HomeMy WebLinkAboutItem 4.04 Janitorial Services City Facilities of
�9 - �2 STAFF REPORT CITY CLERK
CITY COUNCIL File #600-30
DATE: May 19, 2015
TO: Honorable Mayor and City Councilmembers
FROM: Christopher L. Foss, City Manager "
SUBJECT: Agreement with Tri-Valley Janitorial Service and Supply for Janitorial Services at
City Facilities
Prepared by Nicole Gonzales, Senior Administrative Analyst
EXECUTIVE SUMMARY:
The City Council will consider an agreement to provide for janitorial service at all City facilities.
The term of this agreement shall begin on July 1, 2015 and shall end on June 30, 2018.
FINANCIAL IMPACT:
The cost of janitorial services is budgeted in Department operating budgets for the various
facilities. On an annualized basis the total estimated base cost of these services for all City
facilities is $183,213, based on the submitted bid price from Tri-Valley Janitorial Service and
Supply. The agreement also establishes an hourly rate for additional services associated with
rental facilities and for cleaning on non-business days. Additionally, Tri-Valley Janitorial Service
and Supply with provide janitorial supply products as part of the overall contract.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Approving an Agreement with Tri-
Valley Janitorial Service and Supply for Janitorial Services of City Facilities.
u'bmitted By Reviewed By
Public Works Director Assistant City Manager
DESCRIPTION:
In March, staff prepared and solicited a Request for Proposals (RFP) for janitorial services and
supplies for City building facilities. The RFP specified that the selection process would be made
based on all of the following criteria: experience performing similar work in similar buildings,
ability of the firm to perform all of the work as described in the scope of services, responses to
Page 1 of 3 ITEM NO. 4.4
interview questions, and relationship of price quoted to work required. While price would be
considered, selection would not be made solely on prices quote for the work.
A total of 25 janitorial companies were provided with a RFP packet. Staff received five proposals
by the April 2, 2015 deadline. Staff reviewed the proposals and then selected three companies
to interview. On the basis of the completeness and quality of the proposals, costs, reference
checks and interviews, staff recommends Tri-Valley Janitorial Service and Supply as the most
qualified to provide janitorial services and supplies for City facilities.
The City's Purchasing Ordinance allows the selection of maintenance contractors based on
considerations other than price. Municipal Code Section 2.36.100135 specifically exempts
janitorial services from competitive bidding requirements. One of the major reasons for this
exemption is due to prior experience in which contractors bid very low prices to secure the
contract and then could not afford to perform the work at the quoted price, resulting in
complaints and low levels of janitorial service. The aggregate price quoted by Tri-Valley
Janitorial Service and Supply is the third lowest among the proposals submitted. Staff spoke
with references, including National Food Laboratories and Delta Diablo Sanitation, and is
satisfied with the comments received from the references.
The agreement further requires the use of "green" cleaning materials wherever possible to
follow the City's goal of having a "greener" City. Tri-Valley Janitorial Service and Supply utilizes
"green" cleaning materials that meet Green Seal environmental standards. Additionally, Tri-
Valley Janitorial Service and Supply will be providing janitorial supply products, such as toilet
paper, paper towels, soap, and trash liners.
An itemization of the costs for each facility on a monthly and annual cost basis is shown below.
In addition, "Extra Work" will be incurred for services related to special events and for weekend
rentals in buildings which do not normally have weekend service at a set hourly rate of
$17.75/hour. "Extra Work" costs incurred are off-set with the revenue received through annual
rental fees. The actual amount for "Extra Work" fluctuates each fiscal year depending on the
total number of anticipated rentals.
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ITEMIZATION OF TRI-VALLEY JANITORIAL COSTS BY FACILITY
City Facilities Monthly Rate Annual Cost
City Hall Wing, Civic Center, 100 Civic Plaza, 5-day per week $ 2,903.00 $ 34,836.00
service, Monday— Friday
Police Wing, Civic Center, 100 Civic Plaza, including portable $ 1,950.00 $ 23,400.00
building located in police parking lot, 6-day per week service,
Monday-Saturday
Library, 200 Civic Plaza, 6 day / week service, Monday-Sunday, $ 3,821.00 $ 45,852.00
except Friday
Shannon Community Center, 11600 Shannon Avenue, 5-days $ 2,650.00 $ 31,800.00
per week service, Monday-Friday
Senior Center, 7600 Amador Valley Blvd., 5-day per week $ 1,750.00 $ 21,000.00
service, Monday-Friday
Heritage Center, 6600 Donlon Way, including Murray
Schoolhouse and St. Raymond's Church.
3-day per week service (Murray Schoolhouse); $ 395.00 $ 4,740.00
1-day per week service (St. Raymond's Church) $ 205.00 $ 2,460.00
Dublin Heritage Park and Museum, 11285 Dublin Blvd., 5-days $ 500.00 $ 6,000.00
per week service, Monday-Friday
Swim Center, 8157 Village Parkway
2-days per week service, Feb-Mar (2 months) $ 600.00 $ 1,200.00
4-days per week service, Apr, May, Sept (3 months) $ 875.00 $ 2,625.00
7-days per week service, Jun-Aug (3 months) $ 1,400.00 $ 4,200.00
No service Oct-Jan (4 months)
Corporation Yard 5709 Scarlett Court„ 2-day per week service $ 425.00 $ 5,100.00
TOTAL ANNUAL COST: $183,213.00
Extra Work:
Rate for scheduled extra work at $17.75 per hour for a minimum of 2 hours for special
events
The agreement will include providing janitorial services for the entire library, as well as for the
City's new Corporation Yard. Prior to this agreement, janitorial services at the library were
provided by two separate janitorial companies. One serviced the main library area, while the
second company provided janitorial services to the lobby, and two meeting rooms. The City's
Corporation Yard is a new facility that was not previously included in the janitorial services
agreement.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Resolution approving an Agreement with Tri-Valley Janitorial Service
and Supply for Janitorial Services of City Facilities
2. Exhibit A to the Resolution
Page 3 of 3
RESOLUTION NO. — 15
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
AGREEMENT WITH TRI-VALLEY JANITORIAL SERVICE AND SUPPLY FOR JANITORIAL
SERVICES OF CITY FACILITIES
WHEREAS, Staff prepared and initiated a Request for Proposal for janitorial services for
all City facilities; and
WHEREAS, Staff reviewed and evaluated the submitted proposals based on
completeness and quality of the proposal, interviews, references and proposed costs; and
WHEREAS, Tri-Valley Janitorial Service and Supply was selected as the most qualified
to provide janitorial services and supplies to the City of Dublin; and
NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Dublin
approves a three-year agreement beginning July 1, 2015, with Tri-Valley Janitorial Service and
Supply to provide janitorial services at all City facilities.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
agreement, attached hereto as Exhibit "A.", including any non-substantive changes to same.
PASSED, APPROVED AND ADOPTED this 19th day of May, 2015, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
TRI-VALLEY JANITORIAL SERVICE &SUPPLY
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
Tri-Valley Janitorial Service &Supply, Inc. ("Contractorn) as of July 1, 2015.
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the date first noted above
and shall end on June 30, 2018, the date of completion specified in Exhibit A, and
Contractor shall complete the work described in Exhibit A prior to that date, unless the
term of the Agreement is otherwise terminated or extended, as provided for in Section 8.
The time provided to Contractor to complete the services required by this Agreement shall
not affect the City's right to terminate the Agreement, as provided for in Section 8.
Notwithstanding the foregoing this Agreement may be extended on a month-to-month
basis for up to 6 months upon the written consent of the Contractor and the City Manager,
provided that; a) sufficient funds have been appropriated for such purpose, and b) the
price charged by the Contractor for the provision of the services described in Exhibit A
does not increase, bone of the foregoing shall affect the City's right to terminate the
Agreement, as provided for in Section 8.
1.2 Standard of Performance. Contractor shall perform all services required pursuant to
this Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Contractor is engaged in the geographical area in
which Contractor practices its profession. Contractor shall prepare all work products
required by this Agreement in a substantial, first-class manner and shall conform to the
standards of quality normally observed by a person practicing in Contractor's profession.
13 Assignment of Personnel. Contractor shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Contractor shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Section 1.1 above and to satisfy Contractor's obligations hereunder,
Section 2. COMPENSATION. City hereby agrees to pay Contractor for services outlined in Exhibit A
in accordance with the hourly rate schedule attached hereto as Exhibit B. In the event of a conflict between
this Agreement and Contractor's proposal, regarding the amount of compensation, the Agreement shall
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prevail. City shall pay Contractor for services rendered pursuant to this Agreement at the time and in the
manner set forth herein. The payments specified below shall be the only payments from City to Contractor
for services rendered pursuant to this Agreement. Contractor shall submit all invoices to City in the manner
specified herein. Except as specifically authorized by City, Contractor shall not bill City for duplicate
services performed by more than one person.
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Contractor and City acknowledge and agree that compensation paid by City to Contractor under this
Agreement is based upon Contractor's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Contractor. Consequently, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Contractor and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. invoices shall contain the following information:
• The dates of service provided at each facility;
• The total number of hours of work performed under the Agreement by Contractor and
each employee, agent, and subcontractor of Contractor performing services
hereunder, as well as a separate notice when the total number of hours of work by the
Contractor and any individual employee, agent, or subcontractor of Contractor reaches
or exceeds 800 hours, which shall include an estimate of the time necessary to
complete the work described in Exhibit A,
= Location of each service;
= The Contractor's signature.
2.2 Monthly_ Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Contractor.
2.3 Total Payment. City shall pay for the services to be rendered by Contractor pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Contractor in rendering services pursuant to this Agreement. City shall make
no payment for any extra,further, or additional service pursuant to this Agreement.
In no event shall Contractor submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.4 Hourly Fees. Fees for work performed by Contractor on an hourly basis shall not exceed
the amounts shown on the following fee schedule: Exhibit B
2.5 Reimbursable Expenses. Contractor shall not be eligible for reimbursement expenses.
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2.6 Payment of Taxes. Contractor is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.7 Payment upon Termination. In the event that the City or Contractor terminates this
Agreement pursuant to Section 8, the City shall compensate the Contractor for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed
as of the date of written notice of termination. Contractor shall maintain adequate logs
and timesheets in order to verify costs incurred to that date.
2.8 Authorization to Perform Services. The Contractor is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Contractor only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein.
In no event shall City be obligated to furnish any facility that may involve incurring any direct expense,
including but not limited to computer, long-distance telephone or other communication charges, vehicles,
and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS, Before beginning any work under this Agreement,
Contractor, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for
injuries to persons or damages to property that may arise from or in connection with the performance of
the work hereunder by the Contractor and its agents, representatives, employees, and subcontractors.
Contractor shall provide proof satisfactory to City of such insurance that meets the requirements of this
section and under forms of insurance satisfactory in all respects to the City. Contractor shall maintain the
insurance policies required by this section throughout the term of this Agreement. The cost of such
insurance shall be included in the Contractor's bid. Contractor shall not allow any subcontractor to
commence work on any subcontract until Contractor has obtained all insurance required herein for the
subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be
submitted and made part of this Agreement prior to execution.
4.1 Workers' Compensation. Contractor shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any
and all persons employed directly or indirectly by Contractor. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits
of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative,
Contractor may rely on a self-insurance program to meet those requirements, but only if
the program of self-insurance complies fully with the provisions of the California Labor
Code. Determination of whether a self-insurance program meets the standards of the
Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if
insurance is provided, or the Contractor, if a program of self-insurance is provided, shall
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waive all rights of subrogation against the City and its officers, officials, employees, and
volunteers for loss arising from work performed under this Agreement.
An endorsement shall state that coverage shall not be canceled except after thirty (30)
days` prior written notice by certified mail, return receipt requested, has been given to the
City. Contractor shall notify City within 14 days of notification from Contractor's insurer if
such coverage is suspended,voided or reduced in coverage or in limits.
4.2 Commercial General and Automobile Liability Insurance,
4.2.1 General requirements, Contractor, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00)
per occurrence, combined single limit coverage for risks associated with the work
contemplated by this Agreement. If a Commercial General Liability Insurance or
an Automobile Liability form or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at least
twice the required occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and personal injury,
including death resulting therefrom, and damage to properly resulting from
activities contemplated under this Agreement, including the use of owned and
non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (ed. 11188)or Insurance Services Office form number GL 0002(ed. 1173)
covering comprehensive General Liability and Insurance Services Office form
number GL 0404 covering Broad Form Comprehensive General Liability.
Automobile coverage shall be at least as broad as Insurance Services Office
Automobile Liability form CA 0001 (ed. 12190) Code 8 and 9 ("any auto"). No
endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be covered
as additional insureds with respect to each of the following; liability arising
out of activities performed by or on behalf of Contractor, including the
insured's general supervision of Contractor; products and completed
operations of Contractor; premises owned, occupied, or used by
Contractor; and automobiles owned, leased, or used by the Contractor.
The coverage shall contain no special limitations on the scope of
protection afforded to City or its officers, employees, agents, or
volunteers.
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b. The insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis,
G. An endorsement must state that coverage is primary insurance with
respect to the City and its officers, officials, employees and volunteers,
and that no insurance or self-insurance maintained by the City shall be
called upon to contribute to a loss under the coverage.
d. Any failure of CONTRACTOR to comply with reporting provisions of the
policy shall not affect coverage provided to CITY and 'its officers,
employees, agents, and volunteers. j
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e, An endorsement shall state that coverage shall not be canceled except
after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City. Contractor shall notify City within
14 days of notification from Contractor's insurer if such coverage is
suspended,voided or reduced in coverage or in limits.
f. The commercial general liability and automobile liability policies must
contain a cross liability or severability of interest clause.
4.3 [RESEVED].
4.4 All Policies Requirements,
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coverage. Prior to beginning any work under this Agreement,
Contractor shall furnish City with certificates of insurance and with original
endorsements effecting coverage required herein. The certificates and
endorsements for each insurance policy are to be signed by a person authorized
by that insurer to bind coverage on its behalf. The City reserves the right to
require complete,certified copies of all required insurance policies, at any time.
4.4.3 Subcontractors.- Contractor shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4.4 Variation, The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverages, scope, limits, and forms
of such insurance are either not commercially available, or that the City's interests
are otherwise fully protected.
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4.4.5 Deductibles and Self-Insured Retentions. Contractor shall disclose to and
obtain the approval of City for the self-insured retentions and deductibles before
beginning any of the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express written
authorization of Contract Administrator, Contractor may increase such deductibles
or self-insured retentions with respect to City, its officers, employees, agents, and
volunteers. The Contract Administrator may condition approval of an increase in
deductible or self-insured retention levels with a requirement that Contractor
procure a bond, guaranteeing payment of losses and related investigations, claim
administration, and defense expenses that is satisfactory in all respects to each of
them.
4.4.6 Notice of Reduction in Coverage_. In the event that any coverage required
by this section is reduced, limited, or materially affected in any other manner,
Contractor shall provide written notice to City at Contractor's earliest possible
opportunity and in no case later than five days after Contractor is notified of the
change in coverage.
4.5 Remedies. In addition to any other remedies City may have if Contractor fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Contractor's breach:
= Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement,
■ Order Contractor to stop work under this Agreement or withhold any payment that
becomes due to Contractor hereunder, or both stop work and withhold any payment,
until Contractor demonstrates compliance with the requirements hereof, and/or
■ Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONTRACTOR'S RESPONSIBILITIES. Contractor shall
indemnify, defend with counsel reasonably acceptable to the City, and hold harmless the City and its
officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims,
suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or
damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent
caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Contractor or its
employees, subcontractors, or agents. The foregoing obligation of Contractor shall not apply when (1) the
injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful
misconduct of the City or its officers, employees, agents, or volunteers and (2)the actions of Contractor
or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to
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property, or violation of law, It is understood that the duty of Contractor to indemnify and hold harmless
includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of
insurance certificates and endorsements required under this Agreement does not relieve Contractor from
liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause
shall apply to any damages or claims for damages whether or not such insurance policies shall have been
determined to apply. By execution of this Agreement, Contractor acknowledges and agrees to the
provisions of this Section and that it is a material element of consideration.
In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services
under this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Contractor shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions
for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the
payment of any penalties and interest on such contributions, which would otherwise be the responsibility of
City.
Section 6. STATUS OF CONTRACTOR.
6.'I Independent Contractor. At all times during the term of this Agreement, Contractor shall
be an independent contractor and shall not be an employee of City. City.shall have the
right to control Contractor only insofar as the results of Contractors services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise City shall not have the right to control the means by which Contractor
accomplishes services rendered pursuant to this Agreement. Notwithstanding any other
City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Contractor
and any of its employees, agents, and subcontractors providing services under this -
Agreement shall not qualify for or become entitled to, and hereby agree to waive any and
all claims to, any compensation, benefit, or any incident of employment by City, including
but not limited to eligibility to enroll in the California Public Employees Retirement System
(PERS) as an employee of City and entitlement to any contribution to be paid by City for
employer contributions and/or employee contributions for PERS benefits.
6.2 Contractor No Agent. Except as City may specify in writing, Contractor shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Contractor shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS,
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
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7,2 Compliance with Applicable Laws. Contractor and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
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7.3 Other Governmental Regulations, To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Contractor and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms
of such fiscal assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to City that Contractor and its
employees, agents, and any subcontractors have all licenses, permits, qualifications, and
approvals of whatsoever nature that are legally required to practice their respective
professions. Contractor represents and warrants to City that Contractor and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and approvals
that are legally required to practice their respective professions. In addition to the
foregoing, Contractor and any subcontractors shall obtain and maintain during the term
of this Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity Contractor shall not discriminate, on the
basis of a person's race, religion, color, national origin, age, physical or mental handicap
or disability, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidder for a subcontract,or participant
in, recipient of, or applicant for any services or programs provided by Contractor under this
Agreement. Contractor shall comply with all applicable federal, state, and local laws,
policies, rules, and requirements related to equal opportunity and nondiscrimination in
employment, contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations required
of Contractor thereby.
Contractor shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Contractor.
Contractor may cancel this Agreement upon thirty(30)days'written notice to City and shall
include in such notice the reasons for cancellation.
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In the event of termination, Contractor shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of
such compensation upon Contractor delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Contractor or
prepared by or for Contractor or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require
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a written amendment to this Agreement, as provided for herein. Contractor understands
and agrees that, if City grants such an extension, City shall have no obligation to provide
Contractor with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator, City shall have
no obligation to reimburse Contractor for any otherwise reimbursable expenses incurred
during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assignment and Subcontracting. City and Contractor recognize and agree that this
Agreement contemplates personal performance by Contractor and is based upon a
determination of Contractor's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Contractor.
Contractor may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Contractor shall not subcontract any portion of
the performance contemplated and provided for herein, other than to the subcontractors
noted in the proposal, without prior written approval of the Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Contractor shall survive
the termination of this Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches any of the terms j
of this Agreement, City's remedies shall included, but not be limited to, the following:
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8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Contractor pursuant to this Agreement;
8.6.3 Retain a different Contractor to complete the work described in Exhibit A not
finished by Contractor; or
8.6.4 Charge Contractor the difference between the cost to complete the work described
in Exhibit A that is unfinished at the time of breach and the amount that City
would have paid Contractor pursuant to Section 2 if Contractor had completed the
work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Contractor's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
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Contractor prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the City. Contractor hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City and are
not necessarily suitable for any future or other use. City and Contractor agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
parties.
9.2 Contractor's Books and Records. Contractor shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of three (3) years, or for any longer period
required by law, from the date of final payment to the Contractor to this Agreement'.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this
Agreement requires Contractor to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8548.7, if the amount of public funds
expended under this Agreement exceeds TI=N THOUSAND DOLLARS ($10,000.00),
the Agreement shall be subject to the examination and audit of the State Auditor, at the
request of City or as part of any audit of the City, for a period of three (3) years after final
payment under the Agreement.
Section 10 MISCELLANEOUS PROVISIONS,
10.1 Attorneys'Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys` fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Alameda or in the United States District Court
for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of
this Agreement.
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10.4_ No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Contractor shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal
or less cost than virgin paper.
10.7 Conflict of Interest. Contractor may serve other clients, but none whose activities
within the corporate limits of City or whose business, regardless of location, would place
Contractor in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Contractor shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090 of seq.
Contractor hereby warrants that it is not now, nor has it been in the previous twelve (12)
months, an employee, agent, appointee, or official of the City. If Contractor was an
employee, agent, appointee, or official of the City in the previous twelve months,
Contractor warrants that it did not participate in any manner in the forming of this
Agreement. Contractor understands that, if this Agreement is made in violation of
Government Code §1090 et.seq., the entire Agreement is void and Contractor will not be
entitled to any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Contractor will be required to reimburse the City for any
sums paid to the Contractor. Contractor understands that, in addition to the foregoing, it
may be subject to criminal prosecution for a violation of Government Code § 1090 and, if
applicable, will be disqualified from holding public office in the State of California.
10.8 Solicitation. Contractor agrees not to solicit business at any meeting, focus group,
or interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration, This Agreement shall be administered by Gary Huisingh,
Public Works Director ("Contract Administrator"). All correspondence shall be directed to
or through the Contract Administrator or his designee.
10.10 Notices. Any written notice to Contractor shall be sent to:
Amy Giamona
President
313 Earhart Way
Livermore, CA 94551
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Any written notice to City shall be sent to: Gary Huisingh
Public Works Director
City of Dublin Public Works
100 Civic Plaza
Dublin CA 94568
10.11 Professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibit A, and including the compensation schedule attached
hereto and incorporated herein as Exhibit B, represents the entire and integrated
agreement between City and Contractor and supersedes all prior negotiations,
representations,or agreements,either written or oral.
CITY OF DUBLIN CONTRACTOR k,
Christopher L. Foss, City Manager Amy Glarpr o a, President
Attest: Approved as to Form:
Caroline Soto, City Clerk John Bakker, City Attorney
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EXHIBIT A
SCOPE OF SERVICES
SCOPE OF SERVICES
SECTION 1 —GENERAL SERVICE PROVISIONS
A. Work Schedule - Janitorial services shall be provided up to seven (7) days per week at the time
specified for each location. General cleaning shall be performed between the hours of 5:00 PM and
5:00 AM. The available time schedules for individual facilities are set forth in Attachments 1
through 9 of this Exhibit A. The City reserves the right, with one (1) week's advance notice, to
change schedules. Contractor shall provide twenty-four (24) hour emergency response, if
requested, and shall respond to City within four (4) hours of request for emergency services.
Contractor shall provide a specific monthly schedule of all monthly, quarterly and semiannual
services by building, giving specific dates. The schedule for the first two (2) months shall be
provided at least five (5) days prior to the first day of the Agreement term as set forth in Section
11. The schedule for the third month, and all subsequent months, shall be provided with each
monthly invoice, and the invoices will not be paid if not accompanied by a cleaning schedule.
Such monthly, quarterly and annual cleaning services shall be provided on the day stated on the
monthly cleaning schedule; and if such work requires more than one (1) day to conclude, Contractor
must complete the work on successive days. Contractor may request a change to this cleaning
schedule with seven (7)days' advance notice.
B. Holidays - The following twelve (12) days are City holidays on which Contractor may need to
provide service. All City facilities are dynamic due to their programmed use; and some locations
will require service on holidays, as provided below.
Independence Day New Year's Eve
Labor Day New Year's Day
Veterans Day Martin Luther King, Jr.'s Birthday
Thanksgiving Presidents Day
Day after Thanksgiving Memorial Day
Christmas Eve
Christmas Day
Buildings that may require service during holidays are listed below. The Contract Administrator or
Facility Manager will provide a schedule of which buildings will require holiday service thirty (30)
days' prior to each holiday.
• Police Wing/Civic Center(Operates 24 hours17 days per week
• Public Library (Possible holiday services)
• Senior Center(Possible holiday services)
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• Shannon Community Center(Possible holiday services)
• Dublin Heritage Center
• Dublin Swim Center
• Dublin Heritage Park and Museum
• Corporation Yard
C. Supplies and Equipment
1. Contractor shall furnish and keep in good working order all necessary tools, equipment
and supplies, including, but not limited to, waxes, soaps, cleaners, mops, brooms, buffers,
ladders, hoses, vacuum cleaners, etc. The Contract Administrator, Facility Manager, or
his/her designee, must approve all supplies and/or equipment prior to their use under this
Agreement. Any non-complying equipment or supplies shall be changed out immediately
at the request of the Contract Administrator, Facility Manager or his/her designee.
Janitorial closets located in City facilities may be used by Contractor and shall be kept
clean and free of debris and odor at all times. All supplies and equipment stored in any
City janitorial closet shall be stored in a neat and orderly manner and in such a way as to
prevent injury to City staff, the public, or Contractor's employees. Contractor's on-site
supervisor shall maintain an equipment inventory, and a copy shall be given to the Facility
Manager's designee, upon request. Unless otherwise agreed by the City in writing,
cleaning products shall meet the appropriate Green Seal Standard for that type of
product; e.g., GS-37, GS•40, etc. Further information regarding environmental or Green
Seal products can be found at http://wwvv.ci reenseal.org ffc�indaproduct/index.cfm.
2. Contractor shall provide the following products for use at City locations: toilet paper; paper
towels; toilet seat covers; trash can liners; liquid hand soap; and feminine sanitary
supplies. City shall also provide at its expense all utilities, including lights, power and
water. Contractor shall stock and refill all restroom dispensers, as outlined in the applicable
section(s)of this Exhibit A.
D. Supervision
1. Contractor shall provide a supervisor or lead custodian who shall be present during all
scheduled cleaning hours and special work assignments at a City facility. This individual
shall speak, read, write, and understand English. All direction given to Contractor's
supervisor shall be as binding as if given to Contractor.
2. Monthly janitorial supervisor's reports shall be prepared and submitted to Contract
Administrator, Facility Manager, or his/her designee, noting any building deficiencies
needing correction.
3. While performing work under this Agreement, Contractor's supervisor shall carry a cell
phone and pager by which City staff shall be able to communicate with him/her. Other
janitorial staff, at a minimum, should carry pagers and may use City phones designated by
the Contractor Administrator, Facility Manager, or his/her designee, to respond to work-
related issues.
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4. Contractor shall provide a list of all Contractor's staff assigned to each work site. The list
shall include name, address, and driver's license number and the employee's work
schedule and assignment. At Contractor's expense, all of Contractor's employees shall
have taken and satisfactorily passed background screening for drug and alcohol use.
5. Contractor's employees, including supervisors and managers, and employees performing
regular service, fill-in work for absences, or any subcontract staff, who enter the Police
Wing of the Civic Center, 100 Civic Plaza, shall have satisfactorily passed a background
.investigation through Dublin Police Services. The background check includes Live Scan
processing: Contractor shall be responsible for paying the Department of Justice fee for
the Live Scan processing (at this time, approximately $100 per person). The City will
absorb the staff time cost involved in running the Live Scan equipment. Contractor is
responsible for scheduling these background checks prior to any of its employees working
in the Police Wing. The background checks must be performed at least two weeks (14
days) prior to the employee entering the facility.
E. Training ininq - Contractor shall provide ongoing documented training programs for all of Contractor's
staff. Training programs shall include, but not be limited to, quality standards, task definitions, IIPP
plans (Injury and Illness Prevention Program), MSDS sheets (Material Safety Data Sheets), Cal-
OSHA (California Occupational Health and Safety) regulations and all other applicable safety
regulations. Contractor shall provide to the Contract Administrator, or his/her designee prior to
beginning of work, and annually thereafter (provided to City with the twelfth (12th) invoice of each
year), a report showing the training provided for the janitorial staff working in City buildings.
F. Employee Conduct - Employees of Contractor, while performing work under this Agreement,
SHALL NOT:
1. Be accompanied in their work area by acquaintances, family members, assistants, or any
other person unless such person is an on-duty authorized Contractor employee.
2. Remove any City property, or property, equipment, monies, forms or any other items
belonging to an employee of the City, from City facilities.
3. Engage in horseplay or loud boisterous behavior.
4. Be under the influence of alcohol or drugs.
5. Gamble.
6. Smoke in any building.
7. Turn on or use any electronic equipment (computers, typewriters, radios, etc.) other than
those supplied by Contractor,
8. Use any City telephones except those designated by the Contract Administrator, Facility
Manager,or his/her designee, for the performance of services under this Agreement.
9. Open any desk, file cabinet or storage cabinet.
10. Remove any articles from desks.
11. Consume any food or beverage other than that brought with or purchased by the
employee.
12. Consume any food or beverage in any area NOT designated as a break or lunchroom.
13. Engage in non-work-related conversations with City employees or visitors.
14. Come to work late or leave work early.
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G. Employee Removal - Contractor shall remove from service on City premises any employee of
Contractor who, in the opinion of the Contract Administrator, Facility Manager, or his/her designee,
is not performing the services in a proper manner or who is incompetent, disorderly, abusive,
dangerous, insubordinate, disruptive, who does not comply with rules and regulations of the City,
or is otherwise objectionable. Contractor shall in no way interpret such removal to require
dismissal of or other disciplinary action against the employee; and such removal shall not be the
basis of any claim for compensation or damages against the City or any of its officers, employees
or agents as to the performance of the work. -
H. Employee Appearance and Identification_ - Contractor's personnel shall present a neat
appearance and be easily recognized as Contractor employees. Contractor shall provide each
employee with an identification badge and uniform. The badge shall include the employee's
photograph and name, an employee number and Contractor's name. The identification badge
shall be displayed on the front of the employee's uniform at all times. Contractor accepts and
understands that any employee who fails to meet this requirement may be asked to leave City
property. Should this occur, the City will not compensate the Contractor or Contractors employees
for lost time. It is expressly understood that Contractor is responsible for ensuring that all of its
employees possess and carry valid photo-identification at all times on City property. Contractor's
employees shall be wearing their uniforms and identification badges prior to entering any City
building, and uniforms and badges shall be worn at all times while working in a City facility. The
uniform, at a minimum, shall be a uniform shirt to which Contractor's business name and/or logo
have been affixed.
1. Employee Qualifications • Contractor's employees shall be at least eighteen (18) years of age
and thoroughly trained and qualified in the work assigned to them. Contractor's employees shall
be able to follow directions and shall be physically capable of performing the duties assigned to
them, including lifting/moving heavy items, climbing ladders, etc.
All janitorial staff working at any City facility shall be required to submit personal information and
copies of driver's licenses or other valid identification for the purpose of background checks. Such
personnel will also be subject to Live Scan Fingerprinting processing at the contractor's expense.
The City reserves the right to deny access based on information obtained in the background check
through Live Scan Fingerprinting.
J. Reporting and Inspections
1. Building Control Log: Contractor's supervisor or lead custodian shall be responsible for
maintaining building control logs. Contractor's employees shall be responsible for signing
in and out daily on the log. Further, Contractor's employees who provide special cleaning
services are also required to sign in and out for services provided. The building control
logs shall be the focal point for communication between the Contractor and the City and for
sharing work-related comments and issues.
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2. Status Reports: If and when unusual circumstances arise, a report shall be given to the
Contract Administrator, Facility Manager, or his/her designee, the day of the occurrence.
Examples of unusual circumstances include, but are not limited to, the observance of
suspicious persons around a City facility or the discovery of inoperable lighting in a City
facility.
3. Regular Inspections: Contractors account manager and supervisor shall meet with Facility
Management representatives quarterly to ensure compliance with contract specifications
and shall initiate meetings, as needed, to review work sites and resolve problems.
4. Timely Billing: Contractor shall provide special cleaning service invoices within fourteen
(14) days of the services being provided. City shall be under no obligation to pay any
invoice which is submitted to Contract Administrator more than thirty (30) days beyond
completion of special cleaning services.
K. Work Performance - Contractor shall adhere to the highest quality standards of the janitorial
profession and the City's cleaning standards as communicated by the Contract Administrator, or
his/her designee, and set forth in this Agreement. Contractor shall immediately verbally notify the
Contract Administrator, or his/her designee, of any occurrence or condition that interferes with its
ability to be in full compliance with Agreement requirements and shall confirm such verbal
notification in writing within twenty-four(24) hours.
L. Special Assignments - City may request janitorial services for special events not covered in the
scope of services under this agreement and outside the normal scheduled cleaning hours as
outlined herein. City may request these special services up to, but not later than, forty-eight (48)
hours prior to the event. If the required services are outside Contractor's normal cleaning
schedule, payment shall be made on the basis of the hourly rate and, if applicable, minimum
number of hours as set forth in Exhibit B.
M. Emergency Work - "Emergency work" is defined as any work beyond the general routine janitorial
work required by this agreement. Emergency work shall require a shortened Contractor response
time of between two (2) and four (4) hours, depending upon the nature of said work. Contractor
shall have sufficient labor and call-out procedures to ensure that staffing is available for this type of
unplanned requirement. The City of Dublin will work closely with Contractor to develop a
procedure for reacting to emergency situations. Compensation for "Emergency Work" shall be in
accordance with the hourly rate for Special Assignments as described above.
N. Storage - Contractor may use City janitorial closets, if available; and if utilized, Contractor shall
keep this space in a neat, clean, odor free, and orderly condition. The City will not be responsible in
any way for damage to or loss of Contractor's stored supplies and/or equipment or for Contractor's
employees' personal belongings stored in any City janitorial closets. As noted in Section 3 of the
Agreement, if janitorial closets are not available, Contractor shall store its supplies and equipment
in its own facility or company vehicles.
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0. Security- Contractor shall be required to have available the keys provided by the City at all times
while providing service to the City. All doors shall be unlocked and locked in such manner and at
such times as required by each building's specifications. Contractor shall be responsible for
ensuring that all doors are closed and locked during its performance of janitorial duties. Lost keys
or security card-keys shall be immediately reported to the Contract Administrator, or his1her
designee, and charged to Contractor at the rate of$50.00 per key or security card-key. In addition,
Contractor shall reimburse City for all costs associated with re-keying any or all locks necessitated
by lost keys in his/her control. Contractors employees shall NOT set off, or fail to reset, a building
alarm, as instructed. Such false alarms or failure to reset an alarm shall cause the City to incur
damages, and Contractor shall be charged liquidated damages of One Hundred Fifty Dollars
($150) per event. Contractor's employees shall not operate for personal use any City computers,
fax machines, telephones, television sets and/or copiers while performing services under this
contract. Contractor shall be financially responsible for any loss, damages, or accrued charges for
any unauthorized usage of City equipment.
P. Care of Facilities - Contractor's employees shall regularly observe the general condition of all
building areas and report problem areas to Contractor's supervisor or lead custodian. Contractor
shall be responsible for knowledge of and use of all fire alarms and fire prevention equipment. In
case of emergency, Contractor's employees shall notify the Emergency Services by dialing 911
and shall then call or page the Contract Administrator, Facility Manager, or his/her designee,
immediately. For non-emergency repairs, Contractor shall report all required non-emergency
repairs by contacting the Contract Administrator, Facility Manager, or his/her designee.
Q. Energy Conservation - Unless otherwise specified by Contract Administrator or Facility Manager,
lights are to be turned off in facilities when janitorial staff is finished working for the evening.
R. Graffiti - Contractor shall immediately remove all graffiti from all surfaces found inside any of the
buildings after consulting with the Contract Administrator, Facility Manager, or his/her designee, for
removal methodology. Graffiti noticed on the outside of any building shall be reported to Contract
Administrator, Facility Manager,or his/her designee.
SECTION 2—REQUIRED SERVICES
The services to be provided under this Agreement are listed in this Section 2 of Exhibit A. In some
instances, services may differ among the various facilities. The following buildings are included in this
agreement:
• Civic Center, 100 Civic Plaza
(Includes both City Hall and Police Wings and portable building in parking lot)
• Library, 200 Civic Plaza
• Senior Center, 7600 Amador Valley Boulevard
• Shannon Community Center, 11600 Shannon Avenue
• Heritage Center(historical school house and church), 6600 Donlon Way
• Heritage Park& Museum, 11285 Dublin Boulevard
• Swim Center, 8157 Village Parkway (seasonal)
• Corporation Yard, 5709 Scarlett Court
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Following is a master list of services required under this Agreement. Not all services are required at all
buildings; a specific breakdown is provided for each facility in Attachments 1 through 9 to this Exhibit A.
1. Flooring
a. Vinyl, linoleum, or concrete floors (sweep)—Sweep with an anti-dust mop.
b, Vinyl, linoleum, or concrete floors (damp or wet mop) -- Use warm water with
good quality cleaner that leaves no visible or sticky cleaner residue, when dry.
Remove all scuff and surface marks. Rinse, if necessary, with clear warm water,
and clean mop. Wipe any and all baseboards free of moisture and dirt. Protect all
wall surfaces. Buff all file floors, as required.
c. Vinyl and linoleum (clean and wax floors—traffic areas)—Dust entire floor and
corners with treated mop. Damp mop and remove any spot or stains. Allow
flooring to dry completely. Apply wax in traffic areas only, feathering out to
corners. Corners shall be waxed only as part of complete stripping process (see
d. below).
d. Vinyl and linoleum (strip) --Strip completely and wax, including corners.
e. Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs
(sweep)—Sweep surfaces.
f. Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs
(damp mop) — Use a dedicated mop and good-quality cleaner recommended for
marble, slate, granite, ceramics and travertine. The floors shall be free of dust, dirt,
cleaning material residue, streaks, mop strands, grease, and spills and thoroughly
maintained to present an acceptable gloss. Protect all walls from splashing and
wipe off any moisture or chemicals from all baseboards. Polish wood molding, if
necessary, to prevent moisture damage.
g. Stone, marble, slate, granite, ceramic tile, travertine floors, stairs (strip, seal)
— Apply stripping solution. Machine scrub (conventional machine) and wet
vacuum stripping. This shall be followed by an application of a neutralizer rinse,
followed by a damp mopping with clear water. When floor is dry, apply finish or
sealer. Protect all wall finishes and wipe down all baseboards to be free of
moisture and residue. Polish, as needed.
h. Stone, marble, slate, granite, ceramic tile, travertine floors, stairs
(refinishing)—Refinish as follows: Use a conventional (buffer) machine with a 3M
blue cleaning pad and a trigger spray bottle with clean water to buff, Let floor dry.
Follow with a dust mopping and then a damp mopping. Let floor dry. Apply two
(2) coats of floor finish. Be sure floor is thoroughly dry between coats. Within
twenty-four (24) hours of last application of finish, burnish with a high-speed
buffing machine (1,100 rpm).
i. Swim Center Blue Resilient Rubber Flooring • Use warm water with good
quality disinfectant cleaner that leaves no visible or sticky cleaner residue, when
dry. Apply with brush, and rinse with clear warm water. Use wet vacuum to
remove excess water. Wipe any and all baseboards free of moisture and dirt.
Protect all wall surfaces.
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2. Hardwood Floors and Carpeting
a. Hardwood floors for gymnasiums, ballrooms or dance floors (dust mopping)
— Use a dedicated dust mop on hardwood floors with "Super Hil-Tone Dust" mop
treatment, manufactured by Hillard (or equivalent). The mop shall be treated per
manufacturer's instructions.
b. Hardwood floor surfaces (wet mopping)—Use a dedicated wet mop with Hillard
Super Shine All Cleaner (or equivalent; specific products required for Senior
Center bamboo wood flooring and floor machine at Stager Gym). At the Gym
mopping is done with a floor cleaning machine that uses a foam cleaner solution.
Remove all scuff and surface marks. Follow directions on label.
NOTE—DO NOT USE the same mop for damp mopping and for applying the finish!
c. Carpet and mats (vacuum traffic areas) --These areas include main entries and
all doors, elevator lobbies, elevators, areas where food is available, main corridors
in buildings and open landscaped areas. Vacuum traffic areas. Move all chairs,
trashcans and other easily removed items, and vacuum underneath. Hand wipe
baseboards.
d. Carpet and mats (vacuum all areas, including edges and corners) — Vacuum
with an industrial- powered vacuum cleaner and inspect for spots. Remove spots,
following the manufacturer's recommendations completely, with an approved
industrial-grade spot remover that leaves no visible residue. Report to the
Contract Administrator, or his/her designee, all tears, burns, unraveling or other
damage. Move all chairs, trash cans and other easily removed items and vacuum
underneath. Hand wipe baseboards.
e. Carpet spot cleaning and spot removal—Perform, as necessary.
f. Graffiti (remove all marks and writing) — Remove from all interior surfaces
(doors and walls). If unable to remove graffiti, call Public Works at 925-833-6630
and leave a message. leave caller's name, location of the building, floor and area
where the graffiti is located.
g. Walls, doors and molding (spot clean) — On a regular basis, inspect all walls,
doors and moldings; and remove any and all fingerprints, smudges, dirt or
accumulations from these areas, as required.
3. Doors and Entrances
a. Doors and entrances (clean and polish)—Clean and polish interior and exterior
surfaces to a height of 8', removing any and all fingerprints, smudges, dirt,
cobwebs, insects, grease, oils or accumulations from these areas. On a regular
basis, inspect all doors and entrances; and clean doors and entrances across the
entire width of the entrance front, as required.
b. Drinking Fountains--Clean,disinfect and polish.
c. Public Telephones (clean and disinfect) — Clean and disinfect all public
telephones and enclosure walls. Remove all graffiti from phones and surrounding
area. If unable to remove graffiti, contact Public Works at 925-833-6630 and give
location and phone number.
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4. Glass and Windows
a. Glass and windows — On a regular basis, inspect all glass and frames 'and .
remove any and all fingerprints, smudges, dirt, cobwebs, insects, grease, oils or
accumulations from these areas to a height of 8 feet, as required. When glass is
part of an entrance area, clean across the entire width of the entrance front, if
required. Clean picture glass and mirrors as needed to remove fingerprints,
smudges, and any other dirt or material, to leave a clean appearance.
5. Dustin
a. Dusting -- Remove all accumulated dust, dirt, debris and cobwebs from all
surfaces, corners, shelving crevices, office desks, bookcases, tables, partition
tops, window ledges and baseboards. Use treated mops and cloths to Delp
prevent the redistribution of same into the air. Desktops shall be dusted only if
papers have been removed.
b. Dusting (high dusting) — Remove all accumulated dust, dirt and debris from the
surfaces, corners, crevices, light fixtures, partition tops, window ledges, door
frames, jambs, and blinds. Use treated mops and cloths to help prevent the
redistribution of same in the air. Blind slats shall be individually cleaned. Remove
cobwebs inside rooms, corners and ceilings. Clean HVAC vents and ceiling tiles.
c. Wastebaskets — Empty wastebaskets and replace liners. Empty recycling
containers in individual offices and common areas. Material from recycling
containers shall be kept separate from other trash and placed in appropriate bins.
Remove all other boxes, cardboard and containers which are designated as
"trash" and place in the designated dumpster. Break down all cardboard boxes
before discarding in dumpster. Large recycling bins inside facilities (for example,
in the Civic Center mail room and lunchroom) may be emptied by others;
contractor should verify with the Facility Manager for each facility where trash and
recyclable material is to be taken.
d. Wastebasketitrash containers (wash and disinfect) — Clean and disinfect all
wastebaskets and trash containers in all interior and exterior locations.
e. Artificial Plants--Clean to remove dust and other debris
6. Elevators
a. Elevator (clean and polish) -- Remove all finger and handprints, grease, oils,
smudges or marks. Polish interior walls, ceilings, and doors inside and outside.
Vacuum carpet and elevator door tracks. Spot clean carpet or flooring, as
necessary, to remove stains and odors.
7. Stairwells_, Exterior and Interior
a. Staircases, balustrades and railings (dust and wipe) — Dust and wipe all
staircase areas, including all railings and areas around and underneath stairs.
Vacuum carpeted areas, and spot clean carpet.
b. Stairwells—Sweep, damp mop and spot clean.
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8. Offices
a, Wooden furniture (clean and polish) — Clean and polish all wooden furniture
with approved polish. Do not disturb any paperwork on desks, tables and files.
b. Formica and metal desks (clean all) — Clean all tables, stands, chairs, filing
cabinets, locker tops and fronts. Do not disturb paperwork.
c. Wood fixtures (polish) — Polish all wooden walls, doors, handrails and all
accents.
d. White boards and pen rails (clean) — Wash and clean (only if boards are
erased).
e. Fabric or carpeted wall coverings (dust and/or vacuum, spot clean) — With a
soft brush, dust all fabric and/or carpeted walls to maintain a neat and clean
appearance. Vacuum all areas where a traffic pattern is evident. Spot clean
areas per manufacturer's specifications for wall covering. Damp wipe vinyl. Cloth
fabrics require chemical cleaner to remove spots.
f. Light switches (clean and disinfect)—Use a damp cloth to remove all smudges,
fingerprints and dirt, Apply disinfectant,
g. Light fixtures (clean all)—Dust all with treated cloth. Vacuum and damp wipe, if
necessary, to remove all accumulated dust and dirt.
h. HVAC vents and diffusers (clean all) — Vacuum and clean with disinfectant.
Vacuum adjacent ceiling tiles and areas.
9. Restrooms, Locker Rooms, Dressing Rooms and Showers
a. Restrooms (clean, disinfect, restock supplies) —Clean and disinfect all urinals,
toilets, partitions and plumbing. Damp mop floors with disinfectant. Clean and
polish chrome and stainless fixtures. Clean, disinfect and deodorize interior and
exterior of sanitary napkin depositories. Replace disposal bags and plastic trash
liners. Clean mirrors to be streak-free. Install disinfectant in floor drains and
deodorizers in urinals. Fill all dispensers (soap, toilet paper, seat covers, paper
towels, sanitary supplies and deodorizers). Inspect lighting for satisfactory
operation. Report to the Contract Administrator, or his/her designee, all lights that
are not working properly.
b. Showers (clean, disinfect) — Clean and disinfect all walls, floors and curtains.
Entire area shall be free of soap scum, fungi, hair, urine deposits and unpleasant
odors. Floors and tiled areas shall be free of streaks and mildew.
c. Locker rooms or dressing rooms - Install disinfectant in floor drains. Disinfect
HVAC vents, and clean mirrors to be streak-free. Wax floors to maintain original
appearance. Vacuum all carpet areas, and remove all stains. Clean and disinfect
lockers inside and outside, if unlocked, Do not disturb personal belongings.
10. Kitchen or Coffee Bar Areas
a. Kitchenlbreakroom floors (degrease and disinfect)--Mop all kitchen floors with
disinfectant. Refinish, if necessary, to maintain original appearance.
b, Kitchenlbreakroomlcoffee bar sinks, counters and appliances (wash and
disinfect) — Include all kitchen tabletops in area and generally clean up all
stainless steel or laminate surfaces.
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c. Cabinets, sinks and appliances (degrease, disinfect and polish) — Specific to
facilities with "working cooking kitchens." Includes refrigerators, stoves, stove
hoods, ovens, griddles, dishwashers, microwaves and all stainless steel.
d. Kitchen Vent Hoods Over Stoves— Degrease, cleari and polish.
e. Kitchen Anti Fatigue Mats—Degrease,disinfect, rinse and dry.
f. Kitchen Floor Drains — Degrease and clean the floor drains / catch basins in
kitchen floor.
11. Special Areas
a. Bleachers (clean all surfaces) — Clean all areas around and under bleachers.
Damp mop bleacher seats.
b. Jail area (clean and disinfect)— Clean and disinfect (when accessible) all walls,
floors, ceilings and fixtures.
c. Janitorial closets (clean and stock) — Clean, organize, stock and keep odor-
free. If any chemicals are stored here, maintain a binder of all Material Safety Data
Sheets (MSDS) and keep in each closet.
d. Exercise rooms — Wipe down, clean, deodorize and disinfect all exercise
apparatus and mats. Remove and replace mats in same locations to ensure
proper fit.
e. Personal computers—Dust with anti-static cloth.
f. City refrigerators—Clean as specified for individual facilities.
g. Venetian blinds — Dust and damp wipe blinds with a treated cloth to prevent
redistribution of dust into the air.
h. Vending machines — Clean vending machine surfaces and sweep or dust mop
under the machines.
i. Bleachers (sweep and pick up litter) — Sweep and pick up litter on, around and
under bleachers.
SECTION 3—GENERAL PROVISIONS
A. Liquidated Damages
When Contractor fails to perform, as specified, the services required in this agreement, the City will
have been damaged by that lack of performance. Since it is difficult to define the amount of
damage caused, Contractor shall agree to the following liquidated damages:
1. If trained personnel do not report to provide the services required by this Agreement, the
City will incur damages; and liquidated damages of One hundred Fifty and no/100 Dollars
($150.00) per occurrence will be deducted from payments due the Contractor. Contractor
will be notified of the assessment of liquidated damages by telephone or FAX within
twenty-four(24) hours of failure to report.
2. If Contractor fails to perform under the terms of this Agreement, the City will incur damage.
Contractor will be notified by telephone or FAX within twenty-four (24) hours of the failure
to perform, and performance shall be required within twenty-four(24) hours after receipt of
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City of Dublin and Tri-Valley Janitorial Service&Supply, Inc. Page 23 of 40
such notice. If the performance failure is not corrected within twenty-four (24) hours of
receipt of notice, the City will incur damages; and liquidated damages of One Hundred
Fifty and no1100 Dollars ($150.00) per occurrence will be deducted from payments due the
Contractor.
3. Liquidated damages of One Hundred Fifty and no/100 Dollars ($150.00) per occurrence
will continue to be deducted from payments due the Contractor until the performance
failure is remedied.
E. Subcontracting - No portion of the services provided pursuant to this Agreement may be
subcontracted or assigned without prior approval of the City of Dublin. Requests to subcontract all
or any portion of services required by this Agreement shall be submitted to the City's Contract
Administrator, or his/her designee, at least thirty (30) days in advance of the proposed effective
date of the subcontract. Contractor shall include in this written request a detailed description of
how the Contractor plans to oversee the services performed by the proposed subcontractor.
Contractor shall be responsible for services provided by any subcontractor as if Contractor were
providing the services with its own organization. Any subcontractor who will provide services
inside the Police Facility shall have successfully passed a background check as described above
prior to commencing work in that building. Contractor shall bear the expense of any subcontractor
background checks.
C. Labor Strike - Contractor shall be responsible for its own labor relationships and shall negotiate
and be responsible for resolving any and all disputes between itself and its employees or any union
representing its employees. Whenever Contractor has knowledge that any actual or potential labor
dispute is delaying, will delay, or threatens to delay, the timely performance of services under this
Agreement, Contractor shall immediately give written notice thereof to the City's Contract
Administrator, or his/her designee. It shall be the Contractor's responsibility to provide continuous
services, without interruption, to all buildings and facilities specified herein throughout the term of
the Agreement. In the event of a labor strike, Contractor shall provide the means, at Contractor's
cost, to provide continuous services in full compliance with Agreement requirements. Failure to do
so will cause the City to take whatever action is necessary to provide the services. If, in doing so,
City incurs costs in excess of those that would have been paid to the Contractor for the same
services, these excessive costs shall be paid by the Contractor.
D. Pricing -All rates and/or prices included in this Agreement are firm and not subject to escalation,
except on an annual basis according to the Consumer Price Index as provided in the Agreement.
Contractor represents and warrants that all rates and/or prices are at least as low as those
currently being quoted by Contractor to commercial or government users for the same work of
similar scope under similar circumstances.
E. Terms of Payment - Payment shall be made within thirty (30) days from the date of receipt of
invoice or acceptance of work, whichever occurs last. If City is entitled to a prompt payment
discount, the period of computation shall commence on the date of receipt of invoice or acceptance
of work by City, whichever occurs last. City shall endeavor to pay each invoice within thirty (30)
Contract Services Agreement between April 1, 2015
City of Dublin and Tri-Valley Janitorial Service &Supply, Inc. Page 24 of 40
days, but shall not be responsible to Contractor for additional charges, interest or penalties due to
failure to pay within that period.
F. Warranty - Contractor warrants that the work performed under this Agreement complies with all
specifications and that workmanship is free from defects. if any portion of the work has not been
completely described in this Agreement, it shall comply with nationally recognized codes and
established industry standards. Contractor agrees that the aforementioned warranties shall be in
addition to any warranties provided by law or offered by Contractor.
G. Extra or Additional Work- Contractor shall perform no extra or additional work or alter or deviate
from the work specified in this Agreement unless agreed in writing by City in advance of
performance of the work. Payment for extra or additional work shall be made on the basis of the
hourly rate and, if applicable, minimum number of hours as set forth in Exhibit B.
H. Force Maieure - Neither party to the Agreement shall be held responsible for delay or default
caused by fire, riot, acts of God, and/or war which is beyond that party's reasonable control, City
may terminate the Agreement upon written notice after determining such delay or default will
reasonably prevent successful performance of the Agreement.
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City of Dublin and Tri-Valley Janitorial Service&Supply, Inc. Page 25 of 40
ATTACHMENTS
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Civic Center, City Hall Wing, 100 Civic Plaza
Estimated Building Size:39,800 SF
Cleaning Frequency:5 days per week, Monday—Friday
Janitorial Cleaning Hours:5:00 PM to 5:00 AM
FREQUENCY TASK See Section 2 .
"Required Services"
Daily: Onyl,linoleum,terrazzo,or concrete floors,sweep and/or dust mop all floors la
arpet and mats-vacuum traffic areas,staircases,and workspaces 2c
arpet spot cleaning and removal- (as necessary) 2e
Dusting-all table tops,office desks,and filing cabinets,and other surfaces 5a
usting-removal of accumulated dust a
raffiti-remove all marks and writing (general)
Drinking fountains-clean,disinfect and polish 3b
Telephones(all phones) -clean and disinfect
astebaskets-empty and reline
levators-clean and polish 6a
estrooms-clean,disinfect,and restock supplies 9a
itchen break-room floors-degrease and disinfect 10a
itchen break-room sinks&counters-degrease and disinfect 10b
offee bar sinks and counters—degrease and disinfect 10b
Weekly: Carpet and mats-vacuum all areas,including edges and corners 2d
Broom sweep receiving/file room concrete floor 1 a
Clean and disinfect light switches 8f
Wash white boards and pen rails(if erased) 8d
BI-Weekly: 1C lean file grout
Monthly: Anyl and linoleum-clean and wax floors-traffic areas 1c
Dusting-high dusting 5b
aoden furniture-clean and polish 8a
ormica and metal desks-clean all 8b
E Eood fixtures-polish c
netian blinds-wipe down and clean 11g
Quarterly: Onyl and linoleum-strip completely and wax 1d
astebasketltrash containers-wash and disinfect 5d
fight fixtures-clean all 8g
VAC vents and diffusers-clean all 8h
ending machines--clean machines and sweepldust mop underneath 11h
Artificial plants—Clean to remove dust and other debris 56
Semi-Annually: Skip and wax all hard surface floors: terrazzo,vinyl or linoleum 1d,1g
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City of Dublin and Tri-Valley Janitorial Service&Supply, Inc, Page 26 of 40
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ATTACHMENT
City of Dublin Scope of Services--Frequency and Task Chart—Standard Service Levels
Location: Civic Center,Police Wing, 100 Civic Plaza
Estimated Building Size:21,200 SF(includes auxiliary triple-wide trailer in police parking lot)
Cleaning Frequency:6 days per week, Monday—Saturday
Janitorial Cleaning Hours:4:30 PM to 8;30 PM
FREQUENCY TASK See Section 2
"Required Services"
Daily: Oinyl,linoleum,or concrete floors,sweep andlor dust mop all floors is
arpet and mats-vacuum traffic areas,staircases,&workspaces 2c
arpet spot cleaning and removal- (as necessary) 2g
Dusting-all table tops,office desks,filing cabinets,&other surfaces 5a
raffid-remove all marks and writing 2h
Drinking fountains-clean,disinfect and polish 3b
lean and disinfect telephones c
lass and windows(building entrances,lobby areas,etc.) 4a
usting-removal of accumulated dust, a
astebaskets-empty and reline 3d
levators-clean and polish 3a
estrooms-clean,disinfect,and restock supplies a
Showers and locker rooms-clean and disinfect )b,c
(lichen break-room floors-degrease and disinfect 11 a
itchen break-room sinks-degrease and disinfect l l b
ail area-clean and disinfect(when accessible) 11b
Weekly: Broom sweep sally port concrete floor when accessible 1 b
arpet and mats-vacuum all areas,including edges and corners 2d
Nails,doors and molding-remove fingerprints,smudges and dirt 21
Doors&entrances-clean and polish,remove fingerprints&smudges 3a
lean stair handrails a
Nash white boards and pen rails(if erased) 8d
xerdse rooms-clean and deodorize l l d
Monthly: inyl and linoleum-clean and wax floors-traffic areas 1c
Dusting-high dusting 5b
ooden furniture-clean and polish 8a
ormica and metal desks-clean all 8b
ood fixtures-polish c
abric or carpeted wall coverings-dust and/or vacuum,spot clean 8e
fight switches-clean and disinfect 8f
Janitorial closets—clean,organize,stock and keep order-free 11 c
enetian blinds-wipe-down and clean 11g
Vending machines—clean machines and sweep/dust mop underneath 11h
Quarterly: Vinyl and linoleum-strip completely and wax 1d
Stone,marble,slate,granite,ceramic tile,travertine floors,stairs 1g
Wastebasket/trash containers-wash and disinfect e
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City of Dublin and Tri-Valley Janitorial Service&Supply, Inc. Page 27 of 44
fight fixtures-clean all 8g
VAC vents and diffusers-clean all 8h
ersonal computers-clean with anti-static cleaner 91e
Semi-Annually: ity refrigerators—break room only l 1f
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ATTACHMENT 3
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Library,200 Civic Plaza
Estimated Building Size:38,215 SF(entire Library)
Cleaning Frequency: 6 days per week, Monday—Sunday(except Fridays)
Janitorial Cleaning Hours: 11:00 PM to 5:00 AM
FREQUENCY TASK See Section 2
"Required Services"
Daily; Vinyl,linoleum,or concrete floors(sweep and/or dust mop all floors) 1a
Stone,marble,ceramic,slate(sweep) 1e
Carpet and mats(vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
raffiti(remove all marks and writing) 2f
Doors and entrances(clean and polish) 3a
Drinking fountains(clean,disinfect and polish) 3b
ublic Telephone(clean and disinfect) 3c
Dusting(remove accumulated dust) a
Wastebaskets(empty and replace liners)
estrooms(clean,disinfect,restock) 9a
Kitchen/coffee bar sinks(clean and disinfect) 10b
Weekly: Vinyl,linoleum or concrete floors(damp/wet mop) lb
Stone,marble,ceramic,slate(damphvet mop) if
Carpets and mats(vacuum all areas,including edges and corners 2d
Walls,doors and molding(spot clean) 2g
Glass and windows(remove fingerprints,smudges,dirt) 4a
iteboards and pen rails(clean,if erased) 8d
Cabinets,sinks and appliances(degrease,disinfect,and polish) 100
Monthly: Dusting-high dusting 5b
Wooden furniture-clean and polish 8a
Formica and metal desks-clean all 8b
Wood fixtures—polish 8c
fight switches-clean and disinfect 8f
Janitorial closets—clean,organize,stock and keep odor-free 11c
tchen vent hoods over microwaves—degrease,clean&polish 10d
Quarterly: Anyl and linoleum-clean and wax floors-traffic areas 1 c
tone,marble,granite,ceramic file floors(strip and seal) 1g
Wastebasket/trash containers-wash and disinfect 5d
Light fixtures-clean all 8g
VAC vents and diffusers-clean all 8h
Personal computers-clean with anti-static cleaner 11e
Venetian blinds(dust and damp wipe) l lg
emi•Annually: inyt and linoleum-strip completely and wax 1d
Contract Services Agreement between April 1, 2015
City of Dublin and T'ri-Valley Janitorial Service &Supply, Inc. Page 29 of 40
rty refrigerator in office area(clean and disinfect) if
Annually: tone, marble,granite,ceramic tile floors(refinishing) 1h
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ATTACHMENT 4
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Senior Center,7600 Amador Valley Boulevard
Estimated Building Size: 15,500 SF
Cleaning Frequency:5 days per week,Monday—Friday
Janitorial Cleaning Hours: 10:30 PM to 5:00 AM;Weekends as needed following special events
FREQUENCY TASK See Section 2
"Required Services"
Daily: Onyl,linoleum,or concrete floors(sweep andfor dust mop all floors) la
tone,marble,ceramic,slate(sweep) le
ardwood floor in ballroom(sweep and dust mop on Tuefrhu) 2a
ardwood floor in ballroom(sweep and damp mop on MonAVed/Fd) 2b
arpet and mats(vacuum traffic areas) c
arpet spot cleaning and spot removal 2e
raffiti(remove all marks and writing) 2f
Doors and entrances(clean and polish) 3a
rinking fountains(clean,disinfect and polish) b
ublic Telephone(clean and disinfect) 3c
Dusting(remove accumulated dust) 5a
astebaskets(empty and replace liners)
estrooms(clean,disinfect,restock) 9a
itchen quarry file floors(remove mats,degrease,disinfect,replace mats) 10a
itchenlcoffee bar sinks clean and disinfect 10b
Weekly: Vinyl,linoleum or concrete floors(damplwet mop) 1b
Stone,marble,ceramic,slate(damp/wet mop) 1f
Carpets and mats(vacuum all areas,including edges and corners) d
Walls,doors and molding(spot clean) 1,2g
lass and windows(remove fingerprints,smudges,dirt) 4a
hiteboards and pen rails(clean,if erased) 8d
abinets,sinks and appliances(degrease,disinfect,and polish) 100
Kitchen Anti-Fatigue Mats(degrease and disinfect)(Fridays) 10e
itchen Floor Drains(degrease and clean (Fridays) 10f
Monthly: Dusting-high dusting 5b
Wooden furniture-clean and polish 8a
Formica and metal desks-clean all 8b
Wood fixtures—polish 80
Light switches-clean and disinfect 8f
Janitorial closets-clean,organize,stock and keep odor-free 11 c
Kitchen vent hoods over stoves—degrease,clean and polish 10d
Quarterly: Vinyl and linoleum-clean and wax floors-traffic areas 10
Stone,marble,granite,ceramic file floors(strip and seal) 1g
astebasketltrash containers-wash and disinfect d
Light fixtures-clean all 8g
VAC vents and diffusers-clean all 8h
ersonal computers-clean with ant-static cleaner Ile
enetan blinds(dust and damp wipe) 11g
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tificial Plants-clean to remove dust ke
Semi-Annually: inyl and linoleum-strip completely and wax 1d
it refrigerator in office area clean and disinfect 1f
Annually: tone,marble,granite,ceramic the floors refinishing 1h
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ATTACNMt:NT 5
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service levels
Location: Dublin Swim Center,8157 Village Parkway
Estimated Building Size:3,315 SF
Cleaning Frequency: February—March,2-Days per week,TuefThu
April—May,4-days per week, SatfSunfTue/Thu
June--August,7-days per week
September,4-days per week,SaUSunlTue/Thu
October—January,No cleaning
Janitorial Cleaning Hours: 9:30 PM to 5:00 AM
FREQUENCY TASK See Section 2
"Required Services"
Daily: Snack bar concrete floors(sweep andfor dust mop all floors)(Jun-Aug) 1 a
Spanish file in office area(damphvet mop and disinfect) 1 f
Blue flooring in lobbiesloffice(damp/wet mop,disinfect,wet vacuum) 1 i
Graffiti(remove all marks and writing) 2f
Doors and entrances(clean and polish) a
Drinking fountains(clean,disinfect and polish) 3b
ublic Telephone(clean and disinfect) 3c
Dusting(remove accumulated dust) 5a
astebaskets(empty and replace liners) 5c
estrooms(clean,disinfect,wet vacuum,restock) 9a
howers(clean and disinfect) 9b
ocker rooms and dressing rooms(clean,disinfect,wet vacuum) 9c
Weekly: Snack bar concrete floors(damp/wet mop)(Jun-Aug) lb
Walls,doors and molding(spot clean) 2g
Glass and windows(remove fingerprints,smudges,dirt) 4a
Cabinets,sinks and appliances(degrease,disinfect,and polish) 10c
City refrigerators(clean as specified) 11f
Formica and metal desks-clean all 8b
Monthly; Dusting-high dusting 5b
Wooden furniture-clean and polish 8a
Wood fixtures—polish 8c
Light switches-clean and disinfect 8f
anitorial closets-clean organize,stock and keep odor-free 11c
Quarterly: 3panish file floors(strip and seal)(Feb, May,July) 1 g
3x per year) NastebaskeUtrash containers-wash and disinfect 5d
ersonat computers-clean with anti-static cleaner Ile
Venetian blinds(dust and damp wipe) 11g
Annually, Office and shower file floors(refinishing with anti-slip coating) 1h
Snack Bar concrete floor-clean and wax floors(June) 1c
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ATTACHMENT 6
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Heritage Center,6600 Donlon Way
Estimated Building Size:School House—2,900 SF, Church—1,550 SF
Cleaning Frequency: School House--3 days per week(Wed/FrilSun);Church—1 day per week(Wed)
Janitorial Cleaning Hours:9:00 PM to 5:00 AM
Please note: Due to nature and historical value of the Heritage Center, all cleaning products must receive approval
from Museum Director prior to use.
FREQUENCY TASK See Section 2
"Required Services"
Daily: Vinyl,linoleum,or concrete floors(sweep and/or dust mop all Floors) 1 a
Hardwood floors(sweep and dust mop) 2a
Carpet and mats(vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
raffid(remove all marks and writing) 2f
Doors and entrances(clean and polish) 3a
Dusting(remove accumulated dust) 5a
astebaskets(empty and replace liners) 5c
estrooms(clean,disinfect,restock) 9a
Weekly: Vinyl,linoleum or concrete floors(damp/wet mop) 1b
Hardwood Floors(sweep and damp mop) 2b
Carpets and mats(vacuum all areas,including edges and corners) 2d
Walls,doors and molding(spot clean) 2g
lass and windows(remove fingerprints,smudges,dirt) a
Monthly: Dusting-high dusting 5b
ormica and metal desks—clean all 8b
fight switches-clean and disinfect 8f
Janitorial closets—clean,organize,stock and keep odor-free Ile
Quarterly: Vinyl and linoleum-clean and wax floors-traffic areas 1c
astebasketltrash containers-wash and disinfect 5d
fight fixtures-clean all 8g
VAC vents and diffusers—clean all h
ersonal computers-clean with anti-static cleaner 11e
Venetian blinds(dust and damp wipe) 11g
emi•Annually: 10 nyl and linoleum-strip completely and wax 1d
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ATTACHMENT 7(Page 1 of 2)
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Heritage Park and Museum, 11285 Dublin Boulevard
Estimated Building Size: See below
Cleaning Frequency:5 days per week,Monday—Friday
Janitorial Cleaning Hours:5:00 PM to 12:00 AM
Please note: Due to nature and historical value of the Heritage Center, all cleaning products must receive approval
from Museum Director prior to use.
Sunday School Barn:1327 SF
FREQUENCY TASK See Section 2
"Required Services"
Daily: Zootebasket d floor--sweep a
—empty and replace liner 5c
Weekly: Nails,doors,moldings—spot clean as needed 2g
lass and windows—remove fingerprints,smudges,dirt 4a
Doors—clean and polish 3a
ustin —dust window sills and furniture Pa.15b
Monthly: Dusfing—high dusting 5b
Light switches—clean and disinfect Of
Janitorial closets—clean,organize,stock and keep odor-free 2a12b
Vinyl and linoleum—clean and wax floors-traffic areas 5d
Quarterly: fight fixtures and fans—clean g
VAC vents—clean 3h
Restrooms: 289 sq.ft.
FREQUENCY TASK See Section 2
"Required Services"
Daily: loor—sweep and mop 1a11b
Toilets—clean and disinfect 9a
Doors—clean and polish 3a
astebasket—empty and replace liner 5c
Weekly: alls,doors,moldings—spot clean g
Fisting ass and windows—remove fingerprints,smudges,dirt a
—dust window sills and furniture 5a/5b
Monthly., Dusting—high dusting 5b
fight switches—clean 8f
Janitorial closets—clean,organize,stock and keep odor-free 11c
Wastebasket/trash containers—clean and disinfect 5d
uarterly: fight fixtures and fans—clean g
VAC vents—clean h
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City of Dublin and Tri-Valley Janitorial Service &Supply, Inc. Page 35 of 40
i
I
ATTACHMENT 7(Page 2 of 2)
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Ceramics/Art Studio:330 sq.ft.
FREQUENCY TASK See Section 2
"Required Services"
Daily; usting(dust window sills and furniture) al5b
astebasket(empty and replace liner)
loor-sweep and mop la/lb
Weekly: Nails,doors,moldings(spot clean) 2g
lass and windows(remove fingerprints,smudges,dirt) 4a
Doors(clean and polish) 3a
Dusting—high dusting b
Monthly: ight switches—clean Of
Quarterly: astebaskelltrash containers--clean and disinfect
ight fixtures—clean g
VAC vents—clean ail h
Kolb House:2304 sq.ft,
FREQUENCY TASK See Section 2
"Required Services"
Weekly: 3athroom and Kitchen Floor—sweep and damp mop la/lb
athroom fixtures—clean and disinfect 9a
tchen counters—wipe with light solution 14b
astebaskets--empty and replace liner
Back Porch—sweep and clean le
ublic Room—vacuum carpeted areas,spot clean 7a
alls—vacuum carpeted areas,spot clean 7a
Stairs—vacuum carpeted areas,spot clean 7a
Nails,doors,moldings—spot clean 2g
lass and windows—remove fingerprints,smudges,dirt 4a
usting—dust window sills and furniture a15b
oors--clean 3a
Monthly: usting—high dusting b
ight switches—clean and disinfect 8f
anitorial closets--clean,organize,stock and keep odor-free 11c
Quarterly: Nast ebasket/trash containers—clean and disinfect
fight fixtures and fans—clean
VAC vents—clean 8h
Contract Services Agreement between April 1, 2015
City of Dublin and Tri-Valley Janitorial Service &Supply, Inc. Page 36 of 40
ATTACHMENT 8
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Shannon Community Center,11600 Shannon Avenue
Estimated Building Size: 18,250 SF
Cleaning Frequency:5 days per week,Monday—Friday
Janitorial Cleaning Hours: 10:00 PM to 5:00 AM;Weekends as needed following special events
See Section 2
FREQUENCY TASK "Required
Services"
Daily Sweep andlor dust mop all hard surface floors 2a
Vacuum all carpet area 2d
Spot clean carpet areas 2e
Graffiti(remove all marks and writing) 2f
oors and entrances(clean and polish) a
Drinking fountains(clean,disinfect and polish) 3b
Public Telephones(clean and disinfect) 3c
Dust all surfaces 5a
Wastebaskets(empty and replace liners) c
estrooms(clean,disinfect,and restock) 9a
itchenlcoffee bar sinks(clean and disinfect) 10b
tchen floor—remove mats,degrease,disinfect,replace mats 10a
Weekly Damp mop all hard surface floors 2b
Vacuum all carpeted areas including the edges 2d
Spot wash all walls,doors,and moldings 2g
Remove fingerprints and smudges from glass and windows 4a
ash whiteboards and pen rails(if erased) d
abinets,sinks and appliances(degrease,disinfect and polish) 10c
Nash Anti-Fatigue mats(degrease and disinfect) 10e
itchen floor drains(degrease and clean) 1of
lass and windows—remove fingerprints,smudges,dirt a
Monthly: Dusting(high dusting) 5b
ooden furniture(clean and polish) 8a
ooden fixtures(polish) 8c
fight switches(clean and disinfect) 8f
anitorial closets(clean,organize,stock and deep odor free) 11c
tchen vent hoods over stoves(degrease,clean and polish) 10d
Quarterly: Vinyl and linoleum(clean and refinish floors, traffic areas) 1d
Semi-Annually: Vinyl and linoleum-strip completely and wax 1d
nnuall : Ptone,marble,granite,ceramic tile floors refinishin 1h
Contract Services Agreement between April 1, 2015
City of Dublin and Tri-Valley Janitorial Service&Supply, Inc. Page 37 of 40
ATTACHMFNT9
City of Dublin Scope of Services—Frequency and Task Chart—Standard Service Levels
Location: Corporation Yard,5709 Scarlett Court
Estimated Building Size:3,500 SF(office space only)
Cleaning Frequency:-2 days per week,Tue/Thu
Janitorial Cleaning Hours:5:00 PM to 5;00 AM
FREQUENCY TASK See Section 2"Required
Services"
Daily: myl,linoleum,or concrete floors—sweep and/or dust mop all floors i a
'iCarpet and mats—vacuum traffic areas and offices 2c
Carpet spot cleaning and removal—as necessary 2g
raffid—remove all marks and writing 2h
lass and windows--remove fingerprints,smudges,dirt 4a
Dusting--removal of accumulated dust 5a
astebaskets—empty and reline 5c
estrooms—clean,disinfect,and restock supplies 9a,b
Weekly: arpet and mats—vacuum all areas,including edges and corners 2d
ails,doors and molding—remove fingerprints,smudges and dirt 21
Doors&entrances—clean and polish,remove finger prints&smudges 38
Dusting—all table tops,office desks,and filing cabinets 5a
White boards and pen rails--wash clean,if erased
Monthly: Dusting--high dusting 5b
ooden furniture—clean and polish 8a
ormica and metal desks—clean all 8b
ood fixtures—polish 8C
abric or carpeted wall coverings-dust and/or vacuum,spot clean 8e
ight switches—clean and disinfect 8f
Quarterly: Vinyl and linoleum—clean and wax floors 1c
astebasket/trash containers—wash and disinfect 5d
fight fixtures—clean all 8g
VAC vents and diffusers—clean all 8h
ersonal computers—clean 12h
emi-Annually: lass and windows,interior and exterior--all areas b
Contract Services Agreement between April 1, 2015
City of Dublin and Tri-Valley Janitorial Service &Supply, Inc. Page 38 of 40
EXHIBIT B
COMPENSATION SCHEDULE
City shall pay Contractor for work to be performed pursuant to this Agreement per the l=ee
Schedule(s), attached hereto.
City Facilities Monthly Rate Annual Cost
City Hall Wing, Civic Center, 100 Civic Plaza, $2,903.00 $34,836.00
5-days per week service, Monday - Friday
Police Wing, Civic Center, 100 Civic Plaza, including $1,950.00 $23,400.00
portable building located in police parking lot,
6-days per week service, Monday-Saturday.
Library, 200 Civic Plaza (entire library), $3,821.00 $45,852.00
6-days per week service, Monday-Sunday, except
Friday
Shannon Community Center, 19600 Shannon $2,650.00 $31,800.00
Avenue, r
5-days per week service, Monday-Friday
Senior Center, 7600 Amador Valley Blvd., $1,750.00 $21,000.00
5-days per week service, Monday-Friday
Heritage Center, 6600 Donlon Way, including Murray
Schoolhouse and St. Raymond's Church,
3-days per week service (Murray Schoolhouse) $395.00 $4,740.00
1-day per week service (St. Raymond's Church) $205.00 $2,460.00
Dublin Heritage Park and Museum, 11285 Dublin
Blvd., $500.00 $6,000.00
5-days per week service, Monday-Friday
Swim Center, 8157 Village Parkway,
2-days per week service, Feb-Mar $600.00 $1,200.00
4-days per week service, Apr—May & Sep $875.00 $2,625.00
7-days per week service, Jun-Aug $1,400.00 $4,200.00
Corporation Yard, 5709 Scarlett Court,
2-days per week service $425.00 $5,100.00
TOTAL ANNUAL COST: $183,213.00
Extra Work:
Rate for scheduled extra work at 17.75 per hour for a minimum of 2 hours for
special events.
Contract Services Agreement between April 1, 2015
City of Dublin and Tri-Valley Janitorial Service&Supply, Inc. Page 39 of 40
JANITORIAL SUPPLIES
Estimated Quantity Case
Quantity Product/Description Per Case Price
125 cs. Toilet Tissue,2-ply, 500 sheets/roll 80/500 $33.75
325 cs. Multifold Towels, bleached 16/250 $20S1
60 cs. 40" x 48" or 40"x 46"Trash Liners, 125 $3650
1.8 mil or better
70 cs. 33"x 39" Trash Liners, 150 $38.03
1.8 mil or better
50 cs. 24" x 23"Trash Liners(wastebasket liners) 1000 $22.73
0.4 mil or better
30cs 40" X 46" Clear Trash Liners 150 $36.26
1.7 mil or better
30cs 33" x39" Clear Trash Liners 250 $39.67
1.2 mil or better
30cs 24"x 23" Clear Trash Liners 500 $16.39
.35 mil or better
40 cs, Toilet Seat Protectors 5000 $37.82
100 cs. Pink Hand Soap (based on 6 gal./case) 4GL $23.73
10 cs. Sanitary Napkin Receptacle Liners 500 $16.53
Approx. 7%"x 3-3/4"x 10%"
Additional Charges:
Fuel Surcharge:Yes/No—S None Delivery Charges:Yes/No-$ None
Contract Services Agreement between April 1, 2015
City of Dublin and Tri-Valley Janitorial Service &Supply, Inc. Page 40 of 40