HomeMy WebLinkAboutItem 2b - Janitorial and Porter ServicesProfessional Services for Janitorial & Porter Services With ABM Industry Groups, LLC
September 5, 2017
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DATE: September 5, 2017
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director By: Jacquelyn Mercado, Management Analyst
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH ABM INDUSTRY
GROUPS, LLC. FOR JANITORIAL AND PORTER SERVICES AT VARIOUS CITY FACILITIES IN AN AMOUNT NOT TO EXCEED $306,075.15
Recommendation: Approve
SUMMARY The Public Works Services Department (“PWSD”) is responsible for the maintenance of
all City facilities and utilizes contract services to provide janitorial and porter services.
To ensure the City is receiving the highest quality of service and most competitive
pricing for professional janitorial and porter services, the PWSD solicited a formal request for proposals (“RFP”). Based on the evaluated proposals, it is recommended that the City Council approve, and authorize and direct the City Manager to execute, a
Professional Services Agreement with ABM Industry Groups, LLC., for janitorial and
porter services at various City facilities in an amount not to exceed $306,075.15, with
the option of three one-year extensions. DISCUSSION
The PWSD is responsible for the maintenance of all City facilities and utilizes contract
services to provide janitorial and porter services. Janitorial services include nightly cleaning of all common areas, restrooms, and offices at various City facilities. Daily porter services include cleaning and replacement of the light fixtures, helping office staff
with routine services such as setting up for special events, and cleaning and stocking
public restrooms. Janitorial and porter services are performed at City Hall, the
Community Center, Gilb Museum, Lauber Museum Education Center, Library, Public Works Services, Police Department, Fire Station 105, Civic Center Soccer Field, Dana Gym, and restrooms at Bonita and Eisenhower parks.
A RFP was published in the City’s adjudicated newspaper and RFP packages were
provided to various firms who provide janitorial and porter services. On August 15, 2017, the City Clerk received five proposals. All proposals received were evaluated
Professional Services for Janitorial & Porter Services With ABM Industry Groups, LLC
September 5, 2017
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based on their experience, qualifications, understanding of the needs of the City, quality of service approach, and cost. The evaluation of proposals received included
management staff from the Public Works Services Department. The results of the
evaluation with each company’s ranking and proposed cost are listed below:
Company Name Ranking Score Proposed Total
Contract Cost
ABM Industry Groups, LLC. 1 97% $306,075.15
Commercial Cleaning Systems 2 89% $400,965.17
Uniserve Facility Services 3 86% $486,304.31
Golden Touch Cleaning 4 79% $330,403.00
Trinity Facility Services 5 70% $441,813.00
After careful review and consideration, it was determined that ABM is the most qualified
firm to perform the required janitorial and porter services. Founded in 1909, ABM is a
stable corporation that has a long-standing history in the cleaning industry, including extensive experience in serving government agencies. Some of their current municipal
contracts include the Cities of Long Beach, Newport Beach, and Cerritos. Additionally,
ABM is the City’s current service provider and has provided excellent janitorial and
porter services for the past four years. A copy of the Professional Services Agreement with ABM is attached to this staff report.
Currently, the City is paying $310,841.21 for janitorial and porter services with ABM.
Following a review and ranking of the bid proposals, the proposed annual cost to
perform janitorial and porter services is $306,075.15. An analysis of the proposal received from ABM indicates a modification in allocation of costs for various department
facilities. The table below lists the difference between the current annual cost and the
proposed annual cost for these services. While the cost for services increased for some
facilities, it also decreased for others. As a result, the net decrease to the City is
approximately $4,766.06 annually.
Facility
2016-17
Annual Cost
2017-18
Proposed
Annual Cost
Difference
Police $ 65,546.16 $ 69,570.07 $ 4,023.91
Fire $ 7,068.74 $ 8,304.41 $ 1,235.67
City Hall, Chambers, & Parks $ 57,808.01 $ 69,637.51 $ 11,829.50
Recreation $ 65,089.00 $ 55,905.60 ($ 9,183.40)
Dana Gym $ 6,144.85 $ 5,867.52 ($ 277.33)
Library $ 82,352.55 $ 73,246.50 ($ 9,106.05)
Museum $ 3,925.61 $ 3,743.84 ($ 206.16)
Museum Education Center $ 1,516.22 $ 3,110.81 $ 1,594.59
Public Works Services Center $ 21,390.07 $ 16,688.89 ($ 4,701.18)
Total $ 310,841.21 $ 306,075.15 ($ 4,766.06)
Professional Services for Janitorial & Porter Services With ABM Industry Groups, LLC
September 5, 2017
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ENVIRONMENTAL IMPACT
The Professional Services Agreement with ABM Industry Groups, LLC is not considered
a project as defined by California Environmental Quality Act (“CEQA”) Section 15378; as a service contract of this nature is considered ministerial.
FISCAL IMPACT
The actual cost of the contract may vary depending on the actual service demanded in each facility over the year. Funds are budgeted in each Department’s Contract Services accounts in Fiscal Year 2017-18 Operating Budget. The Public Works Services
Department will conduct a mid-year budget review of the janitorial and porter services
contract and recommend budget adjustments, if needed, at that time. Otherwise, each
department’s Fiscal Year 2018-19 budget for janitorial and porter services will be adjusted to reflect the actual cost of providing these services.
RECOMMENDATIONS
It is recommended that the City Council approve, and authorize and direct the City Manager to execute a Professional Services Agreement with ABM Industry Groups, LLC for janitorial and porter services at various City facilities in an amount not to exceed
$306,075.15, with the option of three one-year extensions.
Attachment: Proposed Professional Services Agreement
JANITORIAL & PORTER SERVICES
RFP NO. PWS 07-2017
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CITY OF ARCADIA
PROFESSIONAL SERVICES AGREEMENT REGARDING
JANITORIAL & PORTER SERVICES AT VARIOUS CITY FACILITIES
1. PARTIES AND DATE.
This Agreement is made and entered into this ____ day of ______________,
2017 by and between the City of Arcadia, a charter city organized under the
Constitution and laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066-6021 ("City") and ABM Industry
Groups, LLC., a Limited Liability Company, with its principal place of business at 1150
South Olive Street, 19th Floor, Los Angeles, California, 90015 ("Contractor"). City and
Contractor are sometimes individually referred to as “Party” and collectively as “Parties.” 2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth
in this Agreement. Contractor represents that it is experienced in providing janitorial
and porter services to public clients, is licensed in the State of California, and is
familiar with the specifications and requirements of City. 2.2 Project.
City desires to engage Contractor to render such services for the Janitorial and
Porter Services at Various City Facilities (“Project”) as set forth in this Agreement. 3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional janitorial and
porter services necessary for the Project ("Services"). The Services are more
particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all
applicable local, state and federal laws, rules and regulations.
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3.1.2 Term. The term of this Agreement shall be for one year from date of execution, unless earlier terminated as provided herein. Contractor shall complete
the Services within the term of this Agreement, and shall meet any other established
schedules and deadlines.
3.1.3 Incorporation of Documents. This Agreement includes and hereby incorporates Exhibit “A” in full by reference the following documents including all
attachments and addenda thereto: RFP No. PWS-07-2017
a. SECTION 1. Request for Proposal Summary and Instructions
b. SECTION 2. Schedule and Evaluation/Selection Process c. SECTION 3. Proposal Format and Content
d. SECTION 4. Submittal Requirements
e. SECTION 5. Terms and Conditions
f. SECTION 6. Janitorial and Porter Services General Conditions
g. SECTION 7. Attachments 1. Attachment A – Proposal Pricing Forms
2. Attachment B – Facility Service & Performance Schedules
3. Attachment C – Map and List of Facilities
4. Attachment D – Sample Deficiency Notification 3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor.
The Services shall be performed by Contractor or under its supervision. Contractor will
determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor
basis and not as an employee. Contractor retains the right to perform similar or
different services for others during the term of this Agreement. Any additional personnel
performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such
personnel in connection with their performance of Services under this Agreement and
as required by law. Contractor shall be responsible for all reports and obligations
respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "A" – Attachment “B” attached hereto and incorporated herein by reference. Contractor represents that it has the professional and technical
personnel required to perform the Services in conformance with such conditions. In
order to facilitate Contractor's conformance with the Schedule, City shall respond to
Contractor's submittals in a timely manner. Upon request of City, Contractor shall
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provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Substitution of Key Personnel. Contractor has represented to City
that certain key personnel will perform and coordinate the Services under this
Agreement. Should one or more of such personnel become unavailable, Contractor
may substitute other personnel of at least equal competence upon prior written approval of City. In the event that City and Contractor cannot agree as to the substitution of key
personnel, City shall be entitled to terminate this Agreement for cause. As discussed
below, any personnel who fail or refuse to perform the Services in a manner acceptable
to the City, or who are determined by the City to be uncooperative, incompetent, a
threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Contractor at
the request of the City. The key personnel for performance of this Agreement are as
follows: Jose Alarcon, Senior District Manager.
3.2.4 City’s Representative. The City hereby designates Tom Tait, Public Works Services Director, or his or her designee, to act as its representative for
the performance of this Agreement (“City’s Representative”). City’s Representative
shall have the power to act on behalf of the City for all purposes under this Contract.
Contractor shall not accept direction or orders from any person other than the City’s
Representative or his or her designee.
3.2.5 Contractor’s Representative. Contractor hereby designates James
Altieri, Vice President of Operations Los Angeles, or his or her designee, to act as
its representative for the performance of this Agreement (“Contractor’s
Representative”). Contractor’s Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor’s
Representative shall supervise and direct the Services, using his best skill and
attention, and shall be responsible for all means, methods, techniques, sequences and
procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.6 Coordination of Services. Contractor agrees to work closely with
City staff in the performance of Services and shall be available to City's staff,
Contractors and other staff at all reasonable times. 3.2.7 Standard of Care; Performance of Employees. Contractor shall
perform all Services under this Agreement in a skillful and competent manner,
consistent with the standards generally recognized as being employed by professionals
in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Finally, Contractor represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to
perform the Services, including a City Business License, and that such licenses and
approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own
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cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor’s failure to comply with
the standard of care provided for herein. Any employee of the Contractor or its sub-
Contractors who is determined by the City to be uncooperative, incompetent, a threat to
the adequate or timely completion of the Project, a threat to the safety of persons or
property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor
and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.8 Laws and Regulations. Contractor shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA
requirements, and shall give all notices required by law. Contractor shall be liable for all
violations of such laws and regulations in connection with Services. If the Contractor
performs any work knowing it to be contrary to such laws, rules and regulations and
without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. Contractor shall defend, indemnify and hold City, its officials,
directors, officers, and employees free and harmless, pursuant to the indemnification
provisions of this Agreement, from any claim or liability arising out of any failure or
alleged failure to comply with such laws, rules or regulations. 3.2.8.1 Immigration Reform and Control Act. Contractor
acknowledges that Contractor, and all subcontractors hired by Contractor to perform
services under this Agreement, are aware of and understand the Immigration Reform
and Control Act ("IRCA"). Contractor is and shall remain in compliance with the IRCA
and shall ensure that any subcontractors hired by Contractor to perform services under this Agreement are in compliance with the IRCA. In addition, Contractor agrees to
indemnify, defend and hold harmless the City, its directors, officials, officers and
employees, from any liability, damages or causes of action arising out of or relating to
any claims that Contractor's employees, or the employees of any subcontractor hired by Contractor, are not authorized to work in the United States for Contractor or its subcontractor and/or any other claims based upon alleged IRCA violations committed
by Contractor or Contractor's subcontractor(s).
3.2.9 Insurance. 3.2.9.1 Time for Compliance. Contractor shall not commence
Work under this Agreement until it has provided evidence satisfactory to the City that it
has secured all insurance required under this section. In addition, Contractor shall not
allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section; provided, however, that in lieu thereof, the Contractor may
provide evidence to the City that all subcontractors are additional insureds under the
Contractor’s policies of insurance.
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3.2.9.2 Minimum Requirements. Contractor shall, at its expense, procure and maintain for the duration of the Agreement insurance against
claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the Agreement by the Contractor, its agents,
representatives, employees, subcontractors and volunteers. Contractor shall also name
and obtain insurer’s consent to naming City, its directors, officials, officers, and employees as an additional insured with proof of certificate of insurance that they are an
additional insured. Such insurance shall meet at least the following minimum levels of
coverage:
(A) Minimum Scope of Insurance. Coverage shall be when commercially available (occurrence based) at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial General
Liability coverage for premises and operations, contractual liability, personal injury,
bodily injury, independent contractors, broadform property damage, explosion, collapse,
and underground, products and completed operations; (2) Automobile Liability: Insurance Services Office Business Auto coverage for any auto owned, leased, hired,
and borrowed by Contractor or for which Contractor is responsible; and (3) Workers’
Compensation and Employer’s Liability: Workers’ Compensation insurance as required
by the State of California and Employer’s Liability Insurance.
The City, its directors, officials, officers, and employees shall be listed as additional
insured. Any deductibles or self-insured retentions must be declared to and approved
by City and conform to the requirements provided in Section 3.2.10.6 herein.
(B) Minimum Limits of Insurance. Contractor shall maintain limits no less than: (1) General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage, with an aggregate
limit of $1,000,000. If Commercial General Liability Insurance or other form with general
aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 combined single limit per accident
for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s
Liability: Workers’ Compensation limits as required by the Labor Code of the State of
California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease.
3.2.9.3 Insurance Endorsements. The insurance policies
shall contain the following provisions, or Contractor shall provide endorsements on
forms supplied or approved by the City to add the following provisions to the insurance policies:
(A) General Liability. The general liability policy shall be
endorsed to state that: (1) the City, its directors, officials, officers, and employees shall
be covered as additional insured with respect to liability arising out of Services operations and for completed operations performed by or on behalf of the Contractor,
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including materials, parts or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects the City, its directors,
officials, officers, and employees, or if excess, shall stand in an unbroken chain of
coverage excess of the Contractor’s scheduled underlying coverage. Any insurance or
self-insurance maintained by the City, its directors, officials, officers, employees and
volunteers shall be excess of the Contractor’s insurance and shall not be called upon to contribute with it in any way.
(B) Automobile Liability. The automobile liability policy
shall be endorsed to state that: (1) the City, its directors, officials, officers, and
employees shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or
borrowed by the Contractor or for which the Contractor is responsible; and (2) the
insurance coverage shall be primary insurance as respects the City, its directors,
officials, officers, and employees, or if excess, shall stand in an unbroken chain of
coverage excess of the Contractor’s scheduled underlying coverage. Any insurance or self-insurance maintained by the City, its directors, officials, officers, and employees
shall be excess of the Contractor’s insurance and shall not be called upon to contribute
with it in any way.
(C) Workers’ Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its
directors, officials, officers, and employees for losses paid under the terms of the
insurance policy which arise from work performed by the Contractor.
(D) All Coverages. Each insurance policy required by this Agreement shall be endorsed to state that: (A) coverage shall not be, reduced or
canceled except after thirty (30) days prior written notice by certified mail, return receipt
requested of cancellation, of intended non-renewal or endorsement reduction in limit or
scope of coverage; provided, however, that in the event of cancellation due solely to non-payment of premium, ten (10) days notice of cancellation for non-payment of premium may instead be given to the City.; and (B) any failure to comply with reporting
or other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, and employees.
3.2.9.4 Separation of Insureds; No Special Limitations. All insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the
scope of protection afforded to the City, its directors, officials, officers, and employees.
3.2.9.5 Deductibles and Self-Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City.
Contractor shall guarantee that, at the option of the City, either: (1) the insurer shall
reduce or eliminate such deductibles or self-insured retentions as respects the City, its
directors, officials, officers, and employees; or (2) the Contractor shall procure a bond
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guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses.
3.2.9.6 Acceptability of Insurers. Insurance is to be placed
with insurers with a current A.M. Best’s rating no less than A:VII, admitted or approved
to do business in California, and satisfactory to the City.
3.2.9.7 Verification of Coverage. Contractor shall furnish City
with complete and accurate copies of current certificates of insurance and
endorsements effecting coverage required by this Agreement on forms satisfactory to
the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on
forms provided by the City if requested. Copies of all certificates and endorsements
must be received and approved by the City before work commences. The City reserves
the right to require complete, certified copies of all required insurance policies, at any
time.
3.2.9.8 Safety. Contractor shall execute and maintain its
work so as to avoid injury or damage to any person or property. In carrying out its
Services, the Contractor shall at all times be in compliance with all applicable local,
state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the
conditions under which the work is to be performed. Safety precautions as applicable
shall include, but shall not be limited to: (A) adequate life protection and lifesaving
equipment and procedures; (B) instructions in accident prevention for all employees and
subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety
devices, equipment and wearing apparel as are necessary or lawfully required to
prevent accidents or injuries; and (C) adequate facilities for the proper inspection and
maintenance of all safety measures. 3.2.9.9 Material Breach. Lack of insurance does not negate
Contractor’s obligations under this Agreement. Maintenance of proper insurance
coverage is a material element of this Agreement and failure to maintain or renew
coverage or to provide evidence of renewal may be treated by the City as a material breach of the Agreement.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including reimbursements which receive the City’s prior written authorization, for all Services rendered under this Agreement at the rates set forth in Exhibit "A" – Attachment “A”
attached hereto and incorporated herein by reference. The total compensation shall not
exceed THREE HUNDRED SIX THOUSAND, SEVENTY-FIVE DOLLARS AND
SIXTEEN CENTS, ($306,075.16), without written approval of the City Manager. Extra
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Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a
monthly itemized statement which indicates work completed and hours of Services
rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the
subsequent billing periods, as appropriate, through the date of the statement. City shall,
within forty-five (45) days of receiving such statement, review the statement and pay all
approved charges thereon. 3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed
for any expenses unless prior written authorization is obtained from the City.
3.3.4 Extra Work. At any time during the term of this Agreement, City
may request that Contractor perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the
Project, but which the parties did not reasonably anticipate would be necessary at the
execution of this Agreement. Contractor shall not perform, nor be compensated for,
Extra Work without prior written authorization from City's Representative. 3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Contractor shall maintain complete
and accurate records with respect to all costs and expenses incurred under this
Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make
transcripts or copies of such records and any other documents created pursuant to this
Agreement. Contractor shall allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination. City may, by written notice
to Contractor, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Contractor of such termination, and specifying the
effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those services which have been adequately rendered to City, and Contractor shall be entitled to no
further compensation. Contractor may not terminate this Agreement except for cause.
A termination without cause by City shall not act as or be deemed a waiver of any
potential known or unknown City claims associated with Contractor’s performance prior to the date of termination.
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3.5.1.2 Effect of Termination. If this Agreement is terminated
as provided herein, City may require Contractor to provide all finished or unfinished
Documents and Data and other information of any kind prepared by Contractor in
connection with the performance of Services under this Agreement. Contractor shall be
required to provide such document and other information within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms
and in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
Contractor:
ABM Industry Groups, LLC. 1150 South Olive Street, 19th Floor
Los Angeles, CA 90015
Attn: Jose Alarcon, Senior District Manager
City: City of Arcadia
240 West Huntington drive
Arcadia, CA 91007
Attn: Dave Thompson, Streets Superintendent Such notice shall be deemed made when personally delivered or when mailed, forty-
eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed
adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property.
This Agreement creates a nonexclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other
documents or works of authorship fixed in any tangible medium of expression, including
but not limited to, physical drawings or data magnetically or otherwise recorded on
computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to
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agree in writing that City is granted a nonexclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor
represents and warrants that Contractor has the legal right to license any and all
Documents & Data. Contractor makes no such representation and warranty in regard to
Documents & Data which were prepared by design professionals other than Contractor
or provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the
purposes intended by this Agreement shall be at City’s sole risk.
3.5.3.2 Confidentiality. Except as otherwise required by
California law, all ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other
Documents and Data either created by or provided to Contractor in connection with the
performance of this Agreement shall be held confidential by Contractor. Such materials
shall not, without the prior written consent of City, be used by Contractor for any
purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or
the Project. Nothing furnished to Contractor which is otherwise known to Contractor or
is generally known, or has become known, to the related industry shall be deemed
confidential. Contractor shall not use City's name or insignia, photographs of the
Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the
prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with
one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Indemnification.
3.5.5.1 To the fullest extent permitted by law, Contractor shall defend, indemnify and hold the City, its officials, officers, and employees free and
harmless from any and all claims, demands, causes of action, costs, expenses, liability,
loss, damage or injury, in law or equity, to property or persons, including wrongful death,
in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor, its officials, officers, employees, agents, Contractors and contractors arising out of or in connection with the performance of the Services, the
Project or this Agreement, including without limitation the payment of all consequential
damages and attorney’s fees and other related costs and expenses. Notwithstanding
the foregoing, to the extent Contractor’s Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the Contractor. Contractor shall defend with Legal
Counsel of City’s choosing, at Contractor’s own cost, expense and risk, any and all such
aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, and employees. Contractor shall
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RFP NO. PWS 07-2017
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pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, and employees, in any such suit, action or other legal
proceeding arising from Contractor’s performance of the Services, the Project or this
Agreement; except to the extent that liability is caused by the active negligence or willful
misconduct by the City or its directors, officials, officers, and employees. Contractor
shall reimburse City and its directors, officials, officers, and employees, for any and all legal expenses and costs incurred by each of them in connection therewith or in
enforcing the indemnity herein provided. Contractor’s obligation to indemnify shall not
be restricted to insurance proceeds, if any, received by the City, its directors, officials,
officers, and employees, and shall take effect immediately upon execution of this
Agreement.
3.5.5.2 The duty to defend and to hold harmless, as set forth
above, shall include the duty to defend as established by Section 2778 of the California
Civil Code, and the duty to defend shall arise upon the making of any claim or demand
against the City, its respective officials, officers, agents, employees and representatives, notwithstanding that no adjudication of the underlying facts has occurred, and whether
or not Contractor has been named in the claim or lawsuit.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement
of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by
a writing signed by both Parties.
3.5.7 Attorney’s Fees. If either party commences an action against the
other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and
recover from the losing party reasonable attorneys’ fees and all other costs of such
action.
3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every
provision of this Agreement. 3.5.10 City's Right to Employ Other Contractors. City reserves right to
employ other Contractors in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.
3.5.12 Assignment or Transfer. Contractor shall not assign, hypothecate,
or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
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and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.
3.5.13 Construction; References; Captions. Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall
be deemed calendar days and not work days. All references to Contractor include all
personnel, employees, agents, and subcontractors of Contractor, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
and employees except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do
not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver,
benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee
working solely for Contractor¬, to solicit or secure this Agreement. Further, Contractor
warrants that it has not paid nor has it agreed to pay any company or person, other than
a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the
right to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Contractor represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation or age. Such non-discrimination shall
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RFP NO. PWS 07-2017
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include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
Contractor shall also comply with all relevant provisions of City's Minority Business
Enterprise program, Affirmative Action Plan or other related programs or guidelines
currently in effect or hereinafter enacted. 3.5.20 Labor Certification. By its signature hereunder, Contractor certifies
that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Worker's Compensation or to
undertake self-insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Contractor has all requisite power
and authority to conduct its business and to execute, deliver, and perform the
Agreement. Each Party warrants that the individuals who have signed this Agreement
have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts,
each of which shall constitute an original.
3.5.23 Exhibits and Recitals. All Exhibits and Recitals contained herein
are hereby incorporated into this Agreement by this reference.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Contractor shall not subcontract any
portion of the work required by this Agreement, except as expressly stated herein,
without prior written approval of City. Subcontracts, if any, shall contain a provision
making them subject to all provisions stipulated in this Agreement.
[SIGNATURES ON NEXT PAGE]
JANITORIAL & PORTER SERVICES
RFP NO. PWS 07-2017
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In witness whereof the Parties have executed this Professional Services Agreement on
the date set forth below.
CITY OF ARCADIA ABM INDUSTRY GROUPS, LLC.
By ___________________________ By ___________________________
Dominic Lazzaretto Signature City Manager
Date: ________________________ ______________________________
Print Name and Title
ATTEST: Date: _________________________
___________________________ By____________________________
City Clerk Signature
APPROVED AS TO FORM: ______________________________ Print Name and Title
___________________________ Date: _________________________
Stephen P. Deitsch City Attorney CONCUR:
______________________________
Tom Tait
Public Works Services Director
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 2
REQUEST FOR PROPOSAL
JANITORIAL & PORTER SERVICES
AT VARIOUS CITY FACILITIES
RFP NO. PWS-07-2017
This Request for Proposal includes:
SECTION 1. Request for Proposal Summary and Instructions
SECTION 2. Schedule and Evaluation/Selection Process
SECTION 3. Proposal Format and Content
SECTION 4. Submittal Requirements
SECTION 5. Terms and Conditions
SECTION 6. Janitorial and Porter Services General Conditions
SECTION 7. Attachments
Attachment A – Proposal Pricing Forms
Attachment B – Facility Service & Performance Schedules
Attachment C – Map and List of Facilities
Attachment D – Sample Deficiency Notification
Attachment E – Sample Professional Services Agreement
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SECTION 1.
BACKGROUND
The City of Arcadia is located in San Gabriel Valley, east of Downtown Los Angeles.
Arcadia is approximately 11.2 square miles and is a full-service city. The Public Works
Services Department is responsible for maintaining all City facilities. Contract services
are utilized to provide janitorial and porter services to keep all facilities clean and tidy for
general use by both the public and City employees.
Janitorial services include cleaning all common areas, restrooms, and offices at City
Hall, Community Center, Museum, Library, and the Public Works Service Center. In
addition, the janitors perform cleaning services at the Dana Gym, and restrooms at the
Civic Center soccer field, Bonita Park, and Eisenhower Park. Porter services are
performed at City Hall, Library, Community Center, Fire Station 105, and the Police
Department, whose services include cleaning and stocking public restrooms and
helping administrative staff with routine services such as setting up for special events.
OBJECTIVE
The purpose of these specifications are to define the janitorial and porter services
requirements for various facilities owned and operated by the City of Arcadia that are
included in this contract. The objectives of the City are to secure a timely, consistent,
and cost effective janitorial and porter services contract from one contractor, to ensure
clean and safe facilities for employees and customers doing business with the City. The
work covered in these specifications includes furnishing all labor, equipment, some
supplies, and supervision necessary for complete janitorial and porter service. It shall
be understood that in addition to these services, all tasks incidental to cleaning
functions not specifically listed but normally included in general janitorial practices will
be provided.
SCOPE OF SERVICES
The contractor shall provide all labor, supplies, supervision, tools, materials, equipment,
and transportation necessary to provide janitorial and porter services in accordance with
the referenced specifications. Janitorial and porter services applies to all designated
spaces including, but not limited to, halls, restrooms, offices, work areas, entrance
ways, lobbies, storage areas, elevators, stairways and walkways.
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SECTION 2.
SCHEDULE
TASK DATE
Notice Inviting Proposals Issued July 17, 2017
Deadline to Submit Questions August 2, 2017
Response to Questions Distributed By August 8, 2017
Proposals Due August 15, 2017
Evaluation & Interviews August 16 – August 24, 2017
City Council Award September 5, 2017
EVALUATION AND SELECTION PROCESS
The City will review all submittals and make a recommendation based upon the
established evaluation criteria. After the proposals have been evaluated, the highest
ranked contractors will be interviewed. The City reserves the right to award this
contract not necessarily to the contractor with the lowest cost proposal, but to the
contractor that provides the best overall match to the service specifications and which
best serves the interest of the City. All contractors submitting a proposal will be notified
in writing or via email as to their status in the selection process.
Proposals will be evaluated based on the following criteria:
1. The contractor’s experience and capability to complete all aspects of the work,
approach to performing required janitorial and porter services, stability, and past
performance with similar clientele (15 points)
2. Experience and qualifications of personnel assigned to this contract and their
availability (20 points)
3. References from clients (15 points)
4. The quality of the proposed service approach, scope, value-added, manner and
thoroughness in which it is presented in the proposal (20 points)
5. Price Proposal (20 points)
Final selection will be made based upon both the written proposal and the interview.
Information contained in the cost envelope (Pricing Proposal Forms – Attachment A) will
be secondary and will be opened after the written proposals have been reviewed; how
that information is used is at the discretion of the City.
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SECTION 3.
PROPOSAL FORMAT AND CONTENT
So that competing proposals can be compared equally, contractors must assemble their
proposals in strict adherence to the layout requirements. Failure to follow all proposal
layout requirements may result in disqualification of your proposal for being non-
responsive.
Proposals should be brief and concise, devoid of extraneous material and promotional
information. They should be in sufficient detail to allow a thorough evaluation of the plan
of work and its correlated costs.
The proposal must be assembled in the following order, with tabs separating each
section:
Cover Letter: Proposals shall be introduced by a cover letter signed by an
individual authorized to bind the proposing entity. This letter should convey the
company understanding of the contract scope and deliverables and the approach
to successfully perform the required janitorial and porter services. The signature
of an authorized representative must appear on the cover sheet of the
contractor’s proposal. The signature shall be interpreted to indicate the
contractor’s willingness to comply with all the terms and conditions set forth in
this solicitation, unless specific written exceptions are noted.
Resumes and Qualifications of Personnel:
The proposal shall include a personnel staffing plan with sufficient information for
judging the quality and competence of the personnel to be dedicated to
managing and providing the required janitorial and porter services. This section
should clearly identify the day-to-day contract manager(s), as well as the key
personnel for any and all sub-contractors for the project, and a copy of their
resume.
A. A resume or listing of each employee who will be assigned to manage
this contract, which includes:
i. Name of individual
ii. Education/professional credentials
iii. Experience
iv. Amount of time that will be dedicated to this contract
v. Position/role in regards to this contract
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B. A separate listing of current and prior clients (within the past five years)
indicating the following:
Types of services performed
Scope of services provided
Names, addresses, and telephone numbers of persons who may
be contacted as references
Cost Proposal
In a separate sealed envelope, provide the fully completed Pricing Proposal
Forms – Attachment A. The proposal pricing forms are divided into 12 Facility
Sections; each containing lettered schedules that depict specific types of
services. Please review each section carefully before completing the forms.
The entered pricing proposal totals shall be for a 12-month service period only;
with the service period starting October 2017 through September 2018. Use
dollar signs and commas to indicate dollar values. Each section must be
completed correctly or the entire proposal may be rejected.
This process is not considered a bid, nor will cost alone decide who is selected.
Please note that the City of Arcadia relies heavily on the not-to-exceed amount
and is reluctant to grant further increases unless substantial reasons are made
for coverage.
The Pricing Proposal Forms – Attachment A shall only be prepared using the
copies of the forms provided in the RFP documents. The use of substitute
Pricing Proposal forms other than clear and correct photocopies of those
provided by the City will not be permitted.
The Pricing Proposal Forms shall be executed by an authorized signatory and
shall neither delete, modify, nor supplement the printed matter on the provided
Pricing Proposal Forms. Deviations may result in the proposal being deemed
non-responsive. If there are any questions regarding the service period or
Pricing Proposal Forms please contact the Deputy Public Works Director at (626)
254-2705 or pcranmer@arcadiaca.gov
Insurance Coverage
The Proposer must include in their proposal a written statement acknowledging
they can provide all the insurance required in the Insurance Requirements
section as referenced in the attached Sample Professional Services Agreement –
Attachment E.
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SECTION 4.
DIRECTIONS FOR SUBMITTING THE PROPOSAL
Submit three (3) copies of the proposal, including the financial proposal, in the
same mailing packet.
On the outside of your submittal package, indicate the name of the RFP: PWS-
07-2017 Janitorial & Porter Services at Various City Facilities
Proposals must be in a sealed envelope and be received no later than
11:00 a.m. on Tuesday, August 15, 2017, addressed to the following:
City of Arcadia
Attention: Office of the City Clerk
240 W. Huntington Drive
P.O. Box 60021
Arcadia, CA 91066-6021
Postmarks, facsimiles, and electronic submittals will not be accepted.
The proposal must be received at the above address by the closing date and
time indicated above. Companies mailing or shipping their proposals must allow
sufficient delivery time to ensure timely receipt of their proposals by the specified
time. Late proposals will not be accepted.
The City of Arcadia reserves the right to reject any or all Proposals, to waive any
informality or irregularity in any Proposal received, and to be the sole judge of the
merits of the respective Proposal received.
All proposals and accompanying collateral materials become the sole property of
the City of Arcadia and may not be reproduced without the permission of the City.
For additional information please contact:
Paul Cranmer, Deputy Public Works Services Director
Phone: (626) 254-2705
Fax: (626) 359-7028
Email: pcranmer@ArcadiaCA.gov
City of Arcadia Public Works Services
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SECTION 5.
DISCRETION AND LIABILITY WAIVER
The City reserves the right to reject all proposals or to request and obtain from one or
more contractor’s submitting proposals, supplementary information as may be
necessary for City staff to analyze the proposals pursuant to the consultant selection
criteria.
The City is not liable for costs incurred by contractors for the cost of the proposal.
Contractors submitting a response to this RFP waive all rights to protest or seek any
legal remedies whatsoever regarding any aspect of this RFP.
All proposals shall be binding for a period of 90 days after the proposal due date. The
City also reserves the following rights and options with respect to this RFP:
To re-issue this RFP with or without change or modification, at any time prior to
the City’s execution of a Professional Services Agreement pursuant to this RFP;
To cancel this RFP with or without issuing another request for proposals;
To supplement, amend, substitute or otherwise modify this RFP at any time prior
to the City’s execution of a Professional Services Agreement pursuant to this
RFP;
To waive informality, defect, non-responsiveness and/or deviation from this RFP
that is not, in the City’s sole judgment, material to the proposal;
To request modification of some or all of the proposals following evaluation by
the City;
To request clarifications of any proposals;
To negotiate simultaneously, or otherwise, with one or more Respondents; and
To discontinue and resume negotiations with one or more Respondents.
PROPOSERS RESPONSIBILITIES
Square footage is not the primary indicator of required service levels; proposers should
fully review the specific Facility Service & Performance Schedules – Attachment B and
the Janitorial and Porter Services General Conditions in Section 6. By submittal of a
proposal, the Contractor acknowledges it has evaluated the required services and can
perform such services as indicated in the proposal specifications. The proposer, if
City of Arcadia Public Works Services
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awarded the contract, accepts the premises in their present physical condition and
agrees to make no demands upon the City for any improvements or alterations thereof.
SAMPLE AGREEMENT
For the contractor’s information, a sample copy of the standard Professional Services
Agreement (PSA) for consulting services is attached (Attachment E). By proposing, the
Proposer agrees to be bound by the requirements under this Agreement unless
otherwise noted in the Proposal. The Proposer may suggest alternative language to
any section. Some negotiation is possible to accommodate Proposer’s suggestions.
However, the Agreement is subject to change with revisions pursuant to review by the
City Attorney; and the contract to be awarded by the City Council.
INSURANCE REQUIREMENTS
The chosen company will be required to maintain insurance coverage throughout the
course of the Professional Services Agreement, and shall provide the City with evidence
of said coverage as set forth in the Professional Services Agreement. The requirement
is subject to change and modification pursuant to review by the City Attorney. Section
3.2.10 (Insurance) of the sample PSA delineates the City’s insurance requirements. All
certificates and endorsements must be received and approved by the City before
work commences. The City reserves the right to require complete, certified copies of
all required insurance policies, at any time.
PERFORMANCE BOND & PAYMENT (LABOR & MATERIALS) BOND
REQUIREMENT
Within the time specified in the Contract Documents, the Company to whom a Contract
is awarded shall deliver to the City three identical counterparts of the Performance Bond
and Payment (Labor and Materials) Bond, each in an amount equal to one hundred
percent (100%) of the Total Contract Price and in the form supplied by the City and
included in the Contract Documents. Failure to do so may, in the sole discretion of City,
result in the forfeiture of the contract. The surety supplying the bond must be an
admitted surety insurer, as defined in Code of Civil Procedure Section 995.120,
authorized to do business as such in the State of California and satisfactory to the City.
EXECUTION OF CONTRACT
As required the Contractor to whom a contract award is made shall execute the contract
in the amount determined by the contract documents. The City may require appropriate
evidence that the persons executing the contract are duly empowered to do so.
TERM OF CONTRACT
The contract entered into shall be for twelve months from date of execution, with the
option of three one-year annual renewal extensions. Renewals and/or contract
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extensions that involve contract increases will be based upon approval by the City
Council.
One hundred and twenty (120) days before the end of the initial term of this contract
(from date Council awards initial contract), the Contractor shall advise the City in writing
of its intent to extend the term of the contract for an additional term of one-year to
commence on the first day following the last day of the initial term and on the same
terms and conditions as prescribed for the mutual term, or upon different terms which
the Contractor shall specify in writing. The City shall, within thirty (30) days of receipt of
such advice, notify the Contractor in writing of its acceptance or rejection of such
extension, and if any changes were made in the contract. These provisions regarding
extension shall be applicable to each succeeding one-year term if granted.
BUSINESS LICENSE REQUIREMENT
The successful consultant shall purchase a City of Arcadia Business License prior to
commencing work.
SECTION 6.
I. JANITORIAL & PORTER SERVICES GENERAL CONDITIONS
The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment,
and transportation necessary to provide janitorial services in accordance with this
specification. Janitorial service applies to all designated spaces including, but not limited
to, halls, restrooms, offices, work areas, entrance ways, lobbies, storage areas,
elevators, stairways and walkways and restocking of vending machine.
The City will require the Contractor's supervisor to conduct inspections and turn in
inspection reports in the form approved by the City when requested. Supervisor shall
perform inspections with City inspector whenever requested.
The Contractor shall adhere to all current applicable federal, state, and local laws,
codes and ordinances, including, but not limited to, those promulgated by CAL-OSHA,
EPA, and the California State Department of Health Services.
Contractor will be responsible for theft by their employees. Theft by the employees will
not be tolerated and will be prosecuted to the fullest extent of the law.
1. Day porters must have a valid California driver's license.
2. Day porters must speak English and be able to interact with the public.
3. Day porters will be expected to have a working cell phone on their person
provided by the Contractor and to respond within 5 minutes.
4. Janitorial supervisor must speak English.
5. Use minimum number of lights during cleaning operation.
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6. Secure all lights as soon as possible and leave on only designated lights.
7. Check locks on all doors and windows upon completion of work assignments.
II. UNIFORMS & APPEARANCE
All personnel assigned by the Contractor to perform work for the City shall be required
to wear a uniform bearing the company name and/or logo while conducting work at City
facilities. Uniforms shall be presentable, unrestrictive to the body, and free of holes or
tears. Sufficient changes of uniforms shall be provided by the Contractor to present a
neat and clean appearance of personnel at all times. The City reserves the right to
make any final decisions as to the acceptability of appearance of any individual
performing work under the awarded contract.
III. RETENTION OF EXISTING CONTRACTUAL EMPLOYEES
The City highly recommends the retention of existing contractual Day Porter employees.
The Contractor may offer all existing Day Porters the option of continuing to perform
their duties, provided the Contractor and the Day Porters agree on the terms between
them.
IV. PAYROLL & WAGE REPORT
a. The minimum pay rate for janitorial & porter personnel shall not be less than the
California minimum wage rate.
b. Contractor shall complete a Payroll and Wage report in such form as to validate
employee's employment with the firm, which shall be made available to the
Public Works Services Director and/or his designee, upon request, concurrent
with the monthly invoicing. The monthly payment will not be made until such
report when requested is received and found acceptable by the Public Works
Services Director and/or his designee.
V. DEFINITIONS - TECHNICAL
As used throughout this contract, the following terms shall have the meaning set forth
below.
a. Clean. Clean shall be defined as free of dirt, dust, spots, streaks, stains,
smudges, litter, debris and other residue.
b. Project Manager. A person with the authority to enter into, administer, and/or
terminate contracts and make related determinations and findings. The term
includes certain authorized representatives of the Public Works Services
Department acting within the limits of their authority as delegated by the Public
Works Services Director and/or his designee.
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c. Contractor. The term Contractor as used herein refers to both the prime
Contractor and any subcontractors. The prime Contractor shall ensure that
his/her subcontractors comply with the provisions of this contract.
d. Contractor Representative. A supervisor or superintendent (non-production)
assigned to provide oversight for the janitorial services.
e. Disinfect. Cleaning or removal of any harmful microorganisms by application
of an industrial approved method.
f. Facility. An establishment, structure, or assembly of units of equipment
designated for a specific function.
g. Quality Assurance (QA). A method used by the City to provide some
measure or control over the quality of purchased goods and services received.
h. Quality Assurance Evaluator (QAE). The City employee designated by the
Public Works Services Director to be responsible for monitoring of Contractor
performance.
i. Quality Control (QC). A method used by the Contractor to control the quality
of goods and services produced.
j. Regular Working Hours. The City's regular (normal) working hours are from
7:00 a.m. to 5:30 p.m., Mondays through Thursdays except (a) Federal
Holidays and (b) other days specifically designated. City Hall and the Public
Works Services Center are on a 9-80 work schedule. Work hours on alternate
Fridays are from 7:30 a.m. to 5:00 p.m. Note: Specific work hours are located
on Porter and Janitorial Exhibits herein.
k. Response Time. Response time is defined as the time allowed the Contractor
after initial notification of a work requirement to be physically on the premises at
the work site, with appropriate tools, equipment, and materials, ready to
perform the work required.
I. Space. A space is an area to receive janitorial services, which may or may not
be considered a room by common definition. Examples of spaces are definable
sections of hallways, stairwells, lobbies, offices, entrances, elevators,
wheelchair ramp lifts, and outdoor walkways.
m. Waste Containers. Waste containers are defined as trash receptacles,
wastebaskets, trashcans, wastepaper baskets, ashtrays, recycling boxes or any
container holding trash, paper, recyclables or refuse of any type.
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n. Approved Product or Approved Cleaner. As used in these specifications,
"approved product" or “approved cleaner" shall mean a product or cleaner
approved in writing by the City prior to Contractor's use of the product or the
cleaner in the facilities. All cleaner bottles shall be labeled.
o. Work Control. The Contractor shall implement all necessary work control
procedures to ensure timely accomplishment of work requirements, as well as
to permit tracking of work in progress. The Contractor shall plan and schedule
work to assure material, labor, and equipment are available to complete work
requirements within the specified time limits and in conformance with the quality
standards established herein. Verbal scheduling and reports on the status of
service call(s) and indefinite quantity work items shall be provided when
requested by the City.
p. Work Schedule. The Contractor's initial work schedule shall indicate the hours
of the day that twice weekly or more frequent services will be performed and
the day of the week that weekly or less frequent services will be performed. The
schedule shall list the type of work to be performed, the areas to be worked,
and the estimated time to complete the work in each area. When scheduled
services performed twice weekly or less frequently fall on a holiday, alternate
dates shall be specified. The initial work schedule shall be submitted to the the
City for approval within 30 days after award. Once approved, all work shall be
performed in strict compliance with the work schedule to facilitate the City's
inspection of the work.
Changes to the work schedule shall be submitted and approved by the City
prior to performance of said changes. In preparing the work schedule, the
Contractor shall comply with the following general requirements:
1. Interference with City Business. The Contractor shall schedule and
arrange work so as to cause the least interference and liability with the
normal occurrence of City business. In those cases where some
interference may be essentially unavoidable, the Contractor shall be
responsible to make every effort to minimize the impact of the
interference, inconvenience, customer discomfort, etc.
2. Protection of City Property. During execution of the work, the Contractor
shall take special care to protect City property including furniture, walls,
baseboards, and other surfaces from materials not intended. Accidental
splashes shall be removed immediately. The Contractor shall return areas
damaged as a result of work under this contract to their original condition,
to include painting, refinishing, or replacement, if necessary.
3. Security. While performing work within the City's facilities, all buildings
shall remain locked, and Contractor's personnel will not admit anyone into
said facilities, except authorized Contractor or City personnel. On
completion of nightly activities, all lights will be turned off, doors locked,
draperies closed, and offices left in a neat and orderly condition.
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4. Notification of New Employees. When an employee is terminated,
leaves permanently, or goes on vacation, Contractor shall notify the City in
writing the persons’ name(s) who left, the persons’ name(s) who will be
replacing them, the area person will be working and qualifications of the
new employee. These employees shall be finger printed and possess City
provided 10 badges before they can begin work in the City's facilities.
5. City Property. Contractor's employees shall not use City phones,
computers, copiers, Fax machines, etc. This includes the use of the
telephone system that has a local radio station. Use of this radio could
result in termination of the employee.
6. Video Cameras. The City of Arcadia reserves the right to install and
utilize video cameras for the purpose of surveillance to determine if work
is being performed at all of the locations within the contract.
7. Keys. Contractor shall return all City provided keys within 12 hours of
Contractor's Employee termination. Failure to do so will result in a per
occurrence penalty of $1,000 to cover staff time and lost productivity, and
the Contractor will pay to have all locks changed on the facility affected.
New keys will be provided at Contractor's expense.
q. Qualifications for Contractors Employees. Contractor’s employees shall be
required to report to the Police Department for finger printing. Employee
uniforms shall be clean and neat in appearance and include a patch or badge
indicating the Company they represent. Contractor will be required to submit
verification that employees have the right to work in the United States.
Contractor shall perform all obligations in a good professional and lawful
manner, provide competent and sober personnel, efficient and clean
equipment, and service the City in courteous, helpful and impartial manner. The
Contractor shall remove any of its employees from work on this contract for
justifiable cause upon the request of the City. The Contractor will agree to pay
for background checks on all personnel providing janitorial services at City
facilities in cooperation with the Arcadia Police Department. In the event such
background check reveals an item which Arcadia Police deems a security
problem, the City may request that such individual be removed from the list of
personnel authorized to provide janitorial services in City facilities. If
unauthorized persons are on the premises, and are associated with the
persons performing the cleaning of said facility, all persons will be asked to
leave, and deductions will be made accordingly for work that was not
performed.
The Contractor shall maintain a record of all monthly, quarterly, and yearly
special cleanings work accomplished which shall include work completed and
performed, date, time in, time out, location of work and persons who did the
work. This report shall be presented to the City at the end of each month and
shall be made available to the Director upon request. The monthly payment will
not be made if such report is requested and not made available or is in a form
that is unacceptable to the Public Works Services Director and/or his designee.
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Inspections of work being performed shall be made on a regular weekly basis
by Contractors supervisory personnel.
r. Energy Conservation. The Contractor shall conserve energy as practical
during the performance of janitorial activities. Only those lights, which are
necessary to perform work tasks, will be utilized. Once a task within a given
sector has been executed, the lights will be turned off in that sector and work
will progress into another area.
s. Air Conditioning/Heating Control. The air conditioning and heating control
settings are not to be altered unless approval is obtained by the City.
t. Equipment and Supplies. All equipment and supplies necessary to perform
the work as described herein must be supplied by the contractor. The City of
Arcadia will supply restroom supplies such as paper towels, toilet tissues, toilet
seat covers, hand soap, deodorant, feminine supplies, trash receptacle liners,
air sanitizers and batteries, light bulbs and tubes. It will be the responsibility of
the Contractor to email the City or Storekeeper/Buyer for delivery of these
supplies from the Service Center Warehouse and distributed to respective
facilities.
Supplies to be of industrial standard. Contractor to supply and use only
Commercial Grade Vacuum cleaner at all facilities. Floor finishes to be of high-
speed variety. All equipment must be in good working condition and ready for
inspection. All materials used on the job site must be OSHA approved. All
cleaning chemicals must have SDS Sheets visibly posted in the janitors’
closets. It shall be the responsibility of the Contractor to update these sheets
and provide them.
u. Areas Under Construction When specified areas under this contract are under
construction or not being used, deductions will automatically be made based on
the pricing for locations and areas under construction.
VI. JANITORIAL SERVICE REQUIREMENTS
The Contractor shall provide the janitorial services described herein. janitorial service
requirements are divided into two groups: basic services and service calls. An inventory
and description of the areas to receive janitorial services is included in the Technical
Specifications.
Basic Services. Basic services shall be performed at the locations and frequencies
shown in the Proposal and shall consist of the services listed for the specified spaces.
Furniture or other equipment (including waste containers) moved while performing basic
services shall be returned to their original position. All basic services will be paid for
under the firm fixed-price portion of the contract. Performance requirements for these
services include the following:
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a. Dust Mopping. Quarry tile, ceramic tile, concrete, rubberized surfacing, and
vinyl composite tile flooring shall be dust mopped using a treated mop, paying
particular attention to corners, behind doors, and around heavy furniture legs
and bases. Light furniture, such as chairs, trash cans, and cigarette stands,
shall be moved for the purposes of dust mopping, and returned to its original
position on a daily basis. All spills and stains will be removed with a damp mop
or cloth. Baseboards will be wiped with a treated dust cloth after dust mopping.
Spot clean where necessary to remove spills and smudges.
b. Sweeping. All exterior stairwells, decks, patios, walkways, receiving docks, and
bare concrete landings shall be swept of all dirt, dust, grit, lint, and debris daily.
All spills and stains will be removed with a damp mop daily.
c. Vacuuming Carpets. Carpeted areas shall be vacuumed free of all loose soil
and foreign substances daily, and edge cleaned with a small broom or edging
tool every first working day of the month, paying particular attention to corners,
behind doors, behind and underneath desks and around heavy furniture legs
and bases. All chairs, trash cans, and recyclable bins, shall be moved for the
purposes of vacuuming, and returned to its original position. Carpeted areas
will be spot cleaned where necessary.
d. Baseboards, Kick Plates. Baseboard will be wiped with a damp cloth after
vacuuming and be free of dust, smudges, stains, and scuff marks. Spot clean
with a mild cleansing agent monthly. All chrome kick plates will be free of
streaks.
e. Emptying Waste Containers. All waste containers shall be emptied daily,
wiped down on the outside surfaces with a damp cloth, and plastic liners
replaced weekly. Any plastic liner with food wastes or that is soiled or leaking
shall be replaced with a new plastic liner. Waste containers shall be washed
every first working day of March, June, September, and December inside and
outside utilizing a disinfectant and shall be free of odors. After washing,
containers shall be wiped dry and new plastic liners installed.
All exterior ashtrays and ash receptacles shall be emptied and cleaned free of
butts, debris, and tobacco residue daily. Replace sand as necessary, material
to be provided by the Contractor.
Boxes, cans, bottles, and other items placed adjacent to waste containers and
marked "TRASH" shall also be removed and disposed of daily. All waste
collected shall be disposed of as directed by the City. Waste that falls on the
floor and outside grounds during the waste removal shall be picked up and
disposed of by the Contractor.
All recycling separation containers shall be emptied and its contents moved as
directed by the City on a daily basis.
City of Arcadia Public Works Services
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f. Washing Walls. Walls, doors, light switches, and partitions shall be spot
cleaned to remove smudges, stains, scuff marks, and hand marks using only
water or a mild cleansing agent where necessary, to a height of 8'-0" above the
floor level monthly. Cleansing agents used for the acrylic partitions will be a
directed by the City. After cleaning, the surface of the walls, ceiling, exposed
pipes and equipment will have a uniformly clean appearance, free from dirt,
stain, streaks, lint, and cleaning marks. Painted surfaces must not be unduly
damaged. Hard finish wainscot or glazed ceramic tile surfaces must be bright
and free of film, streaks, and deposits. Wipe down all ceramic tile walls with a
disinfectant.
g. Dusting. Using a treated dry or damp dust cloth, wipe all furniture tops, chair
legs, partitions, and desks. Dust wipe all horizontal surfaces within reach,
including window sills (inside and outside), countertops, baseboards, ledges,
picture frames, doorframes, blinds, moldings and sills on glass and banker type
partitions. Wipe clean telephones, light fixtures, and other accessories. If
present, chalk boards, chalk trays, and erasers shall be cleaned. Surfaces shall
be free of all dirt and dust, dust streaks, lint, and cobwebs.
h. Glass. Prior to cleaning glass, Contractor to verify with the City the cleaning
agent and cloths to be used. Glass is clean when all glass surfaces are without
streaks, film, deposits, and stains and has a uniformly bright appearance and
adjacent surfaces have been wiped clean.
1. Glass doors, panels, and partitions will be spot cleaned to remove any
fingerprints, smudges, and stains.
2. Glass doors, panels, and partitions will be thoroughly washed using an
approved cleaner and dried, free of any fingerprints, smudges, and stains.
i. Elevators. Elevator walls, doors, and jams shall be wiped down to remove all
marks, streaks, and smudges and shall be polished to a uniformly clean and
bright appearance. All saddle and door tracks will be wiped clean, removing all
dirt, stains, and debris, using a vacuum, and edging tools. Saddles and track
shall be left in a uniformly bright, clean condition. Ceilings will be dusted and
wiped clean on a monthly basis.
j. Metalwork. All metalwork such as Drinking Fountains, plumbing fixtures,
dispensers, mail chutes, door hardware and frames, metal lettering, signs and
telephone booths shall be wiped clean and be free of smudges, stains, scuff
marks, deposits, tarnish and hand marks. Drinking Fountains shall be cleaned
and disinfected. All surfaces of drinking fountains shall be kept free of stains,
smudges, and scale on a daily basis. Cleaner shall be removed from adjacent
surfaces.
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k. Furniture. Performance requirements include the following:
1. Lounge and lunch room tables and non-upholstered chairs shall be damp
wiped using a mild cleansing agent where necessary to remove all marks,
streaks, smudges, and hand prints daily.
2. Counters, sinks, microwave ovens both inside and out, refrigerators, and
cabinets shall be damp wiped using a mild cleansing agent where
necessary to remove all marks, streaks, smudges, and hand prints daily.
Clean and replenish supply dispensers (paper towel, soap). If dispensers
become empty before the next scheduled visit, the Contractor shall
replenish them at no cost to the City.
3. City Hall Patio and Deck area furniture including tables, chairs, benches,
and rails shall be damp wiped using a mild cleansing agent where
necessary to remove all marks, streaks, smudges and hand prints daily.
4. Vacuum upholstered furniture to remove all dirt. Extraction clean quarterly
with an approved cleaner.
l. Cleaning Walk-Off Mats (Interior and Exterior). Each time floors are
swept/dust mopped or vacuumed, walk-off mats in that area shall be cleaned.
Soil and moisture underneath mats shall be removed and the floor shall be
cleaned as appropriate along with the rest of the floor. The mats shall be
returned to their original locations afterwards. The Contractor shall report, in
writing, to the City, all walk-off mats that are worn out to the point of being
ineffective.
m. Policing Grounds. Paper, bottles, cans, and all other trash and refuse shall be
removed from all stairwells, parking lots, interior hallways, and interior court
areas of the buildings specified in the Contract. All removed items shall be
deposited in the nearest waste/recycling container.
n. Damp Mopping. Prior to damp mopping, floors shall be swept/dust mopped.
Floors shall be damp mopped with an approved cleaning solution to remove
dirt, streaks, smears, and stains. Special access will be required for Contractors
cleaning of the computer room in City Hall.
o. Restroom Services. All Restrooms shall be cleaned thoroughly once per day
in accordance with the following tasks, and all tasks shall be completed and
restrooms ready for employees prior to 7:00 am. The tasks shall consist of the
following services to be performed on a daily basis:
1. Cleaning Restrooms. Pick up debris and trash, then sweep floor.
Removed materials are not to be swept outside of the restroom. Empty
trash and napkin receptacles, replace liners as needed. Check and fill all
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 19
dispensers as needed. Remove all graffiti using graffiti removal materials
or other scrubbing techniques. Remove all spitballs, cobwebs, and other
foreign materials from doors, walls, ceilings, partitions, vents, etc. Perform
high and low dusting of ledges, tops of partitions, etc. using a dampened
cloth.
Disinfect the inside of the urinals and toilets. Disinfect the top and bottom
of toilet seats, fixtures, and surfaces surrounding each fixture. Disinfect
and scrub outside of toilets, urinals, and rear wall paying special attention
to chrome plates on walls. Disinfect stall walls and other areas where
hands are normally placed. Clean doors and door frames.
Disinfect and wipe down tile walls thoroughly paying special attention to
the area around the urinals, under sinks, chrome and metal plates on
walls and around floor drains. Disinfect and mop floors, making sure that
corners, drains, areas around toilets, and feet of the partitions are
thoroughly cleaned and there is no accumulation of dirt or other matter.
Leave floor as dry as possible. Wipe off toilet bowl and base and remove
any mop strands caught around posts, etc. Keep first row of wall tile,
where it meets the floor, free of dirt & scum accumulation as a result of
floor mopping. Disinfect trash containers, and napkin receptacles. Clean
mirrors thoroughly. Disinfect and scrub sinks and counters paying special
attention to corners, cracks, and narrow areas. All areas are to be left
clean and free of streaks, stains, film, debris, water spots, and odors. All
fixtures shall be clean, including piping, switch plates, etc. Brushes,
sponges, and cloths that have been used to clean any other part of the
restroom (including water closets, urinals, walls, floors, and partitions)
shall not be used to clean lavatories or sinks, Contractor shall use color
coding of brushes, sponges and clothes, for differentiating. Floor drains
shall be cleaned and flushed with a disinfectant. All metal fixtures and
hardware shall be cleaned. If present, shower stall enclosures, shower
stall curtains and locker/dressing rooms shall be considered part of the
restrooms, and cleaned accordingly.
2. Additional Restroom Cleaning. Walls and metal partitions are to be
washed with water and germicidal solution and wiped dry and polished to
a uniformly bright, clean condition. Air registers shall be dusted with a
treated cloth or dust mop.
3. Servicing Restrooms. Servicing restrooms shall include inspecting,
replenishing, and cleaning supply dispensers. Restroom supplies shall
include, but are not limited to, paper towels, toilet tissue, sanitary napkins,
mist dispensers, and soap. The Contractor shall stock restrooms with
sufficient supplies to insure that the supplies will last until the next
scheduled service or the next day. If dispensers become empty before the
next scheduled servicing, the Contractor shall replenish them at no
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 20
additional cost to the City. In addition, restroom counters & floors will be
wiped for cleanliness and dryness every night and intermittently during the
daytime hours.
4. Weekly operation to be performed on Mondays. By using a plunger,
lower water levels in toilet bowls below the water line and use bowl
cleaner to descale and dissolve water rings on the bowl and under the
flushing rims. Allow the bowl cleaner to soak per manufacturer’s
directions. Do not flush. Following the soaking period, scrub the bowls and
urinals to remove deposits and stains and then flush the toilet bowls and
urinals.
p. High Dusting. All high dusting shall include dusting beyond the reach of
normal day- to-day dusting but is not limited to all hanging lights, ledges, sills,
charts, picture frames, moldings, shelves, and other horizontal surfaces.
q. Air Registers. Air diffusers and return will be cleaned with a treated cloth or
dust mop.
r. Carpet Extraction Cleaning. Prior to steam cleaning, carpets and rugs shall
be vacuumed free of all loose soil and debris. Carpets and rugs shall be steam
cleaned free of streaks, stains, and spots, and shall have a uniform color.
Steam Cleaning shall be done by the water extraction method. After drying,
furniture or other equipment temporarily moved for the steam cleaning shall be
returned to their original positions.
s. Stripping and Re-waxing Floors. Resilient flooring shall be swept/dust
mopped and stripped to remove all built-up wax and imbedded dirt prior to re-
waxing. After application of wax, including corners. The re-waxed floor shall
present a clean appearance free from scuff marks or dirt smears. Furniture or
other equipment moved during floor stripping and re-waxing shall be returned to
their original positions. Wax removal is accomplished when surfaces have all
wax removed down to floor material, floor is left free of all dirt, stains, deposits,
debris, cleaning solution and standing water, and the floor has a uniform
appearance when dry. Contractor is to use an approved PH balancer during the
wax removal procedure. Plain water rinse and pick-up must follow wax removal
operation immediately.
t. Scrub Floors. All floors will be scrubbed using a disinfectant. Grout lines will
be cleaned on tile floors to remove any mildew and stains. Floor will then be
refinished and polished, and left in a uniformly bright, clean condition. All finish
spills and splashes will be completely removed from baseboards, walls, doors,
and frames. Scrubbing is satisfactorily performed when all surfaces are without
embedded dirt, cleaning solution, film, debris, stains and marks, and standing
water, and the floor has a uniformly clean appearance.
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u. Waxing and High Speed Buffing. All waxed areas will be spray buffed
sufficiently for maximum gloss and removal of surface dirt, and have a uniform
appearance weekly. Contractor shall use an approved wax product with an
adequate slip resistance rating. In the event that spray cleaning and buffing is
not sufficient to maintain a uniform high-gloss finish, floors shall be completely
waxed and buffed. The floors shall be required, to a uniform gloss finish free
from dirt, traffic marks, and stains.
v. Cleaning Exterior and Interior Glass. The Contractor shall spot clean all
exterior and interior window frames, sills, and sashes the daily. This includes
the removal of all cobwebs from the window area. When quarterly cleaning of
all glass surfaces is performed, glass and entire sills, frames, and sashes shall
be cleaned and left free of streaks and stains, and shall be wiped dry. All paint,
putty, film, and foreign matter found on glass surfaces shall be removed.
Quarterly cleaning of glass shall be performed during daytime hours in March,
June, September, and December, variances must be approved by the City.
Contractor will be required to conform to all OSHA regulations.
w. Exterior Sweeping. All dirt, dust, leaves, and debris will be swept, with an
industrial style broom, in front of all entrances, ports, or docks. Debris will be
picked up with the proper pan and disposed of in a receptacle.
x. Parquet (Wood) Floor Maintenance. Use Hillyard brand "Super Shine-All" (or
equal) with water, and mop lightly but evenly, over a small area of floor.
Immediately after solution is laid down, scrub the floor using a single brush floor
machine, equipped with a 120 grit disc under a white pad. Remove all
scratches, heel marks and rubber burns.
Using a wood block application with a synthetic pad or a light weight T -Bar
applicator, apply two coats of Hillyard brand "Tip-Off' (or equal)
Urethane/Acrylic treatment.
Daily maintenance includes dusting and then damp mopping.
VII. SPECIAL CLEANINGS
Contractor shall perform special cleanings per contract frequency and month specified
in the Porter and Janitorial Duty exhibits. Contractor shall inform the City of the work
completed on the next business day. Any Special Cleanings not completed shall cause
deductions per day as detailed below in Section X: Payment Deductions and Liquidated
Damages; Nonperformance.
Service Calls for Cleaning. Service calls for cleaning shall consist of
providing miscellaneous minor cleaning tasks beyond the scope of basic
services.
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 22
1. The Contractor shall respond to service call requests for cleaning within
two (2) hours during regular working hours as defined in Section E, Item
"j". Once begun, the cleaning effort shall continue until completed.
2. These calls include, but are not limited to, such items as: Cleanup of
overflowed restroom fixtures. Clean up of spills. Cleaning muddy or wet
entrances. Clean up of broken glass.
3. Service call work shall consist of providing labor and material to perform
unscheduled janitorial services that are brief in the work required. All
services specified in this paragraph will be paid for under the firm fixed-
price portion of the contract.
VIII. CITY FURNISHED MATERIALS
The following material will be provided for the Contractor's use, as specified in the
Equipment and Supplies clause of these conditions Section V. - Item T:
ITEMS:
Paper Towels Toilet Tissue Toilet Seat Covers
Hand Soap Feminine Supplies Hot/Cold Drink Cups
Trash Receptacle Liners Air Sanitizers Batteries
IX. CONTRACTOR FURNISHED MATERIALS
Janitorial Material and Equipment. Materials and equipment shall be of the type and
quality used in large-scale commercial cleaning operations, shall meet the requirements
specified herein, and shall be approved by the City before use.
1. Material Requirements. All toilet supplies and janitorial materials and
supplies provided by the Contractor shall conform to the requirements of
the latest edition of the applicable federal specifications. Those not
covered by federal specifications shall be of commercial grade and quality.
Within 15 days after award of this contract, the Contractor shall submit a
list of the materials with SDS sheets to be used for approval by the City.
The list shall include the manufacturer's name and brand name.
2. Equipment. All power driven equipment for vacuuming, floor scrubbing,
waxing, and polishing shall be of the industrial type, mechanically sound,
safe to operate, and in a condition that will not harm or excessively wear
existing finishes and floor coverings. All equipment shall be approved by
the Director or his designee.
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 23
X. PAYMENT DEDUCTIONS & LIQUIDATED DAMAGES; NONPERFORMANCE
If, the judgment of the Director or his designee, Contractor is deemed non-compliant
with the terms of the contract, the City may withhold the entire monthly payment or
deduct pro rata from the Contractor's invoice for work not performed. The work not
performed and the amount to be withheld or deducted from payments to Contractor
from City, will be forwarded to the Contractor by the inspector in a written notice,
indicating the reasons for said action.
The Director or his designee will provide a written notice to the Contractor to correct
certain deficiencies within specified time frames. Should the Contractor fail to correct
deficiencies within said time frame, the Director may: (a) Deduct from Contractor's
payment, pro rata, those applicable portions of the Monthly Contract Sum; and/or (b)
Deduct liquidated damages. The parties agree that it will be impracticable or extremely
difficult to fix the extent of actual damages resulting from the failure of the Contractor to
correct a deficiency within the said specified time frame.
The parties hereby agree that under the current circumstances a reasonable estimate of
such damages is One Hundred Dollars ($100.00) per day per facility and that
Contractor shall be liable to the City of Arcadia for liquidated damages in said amount.
Said Amount shall be deducted from City's payment to Contractor; and/or (c) Upon
giving five (5) days notice to the Contractor for failure to correct the deficiencies and the
total costs incurred by completion of the work by an alternate source, whether it be City
forces or separate private contractor, will be deducted and forfeited from the payment to
the Contractor from the City, as determined by the City of Arcadia.
XI. PORTER TURNOVER
Liquidated Damages will be assessed by the City to provide a financial incentive to
continually maintain excellent Porter Services.
In order to ensure the continuity of quality Porter Services, the Contractor is expected to
retain Porters so as not to interfere with services for the City. The City believes that
three or more different porters in a (twelve) 12 month period in one Department is
excessive turnover. If there are multiple turnovers of Porters in a twelve (12) month
period where the City had no influence then the Contractor agrees to pay liquidated
damages in the amount set forth below.
3rd Porter: $500
4th Porter: $1,000
5th Porter: $1,000
6th Porter: $1,500
Contractor shall continue to pay $1,500 for each additional porter after the sixth change
in a twelve (12) month period.
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 24
Backup Porters. Contractor will have contingency plan to provide a reasonably trained
porter to back-up routine porters in case of absence. Said back-up porters will be
available so as to provide uninterrupted service to all City facilities. Failure to provide
such service will result in a per occurrence penalty of $500.00 (to cover staff time) and
payment of City provided temporary employee.
XII. TERMINATION
The Contract may be immediately terminated by CITY for failure of CONTRACTOR to
satisfactorily perform any corrective action after being notified of service failure on more
than seven (7) occasions during the base term of the Contract.
XIII. PERFORMANCE DEFICIENCY NOTIFICATION
a) CONTRACTOR shall be notified of service failure by delivery of a "Deficiency
Notification" (Attachment D).
1) Said notice will serve as formal notification that CONTRACTOR has incurred a
service deficiency and that monies shall be deducted for non-performance by
the CONTRACTOR.
2) The Janitorial Performance Deficiency Notice will contain the acceptable time
period for service correction. Upon Deficiency Notification, the correction will
either be accepted or rejected. If accepted, part or all of the penalties
(Liquidated Damages) may be waived, regardless of whether the CITY has
incurred loss as a result of said service failure.
b) If CONTRACTOR should neglect or refuse or fail for any reason to perform the
work, the CITY may terminate the Contract after three (3) days of non-
performance with written notice to the CONTRACTOR.
c) In case of termination by the CITY for non-performance, the CITY may contract
or cause to be done any work not completed at the time of the termination, and
the CONTRACTOR shall pay for such work.
PROPOSAL PRICING FORM ATTACHMENT A
RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A
ATTACHMENT A
PRICING PROPOSAL FORMS
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
ATTACHMENT B
FACILITY SERVICE & PERFORMANCE
SCHEDULES
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Community Center, Recreation, & Senior Center Complex
Porter Work Hours: Monday – Friday 7:30 a.m. to 4:30 p.m.
Janitorial Work Hours: Sunday – Thursday 10:00 p.m. to 3:00 a.m.
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
AS NEEDED CHANGE LIGHT BULBS INSIDE AND OUTSIDE BUILDING X
AS NEEDED MISCELLANEOUS TASKS AS ASSIGNED BY CITY PERSONNEL X
AS NEEDED MOVE AND ARRANGE FURNITURE AS REQUESTED X
AS NEEDED REMOVE GRAFFITI ON WALLS AND FURNITURE X
AS NEEDED REPORT FURNITURE THAT IS IN NEED OF REPAIR TO
SUPERVISOR X
AS NEEDED SET UP ROOMS FOR VARIOUS ACTIVITIES HELD DURING THE WEEK X
DAILY/NIGHTLY CLEAN ALL GLASS TOPS AND SURFACES X
DAILY/NIGHTLY CLEAN AND DAMP MOP KITCHEN AREA FLOOR X
DAILY/NIGHTLY CLEAN COUNTER TOPS AND SINKS IN EACH ROOM X
DAILY/NIGHTLY CLEAN ENTRY DOORS AT MAIN AND REAR ENTRANCES OF BUILDINGS X
DAILY/NIGHTLY CLEAN KITCHEN SINK, COUNTER TOPS AND TABLES AFTER LUNCH X
DAILY/NIGHTLY CLEAN KITCHEN STAINLESS STEEL COUNTERS, SHELVES AND RACKS AND MOP FLOORS X
DAILY/NIGHTLY CLEAN MICROWAVES AND TOASTERS X
DAILY/NIGHTLY CLEAN RESTROOM SINKS, COUNTERS, FLOORS, TOILETS AND URINALS PERIODICALLY THROUGHOUT THE DAY X
DAILY/NIGHTLY CLEAN SMOKING RECEPTACLES OUTSIDE AND REPLACE SAND AS NEEDED X X
DAILY/NIGHTLY CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL ALKALINE BUILDUP X
DAILY/NIGHTLY DAMP CLEAN COUNTER TOPS AND TABLES X
DAILY/NIGHTLY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE OF TRASH BIN X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
DAILY/NIGHTLY DUST FURNITURE, FIXTURES, BOOKSHELVES AND TELEPHONES X
DAILY/NIGHTLY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X X
DAILY/NIGHTLY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN RECEPTACLES X X
DAILY/NIGHTLY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER, FLUSH DAILY IF NECESSARY X X
DAILY/NIGHTLY MAINTAIN A CLEAN AND ORDERLY JANITOR’S OFFICE, CLOSET, AND STORAGE AREA. CLEAN AND DISNFECT JANITOR SINKS X X
DAILY/NIGHTLY MAKE COFFEE DAILY FOR MEALS PROGRAM OR AS REQUESTED X
DAILY/NIGHTLY MOP ALL VCT FLOORS, TILE AND LINOLEUM X
DAILY/NIGHTLY
NOTIFY FRONT DESK PERSONNEL WHEN LEAVING THE
WORKSITE (LUNCH, BREAKS, ETC) GIVE THEM YOUR RETURN TIME X
DAILY/NIGHTLY PICKUP RECYCLING CONTAINERS X X
DAILY/NIGHTLY PROVIDE EMERGENCY CLEAN UP AND STOCKING IN
RESTROOMS X
DAILY/NIGHTLY REFILL ALL KITCHEN DISPENSERS X
DAILY/NIGHTLY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS, TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X
DAILY/NIGHTLY REVIEW MASTER CALENDAR AND PLAN ROOM SET-UPS X
DAILY/NIGHTLY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
DAILY/NIGHTLY SET UP FOR VARIOUS MEETINGS TO BE HELD DURING THE
WEEK (I.E. CITY COUNCIL, COMMISSION, EMT, ETC.) X
DAILY/NIGHTLY SPOT CLEAN STAINS FROM CARPET X
DAILY/NIGHTLY
SPOT CLEAN WINDOWS, DISPLAY CASES WALLS, PARTITIONS,
DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL
SWITCHES
X X
DAILY/NIGHTLY SWEEP PARQUET FLOORS X
DAILY/NIGHTLY SWEEP, WET MOP, AND SANITIZE ALL RESTROOMS WITH GERMICIDAL SOLUTION DAILY WITH SPECIAL ATTENTION TO CORNERS AND SIDES X
DAILY/NIGHTLY TURN OFF ALL LIGHTS UPON COMPLETION OF ASSIGNMENT X
DAILY/NIGHTLY VACUUM ALL CARPET AREAS THROUGHOUT BUILDING X
DAILY/NIGHTLY VACUUM MULTI-PURPOSE ROOM CARPET (AFTER LUNCH, BEFORE YOGA) X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
DAILY/NIGHTLY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND CHROME PLATES AROUND BASINS X
DAILY/NIGHTLY WASH AND POLISH ALL MIRROS, POWDER SHELVES, METAL HARDWARE, CHROME AND EXPOSED PIPING X
DAILY/NIGHTLY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH PROPER DISINFECTANTS X
WEEKLY PRESSURE WASH FRONT CANOPY ENTRY, PATIO AND OUTSIDE
TRASH BIN AREA X
WEEKLY SCRUB TOILER BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X
WEEKLY VACUUM UPHOLSTERY OF ALL FABRIC COVERED FURNITURE X
WEEKLY WATER PLANTS INSIDE AND OUTSIDE BUILDING X
WEEKLY WET MOP AND SPRAY BUFF ALL VCT FLOORS X
MONTHLY BASEBOARD AND KICKPLATE CLEANING X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
MONTHLY CLEAN INTERIOR DIVIDING WINDOWS, FRAMS, BRICK LEDGES,
DISPLAY CASES AND DOOR WINDOWS X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMS LEAVING A SPOT FREE SURFACE X X
MONTHLY PERFORM DETAIL VACUUMING OR CARPET EDGES, CORNERS, AND UNDER DESKS, TABLES AND CHAIRS X
MONTHLY SCRUB AND SEAL CERMAIC TILE FLOOR X
MONTHLY
WASH ALL CERAMIC TILE WALLS AND PARTITIONS IN
RESTROOMS WITH DISINFECTANT LEAVING A STREAK FREE
SURFACE
X
MONTHLY POLISH PARQUET WOOD FLOORING TO MANUFACTURERS SPECIFICATIONS X
QUARTERLY POWER WASH ENTRY & PATIO CONCRETE X
QUARTERLY REPLACE URNIAL FILTERS IN MEN’S RESTROOM X
QUARTERLY REPLACE AIR-FRESHENER BATTERIES IN ALL RESTROOMS X X
QUARTERLY SANITIZE ALL TRASH CONTAINERS X X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
SPECIAL CLEANINGS
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT
PORTER CREW
WEEKLY CARPET STEAM CLEAN HEAVY TRAFFIC AREAS: LARGE DINING ROOM/MULTIPURPOSE ROOM, HALLS AND LOBBY X
MONTHLY DETAIL CLEAN WALK-IN REFRIGERATOR & KITCHEN X
QUARTERLY CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE
METAL FRAME
QUARTERLY STRIP & WAX LINOLEUM CRAFTROOM X
BI-ANNUAL CARPET STEAM CLEAN ALL CARPETS & FURNITURE IN ALL
BUILDINGS X
BI-ANNUAL PARQUET WOOD FLOORING – STRIP, SEAL, AND POLISH X
ANNUAL STRIP AND WAX VCT TILE FLOOR WITH TWO COATS AND BUFF X
AS NEEDED SPECIAL EVENT CLEANINGS: VACUUM CARPETS, RESTROOM CLEANING SERVICES, KITCHEN CLEANING SERVICES, AND MOPPING OF WOOD FLOORS AND LOBBY X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Public Works Service Center
Janitorial Work Hours: Monday – Friday 12:00 a.m. to 6:00 a.m.
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT CREW CREW
AS NEEDED REMOVE GRAFFITI ON WALLS AND FURNITURE X
NIGHTLY CLEAN ALL GLASS TOPS AND SURFACES X
NIGHTLY CLEAN AND DAMP MOP KITCHEN AREA FLOOR X
NIGHTLY CLEAN COUNTER TOPS AND SINKS IN EACH ROOM X
NIGHTLY CLEAN ENTRY DOORS AT MAIN AND REAR ENTRANCES OF BUILDINGS X
NIGHTLY CLEAN KITCHEN SINK, COUNTER TOPS AND TABLES X
NIGHTLY CLEAN MICROWAVES AND TOASTERS X
NIGHTLY CLEAN SMOKING RECEPTACLES OUTSIDE AND REPLACE SAND
AS NEEDED X
NIGHTLY CLEAN SQUAD ROOM TABLES X
NIGHTLY
CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH
DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL
ALKALINE BUILDUP
X
NIGHTLY DAMP CLEAN COUNTER TOPS AND TABLES X
NIGHTLY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND
OUTSIDE OF TRASH BIN X
NIGHTLY DUST FURNITURE, FIXTURES, BOOKSHELVES AND TELEPHONES X
NIGHTLY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS
WHEN TORN, WET OR FULL X
NIGHTLY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN
RECEPTACLES X
NIGHTLY EMPTY PAPER SHREDDER X
NIGHTLY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER,
FLUSH DAILY IF NECESSARY X
NIGHTLY MAINTAIN A CLEAN AND ORDERLY JANITOR’S OFFICE, CLOSET, AND STORAGE AREA. CLEAN AND DISINFECT JANITOR SINKS X
NIGHTLY MOP ALL VCT FLOORS, TILE AND LINOLEUM X
NIGHTLY PICKUP RECYCLING CONTAINERS X
NIGHTLY REFILL ALL KITCHEN DISPENSERS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT
CREW CREW
NIGHTLY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS,
TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X
NIGHTLY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
NIGHTLY SPOT CLEAN STAINS FROM CARPET X
NIGHTLY SPOT CLEAN WINDOWS, DISPLAY CASES WALLS, PARTITIONS, DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL SWITCHES X
NIGHTLY SWEEP WAREHOUSE FLOORS X
NIGHTLY SWEEP, WET MOP, AND SANITIZE ALL RESTROOMS WITH DISINFECTANT DAILY WITH SPECIAL ATTENTION TO CORNERS AND SIDES X
NIGHTLY TURN OFF ALL LIGHTS UPON COMPLETION OF ASSIGNMENT X
NIGHTLY VACUUM ALL CARPET AREAS THROUGHOUT BUILDING X
NIGHTLY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND
CHROME PLATES AROUND BASINS X
NIGHTLY WASH AND POLISH ALL MIRRORS, POWDER SHELVES, METAL
HARDWARE, CHROME AND EXPOSED PIPING X
NIGHTLY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH
PROPER DISINFECTANTS X
WEEKLY CLEAN AND SANITIZE SHOWERS X
WEEKLY CLEAN WATER DUCT OUTLETS IN ROUND TUB SINK OF MEN’S BATHROOM X
WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X
WEEKLY SWEEP OUTSIDE FRONT WALK, RECEIVING DOCK, GAS PUMP
AREA, AND REAR ENTRANCE AREAS X
WEEKLY HOSE DOWN OUTSIDE BENCHES AROUND BUILDINGS X
WEEKLY WET MOP AND SPRAY BUFF ALL VCT FLOORS X
MONTHLY CLEAN REFRIGERATORS INSIDE AND OUT AND REMOVE
DISPOSABLE ITEMS X
MONTHLY WASH ALL CERAMIC TILE WALLS & PARTITIONS IN RESTROOMS WITH A DISINFECTANT X
MONTHLY SCRUB & SEAL CERAMIC TILE FLOORS X
MONTHLY CLEAN BASEBOARD AND KICK PLATE CLEANING X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT CREW CREW
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND
OUTSIDE WINDOW FRAMS LEAVING A SPOT FREE SURFACE X
MONTHLY CLEAN TOP OF ALL LOCKERS AND WIPE WITH DAMP CLOTH X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMS LEAVING A SPOT FREE SURFACE X
MONTHLY HOSE DOWN OUTSIDE RECEIVING DOCK X
MONTHLY PERFORM DETAIL VACUUMING OR CARPET EDGES, CORNERS, AND UNDER DESKS, TABLES AND CHAIRS X
QUARTERLY REPLACE SANITIZER BATTERIES IN ALL RESTROOMS X
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOMS X
SPECIAL CLEANINGS
MONTHLY SCRUB AND WAX VCT FLOORS FOR HEAVY TRAFFIC AREAS: SQUAD ROOM, MEN’S BATHROOM, OFFICE, HALLS, LOBBY, LOUNGE, GARAGE OFFICE, AND RESTROOM X
QUARTERLY CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE METAL FRAME X
QUARTERLY STRIP AND DOUBLE WAX VCT FLOORS X
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOMS X
BI-ANNUAL STEAM CLEAN ALL CARPETS AND UPHOLSTERED FURNITURE X
ANNUAL SEAL ALL CONCRETE FLOORS IN THE WAREHOUSE X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
City Hall & Council Chambers
Porter Work Hours: Monday – Friday 8:00 a.m. to 5:00 p.m.
*except for alternating Fridays
Janitorial Work Hours: Monday – Friday 6:00 p.m. to 12:00 a.m.
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT PORTER CREW
AS NEEDED MISCELLANEOUS TASKS AS ASSIGNED BY CITY PERSONNEL X
AS NEEDED MOVE AND ARRANGE FURNITURE AS REQUESTED X
AS NEEDED REMOVE GRAFFITI ON WALLS AND FURNITURE X X
AS NEEDED REPORT FURNITURE THAT IS IN NEED OF REPAIR TO
SUPERVISOR X
AS NEEDED SET UP ROOMS FOR VARIOUS ACTIVITIES HELD DURING THE
WEEK X
DAILY CLEAN ALL GLASS TOPS AND SURFACES X
DAILY CLEAN AND DAMP MOP KITCHEN AREA FLOOR X
DAILY CLEAN COUNTER TOPS, TABLES, AND SINKS IN EACH ROOM X
DAILY CLEAN ENTRY DOORS AT MAIN AND REAR ENTRANCES OF
BUILDINGS X
DAILY CLEAN LOUNGE AND PATIO AREA X
DAILY CLEAN MICROWAVES AND TOASTERS X
DAILY CLEAN RESTROOM SINKS, COUNTERS, FLOORS, TOILETS AND
URINALS PERIODICALLY THROUGHOUT THE DAY X
DAILY CLEAN SMOKING RECEPTACLES OUTSIDE AND REPLACE SAND
AS NEEDED X X
DAILY
CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH
DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL
ALKALINE BUILDUP
X
DAILY DAMP CLEAN COUNTER TOPS AND TABLES X X
DAILY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE OF TRASH BIN X X
DAILY DUST FURNITURE, FIXTURES, BOOKSHELVES AND TELEPHONES X
DAILY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS
WHEN TORN, WET OR FULL X X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT
PORTER CREW
DAILY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN
RECEPTACLES X X
DAILY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER,
FLUSH DAILY IF NECESSARY X X
DAILY MAINTAIN A CLEAN AND ORDERLY JANITOR’S OFFICE, CLOSET,
AND STORAGE AREA. CLEAN AND DISINFECT JANITOR SINKS X X
DAILY MAKE COFFEE FOR MEETINGS IN COUNCIL CHAMBERS CONFERENCE ROOM BEFORE 8:00 A.M. OR AS REQUESTED X
DAILY MOP ALL VCT FLOORS, TILE AND LINOLEUM X
DAILY
NOTIFY FRONT DESK PERSONNEL WHEN LEAVING THE
WORKSITE (LUNCH, BREAKS, ETC) GIVE THEM YOUR RETURN
TIME
X
DAILY PICKUP RECYCLING CONTAINERS X X
DAILY PROVIDE EMERGENCY CLEAN UP AND STOCKING IN RESTROOMS X
DAILY REFILL ALL KITCHEN DISPENSERS X
DAILY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS,
TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X
DAILY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
DAILY SET UP FOR VARIOUS MEETINGS TO BE HELD DURING THE WEEK (I.E. CITY COUNCIL, COMMISSION, EMT, ETC.) X
DAILY SPOT CLEAN STAINS FROM CARPET X
DAILY
SPOT CLEAN WINDOWS, DISPLAY CASES WALLS, PARTITIONS,
DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL
SWITCHES
X X
DAILY SWEEP, WET MOP, AND SANITIZE ALL RESTROOM FLOORS WITH DISINFECTANT SOLUTION DAILY WITH SPECIAL ATTENTION TO CORNERS AND SIDES X
DAILY TURN OFF ALL LIGHTS UPON COMPLETION OF ASSIGNMENT X
DAILY VACUUM ALL CARPET AREAS THROUGHOUT BUILDING X
DAILY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND CHROME PLATES AROUND BASINS X
DAILY WASH AND POLISH ALL MIRRORS, POWDER SHELVES, METAL HARDWARE, CHROME AND EXPOSED PIPING X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT
PORTER CREW
DAILY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH PROPER DISINFECTANTS X
WEEKLY CLEAN AND DUST CITY MANAGER’S OFFICE (I.E. BASEBOARDS, WALLS, FURNITURE, TABLES, ETC.) X
WEEKLY
COUNCIL CHAMBERS/CONFERENCE ROOM: HEIGHT OF ALL
CHAIRS IN BOTH ROOMS WILL BE CHECKED FOR UNIFORMITY
AND ADJUSTED PROPERLY SO THAT ALL CHAIRS ARE THE SAME
HEIGHT BEFORE THE COUNCIL MEETINGS ON THE FIRST AND
THIRD TUESDAY OF THE MONTH
X
WEEKLY DUST ALL EXTERIOR HANDRAILS X
WEEKLY DUST ALL PICTURE FRAMES X
WEEKLY DUST FURNITURE X
WEEKLY DUST LEDGES AND PARTITION TOPS IN RESTROOMS X
WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS
AND SCALE X
WEEKLY SWEEP OUTSIDE FRONT WALK AND REAR PATIO AREA X
WEEKLY SWEEP STAIRWAY LEADING TO COUNCIL CHAMBER BASEMENT X
WEEKLY WATER PLANTS INSIDE AND OUTSIDE BUILDING X
WEEKLY WET MOP AND SPRAY BUFF ALL VCT FLOORS X
BI-WEEKLY SET UP AUDIO VISUAL EQUIPMENT WHEN REQUESTED X
BI-WEEKLY CLEAN REFRIGERATOR INSIDE AND OUT AND REMOVE
DISPOSABLE ITEMS X
BI-WEEKLY
COUNCIL CHAMBERS/CONFERENCE ROOM: UPHOLSTERED CHAIRS SHALL BE VACUUMED, CARPET EDGES WILL BE TOUGHLY VACUUMED ALONG WITH GENERAL CARPET AREA, INSIDE OF CABINETS SHALL BE CLEANED AND ORGANIZED, REFRIGERATOR WILL BE CHECKED FOR THAWING OF THE
FREEZER AREA AND COMPLETELY CLEANED
X
MONTHLY VACUUM UPHOLSTERY OF ALL FABRIC FURNITURE X
MONTHLY SCRUB AND BUFF ALL VCT FLOORS X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMS LEAVING A SPOT FREE SURFACE X X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
MONTHLY PERFORM DETAIL VACUUMING OR CARPET EDGES, CORNERS,
AND UNDER DESKS, TABLES AND CHAIRS X
MONTHLY SCRUB CERAMIC TILE RESTROOM FLOORS X
MONTHLY
WASH ALL CERAMIC TILE WALLS AND PARTITIONS IN
RESTROOMS WITH DISINFECTANT LEAVING A STREAK FREE
SURFACE
X
MONTHLY CLEAN ALL BASEBOARDS AND KICK PLATES X
QUARTERLY SANITIZE ALL TRASH CONTAINERS X
QUARTERLY REPLACE SANITIZER BATTERIES IN ALL RESTROOMS X
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOMS X
SPECIAL CLEANINGS
QUARTERLY CARPET STEAM CLEAN HEAVY TRAFFIC AREAS X
QUARTERLY CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE METAL FRAM X
QUARTERLY COUNCIL CHAMBERS LOBBY & CITY HALL LOBBY - SCRUB AND
SEAL FLOOR X
BI-ANNUAL CARPET STEAM CLEAN ALL CARPETS X
BI-ANNUAL STRIP AND WAX VCT FLOORS WITH TWO COATS AND BUFF X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Library
Porter Work Hours: Monday – Friday 7:30 a.m. to 4:30 p.m.
Janitorial Work Hours: Monday – Saturday 9:00 p.m. to 3:00 a.m.
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
AS NEEDED MISCELLANEOUS TASKS AS ASSIGNED BY CITY PERSONNEL X
AS NEEDED MOVE AND ARRANGE FURNITURE AS REQUESTED X
AS NEEDED CHECK FOR AND REMOVE GRAFFITI ON ALL INTERIOR AND
EXTERIOR SURFACES X X
AS NEEDED REPORT FURNITURE THAT IS IN NEED OF REPAIR TO
SUPERVISOR X
AS NEEDED SET UP ROOMS FOR VARIOUS ACTIVITIES HELD DURING THE
WEEK X
DAILY
EXTERIOR FURNITURE INCLUDING TABLES, CHAIRS, BENCHES SHALL BE DAMP WIPED USING A MILD CLEANSER WHEN NECESSARY TO REMOVE MARKS, SMUDGES, HAND PRINTS,
ETC.
X
DAILY CLEAN ALL GLASS TOPS AND SURFACES X
DAILY CLEAN AND DAMP MOP KITCHEN AREA FLOOR X
DAILY CLEAN COUNTER TOPS AND SINKS IN EACH ROOM X
DAILY CLEAN ENTRY DOORS AT MAIN AND REAR ENTRANCES OF
BUILDINGS X
DAILY CLEAN KITCHEN SINK, COUNTER TOPS AND TABLES AFTER
LUNCH X X
DAILY CLEAN MICROWAVES AND TOASTERS X X
DAILY CLEAN RESTROOM SINKS, COUNTERS, FLOORS, TOILETS AND URINALS PERIODICALLY THROUGHOUT THE DAY X
DAILY CLEAN SMOKING RECEPTACLES OUTSIDE AND REPLACE SAND
AS NEEDED AT FLAGPOLE X X
DAILY
CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH
DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL
ALKALINE BUILDUP
X X
DAILY DAMP CLEAN COUNTER TOPS AND TABLES X
DAILY DISPOSE OF TRASH AND RECYCLABLES IN RESPECTIVE BINS AND CLEAN AREA AROUND OUTSIDE OF BINS X
DAILY DUST FURNITURE, FIXTURES, BOOKSHELVES AND TELEPHONES X X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
DAILY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS
WHEN TORN, WET OR FULL X
DAILY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN RECEPTACLES X
DAILY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER,
FLUSH DAILY IF NECESSARY X X
DAILY MAINTAIN A CLEAN AND ORDERLY JANITOR’S OFFICE, CLOSET, AND STORAGE AREA. CLEAN AND DISINFECT JANITOR SINKS X X
DAILY MOP ALL VCT FLOORS, TILE AND LINOLEUM X
DAILY NOTIFY FRONT DESK PERSONNEL WHEN LEAVING THE WORKSITE (LUNCH, BREAKS, ETC.) GIVE THEM YOUR RETURN TIME X
DAILY PROVIDE EMERGENCY CLEAN UP AND STOCKING IN RESTROOMS X
DAILY REFILL ALL KITCHEN DISPENSERS X X
DAILY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS,
TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X X
DAILY REVIEW MASTER CALENDAR AND PLAN ROOM SET-UPS X
DAILY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
DAILY SPOT CLEAN STAINS FROM CARPET X
DAILY
SPOT CLEAN WINDOWS, DISPLAY CASES WALLS, PARTITIONS,
DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL
SWITCHES
X X
DAILY STOCK COPY PAPER IN BASEMENT AND CIRCULATE TO OFFICES X
DAILY SWEEP OUTSIDE LANDING AREA AND HALLWAY X
DAILY SWEEP, WET MOP, AND SANITIZE ALL RESTROOMS WITH DISINFECTANT SOLUTION DAILY WITH SPECIAL ATTENTION TO CORNERS AND SIDES X
DAILY TURN OFF ALL LIGHTS UPON COMPLETION OF ASSIGNMENT X
DAILY VACUUM ALL CARPET AREAS THROUGHOUT BUILDING X
DAILY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND
CHROME PLATES AROUND BASINS X
DAILY WASH AND POLISH ALL MIRRORS, POWDER SHELVES, METAL HARDWARE, CHROME AND EXPOSED PIPING X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
DAILY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH PROPER DISINFECTANTS X
DAILY PICK UP TRASH ON GROUNDS OUTSIDE OF LIBRARY AND IN PARKING LOTS X
WEEKLY DUST/VACUUM FURNITURE X X
WEEKLY CLEAN BOOK RETURN CONTAINERS IN FRONT OF LIBRARY WITH A DAMP CLOTH LEAVING THE SURFACE STREAK FREE X
WEEKLY DUST LEDGES AND PARTITION TOPS IN RESTROOMS X X
WEEKLY
LIBRARY PATIO MAINTENANCE: PORTER TO CLEAN PATIO
WINDOWS (OUTSIDE ONLY) AND MAINTAIN WATER AND CHLORINE LEVELS AT FOUNTAIN, UNCLOG OVERFLOW DRAIN. X
WEEKLY SCRUB TOILER BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X
WEEKLY BUFF ALL VCT FLOORS X
BI-WEEKLY SET UP AUDIO VISUAL EQUIPMENT WHEN REQUESTED (WEDNESDAY & THURSDAY MOVIES) X
BI-WEEKLY CLEAN REFRIGERATOR, MICROWAVE AND TOASTER INSIDE AND
OUT AND REMOVE DISPOSABLE ITEMS X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
MONTHLY CLEAN INTERIOR DIVIDING WINDOWS, FRAMES, BRICK LEDGES,
DISPLAY CASES AND DOOR WINDOWS X
MONTHLY DUST AND REMOVE ALL DIRT AND COWBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMS LEAVING A SPOT FREE SURFACE X X
MONTHLY HOSE DOWN OUTSIDE RECEIVING DECK X
MONTHLY LIBRARY: STEAM CLEAN CARPET IN AUDITORIUM X
MONTHLY PERFORM DETAIL VACUUMING OR CARPET EDGES, CORNERS, AND UNDER DESKS, TABLES AND CHAIRS X
MONTHLY SCRUB CERAMIC TILE FLOORS X
MONTHLY WASH ALL CERAMIC TILE WALLS AND PARTITIONS IN RESTROOMS WITH DISINFECTANT LEAVING A STREAK FREE SURFACE X
MONTHLY CLEAN BASEBOARDS AND KICK PLATES X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
QUARTERLY REPLACE SANITIZER BATTERIES IN ALL RESTROOMS X X
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOMS X
BI-ANNUAL SANITIZE ALL TRASH & RECYCLE CONTAINERS X
SPECIAL CLEANINGS
MONTHLY STEAM CLEAN AUDITORIUM CARPET & IMAGINATION THEATRE X
BI-MONTHLY STEAM CLEAN HIGH TRAFFIC CARPET AREA IN LARGE MAIN LOBBY & HALLWAY TO CHILDREN AREA X
BI-ANNUAL STEAM CLEAN ALL CARPETING IN FACILITY X
BI-ANNUAL CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE
METAL FRAME X
BI-ANNUAL STRIP AND WAX VCT FLOOR WITH TWO COATS AND BUFF X
ANNUAL REFINISH STRIP & SEAL STAGE WOOD FLOOR X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Museum
Porter Work Hours: Tuesday & Thursday 9:00 a.m. to 11:00 a.m.
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
AS NEEDED REMOVE GRAFFITI ON WALLS AND PARTITIONS X
TWICE A WEEK CLEAN ENTRY DOORS AT MAIN AND REAR ENTRANCES OF BUILDINGS X
TWICE A WEEK CLEAN KITCHEN AND JANITOR SINK, AND LIBRARY TABLE X
TWICE A WEEK CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL ALKALINE BUILDUP X
TWICE A WEEK DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND
OUTSIDE OF TRASH BIN X
TWICE A WEEK EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL, INCLUDING TRASH CAN OUTSIDE NEAR PICNIC BENCHES X
TWICE A WEEK EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN RECEPTACLES X
TWICE A WEEK KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER, FLUSH DAILY IF NECESSARY X
TWICE A WEEK NOTIFY FRONT DESK PERSONNEL WHEN LEAVING THE WORKSITE (LUNCH, BREAKS, ETC) GIVE THEM YOUR RETURN TIME X
TWICE A WEEK PICKUP RECYCLING CONTAINERS X
TWICE A WEEK REFILL ALL RESTROOM & KITCHEN DISPENSERS (SOAP, HAND TOWELS, TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X
TWICE A WEEK SPOT CLEAN WINDOWS, PARTITIONS, DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL SWITCHES X
TWICE A WEEK SWEEP, WET MOP, AND SANITIZE ALL RESTROOMS WITH DISINFECTANT SOLUTION DAILY WITH SPECIAL ATTENTION TO CORNERS AND SIDES X
TWICE A WEEK WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND CHROME PLATES AROUND BASINS X
TWICE A WEEK WASH AND POLISH ALL MIRRORS, POWDER SHELVES, METAL HARDWARE, CHROME AND EXPOSED PIPING X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
TWICE A WEEK WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH
PROPER DISINFECTANTS X
WEEKLY SWEEP FRONT ENTRY, ADJACENT WALKWAY, AND PATIO X
MONTHLY SWEEP /DUST EXTERIOR WOOD SLATS & COBWEBS X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMES LEAVING A SPOT FREE SURFACE X
MONTHLY
WASH ALL CERAMIC TILE WALLS AND PARTITIONS IN
RESTROOMS WITH DISINFECTANT LEAVING A STREAK FREE SURFACE X
BI-ANNUAL REPLACE URINAL FILTER IN MEN’S RESTROOM X
SPECIAL CLEANINGS
QUARTERLY CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE METAL FRAME X
BI-ANNUAL STRIP, SEAL & WAX WOOD FLOORING X
ANNUAL SCRUB AND SEAL CONCRETE X
ANNUAL STRIP, SEAL & WAX WOOD FLOORING UNDER DISPLAYS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Museum Education Center
Janitorial Work Hours: Monday – Friday 10:00 p.m. to 3:00 a.m.
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT
PORTER CREW
NIGHTLY CLEAN ALL COUNTER TOPS AND SURFACES X
NIGHTLY CLEAN AND DAMP MOP MULTIPURPOSE AREA FLOOR X
NIGHTLY CLEAN COUNTER TOPS AND SINKS IN EACH ROOM X
NIGHTLY CLEAN ENTRY DOORS AT MAIN AND REAR ENTRANCES OF BUILDINGS X
NIGHTLY CLEAN MICROWAVES AND REFRIGERATOR INSIDE AND OUT, AND TOP OF STOVE X
NIGHTLY CLEAN SMOKING RECEPTACLES OUTSIDE AND REPLACE SAND
AS NEEDED X
NIGHTLY CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL ALKALINE BUILDUP X
NIGHTLY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE OF TRASH BIN X
NIGHTLY DUST FURNITURE, LIGHT FIXTURES OUTSIDE, TELEPHONES,
BENCHES AND FRONT DESK X
NIGHTLY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X
NIGHTLY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN RECEPTACLES X
NIGHTLY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER, FLUSH DAILY IF NECESSARY X
NIGHTLY MAINTAIN A CLEAN AND ORDERLY JANITOR’S CLOSET, AND STORAGE AREA. CLEAN AND DISINFECT JANITOR SINKS X
NIGHTLY MOP ALL VCT FLOORS, TILE AND CONCRETE X
NIGHTLY PICKUP RECYCLING CONTAINERS X
NIGHTLY REFILL ALL KITCHEN DISPENSERS X
NIGHTLY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS,
TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X
NIGHTLY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
NIGHTLY SPOT CLEAN WINDOWS, METAL FRAME WALLS, PARTITIONS, DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL
SWITCHES
X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
NIGHTLY SWEEP, WET MOP, AND SANITIZE ALL RESTROOMS WITH
GERMICIDAL SOLUTION DAILY WITH SPECIAL ATTENTION TO CORNERS AND SIDES X
NIGHTLY TURN OFF ALL LIGHTS UPON COMPLETION OF ASSIGNMENT X
NIGHTLY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND CHROME PLATES AROUND BASINS X
NIGHTLY WASH AND POLISH ALL MIRRORS, POWDER SHELVES, METAL HARDWARE, CHROME AND EXPOSED PIPING X
NIGHTLY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH PROPER DISINFECTANTS X
WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X
WEEKLY VACUUM UPHOLSTERY OF ALL FABRIC COVERED FURNITURE X
WEEKLY WET MOP CONCRETE LOBBY USING PROPER CLEANING AGENTS WITH NO AMMONIA OR VINEGAR X
MONTHLY BASEBOARD AND KICK PLATE CLEANING X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
MONTHLY CLEAN INTERIOR DIVIDING WINDOWS, FRAMES, AND DOOR WINDOWS X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND
OUTSIDE WINDOW FRAMS LEAVING A SPOT FREE SURFACE X
MONTHLY CLEAN OUTSIDE DECORATIVE LIGHTS AND CEILING FANS AND DOOR MATS X
MONTHLY SCRUB AND SEAL CERAMIC TILE FLOOR X
MONTHLY
WASH ALL CERAMIC TILE WALLS AND PARTITIONS IN
RESTROOMS WITH DISINFECTANT LEAVING A STREAK FREE SURFACE X
MONTHLY PRESSURE WASH FRONT CANOPY ENTRY, PATIO AND OUTSIDE TRASH BIN AREA x
MONTHLY WET MOP AND SPRAY BUFF ALL VCT FLOORS
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOM X
QUARTERLY REPLACE AIR-FRESHENER BATTERIES IN ALL RESTROOMS X
QUARTERLY SANITIZE ALL TRASH CONTAINERS X
SPECIAL CLEANINGS
QUARTERLY CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE METAL FRAME X
ANNUAL STRIP AND WAX TILE FLOOR WITH TWO COATS AND BUFF X
ANNUAL POLISH CONCRETE FLOORS X
AS NEEDED
SPECIAL EVENT CLEANINGS: RESTROOM CLEANING SERVICES,
KITCHEN CLEANING SERVICES, AND MOPPING OF CERAMIC FLOORS AND LOBBY FLOORS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Police Department
Porter Work Hours: Four (4) Days per Week / Monday – Saturday
6:00 a.m. to 5:00 p.m.
Janitorial Work Hours: Week Nights 6:00 p.m. to 10:00 p.m.
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT
PORTER CREW
AS NEEDED MISCELLANEOUS TASKS AS ASSIGNED BY POLICE PERSONNEL X
AS NEEDED EMERGENCY CLEAN UP IN JAIL AND POLICE VEHICLES X
AS NEEDED SET UP ROOMS FOR VARIOUS ACTIVITIES HELD DURING THE
WEEK X
AS NEEDED PICK UP AND STOCK SUPPLIES X
AS NEEDED RAKE, SWEEP OR CLEAN EXTERIOR GROUNDS X
DAILY CLEAN ALL GLASS TOPS AND SURFACES X
DAILY CLEAN AND DAMP MOP KITCHEN AREA FLOOR X
DAILY CLEAN COUNTER TOPS, TABLES, AND SINKS IN EACH ROOM X
DAILY CLEAN ENTRY DOORS AT MAIN AND SECURED ENTRANCES OF BUILDINGS X
DAILY CLEAN LOUNGE AND PATIO AREA X
DAILY CLEAN MICROWAVES AND TOASTERS X
DAILY CLEAN SMOKING RECEPTACLES OUTSIDE X
DAILY CLEAN SANITIZE, REMOVE WATER SPOTS, AND POLISH DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL
ALKALINE BUILDUP
X
DAILY DAMP CLEAN COUNTER TOPS AND TABLES X
DAILY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE OF TRASH BIN X
DAILY DUST FURNITURE, FIXTURES, BOOKSHELVES AND TELEPHONES X
DAILY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
DAILY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN
RECEPTACLES X
DAILY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER, FLUSH DAILY IF NECESSARY X
DAILY MAINTAIN A CLEAN AND ORDERLY JANITOR’S OFFICE, CLOSET, AND STORAGE AREA. CLEAN AND DISINFECT JANITOR SINKS X
DAILY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH PROPER DISINFECTANTS X
DAILY MOP ALL VCT, TILE, CONCRETE AND LINOLEUM FLOORS X
DAILY
NOTIFY FRONT DESK PERSONNEL WHEN LEAVING THE
WORKSITE (LUNCH, BREAKS, ETC) GIVE THEM YOUR RETURN
TIME
X
DAILY PICKUP RECYCLING CONTAINERS X
DAILY PROVIDE EMERGENCY CLEAN UP AND STOCKING IN RESTROOMS X
DAILY REFILL ALL KITCHEN DISPENSERS X
DAILY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS, TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X
DAILY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
DAILY COMPLETE LOCKER ROOM AND JAIL LAUNDRY X
DAILY
SWEEP, WET MOP, AND SANITIZE ALL RESTROOM FLOORS WITH
DISINFECTANT SOLUTION DAILY WITH SPECIAL ATTENTION TO
CORNERS AND SIDES
X
DAILY VACUUM ALL CARPET AREAS THROUGHOUT BUILDING X
DAILY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND CHROME PLATES AROUND BASINS X
DAILY WASH AND POLISH ALL MIRRORS, POWDER SHELVES, METAL HARDWARE, CHROME AND EXPOSED PIPING X
WEEKLY DUST ALL PICTURE FRAMES X
WEEKLY DUST FURNITURE X
WEEKLY DUST LEDGES AND PARTITION TOPS IN RESTROOMS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS
AND SCALE X
WEEKLY SWEEP OUTSIDE FRONT WALK AND REAR PATIO AREA X
WEEKLY VACUUM UPHOLSTERY OF ALL FABRIC COVERED FURNITURE X
WEEKLY WATER PLANTS INSIDE AND OUTSIDE OF BUILDINGS X
WEEKLY SCRUB & BUFF ALL VCT FLOORS X
WEEKLY CLEAN JAIL INCLUDING FLOORS, CELLS, FIXTURES, AND
KITCHEN AREA X
WEEKLY CLEAN LOCKER ROOM SHOWERS X
BI-WEEKLY CLEAN REFRIGERATOR INSIDE AND OUT AND REMOVE DISPOSABLE ITEMS X
MONTHLY CLEAN GRILLS ON ALL WALL AND CEILING VENTS X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMES LEAVING A SPOT FREE SURFACE X
MONTHLY PERFORM DETAIL VACUUMING OR CARPET EDGES, CORNERS, AND UNDER DESKS, TABLES AND CHAIRS X
MONTHLY CLEAN ALL BASEBOARDS AND KICK PLATES X
MONTHLY SCRUB CERAMIC TILE FLOORS X
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOMS X
QUARTERLY REPLACE SANITIZER BATTERIES IN ALL RESTROOMS X
QUARTERLY SANITIZE ALL TRASH CONTAINERS X
SPECIAL CLEANINGS
ANNUAL STEAM CLEAN ALL CARPET AREAS X
BI-ANNUAL STRIP AND WAX VCT FLOORS WITH TWO COATS AND BUFF X
BI-ANNUAL SCRUB & SEAL STONE X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
BI-ANNUAL SCRUB & SEAL STONE X
TRI-ANNUAL JAIL FLOORS SCRUB AND PLUMBING FIXTURE DETAIL X
TRI-ANNUAL SECURED RESTROOM DETAIL X
TRI-ANNUAL CLEAN WINDOWS INSIDE AND OUT TO INCLUDE ENTIRE METAL FRAME X
TRI-ANNUAL CARPET STEAM HEAVY TRAFFIC AREAS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Fire Station 105
Porter Work Hours: Monday – Friday 8:00 a.m. to 10:00 a.m.
(*except alternate Fridays)
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT PORTER CREW
DAILY EMPTY TRASH AND RECYCLABLES X
DAILY VACUUM OFFICES AND HALLWAY X
DAILY SWEEP LOBBY X
DAILY CLEAN ALL SINKS, WIPE COUNTERS, REFILL ALL DISPENSERS IN EACH ROOM X
DAILY CLEAN AND DAMP MOP KITCHEN FLOOR AREA X
DAILY SPOT CLEAN WINDOWS AND DOORS X
DAILY SWEEP, WET MOP, AND SANITIZE ALL RESTROOM FLOORS WITH A DISINFECTANT SOLUTION X
DAILY SANITIZE ALL SINKS AND FIXTURES USING A GERMICIDAL
SOLUTION X
WEEKLY WET MOP LOBBY X
WEEKLY POLISH ALL STAINLESS STEEL INCLUDING DRINKING FOUNTAINS X
WEEKLY DUST OFFICE WINDOW SHELVING AND COUNTERS X
QUARTERLY REPLACE URINAL FILTERS IN MEN’S RESTROOMS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Bonita Park & Eisenhower Park
Janitorial Work Hours: Sunday – Saturday at Sundown / (Including Holidays)
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT CREW CREW
AS NEEDED REMOVE GRAFFITI ON WALLS X
AS NEEDED REFILL SOAP & TOILET PAPER DISPENSERS X
AS NEEDED WASH DOWN WALLS X
DAILY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND
OUTSIDE TRASH BIN X
DAILY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X
DAILY SWEEP, WASH DOWN, AND SANITIZE RESTROOM FLOORS WITH A DISINFECTANT SOLUTION X
DAILY SANITIZE ALL SINKS, TOILETS, AND DISPENSERS WITH A
GERMICIDAL SOLUTION X
DAILY SWEEP, WET MOP, AND SANITIZE ALL RESTROOM FLOORS WITH A DISINFECTANT SOLUTION X
DAILY SANITIZE ALL SINKS AND FIXTURES USING A GERMICIDAL SOLUTION X
DAILY CLEAN AND POLISH ALL STAINLESS STEEL INCLUDING DRINKING FOUNTAINS X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Dana Gym
Janitorial Work Hours: Nightly (except holidays) 10:00 p.m. to 11:00 p.m.
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT CREW CREW
DAILY/NIGHTLY CLEAN FRONT GLASS DOORS X
DAILY/NIGHTLY CLEAN, SANITIZE, REMOVE WATER SPOTS, AND POLISH DRINKING FOUNTAINS USING A CLEANER THAT WILL CONTROL ALKALINE BUILDUP X
DAILY/NIGHTLY DUST FURNITURE, FIXTURES, BOOKSHELVES AND TELEPHONES X
DAILY/NIGHTLY EMPTY AND CLEAN WASTE BASKETS AND SANITARY NAPKIN RECEPTACLES REMOVE TRASH FROM SITE X
DAILY/NIGHTLY KEEP RESTROOM AND KITCHEN DRAINS IN GOOD ORDER,
FLUSH DAILY IF NECESSARY X
DAILY/NIGHTLY MAINTAIN A CLEAN AND ORDERLY JANITOR’S OFFICE, CLOSET, AND STORAGE AREA. CLEAN AND DISINFECT JANITOR SINKS X
DAILY/NIGHTLY SWEEP AND MOP ALL FLOORS IN LOBBY AND OFFICE X
DAILY/NIGHTLY SECURE DOORS UPON COMPLETION OF ASSIGNMENT X
DAILY/NIGHTLY SWEEP OFF BLEACHERS IF KEPT OPEN X
DAILY/NIGHTLY SPOT CLEAN WINDOWS, WALLS, PARTITIONS, DOORS, DOORWAYS, FRAMES, WOODWORK, AND WALL SWITCHES X
DAILY/NIGHTLY
SWEEP, WET MOP, AND SANITIZE RESTROOMS WITH
GERMICIDAL SOLUTION DAILY WITH SPECIAL ATTENTION TO
CORNERS AND SIDES
X
DAILY/NIGHTLY TURN OFF ALL LIGHTS UPON COMPLETION OF ASSIGNMENT
(EXCEPT LIGHTS ON TIMERS) X
DAILY/NIGHTLY VACUUM ALL CARPET ENTRY MATS X
DAILY/NIGHTLY WASH AND DISINFECT ALL SPLASH MARKS FROM WALLS AND
CHROME PLATES AROUND BASINS X
DAILY/NIGHTLY WASH SINKS, BASINS, FIXTURES, TOILETS, AND URINALS WITH PROPER DISINFECTANTS X
DAILY/NIGHTLY CLEAN BLEACHERS & CLEAN BEHIND BLEACHERS X
WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X
MONTHLY DUST AND REMOVE ALL DIRT AND COBWEBS FROM INSIDE AND OUTSIDE WINDOW FRAMES LEAVING A SPOT FREE SURFACE X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
Civic Center Athletic Field Utility Building
Janitorial Work Hours: Sunday – Saturday / 7 Nights Per Week
FREQUENCY ACTIVITY
PERFORMED BY
DAY NIGHT
CREW CREW
AS NEEDED REMOVE GRAFFITI ON WALLS X X
AS NEEDED REFILL SOAP & TOILET PAPER DISPENSERS X X
AS NEEDED WASH DOWN WALLS X X
AS NEEDED DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE TRASH BIN X X
AS NEEDED EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X X
DAILY SANITIZE ALL SINKS, TOILETS, AND DISPENSERS WITH A GERMICIDAL SOLUTION X X
DAILY SWEEP, WET MOP, AND SANITIZE ALL RESTROOM FLOORS WITH A DISINFECTANT SOLUTION X X
DAILY CLEAN AND POLISH ALL STAINLESS STEEL INCLUDING DRINKING FOUNTAINS X X
ATTACHMENT B RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B
First Avenue Middle School
Janitorial Work Hours: Monday, Tuesday, Wednesday, and Thursday
FREQUENCY ACTIVITY PERFORMED BY DAY NIGHT CREW CREW
NIGHTLY DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE OF TRASH BIN X
NIGHTLY EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X
NIGHTLY REMOVE TRASH FROM BASKETBALL COURTS AREA AND SPOT
MOP IF NECESSARY X
ATTACHMENT C
RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT C
ATTACHMENT C
MAP AND LIST OF CITY FACILITIES
ATTACHMENT C
RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT C
JANITORIAL & PORTER SERVICES AT VARIOUS CITY FACILITIES
LIST OF FACILITIES
1. Community Center, Recreation, Senior Center 365 Campus Drive
2. Public Works Service Center 11800 Goldring Drive
3. City Hall & Council Chambers 240 W. Huntington Drive
4. Library 20 W. Duarte Road
5. Museum 380 W. Duarte Road
6. Police Department 250 W. Huntington Drive
7. Fire Station 105 710 S. Santa Anita Avenue
8. Bonita Park Restrooms Bonita & Third Avenue
9. Dana Gym 1401 S. First Avenue
10. Civic Center Athletic Field Utility Building 240 W. Huntington Drive
11. Museum Education Center 382 W. Huntington Drive
12. First Avenue Middle School Basketball Courts 301 S. First Avenue
13. Eisenhower Park Restrooms 601 N. Second Avenue
ATTACHMENT D
RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT D
ATTACHMENT D
SAMPLE DEFICIENCY NOTIFICATION
ATTACHMENT D
RFP NO. PWS 07-2017
City of Arcadia Public Works Services
Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT D
JANITORIAL & PORTER SERVICES AT VARIOUS CITY FACILITIES
SAMPLE DEFICIENCY NOTIFICATION
Contractor: Date:
Facility Location:
Deficiency to be corrected:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Notification:
If deficiencies are not corrected by (Date):
liquidation damages may be assessed or the City and/or may elect to utilize its own resources to rectify the deficiency at the Contractors expense.
Deduction for task(s) not performed:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
City of Arcadia: Date:
Emailed/Mailed to: