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)
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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.
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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
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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
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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
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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,
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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.
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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
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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
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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
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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
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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.
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All such supplies and equipment will be properly stored in the z
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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.
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*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
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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3.
YOU MUST REPORT ALL DAMAGE OR SUSPICIOUS CIRCUMSTANCES TO
YOUR SUPERVISOR IMMEDIATELY.
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4.
YOU MAY NOT ALLOW ANYONE TO ACCOMPANY YOU ON THE JOB. THIS
f
INCLUDES YOUR FAMILY AND FRIENDS.
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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.
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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.
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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_.
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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
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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.
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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.
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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
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FACILITY DAILY LOG SHEET
WILDING NAME
TIME
DATE
REMARKS
SUPERVISORS SIGNATURE
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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.