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"°a` City Council Staff Report
DATE: October 1, 2008 CONSENT AGENDA
SUBJECT: Approve contract services agreement for Janitorial Services for various
city facilities
FROM. David Ready, City Manager
BY: Public Works / Facilities Maintenance
SUMMARY
The city contracts separately for janitorial services for various city owned facilities,
excluding the airport and convention center. The previous 5 year contract is coming to
an end and this award would approve a new 5 year contract for janitorial services that
will commence on November 1.
RECOMMENDATION:
1. Approve a contract for janitorial services at various city owned facilities with
Advanced Building Maintenance for a 3 year term at $247,927 per year, with two
1 year renewal options subject to a CPI increase, at the mutual consent of the
city and contractor.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Facilities Maintenance Division of the Public Works Department oversees the on-
going maintenance and janitorial services of all city owned facilities with the exception of
the airport and convention center. The fourteen facilities included in this scope of work
are as follows: City Hall, City Yard, Fleet Operations, Police Headquarters, Downtown
Police Sub-Station, Downtown Parking Structure, Main Library, Fire Dept.
Administration Headquarters, Pavilion, Leisure Center, Swim Center, J.C. Frey Building,
Desert Highland Center, and the Train Station.
The Procurement & Contracting Division conducted Request for Proposals (RFP) 02-09
that was issued on July 29th, advertised on August 6` and 11th, posted to the city's
website, and sent to 22 potential vendors. A pre-proposal conference and site tour was
Item No. 2 . H •
City Council Staff Report
October 1, 2008 -- Page 2
Janitorial Services contract
conducted on August 13�h and vendor response was high. Thirteen firms submitted
proposals that were carefully evaluated by a committee consisting of key stakeholders
from various facilities and with operations/maintenance experience.
Proposals were received from the following firms (listed alphabetically): ABM Janitorial
Services, Advanced Building Maintenance, AGS Group, Come Land Maintenance,
Goodwill Southern CA, Grace Building Maintenance, Merchants Building Maintenance,
Moore Maintenance, Nelson's Janitorial Service, Rogan Building Services, Santa Fe
Building Maintenance, Shyp Biotechnical Cleaning, and United Maintenance Systems.
Proposals were evaluated on multiple criteria including their experience, proposed
staffing plan to perform the work, supervision and training of employees, communication
methods, safety training and record, references and cost. While cost was not the sole
determining criteria, the proposals ranged from a low of $200,052 to a high of $456,215
per year. The evaluation committee ranked Advanced Building Maintenance as the
highest ranked firm based on the quality of their proposal in response to the criteria and
the overall comparative value of their $247,927 annual cost proposal and staffing plan.
The cost represents a 14% increase over the amount currently being paid. The chief
reasons for this include inflation, since the previous contract was signed in 2003 adding
the parking structure as a facility to be maintained, requiring green certified products
and increasing the train station maintenance to 7 days per week from the previous 5.
Advanced Building Maintenance, based in Whittier, CA has over 28 years of experience
in providing janitorial services for commercial, industrial, and municipal clients
throughout Southern California. Uniquely, Advanced Building Maintenance has seven
current municipal contracts, including the City of La Quinta here in the desert. Their
references were very positive from all of their municipal clients and they are committed
to performing the services utilizing local labor force and shall comply with chapter 4.5 of
the CA Labor Code known as the Displaced Janitor Opportunity Act, enacted by SB20
in January 2002.
As the City of Palm Springs moves toward sustainability, staff was proactive in requiring
in this new contract that wherever possible, all chemicals and products used in the
performance of the janitorial services contract shall be "green certified" and must be
approved by the city's contract administrator for use. Certifications from organizations
such as Ecol-ogo and Green Seal that use independent product testing and certification
methods shall be required for approval.
FISCAL IMPACT:
Funding for these services has been approved in the FY 08-09 budget and is available
in account 520-5641-43280, Custodial Services (Facilities Maintenance).
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City Council Staff Report
October 1, 2008 -- Page 3
Janitorial Services contract
Submitted:
Craig Gladder Pbcurement Manager David J. Barakian, Director of Public Works
David H. Ready, City Maw
Attachment (1) Contract Services Agreement
CITY OF PALM SPRINGS
CONTRACT SERVICES AGREEMENT FOR
Janitorial Services
THIS CONTRACT SERVICES AGREEMENT (herein "Agreement"), is made and entered
into this day of , 2008, by and between the CITY OF PALM
SPRINGS, a municipal corporation, (herein "City") and Advanced Building Maintenance, (herein
"Contractor"). (The term Contractor includes professionals performing in a consulting capacity.)
The parties hereto agree as follows:
1.0 SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all terms and conditions of this Agreement,
the Contractor shall provide those services specified in the "Scope of Services" attached hereto as
Exhibit "A" and incorporated herein by this reference, which services may be referred to herein as
the "services" or "work" hereunder. As a material inducement to the City entering into this
Agreement, Contractor represents and warrants that Contractor is a provider of first class work and
services and Contractor is experienced in performing the work and services contemplated herein
and, in light of such status and experience, Contractor covenants that it shall follow the highest
professional standards in performing the work and services required hereunder and that all
materials 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.
1.2 Contractor's Proposal. The Scope of Service shall include the Contractor's proposal
or bid which shall be incorporated herein by this reference as though fully set forth herein. In the
event of any inconsistency between the terms of such proposal and this Agreement, the terms of
this Agreement shall govern-
1-3 Compliance with Law. All 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 having jurisdiction in effect at the time service is
rendered.
1.4 Licenses, Permits. Fees and Assessments. 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 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.
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1.5 Familiarity with Work. By executing this Contract, 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. If the services involve work upon any site, Contractor warrants that
Contractor has or will investigate the site and is or will be fully acquainted with the conditions
there existing, prior to commencement of services hereunder. Should the Contractor discover
any latent or unknown conditions, which will materially affect the performance of the services
hereunder, Contractor shall immediately inform the City of such fact and shall not proceed
except at Contractor's risk until written instructions are received from the Contract Officer.
1.6 Care of Work. The Contractor shall adopt reasonable methods during the life of
the Agreement to furnish continuous protection to the work, and the equipment, materials,
papers, documents, plans, studies and/or other components thereof to prevent losses or
damages, and shall be responsible for all such damages, to persons or property, until
acceptance of the work by City, except such losses or damages as may be caused by City's
own negligence.
1.7 Further Responsibilities of Parties. Both parties agree to use reasonable care
and diligence to perform their respective obligations under this Agreement. Both parties agree
to act in good faith to execute all instruments, prepare all documents and take all actions as
may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter
specified, neither party shall be responsible for the service of the other.
1.8 Additional Services. City shall have the right at any time during the performance
of the services, without invalidating this Agreement, to order extra work beyond that specified in
the Scope of Services or make changes by altering, adding to or deducting from said work. No
such extra work may be undertaken unless a written order is first given by the Contract Officer
to the Contractor, incorporating therein any adjustment in (1) the Contract Sum, and/or (ii) the
time to perform this Agreement, which said adjustments are subject to the written approval of
the Contractor. Any increase in compensation of up to five percent (5%) of the Contract Sum or
$25,000: whichever is less, or in the time to perform of up to one hundred eighty(180) days may
be approved by the Contract Officer. Any greater increases, taken either separately or
cumulatively must be approved by the City Council. It is expressly understood by Contractor
that the provisions of this Section shall not apply to services specifically set forth in the Scope of
Services or reasonably contemplated therein. Contractor hereby acknowledges that it accepts
the risk that the services to be provided pursuant to the Scope of Services may be more costly
or time consuming than Contractor anticipates and that Contractor shall not be entitled to
additional compensation therefore.
1.9 Special Requirements. Additional terms and conditions of this Agreement, if any,
which are made a part hereof are set forth in the "Special Requirements" attached hereto as
Exhibit "B" and incorporated herein by this reference. In the event of a conflict between the
provisions of Exhibit "B" and any other provisions of this Agreement, the provisions of Exhibit
"B" shall govern.
2.0 COMPENSATION
2.1 Contract Sum. For the services rendered pursuant to this Agreement, the
Contractor shall be compensated in accordance with the "Schedule of Compensation" attached
hereto as Exhibit"C" and incorporated herein by this reference, but not exceeding the maximum
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contract amount of Two Hundred Forty Seven Thousand Nine Hundred TwentV Seven Dollars,
(,$247.927.00) (herein "Contract Sum"), except as provided in Section 1.8. The method of
compensation may include: (i) a lump sum payment upon completion, (ii) payment in
accordance with the percentage of completion of the services, (iii) payment for time and
materials based upon the Contractor's rates as specified in the Schedule of Compensation, but
not exceeding the Contract Sum or(iv) such other methods as may be specified in the Schedule
of Compensation. Compensation may include reimbursement for actual and necessary
expenditures for reproduction costs, telephone expense, transportation expense approved by
the Contract Officer in advance, and no other expenses and only if specified in the Schedule of
Compensation. The Contract Sum shall include the attendance of Contractor at all project
meetings reasonably deemed necessary by the City; Contractor shall not be entitled to any
additional compensation for attending said meetings.
2.2 Method of Payment. Unless some other method of payment is specified in the
Schedule of Compensation, in any month in which Contractor wishes to receive payment, no
later than the first (1st) working day of such month, Contractor shall submit to the City in the
form approved by the City's Director of Finance, an invoice for services rendered prior to the
date of the invoice. Except as provided in Section 7.3, City shall pay Contractor for all expenses
stated thereon which are approved by City pursuant to this Agreement no later than the last
working day of the month.
3.0 PERFORMANCE SCHEDULE
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement.
3.2 Schedule of Performance. Contractor shall commence the services pursuant to
this Agreement upon receipt of a written notice to proceed and shall perform all services within
the time period(s) established in the "Schedule of Performance" attached hereto as Exhibit "D",
if any, and incorporated herein by this reference. When requested by the Contractor,
extensions to the time period(s) specified in the Schedule of Performance may be approved in
writing by the Contract Officer but not exceeding one hundred eighty(180) days cumulatively.
3.3 Force Maieure. The time period(s) specified in the Schedule of Performance for
performance of the services rendered pursuant to this Agreement shall be extended because of
any delays due to unforeseeable causes beyond the control and without the fault or negligence
of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually
severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes,
freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if
the Contractor shall within ten (10) days of the commencement of such delay notify the Contract
Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and
the extent of delay, and extend the time for performing the services for the period of the
enforced delay when and if in the judgment of the Contract Officer such delay is justified. The
Contract Officer's determination shall be final and conclusive upon the parties to this
Agreement. In no event shall Contractor be entitled to recover damages against the City for any
delay in the performance of this Agreement, however caused, Contractor's sole remedy being
extension of the Agreement pursuant to this Section.
3.4 Term. Unless earlier terminated in accordance with Section 7.8 of this
Agreement, this Agreement shall continue in full force and effect until completion of the services
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but not exceeding one (1) year from the date hereof, except as otherwise provided in the
Schedule of Performance (Exhibit D).
4.0 COORDINATION OF WORK
4.1 Representative of Contractor. The following principals of Contractor are hereby
designated as being the principals and representatives of Contractor authorized to act in its
behalf with respect to the work specified herein and make all decisions in connection therewith:
Mike Sullivan, Vice President
It is expressly understood that the experience, knowledge, capability and reputation of
the foregoing principals were a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principals shall be responsible during the term of this Agreement for
directing all activities of Contractor and devoting sufficient time to personally supervise the
services hereunder. For purposes of this Agreement, the foregoing principals may not be
replaced nor may their responsibilities be substantially reduced by Contractor without the
express written approval of City.
4.2 Contract Officer. The Contract Officer shall be such person as may be
designated by the City Manager of City. It shall be the Contractor's responsibility to assure that
the Contract Officer is kept informed of the progress of the performance of the services and the
Contractor shall refer any decisions which must be made by City to the Contract Officer. Unless
otherwise specified herein, any approval of City required hereunder shall mean the approval of
the Contract Officer. The Contract Officer shall have authority to sign all documents on behalf
of the City required hereunder to carry out the terms of this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge,
capability and reputation of Contractor, its principals and employees were a substantial
inducement for the City to enter into this Agreement. Therefore, Contractor shall not contract
with any other entity to perform in whole or in part the services required hereunder without the
express written approval of the City. In addition, neither this Agreement nor any interest herein
may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by
operation of law, whether for the benefit of creditors or otherwise, without the prior written
approval of City. Transfers restricted hereunder shall include the transfer to any person or
group of persons acting in concert of more than twenty five percent (25%) of the present
ownership and/or control of Contractor, taking all transfers into account on a cumulative basis.
In the event of any such unapproved transfer, including any bankruptcy proceeding, this
Agreement shall be void. No approved transfer shall release the Contractor or any surety of
Contractor of any liability hereunder without the express consent of City.
The City's policy is to encourage the awarding of subcontracts to persons or entities with
offices located within the jurisdictional boundaries of the City of Palm Springs and, if none are
available, to persons or entities with offices located in the Coachella Valley ("Local
Subcontractors"). Contractor hereby agrees to use good faith efforts to award subcontracts to
Local Subcontractors, if Local Subcontractors are qualified to perform the work required. In
requesting for the City to consent to a subcontract with a person or entity that is not a Local
Subcontractor, the Contractor shall submit evidence to the City that such good faith efforts have
been made or that no Local Subcontractors are qualified to perform the work. Said good faith
efforts may be evidenced by placing advertisements inviting proposals or by sending requests
for proposals to selected Local Subcontractors. The City may consider Contractor's efforts in
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determining whether it will consent to a particular subcontractor. Contractor shall keep evidence
of such good faith efforts and copies of all contracts and subcontracts hereunder for the period
specified in Section 6.2.
4.4Independent Contractor. Neither the City nor any of its employees shall have
any control over the manner, mode or means by which Contractor, its agents or employees,
perform the services required herein, except as otherwise set forth herein. City shall have no
voice in the selection, discharge, supervision or control of Contractor's employees, servants,
representatives or agents, or in fixing their number, compensation or hours of service_
Contractor shall perform all services required herein as an independent contractor of City and
shall remain at all times as to City a wholly independent contractor with only such obligations as
are consistent with that role. Contractor shall not at any time or in any manner represent that it
or any of its agents or employees are agents or employees of City. City shall not in any way or
for any purpose become or be deemed to be a partner of Contractor in its business or otherwise
or a joint venturer or a member of any joint enterprise with Contractor.
5.0 INSURANCE, INDEMNIFICATION AND BONDS,
5.1 Twes of Insurance. Contractor shall procure and maintain, at its sole
cost and expense, in a form and content satisfactory to City, the insurance described herein for
the duration of this Agreement, including any extension thereof, or as otherwise specified
herein, against claims which may arise from or in connection with the performance of the Work
hereunder by Contractor, its agents, representatives, or employees. In the event the City
Manager determines that the Work or Services to be performed under this Agreement creates
an increased or decreased risk of loss to the City, the Contractor agrees that the minimum limits
of the insurance policies may be changed accordingly upon receipt of written notice from the
City Manager or his designee. Contractor shall immediately substitute any insurer whose A.M.
Best rating drops below the levels specified herein. Except as otherwise authorized below for
professional liability (errors and omissions) insurance, all insurance provided pursuant to this
Agreement shall be on an occurrence basis. The minimum amount of insurance required
hereunder shall be as follows:
a) Commercial General Liability Insurance. Contractor shall obtain and maintain, in
full force and effect throughout the term of this Agreement, a policy of
commercial general liability insurance written on a per occurrence basis with a
combined single limit of at least one million dollars ($1,000,000.00) and two
million dollars ($2,000,000.00) general aggregate for bodily injury and property
damage including coverage's for contractual liability, personal injury, independent
contractors, broad form property damage, products and completed operations.
b) Workers' Compensation Insurance. Contractor shall obtain and maintain, in full
force and effect throughout the term of this Agreement, workers' compensation
insurance in at least the minimum statutory amounts, and in compliance with all
other statutory requirements, as required by the State of California. Contractor
agrees to waive and obtain endorsements from its workers' compensation insurer
waiving subrogation rights under its workers' compensation insurance policy
against the City and to require each of its subcontractors, if any, to do likewise
under their workers' compensation Insurance policies. If Contractor has no
employees, Contractor shall complete the City's Request for Waiver of Workers'
Compensation Insurance Requirement form.
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c) Business Automobile Insurance. Contractor shall obtain and maintain, in full
force and effect throughout the term of this Agreement, a policy of business
automobile liability insurance written on a per occurrence basis with a single limit
liability in the amount of one million dollars ($1,000,000.00) bodily injury and
property damage. The policy shall include coverage for owned, non-owned,
leased, and hired cars.
d) Employer Liability Insurance. Contractor shall obtain and maintain, in full force
and effect throughout the term of this Agreement, a policy of employer liability
insurance written on a per occurrence basis with a policy limit of at least one
million dollars ($1,000,000.00)for bodily injury or disease.
5,2 Deductibles and Self-Insured Retentions. Any deductibles or self-
insured retentions must be declared to and approved by the City Manager prior to commencing
any work or services under this agreement. Contractor guarantees payment of all deductibles
and self-insured retentions. City reserves the right to reject deductibles or self-insured
retentions in excess of $10,000, and the City Manager may require evidence of pending claims
and claims history as well as evidence of Contractor's ability to pay claims for all deductible
amounts and self-insured retentions proposed in excess of $10,000.
5.3 Other Insurance Requirements. The following provisions shall apply to
the insurance policies required of Contractor pursuant to this Agreement:
5.3.1 For any claims related to this Agreement, Contractor's coverage shall be primary
insurance as respects City and its officers, council members, officials,
employees, agents, and volunteers. Any insurance or self-insurance maintained
by the City and its officers, council members, officials, employees, agents, and
volunteers shall be in excess of Contractor's insurance and shall not contribute
with it.
5.3.2 Any failure to comply with reporting or other provisions of the policies, including
breaches of warranties, shall not affect coverage provided to City and its officers,
council members, officials, employees, agents, and volunteers.
5.3.3 All insurance coverage and limits provided by Contractor and available or
applicable to this Agreement are intended to apply to each insured, including
additional insured's, against whom a claim is made or suit is brought to the full
extent of the policies. Nothing contained in this Agreement or any other
agreement relating to the City or its operations shall limit the application of such
insurance coverage.
5.3.4 None of the insurance coverage's required herein will be in compliance with
these requirements if they include any limiting endorsement which_substaotia
imoanr Abe coy_era_gt's set forth herein (e.g., elimination of contractual liability or
reduction of discovery period) unlessthe endvr_s_ement has first been submitted
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5.3.5 Contractor agrees to require its insurer to modify insurance endorsements to
delete any exculpatory wording stating that failure of the insurer to mail written
notice of cancellation imposes no obligation, or that any party will "endeavor" (as
opposed to being required) to comply with the requirements of the
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endorsements. Certificates of insurance will not be accepted in lieu of required
endorsements, and submittal of certificates without required endorsements may
delay commencement of the Project. It is Contractor's obligation to ensure timely
compliance with all insurance submittal requirements as provided herein.
5.3.6 Contractor agrees to ensure that subcontractors, and any other parties involved
with the Project who are brought onto or involved in the Project by Contractor,
provide the same minimum insurance coverage required of Contractor.
Contractor agrees to monitor and review all such coverage and assumes all
responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Contractor agrees that upon request, all
agreements with subcontractors and others engaged in the Project will be
submitted to the City for review.
5.3.7 Contractor acknowledges and agrees that any actual or alleged failure on the
part of the City to inform Contractor of non-compliance with any insurance
requirement in no way imposes any additional obligations on the City nor does it
waive any rights hereunder in this or any other regard.
5.3.8 Contractor shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has
been ordered shall be submitted prior to expiration. Endorsements as required in
this Agreement applicable to the renewing or new coverage shall be provided to
City no later than ten (10) days prior to expiration of the lapsing coverage.
5.3.9 Requirements of specific insurance coverage features or limits contained in this
section are not Intended as limitations on coverage, limits, or other requirements
nor as a waiver of any coverage normally provided by any given policy. Specific
reference to a given coverage feature is for purposes of clarification only as it
pertains to a given issue, and is not intended by any party or insured to be
limiting or all-inclusive.
5.3.10 The requirements in this section supersede all other sections and provisions of
this Agreement to the extent that any other section or provision conflicts with or
impairs the provisions of this section.
5.3.11 Contractor agrees to provide immediate notice to City of any claim or loss against
Contractor arising out of the Work performed under this Agreement and for any
other claim or loss which may reduce the insurance available to pay claims
arising out of this Agreement. City assumes no obligation or liability by such
notice, but has the right (but not the duty) to monitor the handling of any such
claim or claims if they are likely to involve City, or to reduce or dilute insurance
available for payment of potential claims.
5.3.12 Contractor agrees that the provisions of this section shall not be construed as
limiting in any way the extent to which the Contractor may be held responsible for
the payment of damages resulting from the Contractor's activities or the activities
of any person or person for which the Contractor is otherwise responsible.
5.4 Sufficiency of Insurers. Insurance required herein shall be provided by
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authorized insurers in good standing with the State of California. Coverage shall be provided by
insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class VII, or
better, unless such requirements are waived in writing by the City Manager or his designee due
to unique circumstances.
5.5 Verification of Coverage. Contractor shall furnish City with both
certificates of insurance and endorsements, including additional insured endorsements,
affecting all of the coverage's required by this Agreement. The certificates and endorsements
are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof
of insurance is to be received and approved by the City before work commences. City reserves
the right to require Contractor's insurers to provide complete, certified copies of all required
insurance policies at any time. Additional insured endorsements are not required for Errors and
Omissions and Workers' Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or
Auto Liability Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of
Liability Insurance Coverage with an approved Additional Insured Endorsement with the
following endorsements stated on the certificate:
1. "The City of Palm Springs, its officials, employees, and agents are named as an
additional insured..." ("as respects City of Palm Springs Contract No. " or "for any and all
work performed with the City"may be included in this statement).
2. "This insurance is primary and non-contributory over any insurance or self-
insurance the City may have..." ("as respects City of Palm Springs Contract No. " or "for any
and all work performed with the City' may be included in this statement).
3. "Should any of the above described policies be canceled before the expiration
date thereof, the issuing company will mail 30 days written notice to the Certificate Holder
named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose
no obligation or liability of any kind upon the company, its agents or representative" is not
acceptable and must be crossed out.
4. Both the Workers' Compensation and Employers' Liability policies shall contain
the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees,
agents, and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the
certificate holder on the policies. All certificates of insurance and endorsements are to be
received and approved by the City before work commences. All certificates of insurance must
be authorized by a person with authority to bind coverage, whether that is the authorized
agent/broker or insurance underwriter. Failure to obtain the required documents prior to the
commencement of work shall not waive the Contractor's obligation to provide them.
5.6 Performance Bond. Concurrently with execution of this Agreement,
Contractor shall deliver to City a performance bond in the sum of the amount of this Agreement,
in the form provided by the City, which secures the faithful performance of this Agreement,
unless such requirement is waived by the Contract Officer. 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
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promptly and faithfully performs all terms and conditions of this Agreement.
5.7 Sufficiency of Insurer or Surety. Insurance or bonds required by this
Agreement shall be satisfactory only if issued by companies qualified to do business in
California, rated "A" or better in the most recent edition of Best 's Key Rating Guide or in the
Federal Register, unless such requirements are waived by the City Manager or designee of the
City Manager due to unique circumstances. In the event the City Manager determines that the
work or services to be performed under this Agreement create an increased or decreased risk of
loss to the City, the Contractor agrees that the minimum limits of the insurance policies and the
performance bond required by this Section 5 may be changed accordingly upon receipt of
written notice from the City Manager or designee; provided that the Contractor shall have the
right to appeal a determination of increased coverage by the City Manager to the City Council of
City within ten (10) days of receipt of notice from the City Manager.
5.8 Indemnification.. To the fullest extent permitted by law, Consultant shall
defend (at Consultant's sole cost and expense), indemnify, protect, and hold harmless City, its
elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified
Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs,
judgments, arbitration awards, settlements, damages, demands, orders, penalties, and
expenses including legal costs and attorney fees (collectively"Claims"), including but not limited
to Claims arising from injuries to or death of persons (Consultant's employees included), for
damage to property, including property owned by City, from any violation of any federal, state,
or local law or ordinance, and from errors and omissions committed by Consultant, its officers,
employees, representatives, and agents, which Claims arise out of or are related to Consultant's
performance under this Agreement, but excluding such Claims arising from the negligence or
willful misconduct of the City, its elected officials, officers, employees, agents, and volunteers.
Under no circumstances shall the insurance requirements and limits set forth in this Agreement
be construed to limit Consultant's indemnification obligation or other liability hereunder.
6.0 REPORTS AND RECORDS
6.1 Reports. Contractor shall periodically prepare and submit to the Contract Officer
such reports concerning the performance of the services required by this Agreement as the
Contract Officer shall require. Contractor hereby acknowledges that the City is greatly
concerned about the cost of work and services to be performed pursuant to this Agreement.
For this reason, Contractor agrees that if Contractor becomes aware of any facts,
circumstances, techniques, or events that may or will materially increase or decrease the cost of
the work or services contemplated herein or, if Contractor is providing design services, the cost
of the project being designed, Contractor shall promptly notify the Contract Officer of said fact,
circumstance, technique or event and the estimated increased or decreased cost related thereto
and, if Contractor is providing design services, the estimated increased or decreased cost
estimate for the project being designed.
6.2 Records. Contractor shall keep, and require subcontractors to keep, such books
and records as shall be necessary to perform the services required by this Agreement and
enable the Contract Officer to evaluate the performance of such services. The Contract Officer
shall have full and free access to such books and records at all times during normal business
hours of City, including the right to inspect, copy, audit and make records and transcripts from
such records. Such records shall be maintained for a period of three (3) years following
completion of the services hereunder, and the City shall have access to such records in the
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event any audit is required.
6.3 Ownership of Documents. All drawings, specifications, reports, records,
documents and other materials prepared by Contractor, its employees, subcontractors and
agents in the performance of this Agreement shall be the property of City and shall be delivered
to City upon request of the Contract Officer or upon the termination of this Agreement, and
Contractor shall have no claim for further employment or additional compensation as a result of
the exercise by City of its full rights of ownership of the documents and materials hereunder.
Any use of such completed documents for other projects and/or use of uncompleted documents
without specific written authorization by the Contractor will be at the City's sole risk and without
liability to Contractor, and the City shall indemnify the Contractor for all damages resulting there
from. Contractor may retain copies of such documents for its own use. Contractor shall have
an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for
assignment to City of any documents or materials prepared by them, and in the event
Contractor fails to secure such assignment, Contractor shall indemnify City for all damages
resulting there from.
6.4 Release of Documents. The drawings, specifications, reports, records,
documents and other materials prepared by Contractor in the performance of services under
this Agreement shall not be released publicly without the prior written approval of the Contract
Officer.
7.0 ENFORCEMENT OF AGREEMENT
7.1 California Law. This Agreement shall be construed and interpreted both as to
validity and to performance of the parties in accordance with the laws of the State of California.
Legal actions concerning any dispute, claim or matter arising out of or in relation to this
Agreement shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such county, and Contractor covenants and agrees
to submit to the personal jurisdiction of such court in the event of such action.
72 Disputes. In the event of any dispute arising under this Agreement, the injured
party shall notify the injuring party in writing of its contentions by submitting a claim therefore.
The injured party shall continue performing its obligations hereunder so long as the injuring
party commences to cure such default within ten (10) days of service of such notice and
completes the cure of such default within forty-five (45) days after service of the notice, or such
longer period as may be permitted by the injured party; provided that if the default is an
immediate danger to the health, safety and general welfare, such immediate action may be
necessary. Compliance with the provisions of this Section shall be a condition precedent to
termination of this Agreement for cause and to any legal action, and such compliance shall not
be a waiver of any party's right to take legal action in the event that the dispute is not cured,
provided that nothing herein shall limit City's or the Contractor's right to terminate this
Agreement without cause pursuant to Section 7.8.
7.3 Retention of Funds. Contractor hereby authorizes City to deduct from any
amount payable to Contractor(whether or not arising out of this Agreement) (i) any amounts the
payment of which may be in dispute hereunder or which are necessary to compensate City for
any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may
be liable to third parties, by reason of Contractor's acts or omissions in performing or failing to
perform Contractor's obligation under this Agreement. In the event that any claim is made by a
third party, the amount or validity of which is disputed by Contractor, or any indebtedness shall
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exist which shall appear to be the basis for a claim of lien, City may withhold from any payment
due, without liability for interest because of such withholding, an amount sufficient to cover such
claim. The failure of City to exercise such right to deduct or to withhold shall not, however,
affect the obligations of the Contractor to insure, indemnify, and protect City as elsewhere
provided herein.
7.4 Waiver. No delay or omission in the exercise of any right or remedy by a non-
defaulting party on any default shall impair such right or remedy or be construed as a waiver. A
party's consent to or approval of any act by the other party requiring the party's consent or
approval shall not be deemed to waive or render unnecessary the other party's consent to or
approval of any subsequent act. Any waiver by either party of any default must be in writing and
shall not be a waiver of any other default concerning the same or any other provision of this
Agreement.
7.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the
parties are cumulative and the exercise by either party of one or more of such rights or
remedies shall not preclude the exercise by it, at the same or different times, of any other rights
or remedies for the same default or any other default by the other party.
7.6 Legal Action. In addition to any other rights or remedies, either party may take
legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for
any default, to compel specific performance of this Agreement, to obtain declaratory or
injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement.
7.7 Liquidated damages. Since the determination of actual damages for any delay
in performance of this Agreement would be extremely difficult or impractical to determine in the
event of a breach of this Agreement, the Contractor and its sureties shall be liable for and shall
pay to the City the sum of NONE ($ -0- ) as liquidated damages for each working day
of delay in the performance of any service required hereunder, as specified in the Schedule of
Performance (Exhibit "D"). The City may withhold from any monies payable on account of
services performed by the Contractor any accrued liquidated damages.
7.8 Termination Prior to Expiration Of Term. This Section shall govern any
termination of this Agreement except as specifically provided in the following Section for
termination for cause. The City reserves the right to terminate this Agreement at any time, with
or without cause, upon thirty (30) days' written notice to Contractor, except that where
termination is due to the fault of the Contractor, the period of notice may be such shorter time as
may be determined by the Contract Officer. In addition, the Contractor reserves the right to
terminate this Agreement at any time upon, with or without cause, upon sixty (60) days' written
notice to City, except that where termination is due to the fault of the City, the period of notice
may be such shorter time as the Contractor may determine. Upon receipt of any notice of
termination, Contractor shall immediately cease all services hereunder except such as may be
specifically approved by the Contract Officer. Except where the Contractor has initiated
termination, the Contractor shall be entitled to compensation for all services rendered prior to
the effective date of the notice of termination and for any services authorized by the Contract
Officer thereafter in accordance with the Schedule of Compensation or such as may be
approved by the Contract Officer, except as provided in Section 7.3. In the event the Contractor
has initiated termination, the Contractor shall be entitled to compensation only for the
reasonable value of the work product actually produced hereunder. In the event of termination
without cause pursuant to this Section, the terminating party need not provide the non-
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terminating party with the opportunity to cure pursuant to Section 7.2.
7.9 Termination for Default of Contractor. If termination is due to the failure of the
Contractor to fulfill its obligations under this Agreement, City may, after compliance with the
provisions of Section 7.2, take over the work and prosecute the same to completion by contract
or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of
the services required hereunder exceeds the compensation herein stipulated (provided that the
City shall use reasonable efforts to mitigate such damages), and City may withhold any
payments to the Contractor for the purpose of set-off or partial payment of the amounts owed
the City as previously stated.
7,10 Attorneys' Fees. If either party to this Agreement is required to initiate or
defend or made a party to any action or proceeding in any way connected with this Agreement,
the prevailing party in such action or proceeding, in addition to any other relief which may be
granted, whether legal or equitable, shall be entitled to reasonable attorney's fees. Attorney's
fees shall include attorney's fees on any appeal, and in addition a party entitled to attorney's
fees shall be entitled to all other reasonable costs for investigating such action, taking
depositions and discovery and all other necessary costs the court allows which are incurred in
such litigation. All such fees shall be deemed to have accrued on commencement of such
action and shall be enforceable whether or not such action is prosecuted to judgment.
8.0 CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees- No officer or employee of the City
shall be personally liable to the Contractor, or any successor in interest, in the event of any
default or breach by the City or for any amount which may become due to the Contractor or to
its successor, or for breach of any obligation of the terms of this Agreement.
8.2 Conflict of Interest. No officer or employee of the City shall have any financial
interest, direct or Indirect, in this Agreement nor shall any such officer or employee participate in
any decision relating to the Agreement which effects his financial interest or the financial interest
of any corporation, partnership or association in which he is, directly or indirectly, interested, in
violation of any State statute or regulation. The Contractor warrants that it has not paid or given
and will not pay or give any third party any money or other consideration for obtaining this
Agreement.
8.3 Covenant Against Discrimination. Contractor covenants that, by and for itself, its
heirs, executors, assigns, and all persons claiming under or through them, that there shall be no
discrimination against or segregation of, any person or group of persons on account of race,
color, creed, religion, sex, marital status, national origin, or ancestry in the performance of this
Agreement. Contractor shall take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, color, creed,
religion, sex, marital status, national origin, or ancestry.
9.0 MISCELLANEOUS PROVISIONS
9.1 Notice. Any notice, demand, request, document, consent, approval, or
communication either party desires or is required to give to the other party or any other person
shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of
the City, to the City Manager and to the attention of the Contract Officer, CITY OF PALM
SPRINGS, P.O. Box 2743, Palm Springs, California 92263, and in the case of the Contractor, to
12
the person at the address designated on the execution page of this Agreement. Either party
may change its address by notifying the other party of the change of address in writing. Notice
shall be deemed communicated at the time personally delivered or in seventy-two (72) hours
from the time of mailing if mailed as provided in this Section.
92 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 this Agreement or any other rule of construction which might
otherwise apply.
9.3Integration; Amendment. It is understood that there are no oral agreements
between the parties hereto affecting this Agreement and this Agreement supersedes and
cancels any and all previous negotiations, arrangements, agreements and understandings, if
any, between the parties, and none shall be used to interpret this Agreement. This Agreement
may be amended at any time by the mutual consent of the parties by an instrument in writing.
9A Severability. In the event that any one or more of the phrases, sentences,
clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or
unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity
or unenforceability shall not affect any of the remaining phrases, sentences, clauses,
paragraphs, or sections of this Agreement which are hereby declared as severable and shall be
interpreted to carry out the intent of the parties hereunder unless the invalid provision is so
material that its invalidity deprives either party of the basic benefit of their bargain or renders this
Agreement meaningless.
9.5 Corporate Authority. The persons executing this Agreement on behalf of the
parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly
authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing
this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the
entering into this Agreement does not violate any provision of any other Agreement to which
said party is bound.
SIGNATURES ON NEXT PAGE
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i �
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of California
County of
On before me,
Date Hem Insert Name and'Nle of the officer
personally appeared
Name(s)el SiBecK=)
who proved to me on the basis of satisfactory evidence to
be the person(s) whose name(s) islare subscribed to the
within instrument and acknowledged to me that
he/she/they executed the same in hioer/their authorized
capaoity(ies), and that by histher/their signs`tife(s) on the
instrument the person(s), or the entity upon behalf of
which the person(s) acted, executed the instrument.
I certify ulider PENALTY OF PERJURY under the laws
of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Plato NotarySeal Signature
� Meee SigeaWlc of Wary PuWk
OPTIONAL
Though the information below is not required by law,it may prove valuable to persons retying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title or Type of Document:
Document Date: Number of Pages:
Signer(s) Other Than Named Above:
Capacity(les) Claimed by Signer(s)
Signers Name: Signer's Name:
❑ Individual p Individual
O Corporate Officer—Title(s): ❑Corporate Officer--Titie(s):
❑ Partner—❑ Limited 0 General _ _ _ ❑ Partner—❑ Limited ❑General
❑ Attorney in Fact ❑Attorney in Fact
• Trustee lop of mum,here ❑Trustee Top of thumb here
❑ Guardian or Conservator ❑Guardian or Conservator
❑ Other: ❑other:
Signer Is Representing: Signer Is Representing:
o20W NatiP101 Noklry Assodetion•935o oa SOlo Ma,P.O.Bur 2fu2•CnaL ,1h,CI.�J1313-24a2-wrw.NatiohalNaFaryap lwm#N07 Rmdor.Cal1 TolPRW1-W"7p.6g„'+7
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EXHIBIT"A"
SCOPE OF SERVICES
1. CONTRACT ADMINISTRATION
The Contract Officer for this Agreement is the Facility Maintenance Manager for
the City of Palm Springs, or his designee.
2. GENERAL REQUIREMENT
Contractor is hereby required to provide regularly scheduled janitorial services
and appropriate supplies to effectively, and safely maintain a high level of
cleanliness for specified City facilities in accordance with the best standards of
practice. It shall be the successful Contractor's responsibility to furnish at his/her
own expense all tools, equipment, labor, fuel, materials, supplies, supervision
and services necessary for the satisfactory performance of the work as set forth
in the specifications.
3. INSPECTION BY CITY
The work, materials, and supplies to be provided by the Contractor shall be subject to
inspection by the City, and/or to tests designated by the City. If the results of such
inspection or tests indicate that part of the work, materials, or supplies are deficient in any
respect, the City in its sole discretion may reject all or any part of the work, materials or
supplies provided by the Contractor.
4. CERTIFICATIONS/REPORTS/INSURANCE
4.1 Reporting Requirement: Contractor shall make available all Worker's
Compensation records to the Contract Officer on a monthly basis. Payment
of Invoices to Contractor by City will be withheld until such report is received
and found acceptable by the Contract Officer.
4.2 Maintenance Function Report: The Contractor shall maintain and keep
current a daily report form that records all Work performed by the
Contractor's personnel. Said report shall be in a form and content acceptable
to the Contract Officer and shall be submitted to the Contract Officer
concurrent with the monthly invoicing. The monthly payment will not be made
until such report is received and deemed acceptable by the Contract Officer.
5. SAFETY
5.1 Contractor shall perform all work specified in any resultant contract in such a
manner as to meet all accepted standards for safe practices during the
maintenance operation and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work; and agrees to
accept the sole responsibility for complying with all local, County, State or other
legal requirements, including but not limited to, full compliance with the terms of
the applicable O.S.H.A. and CAL O.S.H.A. Safety Orders at all times so as to
protect all persons, including Contractor's employees, agents of the City,
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vendors, members of the public or others from foreseeable injury, or damage to
their property. Contractor shall inspect all potential hazards at said facilities and
keep a log indicating date inspected and action taken.
5.2 It shall be the Contractor's responsibility to inspect and identify any condition(s)
that renders any portion of the premises unsafe, as well as any unsafe practice
occurring thereon. The Contract Administrator shall be notified immediately of
any unsafe condition that required major correction. During normal hours
Contractor shall obtain emergency medical care for any member of the public
who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation any accidental
injury or death occurring on the premises, including a complete written report
thereof to the Contract Administrator within five calendar days following the
Occurrence.
5.3 The Contractor shall comply with the OSHA Standard 29 CFR 1910.1200
Hazardous Communications as it pertains to the training, safety and equipment
needed for all employees engaged in custodial service. The Contractor shall be
responsible for compliance on date of Contract acceptance and shall provide
proof to the City.
5.4 The Contractor shall furnish to the City copies of Material Safety Data Sheets
(MSDS) for all products used prior to beginning service to any facility. The
Material Safety Data Sheets must be organized and include an index. The
Material Safety Data Sheets must be in compliance to the OSHA Guidelines,
Title 29 of the Code of Federal Regulation, Part 1910.1200, Paragraph G.
5.5 The Contractor shall comply with the OSHA Guidelines, Title 29 of the Code of
Federal Regulation, Part 1910.1200, Paragraph F, concerning the labeling of all
chemical containers. The Contractor shall use "Caution signs" as required by
OSHA Guidelines. The Contractor shall furnish these signs at no additional cost
to the City. Caution signs shall be on-site On Contract start date.
5.6 The Contractor shall comply with the OSHA Standard 29 CFR 1910.1030 Blood
borne Pathogens as it pertains to the training, safety, and equipment needed for
all employees engaged in custodial service. The Contractor shall be responsible
for compliance on date of Contract acceptance and shall provide proof to the
City. The custodian is responsible for cleaning bodily fluid spills of a two foot
square area, or less. Immediately notify the Contract Administrator for any bodily
fluid spills larger than two feet square.
6. MAINTENANCE SCHEDULES
The Contractor shall submit revised schedules when actual performance differs
substantially from planned performance. Said revisions shall be submitted to the
Contract Officer for his review, and if appropriate, his approval, within five
working days prior to scheduled time for the work.
7. NON-INTERFERENCE
Contractor shall not interfere with the public use of the premises and shall
conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within
which the services are performed.
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8. BUILDING SECURITY
The Contractor shall be responsible for the safekeeping of all areas in which
janitorial services are performed at all times other than the City's regular
business hours. This responsibility shall include but not be limited to: (1) barring
all unauthorized persons, (2) locking and securing all doors and windows and
turning off lights in all areas when the Contractor leaves the premises, except
those lights and equipment designated to be continuously turned on, and (3) City
Hall shall be unlocked at 7:30 a.m., Monday through Friday, and shall be locked
Monday through Friday at 5:00 p.m. The Council Chamber located at City Hall is
to be unlocked Monday through Friday at 5:00 p-m. and locked at 10:00 p.m.
However, on the first and third Wednesday of each month during Council
meetings, the Council Chamber doors are to be locked at 11:30 p.m. The
Contractor shall follow written instructions for building security and any other
security requirements.
9. LOCKS AND KEYS REQUIREMENTS
9.1 The Contractor will be issued keys or Control Access Cards to all areas in which
janitorial services are to be performed. The Contractor shall maintain control
over issued keys and cards:
a. Contractor shall be responsible for the series of keys and access cards
assigned to them and will in turn assign these keys and access cards to
their personnel for use in maintaining this facility.
b. Contractor will be held responsible for the proper use and safe keeping
of all keys and access cards issued by the City to the Contractor.
G. Contractor shall report all lost or stolen keys and/or access cards to the
Contract Administrator within twenty-four hours of discover of the loss.
Contractor shall reimburse the City for the cost as determined by the
Contract Administrator of rekeying the facility or duplicating additional
keys.
d. Upon termination, cancellation or expiration of the Contract, all keys
received by the Contractor shall be returned to the Contract
Administrator.
e. California law stipulates that it is unlawful for a person to duplicate any
keys without the permission of the owner. The penalty for violation of
law is either six months imprisonment or a five hundred dollar fine, or
both.
10. HOURS OF WORK
All janitorial services shall be performed during hours to be agreed upon by the Contract
Administrator and on the days identified in the Detailed Specifications, including City
recognized holidays for those areas operating seven days per week. Such performance
shall not disrupt any City functions or business during the times set forth above. In any
event, all required janitorial services shall be completed before the next scheduled work
day.
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11. DISPLACED JANITOR OPPORTUNITY ACT:
Contractors shall comply with Chapter 4.5 (commencing with Section 1060) to Part 3 of
Division 2 of the California Labor Code, relating to employment, the Displaced Janitor
Opportunity Act. The Displaced Janitor Opportunity Act, enacted by S1320, is effective for
contracts awarded on or after January 1, 2002, and requires the City to identify the
following requirements of the statute in its initial bid package. The statutory obligations
apply only to contractors with 25 or more employees.
The requirements include notice to a new contractor that they must retain for sixty (60)
days any employees employed at the same site for at least the preceding four(4) months
by the previous contractor, absent reasonable and substantiated cause, not to hire based
on the employee=s performance or conduct. The City, when awarding a replacement
contract, will provide in a timely manner, the name and address of the new contractor to
the previous contractor.
The new contractor is not required to pay the same wage or offer the same benefits, but
the new contractor must make a written offer of employment to each non-management,
non-supervisory service employee in a language in which the employee is literate. The
offer shall state the time (of no less than 10 days) within which the employee must accept
the offer. The new contractor may not discharge any holdover employees during the first
60 days of their new employment, except for cause. At the end of 60 days, the new
contractor must provide a written performance evaluation to each retained employee, and
must offer the employee continued employment if the performance was satisfactory.
Employment thereafter may be at will.
12. LOCATION AND TOTAL. AREA TO BE SERVICED
The total area to be serviced is estimated at 1.81,767 square feet with the
following breakdown per facility:
Sq Ft/Wood
Sq. Ft/ Rubber or Sq. Ft of
Building/Area/ Location Carpet Concrete/Steel Tile
City Hall: 3200 East Tahquitz Canyon Way (80) 33,658 2,878
City Yard. 425 N. Civic Drive (40) 2,300 3,100
Fleet Bldg.: 425 N. Civic Drive (16) 3,150 2,700
Police Dept.: 200 S. Civic Drive (130) 26,630 15,793
Police Downtown Sub-Station: 105 S. Indian 1,620 191
Main Library. 300 S. Sunrise Way (20) 31,564 936
Fire Station #2: 300 N. El Cielo (10) Admin only 3,715 25
Pavillion: 401 S. Pavillion Way (1) 4,490 10,126 [w] 4,120
Leisure Center: 401 S. Pavillion Way (13) 1,602 2,648 [w] 4,251
Swim Center : 401 S. Pavillion Way (5) - 1,320
J.C. Frey Bldg.: Baristo Road - 3,504
Desert Highland Center: 480 Tramview Rd (3) 2,289 6,782 [r] 1,144
Train Station: 6001 Palm Springs Train SM. Rd. - 120
Downtown Parking Structure 11023 [c/s) 88
TOTALS: 111,018 30,579 total s.f. 40,170
NOTE: The approximate number of persons based in each facility is indicated in
parentheses.
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13. SUPPLIES TO BE PROVIDED BY CONTRACTOR
Contractor's base price shall include rest room supplies to be supplied in sufficient
quantities as Lo be continuously available in all rest rooms included in this Contract.
Quality shall not be less than that generally available in a first class American hotel and
shall be subject to the approval of the City's Facilities Maintenance Manager. Supplies
shall include the following:
Rest Room Supplies:
• Toilet Tissue, two ply
• Hand Towels, as appropriate
• Feminine sanitary supplies (napkins and tampons)
(vendor may recover ten cents per item via dispenser charge)
■ Commode seat covers
• Commode and urinal deodorant bars
• Hand soap, lotion
• Hand soap, powdered
• Air Fresheners
Other Supplies:
• Plastic Trash Liners (for ALL waste receptacles)
• Cleaners
• Disinfectants
• Strippers &Waxes
Green Products
The City of Palm Springs is concerned with providing and maintaining a clean and safe
environment for its employees, City Officials, and visitors. Therefore, the Contractor shall be
required to implement a cleaning program where all chemicals and products will be classified as
"Green". "Green Products" are described as those that are safe for the environment and safe for
the end user. It is understood that not every cleaning function has an appropriate "green
product' but the Contractor should routinely monitor the market for newer and safer chemicals
to reduce employee and visitor exposure. The Contractor shall take a pro-active role to achieve
compliance in this area. In any event, the Contractor will provide the Facility Manager with a
complete list of cleaning products designating each product as green or non-green. All products
shall be subject to approval by the City for their compliance with this requirement. The City shall
determine which certifications and or seal of green certifications are acceptable.
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EXHIBIT B
SPECIAL REQUIREMENTS
SPECIAL REQUIREMENTS
Add to Section 1.8 Additional Services the following:
1.8 (a) Notwithstanding the above, when a condition exists in which there is imminent
danger of injury to the public or damage to property, the Contract Officer may
verbally authorize additional services upon receiving a verbal estimate from the
Contractor. Within one (1) working day after receiving a verbal authorization, the
Contractor shall submit a written estimate to the Contract Officer for approval. All
additional services, whether authorized verbally or in writing, shall commence on
the date specified and be completed within the time allotted.
PERFORMANCE BOND
The requirements of section 5.6 for a Performance Bond are hereby waived.
EMPLOYEE BACKGROUND CHECKS
All contractor employees shall be subjected to a background check prior to the
commencement of work under this contract. The City will require a list of all employees
assigned to this contract along with their social security numbers. Any employee shown
to have a felony conviction or whom the City finds to be unacceptable will not be allowed
to work under this contract.
EMPLOYEES OF CONTRACTOR
1. Any and all employees of Contractor not satisfactory to the City of Palm Springs
will be replaced upon request as soon as possible by another who will be
satisfactory. The question as to whether any employee proves satisfactory to the
City of Palm Springs is one which is to be determined solely by the City of Palm
Springs with or without cause, and without regard to the basis upon which such
decision shall be made.
2. The Contractor shall be required to provide on-site supervisory personnel of a
high professional Caliber including bilingual communication ability if any contract
crew member does not have a working knowledge of English. The supervisory
personnel shall conduct regular inspections to determine that work is being
performed in accordance with professional cleaning standards and established
work schedules. Said personnel must have the authority to respond immediately
to situations upon request by the Contract Administrator.
3. The Contractor shall meet special personnel standards for the Public Safety
facilities. All contract employees assigned to these areas must pass a police
background investigation for to entering said facilities. At no time shall the
Contractor schedule personnel in the police facilities that have not passed the
background check. This provision shall apply even during times of short staffing
due to holidays, illness, vacations, no shows, etc.
4. It shall be the responsibility of the Contractor to see that all his/her supervisory
and crew personnel abide by the City of Palm Springs building security
regulations and safety standards. The Contractor shall conduct his work
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operations in such a way as to safeguard the City's personnel, equipment, and
property.
5. All personnel assigned by the Contractor to perform work for the City of Palm
Springs shall not have an arrest record other than minor traffic violations, must
be physically capable of performing all duties assigned, and must present a
physical appearance acceptable to the City. The final decision as to the
acceptability of any individual performing work under any contract awarded as a
result of this specification shall rest with the City of Palm Springs.
6. The Contractor shall provide supervisory personnel of a high professional caliber.
The assigned supervisor shall contact the Contract Administrator or his designee
to discuss and clarify any operational problems and to receive instructions. In
addition, the assigned supervisor shall physically contact each assigned
individual at not less than one (1)time per shift.
7. Contractor shall submit a supervisory chain of command document identifying
personnel names and telephone numbers, providing updates as necessary. Said
document must be submitted to the Contract Administrator on or prier to the first
day of work.
8. Contractor shall submit detailed description of all hiring, training, testing and
disciplinary policies and procedures used by his/her firm.
9. It shall be the responsibility of the Contractor to provide consistent, reliable
transportation for equipment and staff to service identified facilities. All costs
related to the maintenance and operation of said transportation vehicle(s) shall
be the responsibility of the Contractor.
10. One worker shall be made available for unscheduled assignments 7:30 A.M. to
4:30 P.M., Monday through Friday. Such work shall be in addition to that
outlined in the specifications. This individual must be supplied with a pager unit
(or cell phone) and a vehicle for transportation provided by the Contractor. The
phone number for the pager (or cell phone) must be provided to the Contract
Administrator.
11. The Contractor shall provide sufficient personnel to perform all work in
accordance with the specification set forth herein. Contractor's employees,
whether assigned to any one facility or as part of a crew serving any number of
facilities, shall include at least one individual who speaks the English language
proficiently.
12. The Contract Administrator may at any time give Contractor written notice to the
effect that the conduct or action of a designated employee of the Contractor is, in
the reasonable belief of the Contract Administrator, detrimental to the interest of
the public patronizing the premises. Contractor shall meet with the Contract
Administrator to consider the appropriate course of action with respect to such
matter and Contractor shall take reasonable measures under the circumstances
to assure the Contract Administrator that the conduct and activities of
Contractor's employees will not be detrimental to the interest of the public
patronizing the premises.
13. Contract Administrator may require the Contractor to establish an identification
system for personnel assigned to the facility which clearly indicates to the public
the name of the Contractor responsible for the janitorial services. The
identification system shall be furnished at the Contractor's expense and may
include appropriate attire and/or name badges as specified by the City.
21
74
14. The Contractor shall require each of his/her employees to adhere to basic public
works standards of working attire. These are basically: Uniforms, proper shoes
and other gear required by State Safety Regulations, and proper wearing of the
clothing. Shirts shall be worn at all times and shall be buttoned.
zz
25
EXHIBIT "C
SCHEDULE OF COMPENSATION
Firm fixed price per square foot, per month for providing Janitorial Services, as specified, for the
following buildings for three (3) year Contract:
LOCATION $ per Month
City Hall $0.0875 Per Sq-Pt X 36,536 Sq.Ft $ 3,196.90
City Yard $0.14 Per Sq.Ft X 5,400 Sq. Ft $ 756,00
Fleet Operations $0.14 Per Sq.Ft X 5,850 Sq. Ft $ 819.00
Police Department $0.10 Per Sq.Ft X 42,423 Sq.Ft $ 4,242.30
Police Downtown Station $0.10 Per Sq.Ft X 1,811 Sq. Ft $ 181.10
Main Library $0.0875 Per Sq.Ft X 32,500 Sq. Ft $ 2,843.75
Fire Station#2 (administration office) $0.10 Per Sq.Ft X 3,740 Sq, Ft $ 374.00
Pavilion $0.11 Per Sq.Ft X 18,736 Sq, Ft $ 2,060.96
Leisure Center $0.11 Per Sq.Ft X 8,501 Sq. Ft $ 935.11
Swim Center $0.30 Per Sq.Ft X 1,320 Sq. Ft. $ 396.00
J.C. Frey Building $0.15 Per Sq.Ft X 3,504 Sq. Ft $ 525.60
Desert Highland Center $0.10 Per Sq.Ft X 10,215 Sq. Ft $ 1,021.50
Train Station $2.50 Per Sq.Ft X 120 Sq. Ft $ 300.00
Downtown Parking Structure $0.075 Per Sq.Ft X 11,111 Sq. Ft $ 833.32
SUB TOTAL—ALL LOCATIONS $18,485.54
Worker available for unscheduled assignment: A Floater @
1$ 2.50 p/hr X 8 hrs. per day X 21.75 average work days per month = $ 2175.00
TOTAL BASE COST PROPOSAL PER MONTH...........................$ 20 660,54
TOTAL BASE COST PER YEAR (PER MONTH X 12MONTHS) $ 247,926.48
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SCHEDULE II — OPTIONS PRICING SHEET
OPTION A: Cost to strip, scrub and re-wax vinyl, tile, and terrazzo floors if needed each
additional time during the year.
City Hall $525.00
City Yard $460.00
Fleet Operations Bldg $540.00
Police Department(including Downtown $2,400.00
Main Library $200,00
Leisure Center "Wood Floor$700.00 $650.00
Pavilion "Wood Floor$2,100.00 $650.00
J.C. Frey Building $550.00
Desert Highland Center $250,00
Train Station $100.00
Downtown Parking Structure $150.00
OPTION B: Cost to clean/shampoo carpeting using a vacuum truck-mounted extractor each
additional time during the year.
City Hall $4,750.00
City Yard $460.00
Fleet Operations Bldg $540,00
Police Department(including Downtown $5,200.00
Main Library $6.200.00
Leisure Center $350.00
Pavilion $950.00
J.C. Frey Building $ N/A
Desert Highland Center $550.00
Train Station $ NIA
24
27
OPTION C: Cost to clean all windows and glass inside and outside, if needed, each
additional time during the year.
City Hall—Main Building $400.00
City Hall--Engineering S250.00
City Yard $250.00
Fleet Operations Building $250,00
Police Department(including Downtown Station) $400.00
Main library $400.00
Leisure Center $250.00
Pavilion $300,00
Fire Department Administration Offices $250.00
Desert Highland Center $300.00
This is to certify that, to the best of my knowledge and belief, the cost or pricing data submitted
in support of Proposal No.02-09 for Janitorial Services for various City of Palm Springs facilities
(Schedule I and II of this RFP document) are current, accurate, and complete.
25
n�
u
EXHIBIT "D"
SCHEDULE OF PERFORMANCE
TERM:The term of any Contract resulting from this solicitation will be for a period of three (3)
years, with two (2) additional one year renewal options, renewable upon mutual consent
of the City and the Contractor. The Contract will commence on the date of the Notice to
Proceed.
STANDARDS AND FREQUENCY OF JANITORIAL SERVICES FOR SPECIFIC LOCATIONS
The following standards shall be used by the Contract Administrator in evaluating
custodial service-
1, Dusting - A properly dusted surface is free of all dirt and dust, streaks, lint and
cobwebs. Dusting will be accomplished with properly treated cloths.
2. Plumbing Fixtures and Dispenser Cleaning - Plumbing fixtures and dispensers
are clean when free of all deposits and stains so that the item is left without dust,
streaks, film, odor or stains.
3. Sweeping/Vacuuming - A properly swept floor is free of all dirt, grit, lint, insects
and debris, except embedded dirt and grit.
4. Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits,
and is substantially free of cleaning marks.
5. Damp Mopping - A satisfactorily damp mopped floor is without dirt, dust, marks,
film, streaks, debris or standing water.
6. Metal Cleaning - All cleaned metal surfaces are without deposits or tarnish and
with a uniformly bright appearance. The cleaner used is to be removed from
adjacent surfaces.
7. Glass Cleaning - Glass is clean when all glass surfaces are without streaks, film,
deposits and stains, and have a uniformly bright appearance and adjacent
surfaces have been wiped clean-
8- Floor Finish Removal (Stripping) - Removal is accomplished when surfaces have
all finished removed down to the flooring materials including baseboards, are free
Of dirt, stains, deposits, debris, cleaning solution and standing water, and the
floor has a uniform appearance when dry. Plain water rinse and pick-up must
follow finish removal operation immediately.
9. Finished Floor (Application) - A floor is satisfactorily finished when all old
wax/polish has been completely removed, including in corners and along edges
and sufficient coats of sealer and wax/polish have been properly applied with
enough drying time between each coat to assure no streaking, bubbling, or
yellowing.
% Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without
embedded dirt, cleaning solution, film, debris, stains and marks, or standing
26
25
water and the floor has a uniformly clean appearance. A plain water rinse must
follow the scrubbing process immediately.
11. Buffing of Finished Floor Surfaces - All finished floor areas will be spray buffed
sufficiently for maximum gloss, removal of surface dirt and have a uniform
appearance. Only non-skid and City approved spray-buff products shall be used.
12. Wall Washing - After cleaning, the surfaces of all walls, ceilings, exposed pipes
and equipment will have a uniformly clean appearance, free from dirt, stains,
streaks, lint and cleaning marks. Painted surfaces must not be unduly damaged.
Hard finish wainscot or glazed ceramic tile surfaces must be bright, free of film
streaks and deposits.
13. Soot Cleaning Carpets - A carpet adequately spot cleaned is free of all stains,
deposits, gum, and spills. Care will be taken to use a product that will not harm
the carpet fibers.
RUI;CTION OF WORK
The City has the sole right to make all final determinations as to whether the work has
been satisfactorily completed. In the event that the results of the janitorial service are
considered unsatisfactory to the City, the Contractor shall be required to immediate) re-
clean the unsatisfactory area at no cost to the City. Said service shall be performed in
addition to, and without interruption to the regular cleaning schedule. The City shall in all
cases determine the quantity, quality, and acceptability of the work, materials, and
supplies for which payment is to be made under the contract. The City shall decide the
questions which arise relative to the fulfillment of the contract or the obligations of the
Contractor there under.
DEDUCTIONS, ADJUSTMENTS AND DAMAGES.
The City shall have the right to assess damages for breach of the Contractor's obligations. The
exercise of its rights shall not preclude the City's right to terminate or revoke the agreement.
Deductions and adjustments (as a credit to the Contractor's invoice) are a valid right of the City.
Typical scenarios in which deductions may be taken and the method or their application include,
but are not limited to:
1. If the Contractor fails to perform the work required to achieve the quality specifications, the
following schedule of deductions will apply:
• 0-3 deficiencies in a building in a month no deductions
• 4-6 deficiencies in a building in a month 10% of monthly building cost
• 7-9 deficiencies in a building in a month 20% of monthly building cost
• 10 and above deficiencies in a building in a month 40% of monthly building cost
2. For costs expended by the City to achieve the specifications, the deduction will be 100% of the
additional cost to City;
3. For damages caused by the Contractor, its employees, or others under its supervision to City
facilities, fixtures, furnishings, equipment, grounds, or personal injury to City employees, visitors,
or licensees, the deduction will be 100% of said damages.
In addition to the above, the City shall have the right to deduct monies as a credit from any
27
monthly payments, otherwise due to the Contractor, as may be deemed necessary to protect the
City against failure by the Contractor to perform Contractor's obligations, without revoking or
terminating the contract.
The City is not restricted to any certain type of inspection to determine if specifications have been
achieved. The City may adopt or change inspection method(s), quality assurance procedures,
and increase or decrease the degree of inspection based upon contract modifications, lessons
learned, technological changes, inspection documentation and changes to Contractor's quality
control system.
LOCATIONS:
CITY HALL, CITY YARD, FLEET OPERATIONS BUILDING, MAIN LIBRARY, PAVILION,
J.C.FREY BLDG, LEISURE CENTER, SWIM CENTER, FIRE STATION #2 ADMIN., AND
TRAIN STATION.
GENERAL, EXECUTIVE_AND LOBBY AREAS_
• CITY HALL, CITY YARD, FLEET OPERATIONS BLDG, J.C. FREY BLDG, AND FIRE
STATION #2 ADMINISTRATION TO BE CLEANED FIVE (5) DAYS PER WEEK -
MONDAY THROUGH FRIDAY
• MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK-
MONDAY THROUGH SATURDAY.
• SWIM CENTER, PAVILION AND THE TRAIN STATION TO BE CLEANED SEVEN (7)
DAYS PER WEEK- INCLUDING HOLIDAYS
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to
original locations. Replace plastic liners as needed. Remove trash to main waste
storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick
up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust,
soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition
glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture;
spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc..
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and
other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
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� 1'
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps
and other office furniture.
2. Clean and mop all hard surface floors; insure high gloss shine.
3. Spot clean and damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and
arms-
4- Dust doors and door frames.
5. Clean entry door metal, receptacles and thresholds.
6. Spot clean and vacuum carpeting (prior to 8 a.m. or after 5 p.m.).
7. Damp wipe tables, table tops and chairs and chair legs.
KITCHENILOUNGE LOCKER WEIGHT ROOM AREAS
• TO BE CLEANED FIVE (5) DAYS PER WEEK- MONDAY THROUGH FRIDAY
• MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK-
MONDAY THROUGH SATURDAY
• SWIM CENTER AND PAVILION TO BE CLEANED SEVEN (7) DAYS PER WEEK -
INCLUDING HOLIDAYS.
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to
original locations. Replace plastic liners as needed. Remove trash to main waste
storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick
up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with dam cloth all counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust,
soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition
glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture;
spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings/
29
22
a. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and
other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
WEEKLY - TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE WITH
THE CONTRACTOR AND THE CITY):
1. Wipe clean sinks, drain boards and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors.
4. Vacuum carpeting_
5. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator,
dishwasher, microwave oven).
6. Dust weight room equipment.
REST ROOMS
• TO BE CLEANED FIVE (5) DAYS PER WEEK- MONDAY THROUGH FRIDAY
• MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK-
MONDAY THROUGH SATURDAY
• TRAIN STATION, SWIM CENTER AND PAVILION TO BE CLEANED SEVEN (7) DAYS
PER WEEK- INCLUDING HOLIDAYS
1. Empty and wipe clean (inside and out) all waste containers and remove trash to main
waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect: Wash basins, counter tops, toilet bowls (including underside and
tops of seats) and urinals.
5. Spot clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with germicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet cover dispensers.
30
8. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
WEEKLY - TO BE DONE ON TUESDAY OR OTHER DAY MUTUALLY AGREEABLE WITH
CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust rest room walls.
3. Pour water down floor drains.
4. Clean appropriately rest room chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Dust mop spot clean and vacuum entire floor area.
2. High dust wall and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves,
and other ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass inside and outside.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY,
JUNE AND OCTOBER-
1. Strip, scrub and re-wax vinyl, tile and terrazzo floors.
2. Scrub, mop and re-seal wood floors.
3. Dust with a treated cloth wall paneling.
4. Vacuum all fabric 1)walls, 2)furniture and 3) drapes.
5. Clean and polish all metal furniture.
6. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
7. Damp wipe exterior surface of light fixtures.
31
8. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
9. Clean all windows and glass, inside and outside.
10. Clean all vertical blinds.
LOCATIONS:
POLICE DEPARTMENT (includes Sub-Station and the Coachella Valley Narcotics
Taskforce office area),
*Please note the Section D., Special Requirements, paragraph 2.3, for contractor's
employees working in Police locations.
GENERAL, EXECUTIVE AND LOBBY AREAS
• TO BE CLEANED FIVE 5 DAYS PER WEEK- MONDAY THROUGH FRIDAY- Special
Note: The Coachella Valley Narcotics Taskforce (CVNT) offices located in the basement
of the Police Department may ONLY be cleaned during NORMAL business hours:
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to
original locations. Replace plastic liners as needed. Remove trash to main waste
storage area. Empty all Recycled paper receptacles into large collection bins provided
at each location by the city.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick
up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean with damp cloth, counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors; door frames and dust clean fingerprints, dust,
soil, gum, etc.
5. Spot clean partition glass.
6. Vacuum carpeting (prior to 8 a.m. and after 5 p.m.).
7. Dust mop hard surfaces floors; spot mop where needed for drink spills, mud, etc.
8. Clean and polish drinking fountains and metal housings and trim removing smudges,
and other marks.
9. Clean main entry door glass inside and out; spot clean other entry door glass.
10. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
32
RECORDS, COMMUNICATIONS, AND MAIN LOBBY
• TO BE CLEANED SEVEN 7 DAYS PER WEEK INCLUDING HOLIDAYS):
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to
original locations. Replace plastic liners as needed. Remove trash to main waste
storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick
up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust,
soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition
glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture;
spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud, remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and
other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps
and other office furniture.
2. Damp mop all hard surface floors, including Police Department stairs and stairwell.
3. Damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and arms.
4. Dust door and door frames.
5. Clean entry door metal and thresholds.
6. Vacuum carpeting (prior to 8 a.m. and after 5 p.m.) except Communications area.
7. Clean reception area partition glass, inside and out.
33
w�
8. Damp wipe elevator car walls and handrails.
9. Vacuum elevator car floor and tracks.
10. Damp wipe stairway handrail.
TO BE CLEANED WEEKLY ON WEDNESDAY OR THURSDAY:
1. Vacuum carpeting in Communications area between 1 a.m. and 5 a.m.
KITCHEN/LOUNGE, LOCKER, WEIGHT ROOM AREAS
• TO BE CLEANED SEVEN (7) DAYS PER WEEK(INCLUDING HOLIDAYS):
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to
original locations. Replace plastic liners as needed. Remove trash to main waste
storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick
up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust,
soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition
glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture,
spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and
other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
TO BE CLEANED WEEKLY ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO
THE CONTRACTOR AND THE CITY)7
1. Wipe clean sinks, drain boards and counter tops.
2. Damp wipe table tops and chairs.
34
2%7
3. Sweep and damp mop floors, including weight room.
4. Vacuum carpeting, including Police Department locker room.
5. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator,
dishwasher, microwave oven).
6. Dust weight room equipment.
REST ROOMS
• TO BE CLEANED SEVEN (7)_DAYS PER WEEK (INCLUDING HOLIDAYS):
1. Empty and wipe clean (inside and out) all waste containers and remove trash to main
waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect: wash basins, counter tops, toilet bowls (including underside and
tops of seats) and urinals.
5. Spot clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with germicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet seat cover dispensers.
WEEKLY - TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO
CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust rest room walls.
3. Pour water down floor drains.
4. Clean appropriately rest room chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Dust mop, spot clean and vacuum entire floor area.
2. High dust walls and ceilings.
3. Vacuum air grills.
35 p
J O
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves,
and ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass, inside and outside.
8. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss
shine.
TO BE CLEANED THREE 3 TIMES PER YEAR DURING THE MONTHS OF FEBRUARY
JUNE AND OCTOBER-
1. Strip, scrub and re-wax vinyl, tile and terrazzo floors.
2. Dust wall paneling with a treated cloth.
3. Vacuum all fabric 1) walls, 2)furniture, and 3) drapes.
4. Clean and polish all metal furniture.
5. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
6. Damp wipe exterior surface of light fixtures.
7. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
8. Clean all windows and glass, inside and outside.
9. Clean all vertical blinds.
LOCATION: DESERT HIGHLAND UNITY CENTER
GENERAL, ADMINISTRATIVE, AND LOBBY AREA
• TO BE CLEANED FIVE (5_DAYS PER WEEK, AFTER 9PM OR A TIME MUTUALLY
AGREEABLE TO CONTRACTOR AND CITY:
1. Empty and wipe clean (inside and outside) all wastepaper and trash receptacles; return
to original locations. Replace plastic liners as needed. Remove trash to main waste
storage area.
2. Empty and wipe clean ashtrays.
3. Clean sand urns and damp wipe exposed area.
4. Clean with damp cloth, counters, public telephones and glass tops.
36
5. Spot clean walls, woodwork and doors.
6. Spot clean partition glass.
7. Vacuum carpeting
8. Dust mop hard surface floors; spot mop where needed for drink spills, mud, etc.
9. Clean and polish drinking fountains and metal housings.
10. Clean main entry door glass inside and outside; spot clean other entry door glass.
11. All vinyl and the floors must be buffed on an "as needed" basis to insure high gloss
shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps
and other office furniture.
2. Damp mop all hard surface floors.
3. Damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and arms.
4. Dust door and door frames.
5. Clean entry door metal and thresholds.
6. Vacuum carpeting.
KITCHEN
• TO BE CLEANED FIVE (5) DAYS PER WEEK-
1. Empty and wipe clean (inside and outside) all wastepaper and trash receptacles; return
to original locations. Replace plastic liners as needed. Remove trash to main waste
storage area.
2. Clean with damp cloth, counters, public telephones and glass tops.
3. Spot clean walls, woodwork and doors.
4. Spot clean partition glass.
5. Dust mop hard surface floors; spot mop where needed for drink spills, mud, etc.
6. All vinyl and the floors must be buffed on an "as needed" basis to insure high gloss
shine.
37
410
TO BE CLEANED WEEKLY ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO
CONTRACTOR AND CITY):
1. Wipe clean sinks, drain boards and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors.
4. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator,
dishwasher, microwave oven).
REST ROOMS
• TO BE CLEANED FIVE 5 DAYS PER WEEK
1. Empty and wipe clean (inside and outside) all waste containers and remove trash to
main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect wash basins, counter tops, toilet bowls (including underside and
tops of seats) and urinals.
5. Clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with germicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet seat cover dispensers.
WEEKLY - TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO
THE CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust rest room walls.
3. Pour water down floor drains.
4. Clean appropriately rest room chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Spot clean, dust mop and vacuum entire floor area.
2. High dust wall and ceilings.
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3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves,
and other ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass inside and outside.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY,
JUNE AND OCTOBER.-
1. Dust wall paneling with a treated cloth.
2. Vacuum all fabric 1) walls, 2)furniture, 3) drapes.
3. Clean and polish all metal furniture.
4. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
5. Damp wipe exterior surface of light fixtures.
6. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
7. Clean all windows and glass inside and outside.
8. Clean all vertical blinds.
DOWNTOWN PARKING STRUCTURE
• WEEKLY - TO BE DONE ON FRIDAYS OR OTHER DAY MUTUALLY AGREEABLE
TO THE CONTRACTOR AND THE CITY):
1. Steam Clean/ Pressure Wash All Stairwells in the down town parking structure. NOTE:
Subject to revision upon completion of new trash enclosure project.
2. Clean the interior and exterior of all elevators in the downtown parking structure. NOTE:
Subject to revision upon completion of new alleyway landscape project.
3. Steam Clean/ Pressure Wash the downtown trash enclosure.
4. Steam Clean/Pressure Wash the alleyway leading to the downtown trash enclosure and
adjacent to the downtown parking structure.
5_ Steam Clean/ Pressure Wash the walkway from the parking structure that leads to South
Palm Canyon Drive
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