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Staff Report 4.D 06/20/2016
DATE: June 20, 2016 Agenda Item #4.0 TO: Honorable Mayor and Members of the City Council through City Manager FROM: DaSt o ASCE — Director, Public Works & Utilities Ron kola — Building & Facilities Maintenance Manager SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Jani Crew of Marin for Custodial Services in City Facilities RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Jani Crew of Marin for Custodial Services in City Facilities. BACKGROUND In the past, the City has executed multi-year contracts for janitorial services and the current 3 - year contract covering most buildings is expiring at the end of June. A Request for Proposal (RFP) for a new 3 -year Janitorial Services contract was prepared to include all City facilities, excluding fire stations, in order to consolidate services to a single vendor, to improve competitive pricing, and simplify contract management. Fire stations are not included because their custodial needs are performed by fire personnel. The proposed action meets City Council goal: "Improve and enhance fiscal stability and sustainability". DISCUSSION On March 16, 2016, the City tendered an RFP to the regional Building Exchanges for Janitorial Maintenance Services for all City facilities, excluding fire stations. The scope and frequency of services is summarized in the Professional Services Agreement, attached herein. Staff also contacted local businesses to promote participation in the bid process. Four proposals were received by the City Clerk's office by the bid date of May 4, 2016, as summarized below: Name of Bidder Total Bid Jani Crew of Marin $148,804 Mercedes Lanfair $195,187 Dun-Rits Maintenance $257,400 UBS $293,964 The bid estimate was $146,000 based on previous contracts for the services and proposed increase in service levels. The current RFP included weekly visits to the Park restrooms that were not previously required and increased frequency of service for the Keller Street Garage. The past year's contract was approximately $125,677. Staff has reviewed the references of the apparent low bidder, Jani Crew of Marin, and find them to be satisfactorily qualified to perform the requisite services. Jani Crew of Marin will be required to comply with the City's living wage requirement. FINANCIAL IMPACTS The three-year contract will be apportioned by fund as follows: Contract Apportionment Cost Center Amount Ellis Creek Plant 6600.66700.54250 $ 5,692 annually Water Field Office 6700.67100.54250 $ 6,477 annually Transit Office 6500.65100.54240 $ 1,275 annually General Operating Budget 1100.16300.54250 $112,410 annually The approved FY 16-17 budget anticipated these costs. ATTACHMENTS 1. Resolution 2. Professional Services Agreement Attachment 1 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT FOR CUSTODIAL SERVICES IN CITY FACILITIES WHEREAS, the City of Petaluma has numerous building facilities requiring janitorial services; and WHEREAS, City staff prepared a Request for Proposal (RFP) and solicited proposals from 6 local and regional custodial service firms; and WHEREAS, on May 4, 2016, four proposals were received; and WHEREAS, Jani Crew of Marin responded to the RFP and was chosen based on their proposal bid, reputation, and experience in custodial services. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby authorizes the City Manager to execute a Professional Services Agreement with Jani Crew of Marin of Novato, Ca. for custodial services in City facilities for a total of $148,804 annually. 3 Attachment 2 JANITORIAL PROFESSIONAL SERVICES AGREEMENT City Facilities (Title of Project) FY Fund # Cost Center Object Code Project # Amount $ For multi-year contracts or contracts with multiple accounts: FY 16-17 Fund # 6600 Cost Center 66700 Object Code 54250 Project # Amount $5692 FY 16-17 Fund # 6700 Cost Center 67100 Object Code 54250 Project # Amount $6477 FY.16-17 Fund # 1100 Cost Center 16300 Object Code 54250 Project # Amount $136.635 FY 17-18 Fund # 6600 Cost Center 66700 Object Code 54250 Project # Amount $5692 FY 17-18 Fund # 6700 Cost Center 67100 Object Code 54250 Project # Amount $6477 FY 17-18 Fund # 1100 Cost Center 16300 Object Code 54250 Project # Amount $136.635 FY 18-19 Fund # 6600 Cost Center 66700 Object Code 54250 Project # Amount $5692 FY 18-19 Fund # 6700 Cost Center 67100 Object Code 54250 Project # Amount $6477 FY 18-19 Fund # 1100 Cost Center 16300 Object Code 54250 Project # Amount $136.635 FY Fund # Cost Center Object Code Project # Amount $ THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into and effective as of , 20 ("Effective Date"), by and between the City of Petaluma, a municipal corporation and a charter city ("City") and Jani Crew of Marin, a CompanX ("Contractor") (collectively, the "Parties"). WHEREAS, the Parties enter into this Agreement for the purpose of Contractor providing professional services to City under the terms and conditions set forth herein. THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties agree as follows: 2. Services. Contractor shall provide the services as described in and in accordance with the schedule set forth in Exhibit "A" attached hereto and incorporated herein ("Services"). Compensation; Business Tax Certificate. For the full performance of the Services as described herein, City shall compensate Contractor under the following terms: A. Payment will be made on a calendar -month basis in arrears. The Contractor shall submit his invoice to the City of Petaluma, Accounts Payable Department, Post Office Box 61, Petaluma, California, 94953. In the event this contract becomes effective or terminates during the course of a month, the amount paid to the Contractor for the partial month shall be determined by prorating the amount due on the basis of the number of calendar days involved and the work actually performed. Contractor shall submit detailed monthly invoices reflecting all Services performed during the preceding month, and including a revised schedule for performance and additional documentation requested by City, as applicable. B. Contractor shall be compensated for services in addition to those described in Exhibit A, only if Contractor and City execute a written amendment to this Agreement describing the additional services to be performed and the JANITORIAL PROFESSIONAL SERVICES AGREEMENT (1201137.1) June 2012 4 compensation to be paid for such services. In no case shall the total compensation under this Agreement exceed $148,804 annually without prior written authorization of the City Manager. Further, no compensation for a section or work program component attached with a specific budget shall be exceeded without prior written authorization of the City Manager. C. Notwithstanding any provision herein, Contractor shall not be paid any compensation until such time as Contractor has on file with the. City Finance Department a current W-9 form available from the IRS website (www.irs.aov) and has obtained a currently valid Petaluma business license pursuant to the Petaluma Municipal Code. D. City's obligation to pay compensation to Contractor as provided herein is contingent upon Contractor's performance of the Services pursuant to the terms and conditions of this Agreement and any amendments thereto, The City may, at any time, by giving fifteen (15) days written notice, delete or add to the Services. If such changes cause an increase or decrease in the amount due under the contract, an equitable adjustment shall be made and the contract amended in writing accordingly. E. Charge For Services Not Performed: If the Services are not performed in accordance with the Agreement, including performance of Services pursuant to the specific frequency tables in Exhibit A, in addition to any other available remedy, the City may self perform or obtain substitute performance and deduct the cost from amounts due or that may become due to the Contractor. F. Emergency Services: From time to time, on an as -needed basis, the City shall contact the Contractor to perform emergency services. The City will provide as much advance notice as possible. After the work is explained to the Contractor by the Director of Public Works or his representative, the Contractor shall dispatch (within 2 hours) the appropriate number of authorized personnel and equipment required to complete this emergency work in a timely and efficient manner. Contractor shall be compensated for such work at the Emergency Work rate as set forth in the Bid Documents. ' Modifications. This agreement shall not be modified, except in writing, by amendment, executed by all parties. Oral change orders are not permitted. No change in this Agreement shall be made unless the City of Petaluma gives its prior written approval therefore. The Contractor shall be liable for all costs resulting from, and/or for satisfactorily correcting, any specification changes not properly ordered by written modification to the Agreement and signed by the City of Petaluma. 4. Term. The term of this Agreement commences on the Effective Date, and terminates on June 30, 2019, unless sooner terminated in accordance with Section 5. This Agreement may be renewed by giving 30 days' notice to the City prior to the expiration date requesting renewal for an additional one (1) year. term. It shall be within the sole discretion of the City as to whether the additional term shall be renewed. Upon termination, any and all of City's documents or materials provided to Contractor and any JANITORIAL PROFESSIONAL SERVICES AGREEMENT 5 (1201137.1) June 2012 and all of the documents or materials prepared for City or relating to the performance of the Services, shall be delivered to the City as soon as possible, but not later than fourteen (14) days after termination of the Agreement. Termination. City may terminate this Agreement without cause upon ten (10) days' written notice. City may immediately terminate or suspend this Agreement for cause. Cause for immediate termination or suspension shall include, but not be limited to, any breach of this Agreement by Contractor or Contractor's bankruptcy or insolvency. Upon receipt of notice of termination or suspension for cause, Contractor shall immediately stop all work in progress under this Agreement. In the event of early termination of this Agreement by City, Contractor shall be entitled to payment for all Services performed to the date of termination to the extent such Services were performed to the satisfaction of City in accordance with the terms and conditions of this Agreement. If City terminates this Agreement for cause, Contractor shall be liable to City for any excess cost City incurs for completion of the Services. 6. Contractor's Representations And Requirements. A. Independent Contractor: Contractor represents that Contractor possesses distinct professional skills in performing the Services. City has relied upon said .representation as a material inducement to enter into this Agreement. Contractor shall, therefore, provide properly skilled professional and technical personnel to perform all Services under this Agreement. It is expressly understood that Contractor and its agents and employees shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of City. This Agreement shall not be construed as an agreement for employment. B. Qualifications: All work will be accomplished by qualified personnel. In the event uncorrected non -conforming workmanship continues for the same cause after three (3) written notices to the Contractor fi-om the Director of Public Works or his designee, such continued failure to correct shall constitute grounds for termination of the Agreement. C. Background Checks: All Contractor personnel who will be working in City of Petaluma facilities during the effective dates of this Agreement and any subsequent renewal periods are required to be fingerprinted and have a background check performed by a City of Petaluma public safety official. All persons in the employ of the Contractor and working in a City facility must be a United States citizen or be an individual who has a legal right 'to work in the United States. The Contractor must verify citizenship or legal right to work in the United States and retain an I-9 form for each person in the employ of the Contractor and working in a City facility. On the I-9 form, the Contractor must verify the employment eligibility and identity documents presented by the employee and record the document information on the Form I-9. This security check must be completed and a security clearance issued prior to said personnel receiving a City -issued contract employee badge and beginning any work within a City facility. Contractor personnel who do not have clearance will not be allowed JANITORIAL PROFESSIONAL SERVICES AGREEMENT 6 (1201137.1) June 2012 in any City facility. Repeated failure to perform the Services, as outlined, shall constitute grounds for termination of this contract. The Contractor will cover the current cost, as determined by the Petaluma Police Department for each fingerprint and background check. No person in the employ of the Contractor, who will be designated for employment to work in any City facilities, shall have been convicted of any felony or a crime relating to theft, violence, or a violation of the California Health and Safety Codes. Any violation of this provision shall constitute grounds for termination of this contract. All persons in the employ of the Contractor, who will be designated for employment to work in any City facilities, shall wear Contractor supplied uniforms which identify them as Contractor's employees, and shall wear a City issued contract employee ID badge at all times while working in a City facility. Any persons in the employ of the Contractor, who no longer works at a City facility, shall return to the Director of Public Works or his representative the City issued ID badge. This person(s) shall then be removed from the Department of Justice Subsequent Arrest Program. D. Contractor Contact Information: Contractor will provide an English speaking supervisor on an on-call and emergency basis. Said supervisor must be available twenty-four (24) hours per day, seven (7) days a week. Contractor will provide a phone number where Contractor or Contractor's English-speaking representative can be reached on weekends and evenings. Contractor agrees to return any City - initiated phone call within one (1) hour of receipt. Failure to return 3 phone calls within the allotted time period within a ninety (90) day period shall be grounds for termination of the Agreement. E. Contractor agrees to perform a review of all Services outlined in the Agreement on a monthly basis with the Director of Public Works or his designated representative. The Contractor agrees to accompany the City's representative on non-scheduled inspection tours of the specific areas when requested by the City representative. 7. Damage To Existing Property. The Contractor will be held responsible for any damage to existing real property, work, materials or equipment, as a result of performance of the Services, and shall repair or replace any damaged real property, work, materials or equipment to the satisfaction of, and at no additional cost to, the City. If the City finds that repairs or changes are required in connection with this Agreement, which, in the opinion of the City are rendered necessary as the result of the use of materials, equipment or workmanship which are inferior, defective or not in accordance with the terms of the Agreement, the Contractor shall, within five (5) days upon receipt of notice from the City, place in satisfactory condition, in every particular way, all of such work, correct all defects therein, and make good on all damages. If the Contractor fails to correct any such damage at the Contractor's expense, the City may effect such repair as necessary, and deduct the cost from amounts due or that may become due the Contractor. 4 JANITORIAL PROFESSIONAL SERVICES AGREEMENT 7 (1201137.1) June 2012 8. Supervision. The Contractor shall arrange for satisfactory supervision in the performance of all Services. The Contractor or Contractor's English-speaking supervisors shall be available at all times when the Services are in progress, and to receive instructions from the City representative. 9. Safety. The Contractor shall observe all pertinent safety practices and comply with any applicable safety regulations with respect to the performance of the Services. 10. Facilities and Equipment. Contractor shall, at his sole cost and expense, furnish all facilities and equipment that may be required for performing Services pursuant to this Agreement. The City of Petaluma shall furnish to Contractor no facilities or equipment, unless the City otherwise, agrees in writing to provide the same. A. The Contractor shall furnish, at the Contractor's expense, all supplies and equipment necessary to properly perform the Services. These supplies and equipment include, but are not limited to, waxes, floor finishers, cleansers, floor strippers, sealers, detergents, cleaning powder, disinfectants, metal and furniture polishes, glass cleaner, brooms, mops, mop presses, sweeping tools and cloths, buckets, brushes, sponges, squeegees, wet and dry vacuum cleaners, janitor carts, ladders, floor machines, carpet extractors, adequate floor machine scrub and polish brushes and pads. B. Contractor is not responsible for furnishing the following consumable paper products and supplies: toilet tissue, paper towels, seat protectors, wastebasket and trash receptacle liners, hand soap for restroom dispensers, and sanitary napkin liners. C. The City of Petaluma shall not be responsible for damage to. or loss of Contractor's equipment, supplies, or property left on the premises. 11. Warranties. The Contractor warrants that the equipment and materials incorporated into the performance of the Services shall be unconditionally guaranteed to be free from any defects in design, material, and/or workmanship under normal use. 12. Licenses, Permits, Etc. Contractor shall, at Contractor's sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits or other such approvals which are legally required for performing the Services. 13. Time. Contractor shall devote such time to the performance of the Services as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 14. Inspection. Contractor shall provide the City every reasonable opportunity to ascertain that the Services are being performed in accordance with the requirements and intentions of this Agreement. All work done and materials furnished, if any, shall be subject to JANITORIAL PROFESSIONAL SERVICES AGREEMENT 8 (1201137.1) June 2012 inspection and approval by .the City. The inspection of such work shall not relieve Contractor of any of its obligations pursuant to this Agreement. 15. Progress Reports. Upon the City's request, Contractor shall provide, in a form acceptable to City, written progress reports of all oral and written observations, opinions, recommendations, analyses, progress and conclusions related to Contractor's performance of the Services. 16. Confidentiality. In the course of Contractor's employment, Contractor may have access to trade secrets and confidential information, disclosure of which is protected or limited by law. Contractor shall not directly or indirectly disclose or use any such confidential information, except as required for the performance of the Services. 17. Conflict of Interest. Contractor represents that it presently has no interest, and covenants that it shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services hereunder. Contractor further covenants that, in the performance of this Agreement, it shall not employ any subcontractor or person having such a conflict of interest. Contractor represents that no one who has or -will have any financial interest under the Agreement is an officer or employee of City. If such conflict of interest arises during this Agreement or any extension, Contractor will immediately advise City and City may, at its sole discretion, immediately terminate this Agreement. 18. Contractor No Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 19. Standard of Performance. Contractor shall perform all the Services , in a manner consistent with the standards of Contractor's profession. All instruments of service of whatsoever nature, which Contractor delivers to City pursuant to this Agreement, shall be prepared in a substantial, workmanlike manner and conform to the standards of Contractor's profession. All such instruments of service shall become the sole and exclusive property of City upon delivery of the same. 20. Assigmnent/Transfer. No assignment or transfer in whole or in part of this Agreement shall be made without the prior written consent of City. 21. Subcontractors: Contractor shall directly perform all Services, and shall not subcontract any portion of performance of the Services without the prior written consent of City. Any such subcontractors shall be required to comply, to the full extent applicable, with the terms and conditions of this Agreement, including but not limited to, procuring and maintaining insurance coverage as required herein and which shall name City as an additional insured. JANITORIAL PROFESSIONAL SERVICES AGREEMENT 9 (1201137.1) June 2012 22. Emergency Work. From time to time, on an as needed basis, the City shall contact the Contractor to perform work not specified in Exhibit A. Contractor agrees to dispatch the appropriate number of personnel and equipment to complete the extra work. Extra work performed by the Contractor will be paid at the rate of $24.55 per hour. 23. Compliance With All Laws. Contractor shall fully comply with all applicable local, state and federal rules, laws, regulations and ordinances pertaining to the performance of the Services required hereunder. This Agreement is subject to the requirements of Petaluma Municipal Code, Chapter 8.36, Living Wage. To the extent that any other government agency or entity provides compensation for any Services, Contractor shall comply with all rules and regulations applicable to such fiscal assistance. 24. Recycled Content, Recyclability. A. Recycled Content Preference: It is the City policy, whenever practicable, to purchase functional products which contain, in order of preference: 1. The highest percentage of post -consumer recovered material available in the marketplace; and 2. The highest percentage of secondary waste recovered material available in the marketplace. B. Recyclability and Waste Reduption: In addition to the recovered material content of a product, important criteria in selecting products shall also be: 1. The ability of the product and its packaging to be reused, reconditioned for use, or recycled through existing recycling collection programs; and 2. The volume and toxicity of waste. and by-product a given product and its packaging generate in their manufacture, use, recycling, and disposal. Products and packaging designed to minimize waste and toxic by-products in their manufacture, use, recycling, and disposal shall be preferred. C. Equipment Compatability: Equipment purchased or leased by the City shall be compatible, whenever practicable, with the use of recycled -content products. D. Definitions; For the purpose of this general provision, a "recycled product" means all materials, goods, and supplies, no less than 50% of the total weight of which consists of secondary and post -consumer waste with not less than 10% of its total weight consisting of post -consumer waste. "Post -consumer waste" means a finished material which would normally be disposed of as solid waste, having completed its life cycle as a consumer item, and does not include manufacturing waste. "Secondary waste" means fragments of products or finished products of a manufacturing process which has converted a virgin resource into a commodity of real economic value, and includes post -consumer waste, but does, not include excess virgin resources of the manufacturing process. JANITORIAL PROFESSIONAL SERVICES AGREEMENT (1201137.1)j=2012 1 25. Discrimination. During the performance of this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race, religion, creed, color, national origin, ancestry, gender, sexual orientation, age or physical or mental disability in violation of any applicable law. 26. Notice. Except as otherwise specified in this Agreement, all notices to be sent pursuant to this Agreement shall be made in writing, and sent to the Parties at their respective addresses specified below or to such other address as a Party may designate by written notice delivered to the other Party in accordance with this Section. All such notices shall be sent by: (i) personal delivery, in which case notice is effective upon delivery; (ii) certified or registered mail, return receipt requested, in which case notice shall be deemed delivered on receipt if delivery is confirmed by a return receipt; (iii) nationally recognized overnight courier, with charges prepaid or charged to the sender's account, in which case notice is effective on delivery if delivery is confirmed by the delivery service; or (iv) facsimile transmission, in which case notice shall be deemed delivered upon transmittal, provided that (a) a duplicate copy of the notice is promptly delivered by first-class or certified mail or by overnight delivery, or (b) a transmission report is generated reflecting the accurate transmission thereof. Any notice given by facsimile shall be considered to have been received on the next business day if it is received *after 5:00 p.m. recipient's time or on a non -business day. City: City Clerk City of Petaluma Post Office Box 61 Petaluma, California 94953 Telephone: (707) 778-4360 Facsimile: (707) 778-4554 And: Parks & Facilities Manager City of Petaluma P.O Box 61 Petaluma. Ca 94953 Telephone: 707-7784321 Facsimile: Contractor: Maria Chum iU taz DBA Jani Crew of Marin 1001 Green Oak Dr. #15 Novato, Ca 94949 Telephone: 415-717-5999. Facsimile: JANITORIAL PROFESSIONAL SERVICES AGREEMENT (1201137.1) June 2012 1 1 27. Ownership of Documents. All original papers, documents or computer material on disk or microfilm, and copies thereof, produced as a result- of this Agreement, shall be the property of City and may not be used by Contractor without the written consent of City. Copies of such documents or papers shall not be disclosed to others without the written consent of the City Manager or his or her designated representative. 28. Indemnification. Contractor agrees to indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses, and costs (including, without limitation, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature arising out of or in connection with Contractor's performance of the Services or its failure to comply with any of its obligations contained in this Agreement. Notwithstanding the foregoing, to the extent that this Agreement is a "construction contract" as defined in California Civil Code section 2783, as amended from time to time, such duty to indemnify shall not apply when to do so would be prohibited by California Civil Code section 2782. In the event that Contractor or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Contractor shall indemnify, defend, and hold harmless the City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City. 29. Insurance. Contractor shall comply with the "Insurance Requirements for Contractors" in Exhibit B-1, attached hereto and incorporated herein by reference. [Indicate attached exhibit, e.g., `B-] " or "B-2. "] 30. Amendment. This Agreement may be amended only by a written instrument executed by both Parties. 31. Litigation. If litigation ensues which pertains to the subject matter of Contractor's Services her Contractor, upon request from City, agrees to testify therein at a reasonable and customary fee. 32. Construction. This Agreement is the product of negotiation and compromise on the part of both Parties and that the Parties agree that, notwithstanding Civil Code section 1654, any uncertainty in the Agreement shall not be construed against the drafter of the Agreement. 33. Governing Law; Venue. This Agreement shall be enforced and interpreted under the laws of the State of California and the City of Petaluma. Any action arising from or brought in connection with this Agreement shall be venued in a court of competent jurisdiction in the County of Sonoma, State of California. 9 JANITORIAL PROFESSIONAL SERVICES AGREEMENT 12 (1201137.1) June 2012 34. Non -Waiver. The City's failure to enforce any provision of this Agreement or the waiver thereof in a particular instance shall not be construed as a general waiver of any part of such provision. The provision shall remain in full force and effect. 35. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 36. No Third Party Beneficiaries. The Parties do not intend to create, and nothing .in this Agreement shall be construed to create any benefit or right in any third party. 37. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising out of this Agreement through mediation prior to commencing litigation. The Parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. 38. Contractor's Books and Records. A. Contractor shall maintain any and all ledgers, books of accounts, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to the City for a minimum period of three (3) years or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. B. Contractor shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years or for any longer period required by law, from the date of termination or completion of this Agreement. C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Finance Director, or a `designated representative of these officers. Copies of such documents shall be provided to the City for inspection at Petaluma City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Contractor's address indicated for receipt of notices in this Agreement. D. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Contractor's business, City may, by written request by any of the above-named officers, require that custody of the records be given to the City and that the records and documents be maintained in Petaluma City Hall. Access to such records and documents shall be granted to any party authorized by Contractor, Contractor's representatives, or Contractor's successor in interest. 39. Headings. The headings used in this Agreement are for convenience only and are not intended to affect the interpretation or construction of any provisions herein. 10 JANITORIAL PROFESSIONAL SERVICES AGREEMENT (1201137.1) June 2012 13 40. Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between, City and Contractor shall survive the termination of this Agreement, 41. Entire Agreement. This Agreement, including the exhibits attached hereto and incorporated herein, constitutes the entire agreement between the Parties with respect to the Services, and supersedes all prior agreements or understandings, oral or written, between the Parties in this regard. IN WITNESS WHEREOF, the parties hereto have executed this document the day, month and year first above written. CITY OF PETALUMA City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney APPROVED: Department Director APPROVED: Risk Manager APPROVED: Finance Director file name: 11 CONTRACTOR By-4n�,, Name Taxpayer I.D. Number Petaluma Business Tax Certificate Number JANITORIAL PROFESSIONAL SERVICES AGREEMENT I4 (1201137.1) June 2012 GENERAL PROVISIONS PROPOSALS: Contractors are required to submit a proposal on all items. Proposal submittals that do not have all items will not be considered. This Request for Proposals (RFP) shall result in a firm, fixed price contract. In case of default by the Contractor, the City of Petaluma may procure the articles or services from others sources and may deduct any monies due to the Contractor, or that may thereafter become due, the difference between the price named in the contract or purchase order and actual cost thereof to the City of Petaluma. Prices paid by the City shall be considered the prevailing market price at the time such purchase is made. Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the City Manager. All prices and proposals must be in ink or typewritten. No pencil figures or erasures are permitted. Mistakes may be crossed out and corrections inserted adjacent thereto and must be initialed in ink by person signing the proposal. All proposals must be signed with the firm's name by a responsible officer or employee. Obligations assumed by such signature must be fulfilled. SUBMISSIONS OF PROPOSALS: Each proposal must be submitted on the prescribed forms (pages 3, 4, 5, 6, 7, 8, 16 of this Proposal and page 25 if needed) in a sealed envelope with the proposal name, closing date and time on the outside. Information must be furnished complete and in compliance with the terms, conditions, provisions and specifications of the Request for Proposals. The information requested and the manner of submission is essential to permit prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the City reserves the right to declare as non-responsive, and reject any proposal in which material information requested is not furnished or where indirect or incomplete answers or information are provided. Proposals and modifications or corrections thereof received after the closing time specified will not be considered. Proposals shall be for the total net price including all applicable taxes and charges. No telegraphic, telephone or facsimile of proposals will be accepted. If a photocopy is to be submitted, it must be signed in original, in ink. PROPOSAL POSTPONEMENT AND AMENDMENT: The City of Petaluma reserves the right to revise or amend the specifications up to the time set for opening of proposals. Such revisions and amendments, if any, shall be announced by amendments to this solicitation. Copies of such amendments shall be furnished to all prospective Contractors. Prospective Contractors are defined as those Contractors listed in the City's Request for Proposals list for this material/service, or who have obtained their documents subsequent to the advertisement. If revisions and amendments require changes in quantities or prices proposed, or both, the date set for opening of proposals may be postponed by such number of days as, in the opinion of the City, shall enable Contractors to revise their proposals. Page 9 15 SINGLE PROPOSAL RESPONSE: If only one proposal is received in response to the Request for Proposals, a detailed cost proposal may be requested of the single Contractor. A cost/price analysis and evaluation and/or audit may be performed of the cost proposal in order to determine if the price is fair and reasonable. PROPOSAL WITHDRAWAL: After the proposals are opened, proposal may not be withdrawn for ninety (90) calendar days. Prior to the date/time set for the proposal opening, however, proposals may be modified or withdrawn by the Contractor's authorized representative in person, by written notice, or by facsimile notice. If proposals are modified or withdrawn in person, the authorized representative shall make his identity known and shall sign a receipt for the proposal. Written or facsimile notices shall be received in the office designated on Page No. 1 of this Request for Proposals no later than the exact date/time for the proposal opening. A facsimile modification or withdrawal received in the designated office no later than the date/time set for the proposal opening shall be considered if such message is confirmed in writing by fax. ESTIMATED QUANTITIES: The quantities shown in the Request for Proposals are an estimate only. The City reserves the right to adjust quantities as deemed necessary to meet its requirements. PROPOSER INVESTIGATION: Before submitting a proposal, each Contractor shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the contract and to verify any representations made by the City upon which the proposer will rely. If the Contractor receives an award as a result of its proposal submission, failure to have made such investigations and examinations will in no way relieve the from its obligation to comply in every detail with all provisions and requirements of the contract, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the Contractor for additional compensation. PRE -PROPOSAL CONFERENCE: There will be a one-time only Pre -Proposal Meeting for all locations on April 13, 2016 at 10:00 am. Prospective proposers are requested at The Community Center, 320 N. McDowell Blvd, Petaluma, CA. The pre -proposal meeting will allow the prospective proposer to familiarize him/herself with all conditions that may affect the performance and cost of the contract. Failure to familiarize bidders with all conditions shall not constitute a basis for subsequent contract adjustment. COMPETENCY OF CONTRACTORS: No proposal will be accepted from or contract awarded to a Contractor who is not licensed in accordance with the law, who does not hold a license qualifying him/her to perform work under this contract, to whom a proposal form has not been provided and who has not successfully performed on projects of similar character and scope. The Contractor may be required, before the award of any contract, to show, to the complete satisfaction of the City, that it has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory manner. Generally, Contractor history and references are required at a minimum. The City may make reasonable investigations deemed necessary and proper to determine the ability of a Contractor to perform the work, and Contractor shall furnish the City all information requested for this purpose. Page 10 16 QUALIFICATIONS AND REQUIREMENTS OF CONTRACTOR: All work will be accomplished by qualified personnel. In the event uncorrected workmanship continues for the same cause after three (3) written notices to the Contractor from the Director of Public Works and Utilities or their designee, such continued failure to correct shall constitute grounds for termination of the contract. All Contractor personnel who will be working in City of Petaluma facilities during this contract are required to be fingerprinted` and have a background check by a City of Petaluma public safety official. All persons in the employ of the Contractor and working in a City facility must be a United States citizen or be an individual who has a legal right to work in the United States. The Contractor must verify citizenship or legal right to work in the United States and retain an I-9 form for each person in the employ of the Contractor and working in a City facility. On the I-9 form, the Contractor must verify the employment eligibility and identity documents presented by the employee and record the document information on the Form I-9. This security check must be completed and a security clearance badge issued prior to say personnel beginning any work. Contractor personnel who do not have clearance will not be allowed in any City facility. Repeated failure to perform the janitorial maintenance, as outlined, can be grounds for termination of this contract. The Contractor will cover the current cost, as determined by the Police Department for each fingerprint and background check. No person in the employ of the Contractor, who will be considered for employment to work in any City facilities, shall have been convicted of any felony or a crime which relate to theft, violence, or violation of Health and Safety Codes. Any violation of this provision shall constitute grounds for termination of this contract. All persons in the employ of the Contractor, who will be considered for employment to work in any City facilities, shall wear Contractor supplied uniforms which identify them as Contractor's employees, and shall wear a City issue contract employee ID badge at all times while working in a City facility. Any persons in the employ of the Contractor who no longer work at a City facility, shall return to the Director of Public Works and Utilities or his representative the City issued ID badge. This person(s) shall be removed from the Department of Justice Subsequent Arrest Program. AWARD: The City of Petaluma reserves the right to accept proposals as a whole; to reject any and all proposals; to waive any informality in the proposal; and to accept the proposal that appears to be in the best interest of the City. In determining and evaluating the best proposal, the prices will not necessarily be controlling, but quality, efficiency, utility, general terms, delivery, suitability of the service offered, and the reputation of the service in general use will also be considered with any other relevant factors. Contractors shall be required to provide the information requested under Work Performance History Capability in the Special Provisions & Specifications, References. This information will be a critical part of the proposal evaluation and award. Failure to provide this information may be sufficient reason to declare the proposal non-responsive. The Director of Public Works and Utilities shall be the sole judge in the determination of these matters. Page 11 17 Notice of contract award, if contract be awarded, will be made within ninety (90) days of opening proposals to the lowest responsive and responsible Contractor(s), whose proposal complies with all the requirements in the Request for Proposals. Contractor shall submit to the City, for approval, within ten (10) days from notice of contract award, all certificates of insurance evidencing the required coverage as described under Insurance in the schedule of the Request for Proposals. The Contractor shall not commence work under the terms and conditions of the contract until all certificates of insurance have been approved by the City and he/she has received notice to proceed in writing and an executed copy of the contract from the City of Petaluma. CONTRACT PERIOD: July 1, 2016 through June 30, 2019 CHARGE FOR WORK NOT PERFORMED: In the event that the work schedules are not followed and a City employee or private Contractor must perform these duties, the total charge to the City for the performance of the work shall be imposed on the Contractor. PAYMENT TO THE CONTRACTOR: Payment will be made on a calendar -month basis in arrears. The Contractor shall submit his invoice to the City of Petaluma, Accounts Payable Department, Post Office Box 61, Petaluma, CA, 94953. In the event this contract becomes effective or terminates during the course of a month, the amount paid to the Contractor for the partial month shall be determined by prorating the amount on the basis of the number of calendar days involved and the work actually performed. MODIFICATIONS: This agreement shall not be modified, except in writing, by contract amendment, executed by all parties. Oral change orders are not permitted. No change in this Request for Proposals or resulting contract shall be made unless the City of Petaluma gives its prior written approval therefore. The Contractor shall be liable for all costs resulting from, and/or for satisfactorily correcting, any specification changes not properly ordered by written modification to the contract and signed by the City of Petaluma. PROFESSIONAL SERVICES AGREEMENT: The successful firm will be required to execute the City of Petaluma Standard Professional Services Agreement with living wage requirements (see Attachment 1)., The proposer should know that no exceptions to this agreement will be accepted and that any firm submitting a proposal must be prepared to execute this agreement without modification. If a proposer believes that a modification of the agreement will benefit the City, the proposer can describe such modification in their proposal, including a description of the perceived benefits. There is no obligation on the part of the City to accept such a modification. This proposal shall be Exhibit A (scope of work) referenced in the agreement. This agreement is subject to the requirements of City's Living Wage Ordinance (codified in Petaluma Municipal Code as Chapter 8.36). The services, as described in this proposal, will be performed in accordance with all requirements of City of Petaluma Ordinance, including, but not limited to, all applicable requirements contained in Exhibit C. Page 12 18 NOTE: THE CITY ADVISES ALL PROSPECTIVE CONTRACTORS TO CAREFULLY READ THE CONTRACT INSURANCE REQUIREMENTS LISTED IN EXHIBIT B-1. IT IS ALSO ADVISED THAT, PRIOR TO SUBMITTING A PROPOSAL, CONTRACTORS SHOULD HAVE THEIR INSURING AGENCY REVIEW THE CITY'S INSURANCE REQUIREMENTS TO DETERMINE IF THEIR CARRIER(S) WILL COMPLY WITH THE ADDITIONAL INSURED BY ENDORSEMENT AND CANCELLATION LANGUAGE THAT IS REQUIRED. ALL CERTIFICATES OF INSURANCE AND ENDORSEMENTS MUST BE SUBMITTED TO THE CITY FOR APPROVAL AFTER AWARD OF RFP. FAILURE TO COMPLY WITH THE INSURANCE REQUIREMENTS STATED HEREIN, AFTER AWARD OF RFP WILL BE JUST CAUSE FOR ANNULMENT OF AWARD. NON -COLLUSION AFFIDAVIT: The Contractor declares, by signing and submitting a proposal, which the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization. or corporation; that the proposal is genuine and not collusive or sham; that the Contractor has not directly or indirectly induced or solicited any other Contractor to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Contractor or anyone else to put in a sham proposal, or that anyone shall refrain from submitting an RFP; that the Contractor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Contractor or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Contractor, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Contractor has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. NOTE: It is the intent of the provision described below to inform prospective Contractors that the City will expect the successful Contractor to use, whenever possible, recycled and/or recyclable products during the performance of the contract. RECYCLED CONTENT, RECYCLABILITY, GREEN SEAL LISTED PRODUCTS A. RECYCLED CONTENT PREFERENCE: It is the City policy, whenever practicable, to purchase functional products which contain, in order of preference: , 1. The highest percentage of post -consumer recovered material available in the marketplace; and 2. The highest percentage of secondary waste recovered material available in the marketplace. B. RECYCLABILITY AND WASTE REDUCTION: In addition to the recovered material content of a product, important criteria in selecting products shall also be: The ability of the product and its packaging to be reused, reconditioned for use, or recycled through existing recycling collection programs; and Page 13 19 2. The volume and toxicity of waste and by-product a given product and its packaging generate in their manufacture, use, recycling, and disposal. Products and packaging designed to minimize waste and toxic by-products in their manufacture, use, recycling, and disposal shall be preferred. 3. All cleaning products shall be compatible with the GREEN SEAL list of environmentally healthful products. C. EQUIPMENT COMPATIBILITY: Equipment purchased or leased by the City shall be compatible, whenever practicable, with the use of recycled -content products. D. DEFINITIONS: For the purpose of this general provision, a "recycled product" means all materials, goods, and supplies, no less than 50% of the total weight of which consists of secondary and post -consumer waste with not less than 10% of its total weight consisting of post -consumer waste. "Post -consumer waste" means a finished material which would normally be disposed of as solid waste, having completed its life cycle as a consumer item, and does not include manufacturing waste. "Secondary waste" means fragments of products or finished products of a manufacturing process which has converted a virgin resource into a commodity of real economic value, and includes post -consumer waste, but does not include excess virgin resources of the manufacturing process. ENTIRE AGREEMENT: This agreement, including the exhibits attached hereto and incorporated herein, constitutes the entire agreement between the parties with respect to the services, and supersedes all prior agreements or understanding, oral or written, between the parties in this regard. CONFIDENTIALITY: In the course of providing services for the City of Petaluma, Contractor may have access to trade secrets and confidential information, disclosure of which is protected or limited by law. Contractor shall not directly or indirectly disclose or use any such confidential information, except as required for the performance of the services. PROPOSAL CONTENTS: This proposal consists of Request for Proposals, Provisions, Specifications, Attachments and other terms and conditions as are attached or incorporated by reference in the schedule of the Request for Proposals. SPECIAL PROVISIONS & SPECIFICATIONS All questions or concerns are to be directed to the Parks & Facilities Manager, Ron DeNicola, at 707-778-4321. CHANGES: The City may, at any time, by giving fifteen (15) days written notice, delete or add to the scope of the work as set forth in the specifications. If such changes cause an increase or decrease in the amount due under the contract, an equitable adjustment shall be made and the contract amended in writing accordingly. Changes in the scope of five percent (5%) or less per proposal item, shall not be cause for adjustment. DAMAGE TO EXISTING PROPERTY: The Contractor will be held responsible for any damage to existing real property, work, materials or equipment, as a result of his operations, and shall repair or replace any damaged real property, work, materials or equipment to the satisfaction of, and at no additional cost to, the City. Page 14 20 The Contractor shall observe all pertinent safety practices and comply with any applicable safety regulations. DEFECTIVE WORK: If the City representative finds that repairs or changes are required in connection with this contract, which, in the opinion of the City representative are rendered necessary as the result of the use of materials, equipment or workmanship which are inferior, defective or not in accordance with the terms of the contract, the Contractor shall, within five (5) days upon receipt of notice from the City representative, place in satisfactory condition, in every particular, all of such work, correct all defects therein and make good on all damages. SUPERVISION: The Contractor shall arrange for satisfactory supervision of all contract work. The Contractor or Contractor's English-speaking supervisors shall be available at all times when the contract work is in progress, and during the day to receive instructions from the City representative. FACILITIES AND EQUIPMENT: Contractor shall, at his sole cost and expense, furnish all facilities and equipment that may be required for finishing services pursuant to this agreement. The City of Petaluma shall furnish to Contractor no facilities or equipment, unless the City otherwise agrees in writing to provide the same. a. The Contractor shall furnish, at the Contractor's expense, all supplies and equipment necessary to properly perform work. These supplies and equipment include, but are not limited to, waxes, floor finishers, cleansers, floor strippers, sealers, detergents, cleaning powder, disinfectants, metal and furniture polishes, glass cleaner, brooms, mops, mop presses, sweeping tools and cloths, buckets, brushes, sponges, squeegees, wet and dry vacuum cleaners, janitor carts, ladders, floor machines, carpet extractors, adequate floor machine scrub and polish brushes and pads. b. Contractor is not responsible for furnishing the following consumable paper products and supplies: toilet tissue, paper towels, seat protectors, wastebasket and trash receptacle liners, hand soap for restroom dispensers, and sanitary napkin liners. c. The City of Petaluma shall not be responsible for damage to or loss of Contractor's equipment, supplies, or property left on the premises. CONTRACTOR CONTACT INFORMATION: Contractor will provide a phone number where Contractor or Contractor's representative can be reached on weekends and evenings. Contractor agrees to return any phone call within one (1) hour of receipt. Repeated failure to return said calls within the specified period will result in a one percent (1%) penalty on the current invoice. Chronic failure to abide with this requirement will be grounds for cancellation of the contract. Contractor will perform an investigation of all areas outlined in this proposal on a monthly basis with the Director of Public Works and Utilities or their designated representative. INSPECTION: The Contractor shall accompany the City's representative on non-scheduled inspection tours of the specific areas when requested by the City representative. Page 15 21 EMERGENCY WORK: From time to time, on an as needed basis, the City shall contact the Contractor to perform emergency work. The City will provide as much advance notice as possible. After the work is explained to the Contractor by the Director of Public Works and Utilities or their representative, the Contractor shall dispatch (within 2 hours) the appropriate number of personnel and equipment required to complete this emergency work in a timely and efficient manner. Contractor will provide an English speaking supervisor on an on-call and emergency basis. Said supervisor must be available twenty-four (24) hours per day, seven (7) days a week. REFERENCES: The proposer shall supply three (3) references of current Contractors of the equipment/material/services offered in this proposal. 1. Company Name Contact 2. Company Name Contact 3. Company Name Contact Address Phone Address Phone Address Phone Page 16 22 SPECIFICATIONS WORK COVERED: The work covered under this specification consists of performing all operations in connection with the accomplishment of custodial services on the following listed facilities which are owned and operated by the City of Petaluma. The Contractor shall furnish all labor, parts and equipment needed to perform satisfactorily the services herein specified. With the exception of paper towels, toilet paper, toilet seat covers, wastebasket liners and hand soap, the Contractor will furnish all supplies needed to satisfactorily perform the services herein specified. CITY OF PETALUMA FACILITIES: Facility Address • City Hall offices.............................................................I I English St. • County offices.................................................................1 l English St. • City offices......................................................................27 Howard St. • Public Works and Utilities/Fire Inspection offices ......... 22 Bassett St. • Community Center ..........................................................320 N. McDowell Blvd. • Senior Center..................................................................211 Novak Dr. • Transit Building offices ..................................................555 N. McDowell Blvd. • Corp Yard buildings ......................................................840 Hopper St. — Public Works and Utilities Department offices — Locker-room/bathrooms • Depot offices and bathroom ...........................................Washington & Lakeville • Keller Street Garage .......................................................Keller Street • Police Department ..........................................................969 Petaluma Blvd. No. • Police Traffic Office 205 W. Payran • Teen Center.....................................................................150 Fairgrounds Dr. • Library/Historical Museum............................................20 4" St. • Ellis Creek......................................................................3890 Cypress Dr. • Water Field Office ..........................................................202 N. McDowell Blvd. • Miscellaneous facilities as needed ROUTINE JANITORIAL INCLUDES: ■ Cleaning: Remove all dirt, stains and marks with approved cleaner. ■ Dry Mopping: Remove all loose dirt and litter with a sweeping tool and cloth. In places difficult to sweep, use a brush or vacuum. ■ Disinfecting: Apply approved anti -bacterial, germicidal treatment. ■ Damp Mopping: Remove all surface dirt and stains with a clean mop and clean warm water containing detergent or floor cleaner as required and rinse. ■ Dusting: Remove all loose dirt and debris. Treated cloths shall be used. ■ Vacuuming: Remove all surface and embedded dirt with a suction/brush cleaner. ■ Scrubbing: Remove all dirt, stains and marks with an approved cleaner. ■ Damp Wiping: Remove all surface dirt with a damp cloth. ■ Polishing: Polish all chrome hardware with approved chrome polish. ■ All trash cans shall be emptied and liner bags replaced as needed. Page 17 23 Restrooms shall be thoroughly cleaned and disinfected, waterless urinal cartridges, deodorizers, toilet paper, paper towels and soap shall be replaced as needed. SPECIAL NOTES: Carpets are not to be steamed cleaned. Other appropriate cleaning method shall be used in accordance with carpet manufacturer's recommendations or acceptable industry standards. Floor stripping, sealing and finish coat shall include removal of accumulation of old floor finish, all surface dirt, stains and marks, rinse, dry and apply appropriate number of coats of approved floor finish. This task is to be performed four times per year for all buildings. A written schedule for each facility shall be provided to the Parks & Facilities Manager. ANNUAL DEEP CLEANING for each facility shall be per written schedule submitted to the Parks & Facilities Manager. Tasks include: Cleaning of ceilings, walls, window sills, light fixtures/covers and HVAC grills. SPECIAL NEEDS/SPECIFICATIONS: COMMUNITY CENTER: Page 18 24 A rea Work Description Frequency Special Instructions 1. Lobby (101) & Lounge (202) 1. Floor — carpet Vacuum Daily Spot clean if needed 2. Glass Entrance Doors Wash Daily 3. Water Fountains Clean Daily 4. Waste Cans Empty Daily 5. Furniture Spot Clean Daily 6. Ash Urns Empty -Damp Wipe Daily 7. Floor Mats Vacuum Daily 2. Craft Rooms i & 2 1. Floor Dust Mop, Wet Mop Daily 2. Sinks, Counter Clean Daily 3. Waste Cans Empty Daily 4. Dispensers Fill / Clean Daily 3. Conference Room 3 (213) 1. Floor Vacuum Daily Spot clean if needed 2. Furniture Dust Daily Arrange according to instructions and check for damage 3. Chalkboard Clean Daily 4. Waste Can Empty Daily 4. Conference Room 2 1. Floor Vacuum Daily Spot clean if needed 2. Furniture Dust / Damp Wipe Daily Arrange according to instructions 3. Waste Can Empty I Dail 5. Preschool Floor Dust Mop, Wet Mor Dust Mop, Wet I 40pily Daily Sinks, Counter Clean Clean Daily Daily Waste Cans Empty Empty Daily Daily Dispensers Fill / Clean Fill / Clean Daily Daily Restrooms All surfaces I Daily 6. Multi -Use Meeting Room A -D 1. Floor Dust Mop / Wet Mop Daily Burnish Saturday & Sunday 2. Counter Damp Wipe Dail Page 18 24 Page 19 IN WIMMIMAT Special Instructions 3. Sink Clean Daily 4. Dispenser Fill / Clean Daily 5. Waste Can Empty Daily 6. Partition Spot Clean Daily As needed 7. Furniture Damp Wipe Daily Arrange according to instructions 7. Janitor's Rooms 1. Equipment Damp Wipe Daily Keep rooms clean at all times 2. Cart Clean / Stock Dail 8. Club Room 1. Floor Vacuum Daily Spot clean if needed 2. Waste Can Empty Daily 3. Furniture Dust Daily Arrange according to instructions 9. Corridors 1. Floor Vacuum Daily If instructed 10. Activity Room 1. Floor Vacuum Daily Arrange according to instructions & 2. Furniture Damp Wipe Daily check for damage 3. Waste Can Empty Daily 4. Floor Mat Replace Daily If badly soiled 11. Multi -Use Assembly Room 1. Floor -carpet Vacuum Daily Spot clean if needed between events 2. Floor -wood Dust Mop / Damp Daily 3. Waste Cans Mop Daily Wash out if odor is present 4. Furniture Empty Daily Arrange according to instructions & Damp Wipe check for damage 12. Stage Area 1. Floor -tile Vacuum Daily If used 2. Floor -wood Dust Mop / Damp Daily Mop 13. Multi -Use Dressing Room 1. Floor Dust Mop / Damp Daily If used 2. Counters Mop Daily Burnish Sunday 3. Waste Can Clean Daily 4. Furniture Empty Daily Damp Wipe Arrange according to instructions 14. Restrooms 1. Floor Sweep / Wet Mop Daily 2. Walls Damp Wipe As Needed 3. Toilets Clean / Disinfect Daily 4. Urinals Clean / Disinfect Daily 5. Sinks Clean Daily 6. Counters Clean Daily 7. Dispensers Clean / Fill Daily 8. Waste Cans Empty & Polish Daily Polish 9. Mirrors Clean Daily 10. Partitions Spot Clean Daily 11. Floor Drains Disinfect Sunday 15. Kitchen / Service Yard If used 1. Floor Sweep / Wet Mop Daily 2. Dishwasher (Exterior) Damp Wipe Daily 3. Carts Damp Wipe Daily 4. Sinks Clean Daily 5. Counter Tops Clean Daily 6. Ovens (Exterior) Damp Wipe Daily 7. Stove Top Damp Wipe Dail Page 19 IN ELLIS CREEK WATER RECYCLING FACILITY: A. Semi -Weekly Services Page 20 Work Description Frequency Special Instructions 8. Microwave Damp Wipe Daily 9. Dispensers Fill / Damp Wipe Daily 10. Waste Cans Empty Daily Wash out if odor present 11. Refrigerator Spot Clean Daily 12. Freezer Damp Wipe Daily 13. Ice Machine Damp Wipe Daily 14. Work Tables Damp Wipe Daily 15. Dumpster Sweep Daily If needed 16. Service Yard Hose Down If needed 16 Court Yard If used 1. Concrete Walkway Sweep Daily 2. Waste Can Empty Daily 3. Ash Urns Empty / Damp Wipe Daily 4. Glass Doors Clean Daily 17. Miscellaneous 1. Outside Windows Washed Quarterly Daytime, not during special events 2. Entrances Sweep Daily ELLIS CREEK WATER RECYCLING FACILITY: A. Semi -Weekly Services Page 20 Areas to be Cleaned Description Administration/Operations Fill and clean all dispensers (products supplied by Ellis Creek Water Recycling Building: Facility). ■ Empty, clean and disinfect all waste receptacles and insert new liners (products Bathrooms & Locker supplied by Ellis Creek Water Recycling Facility). Rooms/Showers (including Clean and disinfect all washbasins, counters, and fixtures with non-abrasive cleanser. public bathroom at entrance) Clean all mirrors, chrome, stainless steel and polish to shine. ■ Wash and disinfect all urinals and toilets, removing stains and cleaning under rims and flush holes. ■ Maintain waterless urinals as recommended by manufacturer. ■ Clean and disinfect toilet seats, fixtures and outside surfaces of urinals and toilets. ■ Dust and spot clean with detergent all partitions, walls, doors and other surfaces. ■ Sweep and damp mop floor with disinfectant detergent solution. ■ Scrub and disinfect with antifungal cleanser, all shower areas and fixtures. ■ Dust and spot clean lockers and benches. Benches shall be left dry. ■ Clean floor drains of hair, soap and all other material. ■ Clean and disinfect exterior of all lockers. ■ Do not allow water to drip into lockers. ■ All surfaces shall be free of soap scum, body oils, mineral deposits, stains and odors. Public Area ■ Garbage collection: Empty garbage can in front of public bathroom and at the beginning of the trailhead. Entryway, Lobby, Hallways, ■ Vacuum all carpets and spot clean as needed... Corridors, Traffic Areas ■ Dust mop floors. ■ Damp mop floors with disinfectant. ■ Clean doors, door glass, frames and kick plates on both sides. ■ Clean and disinfect all telephones. ■ Empty and clean wastebaskets, central recycling bins, and trash receptacles, including those outside entrances and at all outside patios, and replace liners. ■ Wastebaskets and trash cans shall be free of stains and odors and shall be scrubbed as necessary. ■ Dust and wipe clean with damp or treated cloth: partitions, walls, base boards, counters, cabinets and all other horizontal surfaces. ■ Sweep outside entryways. ■ Wipe down all doors and door handles at main entrance. Wash windows (inside). Offices, Library and ■ Dust all desks, office furniture, chairs, partitions and picture frames with treated dust Conference Rooms cloth. ■ Clean and disinfect telephones. ■ Do not move or disturb any paperwork or other materials. ■ Spot clean tabletops, countertops, office furniture, fabric and chairs. ■ Arrange chairs in orderly fashion. ■ Dust and spot clean doors, frames, walls, counters, sills, baseboards and partitions, glass and inside of window. ■ Empty, clean and sanitize wastebaskets and recycling bins, and replace liners. ■ Vacuum all carpets. ■ Wipe down conference room table with disinfectant. Lunch Room/Training Room ■ Remove all trash and recyclables and replace liners. Clean and disinfect as needed. and Kitchen Wastebaskets shall be free of stains and odors. ■ Disinfect door handles and phones. ■ Fill and clean all dispensers. ■ Dust mop floors. ■ Damp mop floors with disinfectant. ■ Damp wipe tables and chairs with disinfectant, and replace in orderly fashion. ■ Dust and spot clean doors, glass, doorframes, walls, partitions, sills, and baseboards. ■ Clean and disinfect countertops, sinks, exterior of appliances, interior of microwaves, Page 21 27 Areas to be Cleaned Miscellaneous Description fixtures. Laundry Room ■ Pull out copier and vacuum behind and around. Damp wipe washers and dryers. Back Entrance Sink and Kitchen Sweep and damp mop laundry room floor. Maintenance Area ■ Wipe out interior of all cabinets. Clean and sanitize sinks. Miscellaneous Services Janitorial closets and storage areas shall be kept clean, neat and orderly. ■ Spot clean walls. ■ Clean, sanitize and polish drinking fountains. ■ Damp wipe all doors, walls, frames, sills, counters, baseboards, etc. ■ Sweep all exterior entrances and patios. ■ Empty garbage cans and replace liners. ■ Clean garbage cans. ■ Clean exterior furniture as needed. ■ Carry or roll all trash containers to exterior dumpster and dispose into dumpster. ■ Remove all cobwebs in ceiling light fixtures and throughout building. B. Quarterly Services — July, October, January, April DescriptionAreas to be Cleaned Floors Strip, wash and wax floors per manufacturer recommendations. ■ Clean grout and seal. ■ Chemically clean carpets. Miscellaneous Spot clean chairs. ■ Pull out copier and vacuum behind and around. ■ Wipe down with disinfectant all filing cabinets in offices and library. Kitchen ■ Clean oven interior. ■ Wipe out interior of all cabinets. ■ Wipe out interior of refrigerator. Pull out and vacuum behind and disinfect all sides. ■ Clean and disinfect countertops, sinks, exterior of appliances, interior of microwaves, cupboards, and fixtures. C. Semi-annual Services (May and October) Areas to be Cleaned I Windows and Blinds Dust and damp wipe blinds. ■ Clean exterior of windows. D. Annual Services Exterior I Pressure wash all entryway concrete. ■ Pressure wash all aluminum sunshades. WATER FIELD OFFICE: A. Semi -Weekly Services Bathrooms & Locker Rooms/ ■ Fill and clean all dispensers (products supplied by Public Works & Utilities). Showers ■ Empty, clean and disinfect all waste receptacles and insert new liners (products supplied by Public Works & Utilities). ■ Clean and disinfect all washbasins, counters, and fixtures with non-abrasive cleanser. Page 22 28 Areas to be Cleaned Description ■ Clean all mirrors, chrome, stainless steel and polish to shine. ■ Wash and disinfect all urinals and toilets, removing stains and cleaning under rims and flush holes. ■ Maintain waterless urinals as recommended by manufacturer. ■ Clean and disinfect toilet seats, fixtures and outside surfaces of urinals and toilets. ■ Dust and spot clean with detergent all partitions, walls, doors and other surfaces. ■ Sweep and damp mop floor with disinfectant detergent solution. ■ Scrub and disinfect with antifungal cleanser, all shower areas and fixtures. ■ Dust and spot clean lockers and benches. Benches shall be left dry. ■ Clean floor drains of hair, soap and all other material. ■ Clean and disinfect exterior of all lockers. ■ Do not allow water to drip into lockers. ■ All surfaces shall be free of soap scum, body oils, mineral deposits, stains and odors. Entryways, Lobby, Hallways, ■ Vacuum carpets and spot clean as needed. Corridors, Stairs, Traffic Areas ■ Sweep linoleum and tile floors, buffing vinyl once per week. ■ Dust all high and low areas, including vents, sills, baseboards, desks, lighting, counters and tables. ■ Clean all light fixtures (switches and controls), handrails and doors and door frames. ■ Clean and disinfect all telephones. ■ Wash/clean all door and partition glass. ■ Sweep outside entryways. ■ Wipe down all doors and door handles at main entrance. ■ Wash windows (inside). Private Offices, Conference ■ Dust all desks, office furniture, chairs, partitions and picture frames with treated dust Room and Cubicles cloth. ■ Clean and disinfect telephones. ■ Do not move or disturb any paperwork or other materials. ■ Spot clean tabletops, countertops, office furniture, fabric and chairs and plastic floor mats. ■ Arrange chairs in orderly fashion. ■ Dust and spot clean doors, frames, walls, counters, sills, baseboards and partitions, glass and inside of window. ■ Empty, clean and sanitize wastebaskets and recycling bins, and replace liners. ■ Vacuum all carpets. ■ Wipe down conference room table with disinfectant. Lunch Room/Training Room Remove all trash and recyclables and replace liners. Clean and disinfect as needed. and Kitchen Wastebaskets shall be free of stains and odors. ■ Disinfect door handles and phones. ■ Fill and clean all dispensers. ■ Dust mop floors. ■ Damp mop floors with disinfectant. ■ Damp wipe tables and chairs with disinfectant, and replace in orderly fashion. ■ Dust and spot clean doors, glass, doorframes, walls, partitions, sills, and baseboards. ■ Clean and disinfect countertops, sinks, exterior of appliances, interior of microwaves, fixtures. ■ Sweep linoleum and the floors, buffing vinyl once per week. Miscellaneous Services ■ Janitorial closets and storage areas shall be kept clean, neat and orderly. ■ Spot clean walls. ■ Clean, sanitize and polish drinking fountains. ■ Damp wipe all doors, walls, frames, sills, counters, baseboards, etc. ■ Sweep all exterior entrances and patios. ■ Empty garbage cans and replace liners. ■ Clean garbage cans. Page 23 Q ■ Clean exterior furniture as needed. ■ Carry or roll all trash containers to exterior dumpster and dispose into dumpster. ■ Remove all cobwebs in ceiling light fixtures and throuehout buildine. B. Quarterly Services — July, October, January, April Areas to be Cleaned Description Floors Strip, wash and wax floors per manufacturer recommendations. ■ Clean grout and seal. ■ Chemically clean carpets. Miscellaneous Spot clean chairs. ■ Pull out copier and vacuum behind and around. ■ Wipe down with disinfectant all filing cabinets in offices. Kitchen ■ Clean oven interior. ■ Wipe out interior of all cabinets. ■ Wipe out interior of refrigerator. Pull out and vacuum behind and disinfect all sides. ■ Clean and disinfect countertops, sinks, exterior of appliances, interior of microwaves, cupboards, and fixtures. C. Semi -Annual Services (May and October) Areas to be Cleaned I Description Windows & FloorsClean/wash the inside and outside of all windows. ■ Shampoo all carpets. ■ All tile floors and walls to be scrubbed, detailed, and cleaned. D. Annual Services ExteriorI Pressure wash all entryway concrete. ■ Pressure wash all aluminum sunshades. Page 24 all KELLER STREET PARKING STRUCTURE: Services to be provided at the Keller Street Parking Garage include, but are not limited to: 1. Sweep all surfaces weekly. 2. Two times per year Provide pressure washing service to the structure. (Schedule w/Manager) a. Concrete surfaces, stairs, railings, cement trash can exteriors hot and/or cold water pressure washed to remove soil, gum, grease and stains. b. Disinfect all concrete areas that have bird droppings; remove and dispose of bird droppings. c. Squeegee the water to remove puddles and standing water. 3. Remove and dispose of trash from the garage interior. 4. Clean and disinfect trash cans, paint trash receptacle exteriors. 5. Clean and paint over graffiti on walls, doors, and stairwells. (Paint is provided by the City of Petaluma.) 6. Clean glass in doors. 7. The method and equipment that is used should capture all the cleaning solution and water. CLEANING HOURS: All of the work is to be performed, in accordance with Proposal/Contract. This work schedule may be altered by obtaining prior approval from the Director of Public Works and Utilities or his representative. Janitorial cleaning services for most offices will be provided after the hour of 6:30 p.m. and before 6:00 a.m., or after regularly scheduled meetings in the Council Chambers and, in any event, shall not interfere with any meetings in progress. All other janitorial services for the remaining facilities will be provided as stated in the table on pages four through six. All window washing shall be done during daylight hours. The Contractor may, for Contractor's convenience and at no extra expense to the City, wash windows on weekends or holidays, provided Contractor notifies and obtains approval of the City representative in advance. It shall be the Contractor's responsibility to be aware of the current meeting schedules, holiday's events, gatherings, and other work routines of the City and its personnel and to conduct Contractor's work in such a manner as to cause no interference with the proper execution of City business. All schedules for quarterly and semi-annual work must be established prior to each contract year. Said schedules must be submitted to the appropriate contact person in each department for their approval. Also, a master schedule for each year must be submitted to the Department Of Public Works and Utilities, Manager of Buildings and Grounds prior to each contract year. SECURITY: a. Contractor shall be responsible for ensuring that all doors are locked at all times when work is performed outside of regular operating hours. Contractor shall be responsible for reporting any property damage or vandalism at a facility to the Petaluma Police Department. Neither Contractor nor its employees shall admit any person into any facility (including grounds) on which work under the agreement is being performed who is not an active employee of the Contractor and in possession of a City issued contract badge. All Contractor employees shall be required to wear identification patches or badges which are to be furnished by the Contractor. b. Keys and alarm codes required by the Contractor will be issued by the City to a designated Contractor employee underwritten custody receipt, and shall be returned to the City on demand. Contractor will be responsible for maintaining any building keys issued. Any lost Page 25 31 keys must be reported to the City representative immediately. Contractor shall not copy any City keys. Keys are to be made or copied only by the City. If keys are lost, Contractor will be responsible for all costs associated with re -keying the facility(ies). c. Contractor will also be required to pay any costs incurred by the City of Petaluma as a result of Contractor's failure to utilize proper alarm codes at those facilities which have alarm systems. d. All spaces shall be locked and lights turned off when cleaning in each area is completed. Security lights and alarms (as directed) shall be turned on prior to leaving the facility. CLEANING QUALITY REQUIREMENTS: Services performed under this contract shall be subject to inspection and approval of the City representative. First quality cleaning will be required. Careless performance of the contract work will not be tolerated. Unsatisfactory work will be called to the attention of the Contractor and Contractor will be required to correct the work deficiencies and improve the overall work results. Failure by the Contractor to comply with such requests will result either in the corrective work being performed by other means and the cost charged to the Contractor or in termination of the contract. EXCLUSIONS: The exterior building, parking areas and landscaped areas are excluded from this contract. Washing of skylights is also excluded. REPORTS: A monthly report shall be prepared on the preceding month's work and submitted, within five (5) working days after the end of each month to the Department Of Public Works and Utilities, Manager of Buildings and Grounds. WORK SCHEDULE: All janitorial work shall be performed in accordance with the work schedule and specifications included herein. Definitions of the terms used in the description section of the schedule on pages 4-7 are as follows: Contractor is responsible for posting the frequency schedule in a suitable location for all floor operations and window cleaning EXCEPTIONS TO THE SPECIFICATIONS: Exceptions to the specifications of any proposal items stated herein shall be fully described in writing by the proposer in the space provided below: Page 26 32 PROPOSAVCONTRACT FOR JANITORIAL MAINTENANCE SERVICE The following prices should be in accordance with terms, conditions and work specifications contained herein: BID SUMMARY BASE BID Janitorial services for all City buildings listed in the Proposal/Contract table on pages 4 through 7 (total net charge) ADDITIVE ALTERNATIVE BID Park Restrooms • Leghorns -690 Sonoma Mt. Pkwy; Luchessi-320 N. McDowell; Mcnear-426 8th Street • Prince -E. Washington; Schollenberger- S. McDowell @ Cader Lane • Oak Hill -Oak. @ Howard St. • Wiseman -St Augustine Ct. • Walnut-D@4th St. Total Monthly Cost Total Yearly Cost Total Monthly Cost Total Yearly Cost Clean daily in the a, in. (City reserves the right to award additive alternate, or not, at its sole discretion.) SERVICES TO BE PROVIDED UPON REQUEST Window washing (price per square foot) $ 0- i /sq. ft. Carpet cleaning (price per square foot) $ 0 o?;: /sq. ft. Any additional cleaning (hourly rate per employee) $ Z'�-.5,<'/hr. Floor stripping, sealing, finish coat (price per square foot) $ b 3 `ylsq. ft. Spot cleaning of carpet (price per square foot) $ 0, 7_1> -/sq. ft. "On -Call emergency work" hourly rate $ :2 Y,,15'57/hr. Page 3 33 PROPOSAUCONTRACT for Janitorial Maintenance Services Janitorial Proposal/Frequency, Manpower and Time The following prices must be In accordance with terms, conditions and work specifications contained herein, Number of iouriy iRate Daily Hours Frequency 'Per Pers.n�-of Service rice onth Price/Year BASE BID _Pft Hall Offices Routine Janitorial 2 X Week j $ Z, S Routine Janitorial 3 X Week $$�, q $ y Deep cleaning entire building, top down r$ Deep cleaning entire building, top down cleaning to include ceilings, HVAC Deep cleaning entire building, top down rill, light covers, walls, etc. I X Year L $ $;X 9�f, 6o County Offices Seespecial details on s.18-20 Routine Janitorial Routine Janitorial 3 X Week 2 X Week $ . r$ Deep cleaning entire building, top down Deep cleaning entire building, top down a,m. 6 X Week ( J $ iL cleaning to include ceilings, HVAC i, "1 $ x 1 J -7 PCC Preschool carpet cleaning grill, -light covers, walls, etc. IX Year Z $ P $ & r 3 " $ Fire Inspection Offices Seespecial details on s.18-20 Routine Janitorial Routine Janitorial 2 X Week $ ,S r$ Deep cleaning entire building, top down Deep cleaning entire building, top down a,m. 6 X Week ( J $ iL cleaning to include ceilings, HVAC i, "1 $ x 1 J -7 PCC Preschool carpet cleaning grill, light covers, walls, etc, I X Year $ P $ �� �' $ Petaluma Community Center Seespecial details on s.18-20 Routine Janitorial 2 X Week Routine Janitorial (start time after 12:00 $ 4) 2 C0 $ _ 5 i - tv Deep cleaning entire building, top down a,m. 6 X Week ( J $ iL $ Y i, "1 $ x 1 J -7 PCC Preschool carpet cleaning I X Week 1$ P $ ! 61 30 $ PZ . -Assembly Romn carpet cleaning 2 X Month $ $ ly. $ j Kitchen deep cleaning, including equipment I XMonth $ %L�l-S $ $ 29�jt (i7 Deep cleaning entire building, top down cleaning to include ceiling, HVAC grill, light covers, walls, etc. I I X Year ,z $ L S� y' $ 27 Howard Street I Routine Janitorial 2 X Week $ try 3S $ 4) 2 C0 $ _ 5 i - tv Deep cleaning entire building, top down cleaning to include ceilings, HVAC grill, light covers, walls, etc. l X Year 1 ( J $ iL $ Fff'2D Page 4 M Daily Hours Facility Frequency smagmill Tq�l BASE BID Transit Building Routine Janitorial 2 X Week $ ` /• $ 3 G $ > Z� Routine Janitorial I XWeek / $ 5 i $ Wo, -30 cleaning to include ceilings, HVAC Deep cleaning entire building, top down $ grill, light covers, walls, etc. I X Year cleaning to include ceilings, HVAC $ % rill, light covers, walls, etc. 1 X Year $dy cleaning to include ceilings, HVAC Senior Center Routine Janitorial 2 X Week $ ` /• $ 3 G $ > Z� Deep cleaning entire building, lop down Routine Janitorial 7 X Week z. cleaning to include ceilings, HVAC 1 X Year 1 $ xy.55 t $ grill, light covers, walls, etc. I X Year $ $ py $ �8r Petaluma Police Dept. Routine Janitorial I X Week $ 61 2X Week Deep cleaning entire building, top down Routine Janitorial 7 X Week z. $ A 9.5 1 X Year 1 $ xy.55 t $ cleaning to include ceilings, HVAC rill, light covers, walls, etc. $ 3 Deep cleaning entire building, top down IX Year $ $ $ $ cleaning to include ceilings, HVAC grill, light covers, walls, etc. 2 ZY. s9 g Floor wax, polish, glass cleaned, cells 4 X Year $ $ $ cleaned L . SS %e' e . /v 5V zo Floor cleaning 3 X Week ©, Police Dept. Traffic Office Routine Janitorial I X Week $ 61 2X Week Deep cleaning entire building, top down $ ��/, Deep cleaning entire building, top down cleaning to include ceilings, HVAC rill, light covers wails, etc. 1 X Year 1 $ xy.55 t 19, ZD cleaning to include ceilings, HVAC rill, light covers, walls, etc. $ 3 $ Keller Street Garage Power wash floors and stairwells 12 X Year � . $ Sweep garage floors and stairwells landing/trash removal/painting over r graffiti, etc. 2 X Week $ XT, $ -Corporation Yard Office Routine Janitorial 2X Week $ ytj ( $ 9/L, 1) $ ��/, Deep cleaning entire building, top down cleaning to include ceilings, HVAC rill, light covers, walls, etc. I X Year $ J r(?� $ CorpYard Break Page 5 35 Teen Center Sees ecial details on pgs. Routine Janitorial 1 X Week $ t S Routine Janitorial i X Week / $ — , s'!f $ ttj d' $ _ 74, Deep cleaning entire building, top down $ �.� $ zo Ci �' cleaning to include ceilings, HVAC ill, light covers, walls, etc. 1 X Year tt �y $ �(� t $ r $ p o w Depot Bathrooms Routine Janitorial 2 X Week $ $ , $ , Museum Sees ecial details on pgs. Routine Janitorial 1 X Week $ t S s + $ Deep cleaning entire building, top down Routine Janitorial cleaning to include ceilings, HVAC grill, light covers walls, etc. 1 X Year / $ 2 'Sy'. $ �.� $ zo Ci �' Ellis Creek Water Recycling Facility Sees ecial details on pgs. 20-22 Routine Janitorial 2 X Week / $ Quarterly Service 4 X Year ;2-11, S / Windows and Blinds 2 X Year Deep cleaning entire building, top down cleaning to include ceilings, HVAC grill, light covers, wails, etc. I X Year $ :L �r �s� $ 4 $ �p �b Page 6 36 'Water Field Office Seespecial details on p9s. 22-23 Routine Janitorial 2 X Week r $ YL -57-5- -Z. $ $IDZ uarter) Service 4 X Year f .5 Windows and Blinds 2 X Year - W. , ES Deep cleaning entire building, top down $ $ $ cleaning to include ceilings, HVAC grill, light covers, walls, etc. I X Year t _ Floor stripping, scaling and finish coat 4 X Year ss yq, ` STY. zo End Of Base Bid Items ADDITIVE ALTERNATIVE Park Restrooms Routitic Janitorial 7 X Week $ $ $ End of of Additive Alternative Page 7 37 PROPOSAL/CONTRACT FOR JANITORIAL MAINTENANCE SERVICE CONTRACT PERIOD: Proposal to cover July 1, 2016 through June 30, 2019 Proposal Announcement Date: Proposal Due Date: Name and Address of Proposer: X001 ('r,, 2d1kv 04k 0-15- AlOa/F110 CIA, qy�lry Phone Number: Yrs) -1J�1-5g 99 Date of Proposal: 5- %Z ^ l 49 March 16 2016 May 4, 2016, no later than 5:00 p.m. Signature of Person Authorized to Sign: Contractor's License No. Ail 4 If applicable Please Type Signer's Name and Title XAIC, Z�e 4 &-k P, Page 8 38 EMERGENCY WORK: From time to time, on an as needed basis, the City shall contact the Contractor to perform emergency work. The City will provide as much advance notice as possible. After the work is explained to the Contractor by the Director of Public Works and Utilities or their representative, the Contractor shall dispatch (within 2 hours) the appropriate number of personnel and equipment required to complete this emergency work in a timely and efficient manner. Contractor will provide an English speaking supervisor on an on-call and emergency basis. Said supervisor must be available twenty-four (24) hours per day, seven (7) days a week. REFERENCES: The proposer shall supply three (3) references of current Contractors of the equipment/material/services offered in this proposal. 1. Company Name E em O2(7a Contact �Sa 6 2. Company Name B4y Contact GJ I %a/ Z�Vzlch Address 3 9Y 13a// /uw v# -ire 644- 5 y g Phone (-0 52 3315 -12, 7,y 6Y64IS') 332.100 Address ,'- /7— Pokk 9� 4d FkW05,to Phone (111S) 3 yS - /Z 4-10 3. Company Name tCo Address_ Z - M lYe,4klL 14+k- _ Contact C-Ael'4 MC Z e k5 Kv Phone (q ! S') FIV ZS S Page 16 39