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HomeMy WebLinkAbout4.06 Shannon Center Janitorial Service 60o-so CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 12, 1987 SUBJECT Award of .Bic: for Community Center Janitorial Service EXHIBITS ATTACHED Proposed Shannon Center Janitorial Contract RECOMMENDATION Award bid to Central Cleaning Company and authorize Mayor to execute agreement FINANCIAL STATEMENT: Proposed cost of service pursuant to agreement is $945 per month. Sufficient funds are budgeted. DESCRIPTION At the regular City Council meeting on December 8, 1986, the City Council directed Staff to solicit bids for janitorial services . The City ' s lease agreement with the- Dublin San Ramon Services District requires that the City provide an adequate level of building sanitation and cleanliness . In addition, the operation of the facility as a public building requires that the facility be maintained in an acceptable manner. The City received 5 bids on December 30, 1986, which are indicated below: CONTRACTOR - AMOUNT BID Central Cleaning Company $ 945 per month Unlimited Services $1 , 295 per month Hometown Building Maintenance $1, 425 per month American Building Maintenance $1, 950 per month Golden Valley Maintenance Service $2 , 080 per month The apparent low bidder for the Shannon Center --Janitorial Services is the Central Cleaning Company . The proposed bid by Central Cleaning Company represents a $250 per month savings over the current contract with Barry ' s Janitorial Service . The current contractor has violated the terms of the -agreement by subletting the service to another firm for 1 month without notification to Staff, and without the required written approval of the City Council . The current provider had also been placed on notice for substandard performance of the agreement. Staff has reviewed the references provided by the representatives of Central Cleaning Company. The comments from current clients were positive . City Staff has also met with Mr. Dan Lofgren who represents Central Cleaning Company regarding the proposed scope of work and approach to the agreement. Mr. Lofgren has indicated that his company currently handles 65 accounts and he has approximately 150 people available to work under his direction. In addition, each bidder was required to attend a walk-through of the facility with the Recreation Director . The purpose of this requirement was to assure that the job duties were well understood by the bidders prior to submitting contract prices . The proposed agreement also specifically identifies the workload which is to be handled by the cleaning firm. Based on the provisions of . the Purchasing Ordinance adopted by the City Council, it is recommended that the contract be --awarded to Central Cleaning Company and that the Mayor be authorized to execute the agreement . ---------------------------------------------------------------------------- COPIES TO: Bidders ITEM NO. - y 1\ tr�'ryv:J it -G �i' `x' rW rx�}Y��r, )~Y r'1 l���"• +�7#, fM �.y���'1 1 Ail X s'c i r.. x f rx1 >� y � .. a•+.. k .'fir^ a K..x ry t` - ` SIT y' k BUILDING-MAINTENANCE¢CONTRACT :,SHANNON COMMUNITY ;CENTERrp; , AGREEMENT made` this '.'12th _ day,-of t:.'JanuaryJ 1987, between Central Cleaning Company r Fir= hereinaf ter referred to as -CONTRACTOR, and City ..of;r._Dublin, >°`hereinafter referred to as the CITY, 6500 Dublin Blvd ; '�Suite'... Dublin, ,California 94568. PURPOSE 'OF AGREEMENT "_-\ The purpose : of this Agreement ';fis -,to estate 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. r, ' 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 A. DAILY SERVICES 1. Empty and clean-,cigarette. .urns and waste containers, inserting liner bags in waste containers. 2 . Dust ' all horizontal surfaces `. of office furniture, partitions, floor . .moldings, .-- ledges, windowsills and counters. 3 . Clean all kitchen sinks,`-'counters, refrigerator and warming trays exterior .surfaces. 4 . Clean hand marks from counter tops, light switches, entrance and closet doors,. . lobby and office window/glass partitions.­­-- 5 . -'Thoroughly sweep or dust-mop all 'floors not carpeted. Damp mop all vinyl/tiled floors. 6 . Wash and e'lean basins; towel, tissue, soap and sanitary napkin dispensers; and waste containers in restrooms. Clean, sanitize and deodorize all urinals and toilet - bowls wit-,h an approved disinfectant solution. Clean mirrors, :bright metal,- doors . and walls around towel dispensers. . Refill .all soap, towel, tissue, sanitary napkin and seat cover -dispensers. 7 . Remove all waste and rubbish from premises and deposit in containers provided. '. >-- 8 . Sweep or hose entrance bridge ,area. B. TWICE WEEKLY SERVICES r 'F 1 . Vacuum all carpeted areas -.and.,.entrance mats. 2 Damp mop all - concrete -=;f loors:==: . 3 . Wax-restore all i ;vinyl/tled ;floors. C. WEEKLY SERVICES t 1 Thoroughly .Nclean� xinsidet (remove water . seal buildup) a outside ands underside tiof washbasins,. toilet bowls and urinals in ' reystrooms 4 Clean�'toliet seats, all exposed ftj• �7plumbing :'and \.brifit` workY\ ;Remove s lashin s from F g i�r K e r L r p g A.: adjacent wa1lst5ofrwasht, basinsand ,:modesty panels. Handwash with !r s'ponge',,the.R"}floor area around and in back •y. a 'ya:4-- two ... 1i rtwr xisi m5^},tla ♦ ,of ­toilet,,':bowlsz� � rE `k � ; � 2 Machine ffiuffY hardwood� 7floor's with .used -buffing pads. 3 . Thoroughly :,cleans entry , andgggqr�lobby windows (under 10 feet ,��\ heck 4 Polish kitchenT (appliances,, and', stainless steel to restore origi.nalr finish���+�x',�� - y _. / �• `S l} ._ 3! yy+i+.+^1'I rty. .0 3 �qC 1,3 r.- =i` .ph BUILDING MAINTENANCE CONTRACT Page Two D. BI-MONTHLY SERVICES 1 • Spot clean all painted walls to remove fingermarks and _ stains without removing paint. Spot clean wal coverings with care so as to not have "bleached out,, looking spots . E. MONTHLY SERVICES l • Dust all high areas - ledges and cabinets, etc. shelves, tops of 2 . Remove cobwebs and dust from entrance ways, ceilings, walls and fixtures . 3 . Apply furniture polish to all wood cabinet surfaces. _4 . Thoroughly clean lower windows and outside. (under 10 feet) inside F. SEMI-ANNUAL SERVICES ;1 - Thoroughly clean upper windows (over 10 feet) inside and outside. e G. ANNUAL SERVICES 1 • Clean carpets entirely, using commercial methods a machinery. Treat with soil repellant. nd 2 . Strip, neutralize and re-wax (waterbase) vinyl/tiled floors . all 3 . Clean and seal (solvent base) ceramic tiles in restrooms . H. SPECIAL DUTIES 1 • Replace all burnt out light bulbs that can be reached by a 6 foot ladder as necessary. MATERIALS AND SUPPLIES The CONTRACTOR will furnish all materials and equipment necessary to perform the foregoing :: services with the exception soap, towels, toilet tissue, seat of hand 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 janitorial room of the buildin in the management of any supplies running low. CONTRACTOR is to notify EXCEPTIONS: The foliown CONTRACTOR'S use by the Dui n Ramon SeDistrict: equ tis Prov err te - Regular and high speed buffer/floor machine -. Vacuum Cleaner The CONTRACTOR shall obtain prior approval of the CITY for an space or area required_ for CONTRACTOR'S y operations . Materials, equipment, etc. shall no to a be e during stored in any location which shall interfer Piled or the normal functions of the building, with the conduct of persons_ or property. g °r constitute a hazard to SUPERVISION AND INSPECTION Regular -day time and night 'time inspections of the areas covered by this .:Agreement will be conducted b designated representative Y the Recreation Director or properly performed and too insure satisfactory services workmanship. are levels of BUILDING MAINTENANCE CONTRACT Page Three 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 846-6632 Recreation Director 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 Recreation Director in order to inspect the work done by the CONTRACTOR' S staff. 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, Howard Yamamoto at 934-0127 . 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 . BUILDING MAINTENANCE CONTRACT Page Four 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. COMPENSATION (Nine Hundred Forty Five Dollars ) The CITY shall pay the CONTRACTOR at the rate of S945 . 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 = February 1, 1987 , 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 Sate 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: Daniel Lo en _ CITY BY: Mayor. ATTEST: City Clerk 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 201x20 ' , three small offices 10 'x10 ' each. EAST ROOM/WOOD FLOORS: 201x50 ' . area. Capacity: 150 assembly, 73 dining. MAIN HALL/L.INOLEUM FLOOR: 401x80 ' area. Capacity: 500 assembly, 240 dining . WEST ROOM/CRRPET: 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 ' at ea with access to patio area. Capacity: 140 assembly, 70 dining . PRESCHOOL:- 50 'x25 ' indoor area with attached patio and play equipment. Three storage areas .