HomeMy WebLinkAbout09/06/2005, C6 - NEW AGREEMENT WITH SAN LOUIS OBISPO LITTLE THEATRE FOR LEASE OF PROPERTY AT 888 MORRO STREET council Mcain`°�9 05
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CITY OF SAN LUIS 0BISP0
FROM: Wendy George;ACAO V11
Prepared By: Betsy Kiser-,Principal Administrative Analyst
SUBJECT: NEW AGREEMENT WITH SAN LUIS OBISPO LITTLE
THEATRE FOR LEASE OF PROPERTY AT 888 MORRO
STREET
CAO RECOMMENDATIONS
Approve a new lease agreement between the City of San Luis Obispo and the San Luis Obispo
Little Theatre (SLOLT)for lease of property at 888 Morro Street.
DISCUSSION
Background
Since 1992, SLOLT has been renting the property at 888 Mono Street for $1.00 per year from
the City for use as a temporary location for its theater. This site was intended to be an interim
location until SLOLT could build a new theater on another piece of City-owned property at 630
Monterey Street in San Luis Obispo. )n 1998, the City entered into a four-year agreement with
SLOLT that allowed for a.twoo-year extension of the lease upon mutual consent of both parties.
In 2002, the lease was extended the additional two years with minor amendments, and expired in
December of 2004.. A new lease is required at this time for SLOLT's continued use of the
facility.
Delay-in the Development of a New Lease Agreement
Although a new lease should have been entered into upon the expiration of the old lease, several
issues were pending that made delaying the development of a new lease desirable until now.
These issues include:
1. Use of.additional-space in.888.Morro Street. For years, the SLOLT has requested the
use of additional rooms in 888 Monro for rehearsals and storage. More space will
most likely trigger a desire by SLOLT to improve the condition of the Theatre and
enter into a longer term agreement with the City for use of the facility. With the
development of the 919 Palm Street offices and the relocation of the Community
Development Department from City Hall to the new location, additional space could
open up for SLOLT use if what the City stores in the building could be relocated to
the basement of City Hall (which is a more desirable and convenient location for City
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CAR—New Lease Agreement with SLOLT Page 2
storage.) Relocation of storage is dependent upon available funding, which is
dependent upon what funding remains after City Hall space is reorganized. Staff and
SLOLT decided to wait until relocation issues were resolved and then evaluate a
longer term to the agreement. However, since it will be another six months until 919
Palm is fitiished and another several months after that until internal space changes are
completed within City Hail, staff believes that it is too long to wait for a new lease. If
and when storage space becomes available, the agreement will be amended to reflect
such usage.
2. Palm/Nipomo parking garage design. Concurrent with the relocation and space issue
addressed above, staff was awaiting a decision by City Council on design alternatives
for the Palm/Nipomo parking garage, which could have eliminated land for a cultural
facility on the parking garage lot. This could have had a bearing on the terms of the
lease developed for use of 888 Monro Street. City Council took action on the parking
garage design on July 5, 2005 and selected design alternatives that provide space for a
cultural facility.
3. Change in SLOLT administration. Between the expiration of the previous lease
agreement and negotiations for the new lease agreement, SLOLT lost its Executive
Director. A new Director has been hired, but will not assume the position until
sometime in September. Staff was awaiting the arrival of the new director to
complete negotiations, but has since been able to work with SLOLT temporary
leadership and the Board of Directors to develop the new agreement.
Proposed New Lease with SLOLT
The new lease contains much of the same language included in the one it supersedes. However,
one major change should be noted. Staff is recommending that the new lease exclude any
reference to "construction milestones". Since 1990, agreements with SLOLT have included a
clause setting "construction milestones" to build a new theatre on another site (dates for site
selection, completion of the design, and ultimately, completion of construction.) These
milestones were included in the agreement primarily because, at the time, the City was
contemplating expanding City Hall onto the site concurrently occupied by SLOLT and wanted to
encourage an aggressive fund raising campaign. With the construction of 919 Palm Street, there
are no immediate plans to use the space and therefore construction milestones are less critical.
Also, since 1990; these milestones have been amended three times to accommodate a slow to
develop capital campaign. In conversations with SLOLT management, they are not pursuing a
major fundraising campaign at this time. Removing the milestones in no way implies that
SLOLT is abandoning their desire for a new theatre. Instead, it simply acknowledges that given
the slow development of fundraising efforts to date and the City's current lack of need for
expansion onto the site, inclusion of construction milestones seems unnecessary and
inappropriate for the lease agreement at this time.
Minor changes are also proposed for the insurance section of the agreement. The City's Risk
Manager has recommended the deletion of the requirement for Little Theatre to provide errors
and omissions liability and auto liability insurance (standard language in our agreements but not
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CAR—New Lease Agreement with SLOLT Page 3
the requirement for insurance to meet our usual A:VII rating, a condition which is very difficult
for a non-profit to meet. Instead, insurance that is provided by SLOLT will need to be acceptable
to the City's Risk Manager.
All other changes are editorial and primarily correct grammatical and typing errors.
The term of the new lease is for five years (2010), with one, two-year option for extension.
CONCURRENCES
The SLOLT Board of Directors reviewed the new lease agreement language,on Monday, August.
22 and approved of its content. (Minutes from meeting not available)
FISCAL IMPACT
There is no change from the fiscal impact of the previous agreement. The City provides the
building to SLOLT for$1.00 per year.
ATTACHMENTS
New Lease Agreement
GASmfMser\Community Parmerships\litde Theatre\CAR-New Lease Agreement 9605.doe
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AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND
THE SAN LUIS OB__ISPO LITTLE THEATRE FOR LEASE OF PROPERTY AT
888 MORRO STREET
This agreement entered into this day of , 2005 is made
by and between the City of San Luis Obispo ("the City") and San Luis Obispo Little Theatre, a
non=profit California corporation, ("Little Theatre").
RECITALS
1. The City owns the premises commonly described as the Old Library, Located at 888
Morro Street in the city of San Luis Obispo, California ("the Old Library").
2. Under a 1993 lease agreement Little Theatre renovated part of the Old Library into
theater space and out that "space to productive use.
3. The City wishes to extend Little Theatre's occupancy of the Old Library while the Little
Theatre accumulates the money needed to build a new community theater in the
downtown.
LEASE PROVISIONS
4, Term of Agreement. The term.of this agreement shall start upon execution by both
parties and expire on December 31, 2010. It supersedes the agreement dated January
15, 2003. The term of this agreement shall be subject to the termination provisions of
Paragraphs 20 and 21. By mutual written consent of both parties, the term of this
Agreement may be extended for a period not to exceed two years.
5. Rent. For use of the portion of the Old Library shown in Exhibits A and B ("the Premis-
es"), Little Theatre shall pay the City a rent fixed at $1.00 per year for the lease term.
6. Extent and Condition of the Premises._ Little Theatre shall accept the Premises "As is'.
This agreement shall not obligate the City to guarantee the condition of'the Premises, the
suitability of the Premises for Little Theatre's intended use, the duration that the
Premises may be safely occupied, or the availability of alternate facilities. Should any
occurrence (such as fire, earthquake, flood, or the need to repair, improve, or use the
Premises) necessitate closing the Premises or a portion of the Premises to the public,
Little Theatre shall have no recourse against the City for any loss incurred.
7. Cost of Operations. Little Theatre shall bear the entire cost of its operations on the
Premises, including:
A. paying a portion of water, electricity and natural gas bills prorated according to
square footage occupied;
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Little Theatre New Lease Agreeniant 9605 _ Page 2
B. paying the cost of any maintenance for which Little Theatre is responsible;
C. paying any taxes and fees related to its occupancy of the Premises, including all
possessory interest taxes which may be imposed.
8. Maintenance of the Premises. Little Theatre agrees to perform all "housekeeping
tasks", as defined in Exhibit.C and attached herein, as well as any routine repairs. Little
Theatre also agrees to perform all "landscape maintenance tasks" as defined in Exhibit D
and attached herein for all newly landscaped property, including the entire bank on the
parking lot.side of the building.
9. Alterations to Building. The City shall be notified before any alterations are made to
the building. Little Theatre shall comply with all applicable procedures of the City's
Building Department and all applicable building codes in making any alterations to the
building's structural, electrical, plumbing, interior and/or exterior systems and furnishes.
10. Fire Inspection. A fire inspection will be completed by the City's Fire Department at
least annually, and more frequently if necessary. Little Theatre shall be responsible for
complying with any corrective notice resulting from such inspections, provided the work is
Within the scope of that contemplated in section 8 (Maintenance) above.
11. Hours of Operation. Little Theatre shall not conduct.rehearsals or productions during
regular business hours, which are defined as 8:00 a.m. to 5:00p.m. Monday through
Friday, except holidays observed by the City. However, activities of the Children's
Educational Theater may take place during regular business hours as long as every
effort is taken to ensure that they do not impact the City's use of the building by creating
unacceptable levels of noise,
Little Theatre may use the building during business hours for purposes other than the
Children's Educational Theater, upon receiving prior approval from the City to ensure no
conflicts with the City's computer training programs.
12. Minimum Theater Production Level. Little Theatre shall annually produce at least 30
Weeks of rehearsals and theater performances..
13. Relationship of Parties. Under this agreement, the City shall be solely and exclusively
a lessor, and Little Theatre shall be solely and exclusively a lessee. Little Theatre shall
not be considered a partner, agent, officer or employee of the City. Little Theatre's
officers, members, affiliates, volunteers, employees and independent contractors shall
not be considered agents, officers or employees of the City.
14. Use of Facilities by Outside Parties. In recognition of the below market lease rate,
Little Theatre agrees:
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Little Theatre New Lease Agreement 9685 Page 3
A. to make the facilities available without fee to the City for official or City-sponsored
uses. In addition, the City shall have first right of use for uncommitted time
periods consistent with the requirements of Little Theatre's own use and other.
provisions of this agreement.
B. to use due diligence in encouraging other performing groups and organizations to
utilize the facilities whenever not in use by Little Theatre. First consideration for
use by others will be given the City (see A above) and to local non-profit groups.
The City and other performing groups and organizations shall be assured use of
the facility at least six (6) weeks per calendar year. At least three (3) of these
weeks shall be in a continuous block. Use of the facility by other groups will be
coordinated with the Little Theatre performance and rehearsal schedule.
The City shall allow Little Theatre to assess use charges for the facility. In turn,
Little Theatre agrees to seethe use charges at a rate which generally reflects the
costs which would be incurred by Little Theatre as a result of the outside use.
However, the City encourages Little Theatre to develop affordable use charges for
non-profit organizations. Arrangements for allowing other groups to use the
facility, and associated use charges, shall be subject to City approval. Such
approval shall not be unreasonably withheld if consistent with the purposes and
intent of this agreement.
C. to prepare an annual report for the City that summarizes the facility's use statistics
for the calendar year and provides an assessment of whether Little Theatre is
allowing public use of the facility consistent with the terms of this agreement.
15. Operations Manager. Little Theatre will provide a full or part-time operations manager
who will be responsible for meeting the terms of this agreement and assuring the fullest
community use of the facility.
16. Assignment. Little Theatre shall not assign this agreement to another party without the
City's prior written consent..
17. Subrogation Waiver. The City and Little Theatre release and relieve each other and
waive their entire rights of recovery against each other for damage from perils covered by
their property insurance, whether due to the negligence of the City, Little Theatre, their
agents, their officers, their employees, or their guests.
18. Hold Harmless and Indemnification. Little Theatre 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 which 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,
- MACHMEN
Little Theatre New Lease Agreement 9605 Page 4
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.
19. Insurance. Little Theatre 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 Little Theatre, its
agents, representatives, employees or sub-contractors.
a. Minimum scope of insurance. Coverage shall be at least as broad as:
i. Insurance Services Office Commercial General Liability coverage
(occurrence form CG 0001).
ii. Workers' Compensation insurance as required_ by the State of California
and Employer's Liability Insurance.
b. Minimum limits of insurance. Little Theatre shall maintain limits no less than:
L 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.
ii. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
c. 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
Little Theatre shall procure a bond guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
d. Other insurance provisions. The general liability policies are to contain, or be
endorsed to contain; the following provisions:
i. 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 Little Theatre; products and completed operations of
Little Theatre; premises owned, occupied or used by Little Theatre; or
automobiles owned, leased, hired or borrowed by Little Theatre. The
coverage shall contain no special limitations on the scope of protection
afforded to the City, its officers, official, employees, agents or volunteers.
ii. For any claims related to this project, Little Theatre's insurance coverage
shall be primary insurance as respects the City, its officers, officials,
employees, agents and volunteers. Any insurance or self-insurance
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ATTACHMENT
Little Theatre New Lease Agreemwnt 9605 Page_5
maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of Little Theatre's insurance and shall not
contribute with it.
iii. Any failure to comply with reporting or other provisions of the policies
including breaches of warranties shall not affect coverage provided to the
City, its officers, officials, employees, agents or volunteers.
iv. Little Theatre'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.
v. 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.
e. Acceptability of insurers. Insurance is to be placed with insurers that are
acceptable to the City's Risk Manager.
f. Verification of coverage. Little Theatre shall furnish the City with a certificate of
insurance showing maintenance of the required insurance coverage. Original
endorsements effecting general liability coverage .required by this clause must
also be provided. 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.
20. Termination. If-the City determines that Little Theatre is not faithfully abiding by any
term or condition of this agreement, the City may send written notification giving Little
Theatre a 30 calendar day notice to cure the deficiency. If Little Theatre has not cured
the deficiency within the 30 days specified in the notice, that failure shall constitute a
breach of the agreement, and the City may give written notice to terminate the
agreement effective 120 calendar days from receipt of the notice.
If the City determines that it needs to use the property at 888 Morro Street for municipal
government purposes (such as civic center expansion), the City may give written notice
to Little Theatre to terminate the agreement effective 180 calendar days from receipt of
the notice.
21. Cooperation upon Termination or Expiration. In the event of termination or
expiration, Little Theatre shall fully cooperate by relocating its operations before the
termination or expiration date and by not seeking relocation assistance from the City. By
midnight on the termination or expiration date Little Theatre shall remove from the
Premises all property in its possession or custody and shall leave the Premises in a
condition as good as when received, excepting normal wear and tear. Any property
remaining on the Premises after the termination or expiration date shall be deemed
abandoned.
CLQ 'O
ATTACHME,
Little Theatre New Lease Agreement 9605 Page 6
22. Notices. All official notices required under this agreement shall be given in writing and
submitted by certified mail, postage prepaid and addressed as follows:
To the City:. City Administrator
City of San.Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
To Little Theatre: President
San Luis Obispo Little Theatre
P.O. Box 122
San Luis Obispo, CA.93406
23. Enforcement Costs and Attorney's Fees. The prevailing party in any action between
the parties to this agreement brought to enforce the terms of this agreement may recover
from the other party its reasonable costs and attorney's fees in connection with such an
action
24. Entirety and Integrity of Agreement. This document.represents the entire and
integrated agreement between the City and Little Theatre. This document supercedes
and negates all prior negotiations, representations, agreements and amendments, either
written or oral, regarding the Premises and the operation of a community performing arts
theater on the Premises. This document may be amended only by written instrument
executed by both the City and Little Theatre. All provisions of this agreement are
expressly made conditions. This agreement shall be governed by the laws of the State
of California.
This agreement is executed by the following authorized representatives:
ATTEST: CITY OF SAN LUIS OBISPO,
A Municipal Corporation
City Clerk Mayor
APPROVED AS TO FORM: LITTLE THEATRE OF SAN LUIS OBISPO
City ey
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LOWER FLOOR.- OLD LIBRARY
BUILDING AREA TO BE OCCUPIED BY SLOLT
LANDSCAPED AREA TO BE MAINTAINED BY SLOLT
EXHIBIT A
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UPPER FLOOR - OLD LIBRARY
BUILDING AREA TO BE OCCUPIED BY SLOLT
EXHIBIT B /1 ta —�
EXHIBIT, G
EXHIBIT A
DESCRIPTIO_ N OF WORK _
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1. Overall.Description of Work. The Contractor shall provide all.labor,equipment, and
materials required to perform.high quality janitorial maintenance at the facility. The
intent of this specification is to procure a high quality maintenance that will result in
attractive building appearance at all times. The intent of this section is to describe,but
not limit,the janitorial maintenance-tasks necessary for high quality maintenance. The
Contractor shall perform the tasks listed plus any additional tasks needed to achieve
attractive building appearance.
2.. Description of Cleaning Compounds
a. Acid Foaming Cleaner(AFC)
1. purpose: removing hard water encrustation, soap scum,rust deposits,.
urinary salts,lime soap,and oily residues
2. required properties: ease of use in foaming equipment, high foaming
characteristics,excellent clinging characteristics
3. required ingredients:corrosion inhibitors,synthetic detergent,phosphoric
acid
4. prohibited ingredients: abrasive materials,hydrochloric-acid
5. examples of acceptable products: Hilyard Shower Foam, Spartan Foamy
Q&A
b. Quaternary Ammonium Germicidal Detergent(QAGD)
1. purpose: cleaning,disinfecting,and deodorizing all surfaces normally
cleaned with water
2. required properties: ease of use in foaming equipment,high foaming
characteristics, excellent clinging characteristics, good detergency mi
hard water,registration as a germicide with the United States Envi-
ronmental Protection Agency
3. required ingredients: synthetic detergent,didecyl dimethyl ammonium
chloride,dimethyl benzyl ammonium chloride
4. prohibited ingredients: abrasives, solvents, soaps,phenols,peroxides,
mercury,iodine
5. examples of acceptable products: Knapp Deoquat, Spartan HDQ
C. General Cleaning Compound Restrictions
1. general purpose cleaners for carpets and vinyl-type floors must have a
neutral pH.measure
2. prohibited ingredients and products: hydrochloric acid;powdered
cleansers,ammonia concentrates,bleach
3. Description of General Maintenance Tasks
a. Report Problems
1. note any of the following problems and report them to the City
representative before 8:00 a.m.on the next working day:pest infesta-
tions,vandalism, damaged fixtures and famishings,clogged drains
(which could not be cleared with a plumber's helper or a short snake),
inoperable lighting fixtures
C —� C
EXHIBIT,
2. immediately report running water which cannot be shut off to the City
representative or the Police Department dispatcher at 781-7312
3. deliver any lost-and-found articles to the San.Luis Obispo Police Station
at 1042 Walnut Street, San Luis Obispo,within 24 hours
b. Empty and Clean Wastebaskets and Traslic-an.s.
I for all.locat I ions except those under"Office Maintenance"empty all
wastebaskets and trashcans and install clean liners of the correct size
2. for all locations under"Office Maintenance"empty central pickup
trashcans and install clean liners of the correct size
3. remove dirt and gime using a cloth dampened with an approved
cleaning solution
C. Empty and Clean Ashtrays
1 remove all smoking material and other debris.from ashtrays
2. remove dirt and grime using a cloth dampened with an approved
cleaning solution
3. sift excess ashes from sand or replace sand
d. Clean and Disinfect Drinking Fountains
1. wash all drinking an fountain sutfices using clean toweling and an approved
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QAGD solution
2. rinse washed surfaces with potable water
3. ensure that all surfaces are free of spots
e. Clean Lobby Counters
1. remove dirt, oil,and fingerprints from all lobby counter surfaces using a
-
cloth dampened With an approved cleaning solution
f. Clean Window and Door Glass at Entrances
2. remove streaks and spots from interior glass surfkes using a cloth and an
approved cleaning solution
9. Wash Window and Door Glass
1. remove any window screens and spray with water to wash
2. wash interior and exterior glass surfaces using an approved cleaning
solution
3. remove all wash water with a,squeegee or cloth
4.. ensure that all glass surfaces are free of streaks and spots
5. remove loose dirt and debris from window sills and other horizontal
surfaces using avacuum cleaner
6. reinstall window screens
h. Wash Window Screens and Louvers
1. spray window screens and louvers with water to wash off loose dirt and
debris
i. Clean Doors,Door Frames,Door Hardware,and Switchplates
1 remove dirt,oil,and fingerprints from doors,door frames,door hardware
(including kickplates),and switchptates using a cloth dampened with an
Approved cleaning solution
j. Clean Window Blinds
I remove dust and dirt-from blinds using an approved method
k. Clean Window Drapes
1. remove dust and dirt from drapes using a vacuum cleaner
1. Clean Interior Walls
i 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
CC
EXHIBIT' �:
m. Remove Graffiti.
I wipe off graffiti using an approved cleaning
ng solution
2. if graffiti i cannot be removed or if paint is worn where graffiti has been
removed,notify the City representative within 24 hours
n. Clean Sidewalks,Patios,and Exterior Foyers
remove loose dirt and debris from paved or tiled surfaces using a push
broom with stiff bristles
2. remove debris from mats byshaking,_ sweeping,or washing
3. remove dirt and debris from benches using a cloth dampened With an
approved 9 cleanin solution
cleaning
o.
Wet Mop Sidewalks,Patios,and Exterior Foyers
I remove loose dirt and debris from payed or tiled surfaces using a push
broom with stiff bristles
2. wash off dirt and grime from paved or tiled surfaces using a wet mop and
bucket with an approved cleaning solution
3. remove stabborn dirt and grime spots from paved or tiled surfaces using
a plastic or nylon scrubbing pad(either hind-held or mounted on a low-
speed
owspeed buffing machine)with an approved cleaning solution 1
4. remove all excess cleaning solution with a wet mop or wet/dry vacuum
:cleaner
5. remove dirt and debris from benches using a cloth dampened with an
approved cleaning solution
P. Vacuum and Spot Clean Carpets
1. remove loose dirt and debris from carpets using a commercial vacuum
cleaner
2. remove spots and stains from carpets using an approved cleaning
solution
q. Bonnet-Clean Carpets
1 clean carpets using a low-speed buffing machine with a special bonnet-
cleaning pad and an approved cleaning solution
I perform carpet cleaning to allow adequate drying time
3. notify building occupants at least two days before carpet cleaning to
allow preparation for furniture moving,
r. Sweep Wood Floors
1. remove loose dirt and debris from wood floors using an untreated,oil-
free dust mop
S. Damp Mop Wood Floors
I remove loose dirt and debris from wood floors using an untreated,oil-
free dust mop
2. remove dirt and grime using a damp mop without soaking the floor
t. Sweep Concrete,Ceramic Tile, and Resilient Floors
1 remove loose dirt and debris from floors using a push broom,dust mop,
or commercial vacuum cleaner
U. Wet Mop Floors
I remove loose dirt and debris from 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 grimespots using aplastic 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
V. Polish Resilient Floors
1. remove loose dirt and debris from resilient floors using a push broom,
dust mop,commercial vacuum cleaner,or auto-scrubbing machine
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. polish floors using a high-speed buffing machine with a burnishing pad
W. Scrub and Recoat Resilient Floors
1. remove loose dirt and debris from resilient 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
6. polish floors using a high-speed buffing machine with a burnishing pad
X. Strip and Recoat Resilient Floors .
I. remove loose dirt and debris from resilient 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
6. polish floors using a high-speed buffing machine with a burnishing pad
Y. Dust Ceilings
1. remove dust and cobwebs from ceilings with a clean cloth,duster, or
vacuum cleaner
Z. Dust Furniture
1. remove dirt and dust from desks, countertops,cabinets, shelf tops,and
wall-hung pictures using a clean dry cloth or a cloth dampened with an
approved cleaning solution
aa. Clean Wall and Ceiling Fixtures
1. remove loose dust and dirt from heating and air conditioning vent
diffusers using a vacuum cleaner
2. remove dirt and grime from all surfaces of overhead light fixtures and
diffusers using a cloth dampened with an approved cleaning solution
3. remove dirt and grime from all surfaces of wall-mounted light fixtures
using a cloth dampened with an approved cleaning solution
- EXHIBIT P C
4. Description of Specific Restroom Maintenance Tasks
a. Disinfect Restroom Doors,Door Frames,Door.Hardware,and Switchplates
1. wipe entire surface area and remove dirt,oil,and fingerprints from doors,
door frames,door hardware including kickplates),and switchplates using
a cloth dampened with an approved QAGD solution
b. Refill Restroom Dispensers
1. check dispensers for soap,toilet paper,paper towels, and seat covers and
refill if necessary
2. disinfect dispensers and surrounding surfaces with an approved QAGD
solution
C. Disinfect Restroom Countertops
1. wipe entire surface area and remove dirt, oil, and fingerprints from all
countertop surfaces using a cloth dampened with an approved QAGD
solution
d. Disinfect Restroom Sinks
I. scrub all sink surfaces using a nylon or plastic bristle brush with an
approved QAGD solution
2. wipe all plumbing fixtures with an approved QAGD solution
3. dry all sink surfaces with clean, dry cloth
4. dry bright plumbing fixtures to prevent water spots
e. Clean Restroom Mirrors
1. remove streaks and spots from mirrors using a cloth and an approved
cleaning solution
f. Disinfect Interior Restroom Walls,Partitions, and Floors(Painted Vertical
Surfaces or No Floor Drain Available)
1. wipe all wall and partition surfaces(including baseboards and cove
moldings)with an approved QAGD solution
2. remove loose dirt and debris from the floor using a push broom,dust
mop,or commercial vacuum cleaner
3. wash dirt and grime from the floor using a wet mop and bucket with an
approved QAGD solution
4. remove stubbom 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
5. remove all excess cleaning solution with a wet mop or wet/dry vacuum
cleaner
g. Disinfect Interior Restroom Walls,Partitions, and Floors(Tile, Stucco,Metal,
Plastic,or Concrete Vertical Surfaces with Floor.Drain Available)
1. remove loose dirt and debris from the floor using a push broom,dust
mop,or commercial vacuum cleaner
2. spray all wall,partition,and floor surfaces(including baseboards and
cove moldings)with an approved QAGD solution
3. rinse thoroughly with clear water
4. dry adjacent fixtures to prevent water spots
h. Scrub Interior Restroom Walls,Partitions, and Floors(Tile, Stucco,Metal, or
Concrete Surface with Drain Available)
1. remove loose dirt and debris from.the floor using a push broom, dust
mop,or commercial vacuum cleaner
2. spray all wall,partition, and floor surfaces (including baseboards and
cove moldings)with an approved acid foaming cleaner
EXHIBIT ,-,' C
3. scrub all surfaces using a plastic or nylon scrubbing pad(either hand-
held or mounted on a low-speed buffing machine)or a power washer
4. rinse thoroughly with clear water
5. dry adjacent fixtures to prevent water spots
i. Disinfect Toilets and Urinals
1. scrub all toilet and urinal surfaces using a nylon or plastic bristle brush
with an approved QAGD solution
2. wipe all exposed plumbing fixtures with an approved QAGD solution
3. dry all surfaces with clean, dry cloth
4. dry bright plumbing fixtures to prevent water spots
j. Descale Toilets and Urinals
1'. remove scale and water rings in toilets and urinals using an approved
bowl cleaner
k. Disinfect Showers and Adjacent Changing Areas
1. spray shower walls, floors, and fixtures with an approved QAGD
solution
2. rinse thoroughly with clear water
3. dy fixtures to prevent water spots
1. Scrub Showers and Adjacent Changing Areas
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
1 rinse thoroughly with clear water
4. dry fixtures to prevent water spots
In. Clean Shower Drain Grates
1. remove hair and other debris from shower drain grates
n. Correct Minor Plumbing Problems
1. clear clogged drains using a plumber's helper or a short snake
2. remove debris from floor drain grates
3. tighten plumbing fittings to stop leaks
4. if plumbing problems cannot be corrected,lock the restroom door,post
an"OUT OF ORDER" sign on the door,and notify the City
representative before 8:00 a.m.on the next working day
o. Polish Brightwork
1. polish all chrome plated or stainless steel surfaces(except stanchions in
shower areas)with an approved polishing compound
2. clean stainless steel stanchions in shower areas with an approved
stainless steel cleaner which will not create a slippery surface if it washes
off onto the surrounding floor
5. Description of Specific Public.Restroom Maintenance Tasks
a. Steam Clean Restroom Interiors
1. remove all paper products from dispensers
2. remove all paper and debris from floors
3. spray doors,door frames,door hardware,switchplates,countertops,
sinks,walls,partitions,floors,toilets,and urinals with an approved
QAGD solution
4. allow the QAGD solution to remain on sprayed surfaces for at least ten
minutes
5. rinse all sprayed surfaces with a steam cleaning machine that sprays
water at a minimum pressure of 1,500 PSI and a minimum temperature
C� -�7
EXHIBIT -.
of 99 degrees Celsius(2 10 degrees Fahrenheit)and that operates from an
independent source of electrical power
6. replace.paper products in dispensers and refill as necessary
b. Steam Clean Drinking Fountains
1. spray drinking fountains with an approved QAGD solution
2. allow the QAGD solution to remain on sprayed surfaces for at least ten
minutes
3. rinse all sprayed surfaces with a steam cleaning machine that sprays
water at a minimum pressure of 1,500 PSI and a minimum temperature
of 99 degrees Celsius(2 10 degrees Fahrenheit)and that operates from an
independent source of electrical power
C. Steam Clean Restroom Exteriors
1. spray window screens and louvers with a steam cleaning machine that
sprays water at a minimum pressure of 1,500 PSI and a minimum
temperature of 99 degrees Celsius(210 degrees Fahrenheit) and that
operates from an independent source of electrical power
2. spray all exterior wall surfaces and walkways with a steam cleaning
machine that sprays water at a minimum pressure of 1;500 PSI and a
minimum temperature of 99 degrees Celsius (2 10 degrees Fahrenheit)
and that operates from an independent source of electrical power
. 6. Description of Specific Breakroom/Kitchen/Meeting Room Maintenance Tasks
a. Refill Breakroom/Kitchen Dispensers
1. check dispensers for soap and paper towels and refill if necessary
2. disinfect dispensers and surrounding surfaces with an approved QAGD
solution
b. Disinfect Breakroom/Kitchen Countertops
1. remove dirt,oil,and fingerprints from all countertop surfaces using a
cloth dampened with an approved QAGD solution
C. Clean Breakroom/Kitchen Cabinets
2. remove dirt, oil, and fingerprints from all cabinet surfaces using a cloth
dampened with an approved cleaning solution
d. Disinfect Breakroom/Kitchen Sinks
3. scrub all sink surfaces using a nylon or plastic bristle brush with an
approved QAGD solution
4. wipe all plumbing fixtures with an approved QAGD solution
5. dry all sink surfaces with clean,dry cloth
6. dry bright plumbing fixtures to prevent water spots
e. Clean Microwave and Conventional Ovens
1. remove dirt,grime,grease, and food particles from all interior and
exterior-surfaces of microwave ovens using a cloth dampened with an
approved cleaning solution
f. Clean Refrigerators
2. remove food from refrigerators
3. remove dirt,grime, grease, and food particles from all interior and
exterior surfaces of refrigerators using a cloth dampened with an
approved cleaning.solution
4. return food to refrigerators
g. Clean and Arrange Tables and Chairs
1. remove dirt,grime, grease, and food particles from tables and chairs
using a cloth dampened with an approved cleaning solution
2. arrange tables and chairs in the configuration specified by the building
maintenance supervisor
C � = 1
EXHIBIT ,�'.0
Housekeeping Maintenance Task List
DAILY TASKS
Report Problems (3.a)
Empty and Clean Wastebaskets and Trashcans (3.b)
Empty and Clean Ashtrays (3.c)
Clean and, Disinfect Drinking Fountains (3.d)
Clean Lobby Counters (3.e)
Clean Window and Door Glass at Entrances (3.f)
Remove or report Graffiti (3.m)
Sweep Sidewalks, Patios, and Exterior Foyers (3.n)
Vacuum and Spot Clean Carpets (3,p)
Wet Mop Floors (3.u)
Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates (4.a)
Refill Restroom Dispensers (4;13)
Disinfect Restroom Countertops (4.c)
Disinfect Restroom Sinks (4A)
Clean Restroom Mirrors (4.e)
Disinfect Interior Restroom Walls, Partitions, and Floors (4.g)
Disinfect Toilets and Urinals (4.i)
Correct or report Minor Plumbing Problems(4.n)
Refill Breakroom Kitchen Dispensers (6.a)
Disinfect Breakroom Kitchen Countertops (6.b)
Disinfect Breakroom Kitchen Sinks (6.d)
Clean Microwave and Conventional Ovens (6.e)
Clean and Arrange Tables and Chairs (6.g)
WEEKLY TASKS:
Clean Doors, Door Frames, Door Hardware, and Switchplates (3.i)
Clean Window Blinds (3.j)
Clean Interior Walls (3.1)
Polish Resilient Floors (3.v)
Dust Furniture (3.z)
Scrub Interior Restroom Walls, Partitions, and Floors (4.h)
Descale Toilets and Urinals (4.j)
Clean Breakroom Kitchen Cabinets (6.c)
Clean Refrigerators (6.1)
MONTHLY TASKS:.
Dust Ceilings (3,y)
Polish Brightwork (4.o)
CCS �Za
EXHIBIT �. G
QUARTERLY-TASKS:
Scrub and Recoat Resilient Floors (3.w)
Wash Window and Door Glass (-3.g)
Bonnet-Clean Carpets (3.q)
ANNUAL TASKS:
Strip and Recoat Resilient Floors (3.x)
Dust Wall and Ceiling Fixtures (3.aa)
- EXHIBIT ?'-. C..
Craft Maintenance Task List
MONTHLY TASKS:
Fire and Alarm Monitoring Service
QUARTERLY TASKS_:
HVAC Service
Pest.Control Service
Lighting and Electrical Maintenance
ANNUAL TASKS:
Roof and Gutter Maintenance
Drain and Sump Maintenance
Fan and Motor Maintenance
Handrail.Painting
Lock and Door Hardware Maintenance
Fire Maintenance
FIVE YEARS:
Relamping
Termite Inspection
Fire Sprinkler Certification
TEN YEARS:
Lighting Ballast Replacement
Cc� _aa
I.
Exhibit - (�
Landscape Maintenance Tasks
General Description of Work. Landscape maintenance performed by the SLOLT ("the
Lessee")shall include litter control,walkway maintenance,irrigation operations and maintenance, pest
control, turf maintenance,groundcover maintenance,shrub and shrub bed maintenance,and tree
maintenance. The intent of this attachment is to describe a high level of maintenance.that will present
a pleasing appearance at all times and protect exterior areas from deterioration.
1. Litter Control.
A. Ground Litter. The Lessee shall pick up all litter.
B. Posted Material. The Lessee shall remove all posters,flyers,signs,and advertisements
including staples,tacks,nails,and tape that are attached to trees,poles,and any other structures.
C. Disposal of Gathered Litter_and Material. Disposal of collected litter shall be at the
Lessee's expense.
2. Walkway Maintenance:
A. Litter Control. The Lessee shall remove all trash,weeds,and foreign objects from
walkways. The Lessee shall then remove all trash,weeds and foreign objects from the site.
B. Blow Pack Use. In the downtown area,blow packs may be used between 7:00 a.m. and
10:00 a.m. In residential areas blow packs maybe used between 8:00 a.m. and 5:00 p.m. All litterswept
with a blow pack shall be picked up and removed from the site. Because of inherent noise and dust
,problems,the Lessee shall display courtesy and consideration towards citizens and businesses whenever a
blow pack is used.
C. Washing. Washing walkways shall not be permitted unless specifically authorized by the
City's representative.
D. Pruning. In addition to the specified scheduled pruning,the Lessee shall prune shrubs
and groundcovers whenever necessary to keep walkways clear and to maintain pedestrian safety.
3. Irrigation Operations and Maintenance.
A. Manual Irrigation. The Lessee shall manually irrigate vegetation as required to maintain
proper plant growth. This manual irrigation shall include watering with hoses,hose bibs,quick couplers,
nozzles,and sprinklers furnished by the Lessee. Manual irrigation may be required in addition to, in
conjunction with,or in the absence of automatic irrigation. The Lessee shall irrigate at times of the day
that shall ensure maximum plant health and minimum inconvenience for people using the area. As much
as practical the Lessee shall avoid water runoff onto roadways, walkways and other hard surfaces.
B. Water Conservation. All manual irrigation schedules shall comply with any watering
restrictions imposed by the City of San Luis Obispo Utilities Department during drought conditions.
When the Utilities Department has imposed watering restrictions,the Lessee shall consult with the City's
representative to determine the best allocation of available water,considering plant species, time of year,
location, and other environmental factors. Each week the Lessee shall monitor the effects of manual
C Le - �-3
Exhibit
irrigation. During periods of officially declared water use restrictions,the Lessee shall report each month
the amount of water used at each work location.
C. Automatic Irrigation Operation. The Lessee shall operate all automatic irrigation
systems. Automatic irrigation shall normally take place during night or early rriorning hours: During
rainy periods the Lessee shall shut off all irrigation controllers. At the completion of a rainy period,the
Lessee shall tum on and reprogram the controllers. The Lessee shall program automatic controllers for
seasonal water requirements.
D. Automatic Irrigation Inspection and Repair. By definition automatic irrigation systems
shall include controllers,backflow devices, remote control valves and boxes,gate valves,quick coupling
valves,main lines, control wiring,lateral lines,fittings and hose bibs, and vandal-proof enclosures. The
Lessee shall perform regular irrigation system inspections and repair any equipment from the ground
lateral up, including sprinkler heads,risers,drip emitters,and tubing. The Lessee shall report any other
irrigation problem to the City as soon as noted,including particularly any repairs needed for irrigation
controllers.The Lessee shall manually irrigate an area as needed while an irrigation controller_ is being
repaired
4. Pest Control.
A. Protection of Vegetation. The Lessee shall control and eliminate weeds,insects,rodents,
and diseases that harm vegetation. In performing this pest control work,the Lessee shall use only
materials and methods that will not harm the vegetation.
B. Pesticide.Application Licenses and Permits. The Lessee and its employees and sub
contractors shall have and maintain all required permits and licenses required by the State of California
before applying any pesticide.
C. Pesticide Acceptability. Any pesticide used shall be selected from the list approved by
the State of California Department of Pesticide Regulations.
5. Turf Maintenance.
A. Mowing. The Lessee shall mow turf in a workmanlike manner that ensures a smooth
surface without scalping or leaving excessive cuttings. For turf mowing the Lessee shall use a reel-type
mower equipped with rollers or a rotary-type mower. All mowing equipment shall be adjusted to the
proper cutting heights and sharpened adequately. Mowing height shall be two inches for all turf areas..
Immediately before each mowing,the Lessee shall remove all litter and trash.from turf areas.
Immediately after each mowing,the Lessee shall clean all adjacent walkways.
B. Mechanical Edging. The Lessee shall edge all turf borders to leave a neat,uniform line
and eliminate all grass invasion into adjacent areas. The Lessee shall also edge around other obstacles
within turf areas to leave a neat,well-trimmed appearance and to allow optimum operation of sprinkler
heads.. When using string trimmers the Lessee shall take care to protect trees and shrubs from damage.
Power edgers with rigid blades shall leave a well-defined v-shaped edge that extends into the soil.
C. Chemical Edging and Detailing. The Lessee may apply edging chemicals around areas
such as planters,building walls,trees,fence lines,and sprinkler heads. Before applying chemicals, the
Lessee.shall trim all areas to the proper height.
(� Exhibit
D. Fertilizing. .The Lessee shall fertilize all turf areas four times a year;the turf shall be
fertilized in March,June,September and December Following application, fertilizer shall be thoroughly
watered into the soil within 24 hours.The turf fertilizer shall be a complete fertilizer with a ratio of 4-1-2..
The Lessee shall evenly broadcast the fertilizer at a minimum rate of one pound actual available nitrogen
per 1,000 square feet of turf area per application..
E. Weed Control. The Lessee shall maintain turf areas in a weed free condition. The
Lessee shall also perform any additional weeding necessary to keep the turf free of weeds. This
additional weeding may be performed by hand or by using selective herbicides.
6. Groundcover Maintenance.
A. Ed in . The Lessee shall mechanically edge all groundcover areas. The primary
purpose for edging the groundcover shall be to prevent it from growing onto walkways,roadways, hard
surfaces, fences,and walls.
B. Fertilizins. The Lessee shall fertilize all groundcover areas .Where the specified
fertilizing frequency is two times a year,the groundcover shall be fertilized in April and September.
Following application,fertilizer shall be thoroughly watered into the soil within 24 hours. The
groundcover fertilizer shall be a complete balanced low release fertilizer with a ratio of 12-12-12. The
Lessee shall evenly broadcast the fertilizer at a minimum rate:often pounds per 1,000 square feet of
groundcover area per application.
C. Weed_ Control. The Lessee shall maintain groundcover areas in a weed free condition.
This weeding may be performed by hand or by using selective herbicides.
7. Shrub and Shrub Bed Maintenance
A. Pruning. The Lessee shall prune all shrubbery.The primary purpose for pruning the
shrubbery shall be to encourage healthy and attractive growth according to prescribed industry practices.
Such pruning shall encourage the graceful,natural growth of the shrub and shall maintain plant health
through removal of dead,diseased,or injured wood. The secondary purpose for pruning the shrubbery
shall be to prevent it from growing onto walkways,roadways, and other hard surfaces. Where the -
specified pruning frequency is two times per year,the shrubs shall be pruned in the spring and fall. When
required,the Lessee shall remove dead shrubbery.
B.. Fertilizing. The Lessee shall fertilize all shrub areas.Where the specified fertilizing
frequency is two times a year,the shrubs shall be fertilized in April and September.Following
application,fertilizer shall be thoroughly watered into the soil within 24 Hours.The shrub fertilizer shall
be a complete balanced low release fertilizer with a ratio of 12-12-12. The Lessee shall evenly broadcast
the fertilizer at a minimum rate of ten pounds per 1,000 square feet of shrub bed area per application.
C. Weed Control. The Lessee shall maintain all shrub beds in a weed free condition. This
weeding may be performed by hand or by using selective herbicides. When weeding is completed,the
Lessee shall rake the shrub beds clear of all leaves and debris.
8. Tree Maintenance.
A. Pruning. The Lessee shall prune and maintain all trees behind the sidewalk. Street trees
will be the responsibility of the city.
Exhibit
B. Staking. The Lessee shall make staking repairs to all trees as required. Repairs shall
include replacing or repairing ties,and refastening boards and braces.
.9. Task Frequencies.
A. Removing litter:once every week
B. Cleaning walkways:once every week
C. Mowing turf once every week
D. Edging turf, once every other week
E. Edging groundcover once every month
F. Controlling weeds in groundcover: once every month
G. Controlling weeds in shrub beds: once every month
H. Fertihzina turf once every three months
I. Controlling weeds in turf once every six months
I Fertilizing groundcover:once every six months
K. Fertilizing shrubs:.once every six months
L. Pruning shrubs: once every six months
C� -a�
VIII IIII III �
a council mcmomnoum
city of San Luis osispo, aainimstnatjoo aepaatment
DATE: September 6, 2005 RECEIVED
TO: City Council SEP 0 6 2005
VIA: ken.Hampian, City Administrative Officer SLO CITY CLERK
FROM- Wendy George, Assistant City Administrative Officer
SUBJECT: San Luis Obispo Little Theatre Lease Renewal U
Council member Ewan asked that staff provide an estimate of the value of San Luis Obispo Little
Theatre's lease with the City if it were paid at current.market prices. The portion of the old library
building leased by the Little Theatre is approximately 8,000 square feet. Currently, office and retail
space in the downtown is leasing in a range of$2.00 to $2:50 per square foot. Assuming the low end
of the range, due to the nature of the building and.its location on the edge of downtown, the market rate
would be about $16,000 per month. This value is just an estimate, but given that the actual cost to the
Little Theatre is $1.00 per year, provides some perspective on the level of in-kind assistance provided
by the City through the lease.
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