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HomeMy WebLinkAboutItem 4.08 Shannon Center Janitorial Services (00(3 -30 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 23 , 1985 SUBJECT Award of Bid for Shannon Community Center Janitorial Service EXHIBITS ATTACHED Proposed Shannon Center Janitorial Contract RECOMMENDATION 2 Award Bid and Authorize Mayor to Execute Agreement FINANCIAL STATEMENT $10, 755 for Fiscal year 1985-86 Sufficient Funds are Budgeted DESCRIPTION At the August 26, 1985 meeting of the City Council, Staff was authorized to accept bids for janitorial service at Shannon Center. Four bids were submitted on September 13, 1985 and are indicated below. CONTRACTOR BID Barry ' s Janitorial $1, 195 . 00/mo Unlimited Services Bldg. Maint. $1, 595. 00/mo Nova Commerical Co. , Inc . $1, 948 . 48/mo MCE Corporation $1, 975 . 00/mo The current janitorial service is provided by Barry ' s Janitorial for $852 .46 per month. The lowest proposed bid is $1, 195. 00 per month and is again Barry' s Janitorial . This is an increase of $342 . 54 per month. Over the past two months, the level of maintenance at Shannon Center has declined. This was discussed with Bill Mayfield, owner of Barry ' s Janitorial and he has assured staff that the problem has been solved and the maintenance will once again be top notch. In doing reference checks on Barry ' s Janitorial, staff has received favorable comments on the quality of the service . In addition staff has met with the proposed contractor to assure common understanding of the agreement. Based on the provisions of the Purchasing Ordinance adopted by the City Council, it is recommended that Barry ' s Janitorial be awarded the Janitorial Contract and that the Council authorize the Mayor to execute the agreement. ----------------------------------------------------------------- ITEM NO. 8 PROPOSED BUILDING MAINTENANCE CONTRACT SHANNON COMMUNITY CENTER AGREEMENT made this 23rd day of September 1985, between Barry ' s Janitorial 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 i Kitchen/Restrooms - Shall be damp-mopped daily - Wax-restored twice per week - Shall be striped, neutralized 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 101 ) - 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 827-9703 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 $1, 195 . 00 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: j 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: 50 'x25 ' 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 .