HomeMy WebLinkAboutC-2086 - Janitorial services in City Hall, Yard, Pro-Tech, Utilities6
NOV 26 1979
By the CITY COUNCIL
CITY OF NWOMT BGACH
CITY OF NEWPORT BEACH
OFFICE OF THE CITY MANAGER
November 26, 1979
TO: MAYOR AND CITY COUNCIL
FROM: City Manager
SUBJECT: CONTRACTING MAINTENANCE SERVICES
�U
COUNCIL AGENDA NO. H-20
BACKGROUND: On April 9, 1979, the City Council approved the awarding of a
maintenance contract for 5 city facilities to Universal Building Maintenance.
The resulting reorganization of the Building Maintenance Section resulted in
a projected savings of approximately $75,000 a year to the City. Unfortunately,
Universal's service has not been up to standards I feel appropriate. There have
been numerous complaints about service from affected departments with poor
follow -up on Universal's part. I have recently directed staff to investigate
the possibility of contracting with another maintenance company.
II. RECOMMENDATION: Utilize the 30 -day escape clause in the maintenance contract
with Universal Building Maintenance and give the contract, instead, to Western
Counties Maintenance Company.
III. DISCUSSION: A staff review of other agencies that Western provides maintenance
services to, the cities of Fountain Valley and Costa Mesa, indicates that
both cities are more than satisfied with Western's performance.
After examining our facilities, Western's representative made a bid (see Exhibits
A and B) for the same dollar amount as Universal, but included the following
additional services:
Monthly: wash all windows of City buildings inside and out.
Monthly: dust all venetian blinds.
Monthly: scrub, mop and wax Equipment Maintenance Superintendent's
office floor, re -wax and buff (to be performed during regular
working hours of Equipment Maintenance staff).
Every six months: shampoo or steam clean all City carpets (on weekends).
Every three months: clean and wax floors in vaults in Finance Department,
public works Department and City Clerk's office during working hours.
Daily:check City Clerk's calendar to see which rooms in the Council Chamber
Building or in the City Hall Building are to be opened to the public
for meetings at times specified that evening; open the doors to those
rooms ten (10) minutes before meeting times; make sure doors to
surrounding rooms are locked.
Daily: clean chalk boards in city facilities.
The cost savings to the City with these additional savings will be significant.
For example, an estimate from an outside firm to clean all windows inside and
outside in City facilities amounted to $575. It would be anticipated that if the
City were to contract services for this work the cost would run between $6,000
and $7,000 annually. The General Services Director estimated an annual cost
to the City for contracting out the steam cleaning of all carpets 2 times a year
would run somewhere between $3,000 and $5,000.
A second estimate was obtained from B. C. Building Maintenance. Utilizing the
same specifications as Universal, B. C. came in with a bid of $35,196 per year.
This bid is 10% higher than the existing one with Universal and does not provide
the aforementioned additional services as set forth by Western.
A third estimate was obtained from Superior Building Maintenance Company. Their
bid included the additional services provided by Western and amounted to $32,220.00,
$228.00 above Western's bid.
In summary, Western not only has the low bid but also comes highly recommended by
both Fountain Valley and Costa Mesa. I feel that Western will provide us better
and more timely services at a significant cost savings for the City.
)
p� VV
ROBERT L. WYNN, City Ma ger
Attachments:
Janitorial Maintenance Agreement
Western Co.Maintenance Requirements - Exhibit A
It it Specifications - Exhibit B
F
►6W ujv'k'� CITY OF NEWPORT BEACH
CALIFORNIA
City ttall
))00 W. Newport Blvd.
Area Code 114
1• ,_
TO: FINANCE DIRECTOR
FROM: City Cleric
SUBJECT: Contract No. 2086
Description of Contract City Ha11.Maintenance Agreement
Authorized by Resolution No. 9547 , adopted on April 23rd, 1979
Effective date of Contract May 2, 1979
Contract With Universal Building Maintenance Co- Inr_
Address 1226 West FiftU St.
Santa Ana, Calif
Amount of Contract See contract
Ati City Clerk
___
JANITORIAL MAINTENANCE AGREEMENT
THIS AGREEMENT is made and entered into this ,.9 .
day of , 1979, by and between the
CITY OF NEWPOR BEACH, a municipal corporation, hereinafter
referred to as "City," and UNIVERSAL BUILDING MAINTENANCE
COMPANY, INC., a California corporation, hereinafter referred
to as "Universal."
W I T N E S S E T H:
WHEREAS, City desires to have the janitorial maintenance
services for City Hall, the City Yard complex, Community Develop-
ment Building, the Utilities building, and City Council Chambers;
and
WHEREAS, Universal is equipped to perform such services
and presented City with a Janitorial Maintenance Proposal; and
WHEREAS, it is City's desire to employ Universal to
perform the janitorial maintenance services as set forth in
this Agreement,
NOW, THEREFORE, in consideration of the mutual covenants
contained herein, the parties hereto agree as follows:
1. Payment for Services. In consideration for the
services to be performed by Universal, City agrees to pay to
Universal the sum of Two Thousand Six Hundred Sixty -Six Dollars
($2,666.00) per month, payable on the first day of each month,
to be apportioned as follows:
City Hall
City Yard Complex
Community Development
Building
Utilities
Council Chambers
$ 1,650.00 per month
360.00 to "
200.00 " to
291.00 " It
165.00 to to
$ 2,666.00 per month.
a
Above prices include all labor, supervision,
cleaning supplies and equipment. Restroom paper supplies
shall be furnished by City.
2. Maintenance. All work to be performed by
Universal shall be performed in a substantial and workmanlike
manner according to accepted standards of practice in the
industry. Said work shall be performed in accordance with the
janitorial Specifications as set forth in Exhibit "A" attached
hereto and made a part herein by this reference.
3. Term. The term of this Agreement shall commence on
1979, and shall continue on a month -to -month
basis subject to termination as hereinafter provided.
4. Termination and Notice Thereof
It is hereby mutu-
ally agreed that either party may terminate this Agreement with
or without cause upon thirty (30) days' written notice. All
notices herein provided to be given, or which may be given, by
either party to the other, shall be deemed to have been fully
given when made in writing and deposited in the United States
Mail with postage prepaid, and addressed as follows:
To Universal: Universal Building Maintenance
Co., Inc.
1226 West Fifth Street
Santa Ana, California 92703
To City: City Manager
City of Newport Beach
3300 Newport Boulevard
Newport Beach, California 92663.
The address to which the notices shall or may be
mailed as aforesaid by either party shall or may be changed by
written notice, given by such party to the other, as hereinbefore
provided; but nothing herein contained shall preclude the giving
of any such notice by personal service.
-2-
5. Hold Harmless Insurance. Universal agrees to
release and protect and save harmless City and its officers,
agents, and employees from any and all claims, loss or liability
on account of injury, loss or injury to any person or persons or
property suffered or sustained in, on or about the premises or
elsewhere by any person or persons whomsoever in any manner
directly or indirectly arising out of or by reason of the conduct
of Universal's business.
Universal shall, at all times during the term of
this Agreement, maintain in full force and effect, with respect
to this Agreement, a policy or policies of comprehensive
liability insurance (bodily injury, including death, property
damage, product liability, contractual and automobile) with
minimum limits of Five Hundred Thousand Dollars ($500,000) combined
single limit, naming the City and its officers, agents, and
employees as additional insureds and further providing an endorse-
ment as follows:
"1. The City of Newport Beach, its
officers and employees are hereby declared
to be additional insureds in the policy
described insofar as they may be held liable
for injuries or death to a person or persons,
or damage to property occurring in or about
the premises, whether or not caused by their
sole or contributing negligence. This policy
shall be primary and non - contributing with
any other insurance available to the City of
Newport Beach, and will include a severability
of interest clause.
"2. If this policy is cancelled or
materially altered so as to affect the cover-
ages, at least thirty (30) days' prior written
notice by registered mail of such cancellation
or alteration will be sent to the City of Newport
Beach, in care of the City Manager, 3300 Newport
Boulevard, Newport Beach, California 92663."
Said policy or policies shall be in a form satisfactory
to City and certificates issued by the insuring company shall be
submitted to City concurrently with the execution of this Agreement.
-3-
E
Certificates for each and any new or renewal policy or policies
effective during the term of this Agreement shall be submitted
to City at least twenty (20) days prior to the effective date
of such policy or policies.
6. Workers' Compensation Insurance. Universal shall
obtain and maintain any necessary workers' compensation insurance
for all employees of Universal, and shall provide City with a
certificate evidencing such insurance coverage issued by an
admitted insurer or a consent to self- insure issued by the
State of California, Director of Industrial Relations.
IN WITNESS WHEREOF, the parties have executed this
Agreement as of the day and year first above written.
CITY OF NEWPORT BEACH,
A Municipal Corporation
BYt L�f Cam(
Ma r
ATTEST:
City Clerk
UNIVERSAL BUILDING MAINTENANCE
COMPANY, INC.,
A California Corporation
By je, _-7f
is -Pr ident
APPROVED AS TO FORM: l
City ttorney
DDO /kb
4/11/79
-4-
•
GENERAL SPECIFICATIONS
CITY OF NEWPORT BEACH
•
Daily Service: Five (5) Days Per Week
Dust desks, chairs, tables, telephones, partitions, lamps, filing
cabinets and other office furniture.
Remove all fingermarks, smudges and stains on desks.
Empty all waste baskets and waste containers and carry trash to
designated area.
Wipe out waste baskets as needed, and reline with plastic liners.
Empty ash trays in separate containers and wipe out ash trays.
Olean and polish drinking fountains.
Keep Janitors' room clean and orderly.
Weekly Service:
Clean any paneling free of fingermarks and smudges.
Clean interior doors, door casings and other woodwork.
Monthly Service:
All air vents will be vacuumed using a dusting brush attachment
which will not scratch painted metal or trim.
EXHIBIT
page.
• f
Floor Service:
All carpeted traffic areas will be vacuumed daily..
All carpeted areas will be vacuumed thoroughly twice weekly.
Carpet stains or spills will be spot cleaned as needed.
Entire tile area, including base shoe and corners, will be cleaned
using a dustless sweeping method daily.
Lobby will be damp mopped daily.
Cafeteria floor tile will be mopped daily.
All tile areas will be spot mopped daily.
-,tire tile area will be scrubbed clean and treated with approved
a ^'ti -slip floor finish, care taken to keep furniture bases, legs
_f furniture, baseboards.or walls free of floor preparations and
wax, every two months.
Window and Glass Areas:
Spot clean doors daily.
Wash entry doors, both sides weekly.
Restroom Service: Daily Office Restrooms, Park & Beach Restrooms
Clean and disinfect toilets and urinals.
Clean and disinfect sinks.
Refill soap, towel and tissue containers.
Wipe down walls around sinks for splash marks.
Ldash and disinfect floors.
EXHIBIT
Clean and polish metal and mirrors.
Empty waste containers.
Clean plumbing pipes under "wash bowls, toilets.and urinals.
Restroom Service: Weekly
Wipe down tile walls and toilet compartment partitions.
Giipe out waste containers and sanitary recepticles.
Mush floor drains with clean water and disinfectant.
Note: Seven (7) day per week service to beach restrooms.
page 3
i
GENERAL SPECIFICATIONS
All janitorial personnel must sign in and out.
Qniversal shall provide nightly supervision of all janitorial personnel.
Furnish Buildings Manager with night telephone numbers of supervisory
personnel and top level management personnel who can be reached in case
of emergency.
The same people will work in the building nightly. All janitorial per-
sonnel including the supervisor must be acceptable to the City of
Newport Beach.
Wrok to be performed five (5) days of the week, commencing not later
than 6:00 P.M. daily.
Furnish Buildings Manager with progress reports as required.
Proper and good equipment will be supplied for the buildings at all times;
any equipment not approved will be replaced immediately.
Daily contact shall be maintained between the Buildings manager and the
janitorial Supervisor, both written and verbal, as required.
Contact with the top level management on a regular basis, to check status
of cleaning.
All janitorial personnel shall report any damages, breakage and plumbing
problems immediately to the supervisor. The supervisor, will report any
of these occurrences to the facility department the following morning.
However, in case of any emergency in the buildings, the supervisor will
contact the Buildings Manager immediately and other proper authorities,
and follow emergency procedures as designated for the buildings.
EXHIBIT
0
GENERAL CONDITIONS SUPPLEMENTAL TO JANITORIAL SPECIFICATIONS
1. No janitorial employee shall distrub or move any personal
items on desk or credenza.
2. All electrical equipment shall have OSHA approved wiring
and connectors.
3. All flammable substances shall be contained in a steel
locker in a designated area.
4. All trash containers used to move trash to Exit shall be
watertight. Otherwise Universal shall have the option.to
decide the method and type of conveyance.
5. Safety equipment shall be provided for personnel where
required by OSHA. (Safety glasses, rubber gloves, etc.)
b. While working in secured areas, all doors shall be locked.
7. No janitorial personnel shall be allowed in any area other
than their area of responsibility, unless ordered by super-
visor.
S. No janitorial employees shall use customer lunch or coffee
areas or equipment.
9. All lighting, plumbing or other mechanical malfunctioning
is reported to the facilities management by means of a
written report, deposited in the facilities office. If
the malfunctioning is of an emergency nature, the Buildings
Manager is contacted immediately for correction.
EXHIBi1
SUPPLEMENTARY INFORMATION
TOOLS, EQUIPMENT, SUPPLIES
All tools, equipment and supplies necessary for acceptalbe per- .
formance of the janitorial contract per your janitorial Spec-
ifications are included in this bid quotation. A separate list-
ing of restrcom paper and soap supplies not included in the
janitorial quotation is included herein.
INSURANCE
Universal employees are fully insured for work on your premises.
Proper certificates of insurance are available from our office
upon request.
SUPERVISION AND QUALITY CONTROL
Universal plans to utilize an experienced non -labor "in- house"
Supervisor as already mentioned, for our operation. This person
will have full authority from our Operations Department to run
the janitorial operation on a daily basis. However, our mutual-
ly preestablished guidelines will be established with this person
as a modue operandi, and he will be given constant guidance from
our mid -level operations management.
The quality control assignment will be assumed on a dialy basis
by the Supervisor and weekly by our Operations Department. A
monthly quality control tour will be affected each month.
EkNIB!?
J
SUPPLEMENT
PARK & BEACH RESTROONS
I have toured the various locations and.reviewed the fre-
quencies of service with my partner, Mr. Salyer.
It is our opinion we will have to decline on submitting a
quotation to clean the various restroom facilities. Universal
Building Maintenance Company is not organized to accomplish
route type work. All our personnel are assigned to specific
locations and perform their work and leave.
The other factor is we have all our supervisory personnel
assigned to the second shift because 99% of our work is per-
formed after four p.m. The restroom cleaning activities in
your complexes would have to be done when we have no super-
vision to insure your standards are consistently maintained.
It is our recommendation to continue utilizing the city per-
sonnel to clean the restrooms and attend to the various emer-
gencies that arise..
EXHIBIT
I
1. City Hall
2. City Yard
3. Community
4. Utilities
5. Council C
PRICING ANALYSIS
CITY OF NEWPORT BEACH
$19,800
Complex 4,320
Development Building 2,400
3,.492
cambers 1,980
$31,992
Note: Above prices include all labor,
supervision, cleaning supplies and equipment.
Restroom paper supplies are to be furnished by
City of Newport Beach.
EMIRNIT
CITY CLERK
DALE: June 18, 1979
Universal Building Maintenance Co. Inc.
1226"-West Fifth St.
TO
Santa Ana, Calif
SUBJECT; Janitorial Maintenance Agreement
Enclosed you will find your copy of the Agreement for Janitorial
Services at the'Newpbrt Beach City.Hall, authorized by Resolution
No. 9547 adopted on April 23, 1979.
6 i
RESOLUTION NO. s^l`
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF NEWPORT BEACH AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT BETWEEN
THE CITY OF NEWPORT BEACH AND UNIVERSAL
BUILDING MAINTENANCE CO., INC., FOR JANITORIAL
SERVICES AT CITY HALL, THE CITY YARD COMPLEX,
THE COMMUNITY DEVELOPMENT BUILDING, UTILITIES
DEPARTMENT, AND THE CITY COUNCIL CHAMBERS
WHEREAS, there has been presented to the City Council
of the City of Newport Beach an agreement between the City of
Newport Beach and Universal Building Maintenance Co., Inc., for
janitorial services at City Hall, the City Yard complex, the
Community Development building, Utilities Department, and the
City Council Chambers; and
WHEREAS, the City Council has reviewed said agreement
and found it to be fair and equitable,
NOW, THEREFORE, BE IT RESOLVED by the City Council of
the City of Newport Beach that said agreement for janitorial
services above described is approved, and the Mayor and City
Clerk are hereby authorized and directed to execute the same
on behalf of the City of Newport Beach.
ADOPTED this 23rd day of April
Mayor
ATTEST:
City Clerk
, 1979.
DDO /kb
4/4/79
CITY OF NEWPORT
BEACH
STUDY SESSION
MEMORANDUM: From Wayne Schwammel, Assistant to the City Mgr..-
TO Robert L. Wynn, City Manager 4/2/79
.......... . .............. 18........
SUBJECT: CONTRACTING MAINTENANCE SERVICES L/� ,t—
I. BACKGROUND: Some months ago, the City of Newport Beach contracted custodial
services for the Police and Library Departments to Universal Building Mainten-
ance Company. Savings have been substantial and the service provided acceptable.
II
III
For this reason a study was initiated to determine the feasibility of contracting
out all Building custodial maintenance for Newport Beach.
Universal Building Maintenance Company was again contacted and asked to submit
a bid for custodial service to each Newport Beach facility. Universal Building
Maintenance Company bid on Newport Beach facilities other than Park and Beach
restrooms (see attachments for explanation).
RECOMMENDATION:
1) Accept the Universal Building Maintenance Company bid of $31,092 for
custodial service to City Hall, City Yard complex, Community Development,
Utility complex and Council Chambers.
2) Rewrite job specification of Building Maintenance Foreman to reflect
reduced scope of responsibility and internally tie salary schedule to
the same range (1039 - $1263) as the Sign and Paint Shop Foreman.
Y -rate incumbent for salary purposes.
3) Reclassify Assistant Building Maintenance F
Leadman. Internally tie salary schedule to
4) Abolish two (2) Building Maintenance Man II
5) Abolish four (4) Building Maintenance Man I
6) Layoff affected employees and place them on
seniority, for two years.
DISCUSSION: With the above - mentioned buildings
Maintenance Division will require:
Reply wanted EJ
Reply not necessary
Ns .n
)reman to Building Maintenance
Refuse Leadman ($898 - $1091).
positions.
positions.
a re- employment list, by
contracted out, the Building
1 Foreman
1 Leadman
2 Building Maintenance Men II
2 Building Maintenance Men I - part -time
2 Student Laborers II (seasonal)
By............................. _.:. ........ ... _..............
! 1 ' 0
CITY OF NEWPORT BEACH
MEMORANDUM: From
To....... 1. .. .. ......................... . .. . .. . . . . .. -2
III (Continued)
The above staff will provide maintenance repairs to all City facilities
and custodial service to 36 Park and Beach restrooms. These restrooms
require 7- day -a -week service, 4- times -a -day during the summer season,
and 2- times -a -day during the winter months (off- season). The proposed
City budget for these services, including Universal's bid of $31,092,
is $120,080.
......1 le........
For the City to continue its current policies and procedures regarding
services, with its existing staff, the proposed 1979 -80 budget would
amount to $204,420. After subtracting CETA costs ($33,615) the savings
to the City (by contracting) still amounts to $50,725. In addition,
fringe benefit costs to the City, not reflected in the budget estimate,
amount to another $19,674 (six less employees at 30% of $65,580 = $19,674).
If we do enter into the proposed contract, however, City staff would be
required to close up City facilities after evening meetings and community
organizations' use of said facilities would be reduced.
In the aftermath of Proposition 13, the City must find new ways to effect
cost savings. An opportunity to save $70,000 in salary savings alone,
not including potential savings in Maintenance and Operation expenses,
cannot be overlooked.
The City, however, does realize the impact this action will have on employees
within the Department. In addition to establishing a re- employment list,
the City will make every effort to place.affected employees in other classi-
fications within the City, as vacancies occur. Said employees will, of course,
have to meet the minimum qualifications for these classifications.
On 3- 13 -79, Wade Beyeler and I met with Stan Peterson, Employee League Presi-
dent, to advise him of the proposed reorganization and to discuss any alter-
natives that he might suggest that would also effect similar cost savings for
the City. I asked Mr. Peterson to submit to me, in writing, any suggestions
or counter - proposals to the reorganization no later than 3- 27 -79.
Mr. Peterson has not contacted us regarding the above matter since our
3 -13 -79 meeting. With no counter - proposal from the League, I feel we have
met our Meet and Confer obligations and propose that we proceed in the
following manner:
Reply wanted 0
Reply not necea ary ❑
Nan
(next pg.)
Hy. ......... .... ...... ...... ........ ........... .
3' CI ?Y OF NEWPORT BTACH
MEMORANDUM: From
TO.. ....................... Pg. 3 .............................. .............., 19........
III (continued)
1) Submit this report to Council for their review and recommendation
on 4 -9 -79;
2) At Council's direction, have the City Attorney prepare the
appropriate contract and resolution for Council approval on 4- 23 -79;
3) On 4- 10 -79, send out letters of notice to affected employees,
effective 4- 27 -79;
4) Notify Universal Building Company, Inc., that they will assume
service on 4- 30 -79.
WAYNE SCHWRMMEL, Assistant to the City Mgr.
Reply wanted ❑
Reply not necessary ❑ By...... ... .................. ................
............._...
No
0 0
CLASS DESCRIPTION: BUILDING MAINTENANCE FOREMAN DATE:
DEFINITION: Under the general direction of the General Services Director, plan
pct and supervise the Building Maintenance Section in providing custodial
services for Park and Beach restrooms and minor maintenance services for
all City -owned and - occupied buildings and facilities.
DESCRIPTION OF DUTIES: Schedule custodial and maintenance services; make
personnel ,lob assignments, and supervise the performance of the work;
establish job performance standards; standardize methods, procedures,
materials, tools and equipment when possible; prepare purchase requisi-
tions for tools, and materials; prepare the annual budget request for
Building Maintenance Division; direct and perform minor repair work,
including painting, electrical, plumbing, heating, carpentry, cement,
roofing and masonry on City -owned buildings and facilities.
SUPERVISION: Supervises three full -time and four part -time, and seasonal
employees.
WORKING
ENVIRONMENT: City -owned and - occupied buildings and facilities.
JOB
REQUIREMENTS:
EDUCATION: GED Level 4
RELATED
EXPERIENCE: Four years of building custodial and maintenance.experience
including one year in a supervisory capacity.
SPECIAL SKILLS, KNOWLEDGE AND ABILITIES: Knowledge of the techniques, methods,
procedures, too s, equipment and materials used in modern
custodial and building maintenance services; ability to plan,
Qrganize and supervise the work of others; ability to set up
and maintain records; ability to work effectively with fellow
employees.
CAREER ADVANCEMENT OPPORTUNITIES:
DOT CODE 891.138
R
Universal Buildn Maintenance Co., Inc. •
1226 West Fifth Street • Santa Ana, CA 92703
March 1, 1979
City of Newport Beach
Mr. Wayne Schwammel'
3300 Newport Blvd.
Newport Beach, California 92663
Dear Wayne:
• Telephone: 542 - 7266
Thank you for this opportunity to submit our quotation on the
janitorial maintenance for your buildings. I feel Universal
Building Maintenance Company can offer a variety of services
which can assist you in maintaining your buildings to a high
quality level.
The enclosed proposal and reference list outlines the services
we offer and gives general information to acquaint you with our
company. We are based in Santa Ana and provide janitorial ser-
vices to many major commercial and municipal complexes in Orange
County. We have 350 trained employees on our payroll.
All employees are permanently assigned to each account and are
closely supervised by Area Supervisors who are equipped with
radio paging units. An addel level of control is afforded by
the management inspections scheduled on a regular basis. It is
our policy to be available to respond quickly to all requests.
This management involvement in the day to day operations of your
contract insures a quality level of service will be provided.
At Universal Building Maintenance Company you have an experienced
management team, qualified supervision and trained personnel to
provide you the quality janitorial services you require.
I look forward to working with you in the near future.
Sincerely,
0 "TGERSAL BUI/LL ING MAINTENANCE COMPANY
L. Moses
JLN: cv
encls.
CLASS DESCRIPTION: BI&ING MAINTENANCE LEADMAN DATE:
DEFINITION: Under the general supervision of the Building Maintenance Foreman, both
supervise and perform work involving custodial and minor maintenance services
for certain City -owned and occupied buildings and facilities.
DESCRIPTION OF DUTIES: Supervise the work of two full -time and four part -time
personnel providing custodial services for Park and Beach restrooms; as
directed, perform minor maintenance, including painting, electrical, plumbing,
heating, carpentry, cement, roofing and masonry; assist in the standardization
of methods, procedures and materials; prepare purchase requisitions for tools
and materials; assist in the preparation of the department budget; provide
emergency custodial service for all City -owned and occupied buildings and
facilities, as necessary.
SUPERVISION: As directed, two full -time and four,part -time, and seasonal employees.
WORKING
ENVIRONMENT: City -owned and occupied buildings and facilities.
JOB
RE UIREMENTS:
EDUCATION: GED level 4
RELATED EXPERIENCE: Three years of building custodial and maintenance
experience.
SPECIAL SKILLS, KNOWLEDGE AND ABILITIES: Knowledge of the techniques,
met o s, prose ures, tools, equipment and materials
used in modern custodial and building maintenance
services; ability to plan, organize and supervise
the work of others; ability to set up and maintain
records; ability to work effectively with fellow
employees.
CAREER ADVANCEMENT OPPORTUNITIES:
DOT CODE 391,138
6)
PROFILE OF OUR FIRM
(A) Services Provided: Janitorial, Security, Power Sweeping, Staged
Window Washing.
(B) Financial Position: Current annual sales are in excess of 2.5
million dollars, with excellent cash flow and working capital
levels. The Corporation is privately held by the operating man-
agers. Liability indemnification is underwritten by Transamerica
for one million dollars. A wide range and depth of employee bene-
fits are provided to insure employment longevity, recruitment
and continuity of service. Equipment is mostly capitalized, to
assure timely preventative maintenance, updating replacement and
consistent compliance of OSHA Standards.'
(C) Corporation History: Established fourteen (14) years and operating
within the geographical boundaries of Orange, San Diego and adjoin-
ing counties. We provide service for in excess of 5.0 million
square feet of space with a field staff of over 400 janitorial and
supervisory personnel.
(D) Training: All janitorial personnel are classified by grade level;
I, II, or III, having attained the highest salary and performance
level through training in the use of equipkent /products, safety and
security` measures, as well as time in .service.
(E) Operations Organization: All janitorial personnel are supervised,
as in the case of your project needs, with an on -site qualified
project supervisor, who reports to the District Supervisor, dir-
ectly responsible for the project quality control and management
liasion. The Director of Operations, reporting to the President
is responsible for all operational functions in training, product
and equipment evaluation, quality assurance, client technical con-
sultation and administration. Our Operations Director has twenty
(20) years of experience in the industry. Our strength lies in
the fact that we are geographically concentrated providing owner/
management operational involvement, responsiveness and creativity
benefits for our clients. Emergency service is indeed one of our
strengths because of this posture. We do meet the needs of the
discerning property owner, in providing a high level of service
not usually found in decentralized and owner absent national ser-
vice organizations.
k 41c are licensed by the State of California with 85 uniformed Security
Guards.
SUPPLEMENTARY INFORMATION
TOOLS, EQUIPMENT, SUPPLIES
All tools, equipment and supplies necessary for acceptalbe per-
formance of the janitorial contract per your janitorial Spec-
ifications are included in this bid quotation. A .separate list-
ing of restroom paper and soap supplies not included in the
janitorial quotation is included herein.
INSURANCE
Universal employees are fully insured for work on your premises.
Proper certificates of insurance are available from our office
upon request.
SUPERVISION AND QUALITY CONTROL
Universal plans to utilize an experienced non -labor "in- house"
Supervisor as already mentioned, for our operation. This person
will have full authority from our Operations Department to run
the janitorial operation on a daily basis. However, our mutual-
ly preestablished guidelines will be established with this person
as a modue operandi, and he will be given constant guidance from
our mid -level operations management.
The quality control assignment will be assumed on a dialy basis
by the Supervisor and weekly by our Operations Department. A
monthly quality control tour will be affected each month.
GENERAL SPECIFICATIONS
CITY OF NEWPORT BEACH
Daily Service: Five (5) Days Per Week
Dust desks, chairs, tables, telephones, partitions, lamps, filing
cabinets and other office furniture.
Remove all fingermarks, smudges and stains on desks.
Empty all waste baskets and waste containers and carry trash to
designated area.
Wipe out waste baskets as needed, and reline with plastic liners.
Empty ash trays in separate containers and wipe out ash trays.
Clean and polish drinking fountains.
Keep Janitors' room clean and orderly.
Weekly Service:
Clean any paneling free of fingermarks and smudges.
Clean interior doors, door casings and other woodwork.
Monthly Service:
All air vents will be vacuumed using a dusting brush attachment
which will not scratch painted metal or trim.
Floor Service:
i
All carpeted traffic areas will be vacuumed daily.
All carpeted areas will be.vacuumed thoroughly twice weekly.
i
Carpet stains or spills will be spot cleaned as needed.
Entire tile area, including base shoe and corners, will be cleaned
using a dustless sweeping method daily.
Lobby will be damp mopped daily.
Cafeteria floor tile will be mopped daily.
All tile areas will be spot mopped daily.
Entire tile area will be scrubbed clean and treated with approved
anti -slip floor finish, care taken to keep furniture bases, legs
of furniture, baseboards or walls free of floor preparations and
wax, every two months.
Window and Glass Areas:
Spot clean doors daily.
Wash entry doors, both sides weekly.
Restroom Service: Daily Office Restrooms, Park & Beach Restrooms
Clean and disinfect toilets and urinals.
Clean and disinfect sinks.
Refill soap, to-w.el and tissue containers.
Wine down walls around sinks.for splash marks.
Wash and disinfect floors.
Clean and polish metal and mirrors.
Empty waste containers.
Clean plumbing pipes under wash bowls, toilets and urinals.
Restroom Service: Weekly
Wipe down tile walls and toilet compartment partitions.
Wipe out waste containers and sanitary recepticles.
Flush floor drains with clean water and disinfectant.
Note: Seven (7) day per week service to'beach restrooms.
GENERAL SPECIFICATIONS
All janitorial personnel must sign in and out.
Universal shall provide nightly supervision of all janitorial personnel.
Furnish Buildings Manager with night telephone numbers of supervisory
personnel and top level management personnel who can be reached in case
of emergency.
The same people will work in the building nightly. All janitorial-per-
sonnel including the supervisor must be acceptable to the City of
Newport Beach.
Wrok to be performed five (5) days of the week, commencing not later
than 6:00 P.M. daily.
Furnish Buildings Manager with progress reports as required.
Proper and good equipment will be supplied for the buildings at all times;
any equipment not approved will be replaced immediately..
Daily contact shall be maintained between the Buildings manager and the
janitorial.Supervisor, both written and verbal, as required.
Contact with the top level management on a regular basis, to check status
of cleaning.
All janitorial personnel shall report any damages, breakage and plumbing
problems immediately to the supervisor. The supervisor will report any
of these occurrences to the facility department the following morning.
However, in case of any emergency in the buildings, the supervisor will
contact the Buildings Manager immediately and other proper authorities,
and follow emergency procedures as designated for the buildings.
4
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•
GENERAL CONDITIONS SUPPLEMENTAL TO JANITORIAL SPECIFICATIONS
No janitorial employee shall distrub or move any personal
items on desk or credenza.
2.
All electrical equipment shall have OSHA approved wiring
and connectors.
01 wy�
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3.
All flammable substances shall be contained in a steel
locker in a. designated area.
.1 w. 'I
4.
All trash containers used to move trash to Exit shall be.
watertight. Otherwise Universal shall have the option to
decide the method and type of conveyance.
5.
Safety equipment shall be provided for personnel where
required by OSHA. (Safety glasses, rubber gloves, etc.)
6.
While working in secured areas, all doors shall be locked.
7.
No janitorial personnel shall be allowed in any area other
than their area of responsibility, unless ordered by super-
visor.
8.
No janitorial employees shall use customer lunch or coffee
areas or equipment.
9.
All lighting, plumbing or other mechanical malfunctioning
is reported to the facilities management by means of a
written report, deposited in the facilities office. if
the malfunctioning is of an emergency nature, the Buildings
Vanager is contacted immediately for correction.
:r4
Universal $uildi
Maintenance Co., Inc.
I226 1Ve5t Fifth Street Santa Ana, CA 92703 • Telephone: 542 • 7266
REFERENCES
Security Pacific Bank Building
888 North Main Street
Santa Ana, California
75,000 square feet - 10 floors
Mr. Paul Jacobs
(213) 388 -3391
Hunt Foods & Industries
1645 W. Valencia Drive
Fullerton, California
175,000 square feet
Mr. Dick Todd
(714) 871 -2100
Co^aerce Park
Birch @ Dove Street
Newport Beach, California
200,000 square feet
Ms. Judy Clark
(714) 833 -8813
R. L. M. North Broadway Building
1600 North Broadway
Santa Ana, California
75,000 square feet - 10 floors
fir. Richard McDermott
(714) 547 -6157
South Coast Financial Center
Bristol @ Sunflower
Costa Mesa, California
70,000 square feet - 7 floors
Mr. Bob Chitron
(213) 246 -7268
Park Lido Medical Center
351 Hospital Road
Newport Beach, California
80,000 square feet - 7 floors
Mr. Chuck Gately
(714) 645 -6500
The Wells Fargo Bank Building
401 Civic Center Drive West
Santa Ana, California
75,000 square feet - 10 floors
Mr. Dick Nielssen
J714) 835 -4011
0
PRICING ANALYSIS
CITY OF NEWPORT BEACH
1. City Hall $19,800
2. City Yard Complex 4,320
3. Community Development Building 2,400
4. Utilities 3,492
5. Council Chambers 1,980
$31,992
Note: Above prices include all labor,
supervision, cleaning supplies and equipment.
Restroom paper supplies are to be furnished by
City of Newport Beach.
SUPPLEMENT
PARK & BEACH RESTROOMS
I have toured the various locations and reviewed the fre-
quencies of.service with my partner, Mr. Salyer.
It is our opinion we will have to decline on submitting a
quotation. to clean the various restroom facilities. Universal
Building Maintenance Company is not organized to accomplish
route typ&:work. All our personnel are assigned to specific
locations and perform their work and leave.
The other factor is we have all our supervisory personnel
j assigned to the second shift because 99% of our work is per -
`j formed after four p.m. The restroom cleaning activities in
i
your complexes would have to be done when we have no super-
vision to insure your standards are consistently maintained.
It is our recommendation to continue utilizing the city per -
sonnel to clean the restrooms and attend to the various emer-
gencies that arise..
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CITY OF NEWPORT BEACH
Office of
CITY ATTORNEY
April 12, 1979
To: Assistant to City Manager,
Personnel
From: City Attorney
Subject: Janitorial Maintenance Agreement with
Universal Building Maintenance Co., Inc.
Attached are the original and one copy of the Janitorial
Maintenance Agreement which you requested that we draft.
This Agreement conforms with the one previously entered
into with Universal for services at the various City
libraries.
Please have the original executed b
Universal and return it to the City
the resolution authorizing the Mayor
the Agreement on the agenda for the
trust that your office will prepare
Council explaining the Agreement.
Y a representative of
Clerk. We are placing
and Clerk to execute
April 23rd meeting. I
the memorandum to
1
Dennis D. 0'N it
IlniVer$dl
March 1, 1979
• •
q Maintenance Co., Inc.
1226 West Fifth Street Santa Ana, CA 42703 • Telephone: 542 - 7266
City of Newport Beach
Mr. Wayne Schwammel
3300 Newport Blvd.
Newport Beach, California 92663
Dear Wayne:
Thank you for this opportunity to submit our quotation on the
janitorial maintenance for your buildings. I feel Universal
Building Maintenance Company can offer a variety of services
which can assist you in maintaining your buildings to a high
quality level.
The enclosed proposal and reference list outlines the services
we offer and gives general information to acquaint you with our
company. We are based in Santa Ana and provide janitorial ser-
vices to many major commercial and municipal complexes in Orange
County. We have 350 trained employees on our payroll.
All employees are permanently assigned to each account and are
closely supervised by Area Supervisors who are equipped with
radio paging units. An addel level of control is afforded by
the management inspections scheduled on a regular basis. It is
our policy to be available to respond quickly to all requests.
This management involvement in the day to day operations of your
contract insures a quality level of service will be provided.
At Universal Building Maintenance Company you have an experienced
management team, qualified supervision and trained personnel to
provide you the quality janitorial services you require.
I look forward to working with you in the near future.
Sincerely,
VERSAL BUILLING MAINTENANCE COMPANY
,Ut —
�, J' L. Moses
JLM:cv
encls.
0
0
PROFILE OF OUR FIRM
(A) Services Provided: Janitorial, Security, Power Sweeping, Staged
Window Washing.
(B) Financial Position: Current annual sales are in excess of 2.5
million dollars, with excellent cash flow and working capital
levels. The Corporation is privately held by the operating man-
agers. Liability indemnification is underwritten by Transamerica
for one million dollars. A wide range and depth of employee bene-
fits are provided to insure employment longevity, recruitment
and continuity of service. Equipment is mostly capitalized, to
assure timely preventative maintenance, updating replacement and
consistent compliance of OSHA Standards.
(C) Corporation History: Established fourteen (14) years and operating
within the geographical boundaries of Orange, San Diego and adjoin-
ing counties. We provide service for in excess of 5.0 million
square feet of space with a field staff of over 400 janitorial and
supervisory personnel.
(D) Training: All janitorial personnel are classified by grade level;
I, II, or III, having attained the highest salary and performance
level through training in the use of equipkent /products, safety and
security* measures, as well as time in service.
(E) Operations Organization: All janitorial personnel are supervised,
as in the case of your project needs, with an on -site qualified
project supervisor, who reports to the District Supervisor, dir-
ectly responsible for the project quality control and management
liasion. The Director of Operations, reporting to the President
is responsible for all operational functions in training, product
and equipment evaluation, quality assurance, client technical con-
sultation and administration. Our Operations Director has twenty
(20) years of experience in the industry. Our strength lies in
the fact that we are geographically concentrated providing owner/
management operational involvement, responsiveness and creativity
benefits for our clients. Emergency service is indeed one of our
strengths because of this posture. We do meet the needs of the
discerning property owner, in providing a high level of service
not usually found in decentralized and owner absent national ser-
vice organizations.
We are licensed by the State of California with 85 uniformed Security
Guards.
0
GENERAL SPECIFICATIONS
CITY OF NEWPORT BEACH
Daily Service: Five (5) Days Per Week
i
Dust desks, chairs, tables, telephones, partitions, lamps, filing
cabinets and other office furniture.
Remove all fingermarks, smudges and stains on desks.
Empty all waste baskets and waste containers and carry trash to
designated area.
Wipe out waste baskets as needed, and reline with plastic liners.
Empty ash trays in separate containers and wipe out ash trays.
Clean and polish drinking fountains.
Keep Janitors' room clean and orderly.
Weekly Service:
Clean any paneling free of fingermarks and smudges.
Clean interior doors, door casings and other woodwork.
Monthly Service:
All air vents will be vacuumed using a dusting brush attachment
which will not scratch painted metal or trim.
page 2
Floor Service:
All carpeted traffic areas will be vacuumed daily.
All carpeted areas will be vacuumed thoroughly twice weekly.
Carpet stains or spills will be spot cleaned as needed.
Entire tile area, including base shoe and corners, will be cleaned
using a dustless sweeping method daily.
Lobby will be damp mopped daily.
Cafeteria floor tile will be mopped daily.
All tile areas will be spot mopped daily.
Entire tile area will be scrubbed clean and treated with approved
anti -slip floor finish, care taken to keep furniture bases, legs
of furniture, baseboards or walls free of floor preparations and
wax, every two months.
Window and Glass Areas:
Spot clean doors daily.
Wash entry doors, both sides weekly.
Restroom Service: Daily Office Restrooms, Park & Beach Restrooms
Clean and disinfect toilets and urinals.
Clean and disinfect sinks.
Refill soap, towel and tissue containers.
Wipe down walls around sinks for splash marks.
Wash and disinfect floors.
0
GENERAL SPECIFICATIONS
0
All janitorial personnel must sign in and out.
Universal shall provide nightly supervision of all janitorial personnel.
Furnish Buildings Manager with night telephone numbers of supervisory
personnel and top level management personnel who can be reached in case
of emergency.
The same people will work in the building nightly. All janitorial per-
sonnel including the supervisor must be acceptable to the City of
Newport Beach.
Wrok to be performed five (5) days of the week, commencing not later
than 6:00 P.M. daily.
Furnish Buildings Manager with progress reports as required.
Proper and good equipment will be supplied for the buildings at all times;
any equipment not approved will be replaced immediately.
Daily contact shall be maintained between the Buildings manager and the
janitorial Supervisor, both written and verbal, as required.
Contact with the top level management on a regular basis, to check status
of cleaning.
All janitorial personnel shall report any damages, breakage and plumbing
problems immediately to the supervisor. The supervisor will report any
of these occurrences to the facility department the following morning.
However, in case of any emergency in the buildings, the supervisor will
contact the Buildings Manager immediately and other proper authorities,
and follow emergency procedures as designated for the buildings.
page 3
Clean and polish metal and mirrors.
Empty waste containers.
Clean plumbing pipes under wash bowls, toilets and urinals.
Restroom Service: Weekly
Wipe down tile walls and toilet compartment partitions.
Wipe out waste containers and sanitary recepticles.
Flush floor drains with clean water and disinfectant.
Note: Seven (7) day per week service to beach restrooms.
GENERAL CONDITIONS SUPPLEMENTAL To JANITORIAL SPECIFICATIONS
1. No janitorial employee shall distrub or move any personal
items on desk or credenza.
2. All electrical equipment shall have OSHA approved wiring
and connectors.
3. All flammable substances shall be contained in a steel
locker in a designated area.
4. Alltrash containers used to move trash to Exit shall be
watertight. Otherwise Universal shall have the option to
decide the method and type of conveyance.
5. Safety equipment shall be provided for personnel where
required by OSHA. (Safety glasses, rubber gloves, etc.)
6. While working in secured areas, all doors shall be locked.
7. No janitorial personnel shall be allowed in any area other
than their area of responsibility, unless ordered by super-
visor.
8. No janitorial employees shall use customer lunch or coffee
areas or equipment.
9• All lighting, plumbing or other mechanical malfunctioning
is reported to the facilities management by means of a
written report, deposited in the facilities office. If
the malfunctioning is of an emergency nature, the Buildings
Manager is contacted immediately for correction.
0
SUPPLEMENTARY INFORMATION
TOOLS, EQUIPMENT, SUPPLIES
All tools, equipment and supplies necessary for acceptalbe per-
formance of the janitorial contract per your janitorial Spec-
ifications are included in this bid quotation. A separate list-
ing of restroom paper and soap supplies not included in the
janitorial quotation, is included herein.
INSURANCE
Universal employees are fully insured for work on your premises.
Proper certificates of insurance are available from our office
upon request.
SUPERVISION AND QUALITY CONTROL
Universal plans to utilize an experienced non -labor "in- house"
Supervisor as already mentioned, for our operation. This person
will have full authority from our Operations Department to run
the janitorial operation on a daily basis. However, our mutual-
ly preestablished guidelines will be established with this person
as a modue operandi, and he will be given constant guidance from
our mid -level operations management.
The quality control assignment will be assumed on a dialy basis
by the Supervisor and weekly by our Operations Department. A
monthly quality control tour will be affected each month.
• i
SUPPLEMENT
PARK & BEACH RESTROOMS
I have toured the various locations and reviewed the fre-
quencies of service with my partner, Mr. Salyer.
It is our opinion we will have to decline on submitting a
quotation to clean the various restroom facilities. Universal
Building Maintenance Company is not organized to accomplish
route type work. All our personnel are assigned to specific
locations and perform their work and leave.
The other factor is we have all our supervisory personnel
assigned to the second shift because 99% of our work is per-
formed after four p.m. The restroom cleaning activities in
your complexes would have to be done when we have no super-
vision to insure your standards are consistently maintained.
It is our recommendation to continue utilizing the city per-
sonnel to clean the restrooms and attend to the various emer-
gencies that arise..
1
2
3
4
5
PRICING ANALYSIS
CITY OF NEWPORT BEACH
City Hall $19,800
City Yard Complex 4,320
Community Development Building 2,400
Utilities 3,492
Council Chambers 1,980
$31,992
Note: Above prices include all labor,
supervision, cleaning supplies and equipment.
Restroom paper supplies are to be furnished by
City of Newport Beach.
r
Universal $uiUinq Maintenance Co., Inc.
1226 West Fifth Street 0 Santa Ana, CA 92703 • Telephone: 542.7266
REFERENCES
Security Pacific Bank Building
888 North Main Street
Santa Ana, California
75,000 square feet - 10 floors
Mr. Paul Jacobs
(213) 388 -3391
Hunt Foods & Industries
1645 W. Valencia Drive
Fullerton, California
175,000 square feet
Mr. Dick Todd
(714) 871 -2100
Commerce Park
Birch @ Dove Street
Newport Beach, California
200,000 square feet
Ms. Judy Clark
(714) 833 -8813
R. L. M. North Broadway Building
1600 North Broadway
Santa Ana, California
75,000 square feet - 10 floors
Mr. Richard McDermott
(714) 547 -6157
South Coast Financial Center
Bristol @ Sunflower
Costa Mesa, California
70,000 square feet - 7 floors
Mr. Bob Chitron
(213) 246 -7268
Park Lido Medical Center
351 Hospital Road
Newport Beach, California
80,000 square feet - 7 floors
Mr. Chuck Gately
(714) 645 -0500
The Wells Fargo Bank Building
401 Civic Center Drive West
Santa Ana, California
75,000 square feet - 10 floors
Mr. Dick Nielssen
(714) 835 -4011