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HomeMy WebLinkAboutItem 12d - Janitorial & Porter ServicesProfessional Services for Janitorial & Porter Services With ABM Industry Groups, LLC September 21, 2021 Page 1 of 4 DATE: September 21, 2021 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Tyler Polidori, General Services Superintendent SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH ABM INDUSTRY GROUPS, LLC. FOR JANITORIAL AND PORTER SERVICES AT VARIOUS CITY FACILITIES IN AN AMOUNT NOT TO EXCEED $375,811.78 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 released 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 $375,811.78, with the option of three one-year extensions. 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 stocking public restrooms, helping office staff with routine services such as setting up for meetings and events, window washing, and tending to urgent calls for service such as cleaning up spills or carpet stains. Janitorial and porter services are performed at City Hall, the Community Center, Gilb Museum, Lauber Museum Education Center, Library, Public Works Services Department, Police Department, Fire Station 105, Civic Center Athletic Field, Dana Gym, and restrooms at Bonita and Eisenhower park. DISCUSSION An RFP was published in the City’s adjudicated newspaper and RFP packages were provided to numerous local firms who provide janitorial and porter services. On August Professional Services for Janitorial & Porter Services With ABM Industry Groups, LLC September 21, 2021 Page 2 of 4 17, 2021, the City Clerk received two proposals in response to the RFP. Both proposals were evaluated based on experience of the firms, qualifications, understanding of the needs of the City, quality of service approach, and cost. The evaluation of proposals received was conducted by a panel of management staff from the Public Works Services Department and the Recreation and Community 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 93% $375,811.78 General Building Management 2 78% $605,803.00 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, La Mirada, and Cerritos. Additionally, ABM is the City’s current service provider and has provided reliable janitorial and porter services for the past eight years. A copy of the Professional Services Agreement with ABM is attached to this staff report. The substantial proposal cost discrepancy among ABM Industry Groups, LLC. and General Building Management was examined by the RFP evaluation panel. It was determined that General Building Management’s proposal includes higher hourly labor costs for their cleaning staff and personnel costs associated with an additional layer of supervisorial staff required to manage their operations. Furthermore, an inquiry was conducted into the reasons that many of the vendors solicited for this RFP did not submit a proposal. There were two firms that expressed concern that the City’s bonding requirements were too stringent. Another firm was discouraged from submitting a proposal due to their inability to revise the contract terms with respect to penalties for excessive porter turnover. Currently, the City is paying $360,029.08 annually 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 $375,811.78. 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. The net cost increase to the City is approximately $15,782.70 annually. The 4.38% proposed cost increase appears to be related to the anticipated increase in the State’s minimum wage. Effective January 1, 2022, California minimum wage will increase from $14.00 per hour to $15.00 per hour. The State’s minimum wage increase represents a 7.14% increase over the previous year, while the proposed contract increase submitted by ABM is 2.76% less than the State’s Professional Services for Janitorial & Porter Services With ABM Industry Groups, LLC September 21, 2021 Page 3 of 4 minimum wage rate increase. Facility 2020-21 Annual Cost 2021-22 Proposed Annual Cost Difference Police $ 79,301.46 $ 83,663.02 $ 4,361.56 Fire $ 9,722.76 $ 10,257.49 $ 534.73 City Hall & Council Chambers $ 66,286.54 $ 68.097.87 $ 1,811.33 Recreation $ 58,366.84 $ 60,673.29 $ 2,306.45 Dana Gym $ 6,792.22 $ 7,165.76 $ 373.54 Library $ 85,016.92 $ 89,718.71 $ 4,701.79 Museum $ 4,724.02 $ 4,765.35 $ 41.33 Museum Education Center $ 3,935.94 $ 3,970.43 $ 34.49 Public Works Services Center $ 19,723.02 $ 19,895.82 $ 172.80 Civic Center Athletic Field $ 7,043.34 $ 7,430.69 $ 387.35 Eisenhower & Bonita Parks $ 17,040.74 $ 17,983.55 $ 942.81 First Avenue Middle School Basketball Courts $ 2,075.28 $ 2,189.80 $ 114.52 Total $ 360,029.08 $ 375,811.78 $15,782.70 It was determined this is a reasonable increase for these services, and it is recommended that ABM industry Groups, LLC be awarded the contract. ENVIRONMENTAL ANALYSIS 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 Funds are budgeted in each Department’s Contract Services accounts in the Fiscal Year 2021-22 Operating Budget. The Public Works Services Department will conduct a mid- year budget review of the janitorial and porter services agreement and recommend budget adjustments, if needed, at that time. Otherwise, each department’s Fiscal Year 2022-23 budget for janitorial and porter services will be adjusted to reflect the actual cost of providing these services. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, and authorize and direct the Professional Services for Janitorial & Porter Services With ABM Industry Groups, LLC September 21, 2021 Page 4 of 4 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 $375,811.78, with the option of three one-year extensions. Attachment: Proposed Professional Services Agreement JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 1 24347.00006\30493020.2 CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT REGARDING JANITORIAL & PORTER SERVICES AT VARIOUS CITY FACILITIES This Agreement is made and entered into as of ________________, 20____ by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“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, CA 90015 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: janitorial and porter services (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of THREE HUNDRED SEVENTY-FIVE THOUSAND, EIGHT HUNDRED ELEVEN DOLLARS AND SEVENTY-EIGHT CENTS ($375,811.78). This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 2 24347.00006\30493020.2 the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term. The term of this Agreement shall be for one year from the date of execution, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 8. Standard of Care Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 3 24347.00006\30493020.2 9. Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Agreement (8) Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 4 24347.00006\30493020.2 (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. d. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 5 24347.00006\30493020.2 insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/$2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 6 24347.00006\30493020.2 (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. h. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. i. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 7 24347.00006\30493020.2 (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 8 24347.00006\30493020.2 employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b. If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 15. City Material Requirements. Consultant is hereby made aware of the City’s requirements regarding materials, as set forth in Request for Proposal, which are deemed to be a part of this Agreement. 16. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 17. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 9 24347.00006\30493020.2 received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 18 Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 19. Organization Consultant shall assign Jose Alarcon, Senior District Manager, as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 20. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 21. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Arcadia 240 West Huntington Drive Arcadia, CA 91066 Attn: Tyler Polidori General Services Superintendent CONSULTANT: ABM Industry Groups, LLC 1150 South Olive Street, 19th Floor Los Angeles, CA 90015 Attn: Jose Alarcon Senior District Manager and shall be effective upon receipt thereof. 22. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 23. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 10 24347.00006\30493020.2 national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 24. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 25. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 26. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 27. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 28. Time of Essence Time is of the essence for each and every provision of this Agreement. 29. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 30. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant 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 Consultant, 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 director, official, officer or employee of City, during the term of his or her service with City, shall JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 11 24347.00006\30493020.2 have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 12 24347.00006\30493020.2 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND ABM INDUSTRY GROUPS, LLC IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA ABM INDUSTRY GROUPS, LLC. By: By: Dominic Lazzaretto City Manager Title: Printed Name: ATTEST: By: Title: By: City Clerk Printed Name: APPROVED AS TO FORM: CONCUR: By: ___________________________________ Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 13 24347.00006\30493020.2 EXHIBIT A Scope of Services This Agreement shall include and hereby incorporate Performance Bond, Payment Bond, and attached Exhibit “A” in full by referencing the following documents including all attachments and addenda thereto: RFP No. PWS-07-2021: 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 –Pricing Proposal Forms 2. Attachment B – Facility Service & Performance Schedules 3. Attachment C – List of Facilities and Map 4. Attachment D – Sample Deficiency Notification 5. Attachment E – Sample Professional Services Agreement 6. Attachment F- Inventory of Facilities JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 14 24347.00006\30493020.2 EXHIBIT B Schedule of Charges/Payments Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract. Compensation shall be based on time and materials spent in accordance with the following tasks, not to exceed the total compensation listed below: The schedule of prices is attached as attachment “A” to this Exhibit “B”. Implementation of the Coordinated Integrated Monitoring Program - $375,811.78 Total Compensation - $375,811.78 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the agreement. JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 15 24347.00006\30493020.2 EXHIBIT C Activity Schedule All work shall be completed in accordance with the following schedule: The term of this Agreement shall be for one (1) year from the date of execution. All tasks under Exhibit “A” shall be adhered to and executed accordingly. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 2 REQUEST FOR PROPOSAL JANITORIAL & PORTER SERVICES FOR VARIOUS CITY FACILITIES RFP NO. PWS-07-2021 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 –Pricing Proposal Forms Attachment B – Facility Service & Performance Schedules Attachment C – List of Facilities and Map Attachment D – Sample Deficiency Notification Attachment E – Sample Professional Services Agreement Attachment F- Inventory of Facilities EXHIBIT "A" City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 3 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 4 SECTION 2. SCHEDULE TASK DATE Notice Inviting Proposals Issued July 12, 2021 Deadline to Submit Questions August 3, 2021 Response to Questions Distributed By August 6, 2021 Proposals Due August 17, 2021 Evaluation & Interviews August 18 – August 26, 2021 City Council Award September 7, 2021 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 (20 points) 2. Experience and qualifications of personnel assigned to this contract and their availability (20 points) 3. References from clients (20 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 5 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 regard to this contract City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 6 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 November 2021 through October 2022 and should include any minimum wage increases within the 12-month service period (November 2021 through October 2022). 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 General Services Superintendent at (626) 254-2710 or tpolidori@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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 7 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- 07-2021 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 17, 2021, 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: Tyler Polidori, General Services Superintendent Phone: (626) 254-2710 Fax: (626) 359-7028 Email: tpolidori@ArcadiaCA.gov City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 8 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 Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 9 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 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 10 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. 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 11 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 12 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 7:30 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 4:30 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 13 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 where 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 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 14 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 15 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, deodorizers, 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: City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 16 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 Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 17 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 windowsills (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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 18 k. Furniture. Performance requirements include the following: 1. Lounge and lunchroom 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 handprints 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 handprints 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 ensure 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. City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities Page 21 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 lightweight 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 Eating Utensils & Plates Light Bulbs Urinal Deodorizers 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. PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A ATTACHMENT A PRICING PROPOSAL FORMS PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A JANITORIAL & PORTER SERVICES AT VARIOUS CITY FACILITIES Company: PRICING PROPOSAL FORM COMPLETION INSTRUCTIONS The pricing proposal 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. Each section must be completed correctly or the entire proposal may be rejected. The entered annual totals shall be for a 12-month service period only, starting November 2021 through October 2022. Use dollar signs and commas to indicate dollar values. 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. I. Community Center, Recreation, & Senior Center Complex SCHEDULE TOTAL AMOUNT A – Porter B – Janitorial C – Special Cleanings TOTAL (A + B + C) II. Public Works Services Center SCHEDULE TOTAL AMOUNT D – Janitorial E – Special Cleanings TOTAL (D + E) III. City Hall & Council Chambers SCHEDULE TOTAL AMOUNT F – Porter G – Janitorial H – Special Cleanings TOTAL (F + G + H) PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A IV. Fire Department – Station 105 SCHEDULE TOTAL AMOUNT TOTAL I – Porter V. Library SCHEDULE TOTAL AMOUNT J – Porter K – Janitorial L – Special Cleanings TOTAL (J + K + L) VI. Gilb Museum SCHEDULE TOTAL AMOUNT M – Janitorial N – Special Cleanings TOTAL (M + N) VII. Museum Education Center SCHEDULE TOTAL AMOUNT O – Janitorial P – Special Cleanings TOTAL (O + P) VIII. Police Department SCHEDULE TOTAL AMOUNT Q – Porter R – Special Cleanings TOTAL (Q + R) IX. Park Restrooms SCHEDULE TOTAL AMOUNT S – Bonita Janitorial T – Eisenhower Janitorial TOTAL (S + T) PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A X. Civic Center Athletic Field Utility Building SCHEDULE TOTAL AMOUNT TOTAL U – Janitorial XI. Dana Gym SCHEDULE TOTAL AMOUNT TOTAL V – Janitorial XII. First Avenue Basketball Courts SCHEDULE TOTAL AMOUNT TOTAL W – Janitorial GRAND PROPOSED TOTAL (All Facilities) AMOUNT I. TOTAL (A + B + C) II. TOTAL (D + E) III. TOTAL (F + G + H) IV. TOTAL I V. TOTAL (J + K + L) VI. TOTAL (M + N) VII. TOTAL (O + P) VIII. TOTAL (Q + R) IX. TOTAL (S + T) X. TOTAL U XI. TOTAL V XII. TOTAL W Grand Proposed Pricing Total $ ________________________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A I. COMMUNITY CENTER, RECREATION & SENIOR CENTER COMPLEX A. DAY PORTER SERVICES Basic Service: Monday – Friday / 8 Hours Per Day Hourly Rate Total Daily Rate (Hourly Rate x 8 hours) = TOTAL A: (Total Daily Rate x 260 Working Days) = _________________________ B. JANITORIAL SERVICES DAILY SERVICE UNITS Restroom Cleaning 1,110 SF Dust Mopping 6,900 SF Vacuuming, Carpet 10,600 SF Empty Waste & Recycle Containers 40 EA Damp Mopping 6,900 SF Kitchen, General Clean 2,670 SF WEEKLY SERVICE UNITS Furniture Lump Sum MONTHLY SERVICE UNITS Baseboards, Kick Plates 680 LF High Dusting Lump Sum Dusting Air Diffusers and Returns 6 EA Wash Walls 1,921 SF Scrub Ceramic Tile 1,019 SF Polish Wood Floors 3,030 SF TOTAL B: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A I. COMMUNITY CENTER, RECREATION & SENIOR CENTER COMPLEX (Continued) C. SPECIAL CLEANINGS TOTAL C: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ WEEKLY SERVICE UNITS Steam Clean Heavy Traffic Carpet 5,000 SF MONTHLY SERVICE UNITS Kitchen/Refrigerator Detail Lump Sum QUARTERLY SERVICE UNITS Clean Exterior Glass 4,331 SF Clean Interior Glass 4,331 SF Strip and Wax Linoleum Craft Room 528 SF BIANNUAL SERVICE UNITS Carpet Steam Clean All Including Furniture 10,600 SF Parquet Wood Flooring Refinish 3,030 SF ANNUAL SERVICE UNITS Strip and Re-Wax VCT Storage Floors 2,670 SF SPECIAL EVENT SERVICE UNITS Carpet vacuuming, Restroom Cleaning Services, Kitchen Cleaning, and Mopping of Wood Floors & Lobby 63 Annual Events PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A II. PUBLIC WORKS SERVICE CENTER D. JANITORIAL SERVICES DAILY SERVICE UNITS Restroom Cleaning 5 EA Dust Mopping 4,660 SF Vacuuming, Carpet & Walk-off Mats 2,920 SF Dusting Furniture 18 Offices Spot Clean Glass 2,800 SF Damp Mopping 4,660 SF Lounge, Break Rooms (General Clean) 255 SF WEEKLY SERVICE UNITS High Speed Spray Buff 4,660 SF MONTHLY SERVICE UNITS Baseboards, Kick Plates 1,050 LF Wash Walls 2,848 SF Lounge/Break Rooms: (Detail Clean) 255 SF Scrub VCT Floors 4,000 SF Scrub Ceramic Floors 1,010 SF TOTAL D: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ E. SPECIAL CLEANINGS BIMONTHLY SERVICE UNITS Scrub/Wax VCT Flooring 4,000 SF QUARTERLY SERVICE UNITS Clean Exterior Glass 2,800 SF Dusting Air Diffusers and Returns 40 EA Clean Interior Glass 2,800 SF BIANNUAL SERVICE UNITS High Dusting 80 EA Strip and Re-Wax VCT Floors 4,000 SF ANNUAL SERVICE UNITS Carpet Steam Clean ALL 2,920 SF TOTAL E: ANNUAL (12-MONTH) LUMP SUM COST: = ______________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A III. CITY HALL & COUNCIL CHAMBERS F. DAY PORTER SERVICES Basic Service: Monday – Thursday, Alternate Fridays / 6 Hours Per Day Hourly Rate Total Daily Rate (Hourly Rate x 6 hours) = TOTAL F: (Total Daily Rate x 260 Working Days) = _________________________ G. JANITORIAL SERVICES (G. Janitorial Services continued on next page.) DAILY SERVICE UNITS Restroom Cleaning 5 EA Dust Mopping 16,000 SF Vacuuming, Carpet 4,350 SF Empty Waste & Recycle Containers 60 EA Dusting 180 EA Spot Clean Glass 3,324 SF Damp Mopping 16,000 SF Kitchen/Break Room/Sink Room (General Clean) 329 SF WEEKLY SERVICE UNITS Furniture (67 offices) 67 EA High Speed Spray Buff 329 SF Dusting Lump Sum BIWEEKLY SERVICE UNITS Clean Refrigerator/Microwave Inside & Outside Lump Sum PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A III. CITY HALL & COUNCIL CHAMBERS (Continued) MONTHLY SERVICE UNITS Baseboards, Kick Plates 1,600 LF High Dusting 120 EA Dust Air Diffusers and Returns 90 EA Wash Walls 5,000 SF Scrub: Ceramic Tile in Restrooms & Lobby 2,960 SF TOTAL G: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ H. SPECIAL CLEANINGS QUARTERLY SERVICE UNITS Steam Clean High Traffic Carpet 2,000 SF Clean Exterior Glass 3,324 SF Clean Interior Glass 3,324 SF Scrub/Seal Council Chambers Lobby 450 SF Scrub/Seal City Hall Lobby 2,000 SF BIANNUAL SERVICE UNITS Carpet Steam Clean ALL 4,350 SF Strip and Re-Wax VCT Floors 329 SF TOTAL H: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A IV. FIRE DEPARTMENT – STATION 105 I. DAY PORTER SERVICES Basic Service: Monday – Thursday, Alternate Fridays / 2 Hours Per Day Hourly Rate Total Daily Rate (Hourly Rate x 2 hours) = TOTAL I: (Total Daily Rate x 260 Working Days) = __________________________ * Note: Day Porter shift is split between Fire Station 105 and City Hall/Council Chambers. The hourly rate must be the same as the III. CITY HALL & COUNCIL CHAMBERS Day Porter Rate PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A V. LIBRARY J. DAY PORTER SERVICES Basic Service: Monday – Friday / 8 Hours Per Day Hourly Rate Total Daily Rate (Hourly Rate x 8 hours) = TOTAL J: (Total Daily Rate x 260 Working Days) = _________________________ K. JANITORIAL SERVICES DAILY SERVICE UNITS Restroom Cleaning 1,090 SF Dust Mopping 12,409 SF Vacuuming, Carpet 26,730 SF Empty Waste & Recycle Containers 50 EA Dusting – (No Feather Dusters) Lump Sum Metal Work 6 EA Damp Mopping 12,409 SF Kitchen/Work Room, (General Clean) 3,940 SF WEEKLY SERVICE UNITS Furniture Lump Sum High Speed Spray Buff 8,379 SF MONTHLY SERVICE UNITS Baseboards, Kick Plates 2,000 SF High Dusting Lump Sum Dusting Air Diffusers and Returns 82 EA Scrub Restroom Floors and Wash Walls 1,090 SF TOTAL K: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A V. LIBRARY (Continued) L. SPECIAL CLEANINGS MONTHLY SERVICE UNITS Steam Clean Auditorium 2,300 SF BIMONTHLY SERVICE UNITS Steam Clean Imagination Theater 2,300 SF Steam Clean High Traffic Areas – Entry, Adult & Children’s Corridors 7,500 SF BIANNUAL SERVICE UNITS Clean Exterior Glass 3,104 SF Clean Interior Glass 3,104 SF Carpet Steam Clean All 26,730 SF Strip and Re-Wax Floors 8,379 SF TOTAL L: ANNUAL (12-MONTH) LUMP SUM COST: = ______________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A VI. GILB MUSEUM M. JANITORIAL CLEANINGS TWICE A WEEK SERVICE UNITS Restroom Cleaning 2 EA Dust Mopping: Wood & Concrete 3,235 SF Sweeping, Exterior Entrance 280 SF Empty Waste Containers 4 EA Dusting (Benches, Tables & Windowsills) Lump Sum Spot Clean Glass 74 SF Kitchen, Offices (General Clean) 142 SF WEEKLY SERVICE UNITS Damp Mopping 488 SF MONTHLY SERVICE UNITS Clean Refrigerator (Inside & Out) 1 Baseboards, Kick Plates 400 LF High Dusting Lump Sum Dusting Air Diffusers and Returns 10 EA TOTAL M: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ N. SPECIAL CLEANINGS QUARTERLY SERVICE UNITS Machine Scrub Restroom Floors (wax or seal) & Wash walls 488 SF Clean Exterior Glass 234 SF Clean Interior Glass 234 SF BIANNUAL SERVICE UNITS Strip, Seal and Wax Wood Floors, Entry and Office 525 SF TOTAL N: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A VII. MUSEUM EDUCATION CENTER O. JANITORIAL CLEANINGS DAILY SERVICE UNITS Restroom Cleaning 380 SF Dust Mopping 648 SF Empty Waste & Recycle Containers 7 EA Damp Mopping 2071 SF WEEKLY SERVICE UNITS Furniture Lump Sum MONTHLY SERVICE UNITS Baseboards, Kick Plates 680 LF High Dusting Lump Sum Dusting Air Diffusers and Returns 8 EA TOTAL O: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ P. SPECIAL CLEANINGS QUARTERLY SERVICE UNITS Machine Scrub Multi-Purpose Room and Restroom Floors (wax or seal) & Wash walls 1,369 SF Clean Exterior Glass 226 SF Clean Interior Glass 254 SF BIANNUAL SERVICE UNITS Strip, Seal and Wax Floors in Lobby 648 SF TOTAL P: ANNUAL (12-MONTH) LUMP SUM COST: = ______________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A VIII. POLICE DEPARTMENT Q. DAY PORTER SERVICES Basic Service: Five days per week / 8 Hours Per Day / 2 Porters Hourly Rate = Total Daily Rate (Hourly Rate x 8 hours) = Total Daily Rate for Two Porters (Total Daily Rate x 2 ) = TOTAL Q: (Total Daily Rate for Two Porters x 260 Working Days) = ____________ R. SPECIAL CLEANINGS TOTAL R: ANNUAL (12-MONTH) LUMP SUM COST: = ______________________ BI-ANNUAL SERVICE UNITS Stone Floors Scrub & Seal 3,199 SF Strip & Wax VCT Floors 5,162 SF Carpet Steam Clean All 19,109 SF TRI-ANNUAL SERVICE UNITS Clean Exterior Glass 5,000 SF Carpet Steam Clean Heavy Traffic Areas 2,500 SF Secured Restroom Detail Lump Sum Jail Detail All Flooring & Restrooms Lump Sum PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A IX. PARK RESTROOMS S. BONITA PARK RESTROOMS Janitorial Nightly Service: Sunday – Saturday TOTAL S: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ T. EISENHOWER PARK RESTROOMS Janitorial Nightly Service: Sunday – Saturday TOTAL T: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ DAILY SERVICE UNITS Nightly Janitorial Restroom Service 2 Restrooms DAILY SERVICE UNITS Nightly Janitorial Restroom Service 4 Restrooms PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A X. CIVIC CENTER ATHLETIC FIELD UTILITY BUILDING U. JANITORIAL SERVICES Janitorial Nightly Service: Sunday – Saturday TOTAL U: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ DAILY SERVICE UNITS Nightly Janitorial Restroom Service 2 Restrooms Empty Waste Containers 6 EA Damp Mopping 500 SF PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A XI. DANA GYM V. JANITORIAL SERVICES DAILY SERVICE UNITS Spot Clean Glass 100 SF Restroom Cleaning 480 SF Dust Mopping 985 SF Damp Mopping 985 SF Empty Waste & Recycle Containers 10 EA Vacuuming, Carpet Entry Mats 500 SF Dusting Lump Sum Clean Bleachers 4 EA Clean Behind Bleachers 4 EA ANNUAL SERVICE UNITS High Dusting Lump Sum TOTAL V: ANNUAL (12-MONTH) LUMP SUM COST: = ______________________ PRICING PROPOSAL FORMS ATTACHMENT A RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT A XII. FIRST AVENUE BASKETBALL COURTS W. JANITORIAL SERVICES Janitorial Nightly Service: Monday – Thursday TOTAL W: ANNUAL (12-MONTH) LUMP SUM COST: = _____________________ DAILY NIGHTLY SERVICE UNITS Empty Waste & Recycle Containers 5 EA ATTACHMENT B RFP NO. PWS 07-2021 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 07-2021 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. (1-hour lunch break) 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 – UP TO 10 FEET HIGH– LIGHT BULBS PROVIDED BY CITY 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 07-2021 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 UTENSIL AND PAPER GOOD 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 EXTERIOR 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 07-2021 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 TOILET 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 MONTHLY REPLACE URINAL DEODORIZER IN MEN’S RESTROOMS X ATTACHMENT B RFP NO. PWS 07-2021 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 AIR-FRESHENER BATTERIES IN ALL RESTROOMS X X QUARTERLY POWER WASH ENTRY & PATIO CONCRETE X QUARTERLY SANITIZE ALL TRASH CONTAINERS X X SPECIAL CLEANINGS 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 X 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 07-2021 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 6:00 p.m. to 12:00 a.m. *except for alternating Fridays 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 BREAK ROOM TABLES (SQUAD ROOM, OFFICE BREAK ROOM, FLEET GARAGE BREAK ROOM) 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 UTENSIL AND PAPER GOOD DISPENSERS X ATTACHMENT B RFP NO. PWS 07-2021 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 EXTERIOR 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 FLEET GARAGE RESTROOM 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 07-2021 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 FRAMES 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 MONTHLY REPLACE URINAL DEODORIZERS IN MEN’S RESTROOMS X QUARTERLY REPLACE SANITIZER BATTERIES IN ALL 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 BI-ANNUAL STEAM CLEAN ALL CARPETS AND UPHOLSTERED FURNITURE X ANNUAL SEAL ALL CONCRETE FLOORS IN THE WAREHOUSE X ATTACHMENT B RFP NO. PWS 07-2021 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 9:30 a.m. to 4:30 p.m. (1-hour lunch break) *except for alternating Fridays Janitorial Work Hours: Monday – Friday 4:00 p.m. to 10:00 p.m. *except for alternating Fridays 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 07-2021 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 UTENSIL AND PAPER GOOD DISPENSERS X DAILY REFILL ALL RESTROOM DISPENSERS (SOAP, HAND TOWELS, TOILET TISSUE, SANITIZERS, FEMININE NAPKINS, TAMPONS) X DAILY SECURE EXTERIOR 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 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 DAILY UNLOCK CIVIC CENTER ATHLETIC FIELD WEST GATE AND RESTROOMS AT 7:30AM X ATTACHMENT B RFP NO. PWS 07-2021 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 07-2021 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 MONTHLY REPLACE URINAL DEODORIZERS IN MEN’S RESTROOMS X QUARTERLY SANITIZE ALL TRASH CONTAINERS X QUARTERLY REPLACE SANITIZER BATTERIES IN ALL 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 07-2021 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 7:30 a.m. to 9:30 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS X MONTHLY REPLACE URINAL DEODORIZER IN MEN’S RESTROOMS X ATTACHMENT B RFP NO. PWS 07-2021 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. (1-hour lunch break) 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 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 X AS NEEDED SET UP ROOMS FOR VARIOUS ACTIVITIES HELD DURING THE WEEK X X DAILY EXTERIOR FURNITURE INCLUDING TABLES, CHAIRS, BENCHES SHALL BE DAMP WIPED USING A MILD CLEANSER WHEN NECESSARY TO REMOVE MARKS, SMUDGES, HANDPRINTS, 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 07-2021 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 UTENSIL AND PAPER GOOD 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 EXTERIOR 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 07-2021 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 FRAMES 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 ATTACHMENT B RFP NO. PWS 07-2021 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 REPLACE URINAL DEODORIZERS IN MEN’S & BOY’S RESTROOMS 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 QUARTERLY REPLACE SANITIZER BATTERIES IN ALL RESTROOMS X 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, AND IMAGINATION THEATER 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 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B Gilb 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 07-2021 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 MONTHLY REPLACE URINAL DEODORIZERS IN MEN’S RESTROOM X SPECIAL CLEANINGS QUARTERLY CLEAN WINDOWS INSIDE AND OUTSIDE TO INCLUDE ENTIRE METAL FRAME X QUARTERLY MACHING SCRUB RESTROOM FLOORS (WAX OR SEAL) X QUARTERLY WASH RESTROOM WALLS UP AND PARTITIONS UP TO 72” 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 07-2021 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 EXTERIOR 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 07-2021 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 REPLACE URINAL DEODORIZERS IN MEN’S RESTROOM X ATTACHMENT B RFP NO. PWS 07-2021 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 PRESSURE WASH FRONT CANOPY ENTRY, PATIO AND OUTSIDE TRASH BIN AREA X MONTHLY WET MOP AND SPRAY BUFF ALL VCT FLOORS 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 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B Police Department Porter Work Hours: Two (2) shifts. Each shift is five (5) days per week. Monday – Friday 6:00 a.m. - 2:30 p.m. Tuesday – Saturday 6:00 a.m. – 2:30 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 07-2021 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 07-2021 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 MONTHLY REPLACE URINAL DEODORIZERS IN MEN’S RESTROOMS X QUARTERLY REPLACE SANITIZER BATTERIES IN ALL RESTROOMS X QUARTERLY SANITIZE ALL TRASH CONTAINERS X SPECIAL CLEANINGS BI-ANNUAL STEAM CLEAN ALL CARPET AREAS X BI-ANNUAL STRIP AND WAX VCT FLOORS WITH TWO COATS AND BUFF X ATTACHMENT B RFP NO. PWS 07-2021 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 SPECIAL CLEANINGS BI-ANNUAL SCRUB & SEAL STONE X 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 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B Park Restrooms - 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 AS NEEDED REFILL TOILET SEAT COVER DISPENSERS 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 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 CLEAN AND POLISH ALL STAINLESS-STEEL INCLUDING DRINKING FOUNTAINS X DAILY WASH AND POLISH ALL MIRRORS X WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS X ATTACHMENT B RFP NO. PWS 07-2021 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 AS NEEDED REFILL SOAP & TOILET PAPER DISPENSERS X AS NEEDED WASH DOWN WALLS X AS NEEDED DISPOSE OF TRASH AT TRASH BIN AND CLEAN AREA AROUND OUTSIDE TRASH BIN X AS NEEDED EMPTY AND CLEAN TRASHCANS, REPLACE PLASTIC LINERS WHEN TORN, WET OR FULL X NIGHTLY SANITIZE ALL SINKS, TOILETS, AND DISPENSERS WITH A GERMICIDAL SOLUTION X NIGHTLY SWEEP, WET MOP, AND SANITIZE ALL RESTROOM FLOORS WITH A DISINFECTANT SOLUTION X NIGHTLY CLEAN AND POLISH ALL STAINLESS-STEEL INCLUDING DRINKING FOUNTAINS X WEEKLY SCRUB TOILET BOWLS AND URINALS REMOVING STAIN MARKS AND SCALE X WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS X ATTACHMENT B RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B Dana Gym Janitorial Work Hours: Sunday – Saturday / 7 Nights Per Week (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 EXTERIOR 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 ATTACHMENT B RFP NO. PWS 07-2021 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 WEEKLY REMOVE DUST AND COBWEBS FROM WALLS AND CEILING AREAS 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 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT B First Avenue Middle School – Basketball Courts Janitorial Work Hours: Monday, Tuesday, Wednesday, and Thursday 9:00 p.m. – 10:00 p.m. 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 SWEEP IF NECESSARY X ATTACHMENT C RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT C ATTACHMENT C LIST OF CITY FACILITIES AND MAP ATTACHMENT C RFP NO. PWS 07-2021 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 • Community Center, Recreation, Senior Center 365 Campus Drive • Public Works Service Center 11800 Goldring Drive • City Hall & Council Chambers 240 W. Huntington Drive • Fire Station 105 710 S. Santa Anita Avenue • Library 20 W. Duarte Road • Gilb Museum 380 W. Duarte Road • Museum Education Center 382 W. Huntington Drive • Police Department 250 W. Huntington Drive • Bonita Park Restrooms Bonita & Third Avenue • Eisenhower Park Restrooms 601 N. Second Avenue • Civic Center Athletic Field Utility Building 240 W. Huntington Drive • Dana Gym 1401 S. First Avenue • First Avenue Basketball Courts 301 S. First Avenue ATTACHMENT D RFP NO. PWS 07-2021 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 07-2021 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: ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E ATTACHMENT E SAMPLE PROFESSIONAL SERVICE AGREEMENT ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E JANITORIAL & PORTER SERVICES AT VARIOUS CITY FACILITIES CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT [__INSERT TYPE OF SERVICE/PROJECT__] This Agreement is made and entered into as of ________________, 20____ by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“City”), and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: ______________________________________________________________________ (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $ [Insert amount of compensation]. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term. The term of this Agreement shall be from [Insert start date] to [Insert end date], unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). [If the City has specific milestones or timelines for performance, please input those requirements in the “Activity Schedule” attached as Exhibit C, otherwise delete Exhibit C.] The Notice to Proceed shall set forth the date of commencement of work. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 8. Standard of Care Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 9. Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Agreement (8) Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. d. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/$2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retr oactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. h. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. i. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b. If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 15. City Material Requirements. Consultant is hereby made aware of the City’s requirements regarding materials, as set forth in [Insert the name of the document that contains the City’s standard material requirements], which are deemed to be a part of this Agreement. 16. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 17. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled t o damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 18 Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 19. Organization Consultant shall assign _________________________ as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 20. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 21. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Arcadia 240 West Huntington Drive Arcadia, CA 91066 Attn: [***INSERT NAME & DEPARTMENT***] CONSULTANT: [***INSERT NAME, ADDRESS & CONTACT PERSON***] ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E and shall be effective upon receipt thereof. 22. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 23. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 24. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 25. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 26. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 27. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 28. Time of Essence Time is of the essence for each and every provision of this Agreement. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E 29. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 30. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant 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 Consultant, 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 director, official, 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. 31. Federal Requirements [***INCLUDE THIS SECTION ONLY IF APPLICABLE; DELETE OTHERWISE AND DELETE ASSOCIATED EXHIBIT. YOU MAY ALSO NEED TO INCLUDE SOME INFORMATION IN THE RFP DUE TO FEDERAL FUNDING GUIDELINES. CONSULT LEGAL COUNSEL IF NECESSARY***] When funding for the services is provided, in whole or in part, by an agency of the federal government, Consultant shall also fully and adequately comply with the provisions included in Exhibit “D” (Federal Requirements) attached hereto and incorporated herein by reference (“Federal Requirements”). With respect to any conflict between such Federal Requirements and the terms of this Agreement and/or the provisions of state law, the more stringent requirement shall control. [SIGNATURES ON FOLLOWING PAGE] ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND [***INSERT NAME***] IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA [INSERT NAME OF CONSULTANT] By: By: Dominic Lazzaretto City Manager Its: Printed Name: ATTEST: By: City Clerk APPROVED AS TO FORM: By: City Attorney ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E EXHIBIT A Scope of Services ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E EXHIBIT B Schedule of Charges/Payments Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract. ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E EXHIBIT C Activity Schedule ATTACHMENT E RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT E EXHIBIT D Federal Requirements ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F ATTACHMENT F INVENTORY OF FACILITIES ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Community Center Address: 365 Campus Drive Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Senior Center Windows 4,331 Men's Restroom CT 230 6 Women's Restroom CT 300 7 Men's Restroom CT 230 6 Women's Restroom CT 300 7 Pool Room CA 1,200 0 Meeting Room PA 1,100 2 Corridor CA 840 2 Corridor CA 840 2 Dining/Multi-purpose CA 3,630 4 Dining/Multi-purpose PA 1,930 0 Janitors Room VCT 50 1 Janitors Room VCT 50 1 Storage Area VCT 270 0 Storage Area VCT 150 0 Dry Storage Area VCT 120 0 Kitchen CT 2,240 2 Janitors Office CA 30 0 TV Room CA 180 0 Gift Shop CA 100 0 Lobby CT 500 0 Lobby Seating CA 400 0 Office Areas CA 1,500 0 Gallery CA 700 0 Crafts Room LI 528 1 Entrance CT 380 0 Recreation Department Offices Windows 750 Reception CA 500 0 Offices VCT 430 0 Work Room CA 135 0 Conference CA 325 1 Hallway CA 220 1 Restroom CT 50 2 Misc. Storage VCT 1,600 0 * Flooring Type Codes CA - Carpet (10,600 sq. ft.) CT - Ceramic Tile (4,230 sq. ft.) VCT - Vinyl Composite Tile (2,670 sq. ft.) PA - Parquet (3,030 sq. ft.) LI - linoleum (528 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Service Center Address: 11800 Goldring Road Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Water Pump Office 540 Windows 2,800 Reception CA 440 0 Offices CA 2,240 0 Conference Room CA 240 0 Men's Restroom CT 110 3 Women's Restroom CT 110 3 Copy Room VCT 110 0 Lobby VCT 490 0 Lounge VCT 255 1 Hallway CT 310 0 File room CO 80 0 Warehouse Storage CO 3,000 0 Squad room VCT 880 0 Crew Chiefs Room VCT 640 0 Bathroom CO 330 12 Meter shop CO 500 1 Kitchen CT 480 1 Men's Restroom CO 315 Water storage area CO 370 0 Warehouse receiving dock CO 200 0 Warehouse Office CA/VCT 70/60 0 Garage Office VCT 145 1 Garage Restroom VCT 110 3 Garage Lounge VCT 360 1 Work Bays CO 3,775 0 Work Shop CO 940 0 Women's Restroom VCT 125 0 Men's Locker Room VCT 285 0 * Flooring Type Codes CA - Carpet (2,920 sq. ft.) CT - Ceramic Tile (1,010 sq. ft.) VCT - Vinyl Composite Tile (4,000 sq. ft.) CO - Concrete (9,420 sq. ft) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: City Hall/Council Chambers Address: 240 W. Huntington Drive Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Windows 3,324 Upper Level: Conference Room CT 300 0 Copy Room CT 330 0 Engineering CT 2,400 0 Hallway CT 1,500 1 Cashier CT 440 0 City Clerk CT 660 0 Economic Development CT 1,200 0 City Attorney CT 1,200 0 Development Services Restroom LI 25 2 Men's Restroom CT 345 6 Women's Restroom CT 345 6 Building Services CT 1,140 0 Planning Division CA 1,900 0 Upper Landing CO 2,240 0 Main Walkway CO 1,200 0 Stairs CO 700 0 Lobby STONE 2,000 0 Lower Level: City Manager/City Council CT 2,430 0 Administrative Services CT 1,900 0 Human Resources CT 1,600 0 Restroom LI 40 2 Lounge VCT 329 1 Patio CO 50 0 Council Chambers CA 2,000 0 Conference Room CA 400 1 Men's Rest room CT 100 5 Women's Restroom CT 100 5 Conference Room/Lobby PT 450 1 Computer Room CA 50 0 ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F * Flooring Type Codes CA - Carpet (4,350 sq. ft.) CT - Ceramic Tile (15,300 sq. ft.) LI - Linoleum (65 sq. ft.) CO - Concrete (4,190 sq. ft.) VCT - Vinyl Compost Tile (329 sq. ft) PT - Polished Tile (450 sq. ft) STONE Stone (2,000 sq. ft) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Library Address: 20 W. Duarte Road Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures South Patio CO 364 Windows 3,104 Auditorium CA 1,800 0 Auditorium Stage WD 550 0 Auditorium Kitchen VCT 40 1 Bookstore CA 240 0 Men's Restroom CT 255 7 Women's Restroom CT 255 7 Main Area CA 16,280 0 Computer Room VCT 1,000 0 Copy Room VCT 340 0 Study Rooms VCT 430 0 Librarian Offices CA 450 0 Librarian Restroom CT 200 2 Conference Room CA 320 1 Children's Area CA 6,350 0 Children's Restrooms CT 300 11 Imagination Theatre CA 1,000 0 Craft Rooms VCT 950 1 Work Area VCT 3,900 0 Employee Restrooms CT 80 4 Office CA 140 0 Front Desk VCT 1,000 1 Front office CA 150 0 Basement CO 3,500 0 Entrance/hallway to Auditorium VCT 719 2 * Flooring Type Codes CA - Carpet (26,730 sq. ft.) CT - Ceramic Tile (1,090 sq. ft.) CO - Concrete (3,864 sq. ft.) VCT - Vinyl Composite Tile (8,379 sq. ft.) LI - Linoleum (150 sq. ft.) WD - Wood (550 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Museum Address: 380 W. Huntington Drive Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Windows 234 Front Entrance CO 280 0 Lobby PA 453 0 Office PA 72 0 Display Room CO 1,291 0 Men's Restroom CT 144 5 Women's Restroom CT 144 4 Display Flooring PA 365 0 Kitchen CO 70 1 Work Room CO 240 0 Storage Room CO 506 0 Janitor Supply CO 48 0 * Flooring Type Codes CT - Ceramic Tile (288 sq. ft.) PA - Wood Flooring (890 sq. ft.) CO - Concrete Flooring (2,935 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Museum Education Center Address: 380 W Huntington Drive Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Windows 226 Men's Restroom CT 190 5 Women's Restroom CT 190 4 Multi-purpose Meeting Room CT 989 1 Janitors Room VCT 54 1 Entrance/Lobby PCO 648 2 * Flooring Type Codes CT - Ceramic Tile (1,369 sq. ft.) VCT - Vinyl Composite Tile (54 sq. ft.) PCO - Painted Concrete Floor (648 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Police Department Address: 250 W. Huntington Drive Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Lower Level: 101 Reception CA 480 0 102 Interview CA 312 0 103 Public Counter CA 0 0 104 Live Scan CA 360 0 105 Records Work Area CA 360 1 106 Files/Forms Area CA 368 0 107 Work Areas CA 156 0 108 Manager’s Office CA 182 0 109 Reproduction VCT 481 0 110 Alcove ST 88 0 111 Staff Lounge VCT 780 1 112 Employee Entry CA 231 0 113 Exercise Room RF 714 0 114 Men’s Locker CA 1332 0 115 Men’s Shower/Toilet CT 299 14 116 Cot Room CA 104 0 117 Telephone C 80 0 118 Electical C 242 0 119 Boiler C 209 0 120 Mech Equipment C 570 0 121 SWAT Storage CA 541 0 122 Command Office CA 160 0 123 Property Office C 1573 0 124 Valuables, Drugs Storage VCT 92 0 125 126 Crime Lab VCT 352 0 127 Tech Lab Processing VCT 0 128 Tech Lab Photo ID VCT 121 0 129 Evidence Intake/Property Office VCT 232.5 0 130 Officer Prep VCT 577 0 131 F.S. Riser Room C 0 132 Women’s Locker Room CA 2016 0 133 Women’s Showers/Toilets CT 435.5 11 134 Cot Room CA 91 0 135 Janitor VCT 60 1 ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F Lower Level - Continued: 136 Field Supply VCT 84 0 137 Mail Box Area CA 504 0 138 Report Writing CA 522.5 1 139 Juvenile Waiting VCT 25 0 140 Juvenile Waiting VCT 24 0 141 Juvenile Waiting VCT 24 0 142 Juvenile Toilet CT 54 0 143 Field Sgt. CA 357 0 144 Storage CA 24 0 145 Briefing Room CA 980 0 146 Storage CA 24 0 147 Corridor ST 148 Office CA 126 0 149 Utility Office CA 126 0 150 Women’s Toilet CT 199.5 2 151 Elevator Lobby CA 130 0 152 Men’s Toilet CT 195 3 153 Captains Office CA 192 0 154 Corridor ST 180 0 155 Coffee/Lunch Room VCT 135 2 156 Com/Dispatch CA 459 0 157 Lockers VCT 56 0 158 Toilet CT 49 3 159 A.R.E.S CA 110 0 160 COR ST 98 0 161 Storage VCT 84 0 162 UPS & 911 Equipment VCT 120 0 163 Policy Room CA 204 0 164 E.O.C CA 1080 1 165 E.O.C Stations (6) CA 232 0 166 Coffee Bar VCT 20 1 167 Watch Command CA 270 1 168 Corridor ST 140 0 169 Men’s Toilet CT 96 3 170 Women’s Toilet ST 117 2 171 Atrium CT 2301 10 172 Jail ECC 5000 36 173 Arms Training VCT 750 1 Windows 2500 Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F Upper Level: 201 Elevator Lobby CA 525 0 202 Det. Reception CA 560 0 203 Soft Interview CA 156 0 204 Hard Interview CA 108 0 205 Work Room VCT 184 0 206 Coffee Area VCT 140 1 207 Secured File Stge. VCT 84 0 208 Video Record CA 132 0 209 Conference CA 338 0 210 Office CA 144 0 211 Detectives CA 1386 0 212 Crime Analyst CA 234 0 213 Crime Analysis CA 195 0 214 Building Storage VCT 104 0 215 Storage VCT 128 0 216 Women’s Toilet CT 176 3 217 Men’s Toilet CT 133 4 218 Crime Prevention CA 374 0 219 P.A.C.E Manager CA 350 0 220 Files/Storage VCT 56 0 221 Service Area VCT 56 0 222 Conf/Policy CA 351 0 223 Chief’s Office CA 260 0 224 Admin Office CA 156 0 225 Admin Cpt’s Office CA 221 0 226 Admin Office CA 168 0 227 Admin Office CA 247 0 228 Admin Reception CA 425 0 229 Reserves CA 140 0 230 Computer VCT 126 0 231 Secure File VCT 91 0 232 Store Room VCT 91 0 233 Training Office CA 117 0 234 Library CA 943 0 235 Maintenance Supplies VCT 112 0 236 Roof Access 128 0 Windows 2500 0 * Flooring Type Codes CA - Carpet (19,109 sq. ft.) CT - Ceramic Tile (1,755 sq. ft.) RF - Rubber Flooring (714 sq. ft.) ST - Stone (3,199 sq. ft.) CO - Concrete (3,251 sq. ft.) Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F VCT - Vinyl Compost Tile (5,162 sq. ft.) ECC - Epoxy Coated Concrete (5,000 sq. ft.) Windows (5,000 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Fire Station 105 Address: 710 S. Santa Anita Avenue Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Windows 3,400 Offices CA 2,273 0 Conference Room CA 216 1 Restroom CT 52 2 Copy Room/File Room LI 120 0 Lobby CT 680 0 Lounge CT 72 1 Hallway CA 890 0 Computer Room LI 120 0 Exercise Room RB 450 0 Women's Locker Room CT 180 3 Men's Locker Room CT 192 4 * Flooring Type Codes CA - Carpet (3,379 sq. ft.) CT - Ceramic Tile (1,176 sq. ft.) RB - Rubber (450 sq. ft.) LI - Linoleum (240 sq. ft) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Park Restrooms Address: Bonita Av @ Third Av 601 N. Second Av Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Bonita Park Men’s Restroom PCD 50 2 Women’s Restroom PCD 50 2 Eisenhower Park Four (4) Unisex Restrooms PCD 210 8 * Flooring Type Codes PCO - Painted Concrete Flooring (310 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Dana Gym Address: 1401 S. First Ave Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Windows Bleachers Men’s Restroom TER 220 5 Women’s Restroom TER 260 5 Office LIN 90 Lobby WO 415 * Flooring Type Codes TER - Terrazzo Stone (480 sq. ft.) LI - Linoleum (90 sq. ft.) WO - Wood (415 sq. ft.) ** Plumbing Fixtures are defined to include installed items attached to building plumbing system, including drinking fountains. ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: First Avenue Middle School Basketball Courts Address: 301 S. First Ave Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Basketball Court Area Asphalt/Concrete 26,000 Empty 5 Trash Bins ATTACHMENT F RFP NO. PWS 07-2021 City of Arcadia Public Works Services Request for Proposals – Janitorial & Porter Services for Various City Facilities ATTACHMENT F INVENTORY OF FACILITIES Facility: Civic Center Athletic Field Utility Building Address: 240 W. Huntington Dr. Type of Space Floor Surface* Sq. Ft. No. of Plumbing Fixtures Men’s Restroom PCD 160 5 Women’s Restroom PCD 160 5 Supply room PCD 50 1 Empty 6 Trash cans outside * Flooring Type Codes PCO - Painted Concrete Flooring (370 sq. ft.) JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 16 24347.00006\30493020.2 PERFORMANCE BOND KNOW ALL PERSONS BY THESE PRESENTS: THAT WHEREAS, the City of Arcadia, (hereinafter referred to as “City”) has awarded to ABM Industry Groups, LLC, (hereinafter referred to as the “Contractor”) an agreement for Contract No._________, (hereinafter referred to as the “Project”). WHEREAS, the work to be performed by the Contractor is more particularly set forth in the Contract Documents for the Project dated ________________, (hereinafter referred to as “Contract Documents”), the terms and conditions of which are expressly incorporated herein by reference; and WHEREAS, the Contractor is required by said Contract Documents to perform the terms thereof and to furnish a bond for the faithful performance of said Contract Documents. NOW, THEREFORE, we, ______________________, the undersigned Contractor and ________________________________________________ as Surety, a corporation organized and duly authorized to transact business under the laws of the State of California, are held and firmly bound unto the City in the sum of THREE HUNDRED SEVENTY-FIVE THOUSAND, EIGHT HUNDRED ELEVEN DOLLARS AND SEVENTY-EIGHT CENTS ($375,811.78), said sum being not less than one hundred percent (100%) of the total amount of the Contract, for which amount well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Contractor, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the Contract Documents and any alteration thereof made as therein provided, on its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their intent and meaning; and shall faithfully fulfill all obligations including the one (1) year guarantee of all materials and workmanship; and shall indemnify and save harmless the City, its officials, officers, employees, and authorized volunteers, as stipulated in said Contract Documents, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect. As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees including reasonable attorney’s fees, incurred by City in enforcing such obligation. As a condition precedent to the satisfactory completion of the Contract Documents, unless otherwise provided for in the Contract Documents, the above obligation shall hold good for a period of one (1) year after the acceptance of the work by City, during which time if Contractor shall fail to make full, complete, and satisfactory repair and replacements and totally protect the City from loss or damage resulting from or caused by defective materials or faulty workmanship. The obligations of Surety hereunder shall continue so long as any obligation of Contractor remains. Nothing herein shall limit the City’s rights or the Contractor or Surety’s obligations under the Contract, law or equity, including, but not limited to, California Code of Civil Procedure Section 337.15. Whenever Contractor shall be, and is declared by the City to be, in default under the Contract Documents, the Surety shall remedy the default pursuant to the Contract Documents, or shall promptly, at the City’s option: JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 17 24347.00006\30493020.2 i. Take over and complete the Project in accordance with all terms and conditions in the Contract Documents; or ii. Obtain a bid or bids for completing the Project in accordance with all terms and conditions in the Contract Documents and upon determination by Surety of the lowest responsive and responsible bidder, arrange for a Contract between such bidder, the Surety and the City, and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. iii. Permit the City to complete the Project in any manner consistent with California law and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. Surety expressly agrees that the City may reject any contractor or subcontractor which may be proposed by Surety in fulfillment of its obligations in the event of default by the Contractor. Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid from Contractor for completion of the Project if the City, when declaring the Contractor in default, notifies Surety of the City’s objection to Contractor’s further participation in the completion of the Project. The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project to be performed thereunder shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project. By their signatures hereunder, Surety and Contractor hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 18 24347.00006\30493020.2 IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20___. (Corporate Seal) Contractor/ Principal By Title (Corporate Seal) Surety By Attorney-in-Fact (Attach Attorney-in-Fact Certificate) Title The rate of premium on this bond is ____________ per thousand. The total amount of premium charges is $_______________________________. (The above must be filled in by corporate attorney.) THIS IS A REQUIRED FORM Any claims under this bond may be addressed to: (Name and Address of Surety) ___________________________________________ ___________________________________________ ___________________________________________ (Name and Address of Agent or ___________________________________________ Representative for service of ___________________________________________ process in California, if different ___________________________________________ from above) (Telephone number of Surety ___________________________________________ and Agent or Representative for service of process in California) NOTE: A copy of the Power-of-Attorney to local representatives of the bonding company must be attached hereto in addition to appropriate Notarial Acknowledgments of Execution by both Contractor and Surety. JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 19 24347.00006\30493020.2 PAYMENT BOND (LABOR AND MATERIALS) KNOW ALL MEN BY THESE PRESENTS That WHEREAS, the City of Arcadia (hereinafter designated as the “City”), by action taken or a resolution passed ___________________ , 20_____, has awarded to ABM Industry Groups, LLC, hereinafter designated as the “Principal,” a contract for the work described as follows: Contract No.____________ (the “Project”); and WHEREAS, said Principal is required to furnish a bond in connection with said contract; providing that if said Principal or any of its Subcontractors shall fail to pay for any materials, provisions, provender, equipment, or other supplies used in, upon, for or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, or for amounts due under the Unemployment Insurance Code or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of said Principal and its Subcontractors with respect to such work or labor the Surety on this bond will pay for the same to the extent hereinafter set forth. NOW THEREFORE, we, the Principal and __________________________ as Surety, are held and firmly bound unto the City in the penal sum of THREE HUNDRED SEVENTY-FIVE THOUSAND, EIGHT HUNDRED ELEVEN DOLLARS AND SEVENTY-EIGHT CENTS ($375,811.78) lawful money of the United States of America, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his or its subcontractors, heirs, executors, administrators, successors or assigns, shall fail to pay any of the persons named in Civil Code Section 9100, fail to pay for any materials, provisions or other supplies, used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind, or amounts due under the Unemployment Insurance Code with respect to work or labor performed under the contract, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department or Franchise Tax Board from the wages of employees of the contractor and his subcontractors pursuant to Revenue and Taxation Code Section 18663, with respect to such work and labor the Surety or Sureties will pay for the same, in an amount not exceeding the sum herein above specified, and also, in case suit is brought upon this bond, all litigation expenses incurred by the City in such suit, including reasonable attorneys’ fees, court costs, expert witness fees and investigation expenses. This bond shall inure to the benefit of any of the persons named in Civil Code Section 9100 so as to give a right of action to such persons or their assigns in any suit brought upon this bond. It is further stipulated and agreed that the Surety on this bond shall not be exonerated or released from the obligation of this bond by any change, extension of time for performance, addition, alteration or modification in, to, or of any contract, plans, specifications, or agreement pertaining or relating to any scheme or work of improvement herein above described, or pertaining or relating to the furnishing of labor, materials, or equipment therefore, nor by any change or modification of any terms of payment or extension of the time for any payment pertaining or relating to any scheme or work of improvement herein above described, nor by any rescission or attempted rescission or attempted rescission of the contract, agreement or bond, nor by any conditions precedent or subsequent in the bond attempting to limit the right of recovery of claimants otherwise entitled to recover under any such contract or agreement or under the bond, nor by any fraud practiced by any person other than the claimant seeking to recover on the bond and that JANITORIAL & PORTER SERVICES RFP NO. PWS 07-2021 20 24347.00006\30493020.2 this bond be construed most strongly against the Surety and in favor of all persons for whose benefit such bond is given, and under no circumstances shall Surety be released from liability to those for whose benefit such bond has been given, by reason of any breach of contract between the owner or City and original contractor or on the part of any obligee named in such bond, but the sole conditions of recovery shall be that claimant is a person described in Civil Code Section 9100, and has not been paid the full amount of his claim and that Surety does hereby waive notice of any such change, extension of time, addition, alteration or modification herein mentioned, including but not limited to the provisions of sections 2819 and 2845 of the California Civil Code. By their signatures hereunder, Surety and Principal hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20__. (Corporate Seal) Contractor/ Principal By Title (Corporate Seal) Surety By Attorney-in-Fact (Attach Attorney-in-Fact Certificate) Title NOTE: A copy of the Power-of-Attorney to local representatives of the bonding company must be attached hereto in addition to appropriate Notarial Acknowledgments of Execution by both Contractor and Surety.