HomeMy WebLinkAboutPacific Building Care, Inc 1City of Santa Ana
WClerk of the Council
AGREEMENT TERMWATION FORM
COTC Office Use Only
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Please complete this form when the attached agreement and all amendments (if any)
are no longer in effect.
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Return form to the Cleric of the Council Office (Ni-30). i
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A-2005-118
CUSTODIAL MAINTENANCE AGREEMENT
THIS AGREEMENT, made and entered into this 15th day of June, 2005 by and between
Pacific Building Care, Inc. (hereinafter "Contractor"), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of
California (hereinafter "City").
RECITALS
A. The City desires to retain a Contractor having special skill and knowledge in the field of
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custodial services to provide such services to The Depot at Santa Ana.
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B. Contractor represents that Contractor is able and willing to provide such services to the
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City.
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C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
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Agreement will be performed in compliance with such standards as may reasonably be
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expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform those services as set forth in Exhibit A to this Agreement.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services,
the rates and charges identified in Exhibit A. The total sum to be expended under this
Agreement, shall not exceed an annual amount of $107,280.00 during the term of this
Agreement. Invoices shall be submitted by Contractor for payment on a monthly basis in the
amount of $8,940.
b. Payment by City shall be made within thirty (30) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment need not
be made for work which fails to meet the standards of performance set forth in the Recitals
which may reasonably be expected by City.
3. TERM
This term of this Agreement shall be for an initial two (2) year period, commencing on
June 15th, 2005, with three (3) additional one-year options to extend, provided that performance
is deemed acceptable and if agreeable with the Contractor, unless terminated earlier in
accordance with Section 12, below.
4. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer -employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which
Contractor performs the services which are the subject matter of this Agreement; however, the
services to be provided by Contractor shall be provided in a manner consistent with all
applicable standards and regulations governing such services. Contractor shall pay all salaries and
wages, employer's social security taxes, unemployment insurance and similar taxes relating to
employees and shall be responsible for all applicable withholding taxes.
5. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as
described below:
a. Commercial General Liability Insurance. Contractor shall maintain commercial
general liability insurance naming the City, its officers, employees, agents, volunteers and
representatives as additional insured(s) and shall include, but not be limited to protection against
claims arising from bodily and personal injury, including death resulting therefrom and damage
to property, resulting from any act or occurrence arising out of Contractor's operations in the
performance of this Agreement, including, without limitation, acts involving vehicles. The
amounts of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property damage, in the total
amount of $1,000,000 per occurrence. Contractor shall supply City with a fully executed
additional insured endorsement in substantially the form attached hereto as Exhibit B upon
execution of this Agreement and shall be approved in form by the City Attorney.
b. Reserved.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300
of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against
liability for worker's compensation or to undertake self-insurance. Prior to commencing the
performance of the work under this Agreement, Contractor agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
d. Reserved.
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e. The following requirements apply to the insurance to be provided by Contractor
pursuant to this section:
(i) Contractor shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
f. If Contractor fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has been procured
and is in force and paid for, the City shall have the right, at the City's election, to forthwith
terminate this Agreement. Such termination shall not effect Contractor's right to be paid for its
time and materials expended prior to notification of termination. Contractor waives the right to
receive compensation and agrees to indemnify the City for any work performed prior to approval
of insurance by the City.
6. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, Contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims
for personal injury, including health, and claims for property damage, which may arise from the
direct or indirect operations of the Contractor or its contractors, subcontractors, agents,
employees, or other persons acting on their behalf which relates to the services described in
section 1 of this Agreement; and (2) from any claim that personal injury, damages, just
compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects
arising from this Agreement. This indemnity and hold harmless agreement applies to all claims
for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to
have been suffered, by reason of the events referred to in this Section or by reason of the terms
of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold
harmless, and pay all costs for the defense of the City, including fees and costs for special
counsel to be selected by the City, regarding any action by a third party challenging the validity
of this Agreement, or asserting that personal injury, damages, just compensation, restitution,
judicial or equitable relief due to personal or property rights arises by reason of the terms of, or
effects arising from this Agreement. City may make all reasonable decisions with respect to its
representation in any legal proceeding.
7. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include
all nonpublic information. Confidential information includes not only written information, but
also information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to
any information that (a) has been disclosed in publicly available sources; (b) is, through no fault
of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the
Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of
law; or (e) is independently developed by the Contractor without reference to information
disclosed by the City.
8. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not acquire any interests,
direct or indirect, which would conflict in any manner with performance of services specified
under this Agreement. No persons having such interest shall be employed by or associated with
Contractor.
9. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person or
mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
and,
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
telefacsimile (714) 647-6956
With courtesy copies to:
Executive Director of the Community Development Agency
City of Santa Ana
20 Civic Center Plaza (M-25)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647-6549
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City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647-6515
To Contractor:
Pacific Building Care
17935 Sky Park Circle, #A
Irvine, California 92614
Attn: Jennifer Corbett-Shramo
A party may change its address by giving notice in writing to the other party. Thereafter,
any notice, tender, demand, delivery, or other communication shall be addressed and transmitted
to the new address. If sent by mail, any notice, tender, demand, delivery, or other
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by telefacsimile, any notice, tender, demand, delivery, or
other communication shall be effective or deemed to have been given twenty-four (24) hours
after the time set forth on the transmission report issued by the transmitting facsimile machine,
addressed as set forth above. For purposes of calculating these time frames, weekends, federal,
state, County or City holidays shall be excluded.
10. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the
terms of this Agreement shall prevail. This Agreement may not be modified except by written
instrument signed by the City and by an authorized representative of Contractor. The parties
agree that any terms or conditions of any purchase order or other instrument that are inconsistent
with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor nor
the City. Each party to this Agreement acknowledges that no representations, inducements,
promises or agreements, orally or otherwise, have been made by any party, or anyone acting on
behalf of any party, which are not embodied herein.
11. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement
shall be construed to limit the City's ability to have any of the services which are the subject to
this Agreement performed by City personnel or by other Contractors retained by City.
12. TERMINATION
This Agreement may be terminated by the City upon sixty (60) days written notice of
termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor
compensation for all services performed by Contractor prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliver
to the City all work product completed as of such date, and in such case such work product shall be
the property of the City unless prohibited by law, and Contractor consents to the City's use thereof
for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement.
13. DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities. Contractor affirms that it is an equal opportunity employer
and shall comply with all applicable federal, state and local laws and regulations.
14. JURISDICTION - VENUE
This Agreement and all questions relating to its validity, interpretation, performance, and
enforcement shall be governed and construed in accordance with the laws of the State of
California. This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may
be brought or arise out of, in connection with or by reason of this Agreement.
15. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Contractor shall notify the City
immediately and in writing of his inability to obtain or maintain such permits, licenses,
approvals, waivers, and exemptions. Said inability shall be cause for termination of this
Agreement.
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16. COMPLIANCE WITH GOVERNMENTAL REQUIREMENTS
Contractor shall carry out all services pursuant to this Agreement in substantial
conformity with all applicable laws, ordinances, statutes, codes, rules, regulations, orders, and
decrees of the United States, the State of California, the County of Orange, the City, and of any
other political subdivision, agency, or instrumentality exercising jurisdiction over the City,
including all applicable federal, state, and local occupation, safety and health laws, rules,
regulations and standards, applicable state and labor standards, prevailing wage requirements, the
City zoning and development standards, City permits and approvals, building, plumbing,
mechanical and electrical codes, as they map apply, and all other provisions of the City and its
Municipal Code (as they may apply), and all applicable disabled and handicapped access
requirements, including, without the limitation, the Americans With Disability Act, 42 U.S.C. §
12101 et seq., Government Code § 4450 et seq., and the Unruh Civil Rights Act, Civil Code § 51
et seq.
17. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the terms of this Agreement, and shall
indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to
City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST:
PATRICIA E. HEALY
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
CITY OF SANTA ANA
i
DAVID N. REAM
City Manager
CONTRACTOR
PACIFIC BUILDING CARE, INC.
By: By:
Lisa E. Storck Je
Assistant City Attorney C�ii
f Executive Officer
ID #3301265-88
EXHIBIT A
SCOPE OF SERVICES
The Contractor shall provide the services set forth in this proposal. The work shall be provided
in accordance with the following criteria:
Contractor will provide all labor, supervision and equipment and materials needed
to provide all necessary custodial maintenance of The Depot at Santa Ana in the
City of Santa Ana per Attachment A, General Conditions, and Attachment B,
Special Conditions for Custodial Maintenance.
2. Contractor shall obtain within five (5) days of executing this contract, a current
City of Santa Ana Business License and shall maintain a current business license
throughout the term of said contract.
3. Contractor agrees that its employees will not permit access into The Depot at
Santa Ana by any unauthorized persons.
4. Contractor agrees to conform to all applicable Federal and State Occupational
Safety and Health Act standards in the performance of custodial maintenance.
5. Whenever a question as to the meaning of any portion of the specifications is in
dispute or where there may be more than one interpretation given to any portion
of the specifications, the interpretation by the City of Santa Ana shall be final.
6. If the Contractor fails to provide services as per specifications, the City of Santa
Ana shall have the right to contract for said deficiencies and bill back the
incumbent Contractor.
COMPENSATION
City will pay and Contractor agrees to accept as full payment for its services Eight Thousand
Nine Hundred Forty Dollars per month ($8,940.00) for a total of One Hundred Seven Thousand
Two Hundred Eighty Dollars annually ($107,280.00).
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ATTACHMENTS
General Conditions Attachment "A"
Special Conditions Attachment "B"
I. General
II. Routine Services Performance Standards
Administrative Offices Requiring Day Cleaning Attachment "C"
Routine Services, Tasks and Frequencies Attachment "D"
Extra Cleaning Performance Standards Attachment "B"
Description of The Depot Attachment "F"
Official Bid Proposal/Specifications Attachment "G"
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EXHIBIT B
ADDITIONAL INSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy
# relating to the following:
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its
officers, employees, agents, volunteers and representatives are named as additional insureds
("additional insureds") with regard to liability and defense of suits arising from the operations
and uses performed by or on behalf of the named insured.
2. With respect to claims arising out of the operations and uses performed by or on
behalf of the named insured, such insurance as is afforded by this policy is primary and is not
additional to or contributing with any other insurance carried by or for the benefit of the
additional insureds.
3. This insurance applies separately to each insured against whom claim is made or
suit is brought except with respect to the company's limits of liability. The inclusion of any
person or organization as an insured shall not affect any right which such person or organization
would have as a claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be cancelled, or
materially reduced in coverage or limits except after thirty (30) days written notice has been
given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement
effective.)
Effective , this endorsement form as a part of
Policy #
Issued to
Named Insured
Countersigned by
Authorized Representative
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ATTACHMENT A
GENERAL CONDITIONS
I. The following is included as an attachment to the basic contract and must be complied
with by the Contractor.
A. All services will be performed on prescribed days and times.
B. Supervisor will be a working supervisor with authority.
C. The on -site supervisor will take direct charge of the day-to-day activities, working
closely with their crew to insure the best possible services for The DEPOT facility
and implement a maintenance program to maintain optimum productivity.
D. Only workers with prior janitorial/maintenance experience will be put forward for
use at The DEPOT. This will insure that their performance, attitude and
philosophy are uniform and will add to the janitorial team's success.
E. Contractor shall furnish employee identification cards for those employees
working in and around The DEPOT at Santa Ana. Employees will be required to
permanently wear such cards whenever working. Contractor shall agree that the
Downtown Development Division will approve all employees used in The
DEPOT at Santa Ana.
F. Contractor shall maintain a twenty-four- (24) hour, seven- (7) day -a -week
telephone and fax machine service and shall respond within four (4) hours to
clean up any work left undone after the City notifies the Contractor of failure to
perform. The City will notify the contract service company by fax machine
transmission of any and all failures to comply with this procedure.
G. Contractor shall provide a minimum of one (1) individual capable of
communicating in the English language (read and speak), to be stationed with the
work crews at all times.
H. Contractor shall designate in writing to the City the name of the person who will
officially represent the Contractor, and be responsible for communication between
the City and the Contractor.
I. CHANGE IN SCOPE OF WORK - In the event the City requires a change in the
scope of the work set out in this agreement, for example, by loss or addition of
facilities, or by an increase or decrease in the work required within the facility set
forth in this agreement, or by special cleaning requirements not anticipated, the
Contractor shall provide in the attached Bid Proposal a basis by which such
changes in scope may be on the basis of an hourly rate of charge for labor and
materials or on a unit price basis. Such rate of charge shall be in force during the
first year of the contract and shall be negotiated for the succeeding years in
accordance with the methods for changes set forth elsewhere in this agreement.
J. TERMINATION OF CONTRACT - The contract may be terminated under the
following conditions:
I . By mutual written agreement of both parties. Termination under this
provision may be immediate.
2. Upon sixty (60) days written notice by the City to Contractor. The
Contractor may terminate responsibility of contract by notifying the City
one hundred twenty (120) days prior to termination date.
K. CONSEQUENCES OF FAILURE TO PERFORM REQUIRED SERVICES —
The City will give the Contractor written notice of work deficiencies by copies of
inspection reports prior to charging a liquidated damage fee. These inspection
reports shall be given to Contractor on a timely basis. The City will:
1. In the case of work scheduled for performance on a daily basis, deduct
from the Contractor's next invoice a fee of Ten Dollars ($10.00) per
occurrence of each task.
2. In the case of work scheduled for performance on less than a daily basis,
allow the Contractor to correct the deficiency without penalty during the
next scheduled work shift, or at a time mutually agreed, unless the work
deficiency is a continuation; then the provisions of (1) will apply.
Repeated instance of nonperformance by Contractor will be grounds for
termination of Contract by City.
II. INDEPENDENT CONTRACTOR STATUS
The Contractor is engaged as an independent Contractor and will be responsible for any
federal or state taxes applicable to this contract and for complying with the requirements
of all federal and state laws pertaining to income tax with jail, unemployment insurance
and other insurance applicable and necessary for its employees.
III. EMPLOYMENT STANDARDS
The Contractor agrees that the custodial services covered by this contract shall be
performed by carefully selected and efficient employees in conformity with accepted
janitorial standards and practices. The Contractor further agrees that upon request by the
City, the Contractor will remove from the City's premises any employees who, in the
opinion of the City, are guilty of improper conduct or are not qualified to perform the
work assigned. Contractor further agrees to provide the City with a steady and
dependable workforce. Employee turnover will be kept to a minimum. Employees
working in The Depot at Santa Ana will be required to have an interview with the
Downtown Development Division to be approved by the City prior to assignment.
IV. SECURITY
The following security requirements shall be in effect at all times. Failure to abide by
any of these items by any Contractor's employee may result in removal from the facility
and or criminal charges.
All of the Contractor's personnel to work within the facility provide the following
information before beginning work:
A. First name, middle name, last name
B. Date of birth
C. Current residence address
D. Photocopy of valid government issued photo identification
E Photocopy of valid Social Security Card
F. Proof of U.S. citizenship or legal work status.
The Contractor shall be notified of any employees that are refused for employment within
the facility. The above information requirement shall also apply to employees who begin
at any later date. Decisions of the Downtown Development Division are final and are not
subject to arbitration.
V. NONDISCRIMINATION IN EMPLOYMENT
The Contractor shall not engage in discrimination in hiring, selection, retention,
promotion, or treatment of any person in receipt of the benefit of any services or activities
made possible by, or resulting from, the contract. Discrimination means any act that
unreasonably differentiates treatment intended or unintended, based on age, handicap
national origin, race, marital status, religion or sex.
VI. KEY CONTROL
A. The City shall issue keys and/or cards to the Contractor as necessary for the
Contractor to perform the services. The Contractor shall adequately secure the
keys, provided by the City. The Contractor shall not duplicate and shall not allow
such items to be duplicated. Any such items that become lost, missing or stolen
shall be immediately reported to The DEPOT at Santa Ana by the Contractor. The
Contractor shall reimburse the City for all direct and indirect costs associated with
re -keying any buildings or portions of buildings when City determines that
security by City property is in jeopardy as a result of lost, misplaced, stolen or
unauthorized duplication of keys or cards issued the Contractor by the City.
B. The Contractor shall insure that no offices or interior doors normally locked are
left unattended if the exterior doors of the building are not locked. The
Contractor shall insure that during nonbusiness hours any office unlocked before
cleaning, shall be left in a locked condition when cleaning is completed, and that
any exterior door used by the employees is locked upon their departure. The
Contractor shall insure that in no instance will employees of the Contractor admit
any person or persons into locked buildings or to locked spaces within building
areas. The Contractor shall physically present all keys and access cards for
verification upon request by the City. When an employee leaves the service of
the Contractor, the Contractor shall notify the Downtown Development Division
within twenty-four (24) hours.
VII. EMPLOYEE CONDUCT
A. All Contractor's employees shall wear identical uniforms that clearly designate
them as employee of the Contractor at all times while within the facility.
B. Contractor's employees shall never bring alcoholic beverages or narcotics into the
facility. Persons that are under the influence of alcohol or narcotics shall be
denied admittance into the facility.
C. In the event of a dispute between Contractor's staff and facility staff regarding
work procedures, security measures and so forth, the Downtown Development
Division shall have the final decision.
VIII. PARKING
Contractor employees shall park in marked stalls on The DEPOT property.
IX. SUPPLIES
A. Contractor shall provide all cleaning appliances, utensils (i.e.; vacuums, mops,
janitor carts, floor polishers, ladders, etc.) and all vacuum bags, etc. All
nondisposable items will remain on the premises for the duration of this contract.
B. The City will provide paper towels, toilet paper, toilet seat covers, hand soap,
cleaning chemicals, rags and sponges. The Contractor will fill all dispensers with
these City and Contractor -supplied items.
C. Contractor will be charged for any damage their employees cause to the
dispensers they are responsible for filling.
X. SERVICE AREA
A. Contractor will provide all prescribed services to approximately thirty-seven
thousand (37,000) square feet of space within The DEPOT at Santa Ana.
Attachment C lists the tenant spaces within the facility that are covered by this
agreement, as well as the rooms within the facility that are not covered by this
agreement.
B. All interior glass in open spaces, office walls, corridors, atrium handrail areas,
partitions and the interior of all building windows are covered under this
contract. This includes both sides of all glass doors and entry doors. Exterior
windows and glass of the facility are covered under this contract.
C. This contract does cover the cleaning of any areas on the roof above the
courtyard and Suite 100.
D. Contractor will determine the square footage of carpet versus other floor types for
their bidding purposes.
ATTACHMENT B
SPECIAL CONDITIONS
I. GENERAL
A. DAYS OF WORK:
H Shall mean work to be performed every hour.
2 X D Shall mean work to be performed two times a day at 9:00 a.m. and 2:00 p.m.
4 X D Shall mean work to be performed four times a day at 7:00 a.m.,
11:00 a.m., 3:00 p.m. and 6:00 p.m.
D Shall mean work to be performed on each day of service at a particular
location.
SEVEN DAYS means each day in the week.
FIVE DAYS means Monday through Friday.
THREE DAYS means Monday, Wednesday and Friday.
TWO DAYS means Tuesday and Friday.
ONE DAY means day indicated.
(Specific days may be indicated other than these).
The common area of the facility and the first floor tenants are maintained seven
days, while the tenants on the rest of the floors are maintained five days a week.
W Shall mean one time during each week. A specific day may be indicated.
2W Shall mean two times during each week; specifically, each Tuesday and
Friday.
3W Shall mean three times during each week, specifically, each Monday,
Wednesday, and Friday.
M Shall mean once each month or twelve times each year; the first week of
each calendar month unless specifically indicated.
2M Shall mean two times each month, the first and third week of each month.
2Y Shall mean two times each year, every six months; January and July
unless changed.
A Shall mean once each year as directed.
B. HOLIDAYS
Holidays shall be those designated by the City of Santa Ana:
New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day,
Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, day after
Thanksgiving, Christmas Eve, and Christmas Day. Holidays falling on
weekend days may affect the observance day for the holiday.
C. HOURS OF WORK ALLOWED FOR CONTRACTOR
Common area of facility includes all contracted areas cleaned between 6:00 a.m.
and 11:00 p.m., seven (7) days a week including holidays. Tenant space above
the first floor (see attachment C) will be cleaned five (5) days a week between
4:00 p.m. and 11:00 a.m.
D. SCHEDULING
All work shall be performed in accordance with the custodial schedule, at the
convenience of the City, and work which necessitates closing an area within a
facility shall be scheduled so as not to conflict with regular office hours or events.
E. QUANTITIES
All quantities shown on the custodial schedule are approximate and subject to
verification by the Contractor. Additional or less custodial areas may be added
and subtracted at the unit cost quoted.
F. INSPECTION
A qualified Contractor's representative shall be required to inspect the facility
once a week or more often if requested by the City.
H. ROUTINE SERVICES PERFORMANCE STANDARDS
A. CLEAN AND DISINFECT DRINKING FOUNTAINS AND SINKS
Use a spray bottle of germicidal detergent solution, sponge or cloth, small
percolator brush, abrasive pad or lotion cleanser to remove all obvious soil,
streaks, smudges, etc., from the including the spouts and drain. After cleaning
and disinfection, the entire drinking fountain and/or sink (sink refers to all sinks
in coffee rooms or lounges) shall be free of streaks, stains, spots, smudges,
scale, and other removable soil. Oil is not to be used to polish metal fixtures.
B. CLEAN AND DISINFECT WASH BASINS, TOILETS AND URINALS
Use a spray bottle, to apply germicidal detergent solution to all surfaces of
washbasin, toilets, toilet seat hinges, pipes, urinals, showers and adjacent
surfaces. Use a sponge or cloth (except inside toilet bowls and urinals where a
bowl mop shall be used) to remove soil from all surfaces of these fixtures and
adjacent surfaces. Use lotion cleanser and an abrasive pad to remove soil not
removed by the sponge or cloth and germicidal detergent solution. Use a dry
cloth to dry metal surfaces of faucets, handles, valves, etc. The sponges and
cloths used in cleaning and disinfecting toilets, urinals and other surfaces
contaminated with urine or feces shall be a color readily distinguishable from
sponges used on other surfaces and fixtures. Floor and door soap scum, mold
and mildew will be removed daily and drain screens cleaned of hair and lint.
Oil is not to be used to polish metal fixtures.
C. CLEAN ENTRANCE MATS
Use a wet/dry tank vacuum to remove moisture and a carpet vacuum to remove
dry soil from carpeted type entrance mats. Noncarpeted-type entrance mats
shall be cleaned by shaking, hosing with water and/or vacuuming.
D. CLEAN AND REFILL FLOOR DRAINS
Use a small stiff bristle brush to clean floor drains. Use metal polish to remove
corrosion and tarnish. Pour solution of germicidal detergent down the floor
drain to fill the drain trap to prevent the escape of sewer gas.
E. COMPLETELY VACUUM CARPET
Use a carpet vacuum to remove visible and hidden soil and debris from the carpet
surface and from within the carpet pile. Chairs, trash receptacles and other such
items shall be tilted or moved where necessary to vacuum. After completely
vacuuming, the carpet shall be free of all visible soil and litter and all soil which
can be removed from the carpet pile.
All areas should be vacuumed with a dual -motor vacuum with an internal filtering
system for cleaner air discharged (3 microns). The vacuum should have a 3500-
RPM chevron brush with pile height adjustment brush wear adjustment, and top
loading bag. No single motor, cloth bag vacuums or backpack vacuums will be
used.
F. DAMP MOP NONCARPETED FLOORS/MACHINE SCRUB STONE
FLOORS
Use a solution of neutral detergent solution and a mop to remove soil from non -
carpeted floors, which cannot be removed by sweeping, or dust mopping. Floors
that are coated with floor finish shall be dust mopped prior to damp mopping.
Trash receptacles and other such small items shall be moved as necessary and
returned to their appropriate location. It is not necessary to move all furniture. All
accessible areas of the floor shall be damp mopped. The area to be damp mopped
shall be outlined with the mop first and then the remainder of the area shall be
mopped. Care shall be taken to prevent splash and mop marks from being visible
on furniture legs, doors, etc., "Caution - Wet Floor" signs shall be placed so as to
provide sufficient safety measures. After a floor has been damp mopped, it shall
have no puddled water and be free of soil, stains, streaks, and swirl marks. A
check shall be made for any observable soil that can be removed by a second
scrubbing. On rest rooms a germicidal detergent solution should be used instead
of a neutral detergent solution.
G. DESCALE TOILETS AND URINALS
Use acid -type bowl cleaner and nylon bowl brush to remove scum, mineral
deposits, rust stains, etc., which are common problems of toilet bowls and
urinals.
H. DISINFECT FURNITURE. FIXTURES, WALLS, PARTITIONS, (RESTROOMS)
Use a sponge or cloth and a germicidal detergent within a spray bottle to damp
wipe and disinfect all non -wood hard surfaces of furniture, fixtures, walls,
partitions and doors. Use a germicidal detergent approved by the City.
I. VACUUM FABRIC FURNITURE SURFACES
Use an upright or tank vacuum with dusting attachment and remove all dust, lint,
litter, and dry soil, etc., from all fabric surfaces of chairs, workstation partitions,
and other furniture.
J. DUST HVAC VENTS
Use a vacuum cleaner with brush attachments. Clean all HVAC vents and area
immediately surrounding them. Take care not to spread dust into the air.
K DUST BLINDS AND DRAPERIES
Dust blinds and draperies using vacuum cleaner brush attachment. Also wipe off
any visible dirt or dust from plastic vertical type blinds, shades or miniblinds.
L. DUST BUILDING SURFACES
Use a lightly treated dust cloth, lambs wool dusting tool, upright or tank vacuum
with dusting attachments, or combination of these tools to remove all dust, lint,
litter, dry soil, etc., from the surface of ledges, window sills, fire extinguishers,
counter tops, wall door frames and sills, light switches, pictures, partitions, rails
and other types of fixtures and surfaces which are not considered to be furniture
surfaces or specialty equipment such as test equipment, computers, typewriters,
calculators, etc., below nine (9) feet from the floor surface. Dusting shall be
accomplished by the removal of soil from the area - not by moving it from one
surface to another. This includes the cleaning of the atrium wood ledges too.
M. EMPTY TRASH AND ASH RECEPTACLES
All wastebaskets, cigarette ash receptacles and other trash containers within the
area shall be emptied and returned to their initial location. Boxes, cans, papers,
and other containers marked TRASH" (or are obviously trash) shall be removed.
All waste from such trash receptacles shall be removed from the area and emptied
into a designated trash dumpster or receptacle in such a manner as to prevent the
adjacent area from becoming littered by such trash.
N. GENERAL CLEANUP
Remove litter. Sweep or vacuum soil from floors. Spot clean unsightly soil from
building, fixture and surfaces. Spot mop floors to remove liquids and unsightly
soil. Empty trash and ash receptacles that may become filled prior to the
scheduled routine cleaning. Refill dispensers that may become depleted prior to
the next scheduled routing cleaning. Remove carpet stains.
O. REARRANGE FURNITURE
All furniture moved by the Contractor during the performance of the services
shall be returned to its appropriate location. All items such as chairs, trash
receptacles, etc., shall be returned to their appropriate location.
P. REFILL DISPENSERS
Check and refill each toilet paper dispenser, hand soap dispenser, paper towel
dispensers, toilet seat cover dispenser, etc. The supplies shall be placed in the
dispensers in accordance with the directions of the supply and dispenser
manufacturers. Hand soap dispensers and adjacent surfaces shall be wiped to
remove spillage.
Q. REMOVE CARPET, CHAIR UPHOLSTERY, PANEL/WALL FABRIC STAINS
1. Spray the spot with a water -based solvent (pH8.5 to 9.5), and allow ten-
(10) minute dwell time. Agitate soiled area with a soft -bristled nylon brush
and extract residue with warm water.
2. If the stain is a coffee spill, use Interface Coffee Breaker or some like
product and follow manufacturer's recommended procedures. Do not
extract or blot. Simply spray affected area.
R. REPLACE TRASH RECEPTACLE LINERS
All obviously soiled or torn trash receptacle liners shall be replaced with a new
trash receptacle liner. The liner shall be replaced in such a manner as to present a
neat uniform appearance.
S. WAX VINYL/TELE FLOORS
If there are black marks, marks from chair glides, imbedded soil in the finish,
remove before re -waxing. One uniform thin coat of approved floor finish will be
applied. A one -tile border next to the walls will not be recoated. After the finish
has dried, the appearance will be uniform with no visible stress, swirls, etc.
Remove all stripping or detergent solution from the baseboards, door or other
nonfloor surfaces and in adjacent spaces.
T. SPOT CLEANING BUILDING SURFACES
Use a sponge, clean cloth, abrasive pad, spray bottle of detergent solution, glass
cleaner, or cream cleanser to remove smudges, fingerprints, marks, streaks, tape,
etc., from the surface of ledges, windows, partition glass, window sills, fire
extinguishers, counter tops, walls, doors, door frames and sills, pictures,
partitions, rails, and other type of fixtures and surfaces, which are not considered
to be furniture surfaces or specialty equipment such as test equipment, computers,
typewriters, calculators, etc., below nine (9) feet from the floor surface. Care must
be taken not to permanently mar the surfaces.
U. SPOT CLEAN FURNITURE AND FIXTURES
Use a sponge, clean cloth abrasive pad, spray bottle of detergent solution, glass
cleaner, or cream cleanser to remove smudges, fingerprints, marks, streaks, tape,
etc., from the surfaces of ledges, window sills, fire extinguishers, counter tops,
walls, doors, door frames and sills, pictures, partitions, rails, and other types of
fixtures and surfaces which are not considered to be furniture surfaces or specialty
equipment such as test equipment, computers, typewriters, calculators, etc., below
(nine) 9 feet from the floor surface.
V. SPOT CLEAN TRASH RECEPTACLES
Remove nonpermanent stains and soil from the interior and exterior of trash
receptacles. Use a cleaning cloth or sponge and neutral detergent solution or
lotion cleanser and a synthetic fiber abrasive pad.
W. SPRAY-BUFFMARD FLOORS
Prior to being spray -buffed, the floor surface shall be dust mopped. A single -disc
floor machine, buffing pad, and a spray bottle with spray buffing solution shall be
used to restore a uniform gloss and protective finish to resilient tile or terrazzo
floors that are finished with a floor finish. The spray buff solution shall be a
premixed solution formulated as a companion product to the finish already on the
floor. All chairs, trash receptacles, etc., shall be titled or moved where necessary
to spray buff underneath. The floor shall be dust mopped after spray buffing.
After spray buffing, the entire floor shall have a uniform, glossy appearance, free
of scuff marks, heel marks, and other stains, and shall have a uniform coating of
floor finish. All spray buff solution shall be removed from baseboards, furniture,
trash receptacles, etc.
X. WINDOW CLEANING
Completely remove dust, cobwebs, smudges, tapes, oil film and other types of soil
from all interior and exterior windows and partitions. A solution of glass cleaner,
window squeegee tool with rubber blade, clean sponge and clean cloths are to be
used. Remove drip and splash marks from all adjacent surfaces. Glass in open
space and office partitions are included in this project.
Y. SWEEP OUTSIDE PATIO. BALCONIES AND BUILDING ENTRYWAYS
Clean cobwebs from overhead surfaces and lights affixed to the building
entryway areas. This includes cleaning the exterior of doors, door thresholds and
hardware. Sweep exterior patios.
Z. CLEAN ENTRANCE GLASS
Clean both sides of all building entry door glass and entry doors for a uniform
appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove all
paper and tape surfaces.
AA. MACHINE SCRUB GLAZED TILE AND STONE FLOORS
Apply the approved cleaning solution compatible with type of surface, and allow
it to stand before scrubbing the surface with a floor buffer equipped with a
scrubbing pad. Deep cleaning is to be performed in a manner to remove heavy
stains, mildew and mineral deposits from the surface. After scrubbing, the
surface will be rinsed thoroughly to remove all remaining cleaning solution. After
cleaning, the floor and grout will have a uniform appearance free from film,
mineral deposits, corrosion stains, etc. Areas not accessible with the buffer will be
manually scrubbed with an abrasive pad. Apply sealer to tile areas after machine
scrubbing, except in shower areas.
BB. EMPTY TRASH IN OUTSIDE PATIOS, BALCONIES, ENTRY DOOR AREAS
Empty trash receptacles in patio and balcony areas. Clean receptacle as needed
each time. This includes receptacles that may be placed outside any entry doors.
CC. BREAK DOWN CARDBOARD BOXES
Cardboard cartons are to be broken down flat and put into the proper trash
container.
DD. SPOT CLEAN CEILINGS
Remove toilet paper wads, cobwebs, dust build up and other debris from the
ceiling.
EE DUST WALLS AND CEILINGS
Use a lightly treated dust cloth, lambs wool dusting tool, upright or tank vacuums
with dusting attachment, or combination of these tools to remove all dirt, lint,
litter, dry soil, etc., from wall and ceiling.
FF. SAFETY AND PRECAUTIONARY MEASURES
Contractor shall secure work area and equipment to prevent passage by the
general public and City staff, and shall denote it as such. Work area and
equipment shall stay under that condition until work is complete, equipment is
vacated, and passage is safe by the general public and City employees. The proper
quantity and type of safety signs, such as "caution, wet floor" will be placed by
the Contractor's employees every time conditions exists that warrant such signs.
Signs will be provided by the Contractor. Signs are to be picked up and stored in
the proper janitor room once the condition no longer exists to warrant such signs.
GG. DUST WALLS AND CEILINGS
Use a lightly treated dust cloth, lambs wool dusting tool, upright or tank vacuums
with dusting attachment, or combination of these tools to remove all dirt, lint,
litter, dry soil, etc., from wall and ceiling.
HH. HIGH DUSTING
Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above ten
(10) feet from the top of the floor. This includes lights, grills, light fixtures, pipes,
sprinkler system, cables, ledges, walls, ceilings, vents, etc. High dusting shall be
accomplished by using treated dust cloths, lambs wool dusting tools, damp
sponges, and a tank vacuum with dusting and vacuuming attachments.
H. CLEANING WOOD FURNITURE
Clean all wood furniture with a soft cloth, (no oil based cleaner), with a mild
cleaner, such as "Marguard". Care should be taken not to scratch or mar wood
surfaces.
JJ. GENERAL INFORMATION
1. There are approximately fifty (50) roll -up shades, vertical blinds and
miniblinds in The DEPOT
2. Trashcan liners will be provided by the City.
3. Office/work station areas mostly contain 10" w x 10" d x 15" h trashcans.
4. The lobby has large size trashcans/liners.
5. Exterior grounds contain large size trash -cans / liners
ATTACHMENT C
KK. TENANT OFFICES (7 days a week except Suites 107,108, 200, 220 & 300)
SUITE #
TENANT NAME
SQUARE FOOTAGE
100
Not included in bid
101
Amtrak
2,135
102
Cafe Express
1,100
103
State of California — EDD
1,545
104
K. Lee Gift Shop
50
105
Greyhound Buslines
1,180
106
Transportes Intercalifornias
313
107
SACAC
100
108
Property Management Office
100
109
Tres Estrellas De Oro
75
200
Santa Ana WORK Center
4,769
220
Santa Ana WORK Center
7,353
300
County of Orange GAIN
6,000
ATTACHMENT D
ROUTINE SERVICES, TASKS AND FREQUENCIES
All areas are to be cleaned five (5) days a week, excluding holidays.
I. COMMON AREAS
Lobby waiting areas,
fourth and fifth floor conference rooms, rotunda, stairs and parking
lots to be cleaned seven (7) days a week, including holidays.
Frequency
Routine Service Tasks
4 X D
1.
Empty trash and ash receptacles.
4 X D
2.
Replace obviously soiled/torn trash receptacle liners.
4 X D
3.
Spot clean trash, ash receptacles & fixtures.
2 X D
4.
Clean and disinfect drinking fountains.
D
5.
Rearrange furniture.
4 X D
6.
General clean up.
D
7.
Damp mop noncarpeted floors.
4 X D
8.
Clean entranceways.
2 X D
9.
Completely vacuum carpet.
D
10.
Spot clean furniture & fixtures.
D
11.
Spot clean building surfaces.
D
12.
Dust building surfaces.
D
13.
Dust furniture surfaces.
II. TENANT SPACE
Frequency
Routine Service Tasks
P
1.
Empty trash and ash receptacles, including entry areas.
D
2.
Replace obviously soiled/torn trash receptacle liners.
D
3.
Spot clean trash and ash receptacles.
D
4.
Clean and disinfect drinking fountains.
D
5.
Rearrange furniture.
D
6.
General clean up.
D
7.
Damp mop or machine scrub non -carpeted floors.
D
8.
Clean entrance mats.
D
9.
Completely vacuum carpet.
D
10.
Break down cardboard cartons.
D
11.
Spot clean furniture and fixtures.
D
12.
Spot clean building surfaces.
D
13.
Dust building surfaces.
D
14.
Dust furniture surfaces.
D
15.
Spray buff hard floors.
D
16.
Wax hard floors as needed.
M
17.
Cleaning interior room windows and workstation partitions.
M
18.
Dust HVAC vents.
M
19.
Dust window blinds.
D
20.
Clean and disinfect wash basins.
D
21.
Clean all entry and interior glass doors (both sides)
M
22.
Clean all exterior windows.
M
23.
Dust walls and ceilings.
M
24.
High dusting.
W
25.
Vacuum or brush chair upholstery.
III. OUTSIDE PATIOS & LUNCHROOM
Frequency Routine Service Tasks
D
1.
Empty trash and ash receptacles, including outside patio areas.
D
2.
Replace obviously soiled/torn trash receptacle liners.
D
3.
Spot clean trash receptacles.
D
4.
Rearrange furniture.
D
5.
General clean up.
D
6.
Damp mop or machine scrub non -carpeted floors.
D
7.
Clean entrance mats.
D
8.
Completely vacuum carpets.
D
9.
Break down cardboard boxes.
D
10.
Spot cleanfurniture surfaces.
D
11.
Spot clean building surfaces.
D
12.
Dust furniture surfaces.
D
13.
Spray buff hard or machine scrub floors. wax as needed.
D
14.
Remove carpet stains.
D
15.
Clean and straighten tables, chairs and table -top accessories.
M
16.
Clean windows.
M
17.
Dust HVAC vents.
D
18.
Clean and disinfect washbasins.
D
19.
Clean entrance glass (all glass doors).
D
20.
Clean inside of lunchroom
W
21.
Sweep outside patios.
D
22.
Empty trash receptacles in outside patio areas.
M
23.
Wax vinyl floors.
M
24.
Dust walls and ceilings.
M
25.
High dusting.
D
26.
Wipe chairs, tabletops & legs, & benches clean.
IV. REST ROOMS -ALL FLOORS
Frequency Routine Service Tasks
H
1.
Empty trash receptacles.
H
2.
Replace obviously soiled/torn trash receptacles/liners.
H
3.
Spot clean trash receptacles.
H
4.
General clean up.
H
5.
Damp mop or machine scrub non -carpeted floors.
H
6.
Completely vacuum carpet.
H
7.
Spot clean furniture and fixtures.
H
8.
Spot clean building surfaces.
2W
9.
Dust building surfaces.
2W
10.
Dust furniture surfaces.
W
11.
Spray buff hard floors, wax as needed.
D
12.
Remove carpet stains.
M
13.
Dust HVAC vents.
H
14.
Refill dispensers.
M
15.
Machine scrub glazed tile floors.
W
16.
Clean and refill floor drains.
W
17.
De -scale toilets and urinals.
W
18.
Disinfect furniture, fixtures, walls, partitions, doors, etc.
H
19.
Clean and disinfect washbasins, toilets, urinals. Remove soap scum.
H
20.
Clean mirrors.
M
21.
Dust walls and ceilings.
M
22.
High dusting.
W
23.
Replace deodorant cartridge in automatic spray dispenser
D
24.
Spray buff hard floors.
3M
25.
Re -wax hard floors as needed.
M
26.
Dust HVAC vents
4 X D
27.
Clean entrance glass (all glass doors).
W
28.
Clean all glass panes, interior and exterior.
M
29.
Dust walls and ceilings.
M
30.
High dusting.
IV. OUTDOOR PARKING AND DRIVEWAY AREAS
Frequency
Routine Service Tasks
2 X D
1.
Empty trash and ash receptacles.
2 X D
2.
Replace obviously soiled/tom trash receptacle liners.
2 X D
3.
Spot clean trash and ash receptacles.
2 X D
4.
General clean up.
2 X D
5.
Sweep/pick up any trash or cigarette butts
2 X D
6.
Break down any cardboard boxes.
D
7.
Pick up debris from driveway and parking surfaces.
ATTACHMENT E
EXTRA CLEANING PERFORMANCE STANDARDS
I. CARPET CLEANING, EXTRACTION METHOD
Spot clean, vacuum, operate the extraction equipment, and revacuum all carpet in the
specified area. All vacuuming, both before and after cleaning shall be repeated until there
is no longer evidence of dry soil or cleaner residue in the carpet pile as determined by
examining the filter bag. All stained areas shall be treated with spot cleaning solution,
following the directions of the manufacturer. Spot cleaning shall be continued until as
much of the stain as possible has been removed. Areas, such as corners, which are
inaccessible to the equipment, shall be cleaned with manual scrubbing devices. After
cleaning and allowing sufficient drying time, vacuum the carpet following a pattern
which will give the carpet pile a uniform appearance.
A. HOT WATER EXTRACTION
Hot water extraction provides rapid soil emulsification since most of the cleaners
used for extraction are low foaming and non -corrosive. They penetrate into the
carpeting and loosen the soil for easy removal while extracting. The pH of the
detergent used should never exceed 10.5.
Extractor Specifications:
Use a self-contained hot water extractor with a minimum of one hundred
(100) psi water pressure through the injection nozzles, a reel -type soft
bristled agitation brush and a water lift of one hundred thirty (130) inches.
2. Equipment performance characteristics are critical to ensure effective and
complete extraction.
B. CARPET CLEANING CHEMICALS
Only approved carpet -cleaning chemicals will be used. Be sure that the chemical
manufacturer's recommendations and safety procedures are followed. Do not
exceed the recommended dilution ratios for any cleaning product. Chemicals
used should conform to all regulatory guidelines.
1. Spray Spotter (pH8.5 to 9.5)
Spray the area to be cleaned. Allow the spray eight (8) to ten (10) minutes
dwell time. Extract the sprayed area with hot water only. Note: do not
spray too large an area. If the spray is allowed to dry prior to extraction, it
will not be effective.
2. Detergent (pH not to exceed 10.5)
Dilute the detergent to half (1/2) the chemical manufacturer's specified
ratio per gallon of hot water, extract the carpet. If there are any large
stains, it is advisable to spray them with the spray prior to extracting.
II. NONSPECIFIC TASKS
Perform miscellaneous activities as directed by the Property Manager. The hourly price
shall include the cost of any tool, item of equipment, chemical or supply if such type of
item is used in performing routine services as defined in the Specifications. Should any
tool, item of equipment, chemical or supply not normally used in performing routine
services be required as directed by the City, such term shall be deemed to be not included
in this bid price and shall be reimbursed to the Contractor.
III. STRIP AND REFINISH FLOORS
All unfixed furnishings such as tables, chairs, desks, trash receptacles, storage containers
shall be removed prior to stripping unless exempted by the City. A single disc floor
machine, stripping pad, putty knife, abrasive pad, mop, mop bucket and wringer, floor
finish remover and rust remover shall be used to remove all removable marks, heel
marks, scuff marks, rust stains, gum and other types of stains and soil. Manual scrubbing
devices shall be used in areas inaccessible to the floor machine.
IV. WASH FLUORESCENT LIGHT FIXTURES
Remove lenses, clean both sides with damp pad and replace lenses into fixture.
V. HIGH DUSTING
Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above ten (10) feet
from the top of the floor. This includes lights, grills, light fixtures, pipes, sprinkler
system, cables, ledges, walls, ceilings, vents, etc. High dusting shall be accomplished by
using treated dust cloths, lambs wool dusting tools, damp sponges, and a tank vacuum
with dusting and vacuuming attachments.
ATTACHMENT F
DESCRIPTION OF 1000 EAST SANTA ANA BOULEVARD
The DEPOT at Santa Ana is a multimodal three-story facility featuring a five -story theme tower.
Opened in September 1985, the occupancy and public usage has expanded at a rapid rate and
today, approximately 37,000 square feet of space is in use. The DEPOT at Santa Ana is open for
business from 5:00 a.m. to midnight, 365 days a year and needs regular cleaning and routine
maintenance.
A prebid meeting on site tour will be conducted on Wednesday April 14, 2005 at 10:00 a.m. to
show exact rooms and areas that are included in or excluded from the contract. All bidders are
required to attend this meeting and site tour.
ATTACHMENT G
OFFICIAL BID PROPOSAL
CUSTODIAL MAINTENANCE FOR CITY OF SANTA ANA
THE DEPOT AT SANTA ANA
I. MONTHLY SERVICE CHARGE INCLUDING ALL COSTS PER ATTACHED
SPECIFICATIONS FOR ROUTINE SERVICE.
A.
Total cost for Common Areas:
7 4 5 . n 1 per month
B.
Total cost for Tenant Space:
$ 2980.02 per month
C.
Total cost for Outside Patios and Lunchroom:
$ 1117.51 per month
D.
Total cost for Restrooms:
$ 1 R62.51 per month
E.
Total cost for Outdoor Parking and Driveways:
$ 2 2 3 5 _ n2 per month
F.
GRAND- TOTAL FOR ALL CATEGORIES:
S89 40 per month
G.
GRAND MONTHLY TOTAL:
$ 894o. o7 X12 =
ANNUAL COST:
$ 107,280.84
(This will be the total amount of service from July 1, 2005 for a period of twenty-four
[24] months)
All_ charges identified with monthly cleaning costs and. the service. of this contract must
be included in the above total.
II. EXTRA CLEANING CHARGES
A. Carpet cleaning - as needed basis $ _ 1 A sq.R.
B. All carpets twice/year - every six (6) months
(As per method prescribed in Attachment E #1) $ 2132. oo total
C. Hourly rate for nonspecific tasks $ 23.0o hour
D. Strip and refinish floors $ 16.00/hr-
E. Wash fluorescent light fixtures $ 3.50 per fixture
Extra cleaning charges will be paid on usage only. No additional funds will be allowed
for bonds, insurance or other expenses.
III. EXTERIOR BUILDING CLEANING
A. Clean exterior of building (up to ten f 10 ]feet
off ground level) by removing cobwebs, dirt,
etc., using brushes, brooms, and hosing. $ 23.001hr each time
B. Clean exterior doors, door frames, thresholds,
and window sills. $ 23.00/hr each time
C. Wash down equipment in immediate area of building,
such as benches, trash receptacles, partitions, posts
and planter walls.
$ 23.00/hr each time
D. Clean lighting fixtures below ten (10)feet,
attached to building or vehicle parking structure,
canopy, eves, overhangs, including fixture lenses
$ 23.00/hr each time
E. Clean concrete walkways to, and/or around buildings,
removing spills, stains, dirt, gum, etc., to a distance
of ten (10) to thirty (30) ft, stopping at landscape,
curb or other reasonable border area.
$_ 23, oo/hr each time
F. Windows may need to be washed after cleaning
building surface
$ 8.28 per window
IV. MISCELLANEOUS
A. A bid bond of ten percent (10%) of total amount for first year is included in the
proposal.
C.
l7
Yes X No
I have seen the respective area upon which I am bidding.
Yes X ' No
I have completed and attached the Contractor's Qualifications Questionnaire.
Yes X No
I can begin the work called out for in this bid packet on A�4are 1, ' °9°: kla,{,j
Yes No X
E. I understand that I must have a complete listing of all possible employees and
required personal information submitted to the Police Department's background
investigators forty-five (45) days prior to July 1, 2005.
Yes X No
XI. CERTIFICATION OF NONDISCRIMINATION BY CONTRACTORS
As suppliers of goods or services to the City of Santa Ana, the company listed below
certifies that it does not discriminate in its employment with regard to race, color,
religion, sex or national origin; that it is in compliance with all federal, state and local
directives and executive orders regarding nondiscrimination in employment; and that it
agrees to demonstrate positively and aggressively the principle of equal opportunity in
employment.
Contractor agrees specifically:
A. To take affirmative steps to hire minority employees within the company.
B. To establish or observe employment policies which affirmatively promote
opportunities for minority persons at all job levels.
C. To communicate this policy to all persons concerned, including all company
employees, outside recruiting services, especially those servicing minority
communities, and to the minority communities at large.
Please include any additional information available regarding equal opportunity
employment programs now in effect within your company.
MI. BIDDER'S STATEMENT
I have read, understand, and agree to the terms and conditions of all pages of this Request
for Proposals. Upon request, I will transfer and deliver services to The DEPOT at
Santa Ana in accordance with said terms and conditions.
Taxpayer I.D. No.:
Pacific Building rqra (949) 261-1234 (949) 261-8604
Complete Legal Name of Company Phone No. Fax No.
17935 Sky Park Circle Suite A Irvine California 92614
Business Address Street City/State ZIP
of Authorized Agent — Title Printed Name
A. On -time delivery: a commitment to delivering material and services on or before
the promised time.
B. Quality as specified: a commitment to provide products meeting or exceeding the
specification at your quoted price.
C. Quality control: a commitment to use methods or procedures to assure quality
control of service, material and invoicing.
D. Customer satisfaction: a commitment to resolve customer concerns regarding the
quality of service or material supplied.
The quality statement should be included with your bid. It is required as a prerequisite to
making your bid responsive and therefore must be submitted before your bid is evaluated
To the extent that your statement enhances the quality of service or material provided to
the City, your statement will be incorporated in the terms and conditions of the contract.
Please complete this self -rating of delivery (complete) performance:
Circle One:
Previous Orders:
Order for items on this bid:
on time -------------- late
5 4 3 2
4 3 2
Write your statement below or on an enclosed separate sheet.
Please see attached sheet.
ATTACHMENT H
CONTRACTOR'S QUALIFICATION QUESTIONNAIRE
Name of bidder: Pacific Building Care
Type of firm: Individual Partnership _Corporation
Address: 17935 Sky Park Circle, Suite A, Irvine, CA 92614
Name and titles of all officers of the firm:
Ted Geissler - President
Jennifer Corbett-Shramo - Chief Executive Officer
Hblly Papa 'Chief Financial Officer
Accounting Manager - Robin Grebel
Number of years as a janitorial services company: 36 Years
References: See attached.
Three (3) accounts of this size and type currently or recently performed.
These accounts should have been performed for a minimum duration of two (2) years each.
Duration of account
Square footage
Owner
Position
Address
Phone number of owner,
Duration of account
Square footage
Owner
Position
Address
Phone number of owner
V. TERMS AND CONDITIONS
A. Payment Terms: City normally pays within thirty (30) days.
B. Remarks:
Taxpayer I.D. No.:
Pacific Building --Care (949) 261-1734 C949.) 261 8604
Complete Legal Name of Company Phone No. Fax No.
17935 Sky Park Circle, Suite A. Irvine CA 92614
Business Address Street City/State ZIP
of Authorized Agent — Title
CONSENT CALENDAR
Motion: Approve staff recommendations on the following Consent Calendar
items.
MOTION: Bist SECOND: Solorio
VOTE: AYES: Alvarez, Bustamante, Pulido, Bist, Christy,
Garcia, Solorio (7)
NOES: None (0)
ABSTAIN: None (0)
ABSENT: None (0)
ADMINISTRATIVE MATTERS
MINUTES
Motion: Approve minutes. (Items 10.A. through B.)
10.A. ADJOURNED REGULAR MEETING OF MAY 16, 2005
(Councilmember Christy abstained on this item)
10.13. REGULAR MEETING OF MAY 16, 2005
(Councilmember Christy abstained on this item)
ORDINANCES SECOND READING
11.A. PROPOSED AMENDMENTS TO CLASSIFICATION AND
COMPENSATION PLANS, ANNUAL BUDGET, AND SANTA ANA
MUNICIPAL CODE
Placed on first reading at the May 16, 2005 Council Meeting and approved
by a 6-0 vote (Christy absent)
Published in the Orange County Reporter on May 20, 2005
Motion: Place ordinance on second reading and adopt.
CITY COUNCIL MINUTES 3 JUNE 6, 2005
CONSENT CALENDAR
AGREEMENTS
Motion: Direct the City Attorney to prepare and authorize the City Manager and
Clerk of the Council to execute agreements. (Items 25.A. through
25.N.)
25.A. AGMT 2005-112 - HISTORIC PROPERTY PRESERVATION
AGREEMENT NO. 2005-01 - With Oscar and Mary Catherine Estrada for
the structure located at 926 North Olive Street - Planning & Building
Agency
25.13. AGMT 2005-113 - SECURITY MANAGEMENT SYSTEM AT WEST
RESERVOIR - With SecSol, Inc. in the amount of $171,638 plus a
contingency of $17,200 for a total project amount not to exceed $188,838
- Public Works Agency
25.C. AGMTS 2005-114 AND 2005-126 - ANNUAL CONTRACT FOR TRAFFIC
COUNTING SERVICES (PROJECT NO. 5512) - With Southland Car
Counters, Inc. and Transportation Studies, Inc. in an amount not to
exceed $50,000 each, with an option to extend the agreements for one
additional year - Public Works Agency
25.D. AGMT 2005-115 - LANDSCAPE AND GROUNDS MAINTENANCE -
Execute a two-year agreement with Midori Gardens in an annual amount
not to exceed $437,976, with a provision for one, three-year renewal -
Parks, Recreation & Community Services Agency
(Councilmember Alvarez Voted No on Item 25D)
25.E. AGMT 2005-116 - MEMORANDUM OF UNDERSTANDING - Execute an
agreement with the Service Employees' International Union, Chapter
1939, Local 347, AFL-CIO for wages, hours and other terms and
conditions of employment - Personnel Services Agency
25.F. AGMTS 2005-117, 2005-127, AND 2005-128 - ON -CALL TRAFFIC
ENGINEERING SERVICES - Execute one year amendments to
agreements with RBF Consultants, IBI Group, and FPL & Associates in an
amount not to exceed $175.000 for each firm - Public Works Agency
25.G. AGMT 2005-118 - CUSTODIAL MAINTENANCE SERVICES AT THE
DEPOT - With Pacific Building Care for a twenty-four month period with
three 12-month renewals in an annual amount of $107,280 - Community
Development Agency
(Councilmember Alvarez Voted No on Item 25G)
CITY COUNCIL MINUTES 9 JUNE 6, 2005
JON, 2$. 2005 3 OGPMcnenlsRyW N CA1 650 221_1810 1PACOU12 N0 979 P. 2
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ADDITION AL INSURED ENDORSEMENT
Insurance company FIRjAAi15 ,FUND INSURANCE Q2AM
This endorsement modifies sucl r insuranoe as is afforded by the provisions of
poliey Na. MZX80844127 .,_ rotating to tine following:
t. The City of Santa Ana, 211 Civic Center Plaza, Santa And, California 9270 t, its
officers, smptoyaes, aget s, and representatives are named as additional
insureds ("additional insur ;ds") with regard to liability and defense of suits arising
from the operations and L res performed by or on behalf of the named insured.
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California 92701.
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Policy No. MZX80844127
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Named Insured
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