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HomeMy WebLinkAbout05/01/2001, C4 - REQUEST FOR PROPOSALS TO FURNISH JANITORIAL SERVICE SPECIFICATION NO. 90201 C. co N n c i L Mauna DSam j Ac,Enba RepoRt mm Kumbr / ^ CITY O F SAN LUIS OBI S PO FROM: Michael D. McCluskey, Public Works Director VM Prepared By: David Elliott, Administrative Analyst SUBJECT: Request for Proposals to Furnish Janitorial Service Specification No. 90201 CAO RECOMMENDATIONS: 1) Approve the"Request for Proposals to Furnish Janitorial Service, Specification No. 90201" 2) Authorize distribution of the request for proposals 3) Authorize the City Administrative Officer to award a contract if contract prices are within the cost estimates of$162,800 DISCUSSION Background The existing contract for janitorial service expires on June 30, 2001. This RFP covers contract janitorial service from July 1, 2001 to June 30, 2005 at the following locations: Recreation Facilities: Public Restrooms: Jack House Service Building and Restrooms French Park Restrooms Meadow Park Multi-Purpose Building Islay Hill Park Restrooms Recreation Center Johnson Park Restroorns Senior Center Laguna Lake Park Lakeside Restrooms Laguna Lake Park Hillside Restrooms Meadow Park Restrooms Offices: Mission Plaza Restrooms City Hall Offices (partial) Mitchell Park Restrooms Old Library Offices Parking Lot No. 2 Restrooms Parking Offices Santa Rosa Park Restrooms Utilities Offices Santa Rosa Softball Field Restrooms Sinsheimer Park Restrooms Throop Park Restrooms (Janitorial service for all other City locations is provided by regular and temporary employees.) Focusing on Experience and Capability rather than Price With operations and maintenance contracts, sometimes awarding a contract to the firm with the lowest price works well. But using this approach for the existing janitorial service contract (at all 04N Council Agenda Report—RFP to Furnish Janitorial Service Page 2 locations except City Hall, the Old Library, and the Utilities offices) has created two major problems. First, because of inexperience or miscalculation, the existing contractor (which was awarded the contract primarily on the basis of low price) underestimated the cost of service required by the specification. To survive the term of the contract, this firm has either cut corners or continually requested price adjustments.. The consequences have been marginal, often unacceptable, work and strained relations between Public Works representatives and the contractor. Second, because of the low bids typically submitted and accepted, many large reputable companies, which could deliver acceptable work, have refrained from bidding because they suspected their legitimate prices would probably be undercut by less experienced firms. To remedy this situation, Public Works has drafted an RFP that calls for the proposing firms to submit two sealed envelopes, the first with a qualifications proposal (including general information, references, and insurance information) and the second with a price proposal. The RFP then lays out the following three-phase selection process: 1) A review committee opens the qualifications proposal and selects three to five firms for follow-up interviews. 2) The review committee interviews the selected fines and ranks them. 3) The review committee opens the submitted price proposals and uses price information to further evaluate the proposals and recommend the best fine. This approach should attract more proposals from well-established companies and should allow Public Works more flexibility to consider qualifications as well as reasonableness of prices. Public Works estimates that prices with a reputable contractor for locations now served by a low- bid contractor will be about 50 percent higher than existing prices. Evaluation of Employee Compensation Getting high-quality work from an operations and maintenance contract depends on the competence and experience of the contractor's employees. For this reason, the RFP requires each prospective contractor to state the hourly straight-time gross compensation rate for the contractor's employees. Reputable firms have indicated that a rate of $9.25 per hour is the minimum competitive wage needed to retain competent and experienced janitors in the private sector. The review committee will use the wage rate as one important factor in weighing the qualifications of each proposing firm. Longer Contract Tern The length of most Public Works operations and maintenance contracts has been two to four years. The recommended term for this contract is four years with an option to extend for another two years. To facilitate budgeting for operations, Public Works tries to keep contracts aligned with the City's two-year financial plans. The initial four-year contract teen and the two-year extension will coincide with the two-year financial plan cycle. A longer term has the following advantages: `f Council Agenda Report—RFP to Furnish Janitorial Service Page 3 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 the inevitable disruption that occurs whenever there is a change in contractor. The transition period for such a change usually requires temporary but intensive supervision from Public Works employees which takes them away from their regular duties. Shifting Maintenance Work to Another Contract This RFP specifically excludes some maintenance for the parking garages that is part of the existing contract. This work consists mostly of spot cleaning decks and ramps, powerwashing stairwells, and cleaning elevators. Past experience has shown that this type of work does not fit the capability of most janitorial service contractors and is more appropriate for the kind of contractor that performs mechanical sweeping and scrubbing services for the garages and parking lots. Public Works will negotiate with the sweeping and scrubbing contractor to include this work in its existing contract, which will remain in effect until 2005. There is $37,100 per year budgeted for this work. FISCAL IMPACT Proposed Estimated Annual Current New Existing Budget Annual Annual Annual Amounts Contract Contract Budget Starting in Costs Costs Amounts 2001-02 Recreation Facilities $35,136 $53,300 $35,500 $53,300 Parking Offices 4,428 7,600 4,200 7,600 Other Offices 29,880 29,900 0 29,900 Public Restrooms 44,760 72,000 50,000 72,000 $151,304 $162,800 $89,700 $162,800 Of the $73,100 additional annual budget needed, $47,300 is covered by a pending significant operating program change request. ($30,000 comes from a new appropriation, and $17,300 comes from eliminating two temporary maintenance worker positions.) The remaining $25,800 is spread among several program budgets and was not deemed a significant increase in any of those budgets. The janitorial service contract will not be awarded until Council approves the significant operating program change request. The recreation facilities, parking offices, and public restrooms are now maintained by a low-bid contractor, which has proven unsatisfactory. Estimated new contract costs for those facilities are based on an expected 50 percent increase in prices needed to secure acceptable, high-quality C3 Council Agenda Report—RFP to Furnish Janitorial Service Page 4 service. The estimated costs for the parking offices also include an increase in service from five to six days a week because those offices are often used on Saturdays. The estimated costs for the public restrooms include the addition of service for the new Parking Lot.No. 2 Restrooms. Since December 2000 a reputable, well-qualified company has provided contract janitorial service on a month-to-month basis for the offices at City Hall, the Old Library, and the Utilities building. Costs of this service have been covered through one-time salary savings realized when temporary employees left City employment and were not replaced. Prices are expected to remain about the same under the new contract. The request for proposals is available for review in the City Clerk's Office. 90201 Janitorial Service Specification No. 90201 TABLE OF CONTENTS A. Description of Work 1 B. Locations and Frequencies of Work 8 C. General Terms and Conditions 34 D. Special Terms and Conditions 39 E. Agreement 43 F. Insurance Requirements 45 Proposal Forms(goldenrod pages) Section A DESCRIPTION OF WORK I. Overall Description of Work. The Contractor shall provide all labor,equipment,and materials required to perform high quality janitorial maintenance at the locations and frequencies listed in Section B of this specification. 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 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) • purpose: removing hard water encrustation, soap scum, rust deposits, urinary salts, lime soap, and oily residues • required properties: ease of use in foaming equipment, high foaming characteristics, excellent clinging characteristics • required ingredients: corrosion inhibitors, synthetic detergent, phosphoric acid • prohibited ingredients: abrasive materials, hydrochloric acid • examples of acceptable products: Hilyard Shower Foam, Spartan Foamy Q&A b. Quaternary Ammonium Germicidal Detergent(QAGD) • purpose: cleaning,disinfecting, and deodorizing all surfaces normally cleaned with water • required properties: ease of use in foaming equipment, high foaming characteristics, excellent clinging characteristics, good detergency in hard water, registration as a germicide with the United States Environmental Protection Agency • required ingredients: synthetic detergent, didecyl dimethyl ammonium chloride, dimethyl benzyl ammonium chloride • prohibited ingredients: abrasives, solvents, soaps, phenols,peroxides, mercury, iodine • examples of acceptable products: Knapp Deoquat, Spartan HDQ C. General Cleaning Compound Restrictions • general purpose cleaners for carpets and vinyl-type floors must have a neutral pH measure • prohibited ingredients and products: hydrochloric acid,powdered cleansers, ammonia concentrates, bleach 3. Description of General Maintenance Tasks a. Report Problems • note any of the following problems and report them to the City representative before 8:00 a.m. on the next working day: pest infestations,vandalism, damaged fixtures and furnishings,clogged drains (which could not be cleared with a plumber's helper or a short snake), inoperable lighting fixtures • immediately report running water which cannot be shut off to the City representative at the phone listed in Section B or the Police Department. dispatcher at 781-7312 • deliver any lost-and-found articles to the San Luis Obispo Police Station at 1042 Walnut Street, San Luis Obispo, within 24 hours 1 0, I l b. Empty and Clean Wastebaskets and Trashcans • for all locations except those under"Office Maintenance"empty all wastebaskets and trashcans and install clean liners of the correct size • for all locations under"Office Maintenance"empty central pickup trashcans and install clean liners of the correct size • remove dirt and grime using a cloth dampened with an approved cleaning solution C. Empty and Clean Ashtrays • remove all smoking material and other debris from ashtrays • remove dirt and grime using a cloth dampened with an approved cleaning solution • sift excess ashes from sand or replace sand d. Clean and Disinfect Drinking Fountains • wash all drinking fountain surfaces using clean toweling and an approved QAGD solution • rinse washed surfaces with potable water • ensure that all surfaces are free of spots e. Clean Lobby Counters • 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 • remove streaks and spots from interior glass surfaces using a cloth and an approved cleaning solution g. Wash Window and Door Glass • remove any window screens and spray with water to wash • wash interior and exterior glass surfaces using an approved cleaning solution • remove all wash water with a squeegee or cloth • ensure that all glass surfaces are free of streaks and spots • remove loose dirt and debris from window sills and other horizontal surfaces using a vacuum cleaner • reinstall window screens h. Wash Window Screens and Louvers • spray window screens and louvers with water to wash off loose dirt and debris i. Clean Doors, Door Frames, Door Hardware, and Switchplates • remove dirt, oil,and fingerprints from doors, door frames, door hardware (including kickplates),and switchplates using a cloth dampened with an approved cleaning solution j. Clean Window Blinds • remove dust and dirt from blinds using an approved method k. Clean Window Drapes • remove dust and dirt from drapes using a vacuum cleaner 1. Clean Interior Walls • 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 in. Remove Graffiti • wipe off graffiti using an approved cleaning solution • if graffiti 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 2 • remove loose dirt and debris from paved or tiled surfaces using a push broom with stiff bristles • remove debris from mats by shaking, sweeping, or washing • remove dirt and debris from benches using a cloth dampened with an approved cleaning solution o. Wet Mop Sidewalks, Patios, and Exterior Foyers • remove loose dirt and debris from paved or tiled surfaces using a push broom with stiff bristles • wash off dirt and grime from paved or tiled surfaces using a wet mop and bucket with an approved cleaning solution • remove stubborn dirt and grime spots from paved or tiled surfaces using a plastic or nylon scrubbing pad(either hand-held or mounted on a low-speed buffing machine)with an approved cleaning solution • remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner • remove dirt and debris from benches using a cloth dampened with an approved cleaning solution P_ Vacuum and Spot Clean Carpets • remove loose dirt and debris from carpets using a commercial vacuum cleaner • remove spots and stains from carpets using an approved cleaning solution q. Bonnet-Clean Carpets • clean carpets using a low-speed buffing machine with a special bonnet-cleaning pad and an approved cleaning solution • perform carpet cleaning on Friday or Saturday to allow adequate drying time • notify building occupants at least two days before carpet cleaning to allow preparation for furniture moving r. Sweep Wood Floors 2. remove loose dirt and debris from wood floors using an untreated, oil-free dust mop S. Damp Mop Wood Floors • remove loose dirt and debris from wood floors using an untreated, oil-free dust mop • remove dirt and grime using a damp mop without soaking the floor t. Sweep Concrete, Ceramic Tile, and Resilient Floors • remove loose dirt and debris from floors using a push broom, dust mop,or commercial vacuum cleaner U. Wet Mop Floors • remove loose dirt and debris from floors using a push broom, dust mop, or commercial vacuum cleaner • wash off dirt and grime using a wet mop and bucket with an approved cleaning solution • 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 • remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner V. Polish Resilient Floors • remove loose dirt and debris from resilient floors using a push broom,dust mop, commercial vacuum cleaner, or auto-scrubbing machine • wash off dirt and grime using a wet mop and bucket with an approved cleaning solution • remove stubborn dirt and grime spots using a plastic or nylon scrubbing pad 3 " \r (either hand-held or mounted on a low-speed buffing machine)with an approved cleaning solution • remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner • polish floors using a high-speed buffing machine with a burnishing pad W. Scrub and Recoat Resilient Floors • remove loose dirt and debris from resilient floors using a push broom,dust mop, or commercial vacuum cleaner • wash off dirt and grime using a wet mop and bucket with an approved cleaning solution • 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 • remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner • apply one coat of an approved polymer finish to the entire floor area • polish floors using a high-speed buffing machine with a burnishing pad X. Strip and Recoat Resilient Floors • remove loose dirt and debris from resilient floors using a push broom,dust mop, or commercial vacuum cleaner • 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 • remove all stripping solution with a wet mop or wet/dry vacuum cleaner • apply one coat of an approved polymer base to the entire floor area • apply two coats of an approved polymer finish to the entire floor area • polish floors using a high-speed buffing machine with a burnishing pad Y. Dust Ceilings • remove dust and cobwebs from ceilings with a clean cloth,duster,or vacuum cleaner Z. Dust Furniture • 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 • remove loose dust and dirt from heating and air conditioning vent diffusers using a vacuum cleaner • remove dirt and grime from all surfaces of overhead light fixtures and diffusers using a cloth dampened with an approved cleaning solution • remove dirt and grime from all surfaces of wall-mounted light fixtures using a cloth dampened with an approved cleaning solution bb. Retire Flags • just before dusk, lower flags and remove them from their halyards • fold flags and place them in their designated storage location 4. Description of Specific Restroom Maintenance Tasks a. Disinfect Restroom Doors, Door Frames, Door Hardware,and Switchplates • 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 • check dispensers for soap,toilet paper, paper towels, and seat covers and refill if 4 G - 9 necessary • disinfect dispensers and surrounding surfaces with an approved QAGD solution C. Disinfect Restroom Countertops e 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 e scrub all,sink.surfaces using a nylon or plastic bristle brush with an approved QAGD solution o wipe all plumbing fixtures with an approved QAGD solution • dry all sink surfaces with clean, dry cloth • dry bright plumbing fixtures to prevent water spots e. Clean Restroom Mirrors • 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) • wipe all wall and partition surfaces(including baseboards and cove moldings) with an approved QAGD solution remove loose dirt and debris from the floor using a push broom, dust mop, or commercial vacuum cleaner wash dirt and grime from the floor using awet.mop and bucket with an approved QAGD solution • 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 • 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) • remove loose dirt and debris from the floor using a push broom, dust mop, or commercial vacuum cleaner • spray all wall, partition,and floor surfaces(including baseboards and cove moldings)with an approved-QAGD solution • rinse thoroughly with clear water • dry adjacent fixtures to prevent water spots h. Scrub Interior Restroom Walls, Partitions,and Floors(Tile, Stucco, Metal,or Concrete Surface with Drain Available) • remove loose dirt and debris from the floor using a push broom,dust mop, or commercial vacuum cleaner • spray all wall, partition, and floor surfaces(including baseboards and cove mold- ings)with an approved acid foaming cleaner • 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 • rinse thoroughly with clear water • dry adjacent fixtures to prevent water spots i. Disinfect Toilets and Urinals • scrub all toilet and urinal surfaces using a nylon or plastic bristle brush with an approved QAGD solution • wipe-all exposed plumbing fixtures with an approved QAGD solution • dry all surfaces with clean,dry cloth • dry bright plumbing fixtures to prevent water spots 5 —� j. Descale Toilets and Urinals • remove scale and water rings in toilets and urinals using an approved bowl cleaner k. Disinfect Showers and Adjacent Changing Areas • spray shower walls, floors, and fixtures with an approved QAGD solution • rinse thoroughly with clear water • dry fixtures to prevent water spots 1. Scrub Showers and Adjacent Changing Areas • spray shower walls, floors, and fixtures with an approved acid foaming cleaner • scrub walls, floors,and fixtures using a nylon or plastic bristle brush • rinse thoroughly with clear water • dry fixtures to prevent water spots in. Clean Shower Drain Grates • remove hair and other debris from shower drain grates n. Correct Minor Plumbing Problems • clear clogged drains using a plumber's helper or a short snake • remove debris from floor drain grates • 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 • polish all chrome plated or stainless steel surfaces(except stanchions in shower areas)with an approved polishing compound • 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 • remove all paper products from dispensers • remove all paper and debris from floors • spray doors, door frames,door hardware', switchplates, countertops, sinks, walls, partitions,floors,toilets, and urinals with an approved QAGD solution • allow the QAGD solution to remain on sprayed surfaces for at least ten minutes • 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(210 degrees Fahrenheit)and that operates from an independent source of electrical power • replace paper products in dispensers and refill as necessary b. Steam Clean Drinking Fountains • spray drinking fountains with an approved QAGD solution • allow the QAGD solution to remain on sprayed surfaces for at least ten minutes • 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 • 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(2 10 degrees Fahrenheit)and that operates from an independent 6 C `ll source of electrical power • spray all exterior wall surfaces and walkways with a steam cleaning machine that sprays waterat 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 6. Description of Specific Breakroom/Kitchen/Meeting Room Maintenance Tasks a. Refill Breakroom/Kitchen Dispensers • check dispensers for soap and paper towels and refill if necessary • disinfect dispensers and surrounding surfaces with an approved QAGD solution b. Disinfect Breakroom/Kitchen Countertops • remove dirt, oil,and fingerprints from all countertop surfaces using a cloth dampened with an approved QAGD solution C. Clean Breakroom/Kitchen Cabinets • remove dirt,oil, and fingerprints from all cabinet surfaces using a cloth damp- ened with an approved cleaning solution d. Disinfect Breakroom/Kitchen Sinks • scrub all sink surfaces using a nylon or plastic bristle brush with an approved QAGD solution • wipe all plumbing fixtures with an approved QAGD.solution • dry all sink surfaces with clean, dry cloth • dry bright plumbing fixtures to prevent water spots e. Clean Microwave and Conventional Ovens • 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 • remove food from refrigerators • remove dirt,grime, grease,and food particles from all interior and exterior surfaces of refrigerators using a cloth dampened with an approved cleaning solution • return food to refrigerators g. Clean and Arrange Tables and Chairs • remove dirt, grime, grease, and food particles from tables and chairs using a cloth dampened with an approved cleaning solution • arrange tables and chairs in the configuration specified by the building maintenance supervisor 7 —� �. Section B LOCATIONS AND FREQUENCIES OF WORK Locations of work are grouped into the following three categories: RECREATION FACILITIES MAINTENANCE Jack House Service Building and Restrooms, 536 Marsh Street(high season) Jack House Service Building and Restrooms, 536 Marsh Street(low season) Meadow Park Multi-Purpose Building, South and Meadow Streets Recreation Center, 864 Santa Rosa Street Senior Center, 1445 Santa Rosa Street OFFICE MAINTENANCE City Hall Offices, 990 Palm Street Corporation Yard Offices, 25 Prado Road* Old Library Offices, 888 Morro Street Parking Offices, 1260A and 1260B Chorro Street Parks and Recreation Offices, 1341 Nipomo Street* Public Works Offices, 955 Morro Street* Utilities Offices, 879 Morro Street PUBLIC RESTROOM MAINTENANCE French Park Restrooms, Fuller Road and Poinsettia Street Islay Hill Park Restrooms, Tank Farm Road near Orcutt Road Johnson Park Restrooms, Southwood Drive Laguna Lake Park Lakeside Restrooms, Madonna Road Laguna Lake Park Hillside Restrooms, Madonna Road Meadow Park Restrooms, South and Meadow Streets (includes retiring flags at dusk) Mission Plaza Restrooms, Monterey and Broad Streets(includes retiring flags at dusk) Mitchell Park Restrooms, Santa Rosa and Buchon Streets(includes retiring flags at dusk) Parking Lot No. 2 Restrooms, Broad and Marsh Streets Santa Rosa Park Restrooms, Santa Rosa and Lemon Streets Santa Rosa Softball Field Restrooms, Santa Rosa and Lemon Streets Sinsheimer Park Restrooms, Southwood Drive Throop Park Restrooms, Cerro Romauldo Avenue and Cuesta Drive On the following pages are listed the tasks and frequencies of work for all locations. Following each task is a reference to the paragraph number in Section A that describes,the task in detail. * Work at these locations is currently performed by City employees. This situation will probably continue for at least one year. The City is soliciting contract prices in order to evaluate the feasibility of contract service at this location in the future. 8 C -/3 JANITORIAL TASKS AND FREQUENCIES JACK HOUSE SERVICE BUILDING AND RESTROOMS,536 MARSH STREET (HIGH SEASON) CATEGORY:Recreation Facilities Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Seasonal/May l to October 31 ALLOWED WORKHOURS: 11:00 p.m.to 10:00 a.m. TWICE WEEKLY TASKS(Mondays and Fridays): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Remove Graffiti(3.m) Sweep Sidewalks.Patios,and Exterior Foyers(3.n) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls.Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Correct Minor Plumbing Problems(4.n) WEEKLY TASKS(Fridays): Polish Resilient Floors(3.v) Clean Wall and Ceiling Fixtures(3.aa) Descale Toilets and Urinals(4.j) QUARTERLY TASKS(May and August): Wash Window Screens and Louvers(3.h) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Scrub and Recoat Resilient Floors(3.w) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Polish Brightwork(4.o) r ti JANITORIAL TASKS AND FREQUENCIES JACK HOUSE SERVICE BUILDING AND RESTROOMS,536 MARSH STREET (LOW SEASON) CATEGORY:Recreation Park Facilities Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Seasonal/November 1 to April 30 ALLOWED WORKHOURS: 11:00 p.m.to 10:00 a.m. WEEKLY TASKS(Fridays): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Polish Resilient Floors(3.v) Clean Wall and Ceiling Fixtures(3.aa) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls,Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Descale Toilets and Urinals(4.j) Correct Minor Plumbing Problems(4.n) QUARTERLY TASKS(November and February): Wash Window and Door Glass(3.g) Wash Window Screens and Louvers(3.h) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Scrub and Recoat Resilient Floors(3.w) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Polish Brightwork(4.0) 10 /f �_/� JANITORIAL TASKS AND FREQUENCIES MEADOW PARK MULTI-PURPOSE BUILDING,SOUTHAND MEADOW STREETS CATEGORY:Recreation Facilities Maintenance CITY REPRESENTATIVE:Parks and Recreation Clerk,781-7222 MAINTENANCE PERIOD:Year-round ALLOWED WORK-HOURS: 11:00 p.m.to 7:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Empty and Clean Ashtrays(3.c) Clean Window and Door Glass at Entrances(31) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Brcakroom/Kitchen Countertops(5.b) Clean Breakroom/Kitchen Cabinets(5.c) Disinfect Breakroom/Kitchen Sinks(5.d) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors,Door Frames,Door Hardware,and Switchplates(3.i) JANITORIAL TASKS AND FREQUENCIES RECREATION CENTER,864 SANTA ROSA STREET CATEGORY:Recreation Facilities Maintenance CITY REPRESENTATIVE:Parks and Recreation Clerk,781-7222 MAINTENANCE PERIOD: Year-round ALLOWED WORKHOURS: 10:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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(3.0 Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Damp Mop Wood Floors(3.$) Wet Mop Floors(3.u) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls,Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Disinfect Showers and Adjacent Changing Areas(41) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(S.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) 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 Ceilings(3.y) Scrub Interior Restroom Walls.Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Scrub Showers and Adjacent Changing Areas(4.1) Clean Shower Drain Grates(4.m) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) 12 JANITORIAL TASKS AND FREQUENCIES SENIOR CENTER,1445 SANTA ROSA STREET CATEGORY: Recreation Facilities Maintenance CITY REPRESENTATIVE: Parks and Recreation Clerk,781-7222 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS: 10:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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 Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Damp Mop Wood Floors(3.$) Wet Mop Floors(3.u) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls,Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) 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 Ceilings(3.y) Scrub Interior Restroom Walls.Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) 13 �� �� JANITORIAL TASKS AND FREQUENCIES CITY HALL OFFICES,990 PALM STREET CATEGORY:Office Maintenance CITY REPRESENTATIVE:Maintenance Supervisor,781-7219 MAINTENANCE PERIOD: Year-round ALLOWED WORKHOURS:6:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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(3.0 Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Polish Resilient Floors(3.v) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls,Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors.Door Frames,Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Clean Breakroom/Kitchen Cabinets(5:c) Clean Refrigerators(5.f) 14 JANITORIAL TASKS AND FREQUENCIES CORPORATION YARD OFFICES,25 PRADO ROAD CATEGORY:Office Maintenance CITY REPRESENTATIVE:Maintenance Supervisor,781-7219 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:6:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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 Graffiti(3.m) Sweep Sidewalks.Patios.and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Polish Resilient Floors(3.v) Disinfect Restroom Doors.Door Frames.Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls,Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Disinfect Showers and Adjacent Changing Areas(41) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors,Door Frames.Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Scrub Showers and Adjacent Changing Areas(4.1) Clean Shower Drain Grates(4.m) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) NOTE: Work at this location is currently performed by City employees. This situation will probably continue for at least one year. The City is soliciting contract prices in order to evaluate the feasibility of contract service at this location in the future. 15 -a� JANITORIAL TASKS AND FREQUENCIES OLD LIBRARY OFFICES,888 MORRO STREET CATEGORY:Office Maintenance CITY REPRESENTATIVE: Maintenance Supervisor,781-7219 MAINTENANCE PERIOD: Year-round ALLOWED WORKHOURS:6:00 p.m.to 6:00 am. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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(3.0 Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Polish Resilient Floors(3.v) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls.Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Disinfect Showers and Adjacent Changing Areas(41) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors,Door Frames,Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Scrub Showers and Adjacent Changing Areas(4.1) Clean Shower Drain Grates(4.m) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) 16 CAI-c2 1 \\ JANITORIAL TASKS AND FREQUENCIES PARKING OFFICES, 1260A AND 1260B CHORRO STREET CATEGORY:Office Maintenance CITY REPRESENTATIVE:Parking Manager,781-7234 MAINTENANCE PERIOD: Year-round ALLOWED WORKHOURS:6:00 p.m.to 7:00 a.m. DAILY TASKS(not including Sundays and City holidays): 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 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.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls.Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Wash Window and Door Glass(3.g) Clean Doors,Door Frames,Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Polish Resilient Floors(3.v) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) COMMENTS: Parking offices include the parking meter repair shop,shower/locker room,and utility room. 17 JANITORIAL TASKS AND FREQUENCIES PARKS AND RECREATION OFFICES, 1341 NIPOMO STREET CATEGORY:Office Maintenance CITY REPRESENTATIVE: Parks and Recreation Clerk,781-7222 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:6:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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 Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Polish Resilient Floors(3.v) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls.Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Disinfect Showers and Adjacent Changing Areas(41) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors,Door Frames,Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls.Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Scrub Showers and Adjacent Changing Areas(4.1) Clean Shower Drain Grates(4.m) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) NOTE: Work at this location is currently performed by City employees. This situation will probably continue for at least one year. The City is soliciting contract prices in order to evaluate the feasibility of contract service at this location in the future. 18 C - JANITORIAL TASKS AND FREQUENCIES PUBLIC WORKS OFF/CES, 955 MORRO STREET CATEGORY:Office Maintenance CITY REPRESENTATIVE:Maintenance Supervisor,781-7219 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:6:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City holidays): 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 Graffiti(3.m) Sweep Sidewalks.Patios.and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Polish Resilient Floors(3.v) Disinfect Restroom Doors.Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls,Partitions,and Floors(4.g) Disinfect Toilets and Urinals(4.i) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tables and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors,Door Frames,Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(51) NOTE: Work at this location is currently performed by City employees. This situation will probably continue for at least one year. The City is soliciting contract prices in order to evaluate the feasibility of contract service at this location in the future. 19 G4 -c) I r 1 JANITORIAL TASKS AND FREQUENCIES UTILITIES OFFICES,879 MORRO STREET CATEGORY:Office Maintenance CITY REPRESENTATIVE: Maintenance.Supervisor,781-7219 MAINTENANCE PERIOD: Year-round ALLOWED WORKHOURS:6:00 p.m.to 6:00 a.m. DAILY TASKS(not including Saturdays,Sundays,and City.holidays): 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 Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Vacuum and Spot Clean Carpets(3.p) Wet Mop Floors(3.u) Polish Resilient Floors(3.v) Disinfect Restroom Doors,Door Frames,Door Hardware,and Switchplates(4.a) Refill Restroom Dispensers(4.b) Disinfect Restroom Countertops(4.c) Disinfect Restroom Sinks(4.d) Clean Restroom Mirrors(4.e) Disinfect Interior Restroom Walls, Partitions.and Floors(4.g) Disinfect Toilets and Urinals(4.i) Correct Minor Plumbing Problems(4.n) Refill Breakroom/Kitchen Dispensers(5.a) Disinfect Breakroom/Kitchen Countertops(5.b) Disinfect Breakroom/Kitchen Sinks(5.d) Clean Microwave and Conventional Ovens(5.e) Clean and Arrange Tattles and Chairs(5.g) QUARTERLY TASKS: Wash Window and Door Glass(3.g) Clean Doors,Door Frames,Door Hardware,and Switchplates(3.i) Clean Window Blinds(3.j) Clean Interior Walls(3.1) Bonnet-Clean Carpets(3.q) Scrub and Recoat Resilient Floors(3.w) Dust Ceilings(3.y) Scrub Interior Restroom Walls,Partitions,and Floors(4.h) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Clean Breakroom/Kitchen Cabinets(5.c) Clean Refrigerators(5.f) 20 JANITORIAL TASKS AND FREQUENCIES FRENCH PARK RESTROOMS,FULLER ROAD AND POINSETTL4 STREET CATEGORY:Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS: Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Steam Clean Restroom Exteriors(5.c) 21 a6 JANITORIAL TASKS AND FREQUENCIES ISLAY HILLS PARK RESTROOMS, TANK FARM ROAD NEAR ORCUTT ROAD CATEGORY:Public Restroom Maintenance LOCATION: Islay Hills Park Restrooms,Tank Farm Road near Orcutt Road CITY REPRESENTATIVE: Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks.Patios.and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete.Ceramic Tile.and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Steam Clean Restroom Exteriors(5.c) 22 r i JANITORIAL TASKS AND FREQUENCIES JOHNSON PARK RESTROOMS,SOUTHWOOD DR/VE CATEGORY:Public,Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) 23 c �l-ow JANITORIAL TASKS AND FREQUENCIES LAGUNA LAKE PARK LAKESIDE RESTROOMS,MADONNA ROAD CATEGORY: Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance.Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS: Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks.Patios.and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Steam Clean Restroom Exteriors(5.c) 24 C K oa g JANITORIAL TASKS AND FREQUENCIES LAGUNA LAKE PARK HILLSIDE RESTROOMS,MADONNA ROAD CATEGORY:Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete.Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) 25 C A 3� ' i V JANITORIAL TASKS AND FREQUENCIES MEADOW PARK RESTROOMS,SOUTH AND MEADOW STREETS CATEGORY:Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS: 11:00 p.m.to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Retire Flags(3.bb) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile.and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) COMMENTS: There are two flags at this location that shall be stored in the mechanical room. Flags must be retired at dusk,even though other work may not start until after 11:00 p.m. 26 G �31 JANITORIAL TASKS AND FREQUENCIES MISSION PLAZA RESTROOMS,MONTEREYAND BROAD STREETS CATEGORY:Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:9:00 p.m.to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Retire Flags(3.bb) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete.Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) COMMENTS: There are four flags at this location that shall be stored in the mechanical room. Flags must be retired at dusk,even though other work may not start until after 9:00 p.m. 27 JANITORIAL TASKS AND FREQUENCIES MITCHELL PARK RESTROOMS,SANTA ROSH AND BUCHON STREETS CATEGORY: Public Restroom Maintenance CITY REPRESENTATIVE: Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Retire Flags(3.bb) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.0(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) COMMENTS: There are two flags at this location that shall be stored in the mechanical room. Flags must be retired at dusk,even though other work may not start until later 28 C X33 JANITORIAL TASKS AND FREQUENCIES PARKING LOT NO.2 RESTROOMS,BROAD AND MARSH STREETS CATEGORY:Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance.Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS: 11:00 p.m.to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks.Patios.and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete.Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) COMMENTS: These restrooms are under construction. Janitorial service is estimated to start in 2001. 29 C��/ JANITORIAL TASKS AND FREQUENCIES SANTA ROSA PARK RESTROOMS,SANTA ROSA AND LEMON STREETS CATEGORY: Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD: Year-round ALLOWED WORKHOURS: 10:00 p.m.to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) .3o r 1 JANITORIAL TASKS AND FREQUENCIES SANTA ROSA SOFTBALL FIELD RESTROOMS,SANTA ROSA AND LEMON STREETS CATEGORY: Public Restroom Maintenance CITY REPRESENTATIVE: Park Maintenance Supervisor,781-1220 MAINTENANCE PERIOD:Seasonal/February I to November 30 ALLOWED WORKHOURS: 11:30 p.m.to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) JANITORIAL TASKS AND FREQUENCIES SINSHE/MER PARK RESTROOMS,SOUTMWOOD DRIVE CATEGORY:Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS: 12:00 Midnight to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks,Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5.a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.0) Steam Clean Restroom Exteriors(5.c) 32 c k'C JANITORIAL TASKS AND FREQUENCIES THROOP PARK RESTROOMS,CERRO ROMA ULDO AVENUE AND CUES TA DRIVE CATEGORY: Public Restroom Maintenance CITY REPRESENTATIVE:Park Maintenance Supervisor,781-7220 MAINTENANCE PERIOD:Year-round ALLOWED WORKHOURS:Dusk to 7:00 a.m. DAILY TASKS(seven days a week): Report Problems(3.a) Empty and Clean Wastebaskets and Trashcans(3.b) Clean and Disinfect Drinking Fountains(3.d) Remove Graffiti(3.m) Sweep Sidewalks.Patios,and Exterior Foyers(3.n) Refill Restroom Dispensers(4.b) Clean Restroom Mirrors(4.e) Correct Minor Plumbing Problems(4.n) Steam Clean Restroom Interiors(5:a) Steam Clean Drinking Fountains(5.b) QUARTERLY TASKS: Clean Wall and Ceiling Fixtures(3.aa) Sweep Concrete,Ceramic Tile,and Resilient Floors(3.t)(Mechanical and Electrical Rooms) Descale Toilets and Urinals(4.j) Polish Brightwork(4.o) Steam Clean Restroom Exteriors(5.c) COMMENTS: Although work may be performed in the morning,these restrooms must be locked each evening. These restrooms are under construction. Janitorial service is estimated to start in 2001. 33 G -3� Section C GENERAL TERMS AND CONDITIONS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal(proposing firm)shall meet all of the terns and conditions of this specification. By virtue of its proposal submittal,the proposing firm acknowledges agreement with and acceptance of all provisions of this specification. 2. Proposal Submittal. Each proposal must be submitted on the forms provided in this specification (goldenrod pages)and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in two separate sealed envelopes. The first envelope shall be labeled "General-Proposal Forms"and shall include the following proposal forms: • Information about the Proposing Firm • References • Statement of Past Contract Disqualifications • 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. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: • The insurance carrier and its A.M. Best rating • Scope of coverage and limits • Deductibles and self-insured retention The purpose of this submittal is to generally assess the adequacy of the proposing firm's insurance coverage during proposal evaluation. As discussed under paragraph l l below, endorsements are not.required until contract award. The City's insurance requirements are detailed in Section R. 4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the proposing firm must be entered in figures in the spaces provided on the proposal forms. Any lump sum bid shall be stated in figures. The proposal forms must be completed in full. If the unit price and the total amount stated by any proposing firm for any item are not in agreement,the unit price alone will be considered as representing the proposing firm's intention and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A proposing firm 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 34 C�-3� proposing firm unopened. No proposal received after the time specified or at any place other than that stated in the Notice Requesting Proposals will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however,an individual or business entity which has submitted a sub-proposal to a proposing firm submitting a proposal,or who has quoted prices on materials to such proposing firm, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposing firms submitting proposals. 7. 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. 8. 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. Seethe "special terms and conditions" in Section C of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Proposing Firm. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposing firms. Proposing firms will provide, in a timely manner, any and all information that the City deems necessary to make such a decision. 10. Contract Requirement. The proposing firm to whom award is made(the Contractor) shall execute a written contract 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 contract shall be made in the form adopted by the City and incorporated in these specifications. H.. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages,and amounts specified in Section F of this specification within ten calendar days after notice of contract award as a precondition to contract execution. 12. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract._ Additional information regarding the City's business tax program may be obtained by calling(805)781-7134. 13. 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 hereunder in compliance with any and all federal, state,county, city,and special district laws;ordinances, and regulations. 14. 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. 15. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 35 C Ll~'7` 16. Permits and Licenses. The Contractor shall procure all permits and licenses,pay all charges and fees, and give all notices necessary. 17. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to. safety established by OSHA and the California Division of Industrial Safety. 18. 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. 19. 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 Contractors 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. 20. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work 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 hereunder. 21. Contractor Non-Discrimination. In the performance of this work,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. 22. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder 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 which 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. 23. 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). 24. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. 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 Contractor of any of its obligations to fulfill its contract requirements. 36 (7 1 25. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 26. Interests of Contractor. The Contractor covenants that it presently has no interest,and shall not acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with the performance of the work hereunder. 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 the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 27. 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 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, 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. 28. 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. 29. 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; which 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. 37 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. 30. 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. 38 C �J Section D SPECIAL TERMS AND CONDITIONS l. Examination of Work Locations. A prospective proposing firm shall examine the locations of the specified work before submitting a proposal. By virtue of its proposal submittal, a proposing firm shall acknowledge such examination. 2. Presubmittal Meeting. A presubmittal meeting shall be held at 10:00 a.m. on Wednesday, May 16, 2001 at the City's Corporation Yard,25 Prado Road, San Luis Obispo, California. The purpose of this meeting shall be to answer any questions that prospective proposing firms may have about this specification. 3. 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 Proposing Firm, References, Statement of Past Contract Disqualifications, and Insurance Certificate). Three to five proposing firms will be selected for follow-up interviews based on a) quality, clarity and responsiveness of the proposal b)competence and qualifications necessary for successfully performing the work and c) recent experience in successfully performing similar services. Phase 2—Interviews and Contractor Selection Selected firms will be interviewed by the review committee. The purposes of this interview will be to a)evaluate communication and interpersonal skills and b)clarify and resolve any questions and issues about the proposal. Based on results of the interviews,the review committee will rank the proposing firms based on qualifications. Phase 3—Evaluation of Nice and Award of Con-tract After ranking the firms based on qualifications the review committee will open the submitted price proposals for the ranked firms. The review committee will then use this price information to further evaluate the proposals and select the best firm based on a combination of qualifications and price. If the price proposal for the selected firm is not within the range of acceptable prices, the review committee will negotiate with the selected firm to establish an acceptable price. If negotiations are unsuccessful,the review committee will repeat the process with the next best proposing firm until an acceptable price can be established and the review committee can recommend that a contract be awarded. 4. Labor Actions. In the event that the successful proposing firm 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 proposing firm is no longer the best proposing firm and to accept the next best proposal from a proposing firm that is not experiencing a labor action, and to declare it to be the best proposing firm. aLl QA/ 5. Failure to Accept Contract. The following will occur if the proposing firm 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 proposing firm which shall fulfill every stipulation as if it were the party to whom the first award was made. 6. Agreement Term. The term of the Agreement for this specification shall be from July 1, 2001 to June 30,2005. If service is satisfactory,the City may extend the term until June 30,2007 by written notification to the Contractor. 7. Compensation Adjustment. Original contract prices shall remain in effect through June 30, 2002. Beginning in the year 2002,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 February in the year of adjustment. Example: The original contract price is$1,000 per month. This price remains in effect until June 30, 2002. The Consumer Price Index/All Urban Consumers(CPI-U) increases by 2.5 percent between March 2001.and February 2002. On July 1,2002 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 1,2002. This same process repeats the following year. 8. 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. 9. 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 B. 10. Workhours. The Contractor shall perform the specified work during the workhours listed in Section B for each location. The Contractor shall not perform any of the specified work outside of these workhours without the City representative's previous written consent. The Contractor shall not start work at a location until all scheduled activities or events are completed at that location. FLAGS AT MEADOW PARK, MISSION PLAZA, AND MITCHELL PARK MUST BE RETIRED AT DUSK,REGARDLESS OF WHEN JANITORIAL WORK IS ALLOWED OR PERFORMED. IL 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. 12. Security of Work Locations. For work locations secured by locks,the City shall provide the Contractor with the required keys. 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. 13. Daily Inspections and Correction of Deficiencies. Each day a city employee shall inspect each location to ensure that scheduled daily tasks have been completed.. If any daily 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, it shall forfeit five percent of the monthly unit price for the location where the deficiency occurred. The City will deduct such a forfeiture from its next payment. 40 1✓H -7 14. Quarterlyly Inspections and Correction of Deficiencies. During the third week of the month that a quarterly task is scheduled,the Contractor and the City representative together shall inspect each location to ensure that scheduled quarterly tasks have been completed properly. During this inspection the City representative shall document in writing any deficiencies in completing those tasks. If there are documented deficiencies,the Contractor shall forfeit 25 percent of the monthly unit price for the location where the deficiencies occurred. The City will deduct such a forfeiture from its next payment. 15. Utilities Costs. The City shall pay the utilities costs for all water and electricity used at the specified work locations. 16. Approval of Materials. The Contractor shall not use any material for the specified work with- out 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. 17. 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 a material safety data sheet for each toxic or hazardous material. The Contractor shall train its employees in the proper handling of any toxic or hazardous materials. 18. Storage and Handling of Materials and Equipment. The Contractor shall store materials or equipment on City property only in areas approval by the City representative. For public restroom maintenance the Contractor shall dispose of all waste materials at its expense at an authorized disposal site. 19. 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. 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. 20. Additional Unspecified Work. The City may periodically request additional unspecified work at the assigned locations. For this work,the City shall pay the Contractor an amount equal to a) the employee hours used multiplied by the accepted labor rate plus b)the actual cost of materials used plus c)the actual cost of materials used multiplied by the accepted material handling markup rate. 21. 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 reassigning janitorial employees to perform maintenance work at other City locations during these shutdowns. 22. 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 proposing firm 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 41 014 -4 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 proposing firm to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the proposing firm. An ambiguity or defect shall be considered patent if it is of such a nature that the proposing firm, 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 proposing firm 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 proposing firm 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 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. 42 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 this day of 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. WITNESSETH: WHEREAS,the City requested proposals to furnish janitorial service per Specification No. 90201; and WHEREAS, pursuant to said request,the Contractor submitted a proposal that was accepted by the City for said parking lot and garage cleaning 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 1,2001 to June 30, 2005. If service is satisfactory,the City may extend the term until June 30,2007 by written notification to the Contractor. 2. INCORPORATION BY REFERENCE. City Specification No. 90201 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 parking lot and garage cleaning 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. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by this Agreement and the said specification. 43 C�Ll ZS. 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 Administrative Officer 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. 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 Finance Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor [ ] [ l 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 By: City Administrative Officer APPROVED AS TO FORM: CONTRACTOR By: City Attorney 44 n Ll / U _ Section F INSURANCE REQUIREMENTS: O eration & 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 which 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: I. Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001). 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. 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. 4. 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. 45 5. 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 days'prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANII. Verification of Coverage. The 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. The 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. 46 C �s ' INFORMATION ABOUT THE PROPOSING FIRM Specification No. 90201 Janitorial Service 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 Hourly Straight-time Compensation Rate* Authorized Representative Title of Authorized Representative Signature of Authorized Representative and Date *for employees who will perform the work specified in this contract. 1 c�-sa 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 2 STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposing firm 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 violation of law or 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 Proposing Firm Representative 3 Ll _Sc� PRICE PROPOSAL The undersigned, who is authorized to represent the proposing firm and has carefully examined Specification No. 90201, proposes to furnish the services described in Section A of Specification No. 90201 for the prices quoted below in full: NOTE: The City may either 1)award one agreement to one proposing firm for all of the specified work or 2)award separate agreements to different proposing firms for the three individual work categories. Estimated Hours Needed Monthly Price for Daily Tasks RECREATION FACILITIES MAINTENANCE Jack House Service Building and Restrooms(high season) Jack House Service Building and Restrooms(low season) Meadow Park Multi-Purpose Building Recreation Center Senior Center OFFICE MAINTENANCE City Hall Offices Corporation Yard Offices* _ Old Library Offices _ Parking Offices Parks and Recreation Offices* Public Works Offices* Utilities Offices PUBLIC RESTROOM MAINTENANCE French Park Restrooms Islay Hill Park Restrooms Johnson Park Restrooms Laguna Lake Park Lakeside Restrooms Laguna Lake Park Hillside Restrooms Meadow Park Restrooms Mission Plaza Restrooms Mitchell Park Restrooms Parking Lot No. 2 Restrooms Santa Rosa Park Restrooms Santa Rosa Softball Field Restrooms Sinsheimer Park Restrooms Throop Park Restrooms *Work at these locations is currently performed by City employees. This situation will probably continue for at least one year. The City is soliciting contract prices in order to evaluate the feasibility of contract service at these locations in the future. 4 Hourly Labor Rate for Additional Unspecified Work Material Handling Markup Rate(Percentage) Signature of Authorized Representative and Date 5 GLl,-96