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HomeMy WebLinkAbout65B - PD JANITORIAL SRVSCITY COUNCIL MEETING DATE: NOVEMBER 15, 2016 TITLE: POLICE DEPARTMENT JANITORIAL SERVICES {STRATEGIC PLAN NO. 1, 3A} CIT 3ER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ,.. "O _' ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Review and select an option regarding the Police Department's Janitorial Services Request for Proposals (RFP) from the options listed below: A. Issue an RFP for Police Department janitorial services that requires all proposers to bid union wages and benefits B. Issue an RFP for Police Department janitorial services that allows proposers to bid either union or non -union wages and benefits 2. Authorize the City Manager and Clerk of the Council to execute a month -to -month agreement with Santa Fe Building Maintenance for the maintenance of Santa Ana Police Department facilities, for the period beginning October 1, 2016, in the monthly amount of $32,702.62, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION In 2013, the Police Department completed an RFP process for janitorial services. During this RFP process, the Police Department accepted proposals from both union and non -union contractors. On May 20, 2013, the Police Department entered a three -year agreement with ABM Onsite Services, a union contractor. After the first year of the agreement, ABM Onsite Services terminated the agreement after expressing a loss in revenue on the Police Department contract as a result of union health and welfare rate increases. In order to continue janitorial services at the Police Department, on September 30, 2014, the Police Department entered into a two -year agreement with Santa Fe Building Services, a non- union contractor, as they were subsequent bidders in the 2013 procurement. Before 65B -1 Police Department Janitorial Services November 15, 2016 Page 2 commencing this two -year agreement with Santa Fe Building Maintenance, staff received feedback from the Service Employees International Union (SEIU), which represented the ABM Onsite Services employees, recommending that the Police Department contract with a unionized janitorial services company. The Police Department will be drafting a new RFP for janitorial services over the next year. Staff estimates that the cost of a union contract will be approximately 15 percent higher than a non- union contract. The current base annual cost for the Police Department janitorial services agreement is $376,497. It is requested that Council provide direction for the new janitorial services RFP regarding union /non -union contractor selection. In addition, staff recommends a new month -to -month agreement that will provide for janitorial services while the RFP process is being completed. Staff has met with representatives from Santa Fe Building Maintenance, who have agreed to a month -to -month extension, exercising the terms and scope of work as specified in the current agreement. Santa Fe Building Maintenance is requesting a $1,327.90 per month increase, increasing the base monthly amount from $31,374.72 to $32,702.62. Santa Fe Building Maintenance has been performing well during the term of their agreement and staff recommends approval of this new month -to -month agreement. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #1 - Community Safety, Objective #3 (Promote fiscal accountability to ensure financial responsibility at all levels of the organization), Strategy A (Continuously evaluate and assess fiscal aspect of service delivery to ensure that the Police Department provides programs and services efficiently and effectively). FISCAL IMPACT Funds for this agreement are available in the Police Department's Buildings and Facilities contract services account (no. 01114403 62300) for the following fiscal years: FY 2016 -17 Exhibit: 1. Agreement $32,702.62 per month APPROVED AS TO FUNDS AND ACCOUNT: �t �-,,r i VX Francisco Gutierrez ` Executive Director Finance and Management Services Agency 65B -2 JANITORIAL SERVICES AGREEMENT THIS AGREEMENT, made and entered into this 15`x' day of November, 2016 by and between Santa Fe Building Maintenance (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 providing janitorial services to the Santa Ana Police Administration, Detention Facilities, and surrounding grounds. 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 services for the Santa Ana Police Administration and Detention Facilities and surrounding grounds, as set forth in City's Janitorial Maintenance Request for Proposals #13 -015, dated April 15, 2013, on file with at the Santa Ana Police Administration, of which section 4.0 and 5.0 are attached hereto as Exhibit A and Contractor's Proposal, dated April 12, 2013, attached hereto as Exhibit B and all exhibits are incorporated by reference. 2. COMPENSATION a. (1) City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement, shall not exceed $32,702.62 a month over the term of this Agreement. The total cost of this Agreement over the term shall not exceed $392,431.44. (2) Invoices shall be submitted by Contractor for payment on a monthly basis. b. hrvoices: Upon delivery and receipt of invoice, the City shall pay thirty (30) days after date of invoice and upon the approval of services by the Police Administrative Manager or designee. Monthly invoices, submitted in duplicate, shall be mailed to: L• RW Robert Carroll Police Administrative Manager Santa Ana Police Department 60 Civic Center Plaza P.O. Box 1981 Santa Ana, CA 92702 3. TERM This term of this Agreement shall be for month -to- month, commencing on October 1, 2016 and terminating when either the funds are exhausted or one of the parties gives written notice of termination in accordance with Section 12 below. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services, Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. S. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant 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 naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of 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, with $2,000,000 in the aggregate. Consultant shall supply City with a hilly executed additional insured endorsement in substantially the form attached hereto as Exhibit C upon execution of this Agreement. L• 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 3700 of the Labor Code, Consultant, if Consultant 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, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. C. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant 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 by the City. (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 (3 0) days prior written notice to the City. If Consultant 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 affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the tight to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. L• 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 I 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 terns of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 7. CONFIDENTIALITY I£ 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. S. 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 ma>mer 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 Fax number (714) 647 -6956 With courtesy copies to: And Chief of Police Santa Ana Police Department City of Santa Ana 60 Civic Center Plaza (M -97) P.O. Box 1988 Santa Ana, California 92702 Fax number (714) 245 -8007 City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Fax number (714) 647 -6515 To Contractor: Santa Fe Building Maintenance 15644 Palomino Drive Chino Hills, California 91709 Fax number (909) 606 -6469 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, any 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 fax machine, addressed as set forth above. For purposes of 65B -7 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 including the Request for Proposal referenced herein, 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 patty, 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 either party upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Chief of Police may require Consultant 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 taw, and Consultant 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. L• w • 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, COMPLIANCE WITH GOVERNMENTAL REQUIREMENTS Contractor shall carry out all sot-vices 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 may 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. Contractor shall comply with Labor Code Sections 1060 -1064, the "Displaced Janitor Opportunity Act." Among other things, this Act states that "a successor janitorial services] contractor or successor subcontractor shall retain, for a 60 -day transition employment period, employees who have been employed by the terminated contractor or its subcontractors, if any, for the preceding four months or longer at the site or sites covered by the successor service contract unless the successor contractor or successor subcontractor has reasonable and substantiated cause not to hire a particular employee based on that employee's performance or conduct while working under the tenminated contract." Contractor is advised to review the Act in its entirety. L• 16. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: dcm'tJ& A is Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: CARLOS ROJAS Chief of Police CITY OF SANTA ANA DAVID CAVAZOS City Manager CONTRACTOR SANTA FE BUILDING MAINTENANCE Bv: s 65B -10 Irinco Nunez General Manager iEXHIBIT A 65B -11 RFP 13.015 4,0 OTHER GENERAL CONDITIONS 4.1 Point of Contact' The Proposer's on -site Supervisor or designee shall be, the primary point of contact with the Santa Ana Police Administration Manager or deslgnec. During times when the Proposer's supervisor is not on -site, the point of contact shall be the Proposer's Agreement Administrator. The on -site Supervisor and Agreement Administrator shall be capable of communicating the English language (read and understand), to facilitate a clear understanding between the Polico Administration Manager, or designee. The Agreement Administrator, or designee, shall be available via cell phone during the Proposer's normall business hours. The Proposer shall provide an emergency telephone number that will be answered 24 hours a day, 365 days a year. The Santa Ana Police Administration Manager or designee shall have authority to direct the Proposer's performance in matters relating to policy, Information and procedural requirements. The Police Administration Manager shall also monitor the Agreement and the performance of the 'Proposer. The Proposev's Agreement Administration shall be responsible for management and coordination of tine agreement and shall act as the administrative point of contact with the City. 4,2 lira nwnunce Rea 'rei �mamtes: The cleaning of all facility areas, furnishings, fixtures and equipment covered by this RFp shall be performed in a safe, complete, and scheduled manner for which eaolm item and surface was designed. The work shall include preventive and corrective maintenance, cleaning, inspection, and notification AL' services shall be performed in a manner that is minimally disruptive to normal facility operations. The Police Administration Manager shall approve any shutdown of areas or systems for maintenance in advance. The City reserves the right to seek services from other resources if the Proposer does not respond in the time frames described in the RFP to meet any maintenance work needed, The cost of such alternate services shall be deducted from the City's payment to the Proposer. 4,3 / r_Pr'oxitie : in performing the work, the Proposer ehaii consider in priority ordor, the fallowing items: 1. occupant surety, which is the safety of staff, visitors, inmates, slid other persons at the site, 2. Maintenance to be performed in a high quality manner to provide a clean and and bealthy workplace all the dine, Proposer's furnished equipment shall be in good working condition at all times. proposer's furnished cleaning chemicals, supplies, carts, and equipment shall be on -hand at all times to moot the needs of the cleaning staff and mast be approved by the Police Administration Mwmager, and must be quality commercial brands. g 65B -12 RF'P B-W 4.4 General Security Reauirer ; The Proposer shall furnish identifiable uniforms and employce identification cards for their employees. Employees are required to wear uniforms and l.D, cards, in plain view, whenever working on -site. The Proposer, upon request by the Police Adm nlstratioa Manager, shall remove From the promises employees who, in the opinion of the Police Department, have exhibited improper conduct or are not performing the work assigned. Employees shall be required to have a criminal record check and be approved by the Police Department's Personnel Division prior to workm on -site, This also includes any "on call staf4"used by the Proposer. 4.5 $reelfio Security Reouirements: The following security requirements shall be in effect at all times. Failure to abide by any of these items by any employee may result in removal from the facility and or criminal charges, 1, Background Investigation- All Proposer's personnel who work is or visit/inspect (unescorted) the facility shall successfully complete a background investigation conducted by the Santa Ana Police Department before beginning work. At least forty - five (45) days prior to an employee beginning work, the Proposer shall submit the following information to the Police Department Personnel Division; First Name, middle name, last name Date of birth Current residence address Photocopy of valid government Issued photo Identification Photocopy of valid Social Security Card Proof or U.S, citizenship or legal work status The Proposer shall insure die employee candidate meets with the designated Police Department Personnel Division background investigator in a timely manner so the background process can begin. The Proposer shall be notified when the background has been completed, thus clearing the employee to begin work on -site. The Proposer shall ba notified of any employees that are refused for employment within the facility. 2, Pacflity Security- During their first week of working on -site, the Police Administration Manager shall give each employee a copy of the Santa Ana Police Facility Security Rules (Attachment 1), which the employce will read and sign. This form shalt be maintained by the Property Administration Manager. All tools, equipment, parts and other Items used by the Proposer at the fail Facility shall, at all times, remain in the direct possession and control of the Proposer's employees, Failure to adhere to these requirements, such as leaving a tool in an inmate accessible area, shall be considered a breach of security. This shall result in subsequent action by the Police Department, up to and Including the removal of the involved Proposer's employee from the facility and /or criminal charges. 3. Facility Access• The Police Department front desk staff shall .issue keys and access card to each on -site employee at the start of each assigned work shift. No issued keys or UP 13.0!5 access cards shall be removed from the premises during the work day. Bach employee shat' return their issued keys and access card immediately at the end of thew assigned worts shift to the Police DeparUtwnt front desk staff'. The Proposer's employees wall adequately secure the keys on their person while on, site. Items that become lost, missing, or stolen shall be Immediately reported by the Proposer's emptcyves or Supervisor to the Police Achninlstradon Manager, The Proposer shalt reimburse the Police Department for direct and indirect costs associated with re-keying any buildings or portions of buildings when the Police Department determines that a breach of security is a result of lost, misplaced, or stolen keys issued to the Proposer's employees. 4, k tnolovee r ins• Free public parking is almost non-existent surrounding the police facility. There is a stadium parking structure across from the police facility, which charges nn hourly, daily, or monthly Nee for parking. Proposer shall be responsible for providing parking for their employees and paying any necessary fees. There is no on-site; police parking avatlable, S. New Employee Uniform• will be provided by the Proposer, including shirts and must project a professional appearance. s,o SCOPE Or SERVICES, EQUIPMENT & SUPPLIES S.i _pr�uiprncnt & tlool;• finished by Proo29er: The Proposer shall provide all cleaning appliances, tools, (f.a.: vacuums, mops, carts, floor potishcrs, ladders, signs, etc.) and all cleaning chemicals, urinal screens and cakes, rags, sponges, vacuum bags, trash can liners, soap - dispensed cleaners, sanitary napkin's, and nliscellancoul supplies. All supplies will be ordered and delivered in a timely manner, Trash can liners shall be black or clear in color, To Insure proper strength to avoid leaks and spills, liners shall be a minimum of, 1.0 mil thick for 39 gallor, or less receptacles and a minimum of 125 mil thick for liners 40 gatlons or more, Carpet warranty specifications, marble and granite warranty specifications, and occupant [watch mandate the following vacuum, floor scrubber, and carpet extractor equipment specifications (no substitutions), All HBPA filter replacements, vacuum bags, floor bushes and pad holders, scrubbing and polishing bomrets, and associated items, attachments and solvents /cleaners, shall be furnished by the Proposer. 1. pproved unris~ht vacuums: Vacuum Cleaner Pacer 112 Lit' with 1IEPA filtration or similar 2. Approved epgister vacuum: Mighty Canister Vacuum or similar 3. Apt ovgd wide, area yacuur : Nililsk Advance Carpetrlever 28 or similar to 65B -14 i REP 13�015 A total of eight (8) new upright vacuums, three (3) new canister vaouums and three (3) now wide area vacuums shall be supplied by the Proposer for the on-site staff to use an a lull time, basis, the day the initial contract begins. Four (4) new upright vacuums, one (1) new can stor vacuum, and one (1) new wide area vacuum shall also be supplied by the Proposer at the start of each subsequent contract renewal year. 4. Carpet Extractor: One (1) self- contained hoc water extractor shall be supplied and used for any carpet cleaning, which has a minimum of 100 psi water pressure through the injection nozzles, a reel-typo Soft bristled agitation brush and a water lift of 130 inches. Make and model shall be submitted before the initial contract begins, by the Proposer for approval by the Police Administration Manager, but must meet the above specifications. 5, Automatic Walk Behind Floor Scrubber: One (1) self- contained automatic walk behind floor scrubber shall be supplied by the Proposer for the on -site staff to use on a full time basis, the day the initial contract begins. a. Nitflfsk Advance Convertamatic 24 or sirr tar 52 Items Furnished by Cttv: The only items furnished by the City shall be the supply of paper towels, toilet paper, and toilet seat covers. Items shall be located on the loading dock. 5,3 Soes rtc Intanance Tasks 5.3.1 Q trit l nn(Etg�d isinfectine of Drinklns Founut5 as S � S lip nova ali obvious soil, streaks, smudges, etc., from the hardwaro, including the spouts and dmia AF.et cleaning and disinfecting, the entire drinking fountain andlor sink (sink refers to all sinks in coffee rooms or lounges too shall be free of streaks, status, spots, smudgos, sctdc, and other removable soil, Oil is not to be used to polish metal fixtures. If needed, time away or a similar product Shall be used to eliminate water build -up. 5.32 Q.1 h Basills, Tollets Urin aJ- — nd - S- howers: Apply a germicidal detergent solution to ail surfaces of wash basic, toilets, toilet seat hinges, pipes, urinals, showers and adjacent surfaces. Dry all metal surfacos of faucets, handles, valves, etc. Shower wall, floor and soap scum, mold and mildew shall be removed daily anal drain screens cleaned of hair and lint, Oil is not to be used to polish mead fixtures. 513 natty Cl atrpb of Entrance N n Remove moisture, wet or dry soil, and any debris from carpeted entrance mats. Ensure mats are properly positioned on the floor. It 65B -15 RFP 13.015 5,3.4 PItily Cloanine of Floor Dra ns: Clean all floor drains and remove corrosion and tarnish. 5.9.5 Daily Vacunmina of Camels: Remove visible and hidden soil and debris from the, carpet surface and from wifhin the ompet pile. Chairs, trash receptacles, power cords, boxes, and other such items shall be tilted or moved when necessary. Special attention shall be paid to corners and along walls, under and between furniture, to insure carpet is thoroughly cleaned in all areas. The carpet shall be free of all visible soil and liter. For noise reduction, which Is essential to the 911 emergency police dispatch operation, the built -in vacuum system supplied by tine police Department ME) be used when vacuuming the Police Communications area, 5.3.6 Floors: Remove soil, hair, dust and debris from non-carpeted floors. Trash receptacles and other such items shall be moved m necessary and raturned to their appropriate location. All accessible areas of the floor shall be damp mopped, Care shall be taken to prevent splash and mop marks from being visible on furniture legs, doors, etc., "Caution —Wet-Floor" signs shalt be placed so as to provide sufficient safety measures, Aftor a Poor has been damp mopped, It shall have no puddles water and be free of soil, stairs, debris, streaks, and swirl marks. All wet floor signs shall be removed and put away after the floor surface is dry. 5,17 Dsdl soal'ng of Toilets and Urinals: Remove scum, ruinoral deposits, rust stains, etc, 5.3.5 Lunchroom, and Looker Roams; Damp wipe and disinfect all non -wood hard surfaces of furniture, fixtures, walls, partitions, doors, and lockers. Special care shall be taken to lware these surfaces are not scratched, damaged, or stain. 53.4 bagy Vacuunynp_pf alt i'abrle, u larx air u o : 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, i 5,1 1)Da ly Dust ng oC'� gnker Too &; Dust locker tops in dressing areas, storage roams, locker j rooms and maintenance areas. 5.3, 11 DgJ y Dns 'no�uildtna Strfaoes; Remove all dust, lint, litter, dry soil, etc., from the surface of ledges, window sill, locker tops, and fire extinguishers. This shall also be done for computer tops, wall and door frames and sills, Ught switches, pictures, partitions, rails, and other types of fixtures and surfaces which are not considered to be furniture surfaces. This also applies to specialty for specialty equipment such as test equipment, computers, typewriters, calculators, etc„ which are located anywhere between the floor surface, tip 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 [edges. Dusting shall be completed using micro dusting Wipes. 12 65B -16 RFP 13.015 5.3.12 11Y Gp Z in of all Trash and Ash Raceotaclel; Al[ waste baskets, cigarette ash receptacles and other trash containers shall be emptied and returned to their [allied location. Boxes, cans, papers, and other containers marked "TRASH" (or are obviously trash) shall be removed. Ali waste from such 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 . All recycle bottles and plastics will be picked up. 5.3.13 Dail geral C leanuge Remove any found litter and clean unsightly soil from building, f xturos, walls, door frames, and surfaces. Remove any spilled liquids or solids. , Remove carpet stains. Plot( up abandoned lunchroom trays or utensils and deliver them to the lunchroom, 5,3, i4 f�allyRaarraneln� f r Stu All furniture moved by the Proposer'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, 5.3,15)a}Iv Refillii og f Digpensors: Chock 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 bond the dispenser. 53,1GDa�1y Remov l of groat Char Upholstery & panel or Wall Fnbr c Stains.: Clean all stains as quickly as they are found, so as not to allow them to sot into the fabric. if the stain is a coffee spill, use product similar to Interface Coffee Breaker (supplied by Proposer) and follow manufacturer's recommended procedures. 2O—n—OtS—xWQLQrLhto Simply spray affected area. 5,3. t7 pails eoloygamont of Trash Reoeptaole Liners: All soiled or torn trash receptacto liners shall be placed with a now trash receptacle liner, The liner shall be replaced in such a manner as to present a neat uniform appearance. 53,18D011y S i p1t C[caning 4f Duildin rfa pa nr�regLd ixtureY: Remove smudges, rngerprints, marks, streaks, tape, etc, from the surface of ledges, windows, paititioa glass, window sills, fhe extinguishers, counter tops, walls, doors, door frames and s lls, pictures, partitions, rails, and other type of fixtures end surfaces Thus includes all items from ti floor surface fn l l feet in height. Ca e shall he takon not to permanently marLt, scratch or discolor the surfaces. 5.3.19Dai v Soot Cleaning o�Tixsir Race�tacles: Remove nonpermanent stains acid soil from the interior and exterior of trash receptacles. 13 RFP 13-)15 o "ce diary Jgill: Remove cobwebs from overhead surfaces and lights atAxod to the building entryway areas. This includes cleaning the exterior of glass and metal doors, door thresholds and hardware, Sweep the two (2) fourth floor p idus and wipe down their handrails and railings. Sweep or hose clown the paver area outside the Community Room entrance and wipe down the handrails outside the PD lobby, Tail lobby and Community Room. Remove any litter, cigarette butts, or bird droppings In these areas too. 5.3,21 DaiAX Qlo ardng of Entrance 41ps all Glasv Mirrors and Spot Cieapin f 0 ice ayd Workstation Glass: Clean both sides of all surrounding building entry door glass and entry doors far a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove any paper and tape. Clean all mirrors in restroom, locker rooms, and fitness center in the same manner as above. Spot clean office and work station glass as needed on a daily basis, Clean glass entrance doors to Police facility and Jail twice daily, 5.122 Daily Cleaning of _v'yt22wave pvena: Clean Inside and outside of all rniotowave ovens, removing crumbs and spills. 5.3.23 the xtdor front of the PD Community Room Jail and �ssigngd�oarking areasl: Empty trash receptacles and smoking urns in patio, balcony areas, and parking areas. Clean receptacles as needed each tlme. This includes receptacles that may be placed outside any entry doors, such as outside the front of the police department, jail and police community room, employee north entrance areas. 5.3.24 D @ice Breakdown of Cardboard Boxes: Cardboard cartons are to be'oroken down flat and put into the proper trash oontsiner, inoluding any boxes oa the loading dock. , 5.3.25, ai Soot Cleaning of Ceillun: Remove any toilet paper, cobwebs, dust buildup and other debris from the coding, ceiling vents and ceiling light fixture holders, .5.3.26 Daily Dusting of Walls and Canines: Remove all dirt, lint, litter, cob webs, dry soil, etc., I from walls and ceilings, 1: 5.3.27 Daily Cleaning of Wood lrurniture: Care shall be taken not to scratch or mark wood surfaces, while insuring that they have been thoroughly cleaned. 5.3.28 DaijyCleani Sg EF Fl g ess Center Sx sn . + i mam; 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 to remove sweat and stains. Clean tops of any rubber mats and under each treadmill by extra - vacuuming up the dust and black motor powder. 5.3.29 Dnily Safety and Precaudonary Measures; Secure work area std equipment to prevent passage by the general public and City staff, and denote it as such. Work area and 14 65B -18 RFP 13.015 equipment shall stay under that condition until work is complete, equipment is vacated, and passage Is safe by the general public and Police Department employees. The proper quantity and type of safety signs, such as "caution wet floor shall be placed by the Proposer's employees every time conditions exist 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, 5.3,30V{g fly Clean Two (2,) Police Lunchroom Refrigoratom (one refrigerator — on Mondays, one refrigerator — on Fridays), Clean interior and exterior of refrigerator surfaces. Dispose of all food and temporary containers. Do not dispose of permanent containers, such as those made of class or metal. Empty contents of permanent containers, wash them and leave the permanent containers in the designated lunchroom area. 5.3.31 Weekly, Spray Buffing of Ea rd Ploo s; Clean and restore a uniform gloss and protective finish to resilient the or terrazzo floors that are fiaisbed with a floor finish. All chairs, trash receptacles, etc. shall be lilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform, glossy appearance, free of scuff marks, 11661 [narks, and other stains, and shall be removed from baseboards, furniture, trash receptacles, etc. 53,32 Weekiv Dusting of Blinds and Draoefitu: Clean all blinds, shades, and draperies. Care shall be taken not to spread dust into the air. 5.3.33�y exec ^�DUgfln¢ Of Ceiling Atrium tadgeY 4uncllroom nr�wau ie-5ia2 • V6t3: Clean all PIVAC 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, 5.334W ekl h Dustin : Remove dust, cobwebs, oily film, etc., from all fixtures and ! surfaces above 11 feet from the top of the floor. This includes lights, grills, lightfixtures, pipes, sprinkler system, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air, Dust free products shall be used such as micro fiber dusting rags, ` 5.3.35 Monthly Vlaobine 5crubblha of 0 azni ila wt—d Sjone Floo4s: Deep cleaning to be performed in a manner to remove heavy stains, adidew and mineral deposits from the surface. After scrubbing, the surfaces shall be rinsed thoroughly to remove all remaining cleaning solution. After cleaning, the floor and grout shall have a uniform appearance free from film, minerals, depasks, corrosion stains, etc. Areas not accessible with the buffer sball be manually scrubbed with on abrasive pad, Apply sealer to tile areas, after machine scrubbing except in shower areas. 5,3360uartedy Rc- Waxing Vinyl & Tile oor.: if there are black marks, marks from chair glides, or imbedded soil in the finish, they shall be removed before re- waxing, A uniform coat of approved floor finish shall be applied. After the finish has dried, the appearance shall be uniform with no visible stress marks, swirls, etc. Remove all stripping or 15 RF'P 13015 detergent solution from the baseboards, door, or other nomt(oor surfaces and in adjacent spaces. 5.3,37(?1atterly Carke1 ea 'n : Carpet cleaning is usually done on a quarterly basis, coordinated through the Police Administration Manager to determine exact cleaning locations, Cat* shall be taken to insure the carpet is thoroughly cleaned and dry prior to opening the area up to root traffic. 5,3,38 Qua C[eanins /Wine dawn of VehJcle Storage jyockars: Wipe down the outside lockets of any dust, dirt, or debris. Care shall be taken not to spray any cleaning solution or water directly into the lockets through the open slots. 5.3.39 j� and Raf�r�lsh Tila Floors fay �e All nort4ixed furnishings such as tablcs, ohairs, desks, trash receptacles, storage containers shall be removed prior to stripping unless exempted by the City. Remove all removable marks, heel marks, scuff marks, rust stains, gum and other types of stains and soil. Manuel scrubbing devices shall be used in areas inaccessible to the floor machine. 5.3.40Bi- Annual Window Clew ice; Completely remove dust, cobwebs, smudges, tepee, oil film and other typos of soil from all Interior windows and partitions, Ramova drip and splash marks frorg all adjacent surl'aaes. Cllnss in open space and office partitions, entry glass doors and entry axes glass psu:els era inalud *d itt this proJact (lnoluding polio* faoiliCy &Jail. facillty}. The twa (2) atrium skylights ht the *oiling of dse police Encility, Community Room and Lunchroom skylights, and the eetarioe of the facility windows are not Included hr this project, 8,3,41 i7a ly Cieazilng of Lunoh'onm: The entire police lunchroom, lucludlt:g casbier, restrooms, eating areas, vending machines, hallway, glass and painted doors, and refrigerators are all included in this contract. Areas should be cleaned so grease, dirt, food particles, trash and other Jitter era thoroughly cleaned and removed from surfaces, This arse needs to remain a healthy and clean environment on a daily basis. 5,3A2Wre1c1y Hose Wash and Trash Pick j(p g#. 'at Car" KoTrash Com et 1 Lea: Using department supplied hose, wash down area into floor drain, Pick up trash. 5.3.43 SteimG11s; As needed clean/mop the four ceinent stairwells located at each corner of the PD Facility, 5.4 SmOl rc areas t0--bJ Ylaintained 5.4.1 fail Facility (on a daily basis) First Floor. Medical Offices- 11,11 t2, 1HI14 and 1H115 Central Control Room and 1 employee rostroom Kitchen Restcoom I and 1C Booking (employee area only) 16 65B -20 RFP 13.015 Booking area restrooms 1D and lE Attorney Visitation Watch Commander's office Exterior Jail Sallyport Second Floor- All of Jail lobby and 2 public restrooms Exterior entrance area Room !#2144 Jail Administrator Room #2145 Jail Manager Room #2149 Jail Manager Jail Briarrnglroll call room and I employee hallway restroorn All of Records and Administration areas including 2 restrooms, hallways and coffee car area, conference room Visitor hallway Sallyport hall and release vestibule (exterior and interior) 'third Floor- Medical Offlces- Room #314108, 3RI09 Citizen visitation area, including visitor elevator Staff Restroom 3A Room #3111 to Fourth Floor- Medical & Dental Offices- Room #4H108, 41-1 t09 Citizen visitation areas Staff restroom 4A 54.2 Pottic Facility- day use areas First Floor- Room #1113 K -9 Office Roots #1159 Building Maintenance Office on Loading Dock Roil•Call Room Room #1219 Property & Facilities Division Commander Men's and Woman's locker rooms, rest rooms West men's and women's restroom Second Floor. PD bobby Room #2136 Patrol Bureau Commander Room #2119 Press Information Officer Room #2122 District Commander Roorn 42124 District Commander Room #2125 District Commander Room 02128 District Commander Room #2130 Professional Standards Commander Room *2175 Traffic Division Commander Room #2172 Records Manager Room #2161 Station Supervisor Room 42163 Watch Commander Sgt, Office Area 17 65B -21 RET 13.015 West men's and women's w&oota Lobby men's and women's restrooms Lunch Room Report Room Hallway between report room and Record's officer coulter Records Evidence office area and viewing room Tbird Floor- Room #3160 District Investigations Division Commander Room #3213 Investigations Bureau Commander Room #3167 CAP Division Commander Special Investigations Area West men's & women's restmoms Fourth Floor- Room #4171 Chief of Police Area: C.hiers Office, & restroom, conference room and administrative, clerical and copier areas, and intelligence Sergeant's Office Room #4164 Room #4166 Room #4167 Room #4168 Room #4160 Room #4162 Room #4156 Room #4151 Room #4157 Computer Services Manager Room #4146 Fiscal office area: file room, Fiscal officer and employees Room 94131 Computer office Room #4155 Crime Analysis Room #4159 Personnel hltervicw room Room #4116 Vacant Room 44119 Communication Division Commander, 2 restrooms, break room, 911 area Room 04224 Training Division Commander Room #4227 Video training area: fotw (4) rooms Room #4212 Driving simulator room Room #4244 Area: seven (7) Professional Standards offices, conference room, file room and reception area 5,4,3 Po1ce Facility- high use areas First Floor- All of Men's and Women's locker reams, restrooms, showers, and sleep centers. Bruce R. Carlson Fitness Center and aerobics room Hallway Room #1 119 Roll -Call Room Men's and Women's west side restroone 18 65B -22 RFP 13.015 Exterior parking lot and both levels of parking structure 2 Atriums Second Floor- Room #2114 Patrol conference room Suspect interview rooms and mug/print rooms Room 42145 copier room Room #2161 Station Supervisor & juvenile holding roams Room #2162 Watch Commander's adndnistradve office Room #2163 Watch Commander 7vlaln norch/south patrol carpeted hallways All of Police Records and Front counter area Lobby and two restrooms Officer report room Hallway to lunchroom Lunchroom and two festrooms Community Room, foryer, and two reatrooma Third Floor- Men's and Women's westside restroonts Fourth Floor. All of Communications Division, including office, break room, two restrooms, hallways, and TRU area. 5,44 Police Facility- ggstcfal areas All areas highlighted on ftoorplans, attached to this RFF 5.5 Staffing 5.51 Staffing cquirA<X =i. The Proposer shall Insure the specified work hours shall be met at all times. A detailed staffing plan shall be submitted as part of the proposal. Please include plan for t4looday-Friday aad also weekends and holidays. 54 C,efromf Work Scbedy)e (Subject to change) 5.6.1 LqjI Faces: Ali Jail areas shall be cleaned between 6:00 ANT and 10:30 PM, seven (7) days a week including' Holidays. 5,62 Police Facility. areas listed in section 5.4.2; Shall be cleaned between 6:00 AM and 2:30 PM, Five (5) days a week (Monday- Friday), excluding Holidays. 5.6.3 Policy Facility- areas listed In section 5 4.3: Shall be cleaned between 2:00 PM and 10:30 PM, seven (7) days a week, including Holidays 5.6.4 Police Facility g_e..neral, areas hiehli, khted on f oorolans: Shall'ne cleaned five (5) days a week (Monday- Friday) excluding Holidays, between 2 :00 PM and M30 P.M. 5.65 CCb Elot gMq: Shall be the dates designated by the City to be City holidays 19 65B -23 io 65B -24 PRICE SUMMARY FORM Total price for janitorial maintenance services $ 31,374.72 (Rates include Westend Substation Current Year (31s Year of Contract) aid Southeast Substation) (Fiscal year 15 -16) Total price for janitorial maintenance services Year 0' or contract (Fiscal year 16 -17) $ 32.702.62 (Rates include Westend Substation and Southeast Substation) Breakdown information: Current Year 411, Year Monthly staffing price $ 26.558.00 $ 27 885 90 Monthly supply price $ 3,296.43 $ 3.296.43 Other Monthly price $598.34 $ 598.34 Westend Substation $ 571,95 $ 571.95 Southeast Substation $ 350.00 $ 350.00 Additional Services Current Year 0' Year Carpet cleaning $0,10 $0.I0 (Price per square foot) Upholstery cleaning $24,00 $ 24.00 ( Price per hour) Steam cleaning $ 24.00 $ 24_0(1_ (Price per hour) Day- porter Services $ 15.91 $ 1M9 —I (Price per hour) 65B -25 65B -26