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HomeMy WebLinkAbout25C - JANITORIAL SERVICEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 3, 2009 TITLE: AGREEMENT FOR JANITORIAL SERVICE :f ~ f t CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1S` Reading ^ Ordinance on 2nd Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manger and the Clerk of the Council to execute the attached agreement with Pacific Building Care, Inc. for janitorial services at the Depot at Santa Ana in an annual amount not to exceed $160,000 for a two-year term, with option for three one-year renewals by mutual agreement. Additionally, include janitorial services at the Santa Ana Main Library, Newhope Learning Center, McFadden Learning Center and 13 park centers in an annual amount not to exceed $181,000 for a two-year term, with option for three one-year renewals by mutual agreement. Action subject to non-substantive changes approved by the City Manager and City Attorney. 2. Authorize the City Manger and the Clerk of the Council to execute the attached agreement with Bell Building Maintenance Company for janitorial services at Santa Ana City Hall, Ross Annex, and Corporate Yard in an amount not to exceed $248,000 for a two-year term, with option for three one-year renewals by mutual agreement. Action subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Building Maintenance Division of Finance & Management Services Agency oversees City facilities in order to maintain clean, safe, and properly functioning buildings utilized by City employees and the public. Currently, janitorial service for the Depot, the libraries and park centers is provided through a contract. City Hall, the Ross Annex and the Corporate Yard are serviced through a combination of City staff and temporary labor provided through an outside agency. Specifically, the City provides one full-time supervisor, two full-time custodians and five part-time janitors to complement an additional 13 part-time janitors contracted through a temporary employment agency. The recommended action will replace only the janitors provided through the outside agency. 25C-1 Agreements for Janitorial Service August 3, 2009 Page 2 Current agreements for janitorial were extended for two months while for Proposal (RFP) was solicited < request sent and offers received is service expired on June 30, 2009 and staff evaluated proposals. A request n April 20, 2009. A summary for the as follows: 29 Invitations for Proposals requested 7 Invitations for Proposals mailed to Santa Ana vendors 7 Proposals received 2 Proposals received from Santa Ana vendors Seven proposals were received and opened on May 11, 2009. Proposals were evaluated on the responsiveness to requested specifications and documents, quality and quantity of equipment and supplies to be provided, references, pricing, level of service proposed in a submitted Quality Control program, qualification of janitorial staff, supervisors and agreement administrator, and documented financial stability and resources. The offers received from Pacific Building Care and Bell Building Maintenance Company received the highest percentage in the scoring process and meets or exceeds the evaluation criteria. The proposal evaluation results are as follows: The Depot City Hall Library/Park Corporate Yd Centers Pacific Bldg. Care 96.25% 84.33% 93.00% Bell Bldg. Maint. Co. 78.75% 98.33% 90.33% Able Bldg. Maint. Co. 52.750 59.67% 57.00% Diversified Maint. Svcs no offer 64.33% 61.67% Comeland Maint Co. 57.OOo 49.670 47.00% Coastal Bldg. Svcs 38.750 24.67% 20.67% Kims Cleaning no offer no offer 37.33% Pacific Building Care has provided janitorial service at The Depot for the past contract period of five years and has continued to perform at a level of attentiveness that meets or exceeds our requirements. However, the agreement ended June 30, 2009, and an extension was issued to continue service through August 31, 2009. The proposed new agreement will extend through June 30, 2011, in the annual amount of $160,000. The contract includes all cleaning and paper supplies for an annual savings to the City of $24,251. 25C-2 Agreements for Janitorial Service August 3, 2009 Page 3 In addition, Pacific Building Care offers janitorial service for three library buildings and 13 park centers as a continuation of their quality service, skilled staffing and strong supervision for the term ending June 30, 2011. The annual contract amount is not to exceed $181,000 and includes an eight percent contingency. This contract also represents a supply cost savings to the City of $15,681 annually. Bell Building Maintenance Company offers janitorial service for City Hall, Ross Annex and the Corporate Yard, reflecting the quality and high standards the City requires for the buildings and areas as stated in the RFP. The new agreement starts September 1, 2009 for an initial period ending June 30, 2011 for an annual cost of $248,000, and includes an eight percent contingency to cover additional tasks as requested. The contract includes all cleaning and paper supplies for an annual savings to the City of $75,147. FISCAL IMPACT Funds are available in the FY 2009-10 Depot Operations account (no. 67- 615-6241) for $160,000 and Building Maintenance Fin/Mgmt Custodial account (no. 73-106-6241) for $429,000. Funds for FY 2010-11 will be identified in the budget for FY 2010-11. APPROVED AS TO FUNDS AND ACCOUNTS: a~ Cynthia J. N son Francisco Gutierrez Deputy City Manager for ~~ Executive Director Development Services Finance & Mgmt Services Agency Community Development Agency CJN/KM 25C-3 8E .~ Hd hl it}f 6i~lll 25C-4 JANITORIAL MAINTENANCE SERVICE AGREEMENT THIS AGREEMENT, made and entered into this 3`d day of August, 2009 by and between Pacific Building Care, Inc., a California corporation (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 janitorial services to provide such services at the Santa Ana Regional Transportation Center (SARTC) and various City Park Centers. B. Contractor represents that Contractor is able and willing to provide such services to the City. 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 Agreement will be performed in compliance with such standards as may reasonably be 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 provide janitorial maintenance service for the Santa Ana Regional Transportation Center (SARTC) as set forth in Exhibit A, attached hereto and incorporated by this reference. Additionally, Contractor shall provide janitorial maintenance services for the Santa Ana Main Library, Newhope Learning Center, Mc Fadden Learning Center and 13 Park Centers (Park Centers), as set forth in Exhibit B, attached hereto and incorporated by this reference. COMPENSATION a.l . City agrees to pay, and Contractor agrees to accept as total payment for its services related to the Santa Ana Regional Transportation Center, the rates and charges identified in Exhibit A, Attachment H. The total sum to be expended for janitorial services at SARTC shall not exceed $160,000.00 annually during the Initial Term of this Agreement. a.2. City agrees to pay, and Contractor agrees to accept as total payment for its services related to Park Centers, the rates and charges identified in Exhibit B. The total sum to be expended for janitorial services as the Park Centers shall not exceed $181,000 annually during the Initial Term of this Agreement. 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 25C-5 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 The term of this Agreement shall be for an initial twenty two (22) month period ("Initial Term"), commencing on September 1, 2009, and terminating on June 30, 2011, unless terminated earlier in accordance with Section 12, below. This Agreement may be extended for three (3) additional one-year periods, upon the mutual agreement of the parties. 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. Consultant shall maintain commercial general liability insurance which 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 Consultant'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. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. 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. 25C-6 d. 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. e. 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 25C-7 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: 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: Deputy City Manager for Development Services City of Santa Ana 20 Civic Center Plaza (M-25) P.O. BOX 1988 Santa Ana, California 92702 Telefacsimile (714) 647-6549 and Finance and Management Services Agency Building Maintenance Division City of Santa Ana 20 Civic Center Plaza (M-17) P.O. BOX 1988 Santa Ana, California 92702 telefacsimile (714) 647-5414 and City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. BOX 1988 Santa Ana, California 92702 telefacsimile (714) 647-6515 25C-8 To Contractor: Pacific Building Care, Inc. 17935 Sky Park Circle, #A Irvine, California 92614 Attn: Dana Holladay A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, 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, 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. 25C-9 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. 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. 25C-10 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 CITY OF SANTA ANA DAVID N. REAM City Manager APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney PACIFIC BUILDING CARE, INC. CONTRACTOR By: JENNIFER CORBETT-SHRAMO Chief Executive Officer Tax. ID # 25C-11 EXHIBIT A-I JANITORIAL MAINTENANCE SERVICES SANTA ANA REGIONAL TRANSPORTATION CENTER ATTACHMENTS GENERAL CONDITIONS ATTACHMENT "A" SPECIAL CONDITIONS I. GENERAL ILROUTINE SERVICES PERFORMANCE STANDARDS ADMINISTRATIVE OFFICES REQUIRING DAY CLEANING ROUTINE SERVICES, TASKS AND FREQUINCIES EXTRA CLEANING PERFORMANCE STANDARDS DESCRIPTION OF THE DEPOT AT SANTA ANA PERSONNNEL STAFFING REQUIREMENTS BID PROPOSAL ATTACHMENT "B" ATTACHMENT "C" ATTACHMENT "D" ATTACHMENT "E" ATTACHMENT "F" ATTACHMENT "G" ATTACHMENT "H" 25C-12 ATTACHMENT A GENERAL CONDITIONS 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 SARTC facility and implement a maintenance program to maintain optimum productivity. D. Only workers with prior janitoriaUmaintenance experience will be put forward for use at The SARTC. 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 SARTC. Employees will be required to permanently wear such cards whenever working. Contractor shall agree that the Assistant Director of Community Development will approve all employees used in The SARTC. F. Contractor shall maintain atwenty-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 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 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: 1. 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 continuation; then the provisions of (1) will apply. 25C-13 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 SARTC will be required to have an interview with the Assistant Director of Community Development 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 Assistant Director of Community Development 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 Contactor to perform the services. The Contractor shall adequately secure the keys, provided by the City. The Contactor 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 SARTC 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 non-business hours any office unlocked before cleaning, shall be left in a locked 25C-14 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 Contactor 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 Assistant Director of Community Development within twenty- four (24) hours. VII. EMPLOYEE CONDUCT A. All Contractor's employees shall wear identical uniforms that clearly designate them as employees 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 Assistant Director of Community Development shall have the final decision. VIII. PARKING Contactor employees shall park in marked stalls on the SARTC 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 non-disposable items will remain on the premises for the duration of this contract. B. The contractor will provide paper towels, toilet paper, toilet seat covers, hand soap, cleaning chemicals, rags and sponges. The Contractor will fill all dispensers with 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 SARTC. 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. 25C-15 ATTACHMENT B I. GENERAL A. DAYS OF WORK: SPECIAL CONDITIONS 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., 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 weekends 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. 25C-16 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. II. 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 spouts and drain. After cleaning and disinfection, the entire drinking fountain and/or sink (sink refers to all sinks in coffee rooms and 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 solutions 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 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 awet/dry tank vacuum to remove moisture and a carpet vacuum to remove dry soil from carpeted type entrance mats. Non-carpeted 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 or germicidal detergent down the floor drain to fill 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 moves 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 adual-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 NON-CARPETED 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 fmish 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 shalt 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 25C-17 water and be free of soil, stains, streaks, and swirl marks. A check shall be made for observable soil that can be removed by a second scrubbing. On restrooms a germicidal detergent solution should be used instead of 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 HAVC vents and area immediately surrounding them. Take care not to spread dust into 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, lamb's 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 surfaces 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 removals 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 routine 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. 25C-18 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 I. Spray the spot with awater-based solvent (pH8.5 to 9.5), and allow ten (10) minute dwell time. Agitate soiled area with asoft-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/TILE 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. Aone-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 non-floor 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 surfaces of ledges, windows, partition glass, window sills, fire extinguishers, countertops, wall, 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, countertops, wall, 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. V. SPOT CLEAN TRASH RECEPTACLES Remove non-permanent 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-BUFF/HARD FLOORS Prior to being spray-buffed, the floor surface shall be dust mopped. Asingle-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 the 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 tilted or moved where necessary to spray buff underneath. The floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains, and shall have a uniform coating 25C-19 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 slash 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 heary 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 the 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, lamb's 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 Contactor 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 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. 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 25C-20 cloths, lamb's wool dusting tools, damp sponges, and a tank vacuum with dusting and vacuuming attachments. HH. 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. II. 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 area mostly contain 10"w x 10"d x 15"h trashcans 4. The lobby has medium size trashcans/liners 5. Exterior grounds contain large size trashcans/liners ATTACHMENT C KK. TENANT OFFICES (7 days a week except Suites 107, 108, 200, 220, & 300) Suite # TENANT NAME SO UARE FOOTAGE 100 CASA SANTA FE (banquet hall) 5200 101 Amtrak 213 5 102 Cafe Express 1100 103 State of California Y.E.O.P. 1545 104 K Lee Gifts 223 105 Greyhound/Crucero 1180 106 Transportes Intercalifornias 313 107 Santa Ana Council of Arts and Culture 676 108 Depot Management 619 109 Tres Estrellas de Oro 30 200 Santa Ana WORK Center 6634 220 Shared -WORK CenterBDD 6040 300 County of Orange 6354 400 Heritage Room (Conference Room) 500 500 Logan Room (Conference Room) 500 25C-21 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 4XD 1. Empty trash and ash receptacles. 4XD 2. Replace obviously soiled/torn trash receptacle liners. 4XD 3. Spot clean trash, ash receptacles & fixtures. 2XD 4. Clean and disinfect drinking fountains. D 5. Rearrange furniture. 4XD 6. General clean up. D 7. Damp mop non-carpeted floors. 4XD 8. Clean entranceways. 2XD 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. H. TENANT SPACE Frequency Routine Service Tasks D 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 & 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 need. 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. 25C-22 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 and ash 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 carpet. D 9. Break down cardboard cartons. D 10. Spot clean furniture surfaces. D 11. Spot clean building surfaces. D 12. Dust furniture surfaces. D 13. Spray buff hard floors. Wax hard floors as need. 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. RESTROOMS -ALL FLOORS Frequency Routine Service Tasks H 1. Empty trash receptacles. H 2. Replace obviously soiled/torn trash receptacle liners. H 3. Spot clean trash and ash 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 hard floors as need. D 12. Remove carpet stains. M 13. Dust HVAC vents. H 14. Refill dispensers. M 15. Machine scrub glazed the floor. 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. 25C-23 D 24. Spray buff hard floors. 3M 25. Re-wax hard floors as needed. M 26. Dust HVAC vents. 4XD 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. V. OUTDOOR PARKING AND DRIVEWAY AREAS Fre uency Routine Service Tasks 2XD 1. Empty trash and ash receptacles. 2XD 2. Replace obviously soiled/torn trash receptacle liners. 2XD 3. Spot clean trash and ash receptacles. 2XD 4. General clean up. 2XD 5. Sweep/pick up any trash or cigarette butts. 2XD 6. Break down any cardboard boxes. D 7. Pick up debris from driveway and parking surfaces. VI. PEDISTRIAN BRIDGE AND EAST PLATFORM Frequency Routine Service Tasks 2XD 1. Empty trash and ash receptacles. 2XD 2. Replace obviously soiled/torn trash receptacle liners. 2XD 3. Spot clean trash and ash receptacles. 2XD 4. General clean up. 2XD 5. Sweep/pick up any trash or cigarette butts. 2XD 6. Break down any cardboard boxes. D 7. Pick up debris from all areas of platform and behind platform. D 8. Remove graffiti on all surfaces. 25C-24 ATTACHMENT E EXTRA CLEANING PERFORMANCE STANDARDS CARPENT CLEANING, EXTRACTION METHOD Spot clean, vacuum, operate the extraction equipment, and re-vacuum 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, following 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 clean with manual scrubbing devises. 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 shall never exceed 10.5. 1. Extractor Specifications: Use aself-contained hot water extractor with a minimum of one hundred (100) psi water pressure through the injection nozzles, areel-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 manufacturers' 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 (pH 8.5 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 manufacturers 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. NON-SPECIFIC TASK Perform miscellaneous activities as directed by the property manager. The hourly price shall include the price of any tool, item of equipment, chemical or supply if such type of item is used in performing routine services as defined in the Specification. 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 furnishing 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 ringer, floor finish remover and 25C-25 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 devises 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, ceiling, vents, etc. High dusting shall be accomplished by using treated dust cloths, lamb's wool dusting tools, damp sponges, and a tank vacuum with dusting and vacuuming attachments. 25C-26 ATTACHMENT F DESCRIPTION OF 1000 EAST SANTA ANA BOULEVARD The DEPOT at Santa Ana covers 6.75 acres and contains a 47,000 square foot main terminal, two surface parking lots, and one four story parking structure. A three story pedestrian bridge and east platform were added in 2006. The main facility was opened in September 1985. 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. ATTACHMENT G PERSONNEL STAFFING REQUIREMENTS Monday through Friday 6:00 AM - 3:00 PM 1 General Custodian 1 Custodian dedicated to ground floor restrooms -and other small assignments 3:00 PM - 11:00 PM 1 General Custodian Wednesday through Sunda 9:00 AM - 5:00 PM 1 General Custodian dedicated to both train platforms, ped bridge, exterior grounds and help with any other large assignments. Saturday and Sunday 6:00 AM - 3:00 PM 1 General Custodian **Wednesday through Sunday General Custodian becomes lead and continues to do the same jobs. 3:00 PM - 11:00 PM 1 General Custodian 1 lead Custodian (see aboe) Large Assignments such as cleaning and waxing the floors are done by a separate crew that we order in to so that particular job. 25C-27 ATTACHMENT H OFFICIAL BID PROPOSAL CUSTODIAL MAINTENANCE FOR CITY OF SANTA ANA THE DEPOT AT SANTA ANA I. II. III. MONTHLY SERVICE CHARGE INCLUDING ALL COSTS PER ATTACHED SPECIFICATIONS FOR ROUTINE SERVICE. A. Total cost of Common Areas: $4,835.82 per month B. Total cost for Tenant Space: $2,417.91 per month C. Total cost for Outside Patios and Lunchroom: $1,813.43 per month D. total cost for Restrooms: $1,813.43 per month E. Total cost for Outdoor Parking and Driveways: $1,208.93 per month F. GRAND TOTAL FOR ALL CATEGORIES: $12,089.55 Per month G. GRAND MONTHLY TOTAL: $12,089.55x 12 months = ANNUAL COST: $145,074.60 (This will be the total amount of service from July 1, 2009 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. EXTRA CLEANING CHARGES A. Carpet cleaning - as needed basis $_0.08_ sq. ft. B. All carpets twice/year -every six (6) months (as per method prescribed in Attachment E #I) $1,302.43 total C. Hourly rate for nonspecific tasks $ 24.00 hour D. Strip and refinish floors $ 0.25 sq. ft. E. Wash fluorescent light fixtures $1.50 - 6.OOper fixture Extra cleaning charges will be paid on usage only. No additional funds will be allowed For bonds, insurance or other expenses. EXTERIOR BUILDING CLEANING A. Clean exterior of building (up to ten (10) feet off ground level, $163.57 each time By removing cobwebs, dirt, etc., using brushes, brooms and hosing. B. Clean exterior doors, door frames, thresholds $113.91 each time and window sills. C. Wash down equipment in immediate area of building $133.18 each time such as benches, trash receptacles, partitions, posts and planter walls. D. Clean lighting fixtures below ten (10) feet, attached to $649.88 each time 25C-28 building or vehicle parking structure, canopy, eves, overhangs, including fixture lenses. E. Clean concrete walkways to, and/or around buildings, $2,008.00 each time removing spills, stains, dirt, gum, etc. to a distance often (10) to thirty (3) ft., stopping at landscape, curb or other reasonable border area. F. Windows may need to be washed after cleaning building $12.00 per window surface. 25C-29 EXHIBIT B JANITORIAL MAINTENANCE SERVICES LIBRARIES AND PARK CENTERS GENERAL SCOPE OF WORK The Contractor shall furnish all supervision, labor, equipment, materials, and supplies required to perform janitorial services at various locations. - Work performed at properties listed in this specification will be administered by the Finance Department -Building Maintenance Division and are subject to work hours and standards listed in the specification. The following terms and conditions pertain to this specification in its entirety. 1.0 QUALITY CONTROL 1.1 Quality Control Program: Submitted your QUALITY CONTROL PROGRAM as part of your proposal and include at a minimum, the following: 1. Weekly and monthly inspection system reports covering all the services listed in this RFP. It shall specify each office, room and/or general area listed in this RFP and its observed state of cleanliness. 2. Methods for identifying and correcting deficiencies in quality of service. 3. Contractor shall maintain a file of inspections conducted and when applicable, take corrective action. A copy of each inspection and documented corrective action shall be delivered to the Property & Facilities Manager within seven (7) calendar days from the date of inspection. 4. Detail staff overseeing the quality control program. 2.0 BUILDING SECURITY The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall be activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re-keying of the whole facility). This cost shall be withheld from payment(s). The decision to re-key the whole facility is solely that of the City's Facilities Maintenance Superintendent. 3.0 EQUIPMENT USAGE There shall be no usage of city equipment, telephones, or facilities by the contractor's staff except for a telephone designated for business use by City staff or as otherwise allowed by City staff coordinating this contract. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City as existing power outlets for the contractor's use to operate such equipment necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by improper disconnection of equipment. Hot and cold water will also be made available as necessary for cleaning. 25C-30 4.0 CONTRACTOR RESPONSIBILITY It is the Contractor's responsibility to verify and measure the square footage to be cleaned and priced accordingly. It is also the Contractor's responsibility to accurately estimate the supplies needed for the proposal. Any square footage and supply amounts ig yen bythe City in this RFP are only for eg neral information only and the City's is not held accountable for any cost quote based on the provided fi ug res. 5.0 CITY HOLIDAYS New Year's Day Independence Day Day after Thanksgiving Martin Luther King Day Labor Day Christmas Eve President's Day Veteran's Day Christmas Day Memorial Day Thanksgiving Day Holidays falling on weekend days may effect the observance day for the Holiday. The Property & Facilities Manager shall supply actual dates of City Holidays to the Contractor at the start of each calendar year. 6.0 SUPERVISION AND SAFETY The Contractor shall be responsible for the supervision and direction of the work performed by his/her employees and shall at all times provide afull-time manager or crew leader on the premises to carry out the responsibility. The manager or crew leader shall the authority to act as agent for the Vendor in his/her absence and shall be fully qualified to implement the contract specifications. The Contractor shall be responsible for instructing his/her employees in all safety measures. All equipment used by the Contractor shall be maintained in safe operating condition at all times and free from defects or wear which may constitute a hazard to any person(s). All employees will wear proper personal protective equipment while working on City premises. Contractor's supervisors shall be literate and conversant in the English language with management personnel. Contractor's supervisors shall also be capable of communicating fully with all employees in the event they do not speak English. The Contractor shall comply with and ensure that the Contractor's personnel and subcontracted personnel comply with all current applicable local, state, and federal policies, regulation, and standards relating to safety and health. The Contractor shall provide or cause to be provided all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified to be performed by the Contractor. The Contractor shall provide all necessary barricades, signs to indicate safety conditions, detours and yellow safety caution tape as necessary to provide a safe environment. The City may require the removal of any of the contractor's employees who are found to be incompetent, careless or insubordinate; or appears to be alcohol or drug impaired or poses a safety risk. The Contractor shall provide an emergency telephone number where he/she can be reached during normal operating hours and after normal operating hours. 7.0 REMEDY FOR FAILURE TO PERFORM REQUIRED SERVICE The contractor may be called back to correct deficiencies in adherence to the general specifications at no additional charge to the City. Response time should be as soon as possible but no more than two (2) hours from the receipt of the call during normal business days. Hours not worked will be deducted from monthly payments if these hours are persistent or if a quality problem appear. Deduction for hours not worked does not constitute a waiver of the specifications or acceptance of the conditions performance. Contractor's failure to perform under the term and frequencies specified herein, may result in a reduction in the monthly payment due the contractor or termination of the 25C-31 contract. The types of reductions described below may, at the City's option, be imposed after notification to the Contractor of any deficiencies and failures to provide remedies. Immediate response requires the Contractor to report to the site to correct deficiencies from the previous night. The deficiencies shall be of such a nature as to warrant immediate correction or the use and enjoyment of the building will be negatively affected. Deficiencies requiring immediate response are those that adversely affect the building occupants. This can include, but is not limited to, failure to properly restock dispensers and failure to clean specified areas. Should the contractor fail to respond as required to make corrections, the City may deduct a portion of the payment for one day depending on the nature of the infraction. Penalties are assessed for each item missed on the cleaning schedule that does not require an immediate response; and failure to follow security procedures as outlined. Periodically, City staff will inspect before the start of business and note any deficiencies on a written checklist. The contractor will be called and asked to make corrections based on the list. Failure to make corrections before the next inspection will result in the Contractor being assessed in one demerit per each item left uncorrected. The accumulation of then but less than twenty demerits in one calendar month may result in the Contractor being assessed a $100 reduction to be deducted from the monthly payment. More than twenty demerits in one calendar month may result in a $500 reduction and possible termination of the contract. 8.0 DAMAGE TO CITY PROPERTY Damage or theft of City property resulting from Contractor's performance of work shall be repaired immediately by the Contractor, or the damage will be repaired by the City at the Contractor's expense if the Contractor fails to remedy such damage promptly. A written report of came and cause of damage must be submitted to the City within 24 hours of occurrence. 9.0 MAINTENANCE TASKS 9.1 Daily Cleaning and Disinfectine of Drinking Fountains and Sinks: Remove all obvious soil, streaks, smudges, etc., from the hardware, including the spouts and drain. After cleaning and disinfecting, the entire drinking fountain and/or sink (sink refers to all sinks in coffee rooms and lounges) shall be free of streaks, stains, spots, smudges, scale, and other removable soil. Oil is not to be used to polish metal fixtures. If needed, lime-away or a similar product shall be used to eliminate hard water build-up. 9.2 Daily Cleanine and Disinfecting of Wash Basins Toilets Urinals and Showers: Apply a germicidal detergent solution to all surfaces of wash basin, toilets, toilet seat hinges, pipes, urinals, showers, and adjacent surfaces. Remove soil from all surfaces of these fixtures and adjacent surfaces. Dry all metal surfaces of faucets, handles, valves, etc. Shower wall, floor and door soap scum, mold and mildew shall be removed daily and drain screens cleaned of hair and lint. Oil is not to be used to polish metal fixtures. 9.3 Daily Cleaning of Entrance Mats: Remove moisture, wet or dry soil, and any debris from carpeted entrance mats. Ensure mats are properly positions on the floor. 9.4 Daily Cleaning of Floor Drains: Clean all floor drains and remove corrosion and tarnish. 9.5 Daily Vacuumine of Carpets: Remove visible and hidden soil and debris from the carpet surface and from within the carpet pile. Chairs, trash receptacles, power cords, boxes, and other such items shall be tilted or moved where necessary. Special attention shall be paid to corners and along the walls, under and between furniture, to ensure carpet is thoroughly cleaned in all areas. The carpet shall be free of all visible soil and litter. 9.6 Daily Damp Mopping ofNon-Carpeted Floors: Remove soil, hair, dust, and debris from non-carpeted floors. Trash receptacles and other such small items shall be moved as 25C-32 necessary and returned to their appropriate location. All accessible areas of the floor shall be damped 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, debris, streaks, and swirl marks. All wet floor signs shall be removed and put away after the floor surface is dry. 9.7. Daily De-scaling of Toilets and Urinals: Remove scum, mineral deposits, rust stains, etc. 9.8 Daily Disinfectine of Furniture. Fixtures Walls & Partitions within Restrooms Lunchrooms, and Locker Rooms: Damp wipe and disinfect all non-wood hard surfaces of furniture, fixtures, walls, partitions, doors, and lockers. Special care shall be taken to ensure these surfaces are not scratched, damaged or stained. 9.9 Daily Vacuuming of All Fabric Furniture Surfaces: Remove all dust, lint, hair, litter, and dry soil from all fabric surfaces of chairs, couches, work station partitions, and other furniture with a fabric covering. 9.10 Daily Dusting of Locker Toes: Dust locker tops in dressing areas, storage rooms, locker rooms, and maintenance areas. 9.11 Daily Dustine of Buildine Surfaces: Remove all dust, line, litter, dry soil, etc. from the surface of ledges, window sills, locker tops, and fire extinguishers. This shall also be done for counter tops, wall and door frames and sills, light switches, pictures, partitions, rails, and other types of fixtures and surfaces which are not considered to be furniture surfaces. This also applies for specialty equipment such as test equipment, computers, typewriters, calculators, etc. which are located anywhere between the floor surface, up to nine (9) feet in height. 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. 9.12 Daily EmQtying of all Trash and Ash Rece tacles: All wastebaskets, cigarette ash receptacles and other trash containers 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. 9.13 Daily General Cleanup: Remove any found litter and clean unsightly soil from building, fixtures, walls, door frames and doors, and surfaces. Remove any spilled liquids or solids. Remove carpet stains. Pick up any towels from the floor or counters within locker rooms and fitness center, placing towels in the proper receptacle. 9.14 Daily Rearransing of Furniture: All furniture moved by the Contractor's employees during the performance of services shall be returned to its appropriate location. All items such as trash receptacles or desk chairs shall be moved so cleaning can take place underneath them and then they shall be returned to their appropriate location. 9.15 Daily Refillin og f Dispensers: Check and refill each toilet paper dispenser, soap dispenser, paper towel dispenser, toilet seat cover dispenser, and feminine hygiene product dispenser. The supplies shall be placed in the dispensers in accordance with the directions of the supply and dispenser manufacturers. Soap dispensers and adjacent surfaces shall be wiped to remove spillage. Care shall be taken not to damage, dent or bend dispensers. 25C-33 9.16 Daily Removal of Carpet, Chair Upholstery & Panel or Wall Fabric Stains: Clean all stains as quickly as they are found, so as not to allow them to set into the fabric. If the stain is a coffee spill, use product similar to Interface Coffee Breaker (Supplied by Contractor) and follow manufacturer's recommended procedures. Do no exceed extract or blot. Simply spray affected areas. 9.17 Daily Replacement of Trash Receptacle Liners: All soiled or torn trash receptacle liners shall be replaced with new trash receptacle liner. The liner shall be replaced in such a manner as to present a neat uniform appearance. 9.18 Daily Spot Cleaning of Building Surfaces Furniture and Fixtures: Remove smudges, fingerprints, marks, streaks, tape, etc., from the surface of ledges, windows, partition glass, window ills, fire extinguishers, counter tops, walls, doors, door frames and sills, pictures, partitions, rails, and other types of fixtures and surfaces. This includes all items from the floor surface up to 11 feet in height. Care shall be taken not to permanently mar, scratch, or discolor the surfaces. 9.19 Daily Spot Cleaning of Trash Receptacles: Remove nonpermanent stains and soil from the interior and exterior of trash receptacles. 9.20 Daily Cleaning of Outside Patios Balconies and Building Entrywa~: Remove cobwebs from overhead surfaces and light affixed to the building entryway areas. This includes cleaning the exterior of glass and metal doors, door thresholds and hardware. Remove any litter, cigarette butts, or bird droppings. 9.21 Daily Cleanine of Entrance Glass all Glass Mirrors and Spot Cleaning of Office and Workstation Glass: Clean both sides of all surrounding building entry door glass and entry doors for a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove any paper and tape. Clean all mirrors in restrooms, locker rooms, and fitness center in the same manner as above. Spot clean office and workstation glass as needed on a daily basis. 9.22 Daily Cleaning of Microwave Ovens: Clean inside of all microwave ovens, removing crumbs and spills. 9.23 Daily Emntyine of Trash in Outside Patios Balconies and Entrv Door Areas (including the exterior): Empty trash receptacles and smoking urns in patio, balcony areas, and parking areas. Clean receptacles as needed each time. This includes receptacles that may be placed outside any entry doors. 9.24 Daily Breakdown of Cardboard Boxes: Cardboard cartons are to be broken down flat and put into the proper trash container. 9.25 Dail~pot Cleaning of Ceilings: Remove any toilet paper, cobwebs, dust build up and other debris from the ceiling, ceiling vent and ceiling light fixture holders. 9.26 Daily Dusting of Walls and Ceilines: Remove all dirt, lint, litter, cob webs, dry soil, etc., from walls and ceilings. 9.27 Daily Cleanins of Wood Furniture: Care shall be taken not to scratch or mar wood surfaces, while ensuring that they have been thoroughly cleaned. 9.28 Daily Cleaning of Fitness Center Exercise Equipment: Wipe down all metal to polish off shoe marks and sweat stains. Clean upholstery and wipe off shroud and side rails of the treadmills, as well as the consoles on all treadmills and other machines. Clean the elliptical trainers, ski machine, bikes and stair stepper machines to remove sweat and 25C-34 stains. Clean out the tracks of the elliptical trainer with a dry towel only. Clean tops of any rubber mats and under each treadmill by extra-vacuuming up the dust and black motor powder. 9.29 Daily Safety and Precautionary Measures: Secure work area and equipment to prevent passage by the general public and City staff, and 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" shall be placed by the Contractor's employees every time conditions exists that warrant such signs. Signs are to be picked up and stored in the proper janitor room once the condition no longer exists to warrant such signs. 9.30 Weeklypray and Buffins of Hard Floors: Clean and restore a uniform glass and protective finish to resilient the or terrazzo floors that are finished with a floor fmish. All chairs, trash receptacles, etc., shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform coating of floor finish. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc. 9.31 Weekly Dusting of Blinds and Dra eries: Clean all blinds, shades, and draperies. Care shall be taken not to spread dust into the air. 9.32 Weekly Dusting of Ceiline Atrium Ledges Lunchroom Dry_ wall Ledges and Wall HVAC Vents: Clean all HVAC vents and area immediately surrounding them. Dust all atrium ledges at the glass/wood railing areas and at the atrium stairs. Dust lunchroom drywall ledges. Care shall be taken not to spread dust into the air. 9.33 Weekly High Dusting: Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above 11 feet from the top of the floor. This includes light, grills, light fixtures, pipes, sprinkler systems, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air. 9.34 Daily Cleaning of Lunchroom: The entire lunchrooms, including kitchen and cooking area, dishwashing area, restrooms, eating areas, vending machines, hallway, glass and painted doors, unlocked storage closets, and refrigerators are all included in this contract. Areas should be cleaned so grease, dirt, food particles, trash and other litter are thoroughly cleaned and removed from surfaces. This area needs to remain in a healthy and clean environment on a daily basis. 9.35 Monthly Cleaning of Floors and Carpet: 9.35.1 Pile lift carpet in all areas 9.35.2 Spray buff the floors 9.35.3 Strip and wax the floors every quarter 9.35.4 Spin bonnet carpets every two (2) months (January, March, May, July, September, and November) 9.35.5 Extract carpet two (2) times a year (April and October) 10:0 Floor Maintenance Daily Preventive Gymnasium Floor Maintenance A high level appearance and a safe surface underfoot requires scheduled, daily preventive maintenance. Matting Contractor shall provide and replace as often as necessary U.S. Matt & Rubber Corporation entrance guard mats (or approved equal) at each outside and inside entry door directly leading into the gymnasium. The 25C-35 mats will be sized to cover the entire width of all doors in order to protect the gymnasium floor from dirt, moisture and other materials harmful to the gymnasium floor. Dust MOpping An essential element of preventive maintenance of wood sports flooring is daily dust mopping. The contractor shall use Algoma Mop Manufacturers "Mariner" mops (or approved equal) that has been treated with Hillyard Super Hil-Tone®, or Hil-Mist®, or Hil-Treat®, to remove dirt and grit that acts like sandpaper underfoot in wearing away the gloss and protective coating on the flooring. The contractor shall clean the entire gymnasium wood floor surface daily. The contractor shall treat the dust mops by following the label directions. Never treat a dust mop and immediately use it. The contractor shall always brush out or vacuum the dust mops after each daily use, retreat the mop, and hang overnight for the next day's use. Spot Mopping and Damp Mopping The contractor shall also provide daily preventive maintenance of gymnasium wood sports flooring by removing spills and soil that daily dust mopping does not remove. It is important to remove spills as soon as possible to prevent slips and falls. For removal of blood, fecal matter, urine and other potentially infectious materials an outlined in OSHA Regulation 29 CFR 1910.1030, the contractor shall use the Hillyard Bodily Fluid Disposal Kit (Item No. HIL0018204). Tools Required • "Wet Floor" signs • Mop bucket with wringer • Clean rayon mop with handle • Autoscrubber (optional) • Hillyard Super Shine-All® Procedures • Set out "Wet Floor" signs • Mix Super Shine-All at 2oz. per gallon of water in a mop bucket, or 1 oz. per gallon in an auto scrubber. • For spills, soak mop in the solution, wring out, and mop the floor area while absorbing the spill. • Re-soak the mop in the cleaning solution, wring out, and mop the area a second time. • When damp mopping the entire floor, change the cleaning solution when it becomes cloudy with dirt. NOTE: Do not mop heavy amount of cleaning solution onto the floor. • If auto scrubbing, use a new white pad. • Allow the floor to dray thoroughly before removing "Wet Floor" signs. 11.0 SUPPLIES The contractor shall furnish all supplies and a uipment required for performance of the above mentioned work. Approved Restroom Supplies -based on dispensers Paper Towels James River #786 and #389 Toilet Tissue James River #125 and #lOIA Toilet Seat Covers James River #046 Liquid Soap Pioneer Honey/Almond Soap Trash Liners Low density 23 x 17 x 46 - 1.5 mil Low density 16 x 14 x 36 - 1.5 mil Low density 15 x 9 x 23 - 1.5 mil 25C-36 For cleaning urinals & commodes For cleaning polished & brushed chrome Deodorant Metal/Chrome polish Disinfectant Floor products -cleaner and wax Colossus Safe-Dee or Glass Cleaner Stop Odor Briteboy Versatile Submit brand for review CARPETED AND TILED SQUARE FOOTAGE Location Overall Foota e Carpet Tile Central Library 41,950 sq. ft. 38,000 sq. ft. 200 sq. ft. Newhope Learning Center 10, 400 sq. ft. 9,452 sq. ft. *** McFadden Learning Center 8,600 sq. ft. 7,543 sq. ft. *** Southwest Sr. Center 11,475 sq. ft. 2,586 sq. ft. 8,889 sq. ft. Corbin Center 8,938 sq. ft. 6,374 sq. ft. 2,564 sq. ft. Santa Ana Sr. Center 9,700 sq. ft. 5,558 sq. ft. *** Jerome Center 15,348 sq. ft. 198 sq. ft. 9,150 sq. ft. Salgado Center 18,827 sq. ft. 3,585 sq. ft. 5,647 sq. ft. Santa Anita Center 1,952 sq. ft. *** 1,952 sq. ft. El Salvador Center 6,720 sq. ft. *** 6,720 sq. ft. Memorial Center 7,992 sq. ft. 611 sq. ft. 7,381 sq. ft. Sandpointe Center 885 sq. ft. *** 885 sq. ft. Cypress Center 4,350 sq. ft. 837 sq. ft. 3,513 sq. ft. Logan Center 1,350 sq. ft. *** 1,350 sq. ft. Cabrillo Center 1,350 sq. ft. 442 sq. ft. 908 sq. ft. Santiago Lawn Bowling Center 2,386 sq. ft. 1,200 sq. ft. 1,186 sq. ft. PROPERTY LOCATION -HOURS OF OPERATION -SERVICE FREQUENCY Santa Ana Central Library 10:00 am - 9:00 pm M-Th 6 Days/Week 26 Civic Center Plaza 10:00 am - 6:00 pm F-Sat Newhope Learning Center 2:00 pm - 7:00 pm M-Th 5 Days/Week 122 N. Newhope 10:00 am - 5:00 pm Sat Closed Friday McFadden Learning Center 1:00 pm - 8:00 pm M,W,Th 5 Days/Week 2627 W. McFadden 10:00 am - 8:00 pm Tu 1:00 pm - 6:00 pm F Southwest Senior Center 8:OOam - 9:00 pm 5 Days/Week 2201 W. McFadden Corbin Center 8:00 am - 6:00 pm 5 Days/Week 2215 W. McFadden Santa Ana Senior Center 8:00 am - 9:00 pm 4 Days/Week 424 W. 3`d Street 8:00 am - 6:00 pm F 1 Day 25C-37 Jerome Center 8:00 am - 6:00 pm 5 Days/Week 726 S. Center Street Salgado Center 11:00 am - 8:30 pm M-F 5 Days/Week 706 N. Newhope 9:00 am - 8:00 pm S 8:00 am - 8:00 pm Sun Santa Anita Center 8:00 am - 6:00 pm 5 Days/Week 300 S. Figueroa St. El Salvador Center 8:00 am - 6:00 pm 5 Days/Week 1825 W. Civic Center Dr. Memorial Center 8:00 am - 6:00 pm 5 Days/Week 2102 S. Flower St. Sandpointe Center 8:00 am - 6:00 pm 1 Days/Week 3700 S. Birch Logan Center 10:00 am - 7:00 pm 3 Days/Week 1009 N. Custer St. Santiago Lawn Bowling Center Various 5 Days/Week 1009 N. Custer St. STAFFING Provide a plan of operation listing staffmg levels (supervisors and employees) for each location. Upon award, the contractor shall provide names and contact numbers for supervisors. Location # of Supervisors # of Employee(s) Santa Ana Central Library Newhope Learning Center McFadden Learning Center Southwest Senior Center Corbin Center Santa Ana Senior Center Jerome Center Salgado Center Santa Anita Center El Salvador Center Memorial Center 25C-38 Sandpointe Center Cypress Center Logan Center Cabrillo Tennis Center Santiago Lawn Bowling Center SECTION C -COST SHEET Location Cost Per Cost per One Amount Month Month Year Per year Janitorial Flooring Total Santa Ana Central Library $_ 3,786.85 $ _701.51_ x 12 $ 53,860.31 Newhope Branch Library $_ 826.12 $ 173.91 x 12 = $ 12,000.38 McFadden Branch Library $ _683.14 $_ 143.81_ x 12 = $ 9,923.39_ Southwest Senior Center $ 911.51 $ 191.89 x 12 = $ 13,240.80 Corbin Center $ 709.98 $ 149.47 x 12 = $ 10,313.40 Santa Ana Senior Center $ 770.51 $_ 162.21_ x 12 = $_ 11.192.66 Jerome Center $ NO BID $ NO BID x 12 = $ NO BID Salgado Center $ 1,947.07 $ 154.38 x 12 = $ 25,217.47 Santa Anita Center $ 155.06 $ 32.64 x 12 = $ 2,252.38_ El Salvador Center $ 533.80 $ 112.38 x 12 = $ 7,754.09 Memorial Center $ 634.84 $ 133.65 x 12 = $ 9,221.83 Sandpointe Center $ 32.37 $ 23.68 x 12 = $ 672.63 Cypress Center $ 429.92 $ 72.74 x 12 = $ 6,031.97 Logan Center $ 91.28 $ 36.12 x 12 = $ 1,528.84 Cabrillo Tennis Center $ 133.42 $ 36.12 x 12 = $_2,034.53_ Santiago Lawn Bowling Center $ 189.53 $ 39.90 x 12 = $ 2,753.16 TOTAL $ 11,835.41 $ 2,164.41 x 12 = $167.997.86 25C-39 SECTION C - ADDITONAL PRICING FOR LISTED TASKS Spin Bonnet Carpet Shampoo: $ 0.07 /sq.ft. Carpet extraction: Strip and re-wax resilient flooring Janitor Day porter $ 0.11 /sq.ft. $ 0.22 /sq.ft. $ 22.00 /Hr $ 22.00 /Hr 25C-40 JANITORIAL MAINTENANCE SERVICE AGREEMENT THIS AGREEMENT, made and entered into this 3rd day of August, 2009 by and between Bell Building Maintenance Company, Inc., a California corporation (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 janitorial services to provide such services at City Hall and the Corporate Yard. B. Contractor represents that Contractor is able and willing to provide such services to the City. 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 Agreement will be performed in compliance with such standards as may reasonably be 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: SCOPE OF SERVICES Contractor shall perform janitorial maintenance services at City Hall, the Ross Annex and the Corporate Yard, as set forth in Exhibit A to this Agreement. Such work shall be performed in conformance with Contractor's Proposal, dated May 8, 2009, incorporated by reference and on file in the Finance Department -Building Maintenance Division. 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 $248,000.00, annually, during the term of this Agreement. 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. TERM The term of this Agreement shall be for an initial twenty two (22) month period ("Initial Term"), commencing on September 1, 2009, and terminating on June 30, 2011, unless terminated earlier in accordance with Section 12, below. This Agreement may be extended for three (3) additional one-year periods, upon the mutual agreement of the parties. 25C-41 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. Consultant shall maintain commercial general liability insurance which 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 Consultant'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. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. 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. 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. 25C-42 (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. e. 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. 25C-43 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: 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: and Finance and Management Services Agency Building Maintenance Division City of Santa Ana 20 Civic Center Plaza (M-17) P.O. BOX 1988 Santa Ana, California 92702 telefacsimile (714) 647-5414 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: Bell Building Maintenance 5170 Sepulveda Boulevard. # 180 Sherman Oaks, California 91403 Attn: Bruce Hwang A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, 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, 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. 25C-44 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. h1 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 25C-45 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. 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. /// /// 25C-46 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 CITY OF SANTA ANA DAVID N. REAM City Manager APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney BELL BUILDING MAINTENANCE COMPANY, INC. CONTRACTOR By: CHANG H. YANG President Tax. ID # 25C-47 EXHIBIT A SCOPE OF SERVICES GENERAL SCOPE OF WORK The Contractor shall furnish all supervision, labor, equipment, materials, and supplies required to perform janitorial services at various locations. - Work performed at properties listed in this specification will be administered by the Finance Department -Building Maintenance Division and are subject to work hours and standards listed in the specification. The following terms and conditions pertain to this specification in its entirety. 1.0 QUALITY CONTROL 1.1 Quality Control Program: Submit your QUALITY CONTROL PROGRAM as part of your proposal and include at a minimum, the following: 1. Weekly and monthly inspection system reports covering all the services listed in this RFP. It shall specify each office, room and/or general area listed in this RFP and its observed state of cleanliness. 2. Methods for identifying and correcting deficiencies in quality of service. 3. Contractor shall maintain a file of inspections conducted and when applicable, take corrective action. A copy of each inspection and documented corrective action shall be delivered to the Property & Facilities Manager within seven (7) calendar days from the date of inspection. 4. Detail staff overseeing the quality control program. 2.0 BUILDING SECURITY The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall be activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re-keying of the whole facility). This cost shall be withheld from payment(s). The decision to re-key the whole facility is solely that of the City's Facilities Maintenance Superintendent. 3.0 EQUIPMENT USAGE There shall be no usage of city equipment, telephones, or facilities by the contractor's staff except for a telephone designated for business use by City staff or as otherwise allowed by City staff coordinating this contract. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City as existing power outlets for the contractor's use to operate such equipment necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by improper disconnection of equipment. Hot and cold water will also be made available as necessary for cleaning. 4.0 CONTRACTOR RESPONSIBILITY It is the Contractor's responsibility to verify and measure the square footage to be cleaned and priced accordingly. It is also the Contractor's responsibility to accurately estimate the supplies needed for the 25C-48 proposal. Any square footaee and supply amounts iven by the City in this RFP are only for eeneral information only and the Citv's is not held accountable for an c~quote based on the provided fi ures 5.0 CITY HOLIDAYS New Year's Day Independence Day Day after Thanksgiving Martin Luther King Day Labor Day Christmas Eve President's Day Veteran's Day Christmas Day Memorial Day Thanksgiving Day Holidays falling on weekend days may effect the observance day for the Holiday. The Property & Facilities Manager shall supply actual dates of City Holidays to the Contractor at the start of each calendar year. 6.0 SUPERVISION AND SAFETY The Contractor shall be responsible for the supervision and direction of the work performed by his/her employees and shall at all times provide afull-time manager or crew leader on the premises to carry out the responsibility. The manager or crew leader shall the authority to act as agent for the Vendor in his/her absence and shall be fully qualified to implement the contract specifications. The Contractor shall be responsible for instructing his/her employees in all safety measures. All equipment used by the Contractor shall be maintained in safe operating condition at all times and free from defects or wear which may constitute a hazard to any person(s). All employees will wear proper personal protective equipment while working on City premises. Contractor's supervisors shall be literate and conversant in the English language with management personnel. Contractor's supervisors shall also be capable of communicating fully with all employees in the event they do not speak English. The Contractor shall comply with and ensure that the Contractor's personnel and subcontracted personnel comply with all current applicable local, state, and federal policies, regulation, and standards relating to safety and health. The Contractor shall provide or cause to be provided all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified to be performed by the Contractor. The Contractor shall provide all necessary barricades, signs to indicate safety conditions, detours and yellow safety caution tape as necessary to provide a safe environment. The City may require the removal of any of the contractor's employees who are found to be incompetent, careless or insubordinate; or appears to be alcohol or drug impaired or poses a safety risk. The Contractor shall provide an emergency telephone number where he/she can be reached during normal operating hours and after normal operating hours. 7.0 REMEDY FOR FAILURE TO PERFORM REQUIRED SERVICE The contractor may be called back to correct deficiencies in adherence to the general specifications at no additional charge to the City. Response time should be as soon as possible but no more than two (2) hours from the receipt of the call during normal business days. Hours not worked will be deducted from monthly payments if these hours are persistent or if a quality problem appear. Deduction for hours not worked does not constitute a waiver of the specifications or acceptance of the conditions performance. Contractor's failure to perform under the term and frequencies specified herein, may result in a reduction in the monthly payment due the contractor or termination of the contract. The types of reductions described below may, at the City's option, be imposed after notification to the Contractor of any deficiencies and failures to provide remedies. 25C-49 Immediate response requires the Contractor to report to the site to correct deficiencies from the previous night. The deficiencies shall be of such a nature as to warrant immediate correction or the use and enjoyment of the building will be negatively affected. Deficiencies requiring immediate response are those that adversely affect the building occupants. This can include, but is not limited to, failure to properly restock dispensers and failure to clean specified areas. Should the contractor fail to respond as required to make corrections, the City may deduct a portion of the payment for one day depending on the nature of the infraction. Penalties are assessed for each item missed on the cleaning schedule that does not require an immediate response; and failure to follow security procedures as outlined. Periodically, City staff will inspect before the start of business and note any deficiencies on a written checklist. The contractor will be called and asked to make corrections based on the list. Failure to make corrections before the next inspection will result in the Contractor being assessed in one demerit per each item left uncorrected. The accumulation of then but less than twenty demerits in one calendar month may result in the Contractor being assessed a $100 reduction to be deducted from the monthly payment. More than twenty demerits in one calendar month may result in a $500 reduction and possible termination of the contract. 8.0 DAMAGE TO CITY PROPERTY Damage or theft of City property resulting from Contractor's performance of work shall be repaired immediately by the Contractor, or the damage will be repaired by the City at the Contractor's expense if the Contractor fails to remedy such damage promptly. A written report of came and cause of damage must be submitted to the City within 24 hours of occurrence. 9.0 METHOD OF PAYMENT The vendor will be paid for services on a monthly basis after verification of completion of work and receipt of invoice. 10.0 MAINTENANCE TASKS 10.1 Daily Cleanine and Disinfecting of Drinking Fountains and Sinks: Remove all obvious soil, streaks, smudges, etc., from the hardware, including the spouts and drain. After cleaning and disinfecting, the entire drinking fountain and/or sink (sink refers to all sinks in coffee rooms and lounges) shall be free of streaks, stains, spots, smudges, scale, and other removable soil. Oil is not to be used to polish metal fixtures. If needed, lime-away or a similar product shall be used to eliminate hard water build-up. 10.2 Daily Cleanine and Disinfecting of Wash Basins Toilets Urinals and Showers: Apply a germicidal detergent solution to all surfaces of wash basin, toilets, toilet seat hinges, pipes, urinals, showers, and adjacent surfaces. Remove soil from all surfaces of these fixtures and adjacent surfaces. Dry all metal surfaces of faucets, handles, valves, etc. Shower wall, floor and door soap scurp, mold and mildew shall be removed daily and drain screens cleaned of hair and lint. Oil is not to be used to polish metal fixtures. 10.3 Daily Cleaning of Entrance Mats: Remove moisture, wet or dry soil, and any debris from carpeted entrance mats. Ensure mats are properly positions on the floor. 10.4 Daily_Cleanin~ of Floor Drains: Clean all floor drains and remove corrosion and tarnish. 10.5 Daily Vacuumine of Carpets: Remove visible and hidden soil and debris from the carpet surface and from within the carpet pile. Chairs, trash receptacles, power cords, boxes, and other such items shall be tilted or moved where necessary. Special attention shall be paid to corners and along the walls, under and between furniture, to ensure carpet is thoroughly cleaned in all areas. The carpet shall be free of all visible soil and litter. 25C-50 10.6 Daily Damp Moppi~n ofNon-Carpeted Floors: Remove soil, hair, dust, and debris from non-carpeted floors. Trash receptacles and other such small items shall be moved as necessary and returned to their appropriate location. All accessible areas of the floor shall be damped 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, debris, streaks, and swirl marks. All wet floor signs shall be removed and put away after the floor surface is dry. 10.7. Daily De-scaling of Toilets and Urinals: Remove scum, mineral deposits, rust stains, etc. 10.8 Daily Disinfectine of Furniture Fixtures Walls & Partitions within Restrooms Lunchrooms, and Locker Rooms: Damp wipe and disinfect all non-wood hard surfaces of furniture, fixtures, walls, partitions, doors, and lockers. Special care shall be taken to ensure these surfaces are not scratched, damaged or stained. 10.9 Daily Vacuumine of All Fabric Furniture Surfaces: Remove all dust, lint, hair, litter, and dry soil from all fabric surfaces of chairs, couches, work station partitions, and other furniture with a fabric covering. 10.10 Daily Dusting of Locker Togs: Dust locker tops in dressing areas, storage rooms, locker rooms, and maintenance areas. 10.11 Daily Dustins~ of Buildinu Surfaces: Remove all dust, line, litter, dry soil, etc. from the surface of ledges, window sills, locker tops, and fire extinguishers. This shall also be done for counter tops, wall and door frames and sills, light switches, pictures, partitions, rails, and other types of fixtures and surfaces which are not considered to be furniture surfaces. This also applies for specialty equipment such as test equipment, computers, typewriters, calculators, etc. which are located anywhere between the floor surface, up to nine (9) feet in height. 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. 10.12 Daily Emptyin~ of all Trash and Ash Receptacles: All wastebaskets, cigarette ash receptacles and other trash containers 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. 10.13 Daily General Cleanup: Remove any found litter and clean unsightly soil from building, fixtures, walls, door frames and doors, and surfaces. Remove any spilled liquids or solids. Remove carpet stains. Pick up any towels from the floor or counters within locker rooms and fitness center, placing towels in the proper receptacle. 10.14 Daily Rearraneing of Furniture: All furniture moved by the Contractor's employees during the performance of services shall be returned to its appropriate location. All items such as trash receptacles or desk chairs shall be moved so cleaning can take place underneath them and then they shall be returned to their appropriate location. 10.15 Daily Refilling of Dis ensers: Check and refill each toilet paper dispenser, soap dispenser, paper towel dispenser, toilet seat cover dispenser, and feminine hygiene product dispenser. The supplies shall be placed in the dispensers in accordance with the directions of the supply and dispenser manufacturers. Soap dispensers and adjacent surfaces shall be wiped to remove spillage. Care shall be taken not to damage, dent or bend dispensers. 25C-51 10.16 Daily Removal of Carpet Chair Upholstery & Panel or Wall Fabric Stains: Clean all stains as quickly as they are found, so as not to allow them to set into the fabric. If the stain is a coffee spill, use product similar to Interface Coffee Breaker (Supplied by Contractor) and follow manufacturer's recommended procedures. Do no exceed extract or blot. Simply spray affected areas. 10.17 Daily Replacement of Trash Receptacle Liners: All soiled or torn trash receptacle liners shall be replaced with new trash receptacle liner. The liner shall be replaced in such a manner as to present a neat uniform appearance. 10.18 Daily Spot Cleanine of Building Surfaces Furniture and Fixtures: Remove smudges, fingerprints, marks, streaks, tape, etc., from the surface of ledges, windows, partition glass, windowsills, fire extinguishers, counter tops, walls, doors, door frames and sills, pictures, partitions, rails, and other types of fixtures and surfaces. This includes all items from the floor surface up to 11 feet in height. Care shall be taken not to permanently mar, scratch, or discolor the surfaces. 10.19 Daily Spot Cleanine of Trash Rece tacles: Remove nonpermanent stains and soil from the interior and exterior of trash receptacles. 10.20 Daily Cleanine of Outside Patios Balconies and Building Entr wad: Remove cobwebs from overhead surfaces and light affixed to the building entryway areas. This includes cleaning the exterior of glass and metal doors, door thresholds and hardware. Remove any litter, cigarette butts, or bird droppings. 10.21 Daily Cleanine of Entrance Glass all Glass Minors and Spot Cleaning of Office and Workstation Glass: Clean both sides of all surrounding buildmg entry door glass and entry doors for a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove any paper and tape. Clean all mirrors in restrooms, locker rooms, and fitness center in the same manner as above. Spot clean office and workstation glass as needed on a daily basis. 10.22 Daily Cleanine of Microwave Ovens: Clean inside of all microwave ovens, removing crumbs and spills. 10.23 Daily Emptyine of Trash in Outside Patios Balconies and Entry Door Areas (including the exteriorl: Empty trash receptacles and smoking urns in patio, balcony areas, and parking areas. Clean receptacles as needed each time. This includes receptacles that may be placed outside any entry doors. 10.24 Daily Breakdown of Cardboard Boxes: Cardboard cartons are to be broken down flat and put into the proper trash container. 10.25 Dail~pot Cleaning of Ceilings: Remove any toilet paper, cobwebs, dust build up and other debris from the ceiling, ceiling vent and ceiling light fixture holders. 10.26 Daily Dusting of Walls and Ceilings: Remove all dirt, lint, litter, cob webs, dry soil, etc., from walls and ceilings. 10.27 Daily Cleanine of Wood Furniture: Care shall be taken not to scratch or mar wood surfaces, while ensuring that they have been thoroughly cleaned. 10.28 Daily Cleanine of Fitness Center Exercise Equipment: Wipe down all metal to polish off shoe marks and sweat stains. Clean upholstery and wipe off shroud and side rails of the treadmills, as well as the consoles on all treadmills and other machines. Clean the 25C-52 elliptical trainers, ski machine, bikes and stair stepper machines to remove sweat and stains. Clean out the tracks of the elliptical trainer with a dry towel only. Clean tops of any rubber mats and under each treadmill by extra-vacuuming up the dust and black motor powder. 10.29 Dail~Safety and Precautionary Measures: Secure work area and equipment to prevent passage by the general public and City staff, and 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" shall be placed by the Contractor's employees every time conditions exists that warrant such signs. Signs are to be picked up and stored in the proper janitor room once the condition no longer exists to warrant such signs. 10.30 Weeklv Spray and Buffing of Hard Floors: Clean and restore a uniform glass and protective finish to resilient the or terrazzo floors that are fmished with a floor finish. All chairs, trash receptacles, etc., shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform coating of floor fmish. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc. 10.31 Weeklv Dusting of Blinds and Dra ep ries: Clean all blinds, shades, and draperies. Care shall be taken not to spread dust into the air. 10 .32 Weeklv Dustine of Ceiling Atrium Ledees Lunchroom Drywall Ledges and Wall HVAC Vents: Clean all HVAC vents and area immediately surrounding them. Dust all atrium ledges at the glass/wood railing areas and at the atrium stairs. Dust lunchroom drywall ledges. Care shall be taken not to spread dust into the air. 10.33 Weekl Hi Dustine: Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above 11 feet from the top of the floor. This includes light, grills, light fixtures, pipes, sprinkler systems, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air. 10.34 Daily Cleaning of Lunchroom: The entire lunchrooms, includmg kitchen and cooking area, dishwashing area, restrooms, eating areas, vending machines, hallway, glass and painted doors, unlocked storage closets, and refrigerators are all included in this contract. Areas should be cleaned so grease, dirt, food particles, trash and other litter are thoroughly cleaned and removed from surfaces. This area needs to remain in a healthy and clean environment on a daily basis. 10.35 Monthly Cleaning of Floors and Carpet: 11.35.1 Pile lift carpet in all areas 11.35.2 Spray buff the floors 11.35.3 Strip and wax the floors every quarter 11.35.4 Spin bonnet carpets every two (2) months (January, March, May, July, September, and November) 11.35.5 Extract carpet two (2) times a year (April and October) 10.36 Parking Garaee -Ross Annex Cleanin~• 11.36.1 Daily -Remove trash from trash receptacles: clean around the large trash bins l 1.36.2 Weekly -Remove any gum in the parking floor. 11.36.3 Annually -Clean the floor with West extractor. (Work to be done at night or weekend). 10.37 Council Chamber -City Hall 25C-53 10.37.1 Daily -Vacuum and spot clean all door glass windows, chairs and furniture. Mop atrium floor. Clean entrance doors. 10.37.2 Monthly -Spin bonnet carpet. Clean atrium file floor. 10.37.3 Additional duties -Other duties as they occur and unplug toilets as needed. 11:0 SUPPLIES The contractor shall furnish all supplies and a uipment required for performance of the above-mentioned work. Approved Restroom Supplies -based on dispensers Paper Towels Toilet Tissue Toilet Seat Covers Liquid Soap Trash Liners James River #786 and #389 James River #125 and #IOIA James River #046 Pioneer Honey/Almond Soap Low density 23 x 17 x 46 - 1.5 mil Low density 16 x 14 x 36 - 1.5 mil Low density 15 x 9 x 23 - 1.5 mil For cleaning urinals & commodes For cleaning polished & brushed chrome Deodorant Metal/Chrome polish Disinfectant Floor products -cleaner and wax Colossus Safe-Dee or Glass Cleaner Stop Odor Briteboy Versatile Submit brand for review SECTION B CARPETED AND TILED SQUARE FOOTAGE Location Floor Carpet Tile City Hall/ 8 Floors + Basement + Council Chamber 55,622 s ft. q• 23 758 s ft. ~ q• City Hall other space 27,289 sq. ft. Ross Annex 69,000 sq. ft. 5,00 sq. ft. Corporate Yard PW Admin. 1 S` floor 14,200 sq. ft. 2"a floor 14,200 sq. ft. Corporate Yard Fleet/ Bldg. J 1 S` floor 5,640 sq. ft. 2aa floor 6,240 sq. ft. Corporate Yard Stores/ Bldg A l 5c floor 1,440 sq. ft. 2na floor 2,130 sq. ft. SECTION B ROOM TALLY Location Restrooms Break Rooms Conference Rooms Ci Hall 28 10 14 Ross Annex 10 5 12 Cor Yard PW Admin. 5 1 2 Cor Yard Fleet / Bld. J 6 2 5 Cor Yard Stores / Bld . A 2 1 2 25C-54 SECTION B PROPERTY LOCATIONS Santa Ana City Hall 20 Civic Center Plaza, Santa Ana 92701 8:00 am - 5:00 pm M-F Ross Annex 20 Civic Center Plaza, Santa Ana 92701 8:00 am - 5:00 pm M-F Council Chamber 26 Civic Center Plaza, Santa Ana 92701 various hours Corporate Yard 220 S. Daisy Ave. Bldg. A, Santa Ana 92703 8:00 am - 5:00 pm M-F PW Admin Corporate Yard Fleet 215 S. Center Street Bldg. J, Santa Ana 92703 6:30 am - 5:00 pm M-Th Corporate Yard Stores 215 S. Center Street B1dg.A,Santa Ana 92703 7:00 am - 5:00 pm M-F 25C-55 STAFFING Provide a plan of operation listing staffing levels (supervisors and employees) for each location. Upon award, the contractor shall provide names and contact numbers for supervisors. Location # of Supervisors # of Employee(s) Santa Ana City Hall Ross Annex Council Chamber Parking Garage Ross Annex Corporate Yard- PW Admin Corporate Yard -Fleet "J" Corporate Yard -Stores "A" 1 SECTION B -COST SHEET 1 Location Cost Per Cost per One Amount Month Month Year Per year Janitorial Flooring Total Santa Ana City Hall $ 7,844 $ 870 x 12 = $ 104,568 Ross Annex $ 4,716 $ 520 x 12 = $ 62,832 Council Chamber $ 355 $ 40 x 12 = $ 4,740 Parking Garage Ross Annex $ 300 $ 60 x 12 = $ 4 320 Corporate Yard - PW Admin $ 2 586 $ 287 x 12 = $ 34,476 Corporate Yard -Fleet "J" $ 1,057 $ 117 x 12 = $ 14,088 Corporate Yard -Stores "A" $ 413 $ 46 x 12 = $ 5,.508 TOTAL $ 17,271 $ 1,940 x 12 = $ 230,532 NOTE: The above item rates are inclusive of all Contractor's costs for this servi ce including labor equipment and supplies, administrative services, overhead, taxes, licenses, , compensation, and profit. SECTION B - ADDITONAL PR ICING FOR LISTED TASKS Spin Bonnet Carpet Shampoo: $ 0.07 /sq.ft. Carpet extraction: $ 0.12 /sq.ft. Strip and re-wax resilient flooring $ _0.14 /sq.ft. Janitor $ 14.50 /Hr Day porter $ 16.00 /Hr 25C-56