Loading...
HomeMy WebLinkAboutC-2142 - Janitorial maintenance servicesCITE' OF NEWPORT BEACH OFFICE OF THE CITY CLERK (714) 640 -2251 March 31, 1981 TO: FINANCE DIRECTOR FROM: Citv Clerk SUBJECT: Contract No. 2142 Description of Contract Amendment to Janitorial Maintenance Agreement - Western Counties Maintenance Company, Inc. Effective date of ContractJanuary 1 1980 Authorized by Resolution No. 9699 adopted on 12 -10 -79 Contract with Western Counties Maintenance Company, Inc. Adress Amount of Contract $2,635.00 Wanda E. Andersen City Clerk WEA:bf i City Hall • 3300 Newport Boulevard, Newport Beach, California 92663 AMENDMENT TO JANITORIAL MAINTENANCE AGREEMENT (Western Counties Maintenance Company, Inc.) THIS AGREEMENT is made and entered into this, e day of Z'"' ti , 1981, by and between the CITY OF NEWPORT BEACH, a municipal corporation, hereinafter referred to as "City," and WESTERN COUNTIES MAINTENANCE COMPANY, INC., herein- after referred to as "Western." WITNESSETH: WHEREAS, City and Western have entered into a Janitorial Maintenance Agreement dated December 14, 1979; and WHEREAS, Western has requested an amendment to said Agreement to provide an increase in the compensation for services for work to be performed in the City Hall Annex and to delete services at the Utilities Building; and WHEREAS, the City Council has determined that the request for said amendments is reasonable and justifiable, NOW, THEREFORE, in consideration of the foregoing, the parties hereto agree as follows: 1. Paragraph 1 of the Janitorial Maintenance Agreement above described is amended to read as follows: I "1. Payment for Services. In consideration for the services to be performed by Western, City agrees to pay to Western the sum of Two Thousand Six Hundred Thirty -Five Dollars ($2,635.00) per month, payable•on the first day of each month, to be apportioned as follows: City Hall $ 1,910.00 City Yard Complex 360.00 Community Development (Building & Planning) 200.00 Council Chambers 165.00 TOTAL $ 2,635.00 Above prices include all labor, supervision, cleaning supplies and equipment. Restroom paper sup- plies shall be furnished by City. 2. Paragraph 3 of the aforementioned Janitorial Main- tenance Agreement is amended to read as follows: "3. Term. The term of this Agreement shall commence on January 1, 1981, and shall continue on a month -to -month basis subject to termination as hereinafter provided." 3. The remainder of the terms and conditions contained in said Janitorial Maintenance Agreement dated December 14, 1979, and any amendments thereto shall remain in full force and effect and continue to be binding on the parties hereto. 2 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be made and executed the day and year first above written. ATTEST: City Clerk APPROVED A,J3 Xp FORM: for CITY OF NEWPORT BEACH WESTERN COUNTIES MAINTENANCE COMPANY, INC. i By- zs— ���-`t t Its -6 %pct` 3 CITY WESTERN kv 012681 0 AMENDMENT TO JANITORIAL MAINTENANCE AGREEMENT (Western Counties Maintenance Company, Inc.) THIS AGREEMENT is made and entered into this day of , 1981, by and between the CITY OF NEWPORT BEACH, a municipal corporation, hereinafter referred to as "City," and WESTERN COUNTIES MAINTENANCE COMPANY, INC., herein- after referred to as "Western." WITNESSETH: WHEREAS, City and Western have entered into a Janitorial Maintenance Agreement dated December 14, 1979; and WHEREAS, Western has requested an amendment to said Agreement to provide an increase in'the compensation for services for work to be performed in the City Hall Annex and to delete services at the Utilities Building; and WHEREAS, the City Council has determined that the request for said amendments is reasonable and justifiable, NOW, THEREFORE, in consideration of the foregoing, the parties hereto agree as follows: 1. Paragraph 1 of the Janitorial Maintenance Agreement above described is amended to read as follows: "1. Payment for Services. the services to be performed by pay to Western the sum of Two T Thirty -Five Dollars ($2,635.00) the first day of each month, to follows: • In consideration for Western, City agrees to iousand Six Hundred per month, payable on be apportioned as City Hall $ 1,910.00 City Yard Complex 360.00 Community Development (Building & Planning) 200.00 Council Chambers 165.00 TOTAL $ 2,635.00 Above prices include all labor, supervision, cleaning supplies and equipment. Restroom paper sup- plies shall be furnished by City. 2. Paragraph 3 of the aforementioned Janitorial Main- tenance Agreement is amended to read as follows: "3. Term. The term of this Agreement shall commence on January 1, 1981, and shall continue on a month -to -month basis subject to termination as hereinafter provided." 3. The remainder of the terms and conditions contained in said Janitorial Maintenance Agreement dated December 14, 1979, and any amendments thereto shall remain in full force and effect and continue to be binding on the parties hereto. 2 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be made and executed the day and year first above written. ATTEST: City Clerk ( L CITY OF NEWPORT BEACH By ayo WESTERN COUNTIES MAINTENANCE COMPANY, INC. Its' t s 3 CITY WESTERN kv 012681 00 RESOLUTION NO. 9868 •0 A RESOLUTION OF THE CITY COUNCIL OF NEWPORT BEACH AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AMENDMENT TO JANITORIAL MAINTENANCE AGREEMENT BETWEEN THE CITY OF NEWPORT BEACH AND WESTERN COUNTIES MAINTENANCE COMPANY, INC. WHEREAS, there has been presented to the City Council of the City of Newport Beach a certain Amendment to Janitorial Maintenance Agreement between the City of Newport Beach and Western Counties Maintenance Company, Inc. for services at City Hall, the City Yard complex, the Planning and Building Depart- ments Building, Utilities Building and Council Chambers; and WHEREAS, the City Council has reviewed the terms and conditions of said Amendment to Janitorial Maintenance Agreement and finds them to be satisfactory and that it would be in the best interest of the City to execute said Amendment, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Newport Beach that the Amendment 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 26th day of January, 1981. ATTEST; City Clerk 012081 kv 1 s T0: MAX 1j�D,�kTY COUNCIL FROJV +h&'VI` Udrr&IL CITY OF tl; WPORT BEACH CITY OF NEWPORT BEACH PERSONNEL OFFICE Jan. 26, 1981 �� AGENDA ITEM NO. H -2(b) SUBJECT: AMENDMENT TO THE WESTERN COUNTIES MAINTENANCE COMPANY INC. AGREEMENT TO INCREASED CUSTODIAL SERVICES BACKGROUND: The City entered into an agreement with the Western Counties Mainten- ance Company, Inc. on the loth of December 1979, to provide janitorial maintenance services for the City Hall, City Yard Complex, Community Development Building, Utilities Building and the Council Chambers. The monthly payment for their services is $2,666.00. PROPOSAL: Western Counties Maintenance Company has proposed additional janitorial services to maintain the new extension of the City Hall Annex in which the Fire Department Headquarters offices are now located, for a monthly increase of $260.00. RECOMMENDATION: These offices contain 1600 square feet of area. The staff deems the increased cost reasonable and recommends that the City Council accept Resolution No. approving the $260.00. RROBERT L. WYNN l' Deoenber 17, 1979 CITY OF NEWPORT BEACH Western Counties Maintenance Co., Inc. P. O. Box 865 Balboa Station Newport Beach, Ca. 92661 OFFICE OF THE CITY CLERK (714) 640 -2251 Enclosed is an executed copy of the Janitorial Maintenance Agree- ment, Which was adopted by the Newport Beach City Council on Demaber 10, 1979. DORIS GEOFCE, City Clerk Encl DG:vmw City Hal] • 3300 Newport Boulevard, Newport Beach, California 92663 r TO: FINANCE DIRECTOR FROM: City Clerk SUBJECT: Contract No. 2142 Description of Contract CALIFORNIA City Hall 3300 W. Newport blvd. Area Code 714 DATE December 17. 1979 Janitorial Maintenance Services Authorized by Resolution No. 9699 adopted on December 10, 1979 Effective date of Contract December 14, 1979 Contract with Western Counties Maintenance Ccmpany, Inc. Address P. 0. Box 865 Balboa Station Newport Beach, Ca. 92661 Amount of Contracct 2,666.00 per month —� City Clerk S A - (-� Ll_cLzl_-L41�0 By me +IY GUJrq%;1L CITY Oil !4-"rr0AT 26ACH TO: MAYOR AND CITY COUNCIL CITY OF NEWPORT BEACH OFFICE OF THE CITY MANAGER November 25, 1979 FROM: City Manager SUBJECT: CONTRACTING MAINTENANCE SERVICES COUNCIL AGENDA NO. Or" 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 wit Uri— niversaf Building Maintenance Counties Maintenance Company. III. DISCUSSION: A staff review of other services to, the cities of Fountain both cities are more than satisfied ascape clause in the maintenance contract and give the contract, instead, to Western agencies that Western provides maintenance Valley and Costa Mesa, indicates that 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. t Lzi 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. ) W R ERT L. WYNN, City Ma ger Attachments: Janitorial Maintenance Agreement Western Co.Maintenance Requirements - Exhibit A 11 " Specifications - Exhibit B JANITORIAL MAINTENANCE AGREEMENT THIS AGREEMENT is made and entered into this day of , 1979, by and between the CITY OF NEWPORT BEACH, a municipal corporation, hereinafter referred to as "City," and WESTERN COUNTIES MAINTENANCE COMPANY, INC., a California corporation, hereinafter referred to as "Western." W I T N E S S E T H: WHEREAS, City desires to have the janitorial main- tenance services for City Hall, the City Yard complex, Communi- ty Development Building, the Utilities Building, and City Council Chambers; and WHEREAS, Western is equipped to perform such services and presented City with a Janitorial Maintenance Proposal; and WHEREAS, it is City's desire to employ Western 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 Western, City agrees to pay to Western 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 $ 1,650.00 per month City Yard Complex. 360.00 per month Community Development Bldg. 200.00 per month Utilities Building 291.00 per month Council Chambers 165.00 per month $ 2,666.00 per month Above prices include all labor, supervision, cleaning supples and equipment. Restroom paper supplies shall be furnished by City. 2. Maintenance. All work to be performed by Western 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 Exhibits "A" and "B" attached hereto and made a part herein by this reference. 3. Term. The term of this agreement shall commence on , 19 , and shall continue on a month -to -month basis subject to termination as hereinafter provided. 4. Termination and Notice Thereof. It is hereby mutually 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 Western: Western Counties Maintenance Co., Inc. Post Office Box 865 Balboa Station Newport Beach, CA 92661 To City: City Manager City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 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. 5. Hold Harmless Insurance. Western 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 Western's business. -2- I a M Western 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 ($500,000.00) combined single limit, naming the City and its officers, agents and employees as additional insureds and further providing an endorsement 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 coverages, 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 satis- factory to City and certificates issued by the insuring company shall be submitted to City concurrently with the execution of this agreement. 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 effec- tive date of such policy or policies. 6. Workers' Compensation Insurance. Western shall obtain and maintain any necessary workers' compensation insurance for all employees of Western, 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. -3- I IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year first above written. ATTEST: t ity Clerk APPROVED AS!TO FORM: r i tyl`�tor APPROVED AS TO SUFFICIENCY: City Manager CITY OF NEWPORT BEACH A Municipal Corporation By Mayor U k_)— WESTERN CONIES MAINTENANCE CO., INC. A CaliIforn'a Corporation By Iz- �io�"75 L- -4- HRC /kv 11/7/79 GENERAL REQUIREMENTS FOR THE PROVISION OF JANITORIAL SERVICES CITY OF NEWPORT BEACH, CALIFORNIA November 7, 1979 Any person, firm or corporation bidding to provide janitorial services to buildings for the City of Newport Beach shall: 1. Provide with the bid at least two letters of reference from the management of firms for which bidder has or is providing janitorial services for a period of not less than six months. 2. Agree to provide all labor, supervision, equipment and supplies (including soap for dispensers, plastic liners for waste baskets, urinal deodorizer cakes, deodorant disinfecting cleaning agents, cleansers, mops, dust cloths, vacuum cleaners, buffers, and any other equipment and supplies required) speci- fied in the janitorial service specifications for the term of the contract at the prices quoted. 3. Agree to perform all work specified for 12 months at the prices quoted and to certify weekly that a supervisor has inspected the work of his employees and found that the work is being performed according to these requirements and the janitorial service specifications. 4. Agree to furnish a certificate of Workers' Compensation Insurance to cover all claims to contractor or employees while providing janitorial services to the City of Newport Beach. 5. Agree to obtain, within five days of executing contract, a current City of Newport Beach business license for janitorial service and to maintain a current business license throughout the term of said contract. 6. Agree that contractor's employees shall wear uniforms identifying contractor's firm. 7. Agree that employees of the janitorial firm shall not permit access into City of Newport Beach -owned buildings unauthorized persons, including friends and children of employees of contractor. 8. Agree to store in contractor's vehicles and premises, supplies and equipment of contractor, and not to store such supplies and equipment in City -owned closets, unless specifically authorized by Director of General Services. 9. Agree to pay all federal and state payroll taxes for employees of contractor, and that said employees shall in no way be construed as employees of City. EXHIBIT "A" General Requirements for the Provision of Janitorial Services Page Two of Two 10. Certify that the janitorial firm does not engage in discriminatory employment practices on the basis of race, sex, religion, age, or national origin, and agree to conform to all applicable federal laws and guidelines pertaining to non - discrimination in employment. 11. Agree that keys to City of Newport Beach -owned property in the custody of contractor's employees shall be accounted for at all time; that contractor shall be liable for the expense of re- keying all locks to the building to which contractor's employees lose keys; that no duplicate keys shall be made without the consent of City in writing; that breach of this provision shall be cause for voiding of the contract; that contractor shall surrender all keys to the City holdings upon termination of any contract; and that expense of re- keying buildings shall be deducted from any final payment to contractor for any keys not returned to the City upon termination. 12. Agree to maintain 24 -hour, seven - day -per -week telephone service and to respond promptly to clean up any work left undone after City notifies contractor by telephone of said failure to perform. 13. Agree that the Janitorial Service Spefications may be altered upon mutual agreement of both parties as to the price for any added or subtracted services. 14. Agree to conform to all applicable federal and state occupational Safety and Health Act standards in the perfor- mance of janitorial services. 15. Agree to provide to the City, prior to the awarding of bids, any information relevant to the consideration of such bids, which the City may request. Such information may relate to specific items in the bid, or to items not contained in the bid, but relative to the bidder's overall ability to satisfactorily perform the duties as outlined in the speci- fications. 16. Agree that the contract for janitorial services, if awarded, shall be entered into by the person(s), firm or corporation in whose name the bid is submitted, and that said person(s), firm or corporation shall not subcontract any portion of or all of the duties listed in the specifications, without prior written approval of the City of Newport Beach. Lorlai Jervi�u op"i� �La�iuio w CITY Of NEWPORT BEACH following are specifications for the performance of janitorial services in the City Hall, City Yard complex and Community Development Building. Services are to 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 the specified times; make sure doors to surrounding rooms are locked. 2. Turn out lights not on time clocks and not specified by City as re- required for decorative, security or safety lighting. 3. Assume responsibility for reasonable protection of City property in portions of City Hall and Council Chamber Buildings while working in the building. %!_.. Lock doors, shut off lights and disconnect applicances, etc. when meetings are ended. 5.` Keep_.waste baskets clean, inside and outside, and install new plastic trash bag liners in said baskets. ti. Sweep all uncarpeted -floors, including under the furniture, using treated dust cloths or dust mops. 7. Clean spots from uncarpeted floors, giving special attention to employees' lunch room and restrooms. 8. Vacuum all carpets with commercial vacuum cleaner, including under furniture, and dust table and counter tops. 9 Remove carbon, ditto blue, and other stains from desks, counters and table surfaces by washing with appropriate chemical. 10, Clean and sanitize drinking fountains, remove spots and polish metal. 11. Empty all ashtrays and sand urns and wipe ashtrays clean. 12. Pick up litter and sweep porches at building entrances. 13. Sweep and wash restroom floors with pine oil disinfectant or equivalent. Wipe wails and floor tile clean. ln. Clean restroom wash basins, toilet bowls and seats and urinals with pine oil disinfectant detergent or equivalent; eliminate urine odor from restrooms. 15. Clean and refill restroom towel, toilet tissue, paper toilet seat cover and soap dispensers with supplies; replace urinal deodorant cakes as used up. EXHIBIT "B" 16. Clean splash- screens in men's urinals. 17. Polish mirrors and chrome portions of fixtures, piping and toilet seat hinges. 18. Clean spots and marks from restroom walls and toilet partitions. 19. Clean chalkboards. 20. Pick up litter and sweep outside building entrances. 21. Clean General Service and Utility Departments' restroom circular wash -up sink, wash basins, toilet bowls and seats, showers and urinals with pine oil disinfectant deterent or equivalent; eliminate urine order from rest - rooms. Services to be performed once a week: 1. Vacuum fabric furniture and remove spots. 2. Wash and sanitize restroom tile walls and toilet partitions. 3. Clean fingermarks and smudges from cabinets, walls, doors, partitions around door handles and light switches and other frequently touched places. 4. Remove shoemarks from baseboards, walls and legs of furniture. Services to be performed once a month: 1. Damp mop and machine scrub uncarpeted floors, wax and buff; wipe all baseboards and furniture legs clean after each floor refinishing. 2. Vacuum drapes and cornices. 3. Dust all picture frames and other objects on walls. 4. Wash inside and outside windows and their sills. 5. Dust venetian blinds. 6. Clean all wall and ceiling vent and fan covers. 7. Clean aluminium and wood door sills, checks, kick plates, etc. 8. 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). Services to be performed every three months: 1. Clean and wax floors in vaults in Finance Department, Public Works Department and City Clerk's Office during working hours. 2. Strip wax from uncarpeted floors, wax and buff. Services to be performed every six months: 1. Shampoo or steam clean carpets on weekends. C _ -zlyL i_ A RESOLUTION NO. 9699 A RESOLUTION OF THE CITY COUNCIL OF THE, CITY OF NEWPORT BEACH AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE JANITORIAL MAIN- TENANCE AGREEMENT BETWEEN THE CITY OF NEWPORT BEACH AND WESTERN COUNTIES MAINTENANCE CO., INC., FOR JANITORIAL MAINTENANCE SERVICES FOR CITY HALL, THE CITY YARD COMPLEX, COMMUNITY DEVELOPMENT BUILDING, UTILITIES BUILDING AND 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 Western Counties Maintenance Co., Inc., for janitorial services for City Hall, The City Yard Complex, Community Development Building, Utilities Building and 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 day of DEC 10 ATTEST: CITY CLERK 1979. HRC /ap 12/6/79