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HomeMy WebLinkAboutItem 5.2 Shannon Center Janitorial Service 00—30 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 26, 1985 SUBJECT Shannon Center Bid for Janitorial Services EXHIBITS ATTACHED 1) Bidders Proposal Page 2 ) Notice Inviting Bids 3 ) Instructions to Bidders 4 ) Proposed Building Maintenance Contract 5) Approximate Building Specifications RECOMMENDATIONS Authorize Staff to Solicit Bids for Janitorial Services FINANCIAL STATEMENT Dependent on Bid Results. Current Contract is $852 .46 per Month DESCRIPTION In order to satisfy our lease agreement with the Dublin San Ramon Services District, provide an adequate level of building sanitation and cleanliness as well as provide for user safety; it is necessary to secure a janitorial service to maintain the Shannon Center facility on a regular basis. The current janitorial services contract provides building maintenance seven days per week at a rate of $852 .46 per month. The contractor has indicated to staff that it is no longer feasible to provide the level of service the contract requires at this rate, thus resulting in the need to re-bid the contract. Attached is the proposed bidders packet including the proposed Building Maintenance Contract. Staff met with the DSRSD Park Maintenance Superintendent to review the contract and any changes are underlined. It is staffs recommendation that the Council approve the proposed bidders packet and authorize staff to solicit bids for janitorial service . ITEM DfO.V BIDDERS PROPOSAL PAGE FOR JANITORIAL SERVICES AT SHANNON COMMUNITY CENTER BID NO. . - . - - - CITY OF DUBLIN, CALIFORNIA City of Dublin 6500 Dublin Boulevard Dublin, California 94568 I have received the documents titled: Notice Inviting Bids, Instructions to Bidders, Proposed Building Maintenance. Contract, Approximate Building Specifications, Bidders Proposal Page, and I am aware of the scope of the work and the condition of the site as contained in the Bid Documents . In submitting this Proposal, I agree: - To hold my bid open for 30 calendar days from the date of this proposal. - To offer to provide and deliver, as required, the services to the City of Dublin in strict compliance with the specifications adopted by the City Council, City of Dublin. - To enter into and execute a Contract, if awarded on the basis of the Proposal. - To begin providing services October 1, 1985. - To accomplish the work in accordance with the Contract documents . Please write in numbers of the monthly Bid amount $ on the line below, write in words the monthly bid amount : (Monthly Bid price written in words ) BID. SUBMITTED BY: Company: . . . . . . . Date: - - - Address : - - - - - - - - - - - - - . . . . . . . . . Street City Zip Code Phone No: Please list three references for whom you have provided similar services . . . . . . . . . . . . . Name of Contact Person Phone Length of Service Name of Contact Person Phone Length of Service . . . . . . . . .. . . . . Name of Contact Person Phone Length of Service By: . . . . . . . . . . . . . . . . . . . . . Signature of Authorized Representative . . . . . . . . . . . (Type or Print Name of above) CITY OF DUBLIN P.O. Box 2340 Dublin, CA 94568 (415) 829-4600 NOTICE. INVITING BIDS NOTICE IS HEREBY GIVEN that bid proposals will be received until 2 : 00 p.m. , September 13, 1985. All bids must be submitted on attached Bid Proposal Page, to the Deputy City Clerk, Dublin City Offices, 6500 Dublin Blvd. , Suite 101, Dublin, California. Said bids will be publicly opened and read in the Deputy City Clerk Conference Room, of the City Offices at 2 : 00 p .m. , September 13, 1985, in connection with the maintenance of Shannon Park Community Center. A complete set of contract documents for this Project may be secured at the office of the City Clerk, 6500 Dublin Blvd. , Suite 101, Dublin. The competency and responsibility of the bidders will be considered in making the award. The City, however, reserves the right to reject any or all proposals, to determine the lowest responsible bidder, and to waive any informality or irregularity in the proposals received. SECTION. lA. -_ INSTRUCTIONS- TO-BIDDERS 1. 0 PROPOSALS 1.1 Bids shall be made upon the form obtained at the office of the City Clerk properly and with all items filled out; numbers shall be stated both in writing and in figures, the signatures of all persons signing shall be in longhand. The completed form shall be without interlineations, alterations or erasures . Any irregularity may be cause for rejection of the bid. 1.2 Bids shall not contain any recapitulation of the work to be done, alternative proposals will not be considered unless called for. No oral, telegraphic or telephonic proposals or cost of the work included in the contract. 1. 3 Before submitting a bid, bidders shall carefully, read the specifications and shall visit the site and shall fully inform themselves as to all existing conditions and limitations and shall include in the bid a sum to cover the cost of the work included in the contract. 1. 4 All bidders requesting an on-site inspection of the property shall meet at the Community Center on Wednesday, September 4, 1985, at 10 :00a.m. - Diane Lowart, Recreation Director for the City of Dublin, will provide an on-site inspection of the property. 2 . 0 OPENING OF BIDS 2 .1 Bids will be opened and read publicly at the time set, in the City Clerk 's Conference Room as indicated in the Notice Inviting Bids statement. 3 . 0 AWARD. AND. REJECTION. OF BIDS 3 .1 The City Council reserves the right to reject any or all bids to waive any informality in bids received and to determine the lowest responsible bidder. 4 . 0 WITHDRAWAL OF BIDS 4 . 1 Bids may be withdrawn by the Bidder prior to but not after the time fixed for opening of bids . 5. 0 FORM- OF AGREEMENT 5 . 1 The Form of Agreement, which the successful Bidder, as Contractor, will be required to execute, is provided in the Bid Package. 6 . 0 SPECIAL..NOTICE 6. 1 Bidders are required to inform themselves fully of the conditions relating to the maintenance specifications and the location of the work to be done. The contractor must employ, such methods and means in carrying out his work as will not cause any interruption or interference with any other Contractor. 7 . 0 ASSIGNMENT. OF CONTRACT 7 . 1 No assignment by the Contractor of any contract to be entered into hereunder or any part thereof, or if funds to to be received thereunder by the Contractor, will be recognized by the City, unless such assignment has had the approval in writing of the awarding authority. Section lA - 1 of 2 8. 0 INTERPRETATION OF- DOCUMENTS 8.1 If any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the specifications, or other proposed contract documents, he may submit to the City a written request for an interpretation thereof. The person submitting the . request will be responsible for its prompt delivery. Any interpretation of the proposed documents, which in the City' s judgement is necessary, will be made only by Addendum duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving a set of such .documents . The City will not be responsible for any other explanations or interpretations of the proposed documents . 9 . 0 ADDENDUM. OR BULLETINS 9 .1 Any addendum or bulletins issued during the time of bidding or forming a part of the documents furnished to the Bidder, for the preparation of this bid, shall be covered in the bid, and shall be made a part of the Contract. The receipt of each Addendum shall be acknowledged on the Bid Proposal Form as submitted by the Bidder. Section lA - 2 of 2 PROPOSED BUILDING MAINTENANCE CONTRACT SHANNON COMMUNITY CENTER AGREEMENT made this day of 1985, between . . . . . . .. . . hereinafter referred to as CONTRACTOR, and City of Dublin, hereinafter referred to as the CITY, 6500 Dublin Blvd. , Suite 101, Dublin, California 94568 . PURPOSE OF AGREEMENT - The purpose of this Agreement is to state the terms and conditions under which the CONTRACTOR will provide janitorial and cleaning maintenance services for the premises operated by the CITY at 11600 Shannon Avenue, Dublin, hereinafter referred to as the "building" or portions as described in the body of this Agreement. SERVICES TO BE PERFORMED The CONTRACTOR agrees to . perform the janitorial and cleaning maintenance service for the building as described hereto and by this reference included herein. Services shall be provided seven days per week, unless otherwise provided herein. UPSTAIRS: Office; West Room/Carpets - Shall be vacuumed twice per week - Shall be cleaned once per year and treated with a soil repellant - Cabinet finish shall be protected once per month East Room/Wood Floors - Shall be dust-mopped daily - Any machine applications on this floor shall be done with used buffing pads Main Hall/Floors - Shall be damp-mopped daily - Shall be waxed-restored (waterbase) twice per week - Floors shall be striped, neutralized and waxed (waterbase) once per year to. coincide- with. the- start. of. the . contract year, and more often as needed Hallway; Main Lobby/Floors Shall be damp-mopped daily Wax-restored once per week Shall be stripped, neutralized and waxed (waterbase) once per year to coincide- with- the start. of- the- contract year, and more often as needed Kitchen/Restrooms - Shall be damp-mopped daily - Wax-restored twice per week - Shall be striped, rieutralized and waxed (waterbase) once per year to coincide- with the. start of- the - contract- year, and more often as needed - All plumbing fixtures shall be cleaned daily with a germicidal cleaner - Ceramic tiles in restrooms should be cleaned daily and sealed (solvent base) once per year - Aroma screens or equivalent shall be used in men ' s urinals - Kitchen appliances and any stainless steel shall be polished once per week to restore to original finish - Cabinet finish shall be protected once per month BUILDING MAINTENANCE CONTRACT Page Two DOWNSTAIRS: Meeting Room/Concrete Floors - Shall be damp mopped twice per week Preschool - Shall be vacuumed twice per week - Shall be cleaned once per year and be treated with a soil repellant ENTIRE- BUILDING Walls - Wallpaper shall be spot cleaned every two weeks - Painted walls shall be touched up as needed - Graffiti shall be removed immediately when observed Lower Windows (Under 10 ' ) - Entry and lobby spot cleaned daily - Entry and lobby thoroughly cleaned once per week - Rest of building cleaned thoroughly monthly Upper Windows (Over 10 ' ) - Shall be cleaned twice per year Light Fixtures/Inside Building & Bridge - Shall replace all burnt out light bulbs that can be reached by a 6 ' ladder OUTDOOR AREA Entry and bridge area swept daily MATERIALS AND SUPPLIES The CONTRACTOR will furnish all materials and equipment necessary to perform the foregoing services with the exception of hand soap, towels, toilet tissue, seat covers, sanitary napkins, and deodorants, which are to be supplied by the Customer and an adequate supply of which is at all times to be maintained in the janitorial room of the building. CONTRACTOR is to notify management of any supplies running low. EXCEPTIONS: The following equipment is provided for the CONTRACTOR' S use by the Dublin San Ramon Services District: - Regular and high speed buffer/floor machine - Vacuum Cleaner SUPERVISION AND INSPECTION Regular day time and night time inspections of the areas covered by this Agreement will be conducted by the Foreman of the Maintenance Service to insure that all services are properly performed and to insure satisfactory levels of workmanship. To make certain that any problems that arise will be promptly taken care of, the CONTRACTOR will maintain a twenty-four (24 ) hour a day answering service, seven (7 ) days per week for the receipt of any complaints; the telephone number for this is Community Center Manager of the CITY and CONTRACTOR shall arrange to tour facilities once per month during the term of this Agreement on a day to be determined by the Community Center Manager in order to inspect the work done by the CONTRACTOR'S staff. BUILDING MAINTENANCE CONTRACT Page Three Working hours will be set by the CITY and are subject to change. Ample notification will be provided prior to any scheduled change. In addition, - the. CONTRACTOR must provide the- CITY with a weekly maintenance. schedule- including- maintenance to be performed during. the week and -the .times . that- the- CONTRACTOR_ -will -be . doing the scheduled. maintenance. SECURING BUILDING CONTRACTOR shall be responsible to assure that no persons are left in the building prior to locking all doors, activating alarms and securing the building. CONTRACTOR shall report any property damage or vandalism to the Police Department at 829- 0566. In the event of a major maintenance problem, CONTRACTOR shall call Park Maintenance Superintendent, Ken DeSilva at 846- 4565. PENALTIES During the term of this contract, the sum of seventy-five dollars ( $75 . 00 ) shall be deducted from the monthly payment to the CONTRACTOR for each day the services outlined are not performed by the CONTRACTOR or his agent (s) . COMPLIANCE WITH APPLICABLE STATUTES, ORDINANCES AND. REGULATIONS In performing the services required of it under this agreement, the CONTRACTOR shall comply with all applicable Federal, State, County, and City statutes, ordinances and regulations . INSURANCE AND INDEMNIFICATION CONTRACTOR shall supply at his/her expense proof of a Janitorial Service Bond, covering CONTRACTORS employees which shall remain in effect for the term of this Agreement. CONTRACTOR shall assume liability and pay all costs of defense, including legal fees and court costs, and hold the CITY harmless from loss, damages, costs or expenses caused by any negligent or wrongful acts, errors , or omissions of CONTRACTOR'S officers, employees and agents which may occur in the performance of the terms, duties and obligations of this Agreement. CONTRACTOR shall provide a certificate of insurance to the CITY, to be included as part of this Agreement, which will give evidence of general liability insurance of not less than $1, 000, 000 . 00 for personal injury, accidental death and property damage; and further provide to the CITY a Certificate of Insurance, which gives evidence of automobile liability insurance coverage of not less than $1, 000, 000 . 00 for personal injury and accidental death, and $50, 000 . 00 for property damage per occurance. CITY shall be named as an additional insured in any such liability insurance policy. CONTRACTOR shall pay all premiums for said insurance. CONTRACTOR shall also provide the CITY with a certificate of insurance, to be included as part of this Agreement, which will give evidence that employees are covered by Worker ' s Compensation Insurance. All certificates of insurance which are part of this Agreement shall be approved by the City Manager and City Attorney as to form and content . BUILDING MAINTENANCE CONTRACT Page Four COMPENSATION The CITY shall pay the CONTRACTOR at the rate of per month for the services herein agreed to be performed. The CONTRACTOR will send a bill to the CITY at the end of each month and the CITY shall make payment within twenty (20) days of the billing date. CONTRACTOR' S-.AGREEMENT-NOT TO- ASSIGN The obligations and benefits of CONTRACTOR may not be sublet or assigned by CONTRACTOR without the prior written approval of the City Council . Any agreement shall not, nor shall any benefit or obligation thereunder, be assignable by operation of law without the prior written consent of the City Council . TERM OF AGREEMENT The term of this Agreement shall commence on the 1st day of October, 1985, and shall continue in full force and effect thereafter until it is terminated by thirty (30 ) days written notice from either party to the other. The rate is a total figure for all services, proper equipment to perform the services, and the necessary cleaning supplies as needed. Services will not be performed on holidays in which CITY offices are closed, except on a separately negotiated price for special holiday services . SEVERABILITY- CLAUSE This Agreement shall be governed by the laws of the State of California. It constitutes the entire Agreement between the parties regarding its subject matter . If any provision in this contract is held by any court to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in force. Executed at Dublin, California, on the day and year first written above. CONTRACTOR BY: CITY BY: . . . . . . . . . . . . . . . . . ATTEST: APPROXIMATE BUILDING SPECIFICATIONS SHANNON COMMUNITY CENTER Facts & Figures: This facility was constructed in 1973 by the Dublin San Ramon Services District and is managed by the City of Dublin for its community recreation programs and classes . AREA SQUARE FEET Upper Floor 8, 408 Lower Floor 3, 770 TOTAL 12, 178 UPPER. FLOOR CONTAINS OFFICE/CARPETS: One large office 20 'x20 ' , three small offices 10 'x10 ' each. EAST ROOM/WOOD FLOORS: 20 'x50 ' area. Capacity: 150 assembly, 73 dining. MAIN HALL/LINOLEUM FLOOR: 40 'x80 ' area. Capacity: 500 assembly, 240 dining. WEST ROOM/CARPET: 40 'x30 ' area, with access to decking and lawns . Capacity: 100 assembly, 50 dining. RESTROOMS: Men ' s Room contains 2 stalls, 3 urinals, 2 sinks . Women ' s Room contains 4 stalls, 2 sinks . One Janitor ' s closet. LOWER- FLOOR CONTAINS MEETING ROOM/CONCRETE FLOOR: 501x25 ' area with access to patio area. Capacity: 140 assembly, 70 dining. PRESCHOOL: 50 'x25 ' indoor area with attached patio and play equipment. Three storage areas.