The URL can be used to link to this page

Home My WebLink AboutC-3687 - Maintenance Agreement : Janitorial Services for Libraries Fiscal Year 2005-060 P � P • ! CITY OF NEWPORT BEACH FISCAL OPERATIONS - PURCHASING a Phone (949) 644 -3065 Fax # (949) 642 -7072 Grace Building Maintenance. - Date 6/30/2005 Attn: Mary Kim Vendor Number 3262 3580 Wilshire Blvd Ste 1420 Los Angeles, CA 90010 Telephone 213 -386 -2003 -Fax -213- 386 -2319 FISCAL YEAR 2005 -06 MAINTENANCE AGREEMENT Re: Maintenance Agreement : Janitorial Services for Library Ship to address: Attn:Melissa Kelly Central Library 1000 Avocado Ave Newport Beach, CA 92.660 Total Amount $125,361.01) Billing address: Attn:Melissa Kelly Central Library 1000 Avocado Ave Newport Beach, CA 92660 949 -717 -3852 949- 717 -3852 Should you have questions or require any additional information, please feel free to contact Bill West - Senior Buyer at 949.644.3065. Sincerely, 'kt �tiL Nf;( /�GLL n6Ld, wut — 9,4d2daec ik TWA-t, 10(e _ 11 0 Y Sul. -�ois Thompson Fiscal Operations Manager Reference Agreement Number on aii.Invoices Agreement # AG00090 Agreement Dates 04/01/2004 to 06/30/2006 Quote # Per all Terms & Conditions Scope of Work and Specs in RFP No. 4 -2 2tv Time Period Description Model Unit-Pri ce Ext Price 27 Month Central Library $2,755.0D $74,385.00 27 Month Balboa Library $698.00 $18,846.00 27 Month Mariners Library $775.00 $20,925.00 27 Month CDM Library $415.00 $11,205.00 Ship to address: Attn:Melissa Kelly Central Library 1000 Avocado Ave Newport Beach, CA 92.660 Total Amount $125,361.01) Billing address: Attn:Melissa Kelly Central Library 1000 Avocado Ave Newport Beach, CA 92660 949 -717 -3852 949- 717 -3852 Should you have questions or require any additional information, please feel free to contact Bill West - Senior Buyer at 949.644.3065. Sincerely, 'kt �tiL Nf;( /�GLL n6Ld, wut — 9,4d2daec ik TWA-t, 10(e _ 11 0 Y Sul. -�ois Thompson Fiscal Operations Manager a }� N 3 N m 0 Q. O O O O O 0 0 0 O O ert 0 0 0 0 0 0 0 O O o QV m °a o c°- rn�mTmcom io F. LL v N Z O a a (DuZ �0 g uj U w a L 0 tlOtr= r_ I 0 0 0 N NO w 9 ' N d a m a U N O O O O O 0 0 0 O O ert 0 0 0 0 0 0 0 O O o QV m °a o c°- rn�mTmcom io 0 w g ��r Mrs M43 w {L �U tlOtr= w 'O O O O C O 0 0 O O m a ° 0 0 0 0 0 0 0 0 0 o y - �- M 60. 0 0 O.M. O N O CO ?r C ; E 'j (!7 m U i C V I N t C L a LU N � _ N O O O O O O O O O O y 'OM `r'mv °o_� Co U t'O R�odo m�mmm may% N d CD m N U O vi y o v m m m O 0 U C p) m CO N OO N V m O m N O N Q H N C l6 C C - N � ((f � _ W `X 1� N 0.^ I, C O td C6 � H N 7 w 0 O a° . IV ZZd 2 . ..m .. co w «. �n .. c > _w O` yr . G QJ� y V a L C 0) w (p 2 m 00000000 0 o m N R . Ip () U co i..,= {C ° pa, O N O m m r 7 1� O J V O O cm W C1 T CN `I m° w N 4 N y •y > 'O O LL CO m O O I� C04 v u 7 D O V D N N It O) 7•. >. 'L 'j oUd . N �� M� U) C. += Cn to c� IL cM• es u� t uri 0)= N C c6 �.� M N v D _ ID 7 O) C r O O 'J-' d rL N m m N m � U [6 a) �.U) c o U 0 'O U N N y a) Q o N C= 7 U o U' [6 00000000 OO w U 6 (D O = CD dj cn 0 7 C 'O C N G C r O V V V 7 N VN'_ n O em Q U CL ' II Q = 3 O p L6 ft) C N c Cjf CL L LLa) �C E °n o °o °o °o, o °, °o, °o °o F I- 3 s L) m ++ t m N cD T W 0 N G N N a 0 fl' N co E c •— w v�vvm OO cq s}� � p`wc �� ' N O N O V-j �Udf N 00 �N..N�� = d n g N N N r N O O_ E d o U o] w U N J 0 0 N NO w 9 ' N d a m a U SECTION* ACTIVITIES / REQUIREMAS / COSTS JANITORIAL SPECIFICATIONS CENTRAL LIBRARY SERVICE SCHEDULE - 1000 Avocado Avenue, Newport Beach, CA 92660 rl d '5: Monday— Thursday, after 9:00 p.m. Friday— Saturday, after 6:00 p.m. Sunday, after 5:00 p.m. [ ] t Description Area: First Floor 22,058 Sq. Ft. Carpet 3,000 Sq. Ft. Tile (estimate) Second Floor 21,473 Sq. Ft. Carpet Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets - urinals. • Polish all bright work. • Dust partitions, tops of mirrors and frames. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors. • Load dishwasher and start operation. • Clear tabletops and deposit trash in container. • Remove trash and relocate to collection point. Carpets and Floors: • Vacuum all carpeted areas thoroughly, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors, including the stairs. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills, including the reference desk and telephone reference desk/counter areas. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building. • Replace liners in all trash receptacles. • Sift cigarette butts from ash ums. • Sweep areas around outside trash receptacles, including any gravel on walkway by front door (sweep back onto gravel pathways). Furniture and other areas: • Wipe tables, desks, countertops and vertical partitions, and clean. thoroughly enough to remove any spills, coffee (or other liquid) rings, pencil and ink marks, etc. • Dispose of all paper and food scraps in the public areas, including (but not limited to) candy wrappers, crumpled tissues, water bottles, etc. • Return chairs, ottomans, and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. • Clean entryway doors and windows. Computer Room: • Sweep or dry mop floor nightly feekly Activities Carpets and Floors: • Vacuum all corners, edges, and beneath furniture using special attachments for vacuum to get into the corners. • Buff hard surface floors in order to present the best possible appearance at all times. rfp j= svc = 1213 11 of 30 10/21/03 Dusting: • Thoroughly dust all verticourfaces of desks, files, cabinets, chairs, toes, book stacks and workspace partitions. Furniture and other areas: • Thoroughly vacuum upholstered furniture. • Clean glass on interior doors and windows of the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. Computer Room: • Wet mop floors and rinse with disinfectant weekly. Monthly Activities Bathrooms and Kitchens: • Clean refrigerator completely, including the disposal of all contents monthly on pre - arranged date. Carpets and Floors: • Wax or coat floors monthly. Dusting: • Dust top shelf (usually empty) on book stacks. • Dust bottom shelf (usually empty) on book stacks. • Dust top of the partition surrounding Telephone Reference. • Dust surfaces, inside and out, of current/recent magazine shelves. • Dust high ledge on outside wall of the back stairwell. Furniture and other areas: • Clean and disinfect stair railings (all around the handrail) monthly, including stairs in main lobby and leading up from children's area. • Clean the desk tops in the staff work areas monthly on a pre- arranged schedule. Quarterly Activities Carpets and Floors: Shampoo carpets in Main areas on pre - arranged date: • Main entry way • Popular Library • Main entry — Zdfloor Semi - Annual Activities Bathrooms and Kitchens: • Clean freezer completely, including the disposal of all contents twice yearly on pre - arranged date. Carpets and Floors: , • Strip and wax or coat floors twice yearly. • Clean metal edging on stair treads twice yearly. • Shampoo carpets on pre - arranged date: • Children's Room including Story Room • Aisles not between book stacks • Staff Lounge • Conference Room • Friends Meeting Room • Open study areas • Quiet Reading Room • Telephone Reference Room Furniture and other areas: • Clean and polish all wood trim areas on edges of furniture, displaylstorage cases, and public tables and desks twice yearly. Computer Room: • Strip and wax or coat floors twice yearly on a pre- arranged schedule. dip jan m am 1213 12 of 30 10/21/03 Arin.ual Activities • Carpets and Floors: • Shampoo carpets on pre - arranged date: • Administrative and staff work areas • Study rooms • Aisles between stacks Furniture and other areas: • Shampoo upholstered furniture annually. Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: • Spot clean carpet when and where appropriate. Other Requirements • Provide day porter service Monday through Thursday at 4:00 p.m. to clean surfaces in restrooms, replenish supplies, and remove trash. • Provide monthly site inspection by supervisor. • Provide emergency cleaning during the day, 7 days a week, with person able to respond to call within 2 hours, for plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190 - 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. 296 hours Monthly Labor Hours Central Library Cost/Hour - Emergency Cleaning Service $ 14.75 [ 2 -Hour Response ] Total Monthly Cost for Central Library g 2,755.00 rfp ian svc am 1213 13 of 30 10/21103 BALBOA BRANCH LIBRARY VICE SCHEDULE -100 East Balbolvd. ,Newport Beach, CA 92660 / do�s: Monday & Wednesday, after 9: 0 p.m. Tuesday, Thursday — Saturday, after 6:00 p.m. [ (! Description Area: 6,000 Sq. Ft. Mostly Carpet Except Restrooms Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets- urinals. • Polish all bright work. • Wipe Down wall to remove marks. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors and dust tops of frames. • Remove trash. • Unclog problem toilets as needed. Carpets and Floors: • Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building • Replace liners in all trash receptacles. • Sift cigarette butts from ash urns. • Sweep areas around outside trash receptacles. Furniture and other areas: • Wipe tables and countertops and remove any spills, coffee rings, pencil and ink marks, etc. • Return chairs and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. Weekly Activities Carpets and Floors: Vacuum all corners, edges, and beneath furniture using special attachments for vacuum to get into the comers. • Buff hard surface floors in order to present the best possible appearance at all times. Dusting: Thoroughly dust all vertical surfaces of desks, files, cabinets, chairs, tables, book stacks and blinds. Furniture and other areas: Vacuum upholstered furniture thoroughly. • Clean interior glass doors and window in the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. .} onthly Activities Dusting: • Dust high shelves on book stacks. rfp jan m am 1213 _ 14 of 30 1021/03 Bi- Monthly Activities • Carpets and Floors: • Wax or coat floors bi- monthly Semi - Annual Activities Carpets and Floors: . • Strip and wax or coat floors twice per year. Annual Activities Carpets and Floors: • Shampoo carpets in all areas of the building annually. Furniture and other areas: • Shampoo upholstered furniture annually Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: • Spot clean carpet when and where appropriate. Other Requirements • Provide monthly site inspection by supervisor. • Provide emergency cleaning during the day, 6 days a week, with person able to respond to call within 2 hours, for plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. - • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190- 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Balboa Library 62 hours Cost/Hour - Emergency Cleaning Service $ 14.75 [ 2 -Hour Response ] ��" Total Monthly Cost for Library $ 698.00 rfp jw s c= 1213 15 of 30 10!21103 MARINERS BRANCH LIBRARIORVICE SCHEDULE - 2005 Dover Do, Newport Beach, CA 92660 drj ys; Monday & Wednesday, after 9:0 p.m. Tuesday, Thursday - Saturday, after 6:00 p.m. [ ] UI tt Description Area: 7,000 Sq. Ft. Mostly Carpet -Vinyl Floor in Entry Way, Workroom & Restrooms Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets- urinals. • Polish all bright work. • Wipe Down wall to remove marks. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors and dust tops of frames. • Remove trash. • Unclog problem toilets as needed. Carpets and Floors: • Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library • Sweep and drytwet mop all floors. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building. • Replace liners in all trash receptacles. • Sift cigarette butts from ash ums. • Sweep areas around outside trash receptacles. Furniture and other areas: • Wipe tables and countertops and remove any spills, coffee rings, pencil and ink marks, etc. • Return chairs and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. Weekly Activities Carpets and Floors: • Vacuum all corners, edges, and beneath furniture using special attachments for vacuum to get into the corners. • Buff hard surface floors in order to present the best possible appearance at all times. Dusting: Thoroughly dust all vertical surfaces of desks, files, cabinets, chairs, tables, book stacks and blinds. Furniture and other areas: • Vacuum upholstered furniture thoroughly. • Clean interior glass doors and window in the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. Monthly Activities Dusting: • Dust high shelves on book stacks. rfp jan svc am 1213 16 of 30 10121103 BF- Monthly Activities . . Carpets and Floors: • Wax or coat floors bi- monthly Semi - Annual Activities Carpets and Floors: • Strip and wax or coat floors twice per year. Annual Activities Carpets and Floors: • Shampoo carpets in all areas of the building annually. Furniture and other areas: • Shampoo upholstered furniture annually Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: Spot clean carpet when and where appropriate. Other Requirements • Provide monthly site inspection by supervisor. • Provide emergency cleaning during the day, 6 days a week, with person able to respond to call within 2 hours, for plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. Bring defective or inoperative building equipment to the attention of the Library staff the next day. • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190 - 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Mariners Library 74 hours CostlHour - Emergency Cleaning Service $ 14.75 [ 2 -Hour Responses �7�f.� �✓ 775.00 Total Monthly Cost for:Xlp al Library $ rfp jan we am 1213 17 of 30 10/21103 CORONA DEL MAR BRANCH RY SERVICE SCHEDULE- 420 Mold Avenue, Corona Del Mar, Tuesday— Saturday, after 6: p.m. 1 = 1 CA 92625 Description Area: 3,800 Sq. Ft. Mostly Carpet Except Restrooms Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets - urinals. • Polish all bright work. • Wipe Down wall to remove marks. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors and dust tops of frames. • Remove trash. • Unclog problem toilets as needed. Carpets and Floors: • Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building. • Replace liners in all trash receptacles. • Sift cigarette butts from ash urns. • Sweep areas around outside trash receptacles. Furniture and trash can areas: • Wipe tables and countertops and remove any spills, coffee rings, pencil and ink marks, etc. • Return chairs and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. Weekly Activities Carpets and Floors: • Vacuum all comers, edges, and beneath furniture using special attachments for vacuum to get into the comers. • Buff hard surface floors in order to present the best possible appearance at all times. Dusting: • Thoroughly dust all vertical surfaces of desks, files, cabinets, chairs, tables, book stacks and blinds. Furniture and other areas: • Vacuum upholstered furniture thoroughly. • Clean interior glass doors and window in the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. lonthly Activities Dusting: • Dust high shelves on book stacks. rfp jan svc am 1213 19 of 30 1021/03 131-Monthly Activities Carpets and Floors: • Wax or coat floors bi- monthly Semi - Annual Activities Carpets and Floors: . • Strip and wax or coat floors twice per year. Annual Activities Carpets and Floors: • Shampoo carpets in all areas of the building annually. Furniture and other areas: • Shampoo upholstered furniture annually Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: • Spot clean carpet when and where appropriate. Other Requirements • Provide monthly site inspection by supervisor • Provide emergency cleaning during the day, 5 days a week, with person able to respond to call within 2 hours, for plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides all paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190- 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Corona Del Mar Library 32 hours Cost/Hour - Emergency Cleaning Service $ 14.75 [ 2 -Hour Response ] b m .415.00 Total Monthly Cost forGewtral- Library $ rfpjan sw am 1213 19 of 30 1 10121/03 CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 7 February 24, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY FROM: Library Department FEB 2 4 2004 Linda Katsouleas 949 -717 -3810 j�PPROU�[ lindak@city.newport- beach.ca.us SUBJECT: Janitorial Services Contract APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH GRACE BUILDING MAINTENACE RECOMMENDATION: Approve a Professional Services Agreement with Grace Building Maintenance, of Los Angeles, CA, for janitorial services at a contract price of $4,643.00 per month and authorize the Mayor and City Clerk to execute the Agreement. DISCUSSION: Twenty-one (21) firms were invited to submit proposals to provide janitorial services. Eight (8) firms responded to the City's request for proposals: • Advanced Building Maintenance • Come Land Maintenance • Empire Building Services • Empire Maintenance Company • Grace Building Maintenance • Merchants Building Maintenance • PAA of California • Priority Building Services The proposals were independently reviewed to evaluate each firm's qualifications, past experience on similar projects, and availability before ranking Grace Building Maintenance (GBM) the highest. Upon selection, staff negotiated with GBM to provide the necessary scope of services for a monthly fee of $4,643.00. GBM has completed janitorial services competently and professionally on similar projects for other local agencies in Southern California. r • The scope of janitorial professional services will include: thorough cleaning of the four (4) library facilities in Newport Beach as specified in the request for proposal no. 4 -2. These specifications include nightly cleaning at the Central library as well as the services of a day porter four (4) days a week; cleaning of the Mariners and Balboa Branch libraries sic (6) nights a week and cleaning at the Corona del Mar Branch library five (5) evenings a week. GBM will commit 464 hours per month to complete the janitorial services specked by the contract. Aside from the monthly charge of $4643.00, this contract will also include emergency services with a guaranteed two (2) hour response time at a set fee of $14.75 per hour. This contract period will be from April 1, 2004 until June 30, 2006, renewable for five additional years, in one -year increments. Funding Availability: Funds for this project are available in the Maintenance and Operation accounts: Account No. 4050 -8080 $2,755.00 /monthly 4020 -8080 $ 698.00 1monthy 4030 -8080 $ 415.00 /monthly 4040 -8080 $ 775.00 1monthly Total: $4,643.00 /monthly Prepared by: /V / Meli a Kelly ((Ac Library Support Services Supervisor Attachment: Professional Services Agreement Submitted by: -/ Linda Katsouleas Library Director 0 I* PROFESSIONAL SERVICES AGREEMENT WITH GRACE BUILDING MAINTENANCE CO., INC.FOR JANITORIAL SERVICE TO THE NEWPORT BEACH PUBLIC LIBRARIES THIS AGREEMENT is made and entered into as of this 1st day of April, 2004, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City"), and Grace Building Maintenance Co., Inc. a corporation whose address is 3580 Wilshire Blvd. Suite 1420, Los Angeles, California, 90010 ( "Consultant"), and 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 City. B. City is planning to hire a new contractor to provide janitorial service to city library facilities. C. City desires to engage Consultant to provide janitorial service to the four (4) library buildings in the City of Newport Beach. ( "Project "). D. Consultant possesses the skill, experience, ability, background, certification and • knowledge to provide the services described in this Agreement. E. The principal members of Consultant for purposes of Project shall be Bruce Hwang, David Jeong, and Mimi Stewart. F. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: TERM The term of this Agreement shall commence on the 1 st day of April, 2004, and shall terminate on the 30"' day of June 2006, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The 3. 4. • • City may elect to delete certain tasks of the Scope of Services at its sole discretion. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and Consultant shall perform the services in accordance with the schedule included in Exhibit A. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.2 For all time periods not specifically set forth herein, Consultant shall • respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand - delivery or mail. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the hourly rates set forth in Exhibit A and incorporated herein by reference. In no event shall Consultant's compensation exceed Four Thousand Six Hundred and Forty -Three Dollars and no /100 ($4,643.00) per month without additional authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month and the number of hours worked. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: 2 0 A. The actual costs of subconsultants for performance of any of the services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. B. Actual costs and/or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit A. 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Bruce Hwang to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Library Department. Melissa Kelly shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his/her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 3 Ll 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this , Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting and other services through City's reproduction company for bid documents. Consultant will be required to coordinate the required bid documents with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. C. Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. 8. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. 8.2 Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications, insurance and approvals of whatsoever nature that are legally required of Consultant to practice its profession. Consultant further represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any and all licenses, permits, insurance and other approvals that are legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 4 9. HOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents and employees (collectively, the "Indemnified Parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to any work performed or services provided under this Agreement (including, without limitation, defects in workmanship or materials and /or design defects [if the design originated with Consultant]) or Consultant's presence or activities conducted on the Project (including the negligent and/or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorneys fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. E 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project . Administrator and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with - City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator and/or his /her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of work. Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City. A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. B. Signature. A person authorized by the insurer to bind coverage on its behalf shall sign certification of all required policies. C. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Requirements. Workers' Comoensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability R i • Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. iii. Automobile Liability Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each occurrence. iv. Professional Errors and Omissions Insurance. Consultant shall maintain professional errors and omissions insurance, which covers the services to be performed in connection with this Agreement in the minimum amount of one million dollars ($1,000,000). E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant. ii. This policy shall be considered primary insurance as respects to City, its elected or appointed officers, officials, employees, agents and volunteers as respects to all claims, losses, or liability arising directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any 7 • s self - insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. iv. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. V. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party except after thirty (30) calendar days written notice has been received by City. F. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint-venture. 16. SUBCONTRACTING The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written ! 0 9 consent of City. Consultant shall not subcontract any portion of the work to be • performed under this Agreement without the prior written authorization of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents "), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. 19. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all work, data, Documents, proceedings E 20. 21 22. 23. 24. • • and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his/her designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional design, construction and /or restoration expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under any other sections of this Agreement. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS 0 City reserves the right to employ other Consultants in connection with the Project. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act'), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, to City by Consultant and conclusively shall 10 0 0 be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Melissa Kelly, Support Services Supervisor Newport Beach Public Library City of Newport Beach 1000 Avocado Avenue Newport Beach, CA 92660 Phone: 949 - 717 -3852 Fax: 949 - 640 -5681 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: 0 25. TERMINATION • Attn: David Jeong, President Grace Building Maintenance Co., Inc. 3580 Wilshire Blvd., Suite 1420 Los Angeles, Ca. 90010 Phone: 213- 386 -2003 Fax: 213- 386 -2119 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 11 ! • 26. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, . ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 27. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 28. 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 herein. 29. CONFLICTS OR INCONSISTENCIES • In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 30. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 31. SEVERABILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 32. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. is 12 0 33. EQUAL OPPORTUNITY EMPLOYMENT . Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. 0 0 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: Robin Clauson, Assistant City Attorney for the City of Newport Beach ATTEST: LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH, A Municipal Corporation By: Mayor for the City of Newport Beach CONSULTANT: Attachments: Exhibit A — Scope of Services 13 0 Newport Beach Public Library Professional Services Agreement with Grace Building Maintenance Exhibit A Grace Building Maintenance Proposal for Service . 0 0 GRACE BUILDING MAINTENANCE CO., INC. 3580 WILSHIRE BLVD. SUITE 1420 LOS ANGELES, CA 90010 (213)386 -2003 FAX: 386 -2119 e -mail: Jeonadesbcglobal.net November 14, 2003 Mr. Bill West, Senior Buyer City of Newport Beach Purchasing 3300 Newport Blvd. Newport Beach, CA 92663 Dear Bill, Grace Building Maintenance Co., Inc. is a professional janitorial and floor care service company with over twenty years of experience. With respect, we would like to submit this bid proposal for a consideration for custodial service contract with City of Newport Beach. Our operation has been designed to provide all aspects of your custodial program. We are confident that experience and work program could satisfy the contractual terms and conditions. GBM currently employing 350+ service workers in Los Angeles County and 100+ in Orange County. Grace Building Maintenance Co. has read and understands the entire RFB including the "Contract Terms & Conditions" The proposal submitted by our company will be valid for a period of 120 days from the date of submittal. I Thank you for your consideration of our company as the service provider and hope this opportunity will lead into a mutually beneficial and satisfying relationship for year to come. Sincerely, David Jeong President ►._.J B. Company Data Information 0 The undersigned, as offeror, declares that all documents regarding this bid have been examined and accepted and that, if awarded, will enter into a contract with the City of Newport Beach. Contractor must possess a Newport Beach business license prior to contract award. Firm name: Grace Building i p- intenance Co., Inc. Address: 3580..Wilshire Blvd.'siiite.1420 Los Angeles, Ca 90010 Length of time your firm has been in business: 23 years Length of time at. current business location: 6 years Business License Number, Type, and Issuer: 396976 -34. '.Janitorial services, City of Los Angel Number of full -time employees: 485 Telephone #: ( 213 386 -2003 Fax: ( 213 386 -2119 Federal Tax I.D. Number•33- 0714326 Incoroorated: x Yes No For the following, contractor's personnel must be immediately available (answering machines or answering services are not acceptable). Assigned supervisor: Bruce Hwang Phone #: 213 - 494-1003 Inside representative: David Jeong Phone #: 213 - 820 -8092 Customer service representative: Mimi Stewart Phone #: 213- 386 -2003 Accounts Receivable represe tative: Mimi Stewart Phone #: 213 - 386 -2003 Signature: Circle One: Print Signature's Name: Title: Date: Partner Officer David Jeong President November 14, 2003 RFP minimum response shall consist of: One original Proposal (marked original), including cover letter, and pages: 3 through 6, 13, 15, 17, 19 & 20, along with a list of references shall be submitted in a sealed envelope with the Company's name and RFP No. 4 -2 clearly marked on the outside. Two (2) copies of the above Proposal (each marked copy) shall be submitted in a sealed envelope (all three may be in the same envelope) with Company's name and RFP No. 4-2 clearly marked on the outside. dp jao svc am 1213 3 or 30 1041103 C. Bonds, References, aoeother required information. • Bonds A Performance bond or a certified check equal to one month's contract charge; and a Fidelity Bond in the amount of $25,000 is required from the successful offeror within ten (10) days after notification of proposed contract award. Both of these bonds will be required throughout the contract period. Provide the Bonding Companv's.name, address, and phone number: Noddle Surety & Insurance Services 17400 Ventura Blvd. suite 3 Encino, Ca 91316 lR1R1Qnr._-7ra-2 Required Documents References, Bidder's Statement of Past Contract Disqualifications, Independent Price Determination, License Information, Statement of Ability to Meet Insurance Requirements, and Statement of Ability to Meet the Requirements of the Displaced Janitors Opportunity Act. Offeror to complete this information on sheets provided in proposal. D. Proposed Janitorial Services Approach: Offeror must include in this section their firm's approach to providing the proposed janitorial services as presented in Section IV Janitorial Services Scope of Work. Offerer is to review City locations, janitorial tasks, and frequency of tasks and describe in detail how his firm will meet the requirements of this RFP. Offeror may provide additional related information with his proposal. The proposal should be presented in a format that corresponds to and references the sections outlined in the Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. The City has the option to add or delete locations, janitorial tasks and/or frequency of tasks during the evaluation process and during the contract term. E. Compensation /Payment Schedule Offerors are required to complete the compensation schedule in Section II, Activities /Requirements /Costs. Proposal prices shall include everything necessary for the completion of janitorial services and fulfillment of the contract. Hours for employees per month per location are also requested in this section. This information will be applicable in case of an increase in the Federal minimum wage requirements. G. Evaluation Criteria Criteria: Offerors proposal will be evaluated on the basis of the response to all questions and requirements of this RFP. The City shall use some or all of the following criteria in its evaluation. 1. Technical Requirements This set of criteria assess how well the offeror responds to and demonstrates understanding of the RFP. It assesses the janitorial services proposed, implementation of SB 20, and how well the services and employee implementation meets the required scope of work and objectives of the department. rfp jan svc am 1213 4 of 30 10/21/03 2. Offeror's Capabifl ' s • The Offeror's histoof performance and demonstrated ability in providing the proposed janitorial services to other organizations will be assessed. It focuses on a review of the Proposal, and reference checks. 3. Proposed Costs This set of criteria assesses the proposed cost of the janitorial services. It focuses on the costs provided in the proposal, including all government and co- operative agreement pricing, as well as any additional analysis done to determine the Total Monthly Costs. The criteria as set forth herein for the evaluation of proposals are in random sequence and are not considered in any rank or order of importance. Additional items requested from Section C: References: The offeror is required to state what work of a similar character to that included in the proposed contract he has successfully performed, especially for public agencies, and give references which will enable the City to judge his responsibility, experience, skill, and business and financial standing. Include at least three references with the name of the firm, address, contact person, phone number, and dollar amount of contract. Detail any involvement, past or current, relative to litigation or other disputes, if any, concerning your performance. References shall not be within the bidder's own organization or subsidiary. The City of Newport Beach reserves the right to contract all references. Offeror's Statement of Past Contract Disqualifications: The Offeror is required to state any and all instances of being disqualified, removed, or otherwise prevented from bidding on or completing any contract for janitorial services. A. Have you ever been disqualified from any contract: ❑ Yes ® No B. If yes, explain the circumstance: 0 rfpjan svc am 1213 5 of 30 1021/03 Independent Price Detefs nation: • 1 certify that this proposal is made without prior understanding, arrangement, agreement, or connection with any corporation, firm, or person, submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I certify that I . have not entered into any arrangement or agreement with any City of Newport Beach public officer. I understand collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the offer . .11 'v Authorized Signature Statement of Ability to Meet Insurance Requirements: I have reviewed the attached City of Newport Beach Insurance Requirements with my insurer and am able to provide verification of coverage after award of the contract. Cal -Kor Insurance Authorized Signature Name of Insurance Company /Broker David Seong Print Name of Authorized Signer President Title of Authorized Signer -• Due Date & Time: Michael Yoo Broker's /Agent's Name 3200 Wilshire Blvd. n 1700 Address Los Angeles, Ca 90010 Address 213 387 -5000 Insurance Company /Broker Telephone 3:00 p.m. Tuesday, November 18, 2003 RFP minimum response shall consist of: One original Proposal (marked original), including cover letter, and pages: 3 through 6, 13, 15, 17, 19 & 20, along with a list of references shall be submitted in a sealed envelope with the Company's name and RFP No. 4 -2 clearly marked on the outside. Two (2) copies of the above Proposal (each marked copy) shall be submitted in a sealed envelope (all three may be in the same envelope) with Company's name and RFP No. 4 -2 0 clearly marked on the outside. rfpjan VC am 1211 6 of 30 10121103 SECTION: ACTIVITIES / REQUIREMArS / COSTS JANITORIAL SPECIFICATIONS CENTRAL LIBRARY SERVICE SCHEDULE - 1000 Avocado Avenue, Newport Beach, CA 92660 Monday — Thursday, after 9:00 p.m. Friday — Saturday, after 6 :00 p.m. Sunday, after 5:00 p.m. JIM] Area: First Floor 22,058 Sq. Ft. Carpet 3,000 Sq. Ft. Tile (estimate) Second Floor 21,4T3 Sq. Ft. Carpet Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets- urinals. • Polish all bright work. • Dust partitions, tops of mirrors and frames. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors. • Load dishwasher and start operation. • Clear tabletops and deposit trash in container. • Remove trash and relocate to collection point. Carpets and Floors: • Vacuum all carpeted areas thoroughly, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors, including the stairs. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills, including the reference desk and telephone reference desk /counter areas. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building. • Replace liners in all trash receptacles. • Sift cigarette butts from ash urns. • Sweep areas around outside trash receptacles, including any gravel on walkway by front door (sweep back onto gravel pathways). Furniture and other areas: • Wipe tables, desks, countertops and vertical partitions, and clean thoroughly enough to remove any spills, coffee (or other liquid) rings, pencil and ink marks, etc. • Dispose of all paper and food scraps in the public areas, including (but not limited to) candy wrappers, crumpled tissues, water bottles, etc. • Return chairs, ottomans, and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. • Clean entryway doors and windows. Computer Room: . • Sweep or dry mop floor nightly Weekly Activities Carpets and Floors: • Vacuum all comers, edges, and beneath furniture using special attachments for vacuum to get into the comers. • Buff hard surface floors in order to present the best possible appearance at all times. rfp jan swam 1213 11 of 30 10/21/03 Dusting: • • Thoroughly dust all vertica'f surfaces of desks, files, cabinets, chairs, tables, book stacks and workspace partitions. Furniture and other areas: • Thoroughly vacuum upholstered furniture. • Clean glass on interior doors and windows of the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. Computer Room: • Wet mop floors and rinse with disinfectant weekly. Monthly Activities Bathrooms and Kitchens: • Clean refrigerator completely, including the disposal of all contents monthly on pre- arranged date. Carpets and Floors: • Wax or coat floors monthly. Dusting: • Dust top shelf (usually empty) on book stacks. • Dust bottom shelf (usually empty) on book stacks. • Dust top of the partition surrounding Telephone Reference. • Dust surfaces, inside and out, of current/recent magazine shelves. • Dust high ledge on outside wall of the back stairwell. Furniture and other areas: • Clean and disinfect stair railings (all around the handrail) monthly, including stairs in main lobby and leading up from children's area. • Clean the desk tops in the staff work areas monthly on a pre- arranged schedule. auarterly Activities Carpets and Floors: • Shampoo carpets in Main areas on pre- arranged date: • Main entry way • Popular Library • Main entry — 2 n floor Semi - Annual Activities Bathrooms and Kitchens: • Clean freezer completely, including the disposal of all contents twice yearly on pre- arranged date. Carpets and Floors: • Strip and wax or coat floors twice yearly. • Clean metal edging on stair treads twice yearly. • Shampoo carpets on pre - arranged date: • Children's Room including Story Room • Aisles not between book stacks • Staff Lounge • Conference Room • Friends Meeting Room • Open study areas • Quiet Reading Room • Telephone Reference Room Furniture and other areas: • Clean and polish all wood trim areas on edges of furniture, display /storage cases, and public tables and desks twice yearly. Computer Room: • Strip and wax or coat floors twice yearly on a pre- arranged schedule. rfpjm svc am 1213 12 of 30 10121/03 Annual Activities Carpets and Floors: • Shampoo carpets on pre - arranged date: • Administrative and staff work areas • Study rooms • Aisles between stacks Furniture and other areas: • Shampoo upholstered furniture annually. Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: • Spot clean carpet when and where appropriate. Other Requirements 0 • Provide day porter service Monday through Thursday at 4:00 p.m. to clean surfaces in restrooms, replenish supplies, and remove trash. • Provide monthly site inspection by supervisor. • • Provide emergency cleaning during the day, 7 days a week, with person able to respond to call within 2 hours, for plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. • • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190- 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Central Library 295 hours Cost/Hour - Emergency Cleaning Service $ 14.75 [ 2 -Hour Response J Total Monthly Cost for Central Library s 2,755.00 0 rfp jan svc am 1213 13 of 30 10/21/03 BALBOA BRANCH LIBRARY *VICE SCHEDULE -100 East Balboavd. ,Newport Beach, CA 92660 Monday & Wednesday, after 9:00 p.m. Tuesday, Thursday -Saturday, after 6:00 p.m. [ 6ba Description Area: 6,000 Sq. Ft. Mostly Carpet Except Restrooms Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets- urinals. • Polish all bright work. • Wipe Down wall to remove marks. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors and dust tops of frames. • Remove trash. • Unclog problem toilets as needed. Carpets and Floors: • Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point In the building • Replace liners in all trash receptacles. • Sift cigarette butts from ash urns. • Sweep areas around outside trash receptacles. Furniture and other areas: • Wipe tables and countertops and remove any spills, coffee rings, pencil and ink marks, etc. • Return chairs and tables to their proper places. Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. Weekly Activities Carpets and Floors: • Vacuum all corners, edges, and beneath furniture using special attachments for vacuum to get into the corners. • Buff hard surface floors in order to present the best possible appearance at all times. Dusting: • Thoroughly dust all vertical surfaces of desks, files, cabinets, chairs, tables, book stacks and blinds. Furniture and other areas: • Vacuum upholstered furniture thoroughly. • Clean interior glass doors and window in the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. Aftonthiv Activities Dusting: • Dust high shelves on book stacks. rfp jan svc am 1213 14 of 30 10/21/03 Bi- Monthly Activities • Carpets and Floors: • Wax or coat floors bi- monthly Semi - Annual Activities Carpets and Floors: • Strip and wax or coat floors twice per year. Annual Activities Carpets and Floors: • Shampoo carpets in all areas of the building annually. Furniture and other areas: • Shampoo upholstered furniture annually Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: • Spot clean carpet when and where appropriate. Other Requirements • Provide monthly site inspection by supervisor. • Provide emergency cleaning during the day, 6 days a week, with person able to respond to call within 2 hours, fo� plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190- 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Balboa Library 62 hours Cost/Hour - Emergency Cleaning Service s 14.75 [ 2 -Hour Response ] L Total Monthly Cost for wa+ Library $ 696.00 11 rfp jan svc am 1213 15 of 30 10/21/03 MARINERS BRANCH LIBRARYORVICE SCHEDULE - 2005 Dover Dr, Newport Beach, CA 92660 Monday & Wednesday, after 9:00 p.m. Tuesday, Thursday —Saturday, after 6:00 p.m. [ � ] Area: 7,000 Sq. Ft. Mostly Carpet — Vinyl Floor in Entry Way, Workroom & Restrooms Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets- urinals. • Polish all bright work. • Wipe Down wall to remove marks. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors and dust tops of frames. • Remove trash. • Unclog problem toilets as needed. Carpets and Floors: • Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building. • Replace liners In all trash receptacles. • Sift cigarette butts from ash ums. • Sweep areas around outside trash receptacles. Furniture and other areas: • Wipe tables and countertops and remove any spills, coffee rings, pencil and ink marks, etc. • Return chairs and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. Weekly Activities Carpets and Floors: • Vacuum all corners, edges, and beneath furniture using special attachments for vacuum to get into the corners. • Buff hard surface floors in order to present the best possible appearance at all times. Dusting: • Thoroughly dust all vertical surfaces of desks, files, cabinets, chairs, tables, book stacks and blinds. Furniture and other areas: • Vacuum upholstered furniture thoroughly. • Clean interior glass doors and window in the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. onthly Activities Dusting: • Dust high shelves on book stacks. dpjansnam 1213 16 of 30 10/21/03 Bi- Monthly Activities • Carpets and Floors: • Wax or coat floors bi- monthly Semi - Annual Activities Carpets and Floors: • Strip and wax or coat floors twice per year. Annual Activities Carpets and Floors: • Shampoo carpets in all areas of the building annually. Furniture and other areas: • Shampoo upholstered furniture annually Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: Spot clean carpet when and where appropriate. Other Requirements �J 0 • Provide monthly site inspection by supervisor. • Provide emergency cleaning during the day, 6 days a week, with person able to respond to call within 2 hours, fort plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190 - 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Mariners Library 74 hours Cost/Hour.- Emergency Cleaning Service [2 -Hour Response,] Total Monthly Cost for CeaW Library 14.75 775.00 dpjanswam 1213 17 of 30 10/203 0 CORONA DEL MAR BRANCH LY SERVICE SCHEDULE- 420 Mold Avenue, Corona Del Mar, Tuesday— Saturday, after 6:0 p.m. [ 5,:_; ays ] CA 92625 Area: 3,800 Sq. Ft. Mostly Carpet Except Restrooms Daily Activities Bathrooms and Kitchens: • Clean bathrooms and kitchens, including sinks, counters, toilets- urinals. • Polish all bright work. • Wipe Down wall to remove marks. • Wet mop floors and rinse with disinfectant. • Restock supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers unclogged. • Wipe towel and toilet paper dispensers. • Remove splash marks from walls around basins. • Clean and polish mirrors and dust tops of frames. • Remove trash. • Unclog problem toilets as needed. Carpets and Floors: • Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library • Sweep and dry/wet mop all floors. Dusting: • Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowsills. Trash and trash can areas: • Remove all trash from receptacles both inside and outside the library, and move to collection point in the building. • Replace liners in all trash receptacles. • Sift cigarette butts from ash urns. • Sweep areas around outside trash receptacles. Furniture and trash can areas: • Wipe tables and countertops and remove any spills, coffee rings, pencil and ink marks, etc. • Return chairs and tables to their proper places. • Clean, disinfect, and dry polish drinking fountains. • Clean and disinfect telephones. Weekly Activities Carpets and Floors: • Vacuum all corners, edges, and beneath furniture using special attachments for vacuum to get into the comers. • Buff hard surface floors in order to present the best possible appearance at all times. Dusting: • Thoroughly dust all vertical surfaces of desks, files, cabinets, chairs, tables, book stacks and blinds. Furniture and other areas: • Vacuum upholstered furniture thoroughly. • Clean interior glass doors and window in the computer room and interior offices. • Remove fingerprints and marks from around light switches and door frames. onthl Activities Dusting: • Dust high shelves on book stacks. rfp jan svc am 1213 18 of 30 - 10/21/03 Bi- Monthly Activities • Carpets and Floors: Wax or coat floors bi- monthly Semi - Annual Activities Carpets and Floors: . • Strip and wax or coat floors twice per year. Annual Activities Carpets and Floors: • Shampoo carpets in all areas of the building annually. Furniture and other areas: Shampoo upholstered furniture annually Activities to be Done as Needed Bathrooms: • Unclog problem toilets as needed. Carpets and Floors: • Spot clean carpet when and where appropriate. 0 Other Requirements • Provide monthly site inspection by supervisor • Provide emergency cleaning during the day, 5 days a week, with person able to respond to call within 2 hours, fo plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per call). • Provide a night manager or contact available on call in case of problems with closing, locking, and setting building alarm. • Include at least one English- speaking employee in the crew. • Prohibit anyone except janitorial service employees to accompany the crew in the building during closed hours. • Bring defective or inoperative building equipment to the attention of the Library staff the next day. • Keep janitor closets, equipment and materials in a neat, clean and orderly condition at all times. • Provide all cleaning supplies, trash bags, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or approved substitute brand). City provides all paper supplies (towels, toilet paper and seat covers). • Contractor shall post copies of MSDS (Material Data Sheets) for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 190 - 12000. This shall include labeling the contents of all secondary type plastic bottles or containers. Monthly Labor Hours Corona Del Mar Library 32 hours Cost/Hour - Emergency Cleaning Service $ 14.75 12-Hour Response ] Total Monthly Cost fo6� tra Library $ .415.00 r rfpjansvc= 1213 19 of 30 10/21/03 INTRODUCTION COMPANY HISTORY Grace Building.Maintenance Company, Inc. is a Commercial Building Maintenance Company established in 1980. GBM currently services more than 15 million square feet of commercial office space nightly and has never failed or refused to complete any service contracts. Our management staff has over fifty years combined experience in the janitorial industry. We are proud of this fact and believe we are able to staff, function and perform to any specifications presented to us. EMPLOYEE TRAINING Training is mandatory for every employee to formulate and secure our high standard of operations. From the simplest to the most complicated assignments, each member of GBM • team is completely prepared before tackling each job. After careful screening of all GBM personnel, mandatory training, with a minimum of 90 days supervised field- training employees are assigned to job locations. The training is followed by in -service instruction by their supervisors to update and review techniques. OUR EMPLOYEES GBM janitors are carefully screened and selected. They are trained, not only in the latest cleaning techniques, but care for specific premises with the specific use of industrial chemicals and equipment unique to each premise. To achieve our goal of customer satisfaction, we strive to create a feeling of pride in the performance of our employees. GBM personnel work on a performance incentive program are used to maximize quality work, therefore, providing you with the consistency of a quality maintenance company. 0 EXPERIENCE GBM is very aware of the significance of the proper implementation of the work specifications and necessity of a proper transition to ensure that all facets of the operation will be successfully accomplished in a timely manner. Since its inception in 1980, GBM has been providing commercial facility services through out the United States. The experience garnered during this period enables us to thoroughly understand the requirements, expectations and unique problems encountered while servicing commercial properties. GBM is proficient in concrete, marble and terrazzo hard floor cleaning and sealing, carpet and upholstery cleaning, parquet floor care, static free tile and computer raised floor care, linoleum care and vinyllasbestos tile maintenance. VALUE ADDED MISCELLNIOUS SERVICES Grace Building Maintenance, is a California minority business enterprise (MBE) established in 1980. Since its inception, GBM has grown to become one of the premier janitorial service providers in the United States. Currently employing over 500+ service workers covering an average of a multi: square feet per day. GBM has the management experience, availability of supervisory personnel, financial capability and resources to accomplish all of the requirements of commercial properties. GBM has been providing Fortune 100+ clients with the following commercial facility services: • Complete Janitorial Services • Window Washing Service • Carpet and Stone Care • Landscaping Services * Controlled Environment Cleaning * Security Guard Services • Pest Control Services • Fleet Washing Services • Parking Lot Sweeping & Scrubbing • Ramp and Runway Scrubbing Services • Construction Clean Up Services • Parking Services GBM understands the issues that facility managers face daily. Based on our knowledge and experience in dealing with janitorial contractors and cleaning personnel, GBM has developed a number of value -added services to supplement our facility service solutions. We believe in providing services that exceed our customer's expectations and we will work with them closely to achieve our goals, GSM stands behind our services with a 100 % service guarantee. 0 EXPEDIENCE AND CAPABILITY Grace Building Maintenance is a Professional janitorial service company business based in Los Angeles. We have provided building services and floor care services nationwide business community for the past two decades, and look forward to providing continual services for many years to come. The company is divided into two commercial service divisions: 1) retail properties providing specific floor care services and 2) all other commercial properties serving government facilities, office buildings, private schools, airport terminals and medical centers as well as industrial properties. GBM bonds and insures more than 500 employees and performs custodial services for many commercial properties as well as retail stores for the last 20 years. The crew and supervisors take pride in using only QUALITY products, PROFESSIONAL skills and STATE -OF- THE -ART equipment and our training program and quality control program assures their performance. . We believe the primary element in the successful performance of contract janitorial service is management and supervision. Exemplary management ensures top service. The General Manager is headquartered at the corporate office. The General Manager directs the Regional Managers. The Regional Managers are in charge of specific geographic regions and direct and supervise the Operation Managers. The Operation Manager's primary purpose is to increase the operation effectiveness of all the workers under his supervision. The Operation Managers train and assists personnel. They call on customers and assist them with any situations they may have. They are fully responsible for maintaining the quality of our services. The Supervisor or crew Foreman handles front line, on the job supervision. With over a century of collective managerial and operational skills, Grace Building Maintenance has continued to grow both in size and reputation. We pride ourselves in being able to meet the highest expectation of our many satisfied clients. 0 2. 3. 4. 5. 6. • • REMEDIAL WORK • Grace Building Maintenance's management is goal oriented, which places primary emphasis on solution- seeking behavior and on- the -job results. Accordingly, the first step in developing a speck management approach for a newly proposed business is to create a clearly defined set of performance standards for the job and proceed to develop a basic operation plan customized around those standards. Performance goals which must be achieved — on schedule with Quality Assurance in mind for the provision of custodial and related services at your facilities are: 1. Safe, clean, sanitary premises; maintain all facilities at a peak level of "just opened" appearance at all times. 2. Cooperative interface with property manager assigned to this project. 3. Preventive, as well as corrective actions. 4. Flexibility and adaptability. 5. Provision of custodial services with respect for the important and complex work being performed. With that in mind, we propose a comprehensive and continuing program encompassing the provision of personnel, supervision, and related requirements and services necessary to provide full and complete custodial services as described in the work specifications. TECHNICAL RESPONSE REQUIREMENTS GBM proposes to use methods and procedures that have proven successful on large custodial service contracts that we have managed. Our techniques have evolved and been refined over the years. Here we address the ability of our firm to ensure that all personnel assigned to provide services under the proposed contract meet or exceed standard for quality and appearance in the performance of their tasks. In order to do so, we have isolated the important steps that we take to accomplish this. First of all, we must know the contract requirements. One of the first tasks, upon notification of contract award to our company, is management indoctrination of the requirements of the contract. Key company personnel will be assigned to this project in support of the local, on -site, management and supervisory staff. These persons will be responsible.to oversee and to manage this project. Therefore, at all levels of responsibility, detailed knowledge and understanding of the contract requirements must be established. At the company level, the Operations Manager, the Quality Control Manager, and the President are required to know and understand the contract requirements. The following attachments are our company concept for providing supervision and quality control to include special methods for monitoring performance and communication. Start Up and Ongoing Management Plan. Staffing Plan & Work Schedule. General Work Statements and Floor, Carpet, Restroom Care Programs. Network Management and Customer Service. • Quality Control, Daily Check List and Follow Up Procedure. Training and Security Method. 0 0 E 0 CLIENT REFERENCES We are pleased to offer the following references of the quality work that our company is currently providing. We invite you to contact the following references in the hope that you will find our company the best choice in the quest for a clean and presentable facility. COMPANY NAME CITY OF LONG BEACH ADDRESS 333 w. Ocean Blvd. Long Beach, CA 90802 PHONE NUMBER 562 570 -6663 CONTRACT PERSON Karie Bash TYPE OF SERVICE PROVIDED Janitorial Services & Day Porter Service SIZE OF FACILITY 400,000 S /Ft CONTRACT START DATE Feb. 2000 to current COMPANY NAME CITY OF RIALTO ADDRESS 150 S. Palm Ave. Rialto, CA 92376 PHONE NUMBER 909 820 -2570 CONTRACT PERSON Monica Gilbo TYPE OF SERVICE PROVIDED Daily Janitorial Services SIZE OF FACILITY 150,000 S /Ft CONTRACT START DATE _ July 2002 to current COMPANY NAME CITY OF ARCADIA ADDRESS 11800 Goldring Road Arcadia, CA 91066 PHONE NUMBER 626 256 -6012 CONTRACT PERSON Mr. Clement Flores TYPE OF SERVICE PROVIDED Daily Basic Janitorial & Day Porter Services SIZE OF FACILITY 325,000 S /Ft CONTRACT START DATE, April 2002 to current COMPANY NAME CAL. STATE UNIVERSITY BAKERSFIELD ADDRESS 9001 Stockdale Hwy. Bakersfield, CA 93311 PHONE NUMBER 661 664 -3284 CONTRACT PERSON Kathy Villa TYPE OF SERVICE PROVIDED Daily Janitorial Services and Day Porter Services SIZE OF FACILITY 700,000 S Ft CONTRACT START DATE January 2001 to current