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HomeMy WebLinkAboutC-2712 - Maintenance Service for Library0 CITY OF NEWPORT BEACH OFFICE OF THE CITY CLERK P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915 (714) 644 -3005 d A TO: FINANCE DIRECTOR FROM: CITY CLERK DATE: August 8, 1988 SUBJECT: Contract No. C -2712 Description of Contract Maintenance Service for Library Effective date of Contract August 8, 1988 Authorized by Minute Action, approved on July 25, 1988 Contract with Reliable Maintenance Service Address 1681 Langley Avenue, Suite A Irvine, CA 92714 Amount of Contract (See Agreement) &4/'tt' s 64e Wanda E. Raggio City Clerk WER:pm Attachment 3300 Newport Boulevard, Newport Beach G 772 CONTRACTOR AGREEMENT THIS AGREEMENT, entered into this &G day of , 1988, by and between CITY OF NEWPORT BEACH, a municipal corporation (hereinafter referred to as "City "), and Reliable Maintenance Service whose address is 1681 Langley Avenue, Suite A, Irvine, California, 92714, (hereinafter referred to as "Contractor "), is made with reference to the following: RECITALS• A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City. B. City and Contractor desire to enter into an agreement for janitorial maintenance services at the Newport Beach Public Library upon the terms and conditions herein. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TE RM: The term of this Agreement shall commence on the 12th day of August, 1988, and shall terminate on the 11th day of August, 1989, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED: Contractor shall perform each and every service set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. 1 3. COMPENSATION TO Contractor: Contractor shall be compensated for services performed pursuant to this Agreement in the amount and manner set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. 4. STANDARD OF CARE: Contractor agrees to perform all services hereunder in a manner commensurate with the community professional standards and agrees that all services shall be performed by qualified and experienced personnel who are not employed by City nor have any contractual relationship with City. 5. INDEPENDENT PARTIES: City and Contractor intend that the relation between them created by this Agreement is that of employer- independent contractor. The manner and means of conducting the work are under the control of Contractor, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment will be acquired by virtue of Contractor's services. None of the benefits provided by City to its employees, including but not limited to unemployment insurance, workers' compensation plans, vacation and sick leave are available from City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer - employee • • relationship from any fees due Contractor. Payments of the above items, if required, are the responsibility of Contractor. 6. HOLD HARMLESS: Contractor shall indemnify and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses whatsoever, including reasonable attorneys' fees, regardless of the merit or outcome of any such claim or suit arising from or in any manner connected to Contractor's negligent performance of services or work conducted or performed pursuant to this Agreement. Contractor shall indemnify and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses whatsoever, including reasonable attorneys' fees, accruing or resulting to any and all persons, firms, or corporations furnishing or supplying work, services, materials, equipment or supplies arising from or in any manner connected to the Contractor's negligent performance of services or work conducted or performed pursuant to this Agreement. 7. On or before the commencement of the term of this Agreement, Contractor shall furnish City with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with paragraphs 7A, B, C and D. Such certificates, which do not limit 3 • • Contractor's indemnification, shall also contain substantially the following statement: "Should any of the above insurance covered by this certificate be cancelled or coverage reduced before the expiration date thereof, the insurer afforded coverage shall provide thirty (30) days' advance notice to the City of Newport Beach by certified mail, Attention: Library Director." It is agreed that Contractor shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement with an insurance company that is acceptable to City and licensed to do insurance business in the State of California. A. COVERAGE: Contractor shall maintain the following insurance coverage: California. (1) Worker's Compensation: Statutory coverage as required by the State of (2) Liability Comprehensive general coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence $1,000,000 aggregate products /completed operations $1,000,000 aggregate - all other (if applicable) Property Damage: $100,000 each occurrence $250,000 aggregate 4 0 0 If submitted, combined single limit policy with aggregate limits in the amount of $1,000,000 will be considered equivalent to the required minimum limits shown above. B. SUBROGATION WAIVER: Contractor agrees that in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, that Contractor shall look solely to its insurance for recovery. Contractor hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Contractor or City with respect to the services of Contractor herein, a waiver of any right of subrogation which any such insurer of said Contractor may acquire against City by virtue of the payment of any loss under such insurance. C. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing permitted to obtain such insurance in the an agent of the Contractor and shall Contractor for the costs of the insurance rate permitted by law computed from the received that the premiums have been paid. D. ADDITIONAL INSURED: insurance, City shall be Contractor's name or as be compensated by the premiums at the maximum date written notice is City, its City Council, boards and commissions, officers, and employees shall be named as an additional insured under all insurance coverages, except any professional liability insurance, 5 0 0 required by this Agreement. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured. An additional insured named herein shall not be held liable for any premium, deductible portion of any loss, or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy. 8. PROHIBITION AGAINST TRANSFERS: Contractor shall not assign, sublease, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Contractor is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Contractor, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power of the corporation. 11 9. PERMITS AND LICENSES: Contractor, at its sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, licenses and certificates that may be required in connection with the performance of services hereunder. 10. NOTICES• All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals from Contractor to City shall be addressed to City at: City of Newport Beach 3300 Newport Boulevard P.O. Box 1768 Newport Beach, CA 92658 -8915 Attention: Library Director All notices, demands, requests, or approvals from City to Contractor shall be addressed to Contractor at: Reliable Maintenance Service 1681 Langley Avenue, Suite Art' Irvine, CA 92714 (_a�4/o 11. TERMINATION• In the event Contractor hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Contractor shall be deemed in default in the performance of this Agreement. If such default is not cured 7 0 within a period of two (2) days after receipt by Contractor from City of written notice of default, specifying the nature of such default and the steps necessary to cure such default, City may terminate the Agreement forthwith by giving to the Contractor written notice thereof. Each party shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving thirty (30) days' prior written notice to the other party as provided herein. Upon termination of this Agreement, each party shall pay to the other party that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 12. COST OF LITIGATION: If any legal action is necessary to enforce any provision hereof or for damages by reason for an alleged breach of any provisions of this Agreement, the prevailing party shall be entitled to receive from the losing party all costs and expenses in such amount as the court may adjudge to be reasonable attorneys' fees. 13. COMPLIANCES: Contractor shall comply with all laws, state or federal and all ordinances, rules and regulations enacted or issued by City. 14. WAIVER• A waiver by City of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of e any subsequent breach of the same or any other term, covenant, or condition contained herein whether of the same or a different character. 15. INTEGRATED CONTRACT: This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both City and Contractor. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first above written. APPROVED iI AS TO FORM: City Attorney ATTEST: Reliab? Maintenance Service JANITORIAL MAINTENANCE PIROPOSAL FOR NEWPORT. PEACH PUBLIC LIBRARY Submitted by RELIABLE MAINTENANCE SERVICES, INCORPORATED Hy Rosenberg, Chief Executive Officer, (714) SS6 -2540 • 1681 Langley Ave., Suite A, Irvine, CA 92714 • (213) 427.6464 7 Reliale Maintenance Servilbe July 11 1988 NEWPORT PEACH PUBLIC LIBRARY 856 San Clemente Drive Newport Beach, CA 92664 RE: Newport Center, Balboa, Corona Del Mar, Mariners Libraries Dear Janet: Reliable Maintenance Service is pleased to submit the following proposal for services on the above- captioned building. It is our intention to perform all the specified services using the specifications we have provided in conjunction with yours as a guideline only. We will, through operational coordination with yqu, schedule both the day and night staff members in the most efficient methods known to us. In this way, we assure you of the highest standard of cleaning performance at all times. Reliable Maintenance Service is presently providing services in comparable facilities located in three counties in southern California, totalling over twenty million square feet per night. This proposal provides for the regular daily and nightly cleaning done seven times pet, week at the Newport Center Library and six times per week at the Balboa, the Corona Del Mar, and the Mariners. Libraries The exact hriiAr s of service will be arranged to suit business operating hours. We trust this proposal meets with your approval and should you wish further discussion, please do not hesitate to call on me. We remain Cordially, Hy Rosenberg Chief Executive Officer Reliabil Maintenance Serviffl TERMS OF AGREEMENT Reliable Maintenance shall perform all of the services outlined in this proposal for the monthly charges: (1) Newport Center Library cleaning will occur seven.--) times per week. (2) The Balboa, Corona Del Mar, and the Mariners Library cleaning will occur six times per week. Total monthly cost will be $3,100.00. These prices include wages, contractor furnished supplies and equipment, payroll taxes, insurance and supervision cost. This agreement shall continue on a monthly basis at the prices /rates quoted in paragraph one for a period of one year. Cancellation of this agreement may be made by either party upon the issuance of a thirty day written notice. It is further agreed that.Reliable Maintenance employees will not be hired by your firm for a period of ninety days following cancellation.of the contract without the express written consent of Hy Rosenberg. Terms are net ten days from date of invoice. Should this account be given to an attorney for collection, you agree to pay all collection costs including reasonable attorney fees. APPROVED AND ACCEPTED Newport Beach Public Library 856 San Clemente Drive Newport Beach, CA 92660 By Newport Beach Public Library RELIABLE MAINTENANCE, INC. 1681 -A Langley Ave., Ste. A Irvine, CA 92714 By RELIABLE MAINTENANCE,INC �I .m z' x f r H N O 2 ;n Reliab)? Maintenance Servic? GROGRAM MANAGEMENT AND SUPERVISION I. The intent of Reliable Maintenance Company is to provide the immediate availability of its management's experience and resources to insure that you receive a quality program with adequate management and supervision. To make this intent a reality, our plan is to provide the following: A. In -depth management and administrative support from our main office. This support will include all personnel work, work analysis, work method studies, periodic quality inspections and program performance reviews with you (or your representative). B. Regular management support from an experienced Divisional Manager. The Divisional Manager will make periodic inspection tours of the facility for the purpose of program evaluation and liaison with your representative. C. A trained and qualified Project Manager will handle day - to-day operations of the program; who will meet regularly with the designated representative to coordinate all housekeeping services. This manager's duties will include: 1. Continual supervision of the assigned work. force. 2. Daily quality inspections. 3. Direction and supervision of all special requests. D. A system will be incorporated to provide a same -day correction, should a request be made by your company. This information shall be entered on a ledger, signed - off and dated upon completion. A detailed record will be maintained of tasks "ndertak.en and completed. This ledger- will remain on the premises at all times. II. The main office, division manager and project manager chain of command will ensure a well- managed and supervised cleaning program. As in other established programs, great emphasis is placed on on -site management and supervision. Through experience, we know that in order . for a housekeeping program to be successful, there must be effective supervision. Continued day -to -day motivation by our supervisors is a key factor in attaining high standards of quality and productivity! Reliab? Maintenance Service PERSONNEL We will furnish and provide all necessary labor required for the efficient maintenance and operation of your building. Reliable Maintenance shall make provision for all personnel to be attired in suitable dress, coveralls, or trousers and shirts. We are engaged as an independent contractor, and all persons employed by us are our employees. All authority to employ any person is reserved to Reliable Maintenance. We will, however, remove any employee from the job, if so requested by you. PERSONNEL AND TRAINING All Reliable Maintenance Service employees are personally interviewed and carefully screened for character and temperament. Only those with a satisfactory work history will be considered for employment. Our personnel will be neatly dressed while on the premises. (Uniforms may be requested on an optional basis.) RMS believes that employee training is one of the most important ingredients in a high quality and efficient housekeeping program. RMS will maintain an extensive formal training program of all hourly personnel. The training program will act as a refresher course for those experienced personnel. It is to be understood that all personnel will receive training prior to being assigned to the project. The training program will be will consist of the formal tr in this section). Phase II This phase of the training exploration of the on-the-job area of responsibility. INSTALLATION divided wining (a consists program problems into two phases: phase I brief outline is included of on- the -job training. emphasizes the definitive specific to the cleaner's In order that the housekeeping program can be productive from its inception, considerable work and planning will be done prior to the actual installation. Daily and project work schedules will be written. Potential employees will be interviewed and sUccessful applicants will be trained in the basic cleaning routines. The proper cleaning materials and the appropriate equipment will be ordered. Reliabletaintenance Service Our cleaners will receive classroom training before installation so that all personnel will be familiar with our work methods as well as tools and supplies required to accomplish their- new assignments. The cleaners will be given written work schedules) a complete tour of the work station; along with an explanation of their assignments. During the experienced cleaners on management s the success conducted to initial installation period, program installers will be their new schedules. RMS apport_during the initial st of our program. Continued insure continuing success. SUPPLIES AND EQUIPMENT a full complement of on duty to start the will provide complete ages in order to insure quality checks will be We will furnish and provide necessary supplies and equipment to I � perform our given tasks in accordancrr with your specifications. H All such supplies and equipment will be properly stored in the z building. z n Reliab? Maintenance Service QUALITY CONTROL TWENTY FOUR HOUR SUPERVISORY FORCE We will furnish; A. DIRECT SUPERVISION Work directed by qualified, trained and experienced foremen. All personnel trained and instructed on methods and systems. Accurate reporting on previous night's activities. 1A OUTSIDE SUPERVISION Supervision of foremen. Setting up and maintaining systems for cleaning. Maintaining periodic cleaning schedule. Careful screening of working personnel. Maintain the best possible work. standards. Telephone switchboard service from our local headquarters. C. QUALITY INDEX RATING* Regular and frequent inspections. Initial index rating. Monthly quality index rating to determine level of work being performed. We are to have general discretionary powers supervision of the maintenance of the building. AI in the 1 a I q h n *Our own established rating systems will be used to determine quality index of work. performed. These ratings will be 1 y reviewed with you periodically at your convenience. o z W Reliable Maintenance Service FACILITY SECURITY SYSTEMS Reliable's clients have many security needs and alarm systems. (Aerospace *, Computer Industries, Medical Buildings, Financial Centers, etC.). * Reliable meets all GSA security requirements: 1) security employment regulations, 2) assignment of classified persons to classified areas, 3) security cleaning systernv , 4) guidelines to handle classified trash material, 5) complementing company confidential materials (graphs, models, blueprints, reading matter, etc.) that are in visible positions in classified areas., E) knowledge of operations of all types of security alarm systems, 7) commitment to polygraph investigations. Reliablekaintenance Service SPECIAL PROCEDURES All cleaning personnel will report any damage, breakage, and /or plumbing problems immediately to RMS night supervisors. Designated lights will be turned off, with the exception of safety and fire lights. Janitorial closets to manner. 5F_RVICE DEPARTMENT be kept in a neat, clean and orderly Our service department switchboard is open 24 hours per day for, any information - special services - or for any emergency call: (714) 556 -2540. PERSONNEL AND SECURITY Out- employees are screened for ability and reliability. A complete and current employee and applicant file is maintained. Work on your premises will be performed only by permanently assigned employees or crew during authorized hours. Employees will secure burglar or other required security procedure. INSURANCE Reliable Maintenance Service carries complete Worker's Compensation Insurance, Fidelity Bond coverage, Public Liability and Property Damage Insurance. (Limits of up to $1,000,000). The client is completely relieved from any claim for damage to persons or property, or for any injury to employees of the or property, or for any injury to employees of the service service company while they are performing any work under the terms of the agreement, or are proceeding to or from said ,job location. C- r°tificates of Insurance are available upon request. Reliablekaintenance Service ABSENTEEISM All nightly work must be performed in the course of the night's operation regardless of absenteeism. WORK. DETAIL. A. AUTHORITY AND RESPONSIBILITY OF THE TOP SUPERVISOR: Reliable Maintenance, Inc. will assign to t. Berardi, operative manager with management and who is capable through previous training to coordinate all areas of this cleaning woiAld have complete authority of operation responsible for the quality of cleanliness of -1is project, D. responsibility and experience contract. He and would be this building. He would be available to building administration around -the- clock throLigh our office's twenty -f-ur hour switchboard. His specific duties would be as follows: 1. Be thoroughly familiar- with the premises; the specifications regarding the cleaning of same; and knowledge of special problem areas which, through use, etc., require specialized attention. 21 Participate in the staffing of supervisory personnel, working foremen, night and day cleaners, from personnel department selections. 3. Participate in both classroom and on- the -job training programs. k. Attend all seminars necessary to better equip him to cope with the responsibilities of his job. 5. Participate in all subordinate evaluation programs. 6. Make weekly review of condition of rosters, personnel needs, etc., submitting requisitions of new employees needed to personnel department. Reliabletaintenance Service 7. Prepare necessary work schedules, and make up schedules coordinating the same with assigned building personnel. 8. Prepare all supply and ego.tipnrent requisitions based on ,job needs. 9. Be responsible for the condition and safeness of mechanical equipment used in the .job. 10. Conduct complete on -the- -job deilings with assigned building personnel, making whatever decisions necessary to facilitate the proper levels of cleanliness. B. AUTHORITY AND RESPONSIBILITIES OF SUBORDINATE SUPERVISORY PERSONNEL: It would be the responsibility of Reliable Maintenance, Inc. subordinate supervisory personnel to meet weekly with the operations manager. Specific duties of subordinate supervisory personnel are as follows: 1. Become thoroughly familiar with the premises, and all special problem areas which, through use, etc., require special attention. 2. Become thoroughly familiar- with the cleaning specifications and building standard. 3. Inspect cleaning after performed, on a nightly basis strictly adhering to the cleanliness levels desired by building personnel and Reliable Maintenance, Inc. 4. Be completely familiar with all .job assignments and the requirements of these assignments. S. Maintain necessary payroll records and distribute payroll checks. 6. Participate in all employee training programs. 7. Advise operations manager, of all requirements as to supplies, equipment and personnel. Reliab?e Maintenance Service 8. Be directly responsible for quality levels of cleaning. 9. Meet weekly with building management personnel as required. IQ. Review daily with operations manager, the next night's planning as well as the previous night's performance. 11. Participate in employee evaluation. 12. Be responsible for employee cleaning method and performance. C. STOCN,ING, CONTROL AND ALLOCATION OF SUPPLIES: Reliable Maintenance, Inc. would maintain on -site inventory of all materials and equipment based on job needs. Allocation of supplies is handled by supervisory personnel. All supply and equipment inventory is maintained on the project. D. STAFFING CONCEPT: Upon notice from customer that Reliable Maintenance, Inc. has been awarded this contract, Reliable management personnel would meet with assigned building personnel to prepare basic operational requirements. WORKING FOREMAN Reliable Maintenance, Inc. plans to employ one (1) full -time Working Foreman on the nightly cleaning shift who will have direct responsibility for quality levels of cleaning. E. MISCELLANEOUS 1. A log book shall be kept in a designated place on the premises, to be approved by building personnel, in which a record shall be made promptly of any occurrences requiring the attention of Reliable Maintenance, Inc. 2. Total responsibility in connection with the performance of contract cleaning of this complex will be assigned to our operation manager. It will be his function to conduct day -to -day dealings with assigned building personnel and to make whatever decisions necessary to abide by our contractual agreement. c r c c y n� M n 0 z ReliabP Maintenance Service TRAINING OUTLINE FOR JANITORS FIRST SESSION I Welcome rew employees to Reliable Mainterance Service, including a discussion of: A. Basic company policies, incentives and benefits. B. Importance of quality levels, punctuality, and attendance; security requirements. C. Advancement and growth potential. II General discussion of six basic steps in cleaning: A. Care, use, maintenance of equipment /chemicals. B. Ash tray and waste basket emptying. C. Furniture and equipment dusting. D. Dust mopping and vacuuuming. E. Spot cleaning. F. Spot mopping or damp mopping. SECOND SESSION 1 Tools and standard cleaning methods. A. Ash tray and waste basket emptying and damp wiping. B. Furniture and equi.pmert dusting and polishing. II Practical application: A. RMS facility. B. Field (hands on) facility. THIRD SESSION I Tools and standard cleaning methods. A. Dust mopping, damp mopping, and vacuuming. B. Spot cleaning walls, doors, glass, brightwork. -FAIS Reliabl!Maintenance Servic* FOURTH SESSION I Tools and standard methods of restroom cleaning. II Practical (on -site work). FIFTH SESSION I Standard cleaning methods and tools for: R. Wet mopping. B. Floor maintenance: 1. Buffing. 2. Reconditioning /rnairtainirig. 3. Stripping and refinishing. II Practical work. (on- site). ReliabilMaintenance Servic? GENERAL SPECIFICATIONS Office and Common Areas General Cleaning 1. Empty all ashtrays & wipe each clean with a clean damp cloth. 2. Empty all wastebaskets & change all plastic liners as necessary. Wash out receptacles as needed. (Liners to be supplied by owner). 3. Take all trash to designated areas for removal from building. 4. Screen all sand urns of butts & debris. Wipe clean the container. S. Using a chemically treated cloth, dust all horizontal surfaces (low dusting), furniture & equipment. Desks which are Cluttered with work papers will rot be dusted. 6. Clean & sanitize telephones. 7. Clean conference tables, chairs & blackboards. 8. Remove fingerprints, marks & stains from all walls, partitions, desks, cabinet < :.., & doors. 9. Spot clean all handplates, kickpiates, utility plug plates, light switches and doorknobs. D W M Yr 2xYr X X X X X X X X X Reliablekaintenance Service 10. Vacuum & spot clean carpets in all traffic areas, removed staples & other debris. 11. Using a dustless mop with dust down preparation, spot damp mop all tile & cement floors. Remove all black scuffmarks. lc. Clean, sanitize, wipe free of all stains & splash marks all water coolers or fountains. 13. Remove fingerprints, smc•ke streaks, smudges & other marks from all glass doors, partitions & mirrors. D W M Yr cxYr X X X X 14. When exiting any suite, shut N/A off lights, close all drapes, lock suite doors adjacent to common hallways, unless directed otherwise by Asset Manager's Office. 15. Perform additonal work as N/A requested by lessee & bill directly to lessee. Reliable Maintenance Service 0 Lobby and Common Areas General ClearninR 1. Empty, clean and polish all ash containers. P. Screen all sand urns of cigar- ette butts & other debris. 3. Empty and -clean inside & out all waste baskets, replace trash liners as necessary. (Owner to supply). 4. Vacuum, dust, sweep off C-r damp wipe & spot clean furniture as required (using proper cleaning procedure for, either fabric, vinyl or wood). 5. Wipe clean all glass, wood or, metal doors & door jams. 6. Dust & clean all horizontal surfaces under 75. D W M Yr %xYr X R X X X X 1 t Reliablekaintenance Services 7. Clean & sanitize all tele- phones. a. Wipe clean all directories. s. sweep & wipe clean all foot thresholds. 10. Clean, polish & sanitize all water fountains. 11. Remove all fingerprints, smudges & marks from walls. 1r. Vacuum all carpet areas com- pletely & remove spots. 13. Dust map, damp mop & buff all tile floors. 14. Dust, clean & polish fire ex- tinguisher equipment & cabinets, clean glass. 15. Clean all elevator doors & door frames. 16. Clean & sanitize all public telephones. General Cleaning 1. Dust all baseboards. 2. Wipe clean inside of all directory glass. 3. Wash all horizontal surfacNs under 7°. 4. Dust all ledges & exit signs. 5. Dust all walls below 71. D W M Yr 2xYr X X X X X X AM X X X X X N/A X X I Ge 1. 3. Reliable Aintenance Service 6 neral Cleaning Scrub & wax all tile floors. High dust all walls, ledges R horizontal Surfaces under 71. Strip, reseal or rewax common area floors as necessary. Public Restrooms General Cleaning 1. Wash & disinfect all basins, urinals, soap dispensers, & bowls nightly. a. Wash bath sideds of all toilet seats with soap & water & disinfectant. 3. Empty, wipe clean, sanitize & reline all trash receptacles & sanitary dispensers. (Owner- to supply). 4. Fill toilet tissue, soap, towel & sanitary napkin dispensers as necessary. (Owner to supply). 3. Damp wipe, palish & shine all chrome, metal fixtures, bright work, hand plates, kick plates, plumbing, clean out covers & door knobs. 6. Clean & polish mirror's. 7. Dust all ledges & baseboards. a. Spot clean with disinfectant all partitions & the walls. 9. Dust mop, wet mop, disinfect tile floors paying particular, attention to areas under urinals & stools. D W M Yr 2xYr X X X X R X 9 X X X X X Reliable, lRaintenance Service 10. Clean alkaline deposits & SOAP spills from floor the grout. 11. Report all leaks, missing items or other maintenance needs to Asset Management. 12. Maintain ,janitor closets in a clean & Orderly state. General Cleaning 1. Water seal all floors & ad- minister drain maintenance as needed. E.. Clean & dust air conditioning grills. r;. Wash all waste containers. 4. Strip wax & apply new wax to tile floors. 5. Wash down ceramic tile walls, enamel surfaces & toilet compartment partitions from top to floor. 6. Perform all high dusting. 7. Vacuum louvers, vent grills clean light fixtures. a. Dust Venition blinds 9. Shampoo all carpet D W M Yr 2xYr X X X X X X X X X X X X 1 Reliable Maintenance Service RELIABLE MAINTENANCE, INC. SAFETY RULES & REGULATIONS SAFETY INSTRUCTIONS FOR YOUR PROTECTION 1. EXERCISE CAUTION WHEN USING LADDERS: ANCHOR FIRMLY TO FLOOR OR GROUND, CLIMB AND DESCEND WITH CAUTION. MAKE SURE THAT LADDERS, BUCKETS, VACUUM CLEANERS AND CORDS ARE PLACED IN DESIGNATED AREA AFTER COMPLETION OF THE WORK. IF WORKING ON HIGH LADDERS, HAVE ASSISTANCE AVAILABLE 'f0 HOLD THE LADDER. WHEN LIFTING TRASH FROM CART TO CAN, BE CAREFUL OF BROKEN GLASS OR OTHER DANGEROUS ARTICLES: DO NOT LIFT TRASH CANS WHICH ARE BEYOND YOUR LIFTING CAPACITY. GET HELP FOR HEAVY TRASH BAGS. AVOID PULLING TRASH CANS OR CARTS UP OR DOWN STAIRS, UNLESS YOU HAVE ASSISTANCE. +. MAKE SURE STARTER SWITCH ON BUFFER IS OFF BEFORE MACHINE IS PLUGGED IN. WHEN CLEANING TENANT MACHINE, PULL PLUG OUT OF THE WALL AND /OR BE SURE SWITCHES ARE OFF AND TAPED OR LOCKED. 5. DO NOT WEAR LOOSE CLOTHING OR NECKTIES WHEN WORKING AROUND MOVING MACHINERY. E.. WATCH FOR TELEPHONE AND ELECTRICAL CORDS - USE CARE NOT TO TRIP ON THEM. 1. DO NOT ATTEMPT TO LIFT TENANT'S FURNITURE OR BUILDING EQUIPMENT BEYOND YOUR CAPACITY - ASK YOUR FOREMAN OR SUPERVISOR TO PROVIDE HELP. S. WHEREVER POSSIBLE, WHEN WORKING WITH DETERGENTS OR OTHER CHEMICALS, WEAR PROTECTIVE GLOVES; IF THIS IS NOT POSSIBLE, WASH HANDS IMMEDIATELY AFTER USE. NEVER MIX CHEMICALS UNLESS YOU HAVE YOUR SUP'ERVISOR'S PERMISSION. 9. BE CAREFUL WHEN WORKING NEAR ELEVATORS TO AVOID BANGING ARMS OR LEGS, OR GETTING THEM CAUGHT IN DOORS. NEVER LOOK INTO A SHAFT TO SEE IF AN ELEVATOR IS COMING. 1.0. WALK, DON'T RUN, TO AND FROM YOUR PLACE OF WORK, PARTICULARLY UP OR DOWN STAIRS. USE HANDRAILS. Reliable hAntenance Service 0 11. WHEN LOOKING UP TO CHANGE LIGHT GLOBES, AVOID GETTING DUST, GLASS OR OTHER PARTICLES IN EYES. USE EXTRA CARE WHEN DISPOSING OF FLUORESCENT LAMPS FOR REFUSE COLLECTION. DO NOT LEAVE UNPROTECTED ON GROUND OR PROTRUDING FROM GARBAGE CANS. USE SAFETY GLASSES OR DUSTMASKS WHENEVER CONDITIONS WARRANT. 12. USE CARE WALKING ON WET FLOORS OR NEWLY WAXED FLOORS. IT IS EASY TO SLIP AND FALL ON THESE - USE "WET FLOOR" WARNING SIGNS WHEN STRIPPING AND WAXING FLOORS. 13. REFRAIN FROM FIGHTING, HORSEPLAY, DROPPING ARTICLES FROM BUILDING WINDOWS AND UNAUTHORIZED USE OF COMPANY OR TENANT EQUIPMENT. 14. DO NOT IMPAIR THE EFFECTIVENESS OF FIRE FIGHTING EQUIPMENT BY USING IT FOR OTHER THAN FIGHTING A F =IRE. REPORT ANY C':ONDITION WITHIN THE BUILDING WHICH IS CONSIDERED UNSAFE OR DANGEROUS. 15. WEAR SAFETY GLASSES WHEN IN SHOP AREAS & PRODUCTION AREA. 16. WEAR PROPER SHOES, NO TENNIS SHOES, CLOTH SHOES OR OPEN -TOED SANDALS, ETC. J.7. DO NOT PULL DUMPSTERS, WALK, ALONG SIDE, IF POSSIBLE USE TWO PEOPLE TO MOVE SAME. 16. WOMEN OR MEN WITH LONG HAIR, KEEP IN PONY TAIL OR TIED UP OUT OF THE WAY. REMEMBER - - ONLY YOU CAN GUARANTEE YOUR SAFETY. FAILURE TO OBSERVE THE ABOVE MAY BE CAUSE FOR DISCIPLINARY ACTION Reliable Maintenance Service RELIABLE MAINTENANCE, INC SECURITY RULES AS AN EMPLOYEE OF RELIABLE MAINTENANCE, YOU HAVE A RESPONSIBILITY TO TAKE NECESSARY PRECAUTIONS TO INSURE THE SECURITY OF YOUR WORK AREA. IT IS, THEREFORE, EXPECTED YOU WILL OBEY THE FOLLOWING RULES% 1. ALL. DOORS DESIGNATED TO BE LOCKET) WILL BE KEPT LOCKED EXCEPT WHEN YOU ARE IN THE IMMEDIATE AREA. IF A DOOR OPENS INTO A PUBLIC OR OUTSIDE AREA, YOU WILL KEEP, THAT DOOR LOCKED EVEN WHEN YOU ARE WORKING OUTSIDE. AT THE END OF YOUR SHIFT, ALL DESIGNATED DOORS SHALL BE LOCKED. 1 LIGHTS SHALL BE TURNED OFF AS INSTRUCTED BY YOUR SUPERVISOR. 1 THIS WILL INCLUDE TABLE AND WALL LAMPS. � Y 3. YOU MUST REPORT ALL DAMAGE OR SUSPICIOUS CIRCUMSTANCES TO YOUR SUPERVISOR IMMEDIATELY. i 4. YOU MAY NOT ALLOW ANYONE TO ACCOMPANY YOU ON THE JOB. THIS f INCLUDES YOUR FAMILY AND FRIENDS. ` 5. DO NOT USE ANY UNAUTHORIZED EQUIPMENT OR PHONES. THE CUSTOMER'S TELEPHONE MAY BE USED ONLY IN AN EMERGENCY. 5. DO NOT REMOVE ANYTHING FROM THE CUSTOMER'S PREMISES, NOT EVEN IF FOUND IN THE TRASH. IF YOU ARE GIVEN ANYTHING BY AN f OCCUPANT, YOU MUST NOTIFY YOUR SUPERVISOR BEFORE TAKING IT FROM THE BUILDING. 7. NO ALCOHOLIC BEVERAGES OR DRUGS MAY BE USED WHILE WORKING OR ON BREAKS OR LUNCH PERIOD. IF YOU USE DRUGS PRESCRIBED BY A DOCTOR THAT MAY CAUSE DROWSINESS OR OTHER LIKE SYMPTOMS, YOU MUST ADVISE YOUR SUPERVISOR PRIOR TO REPORTING TO WORK. r• H IF YOU WORK WHERE THE CUSTOMER PROVIDES SECURITY SERVICES, YOU MUST ADHERE TO THEIR REGULATIONS. IF YOU ARE QUESTIONED BY A � SECURITY OFFICER, BE POLITE AND ANSWER HIS QUESTIONS. IF YOU y HAVE A PROBLEM, CALL YOUR SUPERVISOR IMMEDIATELY FOR ASSISTANCE. z THE ABOVE RULES ARE FOR THE PROTECTION OF OUR CUSTOMERS AND r YOURSELF. YOU MUST ABIDE BY THEM, AS INFRACTIONS WILL SUBJECT YOU TO IMMEDIATE TERMINATION. r i Reliable Service RELIABLE MAINTENANCE, INC. GENERAL RULES AND REGULATIONS A) GENERAL RULES AND REGULATIONS B) SEL'URITYe YOU ARE EXPECTED TO ABIDE WITH ALL SECURITY REGULATIONS AS SET FORTH BY RELIABLE MAINTENANCE, INC. AND OUR CUSTOMERS. YOU WILL RECEIVE DETAILED SECURITY RULES WITH THIS FORM. C) SAFETY: ALL SAFETY RULES MUST BE STRICTLY ADHERED TO AT ALL TIMES. THESE RULES ARE SPELLED OUT ON A SEPARATE FORM WHICH YOU WILL RECEIVE. 1. RELIABLE MAINTENANCE MAINTAINS A 24 —HOUR TELEPHONE SERVICE. THE NUMBER TO CALL IS 556 -2540. YOU MUST REPORT ABSENCE OR TARDINESS AT LEAST THREE (3) HOURS BEFORE START OF SHIFT. WHEN CALLING IN, YOU MUST GIVE: NAME, JOB LOCATION AND REASON FOR ABSENCE. OR TARDINESS. FAILURE TO CALL IN MAY RESULT IN DISMISSAL. UNAUTHORIZED PERSONNEL ARE NOT ALLOWED ON THE JOB SITE AT ANY TIME. ONLY PERSONNEL ON RELIABLE MAINTENANCE PAYROLL AND ASSIGNED TO THAT PARTICULAR JOB ARE AUTHORIZED ACCESS AND ONLY DURING ACTUAL WORKING HOURS. 3. A STARTING TIME IS ESTABLISHED FOR YOU TO BEGIN WORN,, YOU ARE EXPECTED TO BE AT YOUR WORK STATION OR AREA AT THAT TIME. YOU ARE TO REMAIN IN YOUR WORK AREA UNTIL CLEAN —UP TIME BEFORE THE END OF THE SHIFT. IF YOU LEAVE THE WORK AREA FOR LUNCH (OTHER THAN TO GO TO THE NEAREST EATING AREA) YOU MUST LEAVE THE JOB SITE. YOU ARE NOT ALLOWED TO VISIT OUTSIDE YOUR WORK AREA AT ANY TIME BEFORE, DURING, OR AFTER YOUR SHIFT. VIOLATION IS GROUNDS FOR IMMEDIATE DISMISSAL. 4. NO CUSTOMER EQUIPMENT OR PHONES ARE TO BE USED AT ANY TIME. IF AN EMERGENCY ARISES AND YOU MUST USE A TELEPHONE, YOU ARE TO CALL YOUR SUPERVISOR AND ADVISE HIM /HER OF THE PROBLEM. 5. ADVISE YOUR FOREMAN OR SUPERVISOR IMMEDIATELY OF ANY ACCIDENTAL DAMAGE_ OR BREAKAGE. �k 1 I H H z z Co m ri H MsReliable Maintenance Service 6. THE USE OF ALCOHOLIC BEVERAGES OR DRUGS ON THE JOB IS PROHIBITED. REPORTING TO WORK. UNDER THE INFLUENCE OF ALCOHOL OR DRUGS IS PROHIBITED. VIOLATION WILL MEAN IMMEDIATE TERMINATION. 7. ANY UNUSUAL CIRCUMSTANCES SUCH AS UNLOCKED DOORS, UNAUTHORIZED VISITORS, EVIDENCE OF THEFT OR DAMAGE OR REQUEST FOR SPECIAL WORK BY OTHER THAN RELIABLE MAINTENANCE SUPERVISION SHALL BE REPORTED TO YOUR SUPERVISOR IMMEDIATELY. 8. YOU ARE NOT ALLOWED TO TAKE RADIOS, TELEVISIONS, CAMERAS, FIREARMS OR OTHER WEAPONS TO YOUR JOLT. 9. NO MATERIAL, TRASH, EQUIPMENT OR OTHER ITEMS ARE TO BE TAKEN FROM THE JOB. IF SOMEONE.: GIVES YOU SOMETHING, YOU MUST HAVE YOUR SUPERVISOR'S PERMISSION TO REMOVE IT FROM, THE JOB SITE. HE WILL PROBABLY DENY THIS PERMISSION, IN WHICH CASE YOU MUST NOT REMOVE IT FROM THE PREMISES. 1(i. YOU MAY NOT SOLICIT, SELL, TRADE OR BARTER DURING YOUR WORKING HOURS. YOU ARE EXPECTED TO WORK IN AN EFFICIENT AND WORKMANLIKE MANNER GIVING YOUR FULL ATTENTION TO YOUR JOB WITHOUT ANY OUTSIDE ACTIVITY AFFECTING YOUR JOB PERFORMANCE. B) SEE PAGE 1. C) SEE PAGE 1. AS AN EMPLOYEE OF RELIABLE YOU ARE EXPECTED TO PROVIDE A CLEAN, NEAT AND POLITE APPEARANCE. YOU ARE TO ABIDE BY ALL GENERAL, SECURITY AND SAFETY REGULATIONS DURING YOUR WORKING HOURS. APPLICATIONS, WITHHOLDING STATEMENTS, AND OTHER REQUIRED FORMS MUST BE FIL.L.ED OUT COMPLETELY AND SIGNED. ALL INFORMATION MUST BE ACCURATE AND TRUE, INCLUDING FULL NAME, ADDRESS, PHONE NUMBER, SOCIAL SECURITY NUMBER AND OTHER IDENTIFYING DATA AS REQUESTED. ALL INFORMATION GIVEN IS SUBJECT TO VERIFICATION. ANYONE GIVING FALSE OR MISLEADING INFORMATION WILL, AT THE DISCRETION OF THE COMPANY, BE TERMINATED. 1.1. A SEARCH OF YOUR PERSON OR PROPERTY CAN TAKE PLACE ANYTIME. IF' YOU HAVE ANY QUESTIONS ABOUT YOUR JON, CONTACT YOUR SUPERVISOR OR THE RELIABLE MAINTENANCE_ OFFICE_. i Reliable Maintenance Service R U L E S 1. Don't throw away anything that is riot in the trash can. 2. Save all boxes and other, large items in the basement until foreman checks. 3. If you have any questions about trash, contact your supervisor. 4. Don't unplug any machines, c I o C ks, refrigerators. If anything else is unplugged for vacl.uuming, plug it back. in. `5. Check all doors to make sure they are locked. vacuum any closer than G" to any desk or furniture, use a broom or duster. 7. Do not open any desk or refrigerator for- any reason. Ei. Any food missing from a floor, will result in termination and possible prosecution. 1.3. Always knock when entering a rest room. 10. Do riot let anyone into an office without a key. 7.1. Do riot take children into a building. I2. Do riot touch bank, vault doors. 13. When cleaning a floor, you open each door, and clean even if its empty. 14. Do rot disturb papers on the desks. iS. While cleaning, put back the trash can, chairs and furniture, exactly the way it was. 16. .Janitor, will report leaks and other abnormal items in the building. fANNI VIOLATORS OF THE RULES WILE_ NO] DE:. WORKING FOR RELIABLE MAINTENANCE, INC. Operations Manager 1 1 l i N ! 0 ! ro � r� Hi o i L P-W3.! ICJ Reliable Maintenance Service NAME BUILDING DATE OF EMPLOYMENT R U L E S COMPANY RULES LOCATION FLOOR I have received and read the company r).tles. Supervisor Dated Employee Reliable Maintenance Service STANDARDS The following standards shall be used in evaluating custodial services. A. Dusting - A properly dusted surface is free of all dirt and dust streaks, lint, cobwebs, and residue ( "oily film "). R. plumbing Fixture and Dispensers Cleaning - Plumbing fixtures and dispensers are clean when free of all deposits and stains so that item is left without dust streaks, film, odor or stains. C. Sweeping - A properly swept floor, is free of all diet, dust, grit, lint and debris, except embedded diet and grit. D. Spot- Cleaning - A surface adequately spot- cleaned is free of all stains, deposits and is substantially free of clean rnark.s. E:. Damp Mopping - A satisfactorily damp mopped floor- is without dirt, dust, marks, film, streaks, debris or standing water. F. Metal Cleaning - All cleaned metal surfaces are without deposits or tarnish, and with a uniformly bright appr_ar•arice. 13. Glass Cleaning - Glass is clean when all glass surfaces are without streaks, film, deposits and stains, and have a uniformly bright appearance and adjacent surfaces have beer, wiped clean. H. Wax Removal (Stripping) - Wax removal is accomplished when surfaces have all wax removed down to the flooring material, floor, is left free of all dirt, stains, deposits, deF.rrit�, cleaning solution award rst•andinp water and that floor hMli a uniform appearance where dry. Plain water rinse and pick. -up must follow wax removal operation immediately. I. Scrubbing - Scrubbing is satisfact_rrily performed when all surFaces are without embedded dirt, cleaning solution, film, debris, stains and marks and standing water and floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately. i Reliable taintenance Service i J. Light Fixture Cleaning - Light fixtures are clean when all components, including bulbs and tubes, are without insects, dirt, lint, film, and streaks. All lenses removed must be replaced immediately. K. Wall Washing - After cleaning, the surfaces of all walls, ceilings, exposed pipes and equipment will have a uniformly clean appearance, free of dirt, stains, streaks, lint and cleaning marks. Painted surfaces must not be unduly damaged. Hard finished wainscot or glazed ceramic tile surf aces must be bright, free of film, streaks and deposits. L. Buffing of Waxed Surfaces - All gloss, removal of surface dirt and have a uniform appearance. Only non -skid or approved floor finish wax will be used. M. Carpet Cleaning - Periodic cleaning of carpets shall be accomplished by steam clean or any other method now in sue, or which may be developed in the future as directed by Owner. 1 1 Reliabletlaintenance Service BUILDINGS INSPECTION SCHEDULE M T W T F S S REMARKS INDICATE DAYTIME VISI7 W/D INDICATE NIGHT VISIT W/N LIST THE BUILDINGS, WHAT DAY, CONTACTS NAME, CONDITIONS r /I Reliabletaintenance Service FACILITY DAILY LOG SHEET WILDING NAME TIME DATE REMARKS SUPERVISORS SIGNATURE `I r 4AW No. F -3(c) _ C - 2712- NEWPORT BEACH PUBLIC LIBRARY 856 SAN CLEMENTE DRIVE • NEWPORT BEACH, CA 92660 • (714) 644 -3177 BY THE CITY COUNCIL CITY OF NEWPORT BEACE July 14, 1988 JUL 2 5 1988 APPROVED To: Mr. Robert Wynn, City Manager From: LaDonna T. Kienitz, City Librarian Re: Reliable Maintenance Service The Library Department hereby submits for approval a contract for maintenance service with the Reliable Maintenance Service. Contract has been approved by the City Attorney's office. Annual cost of the contract services for the four facilities is $37,200. Current budgeted cost (FY1988/89) is $43,310, which was the cost of the previous contract with another provider. Service with the current company, Universal Maintenance Service, is being cancelled because: (1) Work has not been satisfactory, even with repeated warnings; and (2) The company has submitted documents for a 5% increase, effective July 1, 1988.