HomeMy WebLinkAboutC-4172 - Service Agreement for Interim Janitorial Services at City's Public Libraries\ SERVICE AGREEMENT
c�1 BETWEEN THE CITY OF NEWPORT BEACH
AND ADVANCED BUILDING MAINTENANCE
FOR INTERIM JANITORIAL SERVICES AT
v CITY'S PUBLIC LIBRARIES
THIS SERVICE AGREEMENT, is made and entered into this 16TH day of March,
2009 ( "Commencement Date ") by and between the CITY OF NEWPORT BEACH, a
Municipal Corporation and Charter City ( "City "), and Advanced Building Maintenance, a
California Corporation, located at 10830 Whittier Blvd., Whittier, CA 90606 ( "Contractor"),
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 the City of
Newport Beach.
B. The City requires emergency interim janitorial services for four (4) Library buildings
in the City of Newport Beach.
C. City desires to engage Contractor to provide the emergency interim janitorial
services as outlined in this Agreement (the "Project").
D. Contractor and its staff agree to employ the same janitorial staff as required under
the California Displaced Janitorial Act and agree to comply with any other
requirements under the California Displaced Janitorial Act (Labor Code §§ 1060-
1065).
E. Contractor and its staff possess the training, experience, expertise and background
to provide the services described in this Agreement.
F. City has reviewed the previous experience of Contractor and desires to retain
Contractor to render janitorial services under the terms and conditions set forth in
this Agreement.
G. Contractor commits to faithfully perform the services required by this Agreement and
to perform the services in accordance with the terms and conditions set forth in this
Agreement.
H. Contractor has examined the location of all proposed work, carefully reviewed and
evaluated the specifications relative to the type and frequency of the work to be
performed, is familiar with all conditions relevant to the performance of services and
has committed to perform all work required for the price specified in this Agreement.
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NOW, THEREFORE, it is.mutually agreed by and between the undersigned parties
as follows:
1. TERM
Unless terminated earlier in accordance with Section 26 of this Agreement, the Term
of this Agreement shall be for a period of four (4) months. The term shall commence
immediately.
The term of this Agreement shall be extended for three (3) additional months
provided the City has not awarded a contract for the janitorial services. Time is of
the essence in the performance of services under this Agreement.
2. SCOPE OF SERVICES
A. Contractor shall perform the work or services set forth in the Scope of
Services attached hereto as Exhibit A. These services shall be provided at
the locations listed in Exhibit B. Contractor shall meet all the requirements
specified in Exhibit C. Reports shall be submitted by the Contractor in
accordance with Exhibit D. Bid Unit Prices and Costs are contained in Exhibit
E. All of these Exhibits are considered to be a part of, and are incorporated
into, this Agreement by reference.
B. As a material inducement to the City for entering into this Agreement,
Contractor warrants that all work and services to be provided hereunder shall
be performed in a competent, professional and satisfactory manner by an
adequate level of staff with the appropriate level of training. Contractor
covenants that it shall follow the highest professional standards in performing
the work and services and that all equipment and supplies used will be of
good quality, fit for the purpose intended. For purposes of this Agreement,
the phrase "highest professional standards" shall mean those standards of
practice recognized by one or more first -class firms performing similar work
under similar circumstances.
3. PERSONNEL REQUIREMENTS AND SUPERVISION
A. The Contractor shall have present on the job at all times during the working
hours a competent Supervisor, who shall be responsible for adherence to the
specifications outlined in the Scope of Services and the cleaning
requirements set forth in Exhibit C. The Supervisor shall be able to
communicate effectively in the English language (both orally and in writing).
Prior to the commencement of work, Contractor shall submit to the General
Services Director for prior approval the name of the person intended to be
employed as Supervisor for the duration of the contract, along with his
qualifications and past experience. The Supervisor shall be required to report
regularly to the General Services Director or his or her designee, as
necessary to review cleaning requirements and deficiencies.
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B. All contract services shall be performed by competent and experienced
employees. The Contractor shall comply with all state and federal legal
requirements regulating the right to work in the United States of America to
ensure that all members of the work force have the legal right to perform work
under this Agreement. Contractor shall make any records related thereto
available to the City within ten (10) days of receiving a written request for said
records by the City.
C. All supervisors and lead workers must be able to communicate effectively in
English (both orally and in writing). Any order given to these supervisors or
lead workers shall be deemed delivered to the Contractor.
D. The City reserves the right to conduct a background investigation of any
employee of Contractor and to require the Contractor to remove any
employee whose performance is deemed unsatisfactory in the City's sole
discretion. Persons employed by the Contractor who are found unsatisfactory
by the City shall be discharged or reassigned by the Contractor on fifteen (15)
days notice from the City.
E. Contractor shall be responsible for compliance with all local, state, and
federal laws and regulations regarding chemical usage. Contractor shall
employ or retain, at its sole cost and expense, all professional and technical
personnel necessary to properly perform contract services.
F. All Contractor personnel working under this Agreement shall be neat in
appearance. Contractor shall provide each employee with a uniform (shirt or
blouse), as approved by the Library Services Director or his /her designee. All
Contractor personnel shall wear identification badges or patches.
G. All work shall be performed in accordance with the highest janitorial and
building maintenance standards.
H. Contractor shall provide an Operations Manager to coordinate work with the
Library Services Director or his /her designee and ensure satisfactory
performance of contract services. A supervisor shall coordinate work crews
on a daily basis to ensure compliance with the terms of this Agreement.
1. The City will periodically inspect all work performed by the Contractor.
J. Contractor shall ensure there is no lapse in service. Complete cleaning
services will be required on a regular schedule as set forth in Exhibit A.
4. LICENSES, FEES, PERMITS AND TAXES
Contractor shall obtain at its sole cost and expense such licenses, permits and
approvals as may be required by law for the performance of the services required by
this Agreement. Contractor shall have the sole obligation to pay for any fees,
assessments and taxes, plus applicable penalties and interest, which may be
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imposed by law and arise from or are necessary for the Contractor's performance of
the services required by this Agreement, and shall indemnify, defend and hold
harmless City against any such fees, assessments, taxes, penalties or interest
levied, assessed or imposed against City hereunder.
5. COMPLIANCE WITH ALL LAWS
All work and services rendered hereunder shall be provided in accordance with all
ordinances, resolutions, statutes, rules and regulations of the City and any Federal,
State, or local governmental agency of competent jurisdiction.
6. COMPENSATION TO CONTRACTOR
City shall pay Contractor the sum of Six Thousand Three Hundred Eighty Four
Dollars and 801100 ($6,384.80) per month for a total amount not to exceed Thirty
Thousand Dollars and 001100 ($30,000.00) ( "Contract Amount") without a new
Agreement to perform all the work and services contemplated by and described in
Exhibits A through D. Payment for services shall be made to the Contractor once a
month upon submission of an invoice explaining in sufficient detail the services
performed. City shall pay invoices within thirty (30) days after approval of the
invoice by the City. Payment shall be deemed made when deposited in the United
States mail, first -class postage pre -paid, and addressed to Contractor as specified in
Section entitled "Notices."
7. INDEPENDENT CONTRACTOR
It is understood that City retains Contractor on an independent contractor basis and
Contractor is not an agent or employee of City. The manner and means of
conducting the work are under the control of Contractor, except to the extent they
are limited by statute, rule or regulation and the expressed terms of this Agreement.
Nothing in this Agreement shall be deemed to constitute approval for Contractor or
any of Contractor's employees or agents, to be the agents or employees of City.
Contractor shall have the responsibility for and control over the means of performing
the work, provided that Contractor is in compliance with the terms of this Agreement.
Anything in this Agreement that may appear to give City the right to direct Contractor
as to the details of the performance or to exercise a measure of control over
Contractor shall mean only that Contractor shall follow the desires of City with
respect to the results of the services.
8. EQUIPMENT AND CLEANING SUPPLIES
At its sole cost, the Contractor shall supply all necessary tools, equipment, and labor
that may be necessary to perform the work outlined herein. Contractor shall also
provide all cleaning materials and supplies, such as cleaners, liquid wax, liquid floor
soap, seals, detergents, and disinfectants. All cleaning supplies and/or chemicals to
be used on the job must be pre- approved by the City. Equipment used by the
Contractor must be of commercial quality and in good working condition at all times.
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The City will furnish consumable items such as toilet paper, paper towels, toilet seat
covers, sanitary napkins, disposable bags, and hand soap. However, Contractor
shall provide trash liners, cleaning rags, and all other cleaning equipment.
Contractor will be responsible for securing all City supplied items and refill
containers and dispensers, and shall use a sign -out log for all City supplies.
9. REPAIR/REPLACEMENT
A. The Contractor shall adopt reasonable methods to furnish continuous
protection to City property and equipment to prevent loss or damage, and
shall be responsible for all such damages, to persons or property, except
such loss or damage as may be caused by City's sole negligence or willful
misconduct.
B. Contractor shall advise the Library Services Director of any damage to City
equipment or property immediately upon becoming aware of the damage.
C. Contractor shall repair, at its sole cost and expense, any damage to City
equipment or property caused by Contractor or its agents, employees,
representatives or officers.
10. FAMILIARITY WITH WORK AND WORK SITE
A. By executing this Agreement, Contractor warrants that Contractor: (a) has
thoroughly investigated and considered the Scope of Services to be
performed, (b) has carefully considered how the services should be
performed, and (c) fully understands the facilities, difficulties and restrictions
attending performance of the services under this Agreement. Contractor
warrants that Contractor has investigated the sites listed in Exhibit B and is
fully acquainted with the conditions there existing, prior to commencement of
services hereunder.
B. City and Contractor agree that City has made no representation regarding the
order or condition of any area or location for which Contractor is to provide
services or that the site or location of work will be free from defects, apparent
or hidden, at the commencement of, or at any time during the term of this
Agreement.
11. HOLD HARMLESS
To the fullest extent permitted by law, Contractor 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
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any manner relate (directly or indirectly) to any work performed or services provided
under this Agreement (including, without limitation, defects in workmanship and/or
materials) or Contractor's presence or activities conducted on the Project (including
the negligent and /or willful acts, errors and /or omissions of Contractor, its principals,
officers, agents, employees, vendors, suppliers, Contractors, 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
Contractor 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 attorney's 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
Contractor.
12. INSURANCE
Without limiting Contractor's indemnification of City, and prior to commencement of
work, Contractor 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. Contractor 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's 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 Reauirements.
i. Workers' Compensation Coverage. Contractor shall maintain Workers'
Compensation Insurance and Employer's Liability Insurance for his or
her employees in accordance with the laws of the State of California;
however, in no event shall the Employer's Liability Insurance be less
than one million dollars ($1,000,000) per occurrence. Any notice of
cancellation or non - renewal of all Workers' Compensation policies
must be received by City at least thirty (30) calendar days (10 calendar
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days written notice of non - payment of premium) 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 Contractor for City.
ii. General Liability Coverage. Contractor 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. Contractor shall maintain automobile
insurance covering bodily injury and property damage for all activities
of the Contractor 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 two
million dollars ($2,000,000) combined single limit for each occurrence.
E. Endorsements. Each general liability, employer's liability and automobile
liability insurance policy shall be endorsed with the following specific
language:
i. 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 Contractor.
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 Contractor's operations or services provided to City.
Any insurance maintained by City, including any 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 (10 calendar days written notice of non-
payment of premium) written notice has been received by City.
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F. Timely Notice of Claims. Contractor shall give City prompt and timely notice
of claim made or suit instituted arising out of or resulting from Contractor's
performance under this Agreement.
G. Additional Insurance. Contractor 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.
13. PROHIBITION AGAINST TRANSFERS OR ASSIGNMENT
A. Contractor may not assign any right or obligation of this Agreement or any
interest in this Agreement without the prior written consent of City. Any
attempted or purported assignment without the consent of the City shall be
null and void. Contractor acknowledges that these provisions relative to
assignment are commercially reasonable and that Contractor does possess
special skills, abilities, and personnel uniquely suited to the performance of
contract services and any assignment of this Agreement to a third party, in
whole or in part, could jeopardize the satisfactory performance of contract
services. Contractor may not employ any subcontractors unless specifically
authorized by City.
B. The sale, assignment, transfer, or other disposition of any of the issued and
outstanding capital stock of Contractor, or of the interest of any general
partner or joint venture which shall result in changing the control of
Contractor, shall be construed as an assignment of this Agreement.
14. RECORDS AND REPORTS
A. All Contractor's books and other business records, or such part as may be
used in the performance of this Agreement, shall be subject to inspection and
audit by any authorized City representative during regular business hours.
B. Contractor shall complete a monthly maintenance report indicating work
performed and submit this completed report to the General Services Director
or his /her designee within ten (10) days after the end of each month.
C. Contractor shall keep records and invoices in connection with its work to be
performed under this Agreement. Contractor shall maintain complete and
accurate records with respect to the costs, including man hours, incurred
under this Agreement. All such records shall be clearly identifiable.
Contractor shall allow a representative of City during normal business hours
to examine, audit, and make transcripts or copies of such records. Contractor
shall maintain and allow inspection of all work, data, documents, proceedings,
and activities related to this Agreement for a period of three (3) years from the
date of final payment under this Agreement.
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15. ADMINISTRATION
This Agreement will be administered by the Library Services Department. The
Facilities Maintenance Supervisor, Melissa Kelly, shall be considered the City's
Administrator and shall have the authority to act for the City under this Agreement.
The Administrator or his /her authorized representative shall represent the City in all
matters pertaining to the services to be rendered under this Agreement.
16. INCREASE OR DECREASE IN SCOPE OF SERVICES
A. Contractor may be asked to perform additional janitorial and building
maintenance services by the Administrator. The Administrator may give
verbal authorization for additional services up to $500. Administrator shall
provide Contractor with written authorization prior to the performance of any
additional services that exceed $500.
B. City reserves the right to withdraw certain Library locations from the work to
be performed by Contractor pursuant to this Agreement. City shall notify
Contractor in writing of its intent to do so at least thirty (30) days prior to the
effective date of withdrawal of any location. In the event a location is
withdrawn from the Scope of Services, compensation to Contractor shall be
reduced in accordance with the bid unit costs as specified in Exhibits E and F.
In the event the location is withdrawn for a period of less than a full one (1)
year term, Contractor's compensation shall be reduced on a prorated basis.
17. WORK DEFICIENCIES AND CORRECTIONS
A. The Contractor's performance will be evaluated on a regular basis. When
problems are identified, the City will notify Contractor. If issues are serious or
go unresolved, a Notice of Deficiency will be issued to Contractor in writing.
This notice will detail the issues and give a cure period to resolve them.
B. Failure to correct the deficiencies listed in the Notice of Deficiency within the
timeframe specified by the City may, in the City's sole discretion, result in action
being taken by the City, including, but not limited to, (a) withholding payment for
the subject deficiency until the work is completed; (b) correcting the deficiency
(using the City's own work force and/or by contracting out) and deducting any
associated costs plus overhead incurred thereby from the total monthly
compensation due the Contractor; (c) deletion of the site(s) from the Contract
and reducing the corresponding compensation for that month; (d) contracting
with another Vendor to perform the maintenance and other services required
for the remainder of the term of the Contract and deducting from the
Contractor's total compensation under the contract any costs that City pays or
becomes obligated to pay the new Contractor, including expenses City incurs
over and above the monthly billing rate by the Contractor for that site; (e)
terminating the agreement; and /or (f) taking any other action and exercising
any other legal remedy available to the City under law.
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C. The City reserves the right to make appropriate deductions in payments for
unsatisfactory performance or failure to perform contract duties. Payment
deductions shall be based upon the Unit Prices outlined in Exhibit D.
18. DISPUTES PERTAINING TO PAYMENT FOR WORK
Should any dispute arise respecting the value of the work done, or of any work
omitted, or of any extra work which Contractor may be required to do, or respecting
any payment to Contractor during the performance of the Agreement, such dispute
shall be decided by the City Manager and his decision shall be final and binding
upon Contractor and his sureties.
19. REIMBURSEMENT FOR EXPENSES
Contractor shall not be reimbursed for any expenses unless the City approves the
expense in advance in writing.
20. PERFORMANCE BOND
A. Concurrently with execution of this Agreement, Contractor shall deliver to City
a performance bond in the sum of the annual Contract Amount of this
Agreement, in the form provided by the City Clerk, which secures the faithful
performance of this Agreement, unless such requirement is waived by the
Library Services Director. The bond shall contain the original notarized
signature of an authorized officer of the surety and affixed thereto shall be a
certified and current copy of his power of attorney. The bond shall be
unconditional and remain in force during the entire term of the Agreement and
shall be null and void only if the Contractor promptly and faithfully performs all
terms and conditions of this Agreement.
B. The performance bond required by this Agreement shall be satisfactory only if
issued by a company qualified to do business in California, rated "A" or better
in the most recent edition of Best Rating Guide, The Key Rating Guide or in
the Federal Register, and only if they are of a financial category Class VII or
better, unless such requirements are waived by the Risk Manager of the City.
21. LABOR
A. Contractor shall conform with all applicable provisions of State and Federal
law including, applicable provisions of the Federal Fair Labor Standards Act.
B. Contractor shall conform with all applicable provisions of the California Labor
code, including the Displaced Janitors Opportunity Act, Labor Code sections
1060 -1065.
B. Whenever Contractor has knowledge that any actual or potential labor dispute
is delaying or threatens to delay the timely performance of this Agreement,
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Contractor shall immediately give notice to City, and provide all relevant
information.
C. Wages paid by Contractor for services provided hereunder shall be in
accordance with Section 1770 of the California State Labor Code. The
Director of Industrial Relations has ascertained the general prevailing rate of
per diem wages in the locality in which the work is to be performed for each
craft, classification, or type of workman or mechanic needed to execute the
contract. A copy of said determination is available by calling the prevailing
wage hotline number (415) 703 -4774, and requesting one from the
Department of Industrial Relations. All parties to the contract shall be
governed by all provisions of the California Labor Code Relating to prevailing
wage rates (Sections 1770 -7981 inclusive).
22. NONDISCRIMINATION BY CONTRACTOR
Contractor represents and agrees that it does not, and will not, discriminate against
any subcontractor, Contractor, employee or applicant for employment because of
race, religion, color, sex, handicap, national origin, or other basis that is violative of
the federal or state constitution or federal or state law. Contractor's obligation not to
discriminate shall apply, but not be limited to, the following: employment, upgrading,
demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of
pay or other forms of compensation, and selection for training, including
apprenticeship.
23. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS
City reserves the right to employ other contractors in connection with this Project.
24. CONFLICTS OF INTEREST
A. The Contractor 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 financial interest that may foreseeable be materially
affected by the work performed under this Agreement, and (2) prohibits such
persons from making, or participating in making, decisions that will
foreseeable financially affect such interest. The Contractor will provide a
completed disclosure form noting the above. Contractor will comply with the
Act and relevant City Resolutions.
C. If subject to the Act, Contractor shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination
of this Agreement by the City. The Contractor shall indemnify and hold
harmless the City for any claims for damages resulting from the Contractor's
violation of this Section.
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25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement must
be given in writing and will be deemed served when delivered personally or on the
second business day after the deposit thereof in the United States mail, postage
prepaid, registered or certified, addressed as hereinafter provided.
Melissa Kelly
Facilities Maintenance Supervisor
Library Services Department
Central Library
City of Newport Beach
1000 Avocado Avenue
Newport Beach, CA 92660
All notices, demands, requests or approvals from City to Contractor shall be
addressed to Contractor at:
Advanced Building Maintenance
Attn: Alfonso Parada
10830 E. Whittier Blvd.
Whittier, CA 90606
Ph: (562) 695 -0711
Fax: (562) 692-4720
26. TERMINATION /DEFAULT
A. In the event Contractor fails or refuses to timely perform any of the provisions
of this Agreement in the manner required or if Contractor violates any
provisions of this Agreement, Contractor shall be deemed in default. If such
default is not cured within a period of two (2) working days, or if more than
two (2) working days are reasonably required to cure the default and
Contractor fails to give adequate assurance of due performance within two (2)
working days after Contractor receives written notice of default from City, City
may terminate the Agreement forthwith by giving written notice. City may, in
addition to the other remedies provided in this or authorized by law, terminate
this agreement by giving written notice of termination.
B. This agreement may be terminated without cause by the City upon thirty (30)
days written notice. Upon termination, City shall pay to Contractor that
portion of compensation specified in the Agreement that is earned and unpaid
prior to the effective date of termination. The Contractor may only terminate
the Agreement in the event of nonpayment by the City. In the event. of
nonpayment by the City, Contractor shall give the City thirty (30) days written
notice thereof and the City shall have fifteen (15) working days to cure the
alleged breach.
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C. In addition to, or in lieu of, remedies provided in this Agreement or pursuant to
law, City shall have the right to withhold all or a portion of Contractor's
compensation for contract services if, in the judgment of the City Manager,
the level of maintenance falls below appropriate janitorial or building
maintenance standards and/or Contractor fails to satisfactorily perform
contract services. City shall have the right to retain funds withheld until the
City Manager determines that contract services are performed as well and as
frequently as required by this Agreement.
27. COST OF LITIGATION
If any legal action is necessary to enforce any provision of this Agreement or for
damages by reason for an alleged breach of any provisions of this Agreement, the
parties agree that attorneys' fees shall not be recoverable by the prevailing party.
28. WAIVER
A waiver by City of any breach of any term, covenant or condition contained herein
shall not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant or condition contained herein whether of the same or a
different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties and all preliminary negotiations and
agreements of whatsoever kind or nature are merged in this Agreement. No verbal
agreement or implied covenant shall be held to vary the provisions hereon.
30. AMENDMENTS
This Agreement may be modified or amended only by a written document executed
by both Contractor 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.
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33. INTERPRETATION
The terms of this Agreement shall be construed in accordance with the meaning of the
language used and shall not be construed for or against either party by reason of the
authorship of the Agreement or any other rule of construction which might otherwise apply.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the
day and year first written above.
APPROVED AS TO FORM:
OFFICE O THE CITY ATTORN
By: 11 cy---
Aaron C.Harp
Assistant City Attorney
ATTEST:
By: �&Lw �
Leilani I. Brow
City Clerk
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CITY OF NEWPORT BEACH
A Municipal Corporation
Cynthia Pirtle f
Library Services Director
CONTRACTOR:
Bya:�e
Title4jo�r.�
Title:
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E
E
List of Exhibits
Scope of Services
Library Facility Locations
Janitorial Services Cleaning Requirements
Required Reports
Bid Unit Costs
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Exhibit A
Scope of Services
A. DESCRIPTION OF WORK
Contractor shall furnish all labor, equipment, materials, and supervision to
perform janitorial maintenance services at the facilities listed on Exhibit B. Such
services shall include, but are not limited to, the following:
1. Trash removal.
2. Sweeping, cleaning and mopping all floors.
3. Cleaning and sanitizing drinking fountains and removing encrustations
4. Cleaning and sanitizing all toilets, urinals, and lavatories.
5. Dusting and cleaning restroom fixtures.
6. Sweeping and cleaning shower areas.
7. Picking up litter in entranceways and inside restroom facilities.
8. Refilling all dispensers, including toilet paper, paper towel and seat cover
dispensers.
9. Refilling soap dispensers at designated sites.
B. WORKING HOURS
Working hours shall vary by location, with work occurring on Friday and Saturday
nights, including holidays, between the hours of 10 p.m. and 7 a.m.
C. LEVEL OF MAINTENANCE
All work shall be performed completely and in a professional manner to the
satisfaction of the City. The Contractor will perform the services in accordance
with the specifications included herein.
16
•
D. EXTRA WORK
0
No new work of any kind shall be considered an extra unless a separate estimate
is given for said work and the estimate is approved by the City before the work is
commenced. The Contractor will be required to provide before and after
photographs of safety items or emergency repairs which were made without prior
City approval. Documentation of contract compliance may be required on some
occasions.
E. EMERGENCY SERVICES
The Contractor will provide the City with the names and telephone numbers of at
least two qualified persons who can be called by City representatives when
emergency maintenance conditions occur during hours when the Contractor's
normal work force is not present in the City of Newport Beach. These Contractor
representatives shall respond to said emergency within thirty (30) minutes from
receiving notification.
F. CONTRACTOR'S OFFICE
Contractor is required to maintain an office within a one (1) hour response time of
the job site and provide the office with phone service during normal working
hours. During all other times, a telephone answering service shall be utilized and
the answering service shall be capable of contacting the Contractor by radio or
pager. Contractor shall have a maximum response time of thirty (30) minutes to
all emergencies. There will be no on -site storage of equipment or materials.
Contractor will have full responsibility for maintaining an office and a yard.
G. SAFETY REQUIREMENT
1. All work performed under this contract shall be performed in such a
manner as to provide maximum safety to the public and where applicable,
comply with all safety standards required by CAL -OSHA. The Facilities
Maintenance Supervisor reserves the right to issue restraint or cease and
desist orders to the Contractor when unsafe or harmful acts are observed
or reported relative to the performance of the work under this contract. All
contractor vehicles shall have a "W.A.T.C.H." work area traffic control
manual at all times.
2. The Contractor shall maintain all work sites free of hazards to persons
and/or property resulting from his /her operations. Any hazardous
condition noted by the Contractor, which is not a result of his /her
operations, shall be immediately reported to the Facilities Maintenance
Supervisor.
3. The Contractor shall have in his /her possession and be familiar with all
safety regulations issued by the State Division of Industrial Safety and
shall comply with these and all other applicable laws, ordinances, and
17
0 i
regulations governing Affirmative Action programs. The Contractor shall
provide all safeguards and protective devices and take any other action
necessary to protect the health and safety of their employees on the job,
safety of City employees and the public in connection with the
performance of the work required by this contract.
H. SPECIFICATIONS FOR CONTRACT JANITORIAL SERVICES
1. The intent of these specifications is to define and control the quality of
janitorial service provided to the City.
2. Contractor shall be responsible for, but not limited to, the following:
a. Recruiting and training new personnel;
b. Providing adequate staffing to perform the work in a safe, professional
and satisfactory manner;
c. Ensuring adherence to work schedules;
d. Furnishing all supplies, materials and equipment necessary for the
proper performance of the janitorial service;
e. Maintenance or replacement of cleaning equipment;
f. Providing adequate field supervision; and
g. Notifying City of any personnel changes.
3. Proof of performance and adherence to these specifications shall be upon
the Contractor.
4. If any product used by the Contractor contains any material which is listed
on California's OSHA Director's list as hazardous, the Contractor shall
provide a material safety data sheet (MSDS) (OSHA form 20), referencing
the City of Newport Beach's purchase order number, to:
City of Newport Beach
Attn: McMspa
Facilities Maintenance S ervisor
Central Library
1000 Avocado Avenue
Newport Beach, CA 92660
5. The Contractor warrants that all persons employed have satisfactory past
records indicating their ability to accept the kind of responsibility
anticipated in this type of work. Upon receipt of notice of award from the
City of Newport Beach, the Contractor must supply a list of the personnel
who will perform the work, within fifteen (15) days, and notify the City of
any personnel changes.
6. The Contractor's employees shall not remove any items from the job sites
except that which has been specifically authorized by the City of Newport
Beach in writing.
18
0
7. The Contractor shall provide qualified English speaking supervision in all
areas of operations. The supervision shall work with City of Newport
Beach personnel in planning and scheduling work for completion of tasks.
8. A schedule defining the weekend tasks will be provided to the Contractor
after the contract is awarded. Failure to perform these scheduled tasks
may result in termination of the contract or the withholding of payments to
Contractor until services are rendered.
9. The City's Operations Support Division staff will inspect and approve each
phase of the job for compliance to the specifications prior to payment.
Questions may be directed to th Facilities Maintenance Supervisor,
�, at (949) 64# X17-- nc52
10. All work determined by the Operations Support staff to be defective or
deficient in any of the requirements of the specifications shall be remedied
by the Contractor at the Contractor's sole expense and in a manner
acceptable to the City of Newport Beach.
11. All Cleaning supplies, materials and tools used in the performance of this
Agreement shall be of good commercial quality, suitable for the purposes
intended, and shall provide results necessary to provide the high
standards of cleanliness required under this contract. The City shall have
the right to prohibit the use of any process, material, supply or tool which
may damage City property or which may be a risk to employees, the
public, or others using City facilities.
The following products meet the minimum standards established for
performance of this work:
a. All- Purpose Cleaner: Fast Act (or approved equal)
b. Toilet/Urinal Cleaner /Disinfectant: Comet Cleanser (or approved
equal)
c. Drinking Fountain Cleaner /Disinfectant: Comet Cleanser (or
approved equal)
d. Stainless Steel Cleaner: Any Lemon Oil
12. The City shall issue such keys as necessary for access to storage areas.
Contractor shall assume full responsibility for theft or loss of said keys and
shall pay for re- keying all locks operated by these keys in such event.
Keys shall not be duplicated.
13. Some work areas may be accessed by entrance gates (or other such
security restraints). The City will issue the access codes to the
Contractor. Thereafter, all costs for changing the access code due to
changes in personnel or required substitution of contracts shall be paid by
the Contractor and may be deducted from payments due or to become
19
• !
due to the Contractor. Furthermore, any alarms originating from the
Contractor's operations shall also be paid by the Contractor and may be
deducted from payments due or to become due to the Contractor.
14. Contractor shall lock storage doors upon completion of cleaning each
facility. At no time shall Contractor or its employees enter other areas of
the facility not specifically included in this contract for janitorial services.
The Contractor shall close all entrance gates (or other such security
restraints) when leaving the facilities.
15. Contractor shall immediately report all conditions and occurrences out of
the norm to the City of Newport Beach Police Department. Including
broken windows, vandalism, and /or facility damage.
16. Any unauthorized usage of City supply items by the Contractor will be
grounds for immediate termination of the contract.
17. Contractor shall be fully responsible for any and all damage done to City
property, equipment, or other property of the public premises that result
from the Contractor's operations under this contract.
18. City shall not be responsible for losses of Contractor's supplies, tools, or
equipment. As such, Contractor acknowledges that it is their responsibility
to provide proper identification and security for such items at their own
expense.
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0 •
Exhibit B
Library Facility Locations. Specifications and Schedule
1. Location: Central Library
1000 Avocado Avenue
Newport Beach, CA 92660
Area: 1St Floor: 22,058 Sq. Ft. Carpet 3,000 Sq. Ft. Tile
2nd Floor: 21,473 Sq. Ft. Carpet
Schedule: Monday— Thursday after 9:00 p.m.
Friday — Saturday, after 6:00 p.m.
Sunday, after 5:00 p.m.
7 Days a week
2. Location: Balboa Branch Library
100 East Balboa Blvd,
Newport Beach, CA 92660
Area: 6,000 Sq. Ft. Mostly carpet, except restrooms
Schedule: Monday & Wednesday, after 9:00 p.m.
Tuesday, Thursday— Saturday, after 6:00 p.m.
6 Days a week
3. Location: Mariners Branch Library Service Schedule
2005 Dover Drive
Newport Beach, CA 92660
Area: 7,000 Sq. Ft. Mostly carpet —Vinyl Floor in Entry Way, Workroom &
Restrooms
Schedule: Monday & Wednesday, after 9:00 p.m.
Tuesday, Thursday— Saturday, after 6:00 p.m.
6 Days a week
4. Location: Corona Del Mar Branch Library
420 Marigold Avenue
Corona Del Mar, CA 92625
Area: 3,800 Sq. Ft. Mostly carpet, except restrooms
Schedule: Tuesday— Saturday, after 6:00 p.m.
21
Exhibit C
JANITORIAL SERVICES CLEANING REQUIREMENTS
22
9 . . ..... 0-1.
SECTION: ACTIMIES i REQUIREMArS / COSTS
JANITORIAL SPECIFICATIONS
CENTRAL LIBRARY SERVICE SCHEDULE - 1000 Avocado Avenue, Newport Beach, CA 92060
Monday — Thursday, after 9:00 p.m. Friday— Saturday, after 6:00 p.m. Sunday, after 5:00 pm. j )
Description
Area: First Floor 22,058 Sq. Ft. Carpet 3,000 Sq. FL Tile (estimate)
Second Floor 21,473 Sq. FL 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.
•
Resclogtock gai Supplies, taking care to place paper goods properly in dispensers, and keeping soap dispensers
unj
• Wipe towel and tort paper dispensers.
• Remove splash marks from wails 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 dry1wet mop all floors, including the stairs.
Dusting:
• Thoroughly dust desks, counters, tables, machines, pictures, sign frames, and windowslih
including the reference desk and telephone reference desk/counter areas.
Trash and trash can areas:
• Remove all trash from receptacles troth inside and outside the library, and move to collection point in the
building.
• Replace liners in all trash receptacles.
• Slit 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, eta
• 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 atl comers, edges, and beneath fumiture using special attachments for vacuum to get into the
comets.
• Buff hard surface floors In order to oresent the best possible appearance at all times.
*jmnaaa 1213 1e171M
• Dusting: !
•
Thoroughly dust all verticflf surfaces of desks, fifes, 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 tight 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 rallings (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.
uarterly Activf fes
Carpets and Floors:
• Shampoo carpets in Main areas on pre - arranged date:
• Main entry way
• Popular Library
• Main entry —2h° 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 prearranged date:
o Children's Room including Story Room
o Aisles not between book stacks
o Staff Lounge
o Conference Room
o Friends Meeting Room
o Open study areas
o Quiet Reading Room
o 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
Mae yearly.
Computer Room:
• Strip and wax or coat floors twice yearly on a pre - arranged schedule.
rfp*twsm 1213 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
• 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 dosing, locking, and setting building
alarm.
• Include at least one Englis"pealdng employee in the crew.
• Prohibit anyone except Janitorial service employees to accompany the crew in the building during dosed 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 begs, urinal screens and liquid hand soap (Superior Hand Soap by Waxie or
approved substitute brand). City provides paper supplies (towels. Wei paper and seat covers).
• Contractor shall post copies of MSOS (Material Data Sheets) for all chemicals used in each custodial closet in
compliance with OSHA Hazard Communication Standard 29 CFR t90- 12000. This shall include labeling the
contents of all secondary We plastic bottles or containers.
Monthly Labor Hours Central Library
296 hours
Cost/Hour - Emergency Cleaning Service
12 -Hour Response j
Total Monthly Cost for Central Library
S
3� Sb
rfp}saswam 1213 -_ __ __ 1021103
B.ALBOA BRANCH LIBRARY OVICE SCHEDULE -100 East Saibolbvd. ,Newport Beach, CA 92660
Monday & Wednesday, after 9:00 p.m. Tuesday, Thursday— Saturday, after 6:00 p.m. [NMI
Area: 6,000 Sq. Ft. Mostly Carpet Farcept Restrooms
Daily Activities
Bathrooms and Kitchens:
• Clean bathrooms and kitchens, Including sinks, counters, toilets - urinals.
• Polish all bright work.
• Wipe Down wail to remove marks.
• Wet mop floors and rinse with disinfectant.
• Restock supplies, taking care to place paper goods property in dispensers, and keeping soap dispensers
unclogged.
• Wipe towel and toilet paper dispensers.
• Remove-spiash marks from waft around basins.
• Clean and polish mirrors and dust tops of frames.
• Remove trash.
• Unclog problem toiets as needed.
Carpets and Floors:
• Thoroughly vacuum all carpets, using the proper setting for this carpet throughout the library
• Sweep and dryhvet 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 of 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, cta.
• Return chairs and tables to their proper places.
• Clean, disinfect, and dry polish drinking fountains.
• Clean and disinfect telephones.
Weekly Activitles
Carpets and Floors:
• Vacuum all comers, edges, and beneath furniture using special attachments for vacuum to get into the
comers.
• Bull hard surface floors in order to present the best possible appearance at all times.
Dusting:
• Thoroughly dust all vertical surfaces of desks, files, cabinets, chaps, tables, book stacks and blinds.
Furniture and other areas:
• Vacuum upholstered fumtture 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.
Aftonthly Activities
qW Dusting:
• Dust high shelves on book stacks.
rfp*swan 1213 .. IVAI 3
• •
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 Deeded
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 calf within 2 hours, I plunging and cleaning up toilets or cleaning up after sick customers (City would pay extra per cad).
• Provide a night manager or contact available on call in case of problems with dosing, toddng, 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 dosed hours.
• Bring defective or Inoperative budding equipment to the attention of the Library staff the next day.
• Keep janitor closets, equipment and materials in a neat, dean 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
compdance with OSHA Hazard Communication Standard 29 CFR 13D-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
[ 2-Hour Response ]
Total Monthly Cost for Library
S
�PISO
rfp*m ue 1213 lea1103
•
MARINERS BRANCH LiBRARYORVICE SCHEDULE - 2005 Dover Dr*'Newport Beach, CA 92800
Monday & Wednesday, after 8:00 p.m. Tuesday, Thursday — Saturday, after 6:00 p.m. j �_ ]
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 wag to remove marks.
• Wet mop floors and rinse with disinfectant.
• Restock supplies, taking care to place paper goods property In dispensers, and keeping soap dispensers
unclogged.
+ Wipe towel and toilet paper dispensers.
• Remove splash marks from wags 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
budding.
• Replace liners In all trash receptacles.
• Sgt 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 pieces.
• Clean, dlskrfect, 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 btto the
corners.
• Buff hard surface floors In order to present the best possible appearance at all times.
Dusting:
• Thoroughly dust all vedl :al surfeces of desks, tries, cabinets, chairs, tables, book stacks and bikids.
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 aril door frames. .
_ onthi Activities
Dusting:
• Dust high shelves on book stacks.
rrpjanavaam 1213 1W21/03
• 0
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 carpels 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 dean 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, toll
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 Cali in case of problems with dosing, 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 dosed 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 Waxle 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 180- 12000. This shall include labeling the
contents of all secondary type plastic botties or containers.
Monthly Lab" Hours Mariners Library
74 hours
Cost/Hour - Emergency Cleaning Service
[ 24Hour Response,]
07
Total Monthly Cost for.Cantrai Library
S
c2 Igo • �
dpjantvcam 1213 1O/21g3
0 •
CORONA DEL MAR BRANCH LOMY SERVICE SCHEDULE. 420 Mold Avenue, Corona Del Mar,
Tuesday— Saturday, after 6:t1 p.m. [IM) CA 82625
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 wail 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 dryAvet 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 to the
building.
• Replace liners in all hash receptacles.
• Sin cigarette butts from ash ums.
• Sweep areas around outside trash receptacles.
Furniture and trash can areas:
Wipe tables and oountertops and remove any spills, coffee rings, pent and ink marks, etc.
• Return chairs and tables to their proper pieces.
• Clean, disinfect, and dry polish drinking fountains.
• Ciean.and disinfect telephones.
Weekly 6ct1v[tles
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 ail 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 brook stacks.
rfp}mne m 1213 loaf"
$i -Mor& Activities •
Carpets and Floors:
Wax or coat floors bl- 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
4
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 holrrs, to
plunging and cleaning up toilets or cleaning up after sick customers (Guy 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 alt 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 seatcovers).
• 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 i 90-t 2000. This shall include labeling the
contents of all secondary type plastic bdittes or containers.
Monthly Labor Hours Corona Del Mar Library 32 hours
Cost/Hour - Emergency Cleaning Service
1241our Response
Total Monthly Cost forklixary
a
q5-�• J v X71
S
riplaa src am 1213 1041103
0
1. Monthly Maintenance Report
Exhibit D
Required Reports
23
0
0 0
Exhibit E
Unit Costs
Library Cleaning Services
Location
Labor Hours
Monthly
Cost
Cost/Hour-
Emergency
Cleaning
Service
1. Central Libra
2. Balboa Branch Libra
3. Mariners Branch
Library
�l�
4. Corona Del Mar
Libra
q"-)(l '5D
Total Monthly Cost:
24
$6,384.80