HomeMy WebLinkAbout2017-04-25; 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 oCA Review FCC
,,0*CMCro CITY COUNCIL
Staff Report%rage
Meeting Date:April 25, 2017
To:Mayor and City Council
From:Kevin Crawford, City Manager
Staff Contact:Michael O'Brien, Public Works Supervisor
michael.obrien@carlsbadca.gov or 760 -434 -2996
Subject: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 #1 April 25, 2017 Page 1 of 65
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:
MAXIMUM ANNUAL CtiStzSIXfillAktbRIAli-WWICI*
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 ICECIA1
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 #1 April 25, 2017 Page 2 of 65
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 #1 April 25, 2017 Page 3 of 65
Exhibit 1
RESOLUTION NO.
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.
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 of the 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 #1 April 25, 2017 Page 4 of 65
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.
4.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 day of ,2017, by the following vote, to wit:
AYES:
NOES:
ABSENT:
MATT HALL, Mayor
BARBARA ENGLESON, City Clerk
(SEAL)
Item #1 April 25, 2017 Page 5 of 65
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AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES
PRIZM JANITORIAL SERVICES, INC.
THIS AGREEMENT is made and entered into as of the day of
,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 (10%) 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 For Contractor
Name Michael O'Brien Name Johnson Le
Title Public Works Supervisor Title Project Manager
Department Public Works Address 555 Country Club Lane #C -196
City of Carlsbad Escondido, CA 92026
Address 405 Oak Avenue Phone No.858 -717 -1092
Carlsbad, CA 92008 Email prizmjani@att.net
Phone No.760 -434 -2996
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 CITY OF CARLSBAD,a municipal
corporation of the State of California
By:By:
(sign here)MATT HALL
Mayor-
30 ents itf-tet t
(print name/title)
ATTEST:
By:
(n here)BARBARA ENGLESON
otein5r-Thi ceCrt
0.3
City Clerk
(print name/title)
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 Group B
Chairman,Secretary,
President, or Assistant Secretary,
Vice -President 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:Rybeeer-WL.
Deputy City Attorney
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•
ACKNOWLEDGMENT
•
A notary public dr 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 San DiegoCounty
On IC.ofit /4)3 h a 17 before me,ZHI LIU,Notary Public •
(insert name and title of the officer)
personally appeared 70/1 -C LE1 •
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) Is/are
subscribed to the within instilment 'and acknowledged to me that he/s14eilhey executed the same in
hisitter/thair authorized capacity(ies), and that by hisTherlduair signature(s)-on the instrument the
person(s). or the entity upon behalf of Which the person(s)acted, executed the instrument.
I certify under PENALTY OF PERJURY -under the laws of the State of California that the foregoing
paragraph is true and correct •
•--
WITNESS my hand and c seal.1 ZHILIU
comm.tamest pp1jZ.-rri -1.NOTARY PUBLIC-MINIM 0jDeaocouvrt2
Signature ..(Seal)
My Comminion &Oren
APRIL 19:2017
•
•
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••
•
•
•
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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.)
Item Service
No.Facility Address *So. Feet Days Monthly Rate Annual Rate
Al Alga Norte Community 14,078 Sun -Sat $2,226.87 $26,722.44
Center (See 24.05 H)(7)
6565 Alicante Rd.
A2 Arts Office 1,843 Mon -Fri $945.37 $11,344.44
2955 Elmwood Ave (5)
A3 Calavera Community Center 17,400 Sun -Sat $2,633.02 $31,596.24
2997 Glasgow Dr.(7)
A4 CIT Trailer 1,440 Mon -Fri $770.38 $9,244.56
3330 Harding Street (5)
A5 Granary 572 Sun —Thur $720.38 $8,644.56
2659 Garfield Street (5)
A6 Harding Community Center 12,392 Sun -Sat $2,429.88 $29,158.56
3096 Harding Street (7)
A7 Heritage Hall 1,680 Sun -Sat $1,031.41 $12,376.92
2650 Garfield Street (7)
A8 Holiday House 855 Sun —Thur $720.38 $8,644.56
3235 Eureka Place (5)
A9 Kruger House 1,250 Sun -Thur $915.37 $10,984.44
3215 Eureka Place (5)
A10 Leo Carrillo Ranch 4,364 Bldgs.Fri -Sun $1,140.49 $13,685.88
1,8186200 Flying LC Lane Walkways (3)
See adjusted maintenance hours:
Sec.14.03
All Library Learning Center 20,000 Mon -Fri $1,775.59 $21,307.08
3368 Eureka Place (5)
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Item Service
No.Facility Address *Sq. Feet Days Monthly Rate Annual Rate
Al2 Magee House 4,089 Sun -Thurs $1,264.48 $15,185.76
258 Beech Avenue (7)
A13 Municipal Water District 19,000 Mon -Fri $2,065.70 $24,788.40
5950 El Camino Real (5)
A14 Parks Administration 504 Sun -Thur $730.38 $8,764.56
1166 Carlsbad Village Drive (5)
A15 Parks Modular/Break Room 2,474 Sun -Thur $915.37 $10,984.44
1166 Carlsbad Village Drive (5)
A16 Railroad Depot 1,608 Sun -Sat $1,031.41 $12,376.92
400 Carlsbad Village Drive (7)
A17 Scout House 1,908 Sun —Thur $915.37 $10,984.44
3225 Eureka Place (5)
A18 Stagecoach Community 17,400 Sun -Sat $2,326.87 $27,922.44
Center (7)
3420 Camino de los Coches
A19 Streets & Facilities Admin 10,050 Mon -Fri $1,775.59 $21,307.08
405 Oak Avenue (5)
A20 On Call / Emergency Call 100 Hours Sun -Sat $16.50/Hr $1,650.00
Back (Estimated)(7)
Locations as Directed
A21 Special Event Labor 200 Hours Sun -Sat $16.50/Hr $3,300.00
Locations as Directed Estimated)(7)
*TOTAL SQUARE FEET 132,907 SQFT. BUILDINGS + 1,818 SQFT.
WALKWAYS
Schedule A Sub -total amount of bid including items Al —A21 in words:
Three Hundred Twenty Thousand Nine Hundred Forty Dollars Seventy Two Cents
Schedule A Sub -total amount of bid, including items Al -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
Item Facility Address and (number of *Sq.Service Days,Monthly Annual Rate
No.units per loc.)Feet Rate
B1 Alga Norte Community Park 1921 Sun -Sat (7)$266.29 $3,195.48
6565 Alicante Rd (3)
B2 Aviara Community Park 864 Sun -Sat (7)$266.29 $3,195.48
6435 Ambrosia Lane (2)
B3 Beach Bluff 200 Sun -Sat (7)$266.29 $3,195.48
Carlsbad Blvd & Pine Ave
B4 Calavera Park Unisex Single 48 Sun -Sat (7)$266.29 $3,195.48
B5 Calavera Park Blockhouse 442 Sun -Sat (7)$266.29 $3,195.48
2997 Glasgow Drive
B6 Chase Field 234 Sun -Sat (7)$266.29 $3,195.48
3349 Harding Street
B7 Hidden Canyon 972 Sun -Sat (7)$266.29 $3,195.48
2685 Vancouver
B8 Holiday Park (2)401 Sun -Sat (7)$266.29 $3,195.48
3235 Eureka Place
B9 La Costa Canyon Park 340 Sun -Sat (7)$266.29 $3,195.48
La Costa Ave at Pueblo Rana Ct.
B1 Laguna Riviera Park 200 Sun -Sat (7)$266.29 $3,195.48
0 Kelly and Park Drive
B1 Leo Carrillo Ranch (2)300 Sun -Sat (7)$266.29 $3,195.48
1 6200 Flying LC Lane
See adjusted maintenance hours: Sec.14.01
B1 Magee Park 234 Sun -Sat (7)$266.29 $3,195.48
2 258 Beech Avenue
B1 Pine Park 261 Sun -Sat (7)$266.29 $3,195.48
3 3600 Harding
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B1 Poinsettia Park (2)856 Sun -Sat (7)$266.29 $3,195.48
4 6600 Hidden Valley Road
B1 Skate Park 180 Sun -Sat (7)$266.29 $3,195.48
5 2560 Orion Way
B1 Stagecoach Park (2)756 Sun —Sat (7)$266.29 $3,195.48
6 3420 Camino de los Coches
B1 Tamarack 900 Sun —Sat (7)$266.29 $3,195.48
7 Carlsbad Blvd and Tamarack
TOTAL SQUARE FEET 9109
*TOTAL SQUARE FEET 9,109
Schedule B Sub -total amount of bid including items B1 through B17 in words:
Fifty Four Thousand Three Hundred Twenty -Three Dollars Sixteen Cents
Schedule B Sub -total amount of bid, including items B1 through B17 in numbers:$54,323.16
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EXHIBIT A
MANNER OF PERFORMING SERVICES
PART I
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.
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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 C.
"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 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.
See the Tasks and Frequencies for performing the work specified herein.
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 6565 Alicante Rd
Arts Office 2955 Elmwood Ave
Calavera Community Center 2997 Glasgow Drive
CIT Trailer 3330 Harding Street
Granary 2659 Garfield Street
Harding Community Center 3096 Harding Street
Heritage Hall 2650 Garfield Street
Holiday House 3235 Eureka Place
Kruger House 3215 Eureka Place
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Leo Carrillo Ranch 6200 Flying LC Lane
Library Learning Center 3368 Eureka Place
Magee House 258 Beech Avenue
Municipal Water District 5950 El Camino Real
Parks Administration 1166 Carlsbad Village Drive
Parks Modular/Break Room 1166 Carlsbad Village Drive
Railroad Depot 400 Carlsbad Village Drive
Scout House 3225 Eureka Place
Stagecoach Community Center 3420 Camino de los Coches
Streets & Facilities Admin 405 Oak Avenue
Park Restrooms
Alga Norte (3)6565 Alicante Rd
Aviara Community Park (2)6435 Ambrosia Lane
Beach Bluff Carlsbad Blvd & Oak Ave
Calavera Park Blockhouse 2997 Glasgow Drive
Chase Field 3349 Harding Street
Hidden Canyon 2685 Vancouver
Holiday Park (2)3235 Eureka Place
La Costa Canyon Park La Costa Ave at Pueblo & Rana
Laguna Riviera Park Kelly and Park Drive
Leo Carrillo Ranch (2)6200 Flying LC Lane
Magee Park 258 Beech Avenue
Pine Park 3500 Harding
Poinsettia Park (2)6600 Hidden Valley Road
Skate Park 2560 Orion Way
Stagecoach Park (2)3420 Camino de Los Coches
Tamarack Tamarack and Carlsbad Blvd
Calavera Trail Park Calavera Park North Trailhead
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 / 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
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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.
3.02 Monthly invoices shall be prepared and submitted in the following format:
Invoice 1:
Location Monthly
Cost
ALGA NORTE COMMUNITY CENTER $(AMOUNT)
ARTS OFFICE $(AMOUNT)
CALAVERA COMMUNITY CENTER $(AMOUNT)
CIT TRAILER $(AMOUNT)
GRANARY $(AMOUNT)
HARDING COMMUNITY CENTER $(AMOUNT)
HERITAGE HALL $(AMOUNT)
HOLIDAY HOUSE $(AMOUNT)
KRUGER HOUSE $(AMOUNT)
LEO CARRILLO RANCH $(AMOUNT)
LIBRARY LEARNING CENTER $(AMOUNT)
MAGEE HOUSE $(AMOUNT)
MUNICIPAL WATER DISTRICT $(AMOUNT)
PARKS ADMINISTRATION $(AMOUNT)
PARKS MODULAR/BREAK ROOM $(AMOUNT)
RAILROAD DEPOT $(AMOUNT)
SCOUT HOUSE $(AMOUNT)
STAGECOACH COMMUNITY CENTER $(AMOUNT)
STREETS & FACILITIES ADMIN $(AMOUNT)
TOTAL MONTHLY COST $(AMOUNT)
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Invoice 2:
Location Account Number Monthly
Cost
ALGA NORTE COMMUNITY CENTER $(AMOUNT)
AVIARA COMMUNITY PARK (2)$(AMOUNT)
BEACH BLUFF $(AMOUNT)
CALAVERA PARK BLOCKHOUSE $(AMOUNT)
CHASE FIELD $(AMOUNT)
HIDDEN CANYON PARK $(AMOUNT)
HOLIDAY PARK (2)$(AMOUNT)
LA COSTA CANYON PARK $(AMOUNT)
LAGUNA RIVIERA PARK $(AMOUNT)
LEO CARRILLO (2)$(AMOUNT)
MAGEE PARK $(AMOUNT)
PINE PARK $(AMOUNT)
POINSETTIA PARK (2)$(AMOUNT)
SKATE PARK $(AMOUNT)
STAGECOACH PARK (2)$(AMOUNT)
TAMARACK $(AMOUNT)
CALAVERA TRAIL $(AMOUNT)
TOTAL MONTHLY COST $(AMOUNT)
3.03 Invoices for approved On Call / 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 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
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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
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.
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.To avoid
deductions from payment, CONTRACTOR must receive a rating of 95 or
higher per facility as described in Section 2.01.
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.
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•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 SYSTEM 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 a 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.
•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
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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.
CONTRACTOR shall record discrepancies and include the information in
their Inspection Summary Reports.A re -inspections shall be conducted
and noted.
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.
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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 their Time Tracker (see Appendix D)
and the CONTRACTOR shall submit with requests for payment. 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 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 entire 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 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.
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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
Section 3.06.
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 agreement between the CONTRACT ADMINISTRATOR
and the CONTRACTOR or on a NEGOTIATED PROPOSAL AND
ACCEPTANCE basis in accordance with Section 7.00 or on a TIME AND
MATERIALS basis in accordance with 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
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verbal authorization, the CONTRACTOR shall submit a written estimate,
consistent with the verbal authorization,to the CONTRACT
ADMINISTRATOR for approval.
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 Hourly As Stipulated in Bid Item A -23.
2) Materials 15
3) Equipment Rental 15
4) Other Items and Expenditures ...15
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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 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 Vendor's Proposed Cost of
Services chart.
10.02 Work items performed under this section include all items indicated in
"Daily Activities and/or Section Weekly Activities for Facilities/Park
Restrooms 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
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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
(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.
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 / 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 respond to any request from the
CITY within thirty minutes at any time.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,
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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.
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 Universal Safety Symbols.
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 MSDS sheets in both languages.
•All containers must be labeled in both languages.
•Custodial instructions and schedules shall be posted in both languages.
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•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
9:00 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.
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.
14.05 CITY has installed waterless urinals at various locations.The
CONTRACTOR shall maintain the waterless urinals per the manufacture's
recommendations including cartridge replacements schedule and cleaning
chemicals (bowl and cartridge surface,exterior of urinal only).No
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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 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.Attach sample Annual Calendar and Routine
Operations Schedule formats in Appendix B.
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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 Columbus Day
Martin Luther King Jr Day Veteran's Day
President's Day Thanksgiving Day
Memorial Day Thanksgiving Friday
Independence Day Christmas Day
Labor 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.
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.
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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 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.
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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 each of his personnel to adhere to basic
public works standards of working attire including uniform shirts and/or
vests clearly marked with the CONTRACTOR's company name and
employee name badges as approved by the CONTRACT
ADMINISTRATOR. Sufficient changes shall be provided to present a neat
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and clean professional appearance of the 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.Personal appearance shall be taken into consideration.
Body odor of any sorts shall not be tolerated.
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 their 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 / Fire
Prevention,OHSA / MSDS Awareness,Personal Protective Equipment,
Back Injury Prevention / Safety Lifting Techniques,Floor Care, Restroom
Cleaning and Disinfection, Chemical Awareness / Application and Tools,
Equipment and Machine Application / 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.
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17.20 Contracted staff shall be assigned to a specific building(s)and shall be
exclusively 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.
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.
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18.00 PROHIBITION AGAINST EMPLOYEMENT OR CONTRACTING OF
ILLEGAL IMMIGRANTS TO PERFORM WORK UNDER THIS CONTRACT
18.01 Neither the CONTRACTOR nor any subcontractor shall knowingly employ
or contract with an illegal immigrant to perform work under the
CONTRACT. The provisions below are incorporated herein.
18.02 Without limiting the terms of this CONTRACT, the CONTRACTOR shall
establish appropriate procedures and controls so that services under this
CONTRACT will not be performed by using any worker who is not legally
eligible for such employment under the United States Immigration laws.
Failure to satisfactorily comply with this condition may cause the CITY to
immediately terminate this CONTRACT.
18.03 The CONTRACTOR represents, warrants and agrees that:
•It has verified or attempted to verify that it does not employ any illegal
immigrants,through participation in the Basic Pilot Employment
Verification Program administered by the US Social Security
Administration and US Department of Homeland Security and will
apply annually or upon a new hire.
•If it obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs with or contracts with an
illegal immigrant,it will notify such subcontractor and the CITY within
two (2) days, and terminate such subcontractor if within two (2) days
after such notice the subcontractor does not stop employing or
contracting with the illegal immigrant, unless during such two (2)day
period the subcontractor provides information to establish that the
subcontractor has not knowingly employed or contracted with an
illegal immigrant.
•If the Contractor fails to comply with any provision of this Exhibit C,
the CITY may terminate this Agreement for breach and the Contractor
shall be liable for actual and consequential damages to the CITY.
19.00 NON-INTERFERENCE -NOISE
19.01 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.
19.02 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.
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19.03 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.
20.00 RECYCLING PROGRAM &COMPLIANCE WITH ENVIRONMENTAL
REQUIREMENTS
20.01 CONTRACTOR shall be responsible for participating in the Solid Waste /
Recycling Program at the CITY as well as the use of green chemicals and
prod u cts
20.02 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.
20.03 The CONTRACTOR will be responsible for supporting any future recycling
efforts or enhancements that the CITY implements during the life of the
CONTRACT.
20.04 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.
20.05 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 Plan (JURMP)incorporated
herein by reference including but not limited to capture and legal disposal
of all cleaning compounds, liquids or other related materials.
20.06 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
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without limitation attorney's fees,incurred by the CITY as a result of the
release or disposal by the CONTRACTOR.
21.00 EQUIPMENT
21.01 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.
21.02 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.
21.03 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.
21.04 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.
21.05 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.
21.06 The CONTRACTOR shall not use alternate equipment or tools without
prior written permission from the CONTRACT ADMINISTRATOR.
21.07 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.
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21.08 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.
21.09 All equipment shall have adequate bumpers and guards to prevent marking
or scratching of fixtures, furnishings and/or building surfaces.
21.10 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.
22.00 CHEMICALS, CLEANING PRODUCTS & MATERIALS
22.01 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.
22.02 The CONTRACTOR shall use the installed Waxie Dilution Control Solution
Systems and the appropriate chemicals.
22.03 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.
22.04 Material Safety Data Sheets (MSDS) and sample labels shall be provided
to the CONTRACT ADMINISTRATOR for all products and chemicals used
within the CITY,and shall be on site during any application,mixing or
transporting of these products and chemicals.All chemical bottles shall
have approved labels affixed. Hand written labels are not acceptable.
22.05 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.
22.06 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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22.07 The CONTRACT 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
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22.08 Materials used by CONTRACTOR in the performance of this Agreement
shall be the following (or approved equal):
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22.09 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.
22.10 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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PART II
TECHNICAL SPECIFICATIONS
23.00 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 3/4 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 bag.
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
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TASK DESCRIPTION
other evidence of removable soil. This includes both sides of glass in exterior doors
and vestibules and in interior offices.
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 smudges and finger 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/fog -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 DESCRIPTION
Carpet Shampooing -Carpet shampooing,bonnet method of carpet is defined as the spot cleaning,
Bonnet Method 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.
Carpet Shampooing -Dry Dry cleaning carpet is defined as the spot cleaning,vacuuming,application and
Clean Method 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 -Carpet -shampooing,extraction method is defined as the spot cleaning, vacuuming,
Extraction Method 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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24.00 FACILTY SCOPE OF SERVICES
The CONTRACTOR will perform the following custodial maintenance services at
the Facilities described in Exhibit A -B,Part I General Specifications, Section 2.00,
and Carrillo Ranch Historic Buildings,Section 30.00 through 32.00 (noting a
difference in working hours previously noted).
24.01 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.
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I.*Dust mop all hard surface / tile floor surfaces; sweep all stairways.
Damp mop all hard surface / tile and wood floors, including stairs,
spray buff all hard surface / tile areas.
J.*Dust mop all wood floors, including gymnasium and activity room
floors,at Harding Recreation Hall,Heritage Hall,Visitors'
Bureau/Railroad Depot, 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.
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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.
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.
24.02 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 / tile floors and stairs.
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I.*Apply new floor finish and buff all hard surface / 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)
L.Fill checklist out completely, initial work performed and indicate time
all work has been completed.
M.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.
24.03 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 / tile floors and stairs; apply new
floor finish, as needed and buff floors.
B.*Buff all hard surface / tile floors / 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).
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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.
24.04 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.
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.
24.05 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
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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.
24.06 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 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.
25.00 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.
25.01 DAILY ACTIVITIES
A.Locate Contractor checklist.Indicate time of arrival and proceed
with all work items indicated as "Daily".
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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.
7.Removal all cobwebs.
A.Empty trash containers;re -line as needed with properly sized bags;
wipe containers clean,as necessary;remove all trash to a
designated central location for disposal.
B.Verify extra toilet paper, paper towel, seat liners, wastebasket liners
and hand soap is fully stocked.
C.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.
D.Lock and unlock all park restrooms locations.Park restrooms are
locked at 10:00 p.m. and opened/unlocked at 06:00 a.m.
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E.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 am.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.
F.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).
G.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.
25.02 MONTHLY ACTIVITIES
A.Replace urinal screens (as needed).
B.Replace waterless urinal cartridges (as needed). No urinal screens
in waterless urinals.
25.03 QUARTLY ACTIVITIES
A.Replace atomizers (as needed).
26.00 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
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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.
26.01 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;
3.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;
4.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.
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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.
26.02 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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26.03 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
CUSTODIAL MAINTENANCE SERVICES
MPLESITES
SA".BID NO. 16-10
INSPECTION RATING FORM
PARK RESTROOMS
SITE:Holiday Park Restrooms INSPECTOR:Kelly Brooks Date:
7/12/15
Possible Previous Rating This
Category Description Points Period Period
No observable trash or litter on floor or surfaces 5 3 5
Waste containers less than 2/3 full 5 ,4 5
Mirrors are clean 5 5 5
Basin, toilets, urinals, counter tops disinfected and
clean (includes exposed pipe(s) underneath fixture 15 15 13
Dispenser cabinets, partitions, stalls, walls and doors
are clean 15 10 15
Floor is free of dirt, debris and build up 15 13 15
No visible dust or mineral build up on fixtures 10 10 8
All dispensers are more than half full 5 5 5
Urinals and toilets flush properly, waterless urinals are
clean and free of urine smell 5 4 5
Lights, vents, ceilings clean and operable 10 7 10
Extra supplies fully stocked (Yes =10, No =0)10 0 10
Rating Totals 100 76 96
Deduction Percent 19 4
Deduction Percent 4%
0.04
Adjusted Payment Formula
Monthly Payment $1,181.04
Deduction Amount $47.24
Adjusted Monthly Payment $1,133.80
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CITY OF CARLSBAD
CUSTODIAL MAINTENANCE SERVICES
SITES
BID NO. 16-10
SAMPLEINSPECTION RATING FORM
FACILITIES
SITE: Calavera Community Ctr INSPECTOR:Kelly Brooks Date:
7/12/15
Possible Previous Rating This
Category Description Points Period Period
Interior General Space
Floors and base moldings clean.No buildup in corners
or along walls 10 9 9
Carpet area is vacuumed and spot free 5 5 2
Interior surfaces are clean and polished 5 5 3
No accumulation of dust, dirt, marks, streaks, smudges
or fingerprints on walls, mirrors, counters or partitions.10 8 8
Restrooms
Commodes, urinals, sinks clean & odor free 15 14 15
No observable trash or litter on floor or surfaces 5 5 4
Waste containers less than 2/3 full 5 5 5
Mirrors are clean 10 8 9
Basin,toilets,urinals,counter tops disinfected and
clean (includes exposed pipes(s) underneath fixtures 10 7 10
Dispenser cabinets, partitions, stalls, walls and doors
are clean 5 4 3 _
Floor is free of dirt debris and buildup 5 4 2
No visible dust or mineral build up on fixtures 5 3 4
All dispensers are more than half full 5 5 1
Urinals and toilets flush properly and waterless urinals
do not smell of urine 5 5 5
Rating Totals 100 87 80
Deduction Percent 8 15
Deduction Percent 15
0.15
Adjusted Payment Formula
Monthly Payment $1,181.04
Deduction Amount $177.16
Adjusted Monthly Payment $1,003.88
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CITY OF CARLSBAD
CUSTODIAL MAINTENANCE SERVICES
PAPLESITESBID NO. 16-10
AP.INSPECTION RATING FORM
SITE: CITY Wide INSPECTOR:Kelly Brooks Date:
7/12/15
Possible Previous Rating Thls
Category Description Points Period Period
Safety 8 8 8
Knowledge of Contract Requirements 6 6 6
Staffing 9 8 8
Equipment & Vehicles 7 7 7
Performance of Additional Work 7 7 7
Observation and Reporting 6 6 6
'Emergency Response 8 7 7
Response to Requests 8 6 6
Office and Communications 7 7 7
Invoicing 6 6 6
Schedule and Reports 7 7 7
Meeting Preparation and Attendance 6 6 6
Administrative Support 7 7 7
Supervision of Operations 8 8 8
Rating Totals 100 96 96
Deduction Percent 0 4
Deduction Percent 4
0.04
Adjusted Payment Formula
Monthly Payment $20,181.04
Deduction Amount $807.24
Adjusted Monthly Payment $19,373.80
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CITY OF CARLSBAD
CUSTODIAL MAINTENANCE SERVICES
SITES
BID NO. 16-10
M Pi
S
0
SAMPLE CLEANING CHECKLIST FORM
Location:Date:
Time In:Time Out:
Restrooms Initials Comments
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
property.
Check if lights, vents, ceilings
operable. 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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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 railings.
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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All Receive -Agenda Item #I
For the Information of the: COUNCIL
City of ACM V CA V CC V
Carlsbad Date 1 City Manager l/
Memorandum
April 25, 2017
To:Mayor and City Council Members
From:John Maashoff, Public. Works Manager
Via:Elaine Lukey, Public Works Director
Re:Additional Material/information Regarding Staff Report Item 1 on the April 25, 2017
consent calendar -Awarding an agreement for citywide custodial services to Prizm
Janitorial Services, Inc.
City-wide custodial services for 19 city facilities and 17 city park restrooms are provided through a
combination of city staff and contracted custodians.A new contract was scheduled to be reviewed for
award by Council on April 25th, 2017.
Staff requested to reschedule the award of contract for custodial services from the April 25th meeting,
to the consent calendar for the May 9th, 2017 meeting.
Deferring the item to May 9th will allow staff time to clarify some of the contract language and verify
exhibits are included as appropriate.
cc:Kevin Crawford, City Manager
Marisa Lundstedt, Chief Operations Officer
Celia Brewer, City Attorney
Sheila Cobian, City Clerk Services Manager