HomeMy WebLinkAbout9/17/2003 - STAFF REPORTS (17) DATE: September 17, 2003
TO: City Council
FROM: Directorof Procurement and Contracting and Directorof Public Works/City Engineer
APPROVE CONTRACT SERVICES AGREEMENT FORJANITORIAL SERVICES FOR VARIOUS
CITY FACILITIES
RECOMMENDATION:
That City Council approve a contract services agreement for city wide janitorial services effective
for the three year term of October 1,2003 through September 30 ,2006 to Moore Maintenance &
Janitorial Services of Rancho Mirage, CA in an annual amount not to exceed $205,068 for each
year of the first two years and an annual amount not to exceed $211,221 for year three; total
combined cost for three years not to exceed $621,357. The City,with the consent of the contractor,
may choose to exercise two additional one year renewal options; pricing for the renewal options to
be governed by the Consumer Price Index (CPI).
SUMMARY:
Approval of this contract will provide janitorial services for fourteen City of Palm Springs facilities,
excluding the Palm Springs International Airport and the Convention Center.
BACKGROUND:
Request for Proposals(RFP)02-04 was advertised in the Public Record on August 19,2003, posted
on the City's website, and 25 firms were faxed notifications. On Monday, August 251" a pre-
proposal conference and site-visit was conducted by personnel from Facilities Maintenance and
Procurement. The fourteen City facilities included in this request for proposals are: City Hall, City
Yard, Fleet Operations, Police Department, Police Downtown Sub-Station, Police South-Sub
Station, Library, Fire Station #2 Administration, Pavilion, Leisure Center, Swim Center, J.C. Frey
Building, Desert Highland Center, and the Train Station.
The following nine firms submitted proposals (listed alphabetically): Executive Service, Goodwill
Industries of Southern California, Grace Building Service, Merchants Building Maintenance, Moore
Maintenance and Janitorial Service, Nelsen's Janitorial Service, Pedus Service, Rogan Building
Services, and United Maintenance Systems.
An evaluation committee consisting of representatives from the various City facilities included in the
RFP met and reviewed all proposals. The proposals were scored and ranked on the following pre-
established criteria: company background and experience, company personnel and supervision
standards, company safety record, company local participation, company references, and cost of
services provided. The proposed cost of routine services ranged from $170,698.80 to$316,324.44
per year. Of the nine firms that submitted proposals, one proposal was incomplete and two were
not within the Facilities Maintenance budget. Of the six remaining proposals, Moore Maintenance
18A
&Janitorial Services was the highest ranked proposal. Moore Maintenance &Janitorial Services,
a local firm, is currently providing janitorial services to the City of La Quinta, the Larsen Justice
Center, The River at Rancho Mirage, the new Cal State San Bernardino campus in Palm Desert,
and the Palm Springs Mall. The committee believes contracting with this firm provides the "best
value" overall to the City for the money expended.
Funding for these services has been approved in the Fiscal 2003/2004 budget and funds are
available in the following account: 520-5641-43280 Custodial Services (Facilities Maintenance).
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HAROLD E. GOOD, CPPO JAN ANDERSON
Director of Procurement & Contracting Facilities"Maintenance Manager
APPROVED:
i DAVID J. BARAKIAN
City Manager d4 Director of Public Works/City Engineer
Attachments: Minute Order
Contract Services Agreement, Exhibits A, B, C, and D
REVIEWED BY DEPL OF FINANCE
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 under this Agreement shall be
subject to inspection by the City, and/or to tests designated by the City. If the
results of such inspections 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 under this Agreement.
The Contractor shall provide on-site supervision to assure competent performance
of the work during the scheduled hours. Also, the Contractor or authorized agent
will make sufficient routine inspections to ensure that the work is performed as
required by this Agreement.
4. REJECTION OF WORK
4.1 Contractor agrees that the City has the 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 immediately re-clean the unsatisfactory
area at no cost to the City. Said service shall be performed in addition to,
and without interruption in the regular cleaning schedule.
4.2 Subject to the power and authority of the City as provided by law and this
contract, 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 this Agreement. The City shall decide the questions which
arise relative to the fulfillment of the contract or the obligations of the
Contractor thereunder.
5. CERTIFICATIONS/REPORTS/INSURANCE
5.1 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.
11 18A3
5.2 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.
6. EMPLOYEES OF CONTRACTOR
6.1 The Contractor shall provide sufficient personnel to perform all work in
accordance with the specifications set forth herein. Contractor's employees,
whether assigned to anyone facility or as part of a crew serving any number
of facilities, shall include at least one individual who speaks the English
language proficiently.
6.2 The Contract Officer 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 Officer, detrimental to the interest
of the public patronizing the premises. Upon such occurrence, Contractor
shall meet with the Contract Officer 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 Officer that the
conduct and activities of Contractor's employees will not continue to be
detrimental to the interest of the public patronizing the premises.
6.3 Contract Officer 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.
6.4 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.
7. SAFETY
7.1 Contractor shall perform all work relating to this Agreement 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, vendors, members of the public or others
from foreseeable injury,or damage to their property.Contractorshall inspect
all potential hazards at said facilities and keep a log indicating date
inspected and action taken.
7.2 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 Officer shall be notified
immediately of any unsafe condition that requires major correction. During
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regular business 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 because of Contractor's actions or omissions.
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 Officer within five (5) calendar days
following the occurrence.
7.3 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 Agreement
acceptance and shall provide proof to the City.
7.4 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.
7.5 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
Agreement start date.
7.6 The Contractor shall comply with the OSHA Standard 29 CFR 1910.1030
Bloodborne 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 as of date of Agreement acceptance
and shall provide proof to the City thereof. The custodian is responsible for
cleaning bodily fluid spills of a two (2) foot square area, or less and shall
immediately notify the Contract Officer of any bodily fluid spills larger than
two (2) feet square.
8. 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.
9. 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.
10. 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
13 18 4r
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.
11. LOCKS AND KEYS REQUIREMENTS
11.1 The Contractor will be issued keys to all areas in which janitorial services
are to be performed. Two keys per area will be issued to the Contractor.
The Contractor shall maintain control over issued keys.
11.2 Key Control:
a. Contractor shall be responsible for the series of keys assigned to
them and will in turn assign these keys 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 issued by the City to the Contractor.
C. Contractor shall report all lost or stolen keys to the Contract Officer
within twenty-four hours of discovering the loss. Contractor shall
reimburse the Cityforthe cost as determined bythe Contract Officer
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 Officer.
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, a five hundred
dollar fine, or both.
12. HOURS OF WORK
All janitorial services shall be performed during hours to be agreed upon by the
Contract Officer 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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13. LOCATION AND TOTAL AREA TO BE SERVICED
The total area to be serviced is estimated at 171,438 square feet with the
following breakdown per facility:
Building/Area/Location Sq.Footage Sq.Ft of Wood Sq.Ft
of Carpet or Rubber of 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 OPERATIONS BLDG., 425 N. Civic Drive(16) 3,150 2,700
POLICE DEPARTMENT, 200 S. Civic Drive(130) 26,630 15,793
POLICE DOWNTOWN SUB-STATION, 105 S. Indian 1,620 191
POLICE SOUTH SUB-STATION,559 S.Palm Canyon,Ste.13105 -0- 782
MAIN LIBRARY, 300 S.Sunrise Way(20) 31,564 936
FIRE STATION #2, 300 N. El Cielo(10)(Admin only) 3,715 25
PAVILION, 401 S. Pavilion Way(1) 4,490 10,126(w) 4,120
LEISURE CENTER,401 S.Pavilion Way(13) 1,602 2,648(w) 4,251
SWIM CENTER, 401 S. Pavilion Way(5 ) -0- 1320
J. C. FREY BLDG.,Baristo Road -0- 3,504
DESERT HIGHLAND CENTER, 480 Tramview Rd,(3) 2289 6782(r) 1144
TRAIN STATION, 6001 PS Train Stn. Road -0- 120
TOTALS: 111,018 19,556 40,864
NOTE: The approximate number of employees based in each facility is indicated in
parentheses.
14. SUPPLIES TO BE PROVIDED BY CONTRACTOR
Contractor's base price shall include rest room supplies to be supplied in sufficient
quantities as to be continuously available in all rest rooms included in this Agreement. Qualityshall
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 & tampons)
(vendor may recover ten cents per item via dispenser charge)
Commode seat covers
Commode and urinal deodorant bars
Hand soap, lotion
15 18#17
Hand soap, powdered
Air Fresheners
Other Supplies:
Plastic Trash Liners (for ALL waste receptacles)
Cleaners
Disinfectants
Strippers
Waxes
16 ISA00
EXHIBIT "B"
SPECIAL REQUIREMENTS
1. 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.
2. Section 5.3 Performance Bond:
The requirements of Section 5.3 for a Performance Bond are hereby waived.
3. Add Section 7.11
7.11 Deducts.Adjustments and Damages The City shall have the right to assess damages
for breach of the Contractor's obligations. The exercise this right shall not preclude the City's right
to terminate or revoke this Agreement. Deductions and adjustments (which shall be applied 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 of their application include,
but are not limited to:
A. For Contractor's failure to perform the work required to achieve the quality
specifications set forth herein, the following schedule of deductions will apply:
0-3 deficiencies in a building in a month No deduction
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 or more deficiencies in a building in a month 40% of monthly building cost
B. For costs expended by the City to achieve the specifications, the deduction will be
100% of such cost to City;
C. For damages caused by the Contractor, its employees, or others under its
supervision to City facilities, fixtures, furnishings, equipment or 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 from the monies otherwise owed to
Contractor in any month that amount which is deemed reasonably necessary by the Contract
OfficerAdministrator to protect the City against any failures by the Contractor to perform
Contractor's obligations, without revoking or terminating this Agreement.
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.
17 18A
EXHIBIT "C"
SCHEDULE OF COMPENSATION
1. TOTAL COMPENSATION:
Total compensation for the initial 3-year term of this Agreement shall not exceed
$621,356.04.
2. METHOD OF PAYMENT:
Payments will be made by City to the Contractor upon receipt of properly executed invoices
and in accordance with the provisions of this Agreement.
For all services which the Contractor is obligated to perform under the terms of this
Agreement, the City shall pay to the Contractor a monthly price per facility as set in the
Agreement.
Payments shall be made upon submittal of a detailed monthly statement to the Facilities
Maintenance Manager of the City of Palm Springs. Said statement shall be submitted
within two weeks following the end of the billing period defined as a calendar month.
Prior to City payment of the monthly statement the Facilities Maintenance Manager shall
review and approve payment based on the satisfactory completion of service. Payment
shall be issued within thirty(30) days of receipt of the monthly statement.
Monthly price shall be the same for each month of the year regardless of the number of
work days in the month.
3. PRICING SCHEDULES:
SCHEDULE I - BASE BID
Base Bid: Firm fixed price per square foot, per month for providing Janitorial Services, as
specified, for the following buildings for the first two (2) years of a three (3) year Agreement.
LOCATION
CITY HALL .091 Per Sq.Ft X 36,536 Sq.Ft $ 3,358.00
CITY YARD .064 Per Sq.Ft. X 5,400 Sq.Ft. $ 350.00
FLEET OPERATIONS .092 Per Sq,Ft. X 5,850 Sq.Ft. $ 541.00
POLICE DEPARTMENT .079 Per Sq.Ft. X 42,423 Sq.Ft. $ 3 389.00
POLICE DOWNTOWN STN .011 Per Sq. Ft. X 1,811 Sq.Ft. $ 200.00
POLICE SOUTH SUB-STN .025 Per Sq. Ft. X 782 Sq,Ft. $ 200.00
MAIN LIBRARY .083 Per Sq.Ft. X 32,500 Sq.Ft. $ 2,717.00
FIRE STATION #2 (Admin) .085 Per Sq.Ft. X 3,740 Sq.Ft. $ 320.00
is 118A 1110
PAVILION .085 Per Sq. Ft. X 18,736 Sq.Ft. $ 1,610.00
LEISURE CENTER .078 Per Sq.Ft. X 8,501 Sq.Ft. $ 664.00
SWIM CENTER .016 Per Sq. Ft. x 1,320 Sq.Ft. $ 220.00
J. C. FREY BLDG. .109 Per Sq. Ft. X 3,504 Sq.Ft. $ 295.00
DESERT HIGHLAND CTR .073 Per Sq. Ft. X 10,215 Sq.Ft. $ 700.00
TRAIN STATION $1.66 Per Sq. Ft. X 120 Sq.Ft. $ 200.00
Worker available for unscheduled assignment: "Floater"
$ 13.41 /hr X 8 hrs. per day X 21.75 average work days per month = $ 2,325.00 /MO.
TOTAL BASE BID PER MONTH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 17,089.00
TOTAL BASE BID PER YEAR (BID PER MONTH X 12MONTHS) . . . . . . . . . . $ 205,068.00
4. PRICING ADJUSTMENTS:
For the initial two years (24 months) of the Agreement term, the monthly amount shall not
exceed $17,089.00 for routine service ($205,068 per year). For the last year(12 months)
of the initial term, and for optional years 4 and 5, Contractor may request a price
adjustment not to exceed the Bureau of Labor Statistic's Consumer Price Index (CPI) for
the LA/Riverside/Anaheim region for the prior calendar year or 3%,whichever is less,to be
effective on the anniversary date starting October 1, 2005. Request for a price adjustment
for the third year of the Agreement, or for the two (2)one year renewal options if renewed
by mutual consent of the City and the Contractor, must be received by the Department of
Procurement and Contracting prior to July 1" of each year.
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EXHIBIT "D"
SCHEDULE OF PERFORMANCE
1. TERM OF AGREEMENT: The term of this Agreement is for three (3)years, with two (2)
additional one year renewal options, renewable upon mutual consent of the City and the
Contractor. The Agreement will commence on October 1, 2003.
2. EMPLOYEE BACKGROUND CHECKS
All contractor employees shall be subjected to a background check prior to the
commencement of work under this Agreement. Prior to the commencement of work under
this Agreement, the Contractor shall provide the City with a list of all employees assigned
to perform work pursuant to this Agreement along with their corresponding social security
numbers. Any employee shown to have a felony conviction or whom the City finds to be
otherwise unacceptable will not be allowed to work under this Agreement. If during the term
of this Agreement the Contractor desires to add new employees, Contractor shall provide
the City with a list of the new employees and their corresponding social security numbers.
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.
3. EMPLOYMENT STATUS: Contractor shall act hereunder as an independent contractor
and not as an employee. Contractor shall select its own employees, agents or servants and
such employees, agents and servants shall be and act under the exclusive and complete
supervision and control of Contractor. Contractor hereby acknowledges its responsibility
for all withholding taxes, payroll taxes and all other compensation for all employees, agents
or servants engaged by Contractor in the performance of the terms of this Agreement.
Contractor recognizes that as an independent contractor, Contractor's employees shall not
be eligible to participate in any of the City of Palm Springs employee benefits programs
rendered hereunder.
4. CONTRACTOR'S PERSONNEL
An adequate number of trained and bonded personnel shall be assigned by the Contractor
to perform the work described in these specifications. All Contractor's employees shall be
subject to review and approval by the Contract Officer. The City reserves the right to
request the removal of an employee who is deemed unacceptable for any reason.
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
Officer.
The Contractor shall meet special personnel standards for the Public Safety facilities. All
Contractor employees assigned to these areas must pass a police background investigation
20 1814pow,
prior to entering said facilities. At no time shall the Contractor schedule personnel to work
within 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, etc.
It shall be the responsibility of the Contractor to see that all his/her supervisory and crew
personnel abide by the City building security regulations and safety standards. The
Contractor shall conduct his work operations in such a way as to safeguard the City's
personnel, equipment, and property.
All personnel assigned by the Contractor to perform work for the City 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 this
Agreement shall rest with the City.
All work by Contractor personnel shall be performed in a professional, courteous manner.
Discourtesy, rudeness, or the use of profanity will not be tolerated and shall be grounds for
immediate removal of the offending employee from performing the work under this
Agreement.
The Contractor shall provide supervisory personnel of a high professional caliber. The
assigned supervisor shall contact the Contract Officer 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.
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 Officer on or prior to the first day of work.
Contractor shall submit detailed description of all hiring, training, testing and disciplinary
policies and procedures used by his/her firm.
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.
The Contractor shall provide, at his/her expense, all necessary cleaning supplies and
equipment as may be required to perform the janitorial tasks outlined in this specification,
i.e., cleaning supplies, floor wax,furniture polish, custodial tools, and laundry materials. All
such supplies and materials shall be of the highest quality. The City reserves the right to
review and approve all items which may be used in performance of the work performed
under this Agreement. No additional compensation shall be allowed for such items.
One of Contractor's employees shall be made available for unscheduled assignments from
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, which vehicle and communication device are
provided by the Contractor. The phone number for the pager (or cell phone) must be
provided to the Contract Officer.
21 /5�/ 3
5. STANDARDS AND FREQUENCY OF JANITORIAL SERVICES FOR SPECIFIC AREAS:
The following standards shall be used bythe Contract Officer in evaluating custodial
service:
A. Dusting - A properly dusted surface is free of all dirt and dust, streaks, lint and
cobwebs. Dusting will be accomplished with properly treated cloths.
B. 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.
C. Sweeping/Vacuuming-A properly swept floor is free of all dirt, grit, lint and debris,
except embedded dirt and grit.
D. Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits,
and is substantially free of cleaning marks.
E. Damp Mopping - A satisfactorily damp mopped floor is without dirt, dust, marks,
film, streaks, debris or standing water.
F. Metal Cleaning -AII cleaned metal surfaces are without deposits or tarnish and with
a uniformly bright appearance. The cleaner used is to be removed from adjacent
surfaces.
G. 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.
H. Floor Finish Removal (Stripping) - Removal is accomplished when surfaces have
all finished removed down to the flooring materials, 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.
I. Finished Floor(Application)-Aflooris 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.
J. Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without
embedded dirt, cleaning solution, film, debris, stains and marks, or standing water
and the floor has a uniformly clean appearance. A plain water rinse must follow the
scrubbing process immediately.
K. 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.
L. 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.
22 19441Y
M. Spot 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.
LOCATIONS: CITY HALL, CITY YARD, FLEET OPERATIONS BLDG.,MAIN
LIBRARY, PAVILION,J.C.FREY BLDG., LEISURE CENTER,SWIM
CENTER, FIRE STATION #2 ADMIN., AND TRAIN STATION.
GENERAL, EXECUTIVE AND LOBBY AREAS
TO BE CLEANED FIVE (5) DAYS PER WEEK - MONDAY THROUGH FRIDAY
TO BE CLEANED SIX (6) DAYS PER WEEK - MONDAY THROUGH SATURDAY AT MAIN
LIBRARY AND LEISURE CENTER
TO BE CLEANED SEVEN (7) DAYS PER WEEK - INCLUDING HOLIDAYS - SWIM CENTER,
PAVILION
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 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. Spot vacuum carpeting (prior to 8 a.m. or after 5 p.m.); including 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. Spot 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. Spot 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.
23 /� /
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.
KITCHEN/LOUNGE, LOCKER, WEIGHT ROOM AREAS
TO BE CLEANED FIVE (5) DAYS PER WEEK - MONDAY THROUGH FRIDAY
TO BE CLEANED SIX (6) DAYS PER WEEK - MONDAY THROUGH SATURDAY AT MAIN
LIBRARY AND LEISURE CENTER
TO BE CLEANED SEVEN(7)DAYS PER W EEK-INCLUDING HOLIDAYS-SWIM CENTER AND
PAVILION
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. Spot vacuum carpeting (prior to 8 a.m. or after 5 p.m.); including 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. Spot 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).
24 IR416
6. Dust weight room equipment.
REST ROOMS
TO BE CLEANED FIVE (5) DAYS PER WEEK - MONDAY THROUGH FRIDAY
TO BE CLEANED SIX (6) DAYS PER WEEK - MONDAY THROUGH SATURDAY AT MAIN
LIBRARY AND LEISURE CENTER
TO BE CLEANED SEVEN (7) DAYS PER WEEK - INCLUDING HOLIDAYS - SWIM CENTER &
PAVILION
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.
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.
25 18A /7
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.
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 both Sub-Stations and the
Coachella Valley Narcotics Taskforce office area).
GENERAL, EXECUTIVE AND LOBBY AREAS
TO BE CLEANED FIVE (5) DAYS PER WEEK- MONDAY THROUGH FRIDAY: Special Note
The Coachella Valley Narcotices 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. Spot 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.
26 /
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. 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 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. Spot vacuum carpeting (prior to 8 a.m. or after 5 p.m.); including 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. Spot 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.
8. Damp wipe elevator car walls and handrails.
9. Vacuum elevator car floor and tracks.
27 18AI?
10. Damp wipe stairway handrail.
TO BE CLEANED WEEKLY ON WEDNESDAY OR THURSDAY:
1. Vacuum carpeting in Communications section 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. Spot vacuum carpeting (prior to 8 a.m. or after 5 p.m.); including 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. Spot 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 MUTUALLYAGREEABLE TO 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, 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.
28 18oq 20
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.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides &tops of all lockers, file&storage cabinets; dustwindow sills, shelves,&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 rewax vinyl, tile and terrazzo floors.
2. Dust wall paneling with a treated cloth.
3. Vacuum all fabric 1) walls, 2)furniture, and 3) drapes. b4�1
29 `
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 BECLEANED FIVE(5)DAYS PERWEEK,AFTER9PM ORATIME 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. Empty all Recycled paper receptacles into large collection bins provided at each
location by the City.
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.
5. Spot clean walls, woodwork and doors.
6. Spot clean partition glass.
7. Spot 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 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.
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.
30 ' �
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 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
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. 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 THE
CONTRACTOR AND THE CITY):
31
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.
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.
32 IBA 2Y
IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the
date first written above.
CITY OF PALM SPRINGS
ATTEST: a municipal corporation
By: By:
City Clerk City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: Check one:_Individual_Partnership_Corporation
Corporations require two notarized signatures: One from each of the following: A. Chairman of Board, President, or any Vice
President:AND B.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer). ^ �/✓�
By: By: '�✓' 1
Signature(n
ot
a
rized) Signature(notarized)
Name: ��i� i1/ ///OD� Name: ��C' I) I 1 6n)
Title: �EV Title:
State of - cL zk—I State of
County of Iss County of Iss
AGM
On q/�i " beforeme, GZR�n/b /z:�-`ICiN� `P,6hd- On 7 ,� before me,S41A&I
personallyappeared 8 5-W"2c, f.' ` Lc,[,(, personally appeared 1>a`ff
personally known me (or proved td eon the basis of personally known me (or proved tame on the basis of
satisfactory evide e)to be the person(s)whose name(s)is/are satisfactory evide e)to be the person(s)whose name(s)is/are
subscribed to the within instrument and acknowledged to me subscribed to the within instrument and acknowledged to me
that he/she/they executed the same in his/her/their authorized that helshe/they executed the same in his/her/their authorized
capacity(ies), and that by his/her/their signature(s) on the capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s),or the entity upon behalf of which the instrument the person(s),or the entity upon behalf of which the
persons)acted, executed the instrument. person(s)acted,executed the instrument.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: 'e ee Notary Signature, zi e , 1 iirtGt
Notary Seal: Notary Seal:
EWNE L.WEDEKIND ELAINE L.WEDEKIND
Commisslon#1399015 CammlSslon#1399015
a i Nolory Public•California d i
. Riverside County .` Nofory Public•County
California
R
Riverside County
My Comm.Expires Feb 8,2007 My Comm.Expires Feb 3,2007
10 �C0'rT P
09/08/2003 RON 8:43 FAX �003/004
IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the
date first written above.
CITY OF PALM SPRINGS
ATTEST: a municipal corporation
By: By:
City Cierk City Manager
APPROVED AS TO FORM:
By:
City Attorney i
CONTRACTOR: Check one:_Individual_Partnership„_,Corporation
Corporations rerire tvo notarzed signatures: One from each of the followln� A. Chairman of Board.President, a any Vice
President•AND 8.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Rnancial OffiCaY}.
By: By:
Signature(notarized) Signature(notarized)
Name: Name:
Title: Title:
State of I $fete of
County of Iss County of )ss
On boforemo. On before me ,
pawonallyappeered peraonallyappeered
personally known to me or prose to me on t e asrs o personalty known to me or Prove to me on the basis of
satisfactory evitlenco}to bo tho person(s)whosename(s)Is/ers satisfactory ovldence)to 6e the persons whose names Ia/are
subscrlbed to the within Instrument antl aeknok/ntlgul to me subserlbod to the within Instrument at aclmowhdge to me
lnat he/she/they execated the Game in hie/her/theiraVtherized that he/ahe/they executed the same in his/Heir/their anthorizcd
capacity(iesl, and that by his/her/their signatures) on the capacity(ies), and that by his/her/their signatures) on the
instrument the persor(s).or the entity upon bbehalf ottwhich the instrument thhe person(s),or the entity upon behalf ofwhich the
person(s)acteS executed the Instrument_ person(s)aetod,executed the Instrument.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
10
r� AA(o
�04 PALM City of Palm Springs
4 �
Department of Procurement and Contracting
�^trFORN�r•
MEMORANDUM
Date: September 16, 2003
To: City Manager
From: Director of Procurement & Contracti V
Subject: Potential vendor protest to award of RFP 02-04 for Janitorial Services
It has come to our attention that Executive Services of Riverside, CA may appear at the City
Council meeting on September 17`h to protest the award of Janitorial Services RFP 02-04.
The competitive solicitation for janitorial services was done via a Request for Proposal (RFP 02-
04). The RFP was drafted in a manner that allowed the City to evaluate a variety of factors
affecting each offeror's ability to provide the required level of janitorial services. The following
criteria were utilized:
1) Cost of Services to be provided
2) Offerer's Background and Experience
3) Personnel and Supervision
4) Safety Record
5) Local Participation
6) References
Information was requested specific to each criterion in order to provide the City's evaluation team
with enough information to evaluate each firm's commitment of key resources to the City's
requirement.
The proposal submitted by Executive Services did not contain information specifically requested
in order to evaluate their response. Specifically, the following information requested in the RFP
was not provided by Executive Services in their proposal:
• Names, Titles, and addresses of Officers of the firm
• Total number of employees in the firm
• Financial position of the firm
• Description of Organization and management skills in this kind of work
• Staffing plan showing the number of employees their firm will use to perform the work. Did not
include a strategic plan/approach for providing services as outlined in the Scope of Services for
fourteen buildings.
• Information related to the amount of supervision provided under the proposal.
Memo Re: RFP 02-04
Page 2
• Description of pre-employment procedures, security checks, police records, etc.
• Description of procedures/methods by which the City can communicate with Contractor's
personnel with authority to direct resources in order to resolve emergency/non-emergency
service needs and complaints on a 24 hrs/day basis.
• Description of safety training provided to employees.
• Information regarding any insurance claims due to accidents/injuries that your company has
been involved with.
• Information related to the use of local resources in the performance of work under any resulting
contract, including use of Palm Springs suppliers, labor force, and any other Palm Springs
businesses to support the firm throughout the life of the resulting contract.
Without the above information (specifically requested in the City's RFP), the City's evaluation
team did not have sufficient information to determine Executive Services capability to effectively
and efficiently provide the requested level of services. As a result, Executive Services proposal
was not evaluated.
Proof of Publication
In Newspaper
STATE OF CALIFORNIA
County of Riverside
Jacquelin K. Welch says:
1. 1 am a citizen of the United States, a
resident of the City of Desert Hot
Springs, County of Riverside, State of
California, and over the age of 18 years.
2. 1 am the Research & Production
Assistant of The Public Record, a
newspaper of general circulation printed CITY OF PALM SPRINGS
and published in the City of Palm P REQUEST FOR PROPOSAL(RFP)°&04
p y ROVIDING JANITORIAL SERVICES FOR VARIOUS
Springs, County of Riverside, State of CITY OF PALM SPRINGS FACILITIES
California. Said The Public Record is a UPON DOWNLOADING THE RFP VIA THE INTERNET,
newspaper of general circulation as that CONTACT MARI LYNN DOSWELL, ADMINISTRATIVE
SECRETARY,VIA EMAIL Meet, @ci 1
term is defined inGovernment Code TO REGISTER AS A PROPOSER,FAILURE TO REGISTER
section 6000, its status as such having MAY RESULT IN NOT RECEIVING ADDENDA TO THE RFP,
been established by judicial decree of the 0NOTICE o IS HEREBY GIVEN that a Request for Praposal(RFP)
prov,dmg Jamlehal Seances for various City of Superior Court of the State of California in Palm Springs fac,l(hes is eve,lable for download at wwwci alm-
and for the County of Riverside in on"giF°gi10Departments,In-9n10 Procurement),
Proceeding No. Indio 49271, dated PRE,PROPOSAL CONFERENCE:
March 31 , 1987, entered in Judgment be held an M comer,August
25t 2003 at
Book No. 129, page 355 on March 31 . Monday,A°spings 2°°, d
9 00 a m., the Palm rIld s C,ty Yard
� ° lunchroom, 425 N. Crmc Drive, palm
1987. Springs,CA to famthanze potential offerors
3. The Public Record is a newspaper of withaite cnnddlona (Dieters are"RONG.
general circulation ascertained and LV ADVISED to attend
established in the City of Palm Springs r) PROPOSAL SUBMISSION LOCATION:
Qry of Palm Springs
the County of Riverside State of 000EmentOTmqfPr�a^ement&Q°ntracling
California, Case No. RIC 358286, Filed PalmSpnngs,CA92262 Way
June 8, 2001. C/O HanddE Good,CPPO
4. The notice, of which the annexed is a Director of Procurement&Conlractng
true printed copy, was published in the SOBMISSION DEADLINE:
August 29,2003 by 3.00 p.m.
newspaper on the following publication CONTACT, Submit questions via eme,l to
dates to wit. Craig L.Glanders,C.F.M
August 19 2003 PfccuementSpec,ahst11 -_
322-5368
I certify under penalty of perjury that the Email la G®
above is true and correct. PROPOSAL REQUIRE:
Dated at Palm Springs, California, All submissicns to have the project
th Name Wtim orral Services) and Number
this 19 day of August 2003. (RFP 02-04)with the name and address of
submitting parry plainly marked on the ad,
�/� i {/ ♦ five'id of the envelope Submit original and
live complete copies. Proposals r received
without the required number of copies may
be seemed non-responsive and may not
receive consideration.
By ORDER OF THE CITY OF PALM SPRINGS
/Jacqueli"nK. Welch /s/HAROLD E GOOD,CPpO
Research & Production Assistant D,rectnrof Procurement&Contracting
Dated.August 15,2003
August 19,200
MINUTE ORDER NO.
APPROVING A CONTRACT SERVICES
AGREEMENT FOR CITY WIDE JANITORIAL
SERVICES EFFECTIVE FOR THE THREE YEAR
TERM OF OCTOBER 1, 2003 THROUGH
SEPTEMBER 30, 2006 TO MOORE MAINTENANCE
& JANITORIAL SERVICES, INC. OF RANCHO
MIRAGE, CA IN AN ANNUAL AMOUNT NOT TO
EXCEED $205,068 FOR EACH YEAR OF THE
FIRST TWO YEARS AND AN ANNUAL AMOUNT
NOT TO EXCEED $211,221 FOR YEAR THREE;
TOTAL COMBINED COST FOR THREE YEARS NOT
TO EXCEED$621,357. THE CITY,WITH CONSENT
OF THE CONTRACTOR, MAY CHOOSE TO
EXERCISE TWO (2) ADDITIONAL ONE YEAR
RENEWAL OPTIONS; PRICING FOR THE
RENEWAL OPTIONS TO BE GOVERNED BY THE
CONSUMER PRICE INDEX (CPI).
I HEREBY CERTIFY that this Minute Order approving a contract services agreement for city wide
janitorial services effective for the three year term of October 1, 2003 through September 30, 2006
to Moore Maintenance & Janitorial Services, Inc. of Rancho Mirage, CA in an annual amount not
to exceed $205,068 for each year of the first two years and an annual amount not to exceed
$211,221 for year three; total combined cost for three years not to exceed $621,357. The City,with
consent of the Contractor, may choose to exercise two (2) additional one year renewal options;
pricing for the renewal options to be governed by the Consumer Price Index (CPI), was approved
by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 171h day
of September, 2003.
PATRICIA A. SANDERS
City Clerk
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