<.t · rl/\
(print name/title) _)
CITY OF CARLSBAD, a municipal
corporation of the State of California
Mayor
ATTEST:
BARBARA ENGLESON
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
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:
CELIA A. BREWER, City Attorney
BY:~
Deputy City Attorney
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ACKNOWLEDGMENT
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
State of California
County of San Diego
On , before me,· ZHI LIU,,. Notary Public
(insert name and title of the officer)
personally appeared )oh YJ 5 o 1 LE .·
who proved to me on the basis of s.atisfactory evidence to be the person~ whose name~ is/ai:e
subscribed to the within instru.menfand acknowledged to rne that he/SAe/tb.ey executed the same in
his/ber/tl)f.ak authorized capacity(ieaj, and that by his/her/their signature(.aj-on the instrument the
person(.s}. or the entity upon behalf of which the person(..s)..acted, executed the instrument.
l certify under PENAL TY OF PERJURY.under the laws of tl)e State of California that the foregoing
paragraph is true and correct. 19~ ... • ZHl.l..iU 1 .-• COMM. #2020661 o ~ .. ,,; NOTARY PUBLIC-CALIFORNIA {I)
U , · SAN DIEGO COUNTY ~
I · My Commissl'?n Expires J
-_ APRIL 1912017 _ . 0 (Seal)
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EXHIBIT "A"
SCOPE OF SERVICES
BID FORM PROPOSED COST OF SERVICES
BID #16-10 CUSTODIAL MAINTENANCE SERVICES
FACILITY SCHEDULE A (DAYTIME: 6:00 a.m. -2:30 p.m.)
Library Learning Center
3368 Eureka Place
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A12
$27,922.44
TOTAL SQUARE FEET 132,907 SQFT. BUILDINGS+ 1,818 SQFT.
WALKWAYS
Schedule A Sub-total amount of bid including items A 1 -A21 in words:
Three Hundred Twenty Thousand Nine Hundred Forty Dollars Seventy Two Cents
Schedule A Sub-total amount of bid, including items A1-A21 in numbers: $320,940.72
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BID FORM
BID #16-10 CUSTODIAL MAINTENANCE SERVICES
PARK RESTROOM SCHEDULE B (10:00 P.M. -12:00 a.m. AND OR 04:00 -08:00
a.m.)
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814 Poinsettia Park (2)
6600 Hidden Valle
856 Sun -Sat (7)
TOTALSQUAREFEET ~109
$266.29 $3, 195.48
Schedule 8 Sub-total amount of bid including items 81 through 817 in words:
Fifty Four Thousand Three Hundred Twenty-Three Dollars Sixteen Cents
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Schedule 8 Sub-total amount of bid, including items 81 through 817 in numbers:$54,323.16
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EXHIBIT A
MANNER OF PERFORMING SERVICES
PARTI
GENERAL SPECIFICATIONS
1.00 GENERAL REQUIREMENTS
1.01 The premises shall be maintained with a clean appearance and all work shall be
performed in a professional, workmanlike manner using quality equipment and
materials.
1.02 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.
1.03 CONTRACTOR is hereby required to render and provide custodial maintenance
services including, but not limited to; dusting, wiping, polishing, mopping, buffing,
vacuuming, sweeping, strip & waxing and cleaning offices, removing trash and
recycling, cleaning 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.
1.04 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.
1.05 CONTRACTOR shall, during the term of this CONTRACT, respond to all callbacks
to the satisfaction of the CONTRACT ADMINISTRATOR, within two (2) hours of
notification.
1.06 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, including burnt out
light fixtures within twenty-four (24) hours. The CITY will remove and/or repair
reported graffiti, vandalism, damaged equipment, signs or hazards.
1.07 The following is an excerpt from Senate Bill 20, Displaced Janitor Opportunity Act.
Labor Code Section 1060-1065. The full text is attached hereto as Appendix B.
"1061.(b) (1) A successor contractor or successor 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
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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 contract. .. "
By signing and/or 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 bid and the
CONTRACTOR will be required to abide by the terms of said Act.
1.08 Specifications showing general outline and details necessary for a comprehensive
understanding of the work, form a part of the Contract Documents. All work under
the Contract Documents shall be performed in all respects in strict compliance with
the requirements of the specifications set forth. The specifications and all other
provisions of the Contract Documents are essential parts of the CONTRACT and
a requirement occurring in one is binding as though occurring in all.
1.09 The CONTRACTOR shall supply at its cost a company picture ID card that the
contracted staff shall wear onsite during their scheduled shift.
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:
Buildings
Alga Norte
Arts Office
Calavera Community Center
CIT Trailer
Granary
Harding Community Center
Heritage Hall
Holiday House
Kruger House
Leo Carrillo Ranch
Library Learning Center
Magee House
Municipal Water District
Parks Administration
Parks Modular/Break Room
Railroad Depot
Scout House
Stagecoach Community Center
Streets & Facilities Admin
14
6565 Alicante Rd
2955 Elmwood Ave
2997 Glasgow Drive
3330 Harding Street
2659 Garfield Street
3096 Harding Street
2650 Garfield Street
3235 Eureka Place
3215 Eureka Place
6200 Flying LC Lane
3368 Eureka Place
258 Beech Avenue
5950 El Camino Real
1166 Carlsbad Village Drive
1166 Carlsbad Village Drive
400 Carlsbad Village Drive
3225 Eureka Place
3420 Camino de las Caches
405 Oak Avenue
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Park Restrooms
Alga Norte (3)
Aviara Community Park (2)
Beach Bluff
Calavera Park Blockhouse
Chase Field
Hidden Canyon
Holiday Park (2)
La Costa Canyon Park
Laguna Riviera Park
Leo Carrillo Ranch (2)
Magee Park
Pine Park
Poinsettia Park (2)
Skate Park
Stagecoach Park (2)
Tamarack
Calavera Trail Park
6565 Alicante Rd
6435 Ambrosia Lane
Carlsbad Blvd & Oak Ave
2997 Glasgow Drive
3349 Harding Street
2685 Vancouver
3235 Eureka Place
La Costa Ave at Pueblo & Rana
Kelly and Park Drive
6200 Flying LC Lane
258 Beech Avenue
3500 Harding
6600 Hidden Valley Road
2560 Orion Way
3420 Camino de Los Caches
Tamarack and Carlsbad Blvd
Calavera Park North Trailhead
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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.
2.03 CONTRACTOR shall be available for On Call I Emergency Call Back for any
cleanings needs at any CITY owned facilities. Response time shall be no more
than two (2) hours and paid at the rate listed in the CONTRACTOR'S Bid Proposal.
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 reports and line item
invoicing for products used to service this CONTRACT 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 all applicable
reports and attachments have been submitted in accordance with the provisions
of this CONTRACT.
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3.02 Monthly invoices shall be prepared and submitted in the following format:
Invoice 1:
Location
ALGA NORTE COMMUNITY CENTER
ARTS OFFICE
CALAVERA COMMUNITY CENTER
CIT TRAILER
GRANARY
HARDING COMMUNITY CENTER
HERITAGE HALL
HOLIDAY HOUSE
KRUGER HOUSE
LEO CARRILLO RANCH
LIBRARY LEARNING CENTER
MAGEE HOUSE
MUNICIPAL WATER DISTRICT
PARKS ADMINISTRATION
PARKS MODULAR/BREAK ROOM
RAILROAD DEPOT
SCOUT HOUSE
STAGECOACH COMMUNITY CENTER
STREETS & FACILITIES ADMIN
TOTAL MONTHLY COST
Invoice 2:
Location Account Number
ALGA NORTE COMMUNITY CENTER
AVIARA COMMUNITY PARK (2)
BEACH BLUFF
CALAVERA PARK BLOCKHOUSE
CHASE FIELD
HIDDEN CANYON PARK
HOLIDAY PARK (2)
LA COSTA CANYON PARK
LAGUNA RIVIERA PARK
LEO CARRILLO (2)
MAGEE PARK
PINE PARK
POINSETTIA PARK (2)
SKATE PARK
STAGECOACH PARK (2)
TAMARACK
CALAVERA TRAIL
TOTAL MONTHLY COST
Monthly Cost
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
Monthly Cost
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
$(AMOUNT)
3.03 Invoices for approved On Call I Emergency Call Back and 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
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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.
3.04 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.
3.05 The CONTRACT ADMINISTRATOR may, at her discretion, add new facilities to
be maintained and/or 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 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.
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 City will evaluate the requested increase, 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 and in consideration of 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.
4.00 ENFORCEMENT, DEDUCTIONS AND LIQUIDATED DAMAGES
4.01 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement of
this CONTRACT on behalf of CITY.
4.02 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 evaluated by said system
and bound by the ratings and/or deductions from payments indicated in the
monthly INSPECTION RATING SYSTEM report. Each location specific
INSPECTION RATING SYSTEM has a max point score of 100. To avoid
deductions from payment, CONTRACTOR must receive a rating of 95 or higher
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per facility as described in Section 2.01. A score of 94 will result in 6% deduction.
Each additional point deduction after 94 will result in an additional 1 % deduction
per point from payment.
4.03 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. Work
will be considered not to have been performed when any of the following but not
limited to conditions exists:
• The work tasks in an area were not performed in strict accordance with the
performance standards.
• Work tasks were not performed in their entirety.
• The specified equipment, tools and chemicals were not used or were not in
good operating condition.
• The tasks were not performed within the scheduled work shift or within the
specified timeframe.
The monthly INSPECTION RATING SYSTEM report shall constitute reason for
any deductions so imposed.
4.04 In the event of non-performance of work by the CONTRACTOR, the CONTRACT
ADMINISTRATOR will have the right to exercise one of the following options:
• The CONTRACTOR shall within two (2) hours correct such non-
performance upon notification by the CITY and the CITY shall make no
deductions for that non-performance.
• The CITY shall correct the non-performance by using another Contractor,
or by other means it deems necessary and reasonable. Direct costs
incurred by the CITY for the performance of such work shall be deducted
from payments made to the CONTRACTOR.
• The CITY shall allow the non-performance to remain uncorrected and shall
make a deduction from payments to the CONTRACTOR in accordance with
the following paragraphs in the section:
In addition to the INSPECTION RATING FORM deductions, non-performance
deductions will be applied to any situation that inhibits performance of the
CONTRACT. Deductions include, but are not limited to, non-compliance with the
Scope of Work, Specifications and/or Special Conditions requirement of this
CONTRACT that results in failure to perform such as the following:
• For any Failure to adequately comply in meeting the requirements of providing
adequate and competent management, the CONTRACTOR shall be liable for
a deduction of $500.00 for each and every deficiency deducted from the total
charge for that month during which the deficiency occurred.
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• For any Failure to adequately comply in meeting the requirements of providing
adequate and competent supervision, the CONTRACTOR shall be liable for a
deduction of $250.00 for each and every deficiency deducted from the total
charge for that month during which the deficiency occurred.
• For any Failure to adequately comply in meeting the requirements of providing
adequate and competent workers, the CONTRACTOR shall be liable for a
deduction equivalent to one full day's work (reference CONTRACTOR'S Bid
Pricing for monthly rates) for each and every deficiency deducted from the total
charge for that month during which the deficiency occurred.
4.05 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.
4.06 Failure of the CONTRACT ADMINISTRATOR during the process of the
Agreement to discover or reject unacceptable work, or work not in accordance
with the Agreement, shall not be deemed an acceptance thereof nor a waiver of
the CITY's right to a proper execution of the Agreement or any part of it by the
CONTRACTOR.
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 verifying
CONTRACTOR's performance of CONTRACT requirements and identifying
deficiencies.
5.02 The CONTRACTOR or his authorized representative shall meet with the
CONTRACT ADMINISTRATOR or his representative on each site monthly for the
initial year of the CONTRACT then thereafter at the discretion and convenience of
the CONTRACT ADMINISTRATOR, for walk-through inspections. All routine
maintenance functions shall be completed prior to this meeting.
5.03 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.
5.04 CONTRACTOR shall make sufficient daily inspections to ensure the work is
performed as specified. The CONTRACTOR shall inspect all tools, equipment and
chemicals to ensure they are clean, in good working order and meet the
specifications of this CONTRACT. If they do not meet the specifications the
CONTRACTOR shall replace them with new or workable tools, equipment and
chemicals. CONTRACTOR shall maintain written record of tools, equipment and
chemicals discrepancies, and upon request, provide written records to the
CONTRACT ADMINISTRATOR.
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5.05 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.
5.06 The Contracted staff shall locate and complete the Cleaning Checklist daily (see
sample in Appendix A) and the CONTRACTOR shall submit with requests for
payment. Failure to submit will result in non-payment.
5.07 The Contracted staff shall complete and maintain Time Tracker sheets per
employee (see Appendix C) and, upon request, remit to the CONTRACT
ADMINISTRATOR. . Failure to submit will result in non-payment.
6.00 PERFORMANCE MEASUREMENT PLAN
6.01 CONTRACTOR'S Performance Management Procedures must be detailed and
samples of reports, logs, tools, etc., of said performance management should be
included in the Proposal. Shift reports, sign-off sheets or the like, documenting
specific work performed during that period and detailing any required reporting
and/or problems encountered shall be submitted by the CONTRACTOR'S
supervising staff to the CONTRACT ADMINISTRATOR. These reports verifying
that work has been performed, in the designated location and during the
designated period, in an acceptable manner must be signed by the CONTRACT
ADMINISTRATOR or designee or the CONTRACTOR will not be paid. All reports,
logs, tools, etc. shall be maintained and submitted in writing or in a City approved
electronic format.
6.02 In addition to the above reports, the Performance Management Procedures
Program shall be capable of generating monthly Inspection Summary Reports. The
inspection summary report(s) shall provide a summary of all inspections for the
locations serviced in the CITY and shall include the total number of inspections
performed during any given month, the frequencies if discrepancies by type and
associated correction timeframes, number and types of maintenance observations
reported during said period and all other relevant summary data.
6.03 CONTRACTOR's authorized Manager and designated Supervisory Staff shall
meet monthly with the CONTRACT ADMINISTRATOR and/or designee to review
Contract Performance. CONTRACTOR's equipment and chemicals will be
reviewed by the CONTRACT ADMINISTRATOR or designee on a regular basis to
assure compliance and proper function. The CONTRACTOR will be required to
modify, change and improve equipment and supplies as indicated by these
inspections.
6.04 The CONTRACTOR shall conduct performance evaluations on the contracted staff
and be available for review by the CONTRACT ADMINISTRATOR after the first
30 days, 60 days, 90 days and 120 days of the initial contract year. Further
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evaluations shall be requested at the discretion of the CONTRACT
ADMINISTRATOR for the life on the CONTRACT. Contracted staff that does not
meet the CONTRACT specifications shall be terminated from the CONTRACT.
6.05 All functions of the Performance Management Procedures Program shall be
available to the CONTRACT ADMINISTRATOR or designee.
7.00 EXTRA WORK
7.01 The CITY may award Extra Work to the CONTRACTOR, or to other forces, at the
discretion of the CONTRACT ADMINISTRATOR. New or unforeseen work will be
classified as "Extra Work" when the CONTRACT ADMINISTRATOR determines
that it is not covered by CONTRACT unit prices or is significantly different than the
CONTRACTOR's other work areas. Areas added that are of similar size and scope
to the CONTRACTOR'S current work shall be compensated as indicated in The
Scope of Services.
Areas that do not meet the criteria indicated in Section 3.06 are subject to
adjustment in payment in accordance with Extra Work. Extra Work shall be
performed by separate agreement between the CONTRACT ADMINISTRATOR
and the CONTRACTOR or on a NEGOTIATED PROPOSAL AND ACCEPTANCE
or on a TIME AND MATERIALS basis in accordance with The Scope of Services
and Section 8.00.
7.02 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.
7.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and submit
a written proposal including a description of the work, a list of materials, and a
schedule for completion. No work shall commence without written approval of the
CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR. This proposal
is subject to acceptance or negotiation by the CONTRACT ADMINISTRATOR.
7.04 In the event that CONTRACTOR'S proposal for Extra Work is not approved, the
CONTRACT ADMINISTRATOR reserves the right to perform such work with other
forces or to compel the CONTRACTOR to perform the work on a TIME AND
MATERIALS basis. Invoices for extra work on a TIME AND MATERIALS basis
are subject to CONTRACTOR markup in accordance with the Section 8.00.
7.05 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.
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7.06 All Extra Work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the time
allotted.
8.00 NEGOTIATED PROPOSAL AND ACCEPTANCE
8.01 The CITY may award work to the CONTRACTOR, at the discretion of the
CONTRACT ADMINISTRATOR. New work will be awarded on a negotiated
proposal and acceptance basis when the CONTRACT ADMINISTRATOR
determines that it is appropriate to negotiate a fixed price for work in lieu of utilizing
unit prices. Payment for Work shall be performed by negotiated agreement
between the CITY and the CONTRACTOR or on a TIME AND MATERIALS basis
in accordance with the Vendor's Proposed Cost of Services chart.
8.02 Prior to performing any work, the CONTRACTOR shall prepare and submit a
written proposal including a description of the work, a list of materials, and a
schedule for completion. No work shall commence without written approval of the
CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR. This proposal
is subject to acceptance or negotiation by the CONTRACT ADMINISTRATOR.
8.03 All work shall commence on the specified date established and CONTRACTOR
shall proceed diligently to complete said work within the time allotted.
9.00 TIME AND MATERIALS
9.01 In the event that the CONTRACT ADMINISTRATOR determines that work
requested is of an unknown duration, not easily quantified or the CONTRACTOR'S
proposal for work is not approved, the CONTRACT ADMINISTRATOR reserves
the right to perform such work with other forces or to compel the CONTRACTOR
to perform the work on a TIME AND MATERIALS basis.
9.02 The CONTRACT ADMNISTRATOR may direct CONTRACTOR to proceed by
allowing him/her to use the following rates or percentages as added costs for the
markup of all overhead and profits:
1) Labor ......... .
2) Materials ................. .
Hourly As Stipulated in Bid Item A-20.
15
3) Equipment Rental ................. . 15
4) Other Items and Expenditures .. . 15
9.03 All work shall commence on the specified date established and CONTRACTOR
shall proceed diligently to complete said work within the time allotted.
10.00 AS NEEDED SERVICES FOR SPECIAL EVENTS
10.01 The CITY may award work to the CONTRACTOR, at the discretion of the
CONTRACT ADMINISTRATOR for custodial services during or following
scheduled special events. The CONTRACT ADMINISTRATOR shall provide the
CONTRACTOR with twenty-four (24) hours' notice and shall request additional
personnel to perform these services. The CONTRACTOR shall dispatch the
number of custodians requested to the locations requested by the CONTRACT
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ADMINSTRATOR. The CITY guarantees a minimum of two (2) hours for each
custodian requested in this section. The CONTRACTOR shall be compensated at
fixed price for work utilizing unit prices in accordance with the The Scope of
Services.
10.02 Work items performed under this section include but not limited to all items
indicated in the Scope of Services for Facilities/Park Restrooms and as directed
by the CONTRACT ADMINISTRATOR. All other quality/materials requirements
stipulated in this AGREEMENT apply to work performed under this section.
10.03 All work shall commence on the specified date/time established and
CONTRACTOR shall proceed diligently to complete said work within the time
allotted.
11.00 CONTRACTOR'S DAMAGES
11.01 All damages or losses incurred or breach of security to existing facilities by the
CONTRACTOR's operation due to errors, mistakes, malfeasance or misfeasance
or any other reason by the CONTRACTOR'S employees 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.
12.00 COMMUNICATIONS AND EMERGENCY RESPONSE
12.01 Report any emergency of a safety, security or health problem to the CITY Police
Dispatcher (760-931-2197) immediately for reasons including, but not limited to,
an un-lockable exterior door, broken ground floor window, plumbing stops or leaks,
electrical power outage, cooling or heating malfunction, any security violations,
vandalism or other similar problem that cannot wait to be repaired until the next
work day. Contracted staff will also report these issues to the CONTRACT
ADMINISTRATOR with in twenty-four (24) hours of detection or observation.
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.
12.02 The CONTRACTOR shall carry either a cellular phone capable of receiving text
messages and phone calls on them during their schedule shift so that CITY staff
may reach them for required services. Immediately response to phone calls or text
message (no more than 15 minutes) shall be required. The CONTRACTOR shall
provide the CONTRACT ADMINISTRATOR said phone numbers. All pager or
cellular expenses shall be paid for by the CONTRACTOR and payment for such
cost shall be in the bid pricing provide. No additional compensation will be paid.
12.03 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.
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12.04 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.
12.05 The CONTRACTOR shall maintain a written log of all call back I complaint
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.
12.06 CONTRACTOR's supervisor shall carry a cellular phone with local San Diego
region area code. Supervisor shall be expected to respond or coordinate
responses to requests from the CITY within thirty minutes. The CITY shall not
contact the CONTRACTOR's supervisor except during normal working hours.
13.00 SAFETY
13.01 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.
13.02 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 occurring thereon. The CONTRACT ADMINISTRATOR 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.
13.03 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 two (2) calendar days following the
occurrence. CONTRACTOR shall cooperate fully with the CITY in the
investigation of any such occurrence.
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13.04 All appropriate personal protective equipment shall be provided by the
CONTRACTOR when there is occupational exposure. Such items include but no
limited to gloves, face shields, masks, respirators, eye protection, hearing
protection, head protection, knee pads, back support, utility lantern and rain gear.
13.05 The CONTRACTOR shall ensure that its' staff is drug free. No alcohol or drug use
shall be permitted on CITY property. Smoking is not allowed in CITY buildings.
Contracted staff shall not work in any CITY building while under the influence of
non-prescribed drugs and only if consistent with the usage restrictions of
prescribed drugs.
13.06 The CONTRACTOR must certify that all employees and representatives are
trained to recognize and understand the Safety Data Sheets.
13.07 CONTRACTOR'S staff and representatives must be fluent in English. If fluency is
in a language other than English, then the CONTRACTOR shall:
• Provide all SOS sheets in both languages.
• All containers must be labeled in both languages.
• Custodial instructions and schedules shall be posted in both languages.
• Provide a number for a Contractor Supervisor so that CITY staff can contact
when translation is needed.
14.00 HOURS AND DAYS OF MAINTENANCE SERVICES
14.01 The basic daily hours of maintenance service for Park restrooms shall be
10:00 p.m. to 12:00 a.m. or 04:00 a.m. to 08:00 a.m., which shall be considered
normal work hours as may pertain to any other provision of the CONTRACT. No
work shall begin prior to 10:00 p.m. or between the hours of 12:00 a.m. and 04:00
a.m. and all work shall be completed by 08:00 a.m. with the exception of the Beach
Bluff Restroom and Carrillo Ranch Restrooms. The hours of service for the Beach
Bluff Restroom are 8:00 p.m. (or dusk) to 12:00 a.m. No work shall begin at the
Beach Bluff Restroom prior to 8:00 p.m. (or dusk) and all work shall be completed
by 12:00 a.m. The hours of service for Leo Carrillo Ranch Restrooms and
walkways shall be 7:00 a.m. -8:30 a.m. and interior cleaning shall start at 8::30
a.m.
14.02 The CONTRACTOR shall be responsible for locking the Park restrooms (Excluding
Leo Carrillo Ranch). The Beach Bluff Restroom shall be locked, by the
CONTRACTOR, between the hours of 8:00 p.m. and 8:30 p.m. (or dusk). All other
Park Restrooms are to be locked, by the CONTRACTOR, between the hours of
10:00 p.m. and 11 :00 p.m. to insure that unauthorized personnel cannot access
the facilities during hours of park closure. The CONTRACTOR shall be
responsible for unlocking and re-locking the Park restrooms when service is not
completed prior to the specified time for locking the facility.
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14.03 The basic daily hours of maintenance service for Facilities shall be 6:00 a.m. to
2:30 p.m., which shall be considered normal work hours as may pertain to any
other provision of the CONTRACT. The basic daily hours of maintenance service
for Leo Carrillo Ranch Historic Buildings shall be 8:30 a.m. to 11 :00 a.m., which
shall be considered normal work hours as may pertain to any other provision of the
CONTRACT. City reserves the right to change or adjust maintenance service time
per location as required.
14.04 The CONTRACTOR shall be responsible for unlocking, locking and securing the
buildings, including alarm systems, before and after performing services. The
CONTRACTOR shall be responsible for disabling alarm systems before
performing services, and responsible for re-arming alarm systems upon
completion of work if no City employees are on-site.
14.05 CITY has installed waterless urinals at various locations. The CONTRACTOR shall
maintain the waterless urinals per the manufacturer's recommendations including
cartridge replacements schedule and cleaning chemicals (bowl and cartridge
surface, exterior of urinal only). No chemicals shall be disbursed in the cartridge.
CITY will provide all cartridge replacements. Upon removing the old cartridge, a
minimum five (five) gallons of warm water will be dumped down drain. Cartridge
must be changed per the lifespan indicated by the manufacturer or when urine
smell is evident.
14.06 The CONTRACTOR shall not duplicate keys to buildings and park restrooms;
additional keys, as needed, shall be provided by the CONTRACT
ADMINISTRATOR. The CONTRACTOR will be required to perform an annual key
audit with the CONTRACT ADMINISTRATOR or designee.
14.07 All lights are to be turned off when leaving unoccupied buildings
14.08 CONTRACTOR shall provide staffing to perform the required maintenance
services during the prescribed hours five to seven (5-7) days per week for
Facilities, seven (7) days per week for Park restrooms and three (3) days per
week at Leo Carrillo Ranch. Scheduled cleaning days for Facilities are
indicated in Bid Schedules. Any changes in the days and hours of operation
heretofore prescribed shall be subject to approval by the CONTRACT
ADMINISTRATOR. The CONTRACTOR is advised that hours of service and
cleaning specifications for Leo Carrillo Ranch differ significantly from other service
areas and are clearly indicated in the specifications.
14.09 CONTRACTOR employees shall not use CITY phones, computers, copiers, fax
machines, or other such equipment
14.10 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
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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.
15.00 MAINTENANCE SCHEDULES
15.01 The CONTRACTOR shall, within twenty (20) days after the award of bid of this
CONTRACT, submit work schedules and employees names 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. Attached is
a sample of an Annual Calendar and Routine Operations Schedule formats in
Appendix D.
15.02 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.
16.00 HOLIDAY SCHEDULES
16.01 In observance of CITY Holiday's, Arts Office, Aviara Modular, Aviara Park
Maintenance Office, Granary, Heritage Hall, Holiday House, Kruger House, Leo
Carrillo Ranch, Magee House, Municipal Water District, Parks Administration,
Parks Modular/Break Room, Streets & Facilities Admin, Scout House and CIT
Trailer will be closed as follows:
New Year's Day
Martin Luther King Jr Day
President's Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran's Day
Thanksgiving Day
Thanksgiving Friday
Christmas Day
16.02 All other facilities including the block house restroom shall be cleaned everyday as
specified in the CONTRACT. The CONTRACTOR shall contact the CONTRACT
ADMINISTRATOR to obtain the actual observance dates of the above Holidays.
17.00 CONTRACTOR'S STAFF AND TRAINING
17.01 The CONTRACTOR shall provide sufficient personnel to perform all work in
accordance with the specification set forth herein so that is does not disrupt the
functions and normal day-to-day operations, public meetings, classes or events of
CITY Facilities. The CITY will not provide any supervision to Contracted
employees. CONTRACTOR must have sufficient staffing to oversee all staff, to
include training, supervision and the resolution of issues or problems that may
arise.
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17.02 The CONTRACTOR shall consider and plan for appropriate labor resources for
illness, vacation and other loss time events so services shall continue
uninterrupted.
17.03 CONTRACTOR shall not hire temporary type employee hired on the spot through
an employment agency that have not been disclosed in the bid docs, successfully
passed a fingerprinting and background screening and have been properly trained.
In no case shall any hires be made without proper background and finger printing
checks.
17.04 The CONTRACTOR shall provide a list of employee names, telephone numbers
and work location(s) at the start of the Contract and every month thereafter. When
staffing changes occur, the CONTRACTOR shall update the location list and give
a copy to the CITY within two business days.
17.05 Contracted staff is expected to handle any necessary communication and actions
with CITY staff and the public in a professional manner.
17.06 In cooperation with the Carlsbad Police Department, CONTRACTOR agrees to,
and pays all cost for, fingerprinting and background checks on all personnel
providing custodial services for this contract. The CONTRACTOR shall keep 1-9
forms and any required attachment documentation on file for all employed
personnel servicing this CONTRACT. In the event such background check reveals
an item, which Carlsbad Police or the CONTRACT ADMINISTRATOR deems a
security problem, CITY shall request that such individual be removed from the list
of personnel authorized to provide custodial services under this CONTRACT.
Throughout the life of the CONTRACT, the CITY reserves the right to require the
CONTRACTOR to have fingerprinting and background checks updated or
completed upon request at the CONTRACTOR'S cost. There will be no exceptions
and no substitutions of personnel without prior fingerprinting and background
clearance checks. Currently the cost for fingerprinting and background checks are
$52.00 per person (subject to change without notification) and will take
approximately one (1) week for results.
CONTRACTOR shall IMMEDIATELY notify the CONTRACT ADMINISTRATOR
when CONTRACTOR'S staff has been terminated and shall recover all City-issued
keys from the terminated staff. CITY will determine if an alarm code change is
appropriate based on the circumstances of the termination.
17.07 Contracted staff shall not engage in and shall prohibit the moving and reading of
papers on desks, the opening of desk drawers and cabinets, the using of CITY
telephones and office equipment.
17.08 Contracted staff shall not remove or consume anything belonging to the CITY or
CITY employees, including removal of food and beverages from CITY
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refrigerators, cabinets or lockers. This policy includes any articles that may be
deposited for disposal in trash or recycling receptacles.
17.09 Contracted staff shall not operate or adjust the settings of any of the heating,
ventilating or air conditioning systems in any facilities without written authorization
of the CONTRACT ADMINISTRATOR.
17 .10 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 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 available for
consultation regarding problems on a daily basis at some time during regular
working hours (8:00 a.m. to 5:00 p.m., Monday through Friday).
17 .11 Each crew of CONTRACTOR's 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 CONTRACTOR's supervisory personnel present.
17.12 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 ADMINISTRATOR that the conduct and activities of
CONTRACTOR's employees will not be detrimental to the interest of the public
patronizing the premises.
17 .13 The CONTRACT ADMINISTRATOR may at any time order any of the
CONTRACTOR's 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.
17.14 The CONTRACTOR shall require 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 professional appearance of the
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CONTRACTOR's personnel at all times. Shirts shall be worn, buttoned and tucked
in 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 ..
17 .15 CITY facilities are "off limits" to all unauthorized personnel. There will be no
unauthorized visits by friends, family, pets or other people during the work shift.
Authorization must be in writing and come from the CONTRACT
ADMINISTRATOR.
17 .16 CONTRACTOR, its employees or representatives shall not represent to anyone
that the CONTRACTOR or its employees or representatives is an employee or
representative of the CITY for any purposes. CONTRACTOR shall be solely
responsible for all acts of its employees or representatives during the performance
of this CONTRACT.
17.17 CONTRACTOR'S personnel shall possess the minimum qualifications for the
position in which each is working, as set forth in Exhibit B.
17 .18 The CONTRACTOR shall provide annual safety training schedules within the first
two weeks of the Contract year, every year for the life of this CONTRACT. At
minimum, topics shall include: Blood Borne Pathogens, Common First Aid,
Emergency Evacuation Plan, Fire Extinguisher I Fire Prevention, OHSA I SOS
Awareness, Personal Protective Equipment, Back Injury Prevention I Safety Lifting
Techniques, Floor Care, Restroom Cleaning and Disinfection, Chemical
Awareness I Application and Tools, Equipment and Machine Application I Training.
The CONTRACTOR shall maintain a training record for each employee, the
training records shall show, as a minimum, the employee's name, date of
employment and the type and date of each training topic. Such records shall be
made available to the CONTRACT ADMINISTRATOR or designee on the first
business day of each month or in advance upon request. The CONTRACT
ADMINISTRATOR or designee may, from time to time, monitor the conduct of such
training classes. Documentation of all training shall be supplied to the CONTRACT
ADMINISTRATOR in a timely manner.
17.19 CONTRACTOR is encouraged to provide on-going systematic skills training, and
to promote participation in, and certification by professional associations.
CONTRACTOR's systematic skills training program, and certifications required by
the CONTRACTOR for employees in a given position, should be noted in the
Exhibit B. .
17.20 Contracted staff shall be assigned to a specific building(s) and shall be e~clusively
in that area and will not perform other or additional duties specified herein during
that shift, unless approved by the CONTRACT ADMINISTRATOR. All contracted
staff shall be on a full time, onsite basis unless otherwise approved in writing by
the CONTRACT ADMINSTRATOR.
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17.21 All contracted staff will remain in the assigned building(s) during their work shift,
with the exception of using the restroom or for designated breaks. At those times
employees may be in designated restroom/break areas.
18.00 NON-INTERFERENCE -NOISE
18.01 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.
18.02 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.
18.03 CONTRACTOR shall be subject to local ordinances regarding noise levels with
regard to equipment operations. CONTRACTOR shall not use any power
equipment outdoors prior to 7:00 a.m. or later than 10:00 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.
19.00 RECYCLING PROGRAM & COMPLIANCE WITH ENVIRONMENTAL
REQUIREMENTS
19.01 CONTRACTOR shall be responsible for participating in the Solid Waste I Recycling
Program at the CITY as well as the use of green chemicals and products.
19.02 The CITY currently recycles cardboard, aluminum, office paper, telephone books,
books and newspapers. The CONTRACTOR will be responsible for placing
segregated waste materials into the proper receptacles. This includes all current
and future waste streams and recycling waste streams. CONTRACTOR will handle
segregated materials in a manner to ensure that recycling receptacles are not used
for inappropriate materials.
19.03 The CONTRACTOR will be responsible for supporting any future recycling efforts
or enhancements that the CITY implements during the life of the CONTRACT.
19.04 The CONTRACTOR shall practice energy conservation by keeping windows and
exterior doors closed (do not prop open). Water from sinks is not allowed to run
continuously.
19.05 The CONTRACTOR shall comply with all Storm Water Best Management Practices
(BMPs). CONTRACTOR will incorporate and comply with all applicable BMPs
during the completion of this Agreement. All work must be in compliance with the
San Diego Regional Water Quality Control Board (RWQCB) permit, Carlsbad
Municipal Code and the City of Carlsbad Jurisdictional Urban Runoff Management
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Plan (JURMP) incorporated herein by reference including but not limited to capture
and legal disposal of all cleaning compounds, liquids or other related materials.
19.06 In the case of a release, spill or leak as a result of the CONTRACTOR'S activities,
CONTRACTOR shall immediately control and remediate the contaminated media
to applicable federal, state and local standards. The CONTRACTOR agrees that
in such event it will immediately clean up all spills and the cleanup material shall
be disposed of offsite at the CONTRACTOR'S sole expense. The CONTRACTOR
agrees that it shall reimburse the CITY for any penalties and all costs and
expenses, including without limitation attorney's fees, incurred by the CITY as a
result of the release or disposal by the CONTRACTOR.
20.00 EQUIPMENT
20.01 The CONTRACTOR shall furnish all equipment, accessories and tools necesssary
to perform the work properly as defined in this CONTRACT. Contracted staff shall
insure prior to the beginning of each work shift that each janitorial closet and each
janitorial cart is provided with the appropriate equipment, chemicals and supplies.
20.02 The CONTRACTOR shall clearly label all equipment with their company name. An
inventory will be conducted thirty (30) days after the start of the CONTRACT and
maybe conducted at the discreation of the CONTRACT ADMINISTRATOR through
the life of the CONTRACT to verify that the CONTRACTOR has the sufficient tools
and equipment to perform all services.
20.03 All equipment required for the performance of work under this CONTRACT shall
be new and designed to perform the kind of work prescribed in the specifications
at the time services begin at the CITY, whether leased or purchased. Said
equipment shall be used exclusively for the performance of work defined herein.
Examples include but are not limited to vacuums, brooms, brushes, mops, mop
buckets, cleaning towels and dust wands.
20.04 The CONTRACTOR shall provide, maintain, repair and/or replace monthly or as
needed, all necessary custodial tools and equipment including, but not limited to
brooms, brushes, mops, pails, vacuum cleaners, rotary buffers, dust cloths, dust
wands, scrubbers, etc. Mop heads must Cintas brand Maid Blue Wonder (item
number 650340) quality or better and shall be laundered every week and replaced
per the manufactures recommendations.
20.05 The CONTRACTOR shall submit with the Proposal and before the beginning the
work to the CONTRACT ADMINISTRATOR a list of each type of equipment and
tools to be used over $1,000.00 in cost, showing all the required capable items,
the manufacturer's specifications and photocopies of each type of equipment and
tool.
20.06 The CONTRACTOR shall not use alternate equipment or tools without prior written
permission from the CONTRACT ADMINISTRATOR.
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20.07 If requested by the CONTRACT ADMINISTRATOR, the CONTRACTOR shall
make the equipment and/ or tools available for performance evaluation by the
CONTRACT ADMINISTRATOR. Any costs associated with the evaluation shall be
the sole responsibility of the CONTRACTOR.
20.08 The CONTRACTOR shall maintain on file a complete set of operating and
maintenance instructions for all types, brands and models or powered equipment
used in the performance of the work required herein.
20.09 All equipment shall have adequate bumpers and guards to prevent marking or
scratching of fixtures, furnishings and/or building surfaces.
20.10 All electrical equipment used by the CONTRACTOR shall meet all applicable safety
requirements. This shall include either the use of ground fault interrupters or a
wiring inspection program to assure the integrity of ground pins, grounding
continuity, strain relief and insulation quality of plugs and cords. This equipment
must operate at full rated performance levels using existing building circuits. It shall
be the responsibility of the CONTRACTOR to prevent the operation or the
attempted operation of electrical equipment or combinations of equipment that
requires power exceeding the capacity of the existing building circuits.
21.00 CHEMICALS, CLEANING PRODUCTS & MATERIALS
21.01 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.
21.02 The CONTRACTOR shall use the installed Waxie Dilution Control Solution
Systems and the appropriate chemicals.
21.03 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.
21.04 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. All chemical bottles shall have approved labels affixed.
Hand written labels are not acceptable.
21.05 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.
21.06 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.
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21.07 The CONTRACTOR shall supply and maintain one full case of the following
supplies in all restrooms listed under Schedule B at all times:
• Toilet paper
• Paper towels
• Seat liners
• Hand soap
• Wastebasket liners
21.08 The CITY currently utilizes Waxie Sanitary Supply as our contracted Custodial
Supply vendor. Waxie has agreed to provide the Custodial Services Contractor
with the listed materials at the current CITY contract price, subject to annual
adjustment limited to the Consumer Price Index increase for San Diego County.
The Custodial Service Contractor is not mandated to utilize Waxie Sanitary Supply
as the vendor for supplies, however any products proposed for use must meet all
the specifications of the listed products and shall be "Equal" in quality. The
CONTRACT ADMINISTRATOR shall be the sole judge of suitability of any
submitted "Equal" product. The CITY may at any time, at its option, replace the
current Custodial Supply Vendor and cannot guarantee that the costs of materials
from alternate Custodial Supply vendors will not change.
21.09 The CONTRACTOR may contact the CITY's custodial supply representative,
Rich Younger, Sanitary Maintenance Consultant, Waxie Sanitary Supply (619)
952-1239 with any questions regarding Waxie products.
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21.10 Materials used by CONTRACTOR in the performance of this Agreement shall be
the following (or approved equal):
{*city of ""AXIE~tr Carlsbad •ANITARY .u .... LY
Ca I i fornia
Phono: (800) 54441054
Fax Order Form Fax: 707-0409 -Conlar:t P9:rson:
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PD.Numbar:
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851310 10360mn &SoftSnall CoreT/llssue 36rls cs $48.92 381694 9113-o& Purell Wipes 270 per tub cs $68.119
851178 1855 a .. n & Saft Wh 2-mlv T/nssue 80/cs cs $44.92 381704 Pun!II Sanltizi1111 Hand Wines 12/100 cs $61.37
aso5n 3600 c1 .. on & Saft Whl,., Roll T-s cs $49.42 381818 PuMI Mnnced Touch Fn!elns&llnt Hand S.nlt12r Foil cs $5851
851530 041 WAXIES-tCovers 5000/cs cs $33.72 386311 O•n Toudl Man Otrus GI,-. fcHlm Hand. Hair & Sh cs $34.74
850232 2001 c1 .. n & Saft Wht W T-s 16/250 cs $22.llli 386410 Oean Touch LX Touch Free Oear & Mild Foam cs $37.27
851433 5096 Omn & Soft Cube Fatclal Tissue 36x96 cs $29.03 386411 WAXIE Oe11n Touch LX Touch fr• P__._._, Foam Hi1 cs $37.27
851211 07001 ICleenex CattanelleCof'eless Toilet Tissue cs $49.00 388070 WAXIEAnli .... cll!rial Hand Soap 111oz cs $41.27
851227 07006 ScottCorol•s 2-plyJRT.,thllssuo cs $46.74 380307 91171 K-C-1 Watsless wt ..... cs $56.13
850651 12388 ScottSllmroll Hard Rall T-li/580 cs $39.76 "" 850893 2570!! Sattt MOO White lloll T-1150' cs $71.00 700550 24x 21.6 mll lnstilutlonal Uns. 500/cs cs $25.64 .. 702080 H x 40 22 Mic WAXIE-Un..-, 250/cs cs $43.23
170018 WAXIEGermiclul Ultra·-cs S&.34 708102 1(1-,llno 40 x 411 1.3 mll Bladt Unor cs $23.33
170180 Diversey Envy Foamins: Disinfectant Cainer Aerosc: cs $74.29 708105 klt11111Hne 24 x 33 II mlc r.tural Careless Roll Ur..-,n cs S30.20
DlwnOf<>xhrir lb~ Dislnfectanta .. ner w II -·· '. 170366 cs $158.71 . . .
170766 J1.,..o1 lkand Ill Dislnfedlint Sorav cs $84.llli 790381 MB> Dis-able PUlll'dl!r Free Gater.l Purp GIOVIS .... cs $53.21
320091 WAXIE-a-. All l'u-eO•nor 8/qt with T>t....-cs $20.37 790382 LRG D1sDDU1blePowder FreeGa1eral P..-n Gloves -ala, cs $53.21
320661 WAXIE-Green Floor Strl__. cs $75.70 790383 XLG Dlsnos.ablePowdsfreeGenl!lral P..-p Glows Blac cs $53.21
324044 WAXIE Grout llescuemillons cs $108.34 792060 SM BlactnU.. ,,_ Free Mtrlle Exam Glove Small cs $73.20
328063 R"ID32 _,,,II 2000 lDOnr 2/15L cs $113.63 792061 Mm Blactnlte __. Fr• Nitrlle Exam Glove Med cs $73.20
470090 WAXIE Bua Off II '11tnJ.. lnsecUckle 17oz cs $82.10 792062 LRG Blac:tnlm Powder Free Nb"lle EXllm Glove br.e cs $73.20
750020 WAXIE Poli-«leen Wax Polish 19oz cs $33.04 792063 XLG Blacknite Powder Free Nb"lle Eum a~ cs $73.20
750310 WAXIE-1 Sheen Pvlish 15oz cs $46.69 -530419 WAXIESuper Kl....,, Cncinl Uq Dish-sh Dtat cs $42.llli .
530581 PalndiW! Ultra Dish Uquld 20/lOoz cs $40.61 770080 NewPollshina: Diapers Oothes cs $90.67
410050 WAXIE-& ...... c1 ... n..-& °""""'s• 8/qt with TH ... cs $23.79 770095 -White Bar Towels 251bs BX $71.16
1 mii Rtr,esABosul 16oz
cs $63.111 770100 NewWhiteBarTowets cs $29.93
00 OS .. 770400 81-MluollberT..-ryCloth cs $120.ll6 :
1030111 WAXIE Traffic: Shm.al Disinfect: Bowl Onr. 12/at cs $33.90 770505 Red Mlcrullber T..-ry Ooth cs $120.ll6
1030230 Bathma~ RlU quarts cs $3159 '
160286 RemlndNr Curve Ma ... _.. 10/bx cs $104.30 730080 14 QT Pia.lie Waste Baslcet-Bolp EA $4.90
1607600 ~rtan Q Disinfectant Unm Oean Asosol cs $45.39 7301l.O 28 QT Plastic WasR Basket-Seip EA $5.10
161710 SmartCeH Clb"us Burst 60-davOdor Neutralizer Rell cs ~~5.03 730115 28 QTPlastlc Waste Basket-Gray EA $5.10
161727 SnuirtCell AonleCinna...., ~ Odor Neutrali:zl!!I cs $57.77 730730 llruRDolly-Black EA $35.33 .. . ' , . -163502 Falcon lklnal Cartri.t.-IClt 20 ~k cs $76238
2060672 6311 RM Bowl Brush Holder EA $2.47 160115 330 Fn!Sh Mint Uauld Microbes 4x3 L cs ~57.18
233300 1525 Disoosable Urinal Floor Mat Green A ... .Je v ... cs S3B.14 170500 315 Foamlna .Add Disinfec:tillnt anr 4x3 L cs ~86.40
170700 7641.ernon Quat Disinfectant Clnr 4x3 L cs $73.10
410061 443 atrus Hydroxyclean 4x3 L cs $74.29
" ., 320007 243 Neub"al Clelilner 4x3 L cs $73.97
180160 Stral&ht 1 Piece lambswool Dust..-28" EA $3.46 410099 120XHD n-rt5illser4x3 L cs ~157.45
180170 Bendable Lambswool Duster 3o-59• EA ~7.09 950110 543 Glass & Surface Clmner 4x3 L cs S66.ll3
180391 WAXIE--Green Maand:Aerosol 16oz cs S63.81
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PART II
TECHNICAL SPECIFICATIONS
GS1542
22.00 TASK DESCRIPTIONS AND STANDARDS
TASK DESCRIPTION
Vacuum Carpet All carpet areas of lobbies, hallway corridors, and entrances are to be thoroughly
vacuumed. Portable objects (chair, wastebaskets, etc.) are to be moved to provide for
vacuuming (not to include roll mats or objects over 50 lbs.
Neatly Arrange Furniture All furniture and wastebaskets are to be placed back in their appropriate places.
Empty Trash & Recycle All trash receptacles and recycle bins (including exterior cans immediately outside the
Bins building) shall be emptied completely in the appropriate receptacles and internal and
Replace Liners, Restock external areas clean, appropriately sized liner installed. Co-mingled recycle bins to
Paper Products. maintain separation from trash and be emptied in recycle bins provided. All paper
products shall be restocked as so that they are% full at all times.
Sweep Floors All resilient tile floors (rubber, vinyl, terrazzo) shall be swept with a broom or dry
mopped so as to leave the floor in a dirt/dust/debris free state. Dry mops should be
sprayed with a dust mop treatment chemical prior to use.
Damp Mop Floors All Resilient floor surfaces shall be damp mopped with a germicidal detergent solution
to remove any and all spills. Scuffmarks or stains are not expected to be removed with
damp mopping. Trash receptacles, chairs, etc. shall be moved when necessary to mop
underneath and shall be moved back to their proper area in a timely manner. After
being mopped, the floor shall have a uniform appearance with no streaks, swirl marks,
detergent residue or any evidence of soil. There shall be no splash marks or mop
streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area.
Dust Mop Floors Use a clean dust mop of the largest suitable size for the area. At the end of each pass,
turn the dust mop without lifting it from the floor, overlapping the previous pass by one
or two inches. Continue this pattern until the entire area is free of visible soil. To remove
the soil which has been collected, but does not adhere to the mop, carefully lift the
mop head off the floor and lean the mop against the trash collection cart or the janitorial
cart. Be careful not to let the mop head or handle touch building or furniture surfaces.
Pick up the soil with a counter brush and dustpan. Dump the soil into the trash
collection baQ.
Clean Entry Glass Main lobby and partition glass, as well as exterior door glass to each tenant space, is
to be clean and streak free.
Dust Horizontal Surfaces All benches, tables, counter-tops, reception desks, tops of partitions, mirrors,
dispensers, toilets, urinals, window ledges, picture frames and the like are to be dust
free.
Wipe/Clean Drinking Stainless steel fountains are to be cleaned with a stainless cleaner, inside and out, as
Fountains well as fixtures. Porcelain fountains are to be cleaned with a mild abrasive. Fountains
are to be free of water spots, stains and smudges.
Wipe Counters and All drain boards, Formica counters, tables and appliances (refrigerator, stove,
Appliances dishwasher exterior) are to be cleaned so as to remove finger marks, smudges and
left in a dust/dirt free condition. Monthly interior clean out and cleanup of refrigerators.
Clean Interior Glass Interior glass (door glass, wall glass, etc.) within the office spaces shall be cleaned and
left streak-free.
Spray and/or Spot Clean Use a sponge, clean cloth, and spray bottle of neutral detergent, germicidal detergent,
Furniture or glass cleaner to remove fingerprints, smudges, marks, streaks, etc., from washable
surfaces of walls, partitions, doors, furniture, fixtures, appliances, etc. Germicidal
detergent shall be used in rest rooms, locker rooms, food service areas, and drinking
fountains. Glass cleaner shall be used on hard-to-remove spots. After spot cleaning,
the surfaces shall have a clean, uniform appearance, be free of streaks, spots, and
other evidence of removable soil. This includes both sides of glass in exterior doors
and vestibules and in interior offices.
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TASK DESCRIPTION
Spot Clean Carpet All carpet is to be kept in a stain-free condition. The Contract Administrator and the
Contractor shall agree as to whether carpet shampooing/extraction supersedes spot
cleaning.
Spot Clean Walls, Doors, Finger marks furniture rubs, etc. are to be removed from walls, doors, door handles,
Fixtures electrical switch plates and outlet covers.
Wipe/Clean Receptacles All wastebaskets, trash containers and garbage cans shall be cleaned inside and out
so as to remove stains, smudges and dried refuse.
Clean Picture All glass picture frames are to be cleaned with a damp lint-free rag so as not to leave
Glass/Extinguisher water spots or streaks. Fire extinguisher cabinets shall be cleaned inside and out to
Cabinets remove smudqes and finqer marks.
Vacuum with Edging Tool All carpet edges and corners where floor and wall intersect, where floor and thresholds
-All Corners meet or around the base of any object permanently placed on a carpeted surface.
Spray Buff or Burnish Resilient floor surfaces shall be spray buffed or burnished so as to produce a shiny
Hard Surface Floors finish.
High Dust: Vents, Lights, High dusting shall be anything over 6' from the floor. HVAC vents, ceiling fans, light
Etc. fixtures, tops of doors and doorframes included.
Re-wax/Buff Hard Surface All resilient floor surfaces shall be top cleaned with an effective detergent cleaner,
Floors neutralized and new wax applied. Floor should be buffed/burnished.
Fluorescent Light Fixtures All debris, dust and dirt shall be cleared from fluorescent light fixtures.
Wash Interior Windows All interior wall windows and interior partition glass are to be washed, inside and out,
and left in a streak/foq-free condition.
Wash Exterior Windows All exterior wall windows are to be washed, inside and out, and left in a streak/fog-free
condition.
Strip, Seal, Buff Hard All resilient floor surfaces are to be stripped with an aggressive pad so as to remove
Surface Floors all wax and sealer. The floor shall be free of scuffs and scratches. The floors then shall
be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax
must be pre-approved as to type by the Contracts Administrator. The floor then shall
be burnished to provide a high gloss.
Clean/Disinfect All Sinks, All porcelain and stainless steel was basins, toilets and urinals as well as shower stalls
Toilets, Urinals are to be cleaned and sanitized with a disinfectant.
Restock Paper/Soap Paper towels and tissue dispensers are to be checked and filled whenever the product
remaining is 30% or less. In restrooms of high usage, new rolls of tissue will be installed
and the 30% or partial roll shall be placed on the dispenser. Soap is to be checked and
filled or cartridge replaced when less than 1 /3 of the product remains.
Clean Mirrors Mirrors shall be kept clean, fog and streak free.
Clean Fixtures All sinks shall be cleaned and free of rust deposits, stains, soap scum, etc. Toilets and
urinals shall be cleaned and sanitized so as to remove any deposits, stains or odors.
Where bowl blocks are used, the blocks will be removed prior to cleaning and new
blocks installed when applicable.
Spot Clean Partitions, Toilet room partitions, partition doors, entry doors, shower doors and wall shall be free
Doors, Walls of soap scum, fingerprints, dirt, smudges and graffiti.
Clean/Polish Fixture All plumbing under sinks and surrounding toilets and urinals are to be cleaned and
Exteriors polished so as to produce a shiny appearance.
Machine Scrub Floors Tile Floors are to be machine scrubbed with an aggressive pad and grout shall be
cleaned so as to produce a clean, dirt free appearance.
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TASK
Carpet Shampooing -
Bonnet Method
Carpet Shampooing -Dry
Clean Method
Carpet Shampooing -
Extraction Method
GS1542
DESCRIPTION
Carpet shampooing, bonnet method of carpet is defined as the spot cleaning,
vacuuming, pile brushing, shampooing, and re-vacuuming of all carpet in an area. All
vacuuming, both before and after shampooing shall be done with an upright carpet
vacuum. All stained areas shall be treated with spot cleaning solution, following the
directions of the manufacturer. Spot cleaning shall be continued until as much of the
stain as possible has been removed. The shampooing shall be performed using a
single disc floor machine rotating less than 200 rpm, a bonnet or yarn pad specifically
designed for spin pad or bonnet cleaning meeting the specifications for such
equipment and materials defined in the Contract Documents. The instructions provided
by the manufacturers of the equipment and materials shall be followed during its use.
Areas, such as corners, which are inaccessible to the machine, shall be shampooed
with shampoo and manual scrubbing devices. Chairs and trash receptacles shall be
tilted or moved where necessary to for shampooing and shall be moved back to their
proper area in a timely manner. After shampooing and allowing sufficient drying time,
the carpet shall be vacuumed following a pattern that will give the carpet pile a clean
and uniform appearance.
Dry cleaning carpet is defined as the spot cleaning, vacuuming, application and
scrubbing of dry cleaning compound followed by another complete vacuuming. All
vacuuming should be done with an upright vacuum. All stained areas shall be treated
with spot cleaning solution following the directions of the manufacturer. Spot cleaning
shall be continued until as much of the stain as possible has been removed. The dry
cleaning shall be performed by applying the "dry" chemical and machine scrubbing the
area according to the manufacturer's instructions. Chairs and trash receptacles shall
be tilted or moved where necessary to for shampooing and shall be moved back to
their proper area in a timely manner. After sufficient absorption time, the remaining dry
cleaning residue and soil shall be vacuumed completely following a pattern that will
give the carpet pile a clean and uniform appearance.
Carpet shampooing, extraction method is defined as the spot cleaning, vacuuming,
pile brushing, operation of the extraction equipment, and re-vacuuming of all carpet in
an area. All vacuuming, both before and after the use of the water extraction equipment
shall be done with an upright carpet vacuum. All stained areas shall be treated with
spot cleaning solutions, following the directions of the manufacturer of the solutions.
Spot cleaning shall continue until as much of the stain as possible has been removed.
The water extraction equipment and materials shall meet the Specifications defined in
the Contract Documents. The extraction equipment shall be operated over the entire
carpeted area. All instructions provided by the manufacturer of the extraction
equipment and material shall be followed during their use. Chairs and trash
receptacles shall be tilted or moved where necessary to for shampooing and shall be
moved back to their proper area in a timely manner. After operating the water
extraction equipment and allowing sufficient drying time, the carpet shall be vacuumed
following a pattern which shall give the carpet pile a clean and uniform appearance.
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23.00 FACIL TY SCOPE OF SERVICES
The CONTRACTOR will perform the following custodial maintenance services at the
Facilities described in The Scope of Services -Exhibit A (noting anydifferences in working
hours previously noted).
23.01 DAILY ACTIVITIES
*Shall be completed prior to staff arriving or activities starting onsite.
**Shall be completed after hours or on the weekend.
A. Locate Contractor checklist. Indicate time of arrival and proceed with all
work items indicated as "Daily".
B. Empty trash and recycled containers and paper shredders; re-line as
needed with properly sized bags; wipe containers clean, as necessary;
remove all waste to a designated central location for disposal.
C. *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.
D. Hand dust and/or damp wipe all ledges and flat surfaces below 72" from the
floor.
E. Remove all finger marks, smudges, and other marks around light switches,
door knobs, entry doors, metal partitions and corridor walls.
F. Clean out outside ashtrays at entrance.
G. 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.
H. 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.
I. *Dust mop all hard surface I tile floor surfaces; sweep all stairways. Damp
mop all hard surface I tile and wood floors, including stairs, spray buff all
hard surface I tile areas.
J. *Dust mop all wood floors, including gymnasium and activity room floors, at
Harding Recreation Hall, Heritage Hall, Visitors' Bureau/Railroad Depot,
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Stagecoach Community Park and Calavera Hills Community Park
Gymnasium floor mops must be rotated weekly to prevent slippery floors.
Maintain separate dust mops for use only on gymnasium and activity room
floors.
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 traffic areas of all carpets and rugs, including entrance
rugs: spot clean carpets and rugs as needed. The CONTRACTOR shall
schedule soil extraction on an annual basis with the CONTRACT
ADMINISTRATOR.
M. Clean glass entrance doors, inside/outside, clean all mirrors; spot clean
metal framing, as needed.
N. *Clean restrooms and showers: use germicidal detergent to clean all toilets
and urinals, inside and outside including seats; clean and polish all
flushometers, faucets and all exposed piping;
1. Clean all wash basins/sinks and wipe dry; clean and polish all basin
fixtures and exposed pipes underneath;
2. Clean all mirrors, shelves under mirrors, and other shelves or
brackets;
3. Clean partitions, doors, and wall areas, as needed;
4. Fill all paper and fill or replace soap dispensers; wipe clean all
dispensers and trash receptacles (no refill supplies shall be stocked
in vicinity of dispenser). The CONTRACTOR shall not cut the top of
soap refill and fill disposable contains that are designed to be thrown
away once the product has exhausted;
5. Damp mop floor using germicidal detergent; wet mop ceramic tile
and terrazzo tile.
6. Completely sanitize restroom and shower floors and walls at all
facilities.
7. Fill checklist out completely, initial work performed and indicate time
all work has been completed.
0. Remove all recyclable items from the single stream recycling bin at each
work station and deposit them in a centrally located receiving bin located at
the facility being serviced. Removal or transportation of recycled materials
from the facility being serviced is not required.
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P. Clean kitchen counters, sink and table top and cabinet doors. Refill all
dispensers.
Q. Notify CITY staff of any needed repairs.
R. Fill checklist out completely, initial work performed and indicate time all work
has been completed.
S. Fill out Time Tracker.
23.02 WEEKLY ACTIVITIES
Shall be performed on the first day of the week and in addition to all items
required under "Daily Activities":
A. *Vacuum all carpeted areas completely, including areas behind lobby and
office furniture.
B. *Vacuum all upholstered furniture and fabric partitions; spot clean as
needed.
C. Clean all inside glass partitions.
D. Clean and polish all metal entrance doors and jambs.
E. Dust all baseboards, picture frames and other vertical surfaces of all office
furniture; dust all molding, ledges, and window sills, tops of partitions, trim
ventilators, louvers and air registers regardless of height above floor.
Remove all spider webs from ceilings and corners.
F. 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.
G. Sweep and mop janitorial closets. Restock all supplies.
H. *Scrub all hard surface I tile floors and stairs.
I. *Apply new floor finish and buff all hard surface I tile floors at Harding
Community Center only.
J. *Damp mop all wood floors, including gymnasium and activity room floors,
Harding Recreation Hall, Heritage Hall, Visitors' Bureau/Railroad Depot,
Stagecoach Community Park and Calavera Hills Community Park with
Waxie Balance Floor Cleaner (or approved equal). Gymnasium floor mops
must be rotated weekly to prevent slippery floors.
K. Replace urinal screens (as needed)
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L.
M.
23.03
GS1542
Fill checklist out completely, initial work performed and indicate time all work
has been completed.
Secure all Contractor Checklists for the previous week and return to
CONTRACTOR's office. Contractor shall forward all completed checklists
to the CONTRACT ADMINISTRATOR on a weekly basis. Failure to provide
these required documents for each Facility will result in a 5% deduction,
additive to all other deductions, to the CONTRACTOR's payment for that
Facility.
MONTHLY ACTIVITIES
Shall be performed on the first day of the month and in addition to all items
required under "Daily/Weekly Activities":
A. **Machine scrub all hard surface I tile floors and stairs; apply new floor
finish, as needed and buff floors.
B. *Buff all hard surface I tile floors I wood floors (Spotlight or approved equal).
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' Bureau/Railroad Depot windows, inside and outside.
G. Clean and polish all metal kitchen appliances.
H. Replace empty hand sanitizer stations (as needed).
I. Clean all kitchen appliances inside and out. Preform a purge of expired food
in all refrigerators. Post one (1) week prior.
J. Fill checklist out completely, initial work performed and indicate any
additional work that has been completed.
K. Turn in all Time Trackers and report with invoices.
23.04 QUARTERLY ACTIVITIES
Shall be performed on the first day of the first, fourth, seventh and tenth month
of the contract:
A. Those items listed under daily, weekly and monthly maintenance.
B. Clean all windows, inside and outside. Carefully remove exterior window
screens and clean.
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C. Clean walls and ceilings (including partitions.)
D. Removal all cobwebs.
E. Replace atomizers.
F. Clean and polish marble, wood, etc., walls and paneling.
G. Strip, re-seal Harding Center's Auditorium floor.
H. Fill checklist out completely, initial work performed and indicate time all work
has been completed.
23.05 SEMI-ANNUAL ACTIVITIES
Shall be performed on the first day of the first and seventh months of the
contract:
A. Those work items listed under daily, weekly, monthly and quarterly
maintenance.
B. **Vacuum, spot clean, and shampoo traffic carpet areas 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.
C. **Strip, re-seal all hard tile (ceramic, quarry, vinyl, linoleum, etc.) floors.
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.).
D. Clean (wash) all window blinds.
E. *Vacuum all heating and air return vents.
F. Clean all baseboards.
G. Fill checklist out completely, initial work performed and indicate time all work
has been completed.
H. Alga Norte Community Center: Winter month schedule: September 16 -
May 15 at eight (8) hours per day. Summer Months schedule (increased
hours): May 16-September 15 at ten (10) hours per day.
23.06 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
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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.
B. Fill checklist out completely, initial work performed and indicate time all work
has been completed.
24.00 PARK RESTROOM SCOPE OF SERVICES
The CONTRACTOR will perform the following custodial maintenance services at the park
restrooms described in Exhibit A, Part I General Specifications, Section 2.00. Hours of work
the park restrooms ONLY shall be between the hours of 10:00 p.m. and 12:00 a.m. or 04:00
a.m. and 08:00 a.m. (the time between the hours of 12:00 a.m. and 04:00 a.m. are not
authorized work hours, unless authorized by the contract administrator). Service for
all restrooms other than Carrillo Ranch shall occur seven (7) days per week. Service for
Carrillo Ranch shall be three (3) days per week Friday, Saturday and Sunday. Hours of
work for Carrillo Ranch ONLY shall be between the hours of 6:30 a.m. and 8:30 a.m. unless
otherwise directed by CONTRACT ADMINISTRATOR.
24.01 DAILY ACTIVITIES
A. Locate Contractor checklist. Indicate time of arrival and proceed with all
work items indicated as "Daily".
B. Clean restrooms: use germicidal detergent to clean all toilets and urinals,
inside and outside including seats; clean and polish all flushometers,
faucets and all exposed piping;
1. Clean all wash basins/sinks, toilets (inside and out), waterless urinals
and wipe dry; clean and polish all basin fixtures and exposed pipes
underneath;
2. Clean all mirrors, shelves under mirrors, and other shelves or
brackets;
3. Clean partitions, doors, and wall areas, as needed;
4. Fill all paper and fill or replace soap dispensers; wipe clean all
dispensers and trash receptacles (no refill supplies shall be stocked
in vicinity of dispenser). The CONTRACTOR shall not cut the top of
soap refill and fill disposable contains that are designed to be thrown
away once the product has exhausted;
5. Damp mop floor using germicidal detergent; wet mop ceramic tile
and terrazzo tile.
6. Completely sanitize restroom and shower floors and walls at all
facilities.
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7. Removal all cobwebs.
C. 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.
D. Verify extra toilet paper, paper towel, seat liners, wastebasket liners and
hand soap is fully stocked.
E. Secure all Contractor Checklists for the previous week and return to
CONTRACTOR's office. Contractor shall forward all completed checklists
to the CONTRACT ADMINISTRATOR on a monthly basis. Failure to
provide these required documents for each Facility will result in a 5%
deduction, additive to all other deductions, to the CONTRACTOR's
payment for that Facility.
F. Lock and unlock all park restrooms locations. Park restrooms are locked at
10:00 p.m. and opened/unlocked at 06:00 a.m.
G. Evening cleaning blackout period. Contractor's staff will not be permitted to
clean park restrooms between the hours of 12:00 a.m. and 04:00 a.m.
Cleaning services must be between the hours of 10:00 p.m. and 12:00 a.m.
and or 04:00 a.m. and 08:00 a.m. Any authorized cleaning during the
blackout period or outside the designated time allotted, must be requested
in writing to and preapproved by the contract administer.
H. Contractor will adhere to the minimum time schedule per park restroom.
Contractor will schedule all park restrooms, providing at minimum forty-five
(45) minutes of time dedicated to cleaning per park restroom (female and
male).
I. Contractor will schedule parks restroom cleanings and routs as to document
dedicated time per location, order of locations, and dedicated travel time.
Time will be scheduled in minutes. Contractor will provide to CONTRACT
ADMINISTRATOR the detailed schedule which will include park locations,
dedicated cleaning time, and dedicated travel time between each park upon
onset of contract. Contractor will notify CONTRACT ADMINISTRATOR in
advance if any changes in schedule take place.
24.02 MONTHLY ACTIVITIES
A Replace urinal screens (as needed).
B. Replace waterless urinal cartridges (as needed). No urinal screens in
waterless urinals.
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24.03 QUARTL Y ACTIVITIES
A. Replace atomizers (as needed).
25.00 CARRILLO RANCH SCOPE OF SERVICES
The CONTRACTOR will perform the following custodial maintenance services at Carrillo
Ranch Historic Buildings (Outdoor Areas including the two restrooms) described in Exhibit
A, Part I General Specifications, Section 2.00 three (3) days per week, Friday, Saturday
and Sunday. Service for all outdoor areas shall be performed between the hours of 7:00
a.m. and 9:00 a.m.
Services performed inside Carrillo Ranch Buildings (Visitors Center (Hay Barn), Deedie's
House, Caretaker's House (including covered patio and rear patio) & the Hacienda
(including courtyard)) shall begin at exactly 9:00 a.m. and shall be completed as soon as
possible, preferably by 11 :00 a.m. Interior cleaning of the Carrillo Ranch Buildings shall
be performed on Friday only.
Bidders are advised that the Carrillo Ranch Buildings are historic structures with
irreplaceable contents. Services inside the Buildings may only be performed when CITY
staff is present, with the exception of the Visitor Center (Hay Barn), as no keys to these
facilities will be provided to the CONTRACTOR.
25.01 DAILY ACTIVITIES (excluding Horsemen's Bedroom at Hacienda and Archives
Room in Caretaker's House)
A. Locate Contractor checklist. Indicate time of arrival and proceed with all
work items indicated as "Daily".
B. Thoroughly sweep and mop the outdoor patios and walkways in
front/behind of the Caretaker's House and in the center courtyard of the
Hacienda.
C. Clean restrooms inside of the Caretaker's House and inside of the Visitor
Center using a germicidal detergent to clean all toilets and urinals, inside
and outside including seats; clean and polish all flushometers, faucets and
all exposed piping;
1. Clean all wash basins/sinks and wipe dry; clean and polish all basin
fixtures and exposed pipes underneath;
2. Clean all mirrors, shelves under mirrors, and other shelves or
brackets;
3. Clean partitions, doors, and wall areas, as needed;
4. Fill all paper and fill or replace soap dispensers; wipe clean all
dispensers and trash receptacles (no refill supplies shall be stocked
in vicinity of dispenser). The CONTRACTOR shall not cut the top of
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soap refill and fill disposable contains that are designed to be thrown
away once the product has exhausted;
5. Sweep and damp mop ceramic, brick, terrazzo and wood floors using
a mild detergent; Avoid damp mop contact with furniture and fixtures.
6. Completely sanitize restroom and shower floors and walls at all
facilities.
D. 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.
E. Verify extra toilet paper, paper towel, seat liners, wastebasket liners and
hand soap is fully stocked.
F. Fill checklist out completely, initial work performed and indicate time all work
has been completed.
25.02 WEEKLY ACTIVITIES (excluding Horsemen's Bedroom at Hacienda and
Archives Room in Caretaker's House) In addition to all items required under "Daily
Activities":
A. Hand dust and/or damp wipe without streaking all flat surfaces, including
but not limited to, counters, receptionist counters/desks and furnishings
such as cabinets, desk chairs, tables, bookcases; hand dust and/or damp
wipe without streaking all other types of furnishings such as telephones,
lamps, thermostats, fire extinguishers; personal desk tops shall be excluded
unless the employee has cleared the desk top and requested cleaning.
B. Hand dust and/or damp wipe all ledges and flat surfaces below 72" from the
floor.
C. Clean all stainless steel countertops, sink and cabinets in Hacienda kitchen;
wipe down surface of kitchen appliances (stove, refrigerator)
D. Sweep and damp mop ceramic, brick, terrazzo and wood floors using a mild
detergent; Avoid damp mop contact with furniture and fixtures.
E. Replace urinal screens (as needed).
F. Replace waterless urinal cartridges (as needed).
G. Secure all Contractor Checklists for the previous week and return to
CONTRACTOR'S office. Contractor shall forward all completed checklists
to the CONTRACT ADMINISTRATOR on a weekly basis. Failure to provide
these required documents for each Facility will result in a 5% deduction,
additive to all other deductions, to the CONTRACTOR'S payment for that
Facility.
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Item #4 May 9, 2017 Page 53 of 70
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25.03 QUARTERLY ACTIVITIES (excluding Horsemen's Bedroom at Hacienda and
Archives Room in Caretaker's House)
To be performed on the first, fourth, seventh and tenth month of the contract:
A. Hand dust and/or damp wipe without streaking all flat surfaces, including
but not limited to, counters, receptionist counters/desks and furnishings
such as cabinets, desk chairs, tables, bookcases; hand dust and/or damp
wipe without streaking all other types of furnishings such as telephones,
lamps, thermostats, fire extinguishers; personal desk tops shall be excluded
unless the employee has cleared the desk top and requested cleaning.
B. Hand dust and/or damp wipe all ledges and flat surfaces below 72" from the
floor.
C. Clean all stainless steel countertops, sinks and cabinets in Hacienda
kitchen; wipe down surface of kitchen appliances (stove, refrigerator).
D. Sweep and damp mop ceramic, brick, terrazzo and wood floors using a mild
detergent; Avoid damp mop contact with furniture and fixtures.
E. Dust all baseboards, picture frames and other vertical surfaces of all office
furniture; dust all molding, ledges, partitions, light fixtures, trim ventilators,
louvers and air registers regardless of height above floor. Remove all spider
webs from ceilings and corners.
F. Fill checklist out completely, initial work performed and indicate time all work
has been completed.
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Appendix A
CITY OF CARLSBAD LE
CUSTODIAL MAINTENANCE SERVICES r,1 p
SITES S' BID NO. 16-10 ,.
INSPECTION RATING FORM
PARK RESTROOMS
SITE: La Costa Canyon INSPECTOR: Michael O'Brien Date: 7 /12/15
Category Description
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 (includes exposed pipe(s) underneath fixture
Dispenser cabinets, partitions, stalls, walls and doors
are clean
Floor is free of dirt, debris and build up
No visible dust or mineral build up on fixtures
All dispensers are more than half full
Urinals and toilets flush properly, waterless urinals are
clean and free of urine smell
Lights, vents, ceilings clean and operable
Extra supplies fullv stocked (Yes =10, No =O)
Rating Totals
Deduction Percent
Possible Previous
Points Period
5 3
5 4
5 5
15 15
15 10
15 13
10 10
5 5
5 4
10 7
10 0
100 76
19
Deduction Percent
Adjusted Payment Formula
Monthly Payment
Deduction Amount
Adjusted Monthly Payment
Rating This
Period
5
5
5
7
10
15
10
5
5
5
10
82
18
18%
-0.18
$266.29
$47.93
$218.36
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CITY OF CARLSBAD e
BID NO. 16-10 d CUSTODIAL MAINTENANCE SERVICES SITES PL
INSPECTION RATING FORM-f ACILITl5Jp1
SITE: Calavera Community Ctr INSPECTOR: Michael O'Brien Date: 7/12/15
Category Description
Interior General Space
Floors and base moldings clean. No buildup in
corners or along walls. Carpet area is vacuumed
and spot free
Trash and recyclables are empty
Interior metal surfaces are clean and polished
No accumulation of dust, dirt, marks, streaks,
smudges or fingerprints on walls, mirrors, counters
or partitions.
Restrooms
Commodes, urinals, basins are clean & odor free
No observable trash or litter on floor or surfaces.
Floor is free of dirt and debris
Waste containers less than 2/3 full
Mirrors are clean
Sinks and counter tops disinfected and clean
Dispenser cabinets, partitions, stalls, walls, floors
and doors are clean
No visible dust or mineral build up on fixtures
All dispensers are more than half full
Urinals and toilets flush properly
Rating Totals
Deduction Percent
Notes
Partitions need deep cleaning
Possible Previous
Points Period
10
5
5
10
15
10
5
10
10
5
5
5
5
100 87
Deduction Percent
Contract Amount
Deduction Amount
Adjusted Monthly Payment
8
5
4
10
15
10
5
10
10
0
5
5
5
$2,949.80
$00.00
$2,949.80
2
0%
Rating
This
Period
10
5
5
10
15
10
5
10
10
3
5
5
5
98
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CITY OF CARLSBAD
CUSTODIAL MAINTENANCE SERVICES
SITES
BID NO. 16-10
SAMPLE CLEANING CHECKLIST FORM
Restrooms Initials
Pick up trash or litter on floors
and surfaces.
Empty and clean waste
containers.
Clean mirrors.
Clean, disinfect and polish basin,
toilets, urinals, counter tops and
exposed pipes underneath.
Clean dispenser cabinets,
partitions, stalls, walls and doors.
Sweep and mop floors.
Dust mop gymnasium and activity
room wood floors.
Clean and polish fixtures.
Fill all dispensers.
Check if urinals and toilets flush
properly.
Check if lights, vents, ceilings
ope~able. Clean as required.
Sanitize shower walls as well as
the floor.
Replace atomizers and batteries.
Clean and polish marble, wood,
stainless steel, etc.
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Comments
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Interior General Space Initials Comments
Clean floors and base moldings.
Clean buildup in corners and
along walls. Remove spider
webs.
Vacuum carpet areas including
entrance rugs and behind
furniture; remove spots. Mop hard
surface areas.
Clean and polish interior surfaces
including but not limited to, glass
entrance/ partitions doors inside
/outside, all chrome, aluminum,
stainless steel and other metal
trims such as, push plates, kick
plates, door handles and railinqs.
Remove dust, dirt, marks, streaks,
smudges or fingerprints on walls,
mirrors, counters and partitions.
Empty and clean waste containers.
Clean out outside ashtrays at
entrance.
Clean marker boards and dry wipe all
chalkboards (do not disturb writing);
vacuum chalk dust from trays and
erasers.
Damp mop all wood floors, including
gymnasium and activity room floors.
Vacuum all upholstered furniture;
spot clean.
Damp mop wooden gymnasium and
activity room floors.
Clean all floor drains.
Sweep & mop storage rooms.
Apply a new floor finish. Buff all hard
surface floors.
Machine scrub all hard tile floors.
Dust ceiling fans, ceiling vents, light
fixtures and exposed pipes &
overhead exposed mechanical
equipment.
Clean and polish all metal kitchen
appliances.
Clean Visitors' Bureau/Railroad
Depot windows, inside & outside.
Replace atomizers and batteries.
Clean all windows inside & outside.
Clean walls and ceilings (including
partitions).
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Appendix B
SENATE BILL 20 -DISPLACED JANITOR OPPORTUNITY ACT
LABOR CODE SECTIONS 1060-1065
1060. The following definitions shall apply throughout this chapter:
(a) "Awarding authority" means any person that awards or otherwise 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 into a service
contract with the awarding authority.
(c) "Employee" means any person employed as a service employee of 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, proprietorship, 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 who 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 after 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.
1061. (a) (1) If an awarding authority notifies a contractor that the service contract between the awarding
authority and the contractor has been terminated or will be terminated, the awarding authority shall indicate
in that notification whether a successor service contract has been or will be awarded in its place and, if so,
shall identify the name and address of the successor contractor. The terminated contractor shall, within
three working days after receiving that notification, provide to the successor contractor identified by the
awarding authority, the name, date of hire, and job classification of each employee employed at the site or
sites covered by the terminated service contract at the time of the contract termination.
(2) If the terminated contractor has not learned the identity of the successor contractor, if any, the
terminated contractor shall provide that information to the awarding authority, 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 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 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
contract. This requirement shall be stated by awarding authorities in all initial bid packages that are
governed by this chapter.
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(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 that 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.
(c) The successor contractor or successor subcontractor, upon 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 by the successor contractor or successor
subcontractor, stating the reason these employees were not retained.
(d) During the 60-day transition employment period, the successor contractor or successor subcontractor
shall maintain a preferential 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.
(e) During the initial 60-day transition employment period, the 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 employee may be terminated
without cause.
1062. (a) An employee, who was not offered employment or who has 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 back pay, including the value of benefits, for each day during
which the violation has occurred and continues to occur. The amount of back pay shall be calculated as
the greater of either of the following:
(1) The average regular rate of pay received by the employee during the last three years of the
employee's employment in the same occupation classification multiplied by the average hours worked
during the last three years of the employee's employment.
(2) The final regular rate of pay received by the employee at the time of termination of the predecessor
contract multiplied by the number of hours usually worked by the employee.
(b) The court may order a preliminary or permanent injunction to stop the continued violation of this
chapter.
(c) If the employee is the prevailing party in the legal action, the court shall award the employee
reasonable attorney's fees and costs as part of the costs recoverable.
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(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.
1063. (a) This chapter only applies to contracts entered into on or after January 1, 2002. (b) Except for the
obligations specified in subdivisions (a) and (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. (c) Nothing in this chapter limits the right of a
property owner 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.
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L.ocaion(s)
Daes {From-To)
Em~oyee Name
Em~oyeelD
Hour Code
-
'\Al cation
Sid:
Hoftday
K>D
TOTAL
F\'aiect D
LLC
LLC
LLC
LLC
LLC
LLC
LLC
LLC
l<i LDer Hous e
l<i i.ger House
'\AlcatiDn
Side
Hofidav
K>D
GS1542
Appendix C
Sample Time Tracker Form
TIME TRACKER
Library Leamilg Center
:Y!112-3/18/12 Employee Si!;J]ature _________ _
lAST NAME, FRST NAME
xxxxx Supervisor Si!;J]ature.;;.. _________ _
Total Hrs Mon Tue Wed Thu Fri Sat Sun flibn Tue Wed Thu Fri Sat Sun
56 8 8 8 8 8 8 8
8 8
8 8
8 8
0
80
3/5 3<'6 317' 3/i l.19 3./~ 3111 311: l,'13 3114 31~ S/11ii 311" 311&
ActNitv Mon Tue Wed Thu Fri Sat Sun flibn Tue Wed Thu Fri Sat Sun To1al
Trash 0.50 025 0.50 0.50 0.50 0.5> 0.50 3.25
Re(¥lling 0.50 025 0.50 0.50 0.50 0.5> 0.50 3.25
Resi"ooms 1.00 1.00 1.00 125 1.00 1.00 1.00 7.25
Vacuum 1.00 1.00 1.00 1.00 1.00 1.00 1.00 7
Dust 1.00 0.50 1.00 1.00 1.00 1.00 1.00 6.5
11,bp 1.50 1.00 1.50 1.50 1.50 1.00 1.50 9.5
Windows/glass 0.50 1.00 0.50 0.50 0.50 1.00 0.50 4.5
Be .. 0
0
Resi"ooms 1.00 2.00 1.00 1.00 1.00 1.00 1.00 8
Vacuum 1.00 1.00 1.00 0.75 1.00 1.00 1.00 6.75
0
8.00 8
8.00 8
8.00 8
0
80 8 8 8 8 8 0 0 8 8 8 8 8 0 0 80
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Appendix D
Sample Routine Schedules
Sample Routine Schedule -S, Harding Community Center-Route #1
Daily Mon-Sun (n --.
Slgn in on Checklist Mon Tue Wed Thu Fri Sat Sun
1nterlo r General Snace
Trash & Recycle
Hand DusVOamp Wipe Flat
Surfaces
Hand Dust/Damp Wipe
Ledges .
Spotverticslsurfaoes
Outside ashtrays
Clean a II metal surfaces '"-"'~'
Dry wipe chalkboards -·-·-
Dust mop hard surfaces .
Oust mop wood troors -·-· -
Buff and Finish Auditorium
Floor(Hardlng Community OnlyJ
Vacuum carpets
Spot dean carpets ...
Clean glass entry doors
Remove recydabfes --Clean glass entry doons
Remove recyclables
Crean f<jtchen counters. sinks, ---·
Tables -~-
R .. trooms
Clean sinks, polish fixtures, """"""''""'·'"
clean toilets and urinals
Clean partitions
Fill dispensers
Sweep and Damp Mop floor
San ltize shower walls and
floor ..
Complete Checklist ~--,~ Daily report of Issues and
repairs
WEEKL Y-SUNOAYS
Detail vacuuming
vacuum upholstered
furniture
Clean glass partitions
Dust vertical surfaces
Germicidal down drains , .. -Sweep & mop janitorial closets ·--Scrub aH hard surface floors
Apply floOl' ffnish and buff _,.,.,,_,, __
( Harding Community only) .
Damp mop wood ffoors
Replace urinal screens -·-
Complete Checklist
Submft Checkt.st
___ ..._.,,,.,,, .,., .• ,..,,.,,"' -·-
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Sample of Vendor's proposed detailed Routine Operations Schedule.
Route 1 Service Days Staff
A2 Arts Offce Mon-Fri (5) iii PL A4 CIT Trailer Mon-Fri {5}
AS Granary Sun-Thur (5}
A7 Heritage Hall Sun-Sat (7)
AB Holiday House Sun-Thur (5)
A9 Kruger House Sun-Thur (5)
A12 Magee House Sun-Thur (5)
A14 Parks Administration Sun-Thur (5)
A15 Parks Modular/Break Room Sun-Thur (5)
A16 Railroad Depot Sun-Sat (7)
A17 scout House Sun-Thur {5} g,.., .... 2
A1 Alga Norte Community Sun-Sat (7) 2people/6hrs
A10 Leo Carrillo Ranch Fri-Sun (3)
A13 Municioal Water District Mon--Fri (5)
Route 3 i
A3 Calavera Community Center Sun-Fri (7) 2people/6hrs
A 18 __ Stagecouch Community o, Sun-Sat (7) 0-·-Route4
A6 Harding Community
A11 Library Learning Center
A19 Streets & Facilities "'''''"""'""--Routes _,
815 Stagecoach Park Sun-Sat (7) 2people/4hrs
B8 La Costa Canyon Park Sun-Sat (7)
B1 Alga Norte Community Park Sun-Sat (7)
B2 Aviara Community Park Sun-Sat (7)
810 Leo Carrillo Park Sun-Sat (7)
B14 Skate Park Sun-Sat (7)
B13 Poinsettia Park Sun-Sat (7)
816 Tamarack '111."""-'~""-"' Sun-Sat (7)
Routes -••=••<><•• .. •••
B3 Beach Bluff Sun-Sat (7} 2people/4hrs
B4 Calavera Park Blockhouse Sun-Sal (7)
B5 Chase Field Sun-Sat (7) ,:
B6 Hidden Canyon Sun-Sat (7)
87 Holiday Park Sun-Sat {7)
89 Laguna Riviera sun-sat (7)
B11 Magee Park Sun-Sat (7)
B12 Pine Park Sun-Sat (7)
-o0 TI'Sa--,.o--"''"""'"""'·"
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Sample of Vendor's proposed detailed Performance Plan
Harding Community Center
Service -· ---F,eq Day11 JIii Aug Sep Ocl Nov Dec Jan'
Mof14hly -S<:rlib & Flnilh hard
noou. Buff ftoora. Dutt fans.
p,dion tops, door tops.
ceiling wnls, light fixtulW.
expoted pipes,
mechanlca, polllh mtlll
kitdlln appli~ N!lplaoe
hand sanilttm, Clean
applia11a1a in and out.
Chec:klia, Sulmil line lradlers
n
lmifde 11nd out; dean WIiiis and
cellSngs; remove cobwebs;
polllh marble, wood. ek:; tltlp
& rtt-teal; Ccmplete chlcilsl
S80J.Annu. • Vacwm, sPol
clHn, and lhampoo trllffic
arBN; amp 1111d -' hard tile;
C1ft1n window blind!; VIQMIFl'l
vents; Cleilll baseboards;
Compliele Cliedll\lt
Mo Lattdly X X X X X X X
ofmo
Qtr Arst
ofmo X X X
Flrstd X X
ofmo
GS1542
X X X X X
X
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EXHIBIT B
CONTRACTOR'S WORK FORCE
Bid No. 16-10
The CONTRACTOR shall set forth in Exhibit B to the proposed CONTRACT:
GS1542
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, perform Extra Work, and the like.
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 title(s) corresponding to this form.
A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL
ANNUAL
HOURS
1.
5 yers of experiences Administration, Fianance, and 2080 Full-time
Designated Representative Operations Support
2.
2080 Full-time
Operations Manager 5 years of experiences
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EXHIBIT B Page 2
CONTRACTOR'S WORK FORCE
(Continued)
A. POSITION TITLE B. MINIMUM QUALIFICATIONS
3.
Quality Control manager 5 years of experience
4.
Supervisors 5 years of experience
5.
Custodians 2 years of experiences
9.
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C. TOTAL
ANNUAL
HOURS
2080 Full-time
2080 Full-time
13,754.16 hrs.
Approx .. 11
D. Other Staff Support
Title Description I Qualifications
1.
E. Description of CONTRACTOR's employee training program
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\Ccieyof
Carlsbad
Memorandum
To:
From:.
Via
Re:
Mayor and City Council Members
®ohn Maashoft Public Works Manager
Elaine lukey, Public Works Director
Additional material/information regarding Staff Report Item #4, Adopt a
Resolution accepting. bids and awarding an agreement for Citywide. custodial
services to Prizm Janitorial Services, Inc. for an amount not to exceed _
$2,701,583.28 over a six-year term.
Two pages of Exhibit "N' attached to the contract have outdated information and need to be
clarified. Ori page 15 ofthe contract {page 21 of 67 ofthe Staff Report), the Beach Bluff
restroom was listed incorrectly as Carlsbad Blvd and Oak Ave, this was changed to Carlsbad Blvd
and Ptne Ave. Additionally, on page 25 of the contract (page 31 of 67 of the Staff Report) the
Tamarack beach restroom W<!S added to Sectioil14 to indicate both beach restrooms {Beach
Bluff and Tamarack) are covered by this section of the contract.
The corrected pages were emailed to Prizm Janitorial, Inc. yesterday and they responded with
the.ir approval. Pages 15 and 25 of Exhibit 11A" to the contract have been corrected and are
attached to this memorandum.
C: Kevin Crawfordi City Manager
Celia· Brewer, City Attorney
Sheila Cobian, City Clerk Services Manager
Item #4 May 9, 2017 Page 68 of 70
Park Restrooms
Alga Norte (3)
Aviara Community Park {2)
Beach Bluff
Calavera Park Blockhouse
Chase Field
Hidden Canyon
Holiday Park (2)
La Costa Canyon Park
Laguna Riviera Park
Leo Carrillo_ Ranch (2)
Magee Park
Pine Park
Poinsettia Park (2)
Skate Park
Stagecoach Park (2)
Tamarack
Calavera Traif Park
6565 Alicante Rd
6435 Ambrosia Lane
Carlsbad Blvd & Pine Ave
2997 Glasgow Drive
3349 Harding Street
2685 Vancouver
3235 Eureka Place
La Costa Ave at Pueblo & Rana
Kelly and Park Drive
6200 Flying LC Lane
258 Beech Avenue
3500 Harding
6600 Hidden Valley Road
25.60 Orion Way
3420 Camino de Los Caches
Tamarack and Carlsbad Blvd
Calavera Park North Trailhead
GS1542
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.
2.03 CONTRACTOR shaH be available for On Call I Emergency Call Back for any
cleanings n$eds at any CITY owned facilities. Response time shall be no more
than two {2) hours and paid at the rate listed in the CONTRACTOR'S Bid Proposal.
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 reports and line item
invoicing for products used to service this CONTRACT 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 tern1s 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 c;tnd that all applicable
reports and attachments have been submitted in accordance with the provisions
of this CONTRACT. -
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13.04 All appropriate personal protective equipment shall be provided by the
CONTRACTOR when there is occupational exposure. Such items include but no
limited to gloves, face shields, masks, respirators, eye protection, hearing
protection, head protection, knee pads, back support, utility lantern and rain gear.
13.05 The CONTRACTOR shaH ensure that its' staff is drug free. No alcohol or drug use
shall be permitted on CJTY property. Smoking is not allowed in CITY buildings.
Contracted staff shall not work in any CITY building while under the influence of
non-prescribed drugs and only· if consistent with the usage restrictions of
prescribed drugs.
13.06 The CONTRACTOR must certify that aJI employees and representatives are
trained to recognize and understand the Safety Data Sheets.
13.07 CONTRACTOR'S staff and representatives must be fluent in English. If fluency is
in a language other than English, then the CONTRACTOR shall:
• Provide all SDS sheets in both languages.
• All containers must be labeled in both languages.
• Custodial instructions and schedules shall be posted in both languages.
• Provide a number for a Contractor Supervisor so that CITY staff can contact
when translation is needed.
14.00 HOURS AND DAYS OF MAINTENANCE SERVICES
14.01 The basic daily hours of maintenance service for Park restrooms shall be
10:00 p.m. to 12:00 a.m. or o4:ooa.m. to 08:00a.m., which shall be considered
normal work hours as may pertain to any other provision of the CONTRACT. No
work shall begin prior to 10:00 p.m. or between the hours of 12:00a.m. and 04:00
a.m. and all work shall be completed by 08:00a.m. with the exception of the Beach
Bluff, Tamarack arid Carrillo Ranch Restrooms. The hours of service. for the Beach
Bluff and Tamarack Restrooms areB:OO p.m. (or dusk) to 12:00 a.m. No work shall
begin at the Beach Bluff and Tamarack Restrooms prior to 8:00 p.m. {or dusk) and
aU work shall be completed by 12:00 a.m. The hours of service for Leo Carrillo
Ranch Restrooms and walkways shall be 7:00 a.m. -8:30 a.m. and interior
cleaning shall start at 8:30a.m.
· 14.02 The. CONTRACTOR shall be responsible for locking the Park restrooms (Excluding
Leo Carrillo Ranch). The B$ach all!ff and Tamarack Restrooms shall be locked,
by the CONTRACTOR1 between the hours of 8:00 p.m. and 8:30 p.m. (or dw~k).
All other Park restrooms are to be locked, by the CONTRACTOR, between the
hours of 10:00 p.m. and 11:00 p.m.'to insure that unauthorized personnel cannot
access the facilities during hour~ of park closure. The CONTRACTOR shall be
responsible for unlocking and re,..Jocklng the Park restrooms when service is not
completed prior to the specified time for locking the facility.
City Attorney Approved Version 4/1/15
25 Item #4 May 9, 2017 Page 70 of 70