Loading...
HomeMy WebLinkAbout04-15-2014 C3 RFP for Building Janitorial Service FROM: Daryl R. Grigsby, Director of Public Works Prepared By: Andrew Collins, Public Works Supervisor, Facilities SUBJECT: REQUEST FOR PROPOSALS TO FURNISH JANITORIAL MAINTENANCE SERVICES, SPECIFICATION NO. 91274 RECOMMENDATION 1. Approve the specifications for Janitorial Maintenance Services, Spec. No. 91274 2. Authorize staff to distribute the Request for Proposals 3. Authorize the City Manager to execute an agreement if contract prices are within the available annual budget of $249,500 for janitorial services. DISCUSSION Background As part of doing business, the City contracts with private vendors and businesses for a variety of services, including Building Janitorial work. Janitorial services were identified several years ago as an area where it is cost effective to use contract services instead of regular staff. Current Request for Proposals The existing contract for janitorial maintenance services expires on June 30, 2014. Staff recommends approval to advertise and distribute a Request for Proposals (RFP) to furnish janitorial maintenance services for the City of San Luis Obispo. Staff also recommends Council authorization of the City Manager to award a contract if within approved budget amounts. This RFP covers contract janitorial maintenance services from July 1, 2014 to June 30, 2018 at the following locations: Public Safety Offices: Recreation Facilities: Police Station Jack House Service Building and Restrooms Police Station Annex Meadow Park Multi-Purpose Building Police Downtown Office Ludwick Community Center Emergency Communication Center Senior Center Fire Station One Offices City County Library Community Rooms Parking Division Facilities: Utilities Department Facilities: Parking Offices Utilities Office General Offices: City Hall Offices Corporation Yard Offices Old Library Offices Parks and Recreation Offices Public Works Community Development Offices 4/15/14 C3 - 1 Janitorial Maintenance Services Page 2 The Request for Proposals Process The City used a strictly low bid approach in the 1990s for its service contracts. Using this approach for janitorial maintenance service contracts created problems with low bidders cutting corners and continually requesting price adjustments to make ends meet. The consequences were marginal, often unacceptable work, and strained relations between the City representatives and the contractor. Larger companies, providing higher quality and more comprehensive services, did not submit bids. To remedy this situation, the City switched to issuing an RFP that called for proposing firms to submit a qualification proposal, including general information, references, and insurance information, and a separate cost proposal. The City’s purchasing policy designates maintenance services as a General Purchase and defines the requirements for purchase based on the estimated dollar value of the services. The Policy requires issuance of a formal Bid or RFP document approved by the City Council for services with a cost greater than $100,000. Service contracts do not have an identified Central Purchasing authority under the Policy, and so each department completes service contracts as needed to facilitate delivery of services. The City’s Charter does not address the purchase of maintenance services, focusing instead on purchases relating to public projects. Building janitorial services that are not a component of a contracted public works project are not considered a public project under the Public Contract Code by definition in section 1101 and, more specifically in section 22002(c)(4). Janitorial services of this kind are also specifically excepted from the definition of maintenance work subject to prevailing wage requirements under the Section 16000 of Title 8 of the California Code of Regulations. The City’s Municipal Code, sections 3.24.190 and 3.24.210, specify award to the lowest responsible bidder, where, in addition to the bid or quotation price, the character, integrity, reputation, judgment, experience and efficiency of the bidder, and its ability to perform the services required, within the time specified, are used as criteria for determining the lowest responsible bid or quotation. The Municipal Code specifies that this evaluation may include an analysis of previous work performed for the City. The City’s RFP document is a good tool to obtain, and make decisions regarding these characteristics of the proposing firms, in addition to evaluating cost proposals. When staff recommends award to other than a low bidder, these elements of evaluation are discussed and the recommendation justified. The RFP calls for the proposing firms to submit qualifications, including general information, proposed work schedule, references, and insurance information, in addition to a cost proposal. The review team will look at and rank all the proposals based on experience, expertise, approach to completing the work, the company’s understanding of the work scope, and the proposed compensation before finalizing a recommendation for awarding contracts. This process has been used successfully over the last thirteen years for several operations and maintenance contracts, such as park restroom cleaning, landscape maintenance, parking lot cleaning, parking meter coin collection, parking garage security services, sidewalk steam cleaning, uniform and linen services, and transit service, just to name a few. This approach has attracted proposals from well-established companies and resulted in excellent quality service at reasonable prices. C3 - 2 Janitorial Maintenance Services Page 3 The issuance and processing of the RFP is managed by the Engineering and Maintenance Division of Public Works. In addition, the Parking Services Division of Public Works and the Utilities Department are active participants in the selection of the contractors and provide oversight and management of the work. The contract includes a provision for annual cost increases based on changes in the consumer price index. The City can terminate the contract at any time or make service level adjustments based on the City’s satisfaction with the contractor or its fiscal situation. Longer Contract Term Most Public Works operations and maintenance contracts have an initial term of four years with an option to extend for another two years if service is satisfactory. Extending the contract term to the full 6 years has the following advantages: 1. It allows contractors to recover startup and capital costs over a longer period. Consequently, contract prices can be lower. 2. It makes budgeting for contract costs more predictable because contract prices remain stable. 3. It eliminates frequent and time-consuming contract solicitations. 4. It reduces disruption that occurs when there is a change in contractor. The transition period for such a change usually requires temporary but intensive supervision from Public Works employees while the new contractor becomes comfortable with the work. Regularly Recurring vs. Routine Tasks of Varying Frequency The specification describes two types of work: 1) regularly scheduled tasks that make up the ongoing day-to-day housekeeping workload, and 2) routine tasks that are recurring, but are performed on a less regular schedule, as needed. These routine tasks include window washing, high dusting, carpet extraction, carpet bonnet-cleaning, hard floor scrubbing and recoating, and spot cleaning folding tables and stacking chairs. The price proposal in the specification includes a monthly price for the regularly scheduled tasks at each location and unit prices for the routine tasks at each location. In this way, the City has the flexibility to request a routine task such as carpet extraction only when it appears necessary. In budgeting for these routine tasks, a certain frequency at each location is assumed; however, flexibility is retained because these tasks, while required for ongoing upkeep, have no specified schedule. CONCURRENCES Review by stakeholders of alternate award criteria resulted in concurrences from Parks and Recreation, Police, Fire, and Utilities Departments. The City Attorney and the Director of Finance & Information Technology have previously reviewed and concurred with the alternative award criteria being used. The Matrix Consulting Group assessment for the Public Works Department noted that the Facility Maintenance Division uses the right balance of contractors and in-house staff, and overall, felt the Division has an effective mix of contractors and in-house staff. C3 - 3 Janitorial Maintenance Services Page 4 FISCAL IMPACT Funding for Janitorial Maintenance Services is found in the 2014-15 Facilities Maintenance, Parking, and Utilities Department budgets. Cost Estimates for Janitorial Maintenance Services Annual Estimated Cost of Regularly Scheduled Tasks Annual Estimated Cost of Periodic Tasks Annual Estimated Cost of All Tasks Annual Amount Budgeted Public Safety Offices $44,000 $4,125 $48,125 $52,000 General Offices $103,000 $22,800 $125,800 $126,300 Parking Offices $7,300 $1,400 $8,700 $8,900 Utilities Office $3,400 $1,300 $4,700 $5,400 Recreation Facilities $46,000 $6,000 $52,000 $56,900 Total $203,700 $35,625 $239,325 $249,500 ATTACHMENT 1. Request for Proposals T:\Council Agenda Reports\2014\2014-04-01\RFP for Building Janitorial Service (Grigsby-Collins)\CAR 91274 RFP to Furnish Janitorial Maintenance Services.docx C3 - 4 The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. 990 Palm Street  San Luis Obispo, CA 93401 Request for Proposals To Furnish JANITORIAL SERVICES Specification No. 91274 The City of San Luis Obispo is requesting sealed proposals to furnish janitorial services under Specification No. 91274 over a four-year term (with an option to extend for another two years). All proposals must be received by the Department of Finance (990 Palm St) by 3:00 p.m. on Thursday, May 15, 2014. Proposals received after said time will not be considered. Each proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the proposal title, specification number, proposer name, and time and date of the Qualification Proposal opening (May 21, 2014 at 2 pm in the Council Hearing Room). Proposals shall be submitted using the forms provided in the specification package. MANDATORY: A presubmittal meeting will be held at 10:00 a.m. on Wednesday, April 30th, 2014 at the City's Corporation Yard, 25 Prado Road, San Luis Obispo, California. The purposes of this meeting will be to 1) answer any questions that prospective proposers may have about this specification and 2) schedule prospective proposers for a tour of work locations on Thursday, May 1st, 2014. A prospective proposer must attend this meeting in order to submit a proposal. Failure to attend the pre- submittal meeting is cause for the proposal to be rejected. The specification may be obtained by calling Public Works Department at (805) 781-7200. Additional information may be obtained by calling Andrew Collins at (805) 781-7219. C3 - 5 Specification No. 91274 TABLE OF CONTENTS A. Description of Work 1 B. Locations and Frequencies of Work 6 C. General Terms and Conditions 23 D. Special Terms and Conditions 27 E. Form of Agreement 30 F. Insurance Requirements 32 G. Proposal Submittal Forms 34 C3 - 6 1 Section A DESCRIPTION OF WORK The Contractor shall provide all labor, equipment, and materials required to perform high quality janitorial service at the locations and frequencies listed in Section II of this specification. The intent of this specifica- tion is to procure high quality janitorial service that will result in attractive building appearance at all times. The intent of this section is to describe, but not limit, the janitorial tasks necessary for high quality janitorial service. The Contractor shall perform the tasks listed plus any additional tasks needed to achieve attractive building appearance. The tasks described in paragraphs A through C are regularly scheduled tasks. The tasks described in paragraphs D through L are tasks that the Contractor shall perform when requested by the City. DESCRIPTIONS OF REGULARLY SCHEDULED TASKS A. General Janitorial Tasks 1. Use Appropriate Cleaning Compounds a. do not use cleaning compounds with the following ingredients: hydrochloric acid, phenols, perox- ides, mercury, and iodine b. post Material Safety Data Sheets (MSDS) for all cleaning compounds wherever such cleaning compounds are stored at City locations c. whenever and wherever feasible, use “green” cleaning compounds that are environmentally friendly 2. Report Problems a. note any of the following problems and report them to the City representative before 7:30 a.m. on the next working day: pest infestations, vandalism, graffiti, damaged fixtures and furnishings, clogged drains (that cannot be cleared with a plunger), inoperable lighting fixtures b. immediately report running water which cannot be shut off to the Police Department dispatcher at 781-7312 to notify Building Maintenance Standby for response. c. secure any lost-and-found articles in a janitorial closet and notify the City representative 3. Empty and Clean Wastebaskets and Trashcans a. for all “Recreation Facilities” and “Public Safety Office” locations, empty all wastebaskets, trashcans, and recycling containers and install clean liners of the correct size b. for all “General Office” locations, empty central pickup trashcans and recycling containers and install clean liners of the correct size. c. ensure deposit of any interior collected recycle materials is placed separately from trash in appropriate exterior recycle bins. 4. Empty and Clean Ashtrays a. remove all smoking material and other debris from ashtrays 5. Clean and Disinfect Drinking Fountains a. wash all drinking fountain surfaces using clean toweling and an approved Quaternary Ammonium Germinal Detergent (QAGD) solution b. rinse washed surfaces with potable water c. ensure that all surfaces are free of spots d. polish all stainless steel surfaces with an approved polishing compound 6. Clean Lobby Counters a. remove dirt, oil, and fingerprints from all lobby counter surfaces using a cloth dampened with an approved cleaning/disinfecting solution b. do not use abrasive products on counter surfaces 7. Spot Clean Window and Door Glass at Entrances and on Interior Partitions a. remove streaks, spots, and fingerprints from interior glass surfaces using a cloth and an approved cleaning solution C3 - 7 2 8. Spot Clean Doors, Door Frames, Door Hardware, and Switchplates a. remove dirt, oil, and fingerprints from doors, door frames, door hardware (including kickplates), and switchplates using a cloth dampened with an approved cleaning solution 9. Spot Clean Interior Walls a. gently remove dirt, oil, and fingerprints from interior wall surfaces using a cloth dampened with an approved cleaning solution and following procedures appropriate for the surface to be cleaned 10. Vacuum Carpets a. remove loose dirt and debris from all carpets using a commercial vacuum cleaner 11. Spot Clean Carpets a. remove spots and stains from carpets using a truck-mounted or portable carpet extraction machine 12. Dust Mop Wood Floors a. remove loose dirt and debris from wood floors using an untreated, oil-free dust mop 13. Damp Mop Wood Floors a. remove loose dirt and debris from wood floors using an untreated, oil-free dust mop b. remove dirt and grime using a damp mop without soaking the floor 14. Sweep Concrete, Ceramic Tile, and Resilient Floors a. remove loose dirt and debris from floors using a push broom, dust mop, or commercial vacuum cleaner 15. Wet Mop Floors a. on resilient floors, remove loose dirt and debris from floors using a push broom, dust mop, or commercial vacuum cleaner b. wash off dirt and grime using a wet mop and bucket with an approved cleaning solution c. remove stubborn dirt and grime spots using a plastic or nylon scrubbing pad (either hand-held or mounted on a low-speed buffing machine) with an approved cleaning solution d. remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner 16. Dust below Eight Feet a. remove dirt and dust from countertops, cabinets, shelf tops, wall-hung pictures, cubicle partition caps, and horizontal baseboard surfaces using a clean dry cloth or a cloth dampened with an approved cleaning solution B. Specific Restroom Janitorial Tasks 1. Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates a. wipe entire surface area and remove dirt, oil, and fingerprints from doors, door frames, door hard- ware (including kickplates), and switchplates using a cloth dampened with an approved QAGD solution 2. Refill Restroom Dispensers a. check dispensers for soap, toilet paper, paper towels, and seat covers and refill if necessary b. disinfect dispensers and surrounding surfaces with an approved QAGD solution 3. Disinfect Restroom Countertops a. wipe entire surface area and remove dirt, oil, and fingerprints from all countertop surfaces using a cloth dampened with an approved QAGD solution b. do not use abrasive products on counter surfaces 4. Disinfect Restroom Sinks a. scrub all sink surfaces using a nylon or plastic bristle brush with an approved QAGD solution b. wipe all plumbing fixtures with an approved QAGD solution c. dry all sink surfaces with clean, dry cloth d. dry bright plumbing fixtures to prevent water spots 5. Spot Clean Restroom Mirrors a. remove streaks, spots, and fingerprints from mirrors using a cloth and an approved cleaning C3 - 8 3 solution 6. Disinfect Restroom Walls and Partitions a. wipe all wall and partition surfaces (including baseboards and cove moldings) with an approved QAGD solution 7. Disinfect Restroom Floors a. remove loose dirt and debris from the floor using a push broom, dust mop, or commer cial vacuum cleaner b. wash dirt and grime from the floor using a wet mop and bucket with an approved QAGD solution c. remove stubborn dirt and grime spots from the floor using a plastic or nylon scrubbing pad (either hand-held or mounted on a low-speed buffing machine) with an approved QAGD solution d. remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner 8. Disinfect and Descale Toilets and Urinals a. scrub all toilet and urinal surfaces using a nylon or plastic bristle brush with an approved QAGD solution b. rinse toilet seat surfaces with clear water c. wipe all exposed plumbing fixtures with an approved QAGD solution d. dry all surfaces with clean, dry cloth e. dry bright plumbing fixtures to prevent water spots f. as necessary, remove scale and water rings in toilets and urinals using an approved bowl cleaner 9. Disinfect Showers and Adjacent Changing Areas a. spray shower walls, floors, and fixtures with an approved QAGD solution b. rinse thoroughly with clear water c. dry fixtures to prevent water spots 10. Clean Shower Drain Grates a. remove hair and other debris from shower drain grates 11. Check for and Correct Minor Plumbing Problems a. clear clogged drains using a plunger b. remove debris from floor drain grates c. if plumbing problems cannot be corrected, notify the City representative before 7:30 a.m. on the next working day 12. Polish Brightwork a. polish all chrome plated or stainless steel surfaces with an approved polishing compound C. Specific Breakroom/Kitchen/Meeting Room Janitorial Tasks 1. Refill Breakroom/Kitchen Dispensers a. check dispensers for soap and paper towels and refill if necessary b. disinfect dispensers and surrounding surfaces with an approved QAGD solution 2. Disinfect Breakroom/Kitchen Countertops a. remove dirt, oil, and fingerprints from all countertop and table surfaces using a cloth dampened with an approved QAGD solution b. do not use abrasive products on counter surfaces C3 - 9 4 3. Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens a. remove dirt, oil, and fingerprints from all cabinet, refrigerator, and conventional oven exterior surfaces using a cloth dampened with an approved cleaning solution 4. Disinfect Breakroom/Kitchen Sinks a. scrub all sink surfaces using a nylon or plastic bristle brush with an approved QAGD solution b. wipe all plumbing fixtures with an approved QAGD solution c. dry all sink surfaces with clean, dry cloth d. dry bright plumbing fixtures to prevent water spots 5. Clean Microwave Ovens a. remove dirt, grime, grease, and food particles from all interior and exterior surfaces of microwave ovens using a clean paper towel dampened with an approved cleaning solution and wipe all surfaces dry 6. Spot Clean Breakroom/Meeting Room Tables and Chairs a. as necessary, remove dirt, grime, grease, and food particles from permanently arranged tables and chairs using a cloth dampened with an approved cleaning solution b. maintain tables and chairs in the configuration specified by the City representative 7. Wipe Down Breakroom/Meeting Room Tables and Chairs a. wipe down all surfaces of permanently arranged tables and chairs using a cloth dampened with an approved cleaning solution DESCRIPTIONS OF PERIODICALLY REQUESTED TASKS D. Complete Window Washing 1. remove any window screens and louvers 2. spray window screens and louvers with water to wash off loose dirt and debris 3. remove loose dirt and debris from interior window sills, sash tracks, and other horizontal surfaces using a vacuum cleaner 4. wash interior and exterior glass surfaces using an approved cleaning solution 5. remove all wash water with a squeegee or cloth 6. ensure that all glass surfaces are free of streaks and spots 7. wipe interior window frames with a dampened cloth 8. reinstall window screens and louvers 9. remove dust and dirt from blinds using a vacuum cleaner with HEPA filter 10. remove dust and dirt from drapes using a vacuum cleaner with HEPA filter E. Exterior Window Washing 1. remove any window screens and louvers 2. spray window screens and louvers with water to wash off loose dirt and debris 3. wash exterior glass surfaces using an approved cleaning solution 4. remove all wash water with a squeegee or cloth 5. ensure that all glass surfaces are free of streaks and spots 6. reinstall window screens and louvers C3 - 10 5 F. Carpet Extraction 1. notify building occupants at least two days before carpet extraction to allow time for moving personal items off the floor 2. remove loose dirt and debris from carpets using a commercial vacuum cleaner 3. pre-treat carpets using an approved carpet shampoo solution and agitate visible stains 4. extract all carpets using a truck-mounted or portable carpet extraction machine with heated water 5. extract all carpets using a truck-mounted or portable carpet extraction machine without water 6. complete all extraction activity before 12:00 midnight to allow adequate drying time before occupancy the next morning G. Carpet Bonnet-Cleaning 1. notify building occupants at least two days before carpet bonnet-cleaning to allow time for moving personal items off the floor 2. remove loose dirt and debris from carpets using a commercial vacuum cleaner 3. clean carpets using a low-speed buffing machine with a special bonnet-cleaning pad and an approved cleaning solution 4. complete all carpet bonnet-cleaning activity before 2:00 a.m. to allow adequate drying time before occupancy the next morning H. Hard Floor Scrubbing and Recoating 1. remove loose dirt and debris from resilient and terrazzo floors using a push broom, dust mop, or commercial vacuum cleaner 2. wash off dirt and grime using a wet mop and bucket with an approved cleaning solution 3. remove stubborn dirt and grime spots using a plastic or nylon scrubbing pad (either hand-held or mounted on a low-speed buffing machine) with an approved cleaning solution 4. remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner 5. apply one coat of an approved polymer finish to the entire floor area I. Hard Floor Stripping and Recoating 1. remove loose dirt and debris from resilient and terrazzo floors using a push broom, dust mop, or commercial vacuum cleaner 2. remove all dirt, grime, and stains and strip off all the existing finish using a low-speed buffing machine with a nylon scrubbing pad and an approved stripping solution 3. remove all stripping solution with a wet mop or wet/dry vacuum cleaner 4. apply one coat of an approved polymer base to the entire floor area 5. apply two coats of an approved polymer finish to the entire floor area J. High Dusting above Eight Feet 1. remove loose dust, dirt, and cobwebs from ceilings, beams, ductwork, HVAC diffusers, light fixtures, and horizontal surfaces with a clean cloth, duster, or vacuum cleaner with HEPA filter 2. take care that dust and dirt do not fall onto areas below K. Shower and Changing Area Scrubbing 1. spray shower walls, floors, and fixtures with an approved acid foaming cleaner 2. scrub walls, floors, and fixtures using a nylon or plastic bristle brush 3. rinse thoroughly with clear water 4. dry fixtures to prevent water spots L. Spot Cleaning Folding Tables and Stacking Chairs 1. remove dirt, grime, grease, and food particles from folding tables and stacking chairs using a cloth dampened with an approved cleaning solution C3 - 11 6 Section B LOCATIONS AND FREQUENCIES OF WORK Locations of work are grouped into three categories: RECREATION FACILITIES Jack House Service Building and Restrooms, 536 Marsh Street Meadow Park Multi-Purpose Building, 2333 Meadow Street Ludwick Community Center, 864 Santa Rosa Street Senior Center, 1445 Santa Rosa Street City County Library Community Rooms, 995 Palm Street GENERAL OFFICES City Hall Offices, 990 Palm Street Corporation Yard Offices, 25 Prado Road Old Library Offices, 888 Morro Street Parking Offices, 1260B Chorro Street Parks and Recreation Offices, 1341 Nipomo Street Public Works and Community Development Offices, 919 Palm Street Utilities Offices, 879 Morro Street PUBLIC SAFETY OFFICES Police Station, 1042 Walnut Police Station Annex, 1016 Walnut Police Downtown Office, 840 Marsh Street Emergency Communication Center, 1135 Roundhouse Fire Station One Offices, 2160 Santa Barbara On the following pages are listed the tasks and frequencies of work for all locations. Following each task is a reference to the paragraph letter and number in Section I that describes the task in detail. C3 - 12 7 JANITORIAL TASKS AND FREQUENCIES JACK HOUSE SERVICE BUILDING AND RESTROOMS, 536 MARSH STREET CATEGORY: Recreation Facilities APPROXIMATE AREA: 400 Square Feet WORK PERIOD: Year-round APPROXIMATE DAILY USERS: 20 ALLOWED WORKHOURS: 11:00 p.m. to 10:00 a.m. CITY REPRESENTATIVE: Parks and Recreation Facilities Supervisor, 781-7300 TWO TIMES A WEEK TASKS (Monday and Friday): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Walls and Partitions (B.6) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Check for and Correct Minor Plumbing Problems (B.11) Polish Brightwork (B.12) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) WEEKLY TASK: Dust below Eight Feet (A.16) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Spot Cleaning Folding Tables and Stacking Chairs (L) C3 - 13 8 JANITORIAL TASKS AND FREQUENCIES MEADOW PARK MULTI-PURPOSE BUILDING, 2333 MEADOW STREET CATEGORY: Recreation Facilities APPROXIMATE AREA: 2,900 Square Feet WORK PERIOD: Year-round APPROXIMATE DAILY USERS: 50 ALLOWED WORKHOURS: 11:00 p.m. to 7:00 a.m. CITY REPRESENTATIVE: : Parks and Recreation Facilities Supervisor, 781-7300 THREE TIMES A WEEK TASKS (Sunday, Wednesday, Friday): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Wet Mop Floors (A.15) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) WEEKLY TASK: Dust below Eight Feet (A.16) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) High Dusting above Eight Feet (J) C3 - 14 9 JANITORIAL TASKS AND FREQUENCIES LUDWICK COMMUNITY CENTER,864 SANTA ROSA STREET CATEGORY: Recreation Facilities APPROXIMATE AREA: 12,000 Square Feet WORK PERIOD: Year-round APPROXIMATE DAILY USERS: 200 ALLOWED WORKHOURS: 11:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: : Parks and Recreation Facilities Supervisor, 781-7300 SIX TIMES A WEEK TASKS (Tuesday through Sunday): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) THREE TIMES A WEEK TASKS: Vacuum Carpets (A.10) Dust Mop Wood Floors (A.12) Damp Mop Wood Floors (A.13) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) Spot Cleaning Folding Tables and Stacking Chairs (L) C3 - 15 10 JANITORIAL TASKS AND FREQUENCIES SENIOR CENTER, 1445 SANTA ROSA STREET CATEGORY: Recreation Facilities APPROXIMATE AREA: 5,800 Square Feet WORK PERIOD: Year-round APPROXIMATE DAILY USERS: 60 ALLOWED WORKHOURS: 11:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: : Parks and Recreation Facilities Supervisor, 781-7300 SIX TIMES A WEEK TASKS (Tuesday through Sunday): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Wet Mop Floors (A.15) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) THREE TIMES A WEEK TASKS: Vacuum Carpets (A.10) Dust Mop Wood Floors (A.12) Damp Mop Wood Floors (A.13) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) High Dusting above Eight Feet (J) C3 - 16 11 JANITORIAL TASKS AND FREQUENCIES CITY COUNTY LIBRARY COMMUNITY/CONFERENCE ROOMS, 995 PALM STREET CATEGORY: Recreation Facilities APPROXIMATE AREA: 3,000 Square Feet WORK PERIOD: Year-round APPROXIMATE DAILY USERS: 60 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: : Parks and Recreation Facilities Supervisor, 781-7300 FIVE TIMES A WEEK TASKS (Saturday, Sunday, Monday, Wednesday, Friday): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Spot Cleaning Folding Tables and Stacking Chairs (L) C3 - 17 12 JANITORIAL TASKS AND FREQUENCIES CITY HALL OFFICES, 990 PALM STREET CATEGORY: General Offices APPROXIMATE AREA: 24,000 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 43 APPROXIMATE DAILY VISITORS: 50 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Building Maintenance Supervisor, 781-7219 FOUR TIMES A WEEK TASKS (Monday through Thursday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) THREE TIMES A WEEK TASKS: Vacuum Carpets (A.10) Mon, Wed, Thurs. Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) C3 - 18 13 JANITORIAL TASKS AND FREQUENCIES CORPORATION YARD OFFICES BUILD B, 25 PRADO ROAD (including building A carpentry & mechanics restrooms) CATEGORY: General Offices APPROXIMATE AREA: 10,000 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 51 APPROXIMATE DAILY VISITORS: 10 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Building Maintenance Supervisor, 781-7219 THREE TIMES A WEEK TASKS (Monday-Wednesday-Friday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) C3 - 19 14 JANITORIAL TASKS AND FREQUENCIES OLD LIBRARY OFFICES, 888 MORRO STREET (including upstairs restrooms, showers, and wellness room, hallway, stairs and ramp entry ) CATEGORY: General Offices APPROXIMATE AREA: 1,600 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 4 APPROXIMATE DAILY VISITORS: 5 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Building Maintenance Supervisor, 781-7219 FOUR TIMES A WEEK TASKS (Monday through Thursday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) THREE TIMES A WEEK TASKS: Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) PERIODICALLY REQUESTED TASKS: Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) Complete Window Washing (D) (Wellness Room only) Exterior Window Washing (E) (Wellness Room Only) C3 - 20 15 JANITORIAL TASKS AND FREQUENCIES PARKING OFFICES, 1260B CHORRO STREET (including the parking meter repair shop, shower/locker room, and utility room) CATEGORY: General Offices APPROXIMATE AREA: 4,400 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 10 APPROXIMATE DAILY VISITORS: 35 ALLOWED WORKHOURS: 6:00 p.m. to 7:00 a.m. CITY REPRESENTATIVE: Parking Manager, 781-7234 FIVE TIMES A WEEK TASKS (not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) THREE TIMES A WEEK TASKS: Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) C3 - 21 16 JANITORIAL TASKS AND FREQUENCIES PARKS AND RECREATION OFFICES, 1341 NIPOMO STREET CATEGORY: General Offices APPROXIMATE AREA: 3,400 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 24 APPROXIMATE DAILY VISITORS: 100 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: : Parks and Recreation Facilities Supervisor, 781-7300 THREE TIMES A WEEK TASKS (Monday-Wednesday-Friday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) C3 - 22 17 JANITORIAL TASKS AND FREQUENCIES PUBLIC WORKS AND COMMUNITY DEVELOPMENT OFFICES, 919 PALM STREET CATEGORY: General Offices APPROXIMATE AREA: 16,000 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 70 APPROXIMATE DAILY VISITORS: 50 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Building Maintenance Supervisor, 781-7219 THREE TIMES A WEEK TASKS (Monday-Wednesday-Friday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) C3 - 23 18 JANITORIAL TASKS AND FREQUENCIES UTILITIES OFFICES, 879 MORRO STREET CATEGORY: General Offices APPROXIMATE AREA: 3,500 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 11 APPROXIMATE DAILY VISITORS: 15 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Supervising Administrative Assistant, 781-7215 THREE TIMES A WEEK TASKS (Monday-Wednesday-Friday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Check for and Correct Minor Plumbing Problems (B.11) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Disinfect Restroom Walls and Partitions (B.6) Polish Brightwork (B.12) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) C3 - 24 19 JANITORIAL TASKS AND FREQUENCIES POLICE STATION, 1042 WALNUT STREET CATEGORY: Public Safety Offices APPROXIMATE AREA: 24,000 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 75 APPROXIMATE DAILY VISITORS: 20 ALLOWED WORK HOURS: 4:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Assistant to the Police Chief, 781-7020 FIVE TIMES A WEEK TASKS (Monday through Friday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Empty and Clean Ashtrays (A.4) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Walls and Partitions (B.6) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Polish Brightwork (B.12) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) NOTE: Once a week flush each detention cell floor drain with a bucket of water. PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) C3 - 25 20 JANITORIAL TASKS AND FREQUENCIES POLICE STATION ANNEX, 1016 WALNUT STREET CATEGORY: Public Safety Offices APPROXIMATE AREA: 1,100 square feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 9 APPROXIMATE DAILY VISITORS: 1 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Assistant to the Police Chief, 781-7020 TWICE WEEKLY TASKS (Mondays and Thursdays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Walls and Partitions (B.6) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Check for and Correct Minor Plumbing Problems (B.11) Polish Brightwork (B.12) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) C3 - 26 21 JANITORIAL TASKS AND FREQUENCIES POLICE DOWNTOWN OFFICE, 840 MARSH STREET CATEGORY: Public Safety Offices APPROXIMATE AREA: 75 square feet WORK PERIOD: As Requested APPROXIMATE OCCUPANTS: 1 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Assistant to the Police Chief, 781-7020 TASK LIST ONE = IS TO BE CONSIDERED A PERIODICALLY REQUESTED TASK FOR ONE PRICE: Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Vacuum Carpets (A.10) Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) TASK LIST TWO = ADDITIONAL SITE PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) High Dusting above Eight Feet (J) C3 - 27 22 JANITORIAL TASKS AND FREQUENCIES DISPATCH CENTER, 1135 ROUNDHOUSE STREET CATEGORY: Public Safety Offices APPROXIMATE AREA: 3,600 Square Feet WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 4 APPROXIMATE DAILY VISITORS: 2 ALLOWED WORK HOURS: Preferable before 5pm CITY REPRESENTATIVE: Assistant to the Police Chief, 781-7020 TWO TIMES A WEEK TASKS (not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Walls and Partitions (B.6) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Disinfect Showers and Adjacent Changing Areas (B.9) Clean Shower Drain Grates (B.10) Check for and Correct Minor Plumbing Problems (B.11) Polish Brightwork (B.12) Refill Breakroom/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) NOTE: Once a week flush each detention cell floor drain with a bucket of water. PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) Hard Floor Scrubbing and Recoating (H) Hard Floor Stripping and Recoating (I) High Dusting above Eight Feet (J) Shower and Changing Area Scrubbing (K) C3 - 28 23 JANITORIAL TASKS AND FREQUENCIES FIRE STATION ONE OFFICES, 2160 SANTA BARBARA STREET (including admin area office, common area cubicles, all individual staff offices, conference room, restrooms and public areas, training Room, kitchenette, and the gym restroom) CATEGORY: Public Safety Offices APPROXIMATE AREA: 3000sqft WORK PERIOD: Year-round APPROXIMATE OCCUPANTS: 15 APPROXIMATE DAILY VISITORS: 10 ALLOWED WORKHOURS: 6:00 p.m. to 6:00 a.m. CITY REPRESENTATIVE: Battalion Chief, 781-7397 TWO TIMES A WEEK TASKS (Monday & Thursday; not including City holidays): Use Appropriate Cleaning Compounds (A.1) Report Problems (A.2) Empty and Clean Wastebaskets and Trashcans (A.3) Clean and Disinfect Drinking Fountains (A.5) Clean Lobby Counters (A.6) Spot Clean Window and Door Glass at Entrances and on Interior Partitions (A.7) Spot Clean Doors, Door Frames, Door Hardware, and Switchplates (A.8) Spot Clean Interior Walls (A.9) Vacuum Carpets (A.10) Wet Mop Floors (A.15) Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (B.1) Refill Restroom Dispensers (B.2) Disinfect Restroom Countertops (B.3) Disinfect Restroom Sinks (B.4) Spot Clean Restroom Mirrors (B.5) Disinfect Restroom Walls and Partitions (B.6) Disinfect Restroom Floors (B.7) Disinfect and Descale Toilets and Urinals (B.8) Check for and Correct Minor Plumbing Problems (B.11) Polish Brightwork (B.12) Spot Clean Breakroom/Meeting Room Tables and Chairs (C.6) Refill Break room/Kitchen Dispensers (C.1) Disinfect Breakroom/Kitchen Countertops (C.2) Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens (C.3) Disinfect Breakroom/Kitchen Sinks (C.4) Clean Microwave Ovens (C.5) WEEKLY TASKS: Spot Clean Carpets (A.11) Dust below Eight Feet (A.16) Wipe Down Breakroom/Meeting Room Tables and Chairs (C.7) PERIODICALLY REQUESTED TASKS: Complete Window Washing (D) Exterior Window Washing (E) Carpet Extraction (F) Carpet Bonnet-Cleaning (G) High Dusting above Eight Feet (J) C3 - 29 24 Section C GENERAL TERMS AND CONDITIONS A. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall meet all of the terms and conditions of this specification. By virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of all provisions of this specification. B. Proposal Submittal. Each proposal must be submitted on the forms provided in Section VII of this specification and accompanied by any other required submittals or supplemental materials. These forms and other required materials must be submitted according to the procedures outlined in Section VII. C. Insurance Certificate. Each proposal must include a certificate of insurance showing: 1. The insurance carrier and its A.M. Best rating 2. Scope of coverage and limits 3. Deductibles and self-insured retention The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance coverage during proposal evaluation. As discussed under paragraph K below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section VI. D. Price Proposal Figures. The monthly prices and unit prices listed on the Price Proposal form must be entered in figures in the spaces provided on the form. If the monthly prices and the amounts listed for the totals of monthly prices are not in agreement, the monthly prices alone will be considered as representing the proposer's intention, and the total of monthly prices will be corrected to conform to the monthly prices listed. E. Proposal Withdrawal and Opening. A proposer may withdraw its proposal without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the proposer unopened. No proposal received after the time specified or at any place other than that stated in the "Request for Proposals" will be considered. F. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make, file, or be interested in more than one proposal, except an alternative proposal when specifically requested. However, an individual or business entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has quoted prices on materials to such proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposers submitting proposals. G. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. H. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section IV of this specification for proposal evaluation and contract award criteria. C3 - 30 25 I. Competence and Responsibility of Proposers. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposers. Proposers shall provide in a timely manner all information that the City deems necessary to make such a determination. J. Contract Requirement. The proposer to whom an award is made (the Contractor) shall execute a written agreement with the City within ten calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The agreement shall be made in the form adopted by the City and incorporated in this specification. K. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages, and amounts specified in Section VI of this specification within ten calendar days after notice of contract award as a precondition to agreement execution. L. Business License and Tax. The Contractor must have a valid City of San Luis Obispo business license and tax certificate before execution of the agreement. Additional information regarding the City's business license and tax may be obtained by calling (805) 781-7134. M. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work of this specification in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. N. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations, and adopted codes during its performance of the work in this specification. O. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. P. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary to complete the work of this specification. Q. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. R. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect, and maintain such fences, temporary railings, barricades, lights, signs, and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. S. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged as a result of the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. T. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of the work in this specification that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work in this specification. C3 - 31 26 U. Contractor Non-Discrimination. In the performance of the work in this specification, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. V. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done in this specification by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. W. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor (Net 30). X. Inspection. The Contractor shall furnish the City with every reasonable opportunity for the City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this specification. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve the Contractor of any of its obligations to fulfill its contract requirements. Y. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by the Contractor in preparing its invoices to the City as a condition precedent to any payment to the Contractor. Z. Interests of the Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect, or otherwise—that would conflict in any manner or degree with the performance of the work in this specification. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of this work, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. AA. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect, and hold the City and its agents, officers, and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees, agents, or officers that arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers, or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers, or employees. BB. Contract Assignment. The Contractor shall not assign, transfer, convey, or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. CC. Sub-contract Provisions. No portion of the work pertinent to this contract shall be sub-contracted without written authorization by the City. C3 - 32 27 DD. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a ten calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. EE. Termination for Convenience. Whenever it may be in the City’s best interest, the City may terminate the agreement with 30 calendar days written notice. C3 - 33 28 Section D SPECIAL TERMS AND CONDITIONS A. Presubmittal Meeting. A presubmittal meeting will be held at 10:00 a.m. on Wednesday, April 30, 2014 at the City's Corporation Yard, 25 Prado Road, San Luis Obispo, California. The purposes of this meeting will be to 1) answer any questions that prospective proposers may have about this specification and 2) schedule prospective proposers for a tour of work locations as described in paragraph B below. A prospective proposer must attend this meeting in order to submit a proposal. B. Tour of Work Locations. The City will conduct tours of the work locations at 10:00 a.m. and 3:00 p.m. on Thursday, May 1, 2014, starting at the City’s Corporation Yard, 25 Prado Road, San Luis Obispo, California. The purpose of this tour will be to allow prospective proposers to examine the work locations and ask additional questions about the work to be performed. A prospective proposer must attend one of these tours in order to submit a proposal. C. Proposal Evaluation and Contractor Selection. Proposals will be evaluated by a review committee using the following three-phase review, selection, and contract award process: Phase 1 – Proposal Review The review committee will review the general proposal forms submitted (Information about the Proposer, References, Statement of Past Contract Disqualifications, and Insurance Certificate). Three to five proposers will be selected for follow-up interviews based on 1) quality, clarity and responsiveness of the proposal 2) competence and qualifications necessary for successfully performing the work and 3) recent experience in successfully performing similar services. Phase 2 – Interviews and Contractor Selection Selected proposers will be interviewed by the review committee. The purposes of this interview will be to 1) evaluate communication and interpersonal skills and 2) clarify and resolve any questions and issues about the proposal. Based on results of the interviews, the review committee will rank the proposers based on qualifications. Phase 3 – Contract Award Recommendation After ranking the proposers based on qualifications, the review committee will review the submitted price proposals for the ranked proposers. The review committee will then use this price information to further evaluate the proposals and select the best proposer based on a combination of qualifications and price. If the price proposal for the selected proposer is not within the range of acceptable prices, the review committee will negotiate with the selected proposer to establish an acceptable price. If negotiations are unsuccessful, the review committee will repeat the process with the next best proposer until an acceptable price can be established and the review committee can recommend that a contract be awarded. D. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the best proposer and to accept the next best proposal from a proposer that is not experiencing a labor action, and to declare it to be the best proposer. E. Failure to Accept Contract. The following will occur if the proposer to whom the award is made (the Contractor) fails to enter into the contract: the award will be annulled and an award may be made to the next best proposer which shall fulfill every stipulation as if it were the party to whom the first award was made. C3 - 34 29 F. Agreement Term. The term of the Agreement for this specification shall be from July 1, 2014 to June 30, 2018. If service is satisfactory, the City may extend the term until June 30, 2020 by written notification to the Contractor. G. Compensation Adjustment. Original contract prices shall remain in effect through June 30, 2015. Beginning in the year 2015, on July 1 of each year contract prices shall be increased by a percentage equal to the percentage increase in the U.S. Consumer Price Index/All Urban Consumers (CPI-U) from March in the previous year to March in the year of adjustment. Example: The original contract price is $1,000 per month. This price remains in effect until June 30, 2015. The Consumer Price Index/All Urban Consumers (CPI-U) increases by 2.5 percent between March 2014 and March 2015. On July 1, 2015 the contract price increases by 2.5 percent from $1,000 per month to $1,025 per month. The new contract price applies to work completed after July 1, 2015. This same process repeats the following year. H. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City that clearly identifies the name of the contract and the contract specification number. I. City Representative. The City's representative for all issues regarding the agreement for this specification shall be the representative listed for each location in Section II. J. Workhours. The Contractor shall perform the specified work during the workhours listed in Section II for each location. The Contractor shall not perform any of the specified work outside of these workhours without the City representative's prior written consent. The Contractor shall not start work at a location until all scheduled activities or events are completed at that location. K. Contractor's Responsibility for Damage. The Contractor shall replace or repair City property lost or damaged as a result of the Contractor's actions or negligence. The Contractor shall not be responsible for loss or damage caused by theft and vandalism by third parties, unless the theft or damage results from the Contractor's negligence. L. Security of Work Locations. For work locations secured by locks, the City shall provide the Contractor with the required keys or combinations. The Contractor shall properly secure these locations when specified work is completed and shall replace or repair City property lost or damaged when locks are not properly set. M. Daily Inspections and Correction of Deficiencies. On each day that tasks are scheduled, a City employee may inspect each location to ensure that scheduled tasks have been completed. If any tasks have not been completed, that employee shall report the deficiency to the City representative, who shall in turn report the deficiency by e-mail to the Contractor before 9:00 a.m. on the day the deficiency occurred. If the Contractor does not return and perform the work before 12:00 noon on the day the deficiency occurred and does not confirm with the City representative that the deficiency has been corrected, it shall forfeit five percent of the monthly price for the location where the deficiency occurred. The City will deduct such a forfeiture from its next payment. N. Approval of Materials. The Contractor shall not use any material for the specified work without the City's prior written approval of that material. If requested, the Contractor shall furnish to the City without charge samples of materials for examination and testing. O. Toxic and Hazardous Materials. The Contractor shall furnish to the City a list of all materials used for the specified work that are regulated by law as toxic or hazardous. With this list the Contractor shall include and maintain a Material Safety Data Sheet for each toxic or hazardous material at each site. The Contractor shall train its employees in the proper handling of any toxic or hazardous materials. P. Storage and Handling of Materials and Equipment. The Contractor shall store materials or equipment on City property only in areas approved by the City representative. C3 - 35 30 Q. Qualifications and Conduct of the Contractor's Employees. The Contractor's employees shall be competent and qualified to perform the specified work and shall perform the specified work in an orderly manner. All staff employed in the work shall wear a shirt or jacket clearly identifying the Contractor’s company. If the City representative advises the Contractor that an employee is incompetent, unqualified, or disorderly, the Contractor shall remove that employee from the specified work for the duration of the agreement. When performing the specified work the Contractor's employees shall not bring to the work locations any pets, any children, or any persons not employed under the agreement. Because of sensitive information at the Police Station, the Police Station Annex, and the Police Downtown Office, the City must conduct a background investigation on any of the Contractor’s employees who may work at these locations. This background investigation may include, but not be limited to, inquiries to the Department of Justice, the Federal Bureau of Investigation, and the California Department of Motor Vehicles. It may also entail contacting previous employers and soliciting character references. A record on file with any of these agencies and organizations will not necessarily disqualify the Contractor's employee from working at these locations. R. Shutdowns at Work Locations. The City may periodically shut down a work location for scheduled or unscheduled repairs and maintenance. When this situation occurs, the City shall give the Contractor 28 days notice. The Contractor shall cooperate with the City in temporarily discontinuing service or reassigning janitorial employees to perform janitorial service work at other City locations during these shutdowns. S. Accuracy of the Specification. This specification is believed by the City to be accurate and to contain no affirmative misrepresentation nor any concealment of fact. In preparing its proposal, the proposer and all subcontractors named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in this specification which could easily have been ascertained by examining either the project site or accurate data in the City's possession. Although the effect of ambiguities or defects in this specification will be as determined by law, any patent ambiguity or defect shall give rise to a duty of the proposer to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the proposer. An ambiguity or defect shall be considered patent if it is of such a nature that the proposer, assuming reasonable skill, ability, and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the proposer or subcontractors to notify City in writing of specification defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. To the extent that this specification constitutes a performance specification, the City shall not be liable for costs incurred by the successful proposer to achieve the project’s objective or standard beyond the amounts provided therefor in the proposal. In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in this specification, or any other matter whatsoever, the Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1) working day of the Contractor's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in this specification concerning the dispute. C3 - 36 31 Section E FORM OF AGREEMENT (For review only. Do not fill out this form.) AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as the City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as the Contractor. W I T N E S S E T H: WHEREAS, the City requested proposals for to furnish janitorial service per Specification No. 90693; and WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said janitorial services. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from July 1, 2014 to June 30, 2018. If service is satisfactory, the City may extend the term until June 30, 2020 by written notification to the Contractor. 2. INCORPORATION BY REFERENCE. City Specification No. 91274 and the Contractor's proposal dated [date], are hereby incorporated in and made a part of this Agreement. 3. THE CITY'S OBLIGATIONS. For providing janitorial services as specified in this Agreement, the City will pay and the Contractor shall receive therefor payments based upon the actual work received by the City at the monthly prices proposed by the Contractor and accepted by the City. 4. THE CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by the City, the Contractor agrees with the City to do everything required by this Agreement and the said specification. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Engineer of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. C3 - 37 32 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Andrew Collins City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor Name Address 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO ________________________________ Katie Lichtig City Manager APPROVED AS TO FORM: CONTRACTOR ________________________________ By: _____________________________________ J. Christine Dietrick City Attorney C3 - 38 33 Section F INSURANCE REQUIREMENTS Operation & Maintenance Contracts The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 20 10 Prior to 1993 or CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as determined by the City). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self- insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. C3 - 39 34 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing required coverage. Original endorsements effecting general liability and automobile liability coverage are also required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. C3 - 40 35 Section G PROPOSAL SUBMITTAL FORMS A complete proposal must include the forms in this section plus the required insurance certificate. These required proposal documents shall be enclosed in two separate sealed envelopes. The first envelope shall be labeled “Qualification Proposal” and shall include the following proposal documents completed in full: 1. Information about the Proposing Firm 2. References 3. Statement of Past Contract Disqualifications 4. Insurance Certificate The second envelope shall be labeled “Price Proposal” and shall include the Price Proposal form. These envelopes shall be enclosed in a larger envelope that shall be sealed and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA 93401. In order to guard against premature opening, the larger envelope should be clearly labeled with the proposal title, specification number, and name of the proposing firm. C3 - 41 36 INFORMATION ABOUT THE PROPOSER Specification No. 91274 Janitorial Services Firm Name Mailing Address City, State, ZIP Phone Number FAX Number Business Type (proprietorship/partnership/corporation) Years Operating under this Firm Name Insurance Company’s A.M. Best Rating Authorized Representative Title of Authorized Representative Signature of Authorized Representative and Date C3 - 42 37 REFERENCES List three references that can vouch for the ability of your firm to provide the services included within the scope of the specification. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information. Reference No. 1 Firm Name Mailing Address City, State, ZIP Authorized Representative Phone Number FAX Number Reference No. 2 Firm Name Mailing Address City, State, ZIP Authorized Representative Phone Number FAX Number Reference No. 3 Firm Name Mailing Address City, State, ZIP Authorized Representative Phone Number FAX Number C3 - 43 38 STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances.  Do you have any disqualification as described in the above paragraph to declare? Yes  No   If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Representative C3 - 44 1 PRICE PROPOSAL The undersigned, who is authorized to represent the proposer and has carefully examined Specification No. 91274, proposes to furnish the services described in Sections I and II of Specification No. 91274 for the prices quoted below in full. NOTES: The City may either 1) award one agreement to one proposer for all of the specified work or 2) award separate agreements to different proposers for the three individual work categories. Do not enter prices in grayed-out cells. Round prices to the nearest whole dollar. A proposer must quote prices for all locations within at least one category. Unit Price for Spot Monthly Unit PriceUnit PriceUnit PriceUnit Price Cleaning Price for Unit PriceUnit Price Unit Price forforfor for Shower Folding Regularly for Complete for Exterior Unit Price for Carpet Hard FloorHard Floor High Dusting and Changing Tables ScheduledWindowWindow for Carpet Bonnet-Scrubbing andStripping and above Area and Stacking RECREATION FACILITIES Tasks WashingWashing Extraction Cleaning RecoatingRecoating Eight Feet Scrubbing Chairs Jack House Service Building and Restrooms Meadow Park Multi-Purpose Building Ludwick Community Center Senior Center City County Library Community Rooms Total of Monthly Prices GENERAL OFFICES City Hall Offices Corporation Yard Offices Old Library Offices Parking Offices Parks and Recreation Offices Public Works/Comm. Development Offices Utilities Offices Total of Monthly Prices PUBLIC SAFETY OFFICES Police Station Police Station Annex Police Downtown Office Monthly = Task List One Emergency Dispatch Center Fire Station One Offices Total of Monthly Prices Signature of Authorized Representative: Date: C3 - 45 Page intentionally left blank. C3 - 46