HomeMy WebLinkAboutItem 4.06 Grapevine Cleaning Service Agreement i
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CITY OF DUBLIN
AGENDA STATEMENT
City Council Meeting Date: June 22, 1992
SUBJECT: Amendment to Agreement with Grapevine Cleaning Service for
City Facilities Janitorial Services
Report by: Public Works Director Lee Thompson
EXHIBITS ATTACHED: 1) Resolution and Proposed Amendment
2) Current Agreement
RECOMMENDATION: w Adopt Resolution
FINANCIAL STATEMENT: The current vs. proposed basic monthly cost of janitorial
service for each building (as indicated in the contract amendment) is as follows:
Current 91-92 Total Proposed 92-93 Total
Cost/Mo. Basic Svc. Cost/Mo. Basic Service % Diff.
Civic Center $ 4,517 $54,204 $ 4,191 $53,450 - 1.4%
Shannon Center 1,148 13,776 1,742 19,692 + 43%
Senior Center 573 6,876 654 7,848 + 14%
$ 6,238 $74,856 $ 6,587 $80,990 + 8.2%
The 43% increase at Shannon is primarily due to planned increases in the number of
hours per night for the facility. Due to the age of the facility and types of uses
experienced there, the contractor is spending more time cleaning Shannon than
originally anticipated and less time cleaning the Civic Center. Because the number
of hours needed to clean the Civic Center is far greater than Shannon, the planned
increase in hours for basic service at Shannon results in a 43% increase in cost for
that facility and less than 2% decrease in cost at the Civic Center. Overall,
however, the basic service cost will increase by 8.2%.
The following figures reflect the added cost of special services which are described
below:
92-23 Total Budgeted Cost of Total Est. Overall % Diff.
Basic Service Special Services 92-93 Cost 91-92 vs. 92-93
Civic Center $ 53,450 $ N/A $53,450 - 1.4%
Shannon Center 19,692 1,210* 20,902 +51.8%
Senior Center 7,848 1,475** 9,323 +35.6%
$ 80,990 $2,685 $83,675 11.7%
* Service at Shannon Center is proposed to be reduced to six days per week, with
the seventh day to be a "callout" at $55.00 per day. Staff estimated a total of 22
"callout" days (or an additional annual cost of $1,210) when budgeting for the
Shannon Center, based on rental history. The City will pay for the seventh day
service only when needed.
** Additional quarterly floor care has been added to the scope of work for the
Senior Center in order to prolong the life of the new floor.
Staff has used these figures in developing the Contract Service portion of the FY
1992-93 Operating Budgets for these facilities.
CITY CLER_ K
FILE [16[610 3 D
ITEM N0. 4* COPIES TO: Grapevine Cleaning Service
DESCRIPTION: On May 28, 1991, the City Council approved an agreement with
Grapevine Cleaning Service for janitorial services at the Civic Center, Shannon
Center, and Senior Center. The term of this agreement was a one-year period with
the possibility of extension up to a total of three years.
After a year of service, Staff recommends that the City Council approve extending
the term of the agreement for one additional year. Grapevine's performance has
generally been good, and any needed corrective action has been taken within a timely
manner. In order to align the contract term with the City's fiscal year, the
contract amendment includes a provision to begin the second year of the contract on
July lst.
Grapevine has proposed a rate increase for both the Shannon Center and Senior Center
and a rate decrease for the Civic Center. These changes are based on labor and
material cost increases and on the proportion of time spent and material utilized at
each building. It is further proposed to provide additional floor care service at
the Senior Center in order to preserve the new floor which was installed in December
of 1991.
Under the present agreement, service for the Shannon Center is provided on a seven-
day-per-week basis. Since the building is not always rented on the seventh day of
the week, and in an effort to reduce costs, it is proposed to provide regular
service to the Shannon Center six days per week and service for the seventh day on
an "on call" basis at a rate of $55.00 per visit. Staff estimates that the extra
service would be required 22 times during the course of a year and has budgeted
accordingly.
The Janitorial Service Specification, Exhibit "B" of the Agreement, has been re-
worked to increase frequency of some activities and decrease the frequency of
others. For example, sanitizing and disinfecting restroom facilities was shown as a
"weekly" task (as opposed to "daily" cleaning) and has been moved into the "daily"
category. Cleaning of air duct receptacles was shown as a "weekly" task but doesn' t
need to be performed that frequently and has been moved into the "monthly" category.
The additional floor care for the Senior Center has been added.
Staff feels that an overall 8.2% monthly cost increase (11.7% including special
services) is reasonable, particularly in view of the increased service level at the
Senior Center. Staff recommends that the City Council adopt the resolution
approving the amendment to the agreement for janitorial services.
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RESOLUTION NO. -92
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AMENDMENT TO AGREEMENT WITH GRAPEVINE CLEANING SERVICE
FOR JANITORIAL SERVICES
WHEREAS, on May 28, 1991, the City Council approved an agreement with
Grapevine Cleaning Service for janitorial services for three City facilities; and
WHEREAS, the term of said agreement is one year with the possibility of
renewal up to a total of three years; and
WHEREAS, said agreement provides for consideration of an annual
increase in compensation upon approval of the City Council; and
WHEREAS, the Contractor has requested an increase in compensation
according to the terms of the agreement; and
WHEREAS, adjustments in the agreed Scope of Work are desired by both
the City and Contractor;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Dublin does hereby approve the Amendment to the Agreement for Janitorial Services
attached hereto as "Exhibit A. "
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the
amendment.
PASSED, APPROVED, AND ADOPTED this 22nd day of June, 1992.
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
City Clerk
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EXHIBIT "A"
AMENDMENT TO AGREEMENT FOR JANITORIAL SERVICES
WHEREAS, on May 28, 1991, the City of Dublin and Grapevine Janitorial Service
entered into an agreement for provision of janitorial service to City facilities;
and
WHEREAS, said agreement provided for extension of the term of the agreement up to a
total of three years upon City Council approval; and
WHEREAS, services provided by Contractor have been satisfactory; and
WHEREAS, changes to the Scope of Work are desired by both Contractor and the City;
NOW, THEREFORE, the parties hereto agree as follows:
1. Under the terms of Section 2 "Term of Agreement/Renewal/Termination" of the
Agreement, the Agreement is hereby renewed for the period beginning July 1, 1992 and
continuing through June 30, 1993.
2. Section 8 "Compensation" of the Agreement shall be amended as follows (monthly
cost per facility) :
Civic Center (5 days per week) : $4,191
Shannon Community Center (6 days per week) : $1,742
Senior Center (5 days per week) : $ 654
The cost of service to the Shannon Center for special events held on the seventh day
of the week shall be $55.00 per visit.
The Senior Center shall incur an additional cost of $825 per year for one additional
strip and wax over and above the contract service specification, and $325 per
occurrence for one complete rewaxing during each of the two quarters of the year
that the strip-and-wax is not performed. Compensation for these services shall be
paid following satisfactory completion of the service.
The Civic Center cost shall be increased by $200 per month upon commencement of
service to the Police Wing Holding Cells. Service to the holding cells shall be in
accordance with the Amended Janitorial Service Specifications. Contractor will not
be required to provide service to the holding cells when inmates are present.
Callout service to the Civic Center shall be at the rate of $40.00 on weekdays or
$50.00 on weekends, plus the approved hourly rate.
3. Exhibit "A" Building Specifications is modified to indicate that regular
service to the Shannon Community Center is performed six days per week.
EXHIBIT A
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4. Exhibit "B" Janitorial Service Specifications is replaced in its entirety with
the attached "Revised Exhibit B. "
CITY OF DUBLIN GRAPEVINE CLEANING SERVICE
Mayor Owner
ATTEST:
City Clerk
CITY OF DUBLIN
JANITORIAL SERVICE SPECIFICATIONS
Proposed work schedule shall include the following:
ROUTINE JANITORIAL
RESTROOMS AND SHOWERS
DAILY:
Clean and disinfect restroom fixtures, toilet bowls, urinals and basins, plumbing,
mirrors, decorative and protective metals, including undersides and tops of toilet
seats.
Remove all scale using approved non-abrasive material.
Spot clean and dust walls, partitions, splashplates, windowsills, doors, and related
structures.
Clean, refill, and restock soap, towels, toilet tissue, seat covers, and sanitary
napkin/tampon dispensers. These dispensers shall be restocked with sufficient
supplies to last until the next servicing.
Empty and wipe down waste and sanitary containers, dispose of contents, replace
liners.
Clean entrance doors, remove handprints from push plates and sanitize.
Wash/scrub and disinfect all showers with approved non-toxic germicidal
disinfectant.
Report burned out light bulbs, graffiti, and any other abnormal situations to the
Building Manager.
WEEKLY:
Wash woodwork, ceramic tile, and formica surfaces and remove splash marks from
walls, urinals, and toilet partitions.
MONTHLY:
Clean air duct receptacles. (Grille is not to be removed.)
BIANNUALLY:
Clean all interior light fixtures.
REVISED EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 1
OFFICES, COMMON AREAS, KITCHENS
AND OTHER MISCELLANEOUS ROOMS AND FACILITIES
DAILY:
Sweep all non-carpeted floors with chemically treated dust mop, including all
interior stairways.
Mop hardwood floors with treated dust mop; spot mop all spills using a wet mop and
neutral (pH 7 or 8) cleaner.
Clean and sanitize drinking fountains.
Spot clean fingerprints and other marks from woodwork, walls, doors, and glass
partitions, and the inside surfaces of exterior windows.
Spot clean doors, door frames, and counters.
Vacuum all carpeted surfaces.
Spot clean spills or other spots on all upholstered furniture, carpets, including
elevator cabs, stairways, and landings, and mats beneath desks and "walk-off" mats.
Empty and replace liners in all wastebaskets and carry trash to specified containers
at each site. Material in recycling containers shall be collected separately and
placed in a bin specifically for recycled paper.
Leave all lights off (except designated night lights or those in areas being used by
employees or the public) .
Dust, with dusting agent or damp cloth where necessary, all horizontal surfaces of
office furniture (as much as can be done without disturbing papers on desks) ,
partitions, ledges, windowsills, and counters.
Clean all kitchen and coffee bar sinks and counters, as well as stove, microwave
oven, dishwasher, refrigerator, and warming tray exterior surfaces.
Report burned out light bulbs, graffiti, and other abnormal situations to the
Building Manager.
WEEKLY:
Clean and polish metal chairs, office equipment, and wooden furniture.
Wipe down plastic and leather furniture.
Thoroughly vacuum and spot clean upholstered furniture.
Clean and disinfect handsets of phones.
REVISED EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 2
Clean and wipe down all wastebaskets (interior and exterior) and interior trash
cans.
Clean and disinfect surfaces of exercise equipment which come in contact with the
user of the equipment (i. e. , handgrips, pedals, seats, and backrests, etc. ) .
Polish kitchen appliances and stainless steel to restore original finish. Clean
interior of stoves, refrigerators, and microwaves if needed.
MONTHLY:
Perform high dusting (i.e. , door sashes, tops of partitions, high cabinets, ledges,
vents, and hanging light fixtures) . Cobwebs are to be removed to the extent that
they can be removed with an extendable pole and only to the extent that special
equipment (i.e. , mechanical lifts) is not required.
Clean all glass doors (both sides) in buildings, including glass partitions, to a
height of ten (10) feet.
Clean stair railings and spot clean stairwells.
QUARTERLY:
Clean and polish all interior metal fixtures and surfaces, including door push and
kick plates and pulls.
Clean all fabric walls and partitions.
SEMI-ANNUALLY
Thoroughly clean venetian and vertical blinds.
Vacuum all fabric window coverings (drapes, shades, etc. ) .
ANNUALLY
Clean all light fixtures.
COUNCIL CHAMBERS
The services identified as "Daily" shall be performed twice weekly on days specified
by the City except that the Council Chambers shall be checked every day for litter
and wastebaskets shall be emptied. All other services shall be performed according
to the schedule for "Offices, et. al. ") .
REVISED EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 3
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JANITORIAL SERVICES AGREEMENT
THIS AGREEMENT is made at Dublin, California, as of May 28, 1991, by and
between the CITY OF DUBLIN, a Municipal Corporation ("CITY") , and Grapevine
Cleaning Service ("CONTRACTOR") , who agree as follows:
DEFINITIONS
DAILY shall mean five (5) days per week for the Civic Center and Senior Center
or seven (7) days per week for the Shannon Community Center.
WEEKLY shall mean one day per week. Days selected shall be determined by
contractor and approved by the Public Works Director or his/her designee.
BI WEEKLY shall mean once every two weeks.
MONTHLY shall mean once per calendar month. Day(s) selected shall be
determined by the contractor and approved by the Public Works Director or
his/her designee.
QUARTERLY shall mean four times per year. Dates shall be selected by the
contractor and approved by the Public Works Director or his/her designee.
SEMI-ANNUALLY shall mean twice per year. Dates shall be selected by the
contractor and approved by the Public Works Director or his/her designee.
Under no condition or exception shall these dates be later than the first and
seventh months of the agreement period.
ANNUALLY shall mean once per year. Dates shall be selected by the contractor
and approved by the Public Works Director or his/her designee.
CONTRACTOR shall mean Grapevine Cleaning Service.
CITY shall mean the City of Dublin.
AS NEEDED or AS REQUIRED shall mean any item or area serviced to a safe and
clean condition as determined by the Public Works Director or his/her
designee.
TERMS AND CONDITIONS
SCOPE OF WORK
1. The services to be provided shall include full service janitorial at each
of the facilities. The regular services to be provided shall be performed as
described in the Janitorial Services Spec ification .which is attached hereto as
Exhibit "A" .
TERM OF AGREEMENT/RENEWAL/TERMINATION
2. The term of this Agreement shall begin on June 1, 1991, and shall
continue in full force and effect thereafter for a period of one year. The
Agreement shall be reviewed each year and may be renewed for up to a total of
Page 1 of Agre rr..:aw, s^T, -:t ,
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three (3) years. Consideration may be given to an annual adjustment of the
rates identified, provided that the services performed are satisfactory. Said
adjustment will be subject to written amendment of this Agreement which
requires approval by the City Council. The Agreement may be terminated by
either party with 60 days' advance written notice, except that the City may
terminate the Agreement without prior notice if Contractor fails to perform
according to the terms of this Agreement. Upon termination, Contractor shall
be paid for all work performed to date, as provided in Section 8, said payment
to be prorated as necessary.
PROVISION OF PERSONNEL AND SUPPLIES
3. The Contractor shall furnish the necessary employees, to provide the
building janitorial services described in Exhibit A for the facilities listed
in Exhibit B attached.
COMPLIANCE WITH ANTI-DISCRIMINATION LAWS
4. In the performance of this agreement, . the Contractor agrees not to engage
in discrimination in employment of persons because of the race, color,
national origin, ancestry, sex, or religion of such persons. Violation of
this provision may result in the imposition of penalties referred to in Labor
Code 1735.
INDEPENDENT CONTRACTOR
5. Contractor shall be considered an independent contractor and not an
employee of the City of Dublin. City shall have the right to control
Contractor only insofar as the result of Contractor' s services rendered
pursuant to this Agreement; however, City shall not have the right to control
the means by which Contractor accomplishes services rendered pursuant to this
Agreement.
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.
CONTRACTOR RESPONSIBLE FOR COMPENSATION TO EMPLOYEES OF CONTRACTOR
6. The Contractor shall be responsible for the cost of all remuneration of
whatever kind to employees, including, but not limited to, regular and
overtime pay, as well as cost of vacation, vacation replacements, sick leave,
severance pay, and pay for legal holidays. The Contractor shall also pay all
Federal and State payroll taxes for its employees.
PREVAILING WAGE
7. The Contractor shall comply with Labor Code Sections 1770 et. seq.
Prevailing wage increases shall not be considered as the basis of an agreement
amendment outside of the time.noted in the agreement.
Page 2 of Agreement
COMPENSATION
8. Payment shall be made on a monthly basis. The Contractor shall submit an
invoice showing the amount due for the previous month. The invoice shall
itemize the costs for each facility. The monthly costs by facility for all
regular services (as defined in Exhibit A) included as part of this Agreement
are as follows:
Civic Center: $ 4,517
Shannon Community Center $ 1,148
Senior Center $ 573
$ 6,238
The above monthly costs are the total amount to be paid by City for regular
services . All such payments above shall be contingent on approval of
satisfactory performance of the work stated in the specifications. Approval
of satisfactory performance shall be judged solely by the City representative
assigned to supervise this agreement.
Upon request by the City, Contractor agrees to perform services in addition to
those regular services set forth in Exhibit A, at the following rates:
$15.48 per hour, with a minimum of two (2) manhours to be billed for each
event.
HEALTH AND SAFETY
9. All applicable safety orders, rules, and regulations of the Department of
Industrial Relations, or other jurisdictional agency shall be followed and
enforced by the Contractor. Contractor shall comply with all applicable
federal, state and local laws, ordinances, or codes. Employees of the
Contractor shall not wear earphones for radios or tape players while working.
Smoking is not allowed in City facilities.
10. All personnel shall be in good health and free from contagious diseases.
No employee drinking alcohol or under the influence of alcohol or drugs shall
be allowed on the premises or in the building, nor shall any employee bring
alcohol or drugs on the premises.
SECURITY
11. Contractor shall be responsible to ensure that all doors are locked at
all times when work is performed outside of regular operating hours.
Contractor shall be responsible for reporting any property damage or vandalism
at a facility to the Dublin Police Services. Neither Contractor nor its
employees shall admit any person into any facility (including grounds) on
which work under this Agreement is being performed who is not an active
employee of the Contractor. All employees shall be required to wear
identification patches or badges which are to be furnished by the Contractor.
12. Contractor will be responsible for maintaining any building keys issued
to Contractor or its employees. If keys are lost, Contractor will be
responsible for all costs associated with re-keying the facility(ies) .
Page 3 of Agreement
Contractor will also be required to pay any costs incurred by the City as a
result of Contractor' s failure to utilize proper alarm codes at those
facilities which have alarm systems.
PERSONNEL
13. 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 removal of any such
persons, Contractor shall, immediately upon receiving notice from City of such
desire of City, cause the removal of such person or persons.
SUPERVISION OF CONTRACTOR' S EMPLOYEES
14. All work shall be performed under the supervision of a trained supervisor
who will be responsible for the conduct and workmanship of the Contractor' s
employees. There must be at least one (1) employee on the premises during the
hours that work is in progress who speaks and understands the English language
(spoken and written) .
SUBCONTRACTORS OR ASSIGNEES
15. No performance of this Agreement, or any portion thereof, may be assigned
or subcontracted by the Contractor without the express written consent of the
Public Works Director. Any attempt by the Contractor to assign or subcontract
any part of the performance of this Agreement without the express written
consent of the Public Works Director shall be invalid and shall constitute a
breach of this Agreement. Whenever the Contractor is authorized to
subcontract or assign the terms thereof shall incorporate by reference this
Agreement and shall not conflict with this Agreement. The City assumes no
responsibility toward any subcontractors the Contractor employs in the
performance of this Agreement.
CHANGE IN OWNERSHIP
16. Contractor agrees that if there is a change in ownership prior to
completion of this Agreement, the new owners will be required under terms of
sale to assume this Agreement and complete it to the satisfaction of the City.
INSURANCE
17. The Contractor shall furnish, prior to beginning work, satisfactory
certificates of insurance issued by the carrier. The certificates must
indicate that the following coverage will be in effect and must be maintained
throughout the duration of the contract:
a. Workers' Compensation Insurance in accordance with the provisions of
the Labor Code of the State of California.
b. Public Liability and Property Damage in not less than a combined
single limit of $1,000,000 for one or more persons injured and
property damaged in any one accident. Property Damage Insurance
Page 4 of Agreement
shall include specific protection from any possible damage to
buildings on adjoining property or to soil of adjoining property
which may result from the execution of this Agreement.
C. Contractual Liability: The Public Liability and Property Damage
Insurance shall also name as an additional insured the City of
Dublin and shall assume the defense of the City, its officers ,
employees, and agents from all suits, actions, subjected or put by
reason of, or resulting from, the Contractor' s operations in the
performance of the Agreement.
The Certificates of Insurance shall note that cancellation or reduction in
coverage of the specified insurance cannot occur until ten (10) days after
receipt by the City of notification of such cancellation or reduction by
registered mail. If cancellation or reduction of insurance should occur, the
City may obtain like insurance and deduct the premiums from the amounts due
the Contractor under this Agreement or may terminate the Agreement.
BONDS
18. The Contractor shall possess a Janitorial Service (dishonesty) Bond in an
amount of not less than $15,000. The City of Dublin shall be a named
subscriber to the Bond.
LICENSES, PERMITS, ETC.
19. Contractor represents and warrants to City that he has all licenses,
permits, qualifications, and approvals of whatsoever nature which are legally
required for Contractor to perform the work required hereunder. Contractor
represents and warrants to City that Contractor shall, at his sole cost and
expense, keep in effect at all times during the term of this Agreement any
licenses, permits, and approvals which are legally required for Contractor to
perform such work.
20. Contractor shall obtain and keep current a City of Dublin Business
License.
TELEPHONE CONTACT
21. If an answering machine is used by Contractor for routine contact on
working days, the Contractor shall respond to messages on the same day that
the message was left, except that messages left after 4:00 p.m. will require a
response no later than 9:00 a.m, on the day following the date the message was
left.
22. For emergency purposes, the Contractor shall provide at his sole expense
a home telephone number, answering service number, telephone beeper, or other
method of receiving calls by the Supervisor on a 24-hour, 7-day-per-week
basis. This contact arrangement shall be used to promptly address emergency
situations.
Page 5 of Agreement
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WORKING HOURS
23. Parameters for working hours will be determined by the City and are
subject to change. Work in the Police Facility must be performed when a
Police Service employee is on duty, and access times must be arranged in
advance.
SCHEDULES
24. The Contractor shall provide the City monthly with a written maintenance
schedule which includes proposed working hours. This schedule and any
adjustments must be approved in writing by the City. For all quarterly,
semi-annual, and annual services, the Contractor shall inform the City a
minimum of 15 days prior to the proposed performance of the service. The City
shall approve of the dates selected.
ENERGY CONSERVATION
25. The Contractor shall be responsible for energy conservation in the
premises being cleaned under this Agreement. Upon entering the premises,
lights in areas not being used by occupants and not required for immediate
cleaning purposes shall be turned off. Lights shall be turned on only in
areas where work is in progress and shall be turned off as soon as the area is
cleaned. All lights in the premises, except night lights or other designated
lights, shall be turned off when all cleaning is complete. Particular
attention shall be given to turning off lights on Friday nights. If the
Contractor fails to turn off lights as specified herein, the amounts payable
hereunder shall be reduced by the estimated cost of energy used as a result of
such failure.
REPORT OF DAMAGE
26. The Contractor shall report broken windows, plumbing leaks, and other
building repair needs to the Public Works Director or his/her designee. The
Contractor shall immediately notify Dublin Police Services when vandalism or
other destruction of City property is observed inside or outside the
facilities.
USE OF CITY PROPERTY
27. Employees of the Contractor shall not disturb papers on desks, open
drawers or cabinets, use radios, television sets, coffee pots, stoves,
refrigerators, typewriters, computers, copiers, or tamper with personal or
City property. The telephones shall not be used for personal calls.
FURNISHING OF SUPPLIES AND EQUIPMENT
28. The Contractor shall furnish, at the Contractor' s expense, all supplies
and equipment necessary to properly perform work. These supplies and
equipment include, but are not limited to, waxes, floor finishes, cleaners,
floor stripper, sealers, detergents, cleaning powder, disinfectants, metal and .
furniture polishes, glass cleaner, brooms, mops, mop presses, sweeping tools
and cloths, buckets, brushes, sponges, squeegees, wet and dry vacuum cleaners,
janitor carts, ladders, floor machines, and adequate floor machine scrub and
Page 6 of Agreement
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polish brushes. All liquids and powdered materials must be in properly
labeled containers. The City shall furnish the following paper products and
supplies only: toilet tissue, paper towels, seat protectors, wastebasket and
trash receptacle liners, hand soap for restroom dispensers, and sanitary
napkins and tampons for restroom vending cabinets. The Contractor shall be
responsible for notifying the Public Works Director or his/her designee when
these supplies need to be re-ordered.
The Contractor shall be knowledgeable about and comply with the Hazardous
Substance Information and Training Act of 1983 (SB 1874) . Any materials kept
on site shall be labeled and Material Safety Data Sheets posted for applicable
supplies.
STANDARD OF PERFORMANCE
29. 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 his profession. All
instruments of service of whatsoever nature which Contractor delivers to City,
pursuant to this Agreement, shall be prepared in a substantial, first class,
and workmanlike manner and conform to the standards of quality normally
observed by a person practicing in Contractor's profession.
INSPECTION OF WORK/FAILURE TO PERFORM
30. The Public Works Director of the City of Dublin or his designee and the
Contractor shall inspect the work on a monthly basis. The Director or his
designee shall judge the performance of the Contractor pursuant to this
agreement. If, or when, the work is incomplete or unsatisfactory to the City,
the City shall notify the Contractor within one working day to ensure
compliance. If the work has not been secured within one working day following
notification for daily items or five working days following notification for
items performed weekly, bi-weekly monthly, semi-annually, or annually,
penalties may be assessed as noted in Section 31 below.
31. When the Contractor does not provide the services specified in Exhibit A,
it is agreed that, in the event of such failure, the City may choose one of
the following options:
a. To secure another contractor to perform the necessary service, and
to deduct the cost of this service (including labor, materials, and City' s
overhead) from Contractor's compensation for regular services.
b. To secure an estimate from another contractor to perform the
necessary service and to deduct the estimated cost of this service (including
labor, materials, and City' s overhead) from Contractor' s compensation for
regular services.
C. To estimate the cost of the necessary service based on Contractor' s
quoted hourly rate for extra work and to deduct the estimated cost of this
service (including labor, materials, and City's overhead) from Contractor' s
compensation for regular services.
Page 7 of Agreement
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RESOLUTION OF DISPUTES
32. Except as otherwise provided in this Agreement, any dispute concerning a
question arising under this contract which is not disposed of by verbal
agreement shall be decided by the City, which shall reduce the decision to
writing and mail or otherwise furnish a copy to the Contractor. The decision
of the City shall be final and conclusive unless, within ten (10) days from
the date of receipt of such copy, the Contractor mails or furnishes to the
City a written appeal. Resolution of the appeal shall be final and binding
arbitration conducted according to the rules of the American Arbitration
Association. Each party in such arbitration shall bear its own costs and
attorney' s fees and shall jointly pay the cost of the arbitrator and court
reporter. The arbitrator shall be selected jointly by City and Contractor.
The decision of the arbitrator shall be final. Pending final disposition of a
dispute, the Contractor shall proceed diligently with the performance of the
contract as written.
EXCUSED NON-PERFORMANCE
33. Contractor shall be excused from performance during the time and to the
extent that he is prevented from obtaining, delivering, or performing in the
customary manner by act of God; fire; strike; partial or total interruption
of, or loss or shortage of transportation facilities; lockout; commandeering
of raw materials or products, plants, or facilities by the government.
Satisfactory evidence shall be presented to the City and it shall be
established that'the non-performance is not due to the fault or negligence of
the Contractor.
HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTOR
34. Contractor shall take all responsibility for the work, shall bear all
losses and damages directly or indirectly resulting to him, to any
subcontractor, to the City, to City Officers and employees, or to parties
designated by the City, on account of the performance or character of the
work, unforeseen difficulties, accidents, occurrences, or other causes
predicated on active or passive negligence of the Contractor of any
subcontractor. Contractor shall indemnify, defend, and hold harmless the
City, its officers, officials, directors, employees, and agents from and
against any or all loss, liability, expense, claim, costs (including costs of
defense) , suits, and damages of every kind, nature, and description directly
or indirectly arising from the performance of the work. This paragraph shall
not be construed to exempt the City, its employees and officers from its own
fraud, willful injury, or violation of law, whether willful or negligent. FOr
purposes of Section 2782 of the Civil Code, the parties hereto recognize and
agree that this Agreement is not a construction contract. By execution of
this agreement, Contractor acknowledges that he has read and understands the
provisions hereof and this this paragraph is a material element of
consideration.
Approval of the insurance contracts does not relieve the Contractor or
subcontractors from liability under this paragraph.
Page 8 of Agreement
•
IN WITNESS WHEREOF the parties thereto have caused this Agreement to be hereby
executed.
CITY OF DUBLIN CONTRACTOR:
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Mayor
ATTEST
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Page 9 of Agreement
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CITY OF DUBLIN
BUILDING SPECIFICATIONS
(Approximate)
The following facilities are to be included in this Agreement:
a. Shannon Community Center
11600 Shannon Avenue
(corner of Shannon Avenue and San Ramon Road)
7 day per week service.
Normal hours of operation: Sunday through Thursday 7:00 a.m. to
10:00 p.m. ; Friday and Saturday, 7:00 a.m. to 12:00 midnight.
Hours available for janitorial service: Sunday through Thursday,
10:00 p.m. to 6:00 a.m. ; Friday and Saturday, 12:00 midnight to 6:00
a.m.
b. Dublin Senior Center
7437 Larkdale Avenue
5 day per week service. (Monday through Friday)
Normal hours of operation: 8:00 a.m. to 5:00 p.m.
Hours available for janitorial service: 6:00 p.m. to 6:00 a.m.
C. Civic Center
100 Civic Plaza
5 day per week service. (Monday through Friday)
Administrative Wing -
Normal hours of operation: 8:00 a.m. to 5:00 p.m. Will have
evening meetings which would cause certain rooms to be used as late
as 1:00 a.m.
Hours available for janitorial service: 6:00 p.m. to 11:00 p.m. (or
later if agreed in advance) .
Police Wing -
Normal hours of operation: 24 hours daily. Business hours 8:00
a.m. to 5:00 p.m. only.
Hours available for janitorial service: 6:00 p.m. to 11:00 p.m. ,
with schedule to be determined by the City for entry to the facility
and for servicing certain secured areas.
The attached Building Summary contains square footage information pertaining
to the three buildings included in this contract. Following is a description
of the buildings, including number of restrooms and kitchens, types of space,
and so forth.
DUBLIN CIVIC CENTER:
Administrative Wing: Encompasses a Regional Meeting Room, large lobby area,
and City Council Chamber, as well as the City's administrative offices . This
building includes approximately 4,580 square feet of shell space which does
not have any tenant improvements and which will not require janitorial
service.
EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 1
•
Key Elements - First Floor
Main Lobby: Main Lobby and Elevator Lobby floors are terrazzo finish. Entry
doors have installed floor mats.
Council Chamber: 150 fixed .seats with carpeted floors. - A significant amount
of cherry wood natural finish woodwork is located within this room. There is
an eight-foot diameter terrazzo and brass inlaid seal located in the floor.
Also, a small counter with a sink is located adjacent to this room.
Small Caucus Room: Conference room with adjacent restroom containing one
toilet and one sink.
Regional Meeting Room: This is a carpeted room. The area also includes a
small kitchen area which has a microwave, small refrigerator, and sink.
Public Restrooms: Men' s - 3 sinks, 2 urinals, 3 toilets
Women' s - 3 sinks, 5 toilets
Development Services: This area encompasses the major office area on the
first floor and includes the Building, Planning, and Public Works Departments.
This area contains 7 enclosed offices and 9 work areas which have been
developed using partitions. All of the partitioned offices are occupied. The
area also includes two conference rooms and the main copy/mail room for this
wing. The public area contains a 30+ foot long counter which has a terrazzo
top. A coffee counter, sink, and small refrigerator is located in this area.
A sink is also located in the copy room.
Staff Locker Rooms/Toilets: Men's - 1 sink, 1 toilet, 2 showers
Women's - 1 sink, 1 toilet, 2 showers, small
lounge area.
Janitor' s Closet: The janitor' s closet with mop sink is located on the first
floor.
Staff Lunchroom: The lunchroom includes a small kitchen area which has the
following appliances: stove, microwave, refrigerator, and dishwasher.
Receiving: A large receiving room with concrete floor is located adjacent to
the loading dock. This room provides storage for office supplies. A separate
room adjacent to the receiving room is used for storage of toilet paper, paper
towels, and other supplies provided by the City.
Secondary Elevator: A secondary elevator leads to a second floor expansion
area. This elevator and the adjacent staircase are carpeted and will require
some janitorial maintenance.
Key Elements - Second Floor
Grand Stairway: A large stairway leads from the first floor lobby to the
second floor.
EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 2
Recreation/Finance: These areas contain a small public counter and four
enclosed offices. Four workstations have been created with partitions. The
City' s computer room and a small conference room are also located in this
area.
Restrooms: Men' s - 2 sinks , 1 urinal, 2 toilets
Women' s - 2 sinks, 2 toilets
City Council/City Manager Reception Area: This area contains a small waiting
area and two built-in cherry wood desks.
Enclosed Offices: There are 11 enclosed offices located in this area.
Main File Room: The City' s main files are located on the second floor. This
room contains an installed moving file system and a small copier.
Library: The library is slightly larger than a large office.
Coffee Counter: Two coffee counter/sink areas are located in this area. Both
have small refrigerators.
Police Wing: Contains approximately 19,390 square feet. This includes a
2,110+ square foot vehicle sally port which may require periodic broom
sweeping and a 300+ square foot evidence garage which will not be included in
the routine janitorial agreement. The police facility includes several areas
which are not used for work stations at this time, although they are carpeted
and finished.
Key Elements - First Floor
Lobby/Waiting Area: This area is carpeted.
Public Restrooms: Men' s - 1 toilet, 1 sink
Women's - 1 toilet, 1 sink
Small Conference Room/Fingerprinting Counter: A small conference room is
located off the lobby. The fingerprint counter also has an adjacent sink.
Records: This area has two work stations and several file cabinets.
Copy/Mail Room: This room contains a sink and a counter.
Janitor Closet: This room contains a sink.
Staff Restrooms: Men' s - 1 sink, 1 toilet
Women' s - 1 sink, 1 toilet
Future Dispatch Area: This area will contain one work station which will be
staffed. The area will not be used for dispatching at this time.
EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 3
Holding Cell Area: This area contains a separate janitor' s closet. Four
holding cells are located in this area. Each cell is equipped with a sink and
a toilet. (Cells will not be cleaned when inmates are present. )
Evidence Storage and Evidence Garage: These storage areas are excluded from
janitorial service.
Evidence Packaging: This counter area includes a sink and lockers and will
require cleaning and mopping as noted in the proposed work schedule.
Armory: This area is excluded from janitorial service.
Elevator: A single elevator is located in the Police Wing.
Patrol Offices/Report Writing: This consists of two small offices and a
report writing area.
Training/Roll Call: This is a single room which has a collapsible partition
which can divide the room.
EOC Office: This is a single enclosed office which will be utilized on an
intermittent basis.
Locker Rooms: Men' s - 3 sinks, 2 urinals, 2 toilets, large locker area with
built-in shower area (3 heads) .
Women' s - 3 sinks, 2 toilets, locker area with 2 fiberglass
shower stalls.
Physical Training Room: Carpeted room containing various pieces of physical
training equipment. This room will eventually also have a large mirror on one
wall.
Key Elements - Second Floor
Lunchroom: This area contains a fully-equipped kitchen, including stove,
refrigerator, dishwasher, and microwave.
Restrooms: Men' s - 2 sinks, 1 urinal, 2 toilets
Women' s - 3 sinks, 2 toilets
Open Office Area: Approximately 400 square feet of open office.
Enclosed Offices: At present, three are vacant and seven are occupied.
Interview/Observation Rooms: Four enclosed offices are used as interview and
observation rooms.
Administration Clerical/Reception Area: This reception area has one
workstation.
Conference Room Facilities: There are two conference rooms in this area, one
which includes a built-in counter and sink.
EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 4
Staff Restroom: Single facility includes one sink and one toilet.
SHANNON COMMUNITY CENTER
This facility was constructed in 1973 and was recently renovated. The City of
Dublin uses this building for its community recreation programs and classes.
The building is also rented for meetings and special functions such as wedding
receptions.
Upper Floor:
Kitchen: Appliances include refrigerator, dishwasher, restaurant type range,
warming tools, and microwave oven.
Office: One large office, three small offices, all carpeted.
East Room: Has hardwood floors. Capacity of 104 assembly or 49 dining.
Social Hall: Linoleum floor. Capacity of 486 assembly or 227 dining.
West Room: Has carpeted floor and has access to deck and lawn. Capacity of
152 assembly or 71 dining.
Restrooms: Men' s - 1 stalls, 2 urinals, 2 sinks.
Women' s - 3 stalls, 2 sinks.
Janitor' s Closet.
Hall and stairwell: Linoleum floors.
Lower Floor:
Meeting Room: Carpeted, with access to patio; capacity of 140 assembly or 70
dining.
Preschool: Partly carpeted, partly linoleum, with attached patio. Three
storage areas.
Hall and Elevator Lobby: Linoleum floors. Elevator interior is carpeted.
Restrooms: Men' s - 2 urinals, 1 toilet.
Women' s - 2 toilets.
SENIOR CENTER
This facility was formerly a school multi-use room. It was renovated by the
City of Dublin in 1988 and is managed by the City for its senior citizen
programs and classes.
EKHIBIT A: BUILDING SPECIFICATIONS, PAGE 5
Office: Carpeted.
Social Hall: Vinyl tile. Capacity of 300 assembly or 197 dining. Floor is
proposed to be replaced in Fiscal Year 1991-92.
Stage: Wood floor. One sink.
Restrooms (Ceramic Tile) : Men's - 2 stalls, 1 urinal, 2 sinks.
Women's - 3 stalls, 3 sinks.
Staff - 1 stall, 1 sink.
Janitor Closet - 1 sink.
Restroom Off Kitchen - 1 toilet, 1 sink
Hallway - Office Area: Carpeted.
Kitchen/Dishwashing Room: Vinyl tile. Contains 3 sinks, dishwasher and rinse
sink, stainless steel counter, oven and grill, refrigerator. Kitchen is
proposed to be renovated in Fiscal Year 1991-92.
EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 6
CITY OF DUBLIN
JANITORIAL SERVICE SPECIFICATION
Proposed work schedule shall include the following:
ROUTINE JANITORIAL
RESTROOMS
DAILY:
Clean restroom fixtures , toilet bowls, urinals and basins, mirrors, decorative
and protective metals, including undersides and tops of toilet seats.
Wash and disinfect toilet seats, including undersides, using an approved non-
toxic germicidal disinfectant.
Spot clean and dust walls, partitions, splashplates, windowsills, doors, and
related structures.
Clean, refill, and restock soap, towels, toilet tissue, seat covers, and
sanitary napkin/tampon dispensers. These dispensers shall be restocked with
sufficient supplies to last until the next servicing.
Empty and wipe down waste and sanitary containers, dispose of contents,
replace liners.
Clean entrance doors, remove handprints from push plates and sanitize.
Wash and disinfect all showers with approved non-toxic germicidal
disinfectant.
Report burned out light bulbs, graffiti, and any other abnormal situations to
the Building Manager.
WEEKLY:
Sanitize, disinfect, and deodorize toilet bowls, seats, basins, and urinals
and plumbing and remove all lime deposits.
Pumice toilets and urinals if needed to remove all scale, using approved non-
abrasive material.
Wash woodwork, ceramic tile, and formica surfaces and remove splash marks from
walls, urinals, and toilet partitions.
Clean air duct receptacles.
EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 1
MONTHLY:
Clean all interior light fixtures.
Sanitize all restrooms as follows:
Heavy duty cleaning, descaling, and disinfecting of water closets and urinals.
Scrub all shower surfaces and remove all scum, mold, or other foreign matter
from all shower surfaces. Disinfect and sanitize with approved germicidal
disinfectant.
OFFICES, COMMON AREAS , KITCHENS,
AND OTHER MISCELLANEOUS ROOMS AND FACILITIES
DAILY:
Sweep all non-carpeted floors with chemically treated dust mop, including all
interior stairways.
Mop hardwood floors wth treated dust mop; spot mop all spills using a wet mop
and neutral (pH 7 or 8) cleaner.
Clean drinking fountains.
Spot clean fingerprints and other marks from woodwork, walls, doors, and glass
partitions, and the inside surfaces of exterior windows.
Spot clean doors, door frames, and counters.
Vacuum all carpeted surfaces.
Spot clean spills or other spots on all upholstered furniture, carpets,
including elevator cabs, stairways, and landings, and mats beneath desks and
"walk-off" mats.
Empty and replace liners in in all wastebaskets and carry trash to specified
containers at each site. Please note that the City plans to implement a
recycling program in the 1991-92 fiscal year which will involve separate
containers for white (recyclable) paper.
Leave all lights off (except designated night lights or those in areas being
used by employees or the public) .
Dust all horizontal surfaces of office furniture (as much as can be done
without disturbing papers on desks) , partitions, ledges, windowsills, and
counters.
Clean all kitchen and coffee bar sinks and counters, as well as stove,
microwave oven, dishwasher, refrigerator, and warming tray exterior surfaces.
EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 2
Report burned out light bulbs, graffiti, and other abnormal situations to the
Building Manager.
WEEKLY:
Clean and polish metal chairs, office equipment, and wooden furniture.
Wipe down plastic and leather furniture.
Thoroughly vacuum and spot clean upholstered furniture.
Wash horizontal surfaces of office furniture (as much as possible without
disturbing papers on desks) , partitions, ledges, windowsills, and counters.
Clean and disinfect handsets of phones.
Clean and wipe down all wastebaskets (interior and exterior) and interior
trash cans and replace plastic liners.
Clean and disinfect surfaces of exercise equipment which come in contact with
the user of the equipment (i.e. , handgrips, pedals, seats and backrests ,
etc. ) .
Polish kitchen appliances and stainless steel to restore original finish.
Clean interior of stoves, refrigerators, and microwaves if needed.
MONTHLY
Perform high dusting (i.e. , door sashes, tops of partitions, high cabinets,
ledges, vents, and hanging light fixtures) and remove cobwebs.
Clean all glass doors (both sides) in buildings, including glass partitions to
a height of ten (10) feet.
Clean picture glass, stair railings, and spot clean stairwells.
QUARTERLY:
Clean and polish all interior metal fixtures and surfaces, including door push
and kick plates and pulls.
Clean all fabric walls and partitions.
SEMI-ANNUALLY
Thoroughly clean venetian and vertical blinds.
Vacuum all fabric window coverings (drapes, shades, etc. ) .
EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 3
ANNUALLY
Clean all light fixtures.
COUNCIL CHAMBERS
Regarding the Civic Center Council Chambers, the service identified as "Daily"
shall be performed twice weekly on days specified by the City, except that the
Council Chambers shall be checked every day for litter, and wastebaskets shall
be emptied. All other services shall be performed according to the schedule
for "Offices, et. al. "
ROUTINE FLOOR CARE
DAILY
Sweep and damp mop all restroom, locker, and shower floors using an approved
non-toxic germicidal disinfectant and clean water. Remove all spills, stick
areas , gum, etc. Shower walls shall also be cleaned daily with the approved
disinfectant.
Pour water in all floor drains.
Damp mop all terrazzo and tile-and-grout floors.
Damp mop linoleum/vinyl floors to remove dust, dirt, and spills; reapply floor
wax as necessary to maintain an acceptable surface condition.
WEEKLY
Machine buff all terrazzo floors, staircases, and landings to a high sheen
using non-skid material.
Wet mop hardwood floors using a neutral (pH 7 or 8) cleaner.
BI-WEEKLY (every two weeks)
Clean tile grout with approved cleaner.
Scrub vinyl or linoleum floors to remove scuff marks or other marks that have
not been removed by normal mopping.
STRIPPING AND WAXING
Hard surface floors (terrazzo, vinyl tile, linoleum, hardwood) shall be
completely stripped and waxed annually, at a minimum, or as needed.
EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 4