HomeMy WebLinkAboutReso 66-18 Approving Contract Services Agreement with Tri-Valley Janitorial Service and Supply RESOLUTION NO. 66 — 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING CONTRACT SERVICES AGREEMENT WITH TRI-VALLEY JANITORIAL SERVICE
AND SUPPLY FOR JANITORIAL SERVICES
WHEREAS, Staff prepared and initiated a Request for Proposal (RFP) for janitorial services for
all City facilities; and
WHEREAS, Staff reviewed and evaluated the submitted proposals based on completeness
and quality of the proposal and proposed costs; and
WHERAS, City wishes to enter into an agreement with Tri-Valley Janitorial Service and Supply
for a term through June 30, 2021.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve a Contract Services Agreement with Tri-Valley Janitorial Service and Supply, as
attached hereto as Exhibit A to this Resolution.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement,
attached hereto as Exhibit A and make any non-substantive amendments, as necessary, to carry out
the intent of this Resolution.
PASSED, APPROVED AND ADOPTED this 19th day of June 2018, by the following vote:
AYES: Councilmembers Goel, Gupta, Hernandez, Thalblum and Mayor Haubert
NOES:
ABSENT:
ABSTAIN:
ATTEST: v ayor
- § 6
City Clerk
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CONTRACT SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
TRI-VALLEY JANITORIAL SERVICE AND SUPPLY INC
THIS AGREEMENT for contract services is made by and between the City of Dublin
(“City”) and Tri-Valley Janitorial Service and Supply Inc. (“Contractor”) as of July 1, 2018.
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement,
Contractor shall provide to City the services described in the Scope of Work attached as Exhibit
A at the time and place and in the manner specified therein. In the event of a conflict in or
inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the date first
noted above and shall end on June 30, 2021, the date of completion specified in
Exhibit A, and Contractor shall complete the work described in Exhibit A prior to
that date, unless the term of the Agreement is otherwise terminated or extended,
as provided for in Section 8. The time provided to Contractor to complete the
services required by this Agreement shall not affect the City’s right to terminate
the Agreement, as provided for in Section 8. Notwithstanding the foregoing this
Agreement may be extended on a month-to-month basis for up to 6 months upon
the written consent of the Contractor and the City Manager, provided that; a)
sufficient funds have been appropriated for such purpose, and b) the price
charged by the Contractor for the provision of the services described in Exhibit A
does not increase. None of the foregoing shall affect the City’s right to terminate
the Agreement, as provided for in Section 8.
1.2 Standard of Performance. Contractor shall perform all services required
pursuant to this Agreement in the manner and according to the standards
observed by a competent practitioner of the profession in which Contractor is
engaged in the geographical area in which Contractor practices its profession.
Contractor shall prepare all work products required by this Agreement in a
substantial, first-class manner and shall conform to the standards of quality
normally observed by a person practicing in Contractor’s profession.
1.3 Assignment of Personnel. Contractor shall assign only competent personnel to
perform services pursuant to this Agreement. In the event that City, in its sole
discretion, at any time during the term of this Agreement, desires the
reassignment of any such persons, Contractor shall, immediately upon receiving
notice from City of such desire of City, reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services
pursuant to this Agreement as may be reasonably necessary to meet the
standard of performance provided in Section 1.1 above and to satisfy
Contractor’s obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum not to exceed
$1,100,000, notwithstanding any contrary indications that may be contained in Contractor’s
proposal, for services to be performed under this Agreement. In the event of a conflict between
this Agreement and Contractor’s proposal, attached as Exhibit A, regarding the amount of
compensation, the Agreement shall prevail. City shall pay Contractor for services rendered
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pursuant to this Agreement at the time and in the manner set forth herein. The payments
specified below shall be the only payments from City to Contractor for services rendered
pursuant to this Agreement. Contractor shall submit all invoices to City in the manner specified
herein. Except as specifically authorized by City, Contractor shall not bill City for duplicate
services performed by more than one person.
Contractor and City acknowledge and agree that compensation paid by City to Contractor under
this Agreement is based upon Contractor’s costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Contractor. Consequently,
the parties further agree that compensation hereunder is intended to include the costs of
contributions to any pensions and/or annuities to which Contractor and its employees, agents,
and subcontractors may be eligible. City therefore has no responsibility for such contributions
beyond compensation required under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services incurred prior to the invoice date. No
individual performing work under this Contract shall bill more than 2,000 hours in a fiscal year
unless approved, in writing, by the City Manager or his/her designee. Invoices shall contain the
following information:
The dates of service provided at each facility;
Location of each service;
Daily logs of total hours worked by each individual performing work under
this Contract
o Hours must be logged in increments of tenths of an hour or
quarter hours
o If this Contract covers multiple projects, all hours must also be
logged by project assignment
o A brief description of the work
The Contractor’s signature.
2.2 Monthly Payment. City shall make monthly payments, based on invoices
received, for services satisfactorily performed. City shall have 30 days from the
receipt of an invoice that complies with all of the requirements above to pay
Contractor.
2.3 Total Payment. City shall pay for the services to be rendered by Contractor
pursuant to this Agreement. City shall not pay any additional sum for any
expense or cost whatsoever incurred by Contractor in rendering services
pursuant to this Agreement. City shall make no payment for any extra, further, or
additional service pursuant to this Agreement.
In no event shall Contractor submit any invoice for an amount in excess of the
maximum amount of compensation provided above either for a task or for the
entire Agreement, unless the Agreement is modified prior to the submission of
such an invoice by a properly executed change order or amendment.
2.4 Hourly Fees. Fees for work performed by Contractor on an hourly basis shall
not exceed the amounts shown on the fee schedule set forth on the
compensation schedule attached as Exhibit B.
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2.5 Payment of Taxes. Contractor is solely responsible for the payment of
employment taxes incurred under this Agreement and any similar federal or state
taxes.
2.6 Payment upon Termination. In the event that the City or Contractor terminates
this Agreement pursuant to Section 8, the City shall compensate the Contractor
for all outstanding costs incurred for work satisfactorily completed as of the date
of written notice of termination. Contractor shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
2.7 Authorization to Perform Services. The Contractor is not authorized to
perform any services or incur any costs whatsoever under the terms of this
Agreement until receipt of authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at
its sole cost and expense, provide all facilities and equipment that may be necessary to perform
the services required by this Agreement. City shall make available to Contractor only the
facilities and equipment listed in this section, and only under the terms and conditions set forth
herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may
be reasonably necessary for Contractor’s use while consulting with City employees and
reviewing records and the information in possession of the City. The location, quantity, and time
of furnishing those facilities shall be in the sole discretion of City. In no event shall City be
obligated to furnish any facility that may involve incurring any direct expense, including but not
limited to computer, long-distance telephone or other communication charges, vehicles, and
reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this
Agreement, Contractor, at its own cost and expense, shall procure "occurrence coverage"
insurance against claims for injuries to persons or damages to property that may arise from or in
connection with the performance of the work hereunder by the Contractor and its agents,
representatives, employees, and subcontractors. Contractor shall provide proof satisfactory to
City of such insurance that meets the requirements of this section and under forms of insurance
satisfactory in all respects to the City. Contractor shall maintain the insurance policies required
by this section throughout the term of this Agreement. The cost of such insurance shall be
included in the Contractor’s bid. Contractor shall not allow any subcontractor to commence
work on any subcontract until Contractor has obtained all insurance required herein for the
subcontractor(s) and provided evidence thereof to City. Verification of the required insurance
shall be submitted and made part of this Agreement prior to execution.
It shall be a requirement under this Agreement that any available insurance proceeds broader
than or in excess of the specified minimum insurance coverage requirements and/or limits shall
be available to City as an additional insured. Furthermore, the requirements for coverage and
limits shall be (1) the minimum coverage and limits specified in this Agreement; or (2) the
broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. The additional insured coverage under
the Contractor’s policy shall be “primary and non-contributory” and will not seek contribution
from City’s insurance or self-insurance and shall be at least as broad as CG 20 01 04 12. In the
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event Contractor fails to maintain coverage as required by this Agreement, City at its sole
discretion may purchase the coverage required and the cost will be paid by Contractor. Failure
to exercise this right shall not constitute a waiver of right to exercise later. Each insurance
policy shall include an endorsement providing that it shall not be cancelled, changed, or allowed
to lapse without at least thirty (30) days’ prior written notice to City of such cancellation, change,
or lapse.
4.1 Workers’ Compensation. Contractor shall, at its sole cost and expense,
maintain Statutory Workers’ Compensation Insurance and Employer’s Liability
Insurance for any and all persons employed directly or indirectly by Contractor.
The Statutory Workers’ Compensation Insurance and Employer’s Liability
Insurance shall be provided with limits of not less than ONE MILLION DOLLARS
($1,000,000.00) per accident. In the alternative, Contractor may rely on a self-
insurance program to meet those requirements, but only if the program of self-
insurance complies fully with the provisions of the California Labor Code.
Determination of whether a self-insurance program meets the standards of the
Labor Code shall be solely in the discretion of the Contract Administrator. The
insurer, if insurance is provided, or the Contractor, if a program of self-insurance
is provided, shall waive all rights of subrogation against the City and its officers,
officials, employees, and volunteers for loss arising from work performed under
this Agreement.
An endorsement shall state that coverage shall not be canceled except after
thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the City. Contractor shall notify City within 14 days of notification
from Contractor’s insurer if such coverage is suspended, voided or reduced in
coverage or in limits.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Contractor, at its own cost and expense, shall
maintain commercial general and automobile liability insurance for the
term of this Agreement in an amount not less than ONE MILLION
DOLLARS ($1,000,000.00) per occurrence, combined single limit
coverage for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile
Liability form or other form with a general aggregate limit is used, either
the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at
least twice the required occurrence limit. Such coverage shall include but
shall not be limited to, protection against claims arising from bodily and
personal injury, including death resulting therefrom, and damage to
property resulting from activities contemplated under this Agreement,
including the use of owned and non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at
least as broad as Insurance Services Office Commercial General Liability
occurrence form CG 0001. Automobile coverage shall be at least as
broad as Insurance Services Office Automobile Liability form CA 0001
Code 1 (“any auto”).
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4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be
covered as additional insureds with respect to each of the
following: liability arising out of activities performed by or on behalf
of Contractor, including the insured’s general supervision of
Contractor; products and completed operations of Contractor;
premises owned, occupied, or used by Contractor; and
automobiles owned, leased, or used by the Contractor. The
coverage shall contain no special limitations on the scope of
protection afforded to City or its officers, employees, agents, or
volunteers.
b. The insurance shall cover on an occurrence or an accident basis,
and not on a claims-made basis.
c. An endorsement must state that coverage is primary insurance
with respect to the City and its officers, officials, employees and
volunteers, and that no insurance or self-insurance maintained by
the City shall be called upon to contribute to a loss under the
coverage.
d. Any failure of Contractor to comply with reporting provisions of the
policy shall not affect coverage provided to City and its officers,
employees, agents, and volunteers.
e. An endorsement shall state that coverage shall not be canceled
except after thirty (30) days' prior written notice by certified mail,
return receipt requested, has been given to the City. Contractor
shall notify City within 14 days of notification from Contractor’s
insurer if such coverage is suspended, voided or reduced in
coverage or in limits.
4.3 [INTENTIONALLY DELETED]
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be
placed with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coverage. Prior to beginning any work under this
Agreement, Contractor shall furnish City with certificates of insurance and
with original endorsements effecting coverage required herein. The
certificates and endorsements for each insurance policy are to be signed
by a person authorized by that insurer to bind coverage on its behalf. The
City reserves the right to require complete, certified copies of all required
insurance policies and endorsements. Failure to exercise this right shall
not constitute a waiver of right to exercise later.
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4.4.3 Subcontractors. Contractor agrees to include with all subcontractors in
their subcontract the same requirements and provisions of this
Agreement including the Indemnification and Insurance requirements to
the extent they apply to the scope of the Subcontractor’s work.
Subcontractors hired by Contractor agree to be bound to Contractor and
the City in the same manner and to the same extent as Contractor is
bound to the City under the Contract Documents. Subcontractor further
agrees to include these same provisions with any Sub-subcontractor. A
copy of the Owner Contract Document Indemnity and Insurance
provisions will be furnished to the Subcontractor upon request. The
General Contractor shall require all subcontractors to provide a valid
certificate of insurance and the required endorsements included in the
agreement prior to commencement of any work and will provide proof of
compliance to the City.
4.4.4 Variation. The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverages, scope, limits, and
forms of such insurance are either not commercially available, or that the
City’s interests are otherwise fully protected.
4.4.5 Deductibles and Self-Insured Retentions. All self-insured retentions
(SIR) and/or deductibles must be disclosed to the City for approval and
shall not reduce the limits of liability. Policies containing any self-insured
retention provision and/or deductibles shall provide or be endorsed to
provide that the SIR and/or deductibles may be satisfied by either the
named insured or the City.
4.4.6 Excess Insurance. The limits of insurance required in this Agreement
may be satisfied by a combination of primary and umbrella or excess
insurance. Any umbrella or excess insurance shall contain or be
endorsed to contain a provision that such coverage shall also apply on a
primary and non-contributory basis for the benefit of City (if agreed to in a
written contract or agreement) before City’s own insurance or self -
insurance shall be called upon to protect City as a named insured.
4.4.7 Other Requirements. It shall be a requirement under this agreement
that any available insurance proceeds broader than or in excess of the
specified minimum insurance coverage requirements and/or limits shall
be (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any
insurance policy.
4.4.8 Notice of Reduction in Coverage. In the event that any coverage
required by this section is reduced, limited, or materially affected in any
other manner, Contractor shall provide written notice to City at
Contractor’s earliest possible opportunity and in no case later than five
days after Contractor is notified of the change in coverage.
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4.5 Remedies. In addition to any other remedies City may have if Contractor fails to
provide or maintain any insurance policies or policy endorsements to the extent
and within the time herein required, City may, at its sole option exercise any of
the following remedies, which are alternatives to other remedies City may have
and are not the exclusive remedy for Contractor’s breach:
Obtain such insurance and deduct and retain the amount of the premiums for
such insurance from any sums due under the Agreement;
Order Contractor to stop work under this Agreement or withhold any payment
that becomes due to Contractor hereunder, or both stop work and withhold
any payment, until Contractor demonstrates compliance with the
requirements hereof; and/or
Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES. To the
maximum extent allowed by law, Contractor shall indemnify, keep and save harmless the City,
and City Councilmembers, officers, agents and employees against any and all suits, claims or
actions arising out of any injury to persons or property, including death, that may occur, or that
may be alleged to have occurred, in the course of the performance of this Agreement by a
negligent act or omission or wrongful misconduct of the Contractor or its employees,
subcontractors or agents. Contractor further agrees to defend any and all such actions, suits or
claims and pay all charges of attorneys and all other costs and expenses arising therefrom or
incurred in connection therewith; and if any judgment be rendered against the City or any of the
other individuals enumerated above in any such action, Contractor shall, at its expense, satisfy
and discharge the same. Contractor’s responsibility for such defense and indemnity obligations
shall survive the termination or completion of this Agreement for the full period of time allowed
by law. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement.
In the event that Contractor or any employee, agent, or subcontractor of Contractor providing
services under this Agreement is determined by a court of competent jurisdiction or the
California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS
as an employee of City, Contractor shall indemnify, defend, and hold harmless City for the
payment of any employee and/or employer contributions for PERS benefits on behalf of
Contractor or its employees, agents, or subcontractors, as well as for the payment of any
penalties and interest on such contributions, which would otherwise be the responsibility of City.
Contractor/Subcontractor’s responsibility for such defense and indemnity obligations shall
survive the termination or completion of this Agreement for the full period of time allowed by law.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor. At all times during the term of this Agreement,
Contractor shall be an independent contractor and shall not be an employee of
City. City shall have the right to control Contractor only insofar as the results of
Contractor’s services rendered pursuant to this Agreement and assignment of
personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have
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the right to control the means by which Contractor accomplishes services
rendered pursuant to this Agreement. Notwithstanding any other City, state, or
federal policy, rule, regulation, law, or ordinance to the contrary, Contractor and
any of its employees, agents, and subcontractors providing services under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive
any and all claims to, any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in the California Public
Employees Retirement System (PERS) as an employee of City and entitlement
to any contribution to be paid by City for employer contributions and/or employee
contributions for PERS benefits.
6.2 Contractor No Agent. Except as City may specify in writing, Contractor shall
have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent. Contractor shall have no authority, express or implied,
pursuant to this Agreement to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this
Agreement.
7.2 Compliance with Applicable Laws. Contractor and any subcontractors shall
comply with all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be
funded by fiscal assistance from another governmental entity, Contractor and any
subcontractors shall comply with all applicable rules and regulations to which City
is bound by the terms of such fiscal assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to City that
Contractor and its employees, agents, and any subcontractors have all licenses,
permits, qualifications, and approvals of whatsoever nature that are legally
required to practice their respective professions. Contractor represents and
warrants to City that Contractor and its employees, agents, any subcontractors
shall, at their sole cost and expense, keep in effect at all times during the term of
this Agreement any licenses, permits, and approvals that are legally required to
practice their respective professions. In addition to the foregoing, Contractor and
any subcontractors shall obtain and maintain during the term of this Agreement
valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate,
on the basis of a person’s race, religion, color, national origin, age, physical or
mental handicap or disability, medical condition, marital status, sex, or sexual
orientation, against any employee, applicant for employment, subcontractor,
bidder for a subcontract, or participant in, recipient of, or applicant for any
services or programs provided by Contractor under this Agreement. Contractor
shall comply with all applicable federal, state, and local laws, policies, rules, and
requirements related to equal opportunity and nondiscrimination in employment,
contracting, and the provision of any services that are the subject of this
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Agreement, including but not limited to the satisfaction of any positive obligations
required of Contractor thereby.
Contractor shall include the provisions of this Subsection in any subcontract
approved by the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause
upon written notification to Contractor.
Contractor may cancel this Agreement upon 30 days’ written notice to City and
shall include in such notice the reasons for cancellation.
In the event of termination, Contractor shall be entitled to compensation for
services performed to the effective date of termination; City, however, may
condition payment of such compensation upon Contractor delivering to City any
or all documents, photographs, computer software, video and audio tapes, and
other materials provided to Contractor or prepared by or for Contractor or the City
in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of
this Agreement beyond that provided for in Subsection 1.1. Any such extension
shall require a written amendment to this Agreement, as provided for herein.
Contractor understands and agrees that, if City grants such an extension, City
shall have no obligation to provide Contractor with compensation beyond the
maximum amount provided for in this Agreement.
8.3 Amendments. The parties may amend this Agreement only by a writing signed
by all the parties.
8.4 Assignment and Subcontracting. City and Contractor recognize and agree
that this Agreement contemplates personal performance by Contractor and is
based upon a determination of Contractor’s unique personal competence,
experience, and specialized personal knowledge. Moreover, a substantial
inducement to City for entering into this Agreement was and is the professional
reputation and competence of Contractor. Contractor may not assign this
Agreement or any interest therein without the prior written approval of the
Contract Administrator. Contractor shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the
subcontractors noted in the proposal, without prior written approval of the
Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Contractor shall
survive the termination of this Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches any of
the terms of this Agreement, City’s remedies shall include, but not be limited to,
the following:
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8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents,
and any other work product prepared by Contractor pursuant to this
Agreement;
8.6.3 Retain a different contractor to complete the work described in Exhibit A
not finished by Contractor; or
8.6.4 Charge Contractor the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the
amount that City would have paid Contractor pursuant to Section 2 if
Contractor had completed the work.
Section 9. MISCELLANEOUS PROVISIONS.
9.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an
action for declaratory relief, to enforce or interpret the provision of this
Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in
addition to any other relief to which that party may be entitled. The court may set
such fees in the same action or in a separate action brought for that purpose.
9.2 Venue. In the event that either party brings any action against the other under
this Agreement, the parties agree that trial of such action shall be vested
exclusively in the state courts of California in the County of Alameda or in the
United States District Court for the Northern District of California.
9.3 Severability. If a court of competent jurisdiction finds or rules that any provision
of this Agreement is invalid, void, or unenforceable, the provisions of this
Agreement not so adjudged shall remain in full force and effect. The invalidity in
whole or in part of any provision of this Agreement shall not void or affect the
validity of any other provision of this Agreement.
9.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision
of this Agreement does not constitute a waiver of any other breach of that term or
any other term of this Agreement.
9.5 Successors and Assigns. The provisions of this Agreement shall inure to the
benefit of and shall apply to and bind the successors and assigns of the parties.
9.6 Use of Recycled Products. Contractor shall prepare and submit all reports,
written studies and other printed material on recycled paper to the extent it is
available at equal or less cost than virgin paper.
9.7 Conflict of Interest. Contractor may serve other clients, but none whose
activities within the corporate limits of City or whose business, regardless of
location, would place Contractor in a “conflict of interest,” as that term is defined
in the Political Reform Act, codified at California Government Code Section
81000 et seq.
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Contractor shall not employ any City official in the work performed pursuant to
this Agreement. No officer or employee of City shall have any financial interest in
this Agreement that would violate California Government Code Sections 1090 et
seq.
Contractor hereby warrants that it is not now, nor has it been in the previous
twelve (12) months, an employee, agent, appointee, or official of the City. If
Contractor was an employee, agent, appointee, or official of the City in the
previous twelve months, Contractor warrants that it did not participate in any
manner in the forming of this Agreement. Contractor understands that, if this
Agreement is made in violation of Government Code §1090 et. seq., the entire
Agreement is void and Contractor will not be entitled to any compensation for
services performed pursuant to this Agreement, and Contractor will be required
to reimburse the City for any sums paid to the Contractor. Contractor
understands that, in addition to the foregoing, it may be subject to criminal
prosecution for a violation of Government Code § 1090 and, if applicable, will be
disqualified from holding public office in the State of California.
Principals and those performing work for City of Dublin may be required to submit
a California Fair Political Practices Commission (FPPC) Form 700: Statement of
Economic Interests documenting potential financial conflicts of interest. For
additional information, proposers should refer to the FPPC website at
www.fppc.ca.gov/index.php?id=500.
9.8 Solicitation. Contractor agrees not to solicit business at any meeting, focus
group, or interview related to this Agreement, either orally or through any written
materials.
9.9 Contract Administration. This Agreement shall be administered by the City
Manager ("Contract Administrator"). All correspondence shall be directed to or
through the Contract Administrator or his or her designee.
9.10 Notices. Any written notice to Consultant shall be sent to:
Tri-Valley Janitorial Service and Supply Inc
Amy Giamona
313 Earhart Way
Livermore, CA 94551
Any written notice to City shall be sent to:
City of Dublin
Public Works Manager
100 Civic Plaza
Dublin, CA 94568
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc. Page 12 of 13
Agreement Version 1-2018
9.11 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibit A, and including the compensation schedule
attached hereto and incorporated herein as Exhibit B, represents the entire and
integrated agreement between City and Contractor and supersedes all prior
negotiations, representations, or agreements, either written or oral.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
EXHIBIT A
SCOPE OF SERVICES
SECTION 1 – GENERAL SERVICE PROVISIONS
A. Work Schedule - Janitorial services shall be provided up to seven (7) days per week at
the time specified for each location. General cleaning shall be performed between the
hours of 5:00 PM and 5:00 AM. The available time schedules for individual facilities are
set forth in Attachments 1 through 9 of this Exhibit A. The City reserves the right, with
one (1) week’s advance notice, to change schedules. Contractor shall provide twenty-
four (24) hour emergency response, if requested, and shall respond to City within four
(4) hours of request for emergency services. Contractor shall provide a specific monthly
schedule of all monthly, quarterly and semiannual services by building, giving specific
dates. The schedule for the first two (2) months shall be provided at least five (5) days
prior to the first day of the Agreement term as set forth in Section 1.1. The schedule for
the third month, and all subsequent months, shall be provided with each monthly invoice,
and the invoices will not be paid if not accompanied by a cleaning schedule.
Such monthly, quarterly and annual cleaning services shall be provided on the day stated
on the monthly cleaning schedule; and if such work requires more than one (1) day to
conclude, Contractor must complete the work on successive days. Contractor may
request a change to this cleaning schedule with seven (7) days' advance notice.
B. Holidays - The following twelve (12) days are City holidays on which Contractor may
need to provide service. All City facilities are dynamic due to their programmed use; and
some locations will require service on holidays, as provided below.
Independence Day New Year’s Eve
Labor Day New Year’s Day
Veterans Day Martin Luther King, Jr.’s Birthday
Thanksgiving Presidents Day
Day after Thanksgiving Memorial Day
Christmas Eve
Christmas Day
Buildings that may require service during holidays are listed below. The Contract
Administrator or Facility Manager will provide a schedule of which buildings will require
holiday service thirty (30) days’ prior to each holiday.
• Police Wing/Civic Center (Operates 24 hours/7 days per week
• Public Library (Possible holiday services)
• Senior Center (Possible holiday services)
• Shannon Community Center (Possible holiday services)
• Dublin Heritage Center
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
• Wave Aquatic Center
• Dublin Heritage Park and Museum
• Corporation Yard
• Public Safety Complex (Opening September 2019)
C. Supplies and Equipment
1. Contractor shall furnish and keep in good working order all necessary tools,
equipment and supplies, including, but not limited to, waxes, soaps, cleaners,
mops, brooms, buffers, ladders, hoses, vacuum cleaners, etc. The Contract
Administrator, Facility Manager, or his/her designee, must approve all supplies
and/or equipment prior to their use under this Agreement. Any non-complying
equipment or supplies shall be changed out immediately at the request of the
Contract Administrator, Facility Manager or his/her designee. Janitorial closets
located in City facilities may be used by Contractor and shall be kept clean and
free of debris and odor at all times. All supplies and equipment stored in any City
janitorial closet shall be stored in a neat and orderly manner and in such a way
as to prevent injury to City staff, the public, or Contractor’s employees.
Contractor’s on-site supervisor shall maintain an equipment inventory, and a
copy shall be given to the Facility Manager’s designee, upon request. Unless
otherwise agreed by the City in writing, cleaning products shall meet the
appropriate Green Seal Standard for that type of product; e.g., GS-37, GS-40,
etc. Further information regarding environmental or Green Seal products can be
found at http://www.greenseal.org/findaproduct/index.cfm.
2. Contractor shall provide the following products for use at City locations: toilet
paper; paper towels; toilet seat covers; trash can liners; liquid hand soap; and
feminine sanitary supplies. City shall also provide at its expense all utilities,
including lights, power and water. Contractor shall stock and refill all restroom
dispensers, as outlined in the applicable section(s) of this Exhibit A, (Janitorial
Cleaning Specifications – Master List, #9 Restrooms, Locker Rooms, Dressing
Rooms and Showers.
D. Supervision
1. Contractor shall provide a supervisor or lead custodian who shall be present
during all scheduled cleaning hours and special work assignments at a City
facility. This individual shall speak, read, write, and understand English. All
direction given to Contractor's supervisor shall be as binding as if given to
Contractor.
2. Monthly janitorial supervisor’s reports shall be prepared and submitted to
Contract Administrator, Facility Manager, or his/her designee, noting any building
deficiencies needing correction.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
3. While performing work under this Agreement, Contractor's supervisor shall carry
a cell phone and pager by which City staff shall be able to communicate with
him/her. Other janitorial staff, at a minimum, should carry pagers and may use
City phones designated by the Contractor Administrator, Facility Manager, or
his/her designee, to respond to work-related issues.
4. Contractor shall provide a list of all Contractor’s staff assigned to each work site.
The list shall include name, address, and driver’s license number and the
employee’s work schedule and assignment. At Contractor's expense, all of
Contractor's employees shall have taken and satisfactorily passed background
screening for drug and alcohol use.
5. Contractor's employees, including supervisors and managers, and employees
performing regular service, fill-in work for absences, or any subcontract staff, who
enter the Police Wing of the Civic Center, 100 Civic Plaza, shall have
satisfactorily passed a background investigation through Dublin Police Services.
The background check includes Live Scan processing. Contractor shall be
responsible for paying the Department of Justice fee for the Live Scan
processing (at this time, approximately $100 per person). The City will absorb
the staff time cost involved in running the Live Scan equipment. Contractor is
responsible for scheduling these background checks prior to any of its
employees working in the Police Wing. The background checks must be
performed at least two weeks (14 days) prior to the employee entering the
facility.
E. Training - Contractor shall provide ongoing documented training programs for all of
Contractor’s staff. Training programs shall include, but not be limited to, quality
standards, task definitions, IIPP plans (Injury and Illness Prevention Program), MSDS
sheets (Material Safety Data Sheets), Cal-OSHA (California Occupational Health and
Safety) regulations and all other applicable safety regulations. Contractor shall provide
to the Contract Administrator, or his/her designee prior to beginning of work, and
annually thereafter (provided to City with the twelfth (12th) invoice of each year), a report
showing the training provided for the janitorial staff working in City buildings.
F. Employee Conduct - Employees of Contractor, while performing work under this
Agreement, SHALL NOT:
1. Be accompanied in their work area by acquaintances, family members,
assistants, or any other person unless such person is an on-duty authorized
Contractor employee.
2. Remove any City property, or property, equipment, monies, forms or any other
items belonging to an employee of the City, from City facilities.
3. Engage in horseplay or loud boisterous behavior.
4. Be under the influence of alcohol or drugs.
5. Gamble.
6. Smoke in any building.
7. Turn on or use any electronic equipment (computers, typewriters, radios, etc.)
other than those supplied by Contractor.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
8. Use any City telephones except those designated by the Contract Administrator,
Facility Manager, or his/her designee, for the performance of services under this
Agreement.
9. Open any desk, file cabinet or storage cabinet.
10. Remove any articles from desks.
11. Consume any food or beverage other than that brought with or purchased by the
employee.
12. Consume any food or beverage in any area NOT designated as a break or
lunchroom.
13. Engage in non-work-related conversations with City employees or visitors.
14. Come to work late or leave work early.
G. Employee Removal - Contractor shall remove from service on City premises any
employee of Contractor who, in the opinion of the Contract Administrator, Facility
Manager, or his/her designee, is not performing the services in a proper manner or who
is incompetent, disorderly, abusive, dangerous, insubordinate, disruptive, who does not
comply with rules and regulations of the City, or is otherwise objectionable. Contractor
shall in no way interpret such removal to require dismissal of or other disciplinary action
against the employee; and such removal shall not be the basis of any claim for
compensation or damages against the City or any of its officers, employees or agents as
to the performance of the work.
H. Employee Appearance and Identification - Contractor's personnel shall present a neat
appearance and be easily recognized as Contractor employees. Contractor shall
provide each employee with an identification badge and uniform. The badge shall
include the employee’s photograph and name, an employee number and Contractor’s
name. The identification badge shall be displayed on the front of the employee’s uniform
at all times. Contractor accepts and understands that any employee who fails to meet
this requirement may be asked to leave City property. Should this occur, the City will not
compensate the Contractor or Contractor's employees for lost time. It is expressly
understood that Contractor is responsible for ensuring that all of its employees possess
and carry valid photo-identification at all times on City property. Contractor's employees
shall be wearing their uniforms and identification badges prior to entering any City
building, and uniforms and badges shall be worn at all times while working in a City
facility. The uniform, at a minimum, shall be a uniform shirt to which Contractor’s
business name and/or logo have been affixed.
I. Employee Qualifications - Contractor's employees shall be at least eighteen (18) years
of age and thoroughly trained and qualified in the work assigned to them. Contractor's
employees shall be able to follow directions and shall be physically capable of
performing the duties assigned to them, including lifting/moving heavy items, climbing
ladders, etc.
All janitorial staff working at any City facility shall be required to submit personal
information and copies of driver’s licenses or other valid identification for the purpose of
background checks. Such personnel will also be subject to Live Scan Fingerprinting
processing at the contractor’s expense. The City reserves the right to deny access
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
based on information obtained in the background check through Live Scan
Fingerprinting.
J. Reporting and Inspections
1. Building Control Log: Contractor's supervisor or lead custodian shall be
responsible for maintaining building control logs. Contractor’s employees shall be
responsible for signing in and out daily on the log. Further, Contractor's
employees who provide special cleaning services are also required to sign in and
out for services provided. The building control logs shall be the focal point for
communication between the Contractor and the City and for sharing work -related
comments and issues.
2. Status Reports: If and when unusual circumstances arise, a report shall be given
to the Contract Administrator, Facility Manager, or his/her designee, the day of
the occurrence. Examples of unusual circumstances include, but are not limited
to, the observance of suspicious persons around a City facility or the discovery of
inoperable lighting in a City facility.
3. Regular Inspections: Contractor’s account manager and supervisor shall meet
with Facility Management representatives quarterly to ensure compliance with
contract specifications and shall initiate meetings, as needed, to review work
sites and resolve problems.
4. Timely Billing: Contractor shall provide special cleaning service invoices within
fourteen (14) days of the services being provided. City shall be under no
obligation to pay any invoice which is submitted to Contract Administrator more
than thirty (30) days beyond completion of special cleaning services.
K. Work Performance - Contractor shall adhere to the highest quality standards of the
janitorial profession and the City’s cleaning standards as communicated by the Contract
Administrator, or his/her designee, and set forth in this Agreement. Contractor shall
immediately verbally notify the Contract Administrator, or his/her designee, of any
occurrence or condition that interferes with its ability to be in full compliance with
Agreement requirements and shall confirm such verbal notification in writing within
twenty-four (24) hours.
L. Special Assignments - City may request janitorial services for special events not
covered in the scope of services under this agreement and outside the normal
scheduled cleaning hours as outlined herein. City may request these special services up
to, but not later than, forty-eight (48) hours prior to the event. If the required services are
outside Contractor's normal cleaning schedule, payment shall be made on the basis of
the hourly rate and, if applicable, minimum number of hours as set forth in Exhibit B.
M. Emergency Work - "Emergency work" is defined as any work beyond the general
routine janitorial work required by this agreement. Emergency work shall require a
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
shortened Contractor response time of between two (2) and four (4) hours, depending
upon the nature of said work. Contractor shall have sufficient labor and call-out
procedures to ensure that staffing is available for this type of unplanned requirement.
The City of Dublin will work closely with Contractor to develop a procedure for reacting to
emergency situations. Compensation for “Emergency Work” shall be in accordance with
the hourly rate for Special Assignments as described above.
N. Storage - Contractor may use City janitorial closets, if available; and if utilized,
Contractor shall keep this space in a neat, clean, odor free, and orderly condition. The
City will not be responsible in any way for damage to or loss of Contractor’s stored
supplies and/or equipment or for Contractor’s employees’ personal belongings stored in
any City janitorial closets. As noted in Section 3 of the Agreement, if janitorial closets
are not available, Contractor shall store its supplies and equipment in its own facility or
company vehicles.
O. Security - Contractor shall be required to have available the keys provided by the City at
all times while providing service to the City. All doors shall be unlocked and locked in
such manner and at such times as required by each building’s specifications. Contractor
shall be responsible for ensuring that all doors are closed and locked during its
performance of janitorial duties. Lost keys or security card-keys shall be immediately
reported to the Contract Administrator, or his/her designee, and charged to Contractor at
the rate of $50.00 per key or security card-key. In addition, Contractor shall reimburse
City for all costs associated with re-keying any or all locks necessitated by lost keys in
his/her control. Contractor's employees shall NOT set off, or fail to reset, a building
alarm, as instructed. Such false alarms or failure to reset an alarm shall cause the City
to incur damages, and Contractor shall be charged liquidated damages of One Hundred
Fifty Dollars ($150) per event. Contractor's employees shall not operate for personal use
any City computers, fax machines, telephones, television sets and/or copiers while
performing services under this contract. Contractor shall be financially responsible for
any loss, damages, or accrued charges for any unauthorized usage of City equipment.
P. Care of Facilities - Contractor's employees shall regularly observe the general condition
of all building areas and report problem areas to Contractor's supervisor or lead
custodian. Contractor shall be responsible for knowledge of and use of all fire alarms
and fire prevention equipment. In case of emergency, Contractor’s employees shall
notify the Emergency Services by dialing 911 and shall then call or page the Contract
Administrator, Facility Manager, or his/her designee, immediately. For non-emergency
repairs, Contractor shall report all required non-emergency repairs by contacting the
Contract Administrator, Facility Manager, or his/her designee.
Q. Energy Conservation - Unless otherwise specified by Contract Administrator or Facility
Manager, lights are to be turned off in facilities when janitorial staff is finished working for
the evening.
R. Graffiti - Contractor shall immediately remove all graffiti from all surfaces found inside
any of the buildings after consulting with the Contract Administrator, Facility Manager, or
his/her designee, for removal methodology. Graffiti noticed on the outside of any
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
building shall be reported to Contract Administrator, Facility Manager, or his/her
designee.
SECTION 2 – REQUIRED SERVICES
The services to be provided under this Agreement are listed in this Section 2 of Exhibit A. In
some instances, services may differ among the various facilities. The following buildings are
included in this agreement:
• Civic Center, 100 Civic Plaza
(Includes both City Hall and Police Wings and portable building in parking lot)
• Library, 200 Civic Plaza
• Senior Center, 7600 Amador Valley Boulevard
• Shannon Community Center, 11600 Shannon Avenue
• Heritage Center (historical school house and church), 6600 Donlon Way
• Heritage Park & Museum, 11285 Dublin Boulevard
• Wave Aquatic Center, 2401 Central Parkway (year round)
• Corporation Yard, 5709 Scarlett Court
• Public Safety Complex, 6363 Clark Avenue (Opening September 2019)
Following is a master list of services required under this Agreement. Not all services are
required at all buildings; a specific breakdown is provided for each facility in Attachments 1
through 9 to this Exhibit A.
1. Flooring
a. Vinyl, linoleum, or concrete floors (sweep) – Sweep with an anti-dust
mop.
b. Vinyl, linoleum, or concrete floors (damp or wet mop) – Use warm
water with good quality cleaner that leaves no visible or sticky cleaner
residue, when dry. Remove all scuff and surface marks. Rinse, if
necessary, with clear warm water, and clean mop. Wipe any and all
baseboards free of moisture and dirt. Protect all wall surfaces. Buff all tile
floors, as required.
c. Vinyl and linoleum (clean and wax floors – traffic areas) – Dust entire
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
floor and corners with treated mop. Damp mop and remove any spot or
stains. Allow flooring to dry completely. Apply wax in traffic areas only,
feathering out to corners. Corners shall be waxed only as part of
complete stripping process (see d. below).
d. Vinyl and linoleum (strip) – Strip completely and wax, including
corners.
e. Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors,
stairs (sweep) – Sweep surfaces.
f. Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors,
stairs (damp mop) – Use a dedicated mop and good-quality cleaner
recommended for marble, slate, granite, ceramics and travertine. The
floors shall be free of dust, dirt, cleaning material residue, streaks, mop
strands, grease, and spills and thoroughly maintained to present an
acceptable gloss. Protect all walls from splashing and wipe off any
moisture or chemicals from all baseboards. Polish wood molding, if
necessary, to prevent moisture damage.
g. Stone, marble, slate, granite, ceramic tile, travertine floors, stairs
(strip, seal) – Apply stripping solution. Machine scrub (conventional
machine) and wet vacuum stripping. This shall be followed by an
application of a neutralizer rinse, followed by a damp mopping with clear
water. When floor is dry, apply finish or sealer. Protect all wall finishes
and wipe down all baseboards to be free of moisture and residue. Polish,
as needed.
h. Stone, marble, slate, granite, ceramic tile, travertine floors, stairs
(refinishing) – Refinish as follows: Use a conventional (buffer) machine
with a 3M blue cleaning pad and a trigger spray bottle with clean water to
buff. Let floor dry. Follow with a dust mopping and then a damp
mopping. Let floor dry. Apply two (2) coats of floor finish. Be sure floor
is thoroughly dry between coats. Within twenty-four (24) hours of last
application of finish, burnish with a high-speed buffing machine (1,100
rpm).
2. Hardwood Floors and Carpeting
a. Hardwood floors for gymnasiums, ballrooms or dance floors (dust
mopping) – Use a dedicated dust mop on hardwood floors with “Super
Hil-Tone Dust” mop treatment, manufactured by Hillard (or equivalent).
The mop shall be treated per manufacturer’s instructions.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
b. Hardwood floor surfaces (wet mopping) – Use a dedicated wet mop
with Hillard Super Shine All Cleaner (or equivalent; specific products
required for Senior Center bamboo wood flooring and floor machine at
Stager Gym). At the Gym mopping is done with a floor cleaning machine
that uses a foam cleaner solution. Remove all scuff and surface marks.
Follow directions on label.
NOTE – DO NOT USE the same mop for damp mopping and for applying the
finish!
c. Carpet and mats (vacuum traffic areas) – These areas include main
entries and all doors, elevator lobbies, elevators, areas where food is
available, main corridors in buildings and open landscaped areas.
Vacuum traffic areas. Move all chairs, trashcans and other easily
removed items, and vacuum underneath. Hand wipe baseboards.
d. Carpet and mats (vacuum all areas, including edges and corners) –
Vacuum with an industrial- powered vacuum cleaner and inspect for
spots. Remove spots, following the manufacturer’s recommendations
completely, with an approved industrial-grade spot remover that leaves
no visible residue. Report to the Contract Administrator, or his/her
designee, all tears, burns, unraveling or other damage. Move all chairs,
trash cans and other easily removed items and vacuum underneath.
Hand wipe baseboards.
e. Carpet spot cleaning and spot removal – Perform, as necessary.
f. Graffiti (remove all marks and writing) – Remove from all interior
surfaces (doors and walls). If unable to remove graffiti, call Public Works
at 925-833-6630 and leave a message. Leave caller's name, location of
the building, floor and area where the graffiti is located.
g. Walls, doors and molding (spot clean) – On a regular basis, inspect all
walls, doors and moldings; and remove any and all fingerprints, smudges,
dirt or accumulations from these areas, as required.
3. Doors and Entrances
a. Doors and entrances (clean and polish) – Clean and polish interior and
exterior surfaces to a height of 8’, removing any and all fingerprints,
smudges, dirt, cobwebs, insects, grease, oils or accumulations from these
areas. On a regular basis, inspect all doors and entrances; and clean
doors and entrances across the entire width of the entrance front, as
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
required.
b. Drinking Fountains – Clean, disinfect and polish.
c. Public Telephones (clean and disinfect) – Clean and disinfect all public
telephones and enclosure walls. Remove all graffiti from phones and
surrounding area. If unable to remove graffiti, contact Public Works at
925-833-6630 and give location and phone number.
4. Glass and Windows
a. Glass and windows – On a regular basis, inspect all glass and frames
and remove any and all fingerprints, smudges, dirt, cobwebs, insects,
grease, oils or accumulations from these areas to a height of 8 feet, as
required. When glass is part of an entrance area, clean across the entire
width of the entrance front, if required. Clean picture glass and mirrors as
needed to remove fingerprints, smudges, and any other dirt or material, to
leave a clean appearance.
5. Dusting
a. Dusting – Remove all accumulated dust, dirt, debris and cobwebs from
all surfaces, corners, shelving crevices, office desks, bookcases, tables,
partition tops, window ledges and baseboards. Use treated mops and
cloths to help prevent the redistribution of same into the air. Desktops
shall be dusted only if papers have been removed.
b. Dusting (high dusting) – Remove all accumulated dust, dirt and debris
from the surfaces, corners, crevices, light fixtures, partition tops, window
ledges, door frames, jambs, and blinds. Use treated mops and cloths to
help prevent the redistribution of same in the air. Blind slats shall be
individually cleaned. Remove cobwebs inside rooms, corners and
ceilings. Clean HVAC vents and ceiling tiles.
c. Wastebaskets – Empty wastebaskets and replace liners. Empty
recycling containers in individual offices and common areas. Material
from recycling containers shall be kept separate from other trash and
placed in appropriate bins. Remove all other boxes, cardboard and
containers which are designated as “trash” and place in the designated
dumpster. Break down all cardboard boxes before discarding in
dumpster. Large recycling bins inside facilities (for example, in the Civic
Center mail room and lunchroom) may be emptied by others; contractor
should verify with the Facility Manager for each facility where trash and
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
recyclable material is to be taken.
d. Wastebasket/trash containers (wash and disinfect) – Clean and
disinfect all wastebaskets and trash containers in all interior and exterior
locations.
e. Artificial Plants – Clean to remove dust and other debris
6. Elevators
a. Elevator (clean and polish) – Remove all finger and handprints, grease,
oils, smudges or marks. Polish interior walls, ceilings, and doors inside
and outside. Vacuum carpet and elevator door tracks. Spot clean carpet
or flooring, as necessary, to remove stains and odors.
7. Stairwells, Exterior and Interior
a. Staircases, balustrades and railings (dust and wipe) – Dust and wipe
all staircase areas, including all railings and areas around and underneath
stairs. Vacuum carpeted areas, and spot clean carpet.
b. Stairwells – Sweep, damp mop and spot clean.
8. Offices
a. Wooden furniture (clean and polish) – Clean and polish all wooden
furniture with approved polish. Do not disturb any paperwork on desks,
tables and files.
b. Formica and metal desks (clean all) – Clean all tables, stands, chairs,
filing cabinets, locker tops and fronts. Do not disturb paperwork.
c. Wood fixtures (polish) – Polish all wooden walls, doors, handrails and
all accents.
d. White boards and pen rails (clean) – Wash and clean (only if boards
are erased).
e. Fabric or carpeted wall coverings (dust and/or vacuum, spot clean) –
With a soft brush, dust all fabric and/or carpeted walls to maintain a neat
and clean appearance. Vacuum all areas where a traffic pattern is
evident. Spot clean areas per manufacturer’s specifications for wall
covering. Damp wipe vinyl. Cloth fabrics require chemical cleaner to
remove spots.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
f. Light switches (clean and disinfect) – Use a damp cloth to remove all
smudges, fingerprints and dirt. Apply disinfectant.
g. Light fixtures (clean all) – Dust all with treated cloth. Vacuum and
damp wipe, if necessary, to remove all accumulated dust and dirt.
h. HVAC vents and diffusers (clean all) – Vacuum and clean with
disinfectant. Vacuum adjacent ceiling tiles and areas.
9. Restrooms, Locker Rooms, Dressing Rooms and Showers
a. Restrooms (clean, disinfect, restock supplies) – Clean and disinfect
all urinals, toilets, partitions and plumbing. Damp mop floors with
disinfectant. Clean and polish chrome and stainless fixtures. Clean,
disinfect and deodorize interior and exterior of sanitary napkin
depositories. Replace disposal bags and plastic trash liners. Clean
mirrors to be streak-free. Install disinfectant in floor drains and
deodorizers in urinals. Fill all dispensers (soap, toilet paper, seat covers,
paper towels, sanitary supplies and deodorizers). Inspect lighting for
satisfactory operation. Report to the Contract Administrator or his/her
designee, all lights that are not working properly.
b. Showers (clean, disinfect) – Clean and disinfect all walls, floors and
curtains. Entire area shall be free of soap scum, fungi, hair, urine
deposits and unpleasant odors. Floors and tiled areas shall be free of
streaks and mildew.
c. Locker rooms or dressing rooms - Install disinfectant in floor drains.
Disinfect HVAC vents, and clean mirrors to be streak-free. Wax floors to
maintain original appearance. Vacuum all carpet areas, and remove all
stains. Clean and disinfect lockers inside and outside, if unlocked. Do not
disturb personal belongings.
10. Kitchen or Coffee Bar Areas
a. Kitchen/breakroom floors (degrease and disinfect) – Mop all kitchen
floors with disinfectant. Refinish, if necessary, to maintain original
appearance.
b. Kitchen/breakroom/coffee bar sinks, counters and appliances (wash
and disinfect) – Include all kitchen tabletops in area and generally clean
up all stainless steel or laminate surfaces.
c. Cabinets, sinks and appliances (degrease, disinfect and polish) –
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
Specific to facilities with “working cooking kitchens.” Includes
refrigerators, stoves, stove hoods, ovens, griddles, dishwashers,
microwaves and all stainless steel.
d. Kitchen Vent Hoods Over Stoves – Degrease, clean and polish.
e. Kitchen Anti Fatigue Mats – Degrease, disinfect, rinse and dry.
f. Kitchen Floor Drains – Degrease and clean the floor drains / catch
basins in kitchen floor.
11. Special Areas
a. Bleachers (clean all surfaces) – Clean all areas around and under
bleachers. Damp mop bleacher seats.
b. Jail area (clean and disinfect) – Clean and disinfect (when accessible)
all walls, floors, ceilings and fixtures.
c. Janitorial closets (clean and stock) – Clean, organize, stock and keep
odor-free. If any chemicals are stored here, maintain a binder of all
Material Safety Data Sheets (MSDS) and keep in each closet.
d. Exercise rooms – Wipe down, clean, deodorize and disinfect all exercise
apparatus and mats. Remove and replace mats in same locations to
ensure proper fit.
e. Personal computers – Dust with anti-static cloth.
f. City refrigerators – Clean as specified for individual facilities.
g. Venetian blinds – Dust and damp wipe blinds with a treated cloth to
prevent redistribution of dust into the air.
h. Vending machines – Clean vending machine surfaces and sweep or
dust mop under the machines.
i. Bleachers (sweep and pick up litter) – Sweep and pick up litter on,
around and under bleachers.
SECTION 3 – GENERAL PROVISIONS
A. Liquidated Damages
When Contractor fails to perform, as specified, the services required in this agreement,
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
the City will have been damaged by that lack of performance. Since it is difficult to
define the amount of damage caused, Contractor shall agree to the following liquidated
damages:
1. If trained personnel do not report to provide the services required by this
Agreement, the City will incur damages; and liquidated damages of One Hundred
Fifty and no/100 Dollars ($150.00) per occurrence will be deducted from
payments due the Contractor. Contractor will be notified of the assessment of
liquidated damages by telephone or FAX within twenty-four (24) hours of failure
to report.
2. If Contractor fails to perform under the terms of this Agreement, the City will incur
damage. Contractor will be notified by telephone or FAX within twenty-four (24)
hours of the failure to perform, and performance shall be required within twenty-
four (24) hours after receipt of such notice. If the performance failure is not
corrected within twenty-four (24) hours of receipt of notice, the City will incur
damages; and liquidated damages of One Hundred Fifty and no/100 Dollars
($150.00) per occurrence will be deducted from payments due the Contractor.
3. Liquidated damages of One Hundred Fifty and no/100 Dollars ($150.00) per
occurrence will continue to be deducted from payments due the Contractor until
the performance failure is remedied.
B. Subcontracting - No portion of the services provided pursuant to this Agreement may
be subcontracted or assigned without prior approval of the City of Dublin. Requests to
subcontract all or any portion of services required by this Agreement shall be submitted
to the City's Contract Administrator, or his/her designee, at least thirty (30) days in
advance of the proposed effective date of the subcontract. Contractor shall include in
this written request a detailed description of how the Contractor plans to oversee the
services performed by the proposed subcontractor. Contractor shall be responsible for
services provided by any subcontractor as if Contractor were providing the services with
its own organization. Any subcontractor who will provide services inside the Police
Facility shall have successfully passed a background check as described above prior to
commencing work in that building. Contractor shall bear the expense of any
subcontractor background checks.
C. Labor Strike - Contractor shall be responsible for its own labor relationships and shall
negotiate and be responsible for resolving any and all disputes between itself and its
employees or any union representing its employees. Whenever Contractor has
knowledge that any actual or potential labor dispute is delaying, will delay, or threatens
to delay, the timely performance of services under this Agreement, Contractor shall
immediately give written notice thereof to the City's Contract Administrator, or his/her
designee. It shall be the Contractor’s responsibility to provide continuous services,
without interruption, to all buildings and facilities specified herein throughout the term of
the Agreement. In the event of a labor strike, Contractor shall provide the means, at
Contractor’s cost, to provide continuous services in full compliance with Agreement
requirements. Failure to do so will cause the City to take whatever action is necessary
to provide the services. If, in doing so, City incurs costs in excess of those that would
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
have been paid to the Contractor for the same services, these excessive costs shall be
paid by the Contractor.
D. Pricing - All rates and/or prices included in this Agreement are firm and not subject to
escalation, except on an annual basis according to the Consumer Price Index as
provided in the Agreement. Contractor represents and warrants that all rates and/or
prices are at least as low as those currently being quoted by Contractor to commercial or
government users for the same work of similar scope under similar circumstances.
E. Terms of Payment - Payment shall be made within thirty (30) days from the date of
receipt of invoice or acceptance of work, whichever occurs last. If City is entitled to a
prompt payment discount, the period of computation shall commence on the date of
receipt of invoice or acceptance of work by City, whichever occurs last. City shall
endeavor to pay each invoice within thirty (30) days, but shall not be responsible to
Contractor for additional charges, interest or penalties due to failure to pay within that
period.
F. Warranty - Contractor warrants that the work performed under this Agreement complies
with all specifications and that workmanship is free from defects. If any portion of the
work has not been completely described in this Agreement, it shall comply with
nationally recognized codes and established industry standards. Contractor agrees that
the aforementioned warranties shall be in addition to any warranties provided by law or
offered by Contractor.
G. Extra or Additional Work - Contractor shall perform no extra or additional work or alter
or deviate from the work specified in this Agreement unless agreed in writing by City in
advance of performance of the work. Payment for extra or additional work shall be
made on the basis of the hourly rate and, if applicable, minimum number of hours as set
forth in Exhibit B.
H. Force Majeure - Neither party to the Agreement shall be held responsible for delay or
default caused by fire, riot, acts of God, and/or war which is beyond that party's
reasonable control. City may terminate the Agreement upon written notice after
determining such delay or default will reasonably prevent successful performance of the
Agreement.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 1
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Civic Center, City Hall Wing, 100 Civic Plaza
Estimated Building Size: 31,800 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, terrazzo, or concrete floors, sweep and/or dust mop all floors 1a
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Carpet spot cleaning and removal - (as necessary) 2e
Dusting - all table tops, office desks, and filing cabinets, and other surfaces 5a
Dusting - removal of accumulated dust 5a
Graffiti - remove all marks and writing (general)
Drinking fountains - clean, disinfect and polish 3b
Telephones (all phones) - clean and disinfect 3c
Wastebaskets - empty and reline 5c
Elevators - clean and polish 6a
Restrooms - clean, disinfect, and restock supplies 9a
Kitchen break-room floors - degrease and disinfect 10a
Kitchen break-room sinks & counters - degrease and disinfect 10b
Coffee bar sinks and counters – degrease and disinfect 10b
Weekly: Carpet and mats - vacuum all areas, including edges and corners 2d
Broom sweep receiving/file room concrete floor 1a
Clean and disinfect light switches 8f
Wash white boards and pen rails (if erased)
8d
Bi-Weekly:
Clean tile grout
Monthly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Venetian blinds - wipe down and clean 11g
Quarterly: Vinyl and linoleum - strip completely and wax 1d
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Vending machines – clean machines and sweep/dust mop underneath 11h
Artificial plants – Clean to remove dust and other debris 5e
Semi-
Annually: . Strip and wax all hard surface floors: terrazzo, vinyl or linoleum 1d, 1g
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 2
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Civic Center, Police Wing, 100 Civic Plaza
Estimated Building Size: 21,200 SF (includes auxiliary triple-wide trailer in police parking lot)
Cleaning Frequency: 6 days per week, Monday – Saturday
Janitorial Cleaning Hours: 4:30 PM to 8:30 PM
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, or concrete floors, sweep and/or dust mop all floors 1a
Carpet and mats - vacuum traffic areas, staircases, & workspaces 2c
Carpet spot cleaning and removal - (as necessary) 2g
Dusting - all table tops, office desks, filing cabinets, & other surfaces 5a
Graffiti - remove all marks and writing 2h
Drinking fountains - clean, disinfect and polish 3b
Clean and disinfect telephones 3c
Glass and windows (building entrances, lobby areas, etc.) 4a
Dusting - removal of accumulated dust. 5a
Wastebaskets - empty and reline 5d
Elevators - clean and polish 6a
Restrooms - clean, disinfect, and restock supplies 9a
Showers and locker rooms - clean and disinfect 9b,c
Kitchen break-room floors - degrease and disinfect 11a
Kitchen break-room sinks - degrease and disinfect 11b
Jail area - clean and disinfect (when accessible) 11b
Weekly: Broom sweep sally port concrete floor when accessible 1b
Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors and molding - remove fingerprints, smudges and dirt 2I
Doors & entrances - clean and polish, remove fingerprints & smudges 3a
Clean stair handrails 7a
Wash white boards and pen rails (if erased) 8d
Exercise rooms - clean and deodorize 11d
Monthly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Fabric or carpeted wall coverings - dust and/or vacuum, spot clean 8e
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep order-free 11c
Venetian blinds - wipe-down and clean 11g
Vending machines – clean machines and sweep/dust mop underneath 11h
Quarterly: Vinyl and linoleum - strip completely and wax 1d
Stone, marble, slate, granite, ceramic tile, travertine floors, stairs 1g
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
Wastebasket/trash containers - wash and disinfect 5e
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11e
Semi-
Annually: City refrigerators – break room only 11f
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 3
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Library, 200 Civic Plaza
Estimated Building Size: 38,215 SF (entire Library)
Cleaning Frequency: 6 days per week, Monday – Sunday (except Fridays)
Janitorial Cleaning Hours: 11:00 PM to 5:00 AM
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, or concrete floors (sweep and/or dust mop all floors) 1a
Stone, marble, ceramic, slate (sweep) 1e
Carpet and mats (vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephone (clean and disinfect) 3c
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, restock) 9a
Kitchen/coffee bar sinks (clean and disinfect) 10b
Weekly: Vinyl, linoleum or concrete floors (damp/wet mop) 1b
Stone, marble, ceramic, slate (damp/wet mop) 1f
Carpets and mats (vacuum all areas, including edges and corners 2d
Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Whiteboards and pen rails (clean, if erased) 8d
Cabinets, sinks and appliances (degrease, disinfect, and
polish) 10c
Monthly: Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures – polish 8c
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Kitchen vent hoods over microwaves – degrease, clean &
polish 10d
Quarterly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Stone, marble, granite, ceramic tile floors (strip and seal) 1g
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
Semi-
Annually: Vinyl and linoleum - strip completely and wax 1d
City refrigerator in office area (clean and disinfect) 1f
Annually: Stone, marble, granite, ceramic tile floors (refinishing) 1h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 4
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Senior Center, 7600 Amador Valley Boulevard
Estimated Building Size: 15,500 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 10:30 PM to 5:00 AM; Weekends as needed following special events
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, or concrete floors (sweep and/or dust mop all floors) 1a
Stone, marble, ceramic, slate (sweep) 1e
Hardwood floor in ballroom (sweep and dust mop on Tue/Thu) 2a
Hardwood floor in ballroom (sweep and damp mop on Mon/Wed/Fri) 2b
Carpet and mats (vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephone (clean and disinfect) 3c
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, restock) 9a
Kitchen quarry tile floors (remove mats, degrease, disinfect, replace mats) 10a
Kitchen/coffee bar sinks (clean and disinfect) 10b
Weekly: Vinyl, linoleum or concrete floors (damp/wet mop) 1b
Stone, marble, ceramic, slate (damp/wet mop) 1f
Carpets and mats (vacuum all areas, including edges and corners) 2d
Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Whiteboards and pen rails (clean, if erased) 8d
Cabinets, sinks and appliances (degrease, disinfect, and
polish) 10c
Kitchen Anti-Fatigue Mats (degrease and disinfect) (Fridays) 10e
Kitchen Floor Drains (degrease and clean) (Fridays) 10f
Monthly: Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures – polish 8c
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Kitchen vent hoods over stoves – degrease, clean and polish 10d
Quarterly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Stone, marble, granite, ceramic tile floors (strip and seal) 1g
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11e
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
Venetian blinds (dust and damp wipe) 11g
Artificial Plants - clean to remove dust 5e
Semi-
Annually: Vinyl and linoleum - strip completely and wax 1d
City refrigerator in office area (clean and disinfect) 1f
Annually: Stone, marble, granite, ceramic tile floors (refinishing) 1h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 5
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Wave Aquatic Center
Estimated Building Size: 23,000 SF
Cleaning Frequency: January – December, 7-days per week
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
PLEASE NOTE: PEAK SEASON is from Memorial Day through Labor Day, where more attention to
all areas is required.
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Interior floors (sweep and/or dust mop all floors) 1a
* Tile hallway area (scrub machine and disinfect) 1f
Interior flooring in lobbies/office (damp/wet mop, disinfect, vacuum, move
furniture 1i
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephone (clean and disinfect) 3c
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
* Restrooms (clean, disinfect, scrub machine, restock) 9a
* Showers (clean, scrub machine, clear drain strainers and disinfect) 9b
* Locker rooms and dressing rooms (clean, disinfect, scrub machine) 9c
*
Use machine provided by City – Clean Advance Machine and/or
Karcher B60 Battery Scrubber (Staff also expected to maintain and
clean the machines after every use)
Weekly: Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Cabinets, sinks and appliances (degrease, disinfect, and
polish) 10c
City refrigerators (clean as specified) 11f
Formica and metal desks - clean all 8b
Monthly: Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Wood fixtures – polish 8c
Light switches - clean and disinfect 8f
Janitorial closets - clean organize, stock and keep odor-free 11c
Complete and thorough machine scrub all hard floor surfaces 1f
Quarterly:
(3x per year) Wastebasket/trash containers - wash and disinfect 5d
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 6
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Heritage Center, 6600 Donlon Way
Estimated Building Size: School House – 2,900 SF, Church – 1,550 SF
Cleaning Frequency: School House – 3 days per week (Wed/Fri/Sun); Church – 1 day per week (Wed)
Janitorial Cleaning Hours: 9:00 PM to 5:00 AM
Please note: Due to nature and historical value of the Heritage Center, all cleaning products must
receive approval from Museum Director prior to use.
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, or concrete floors (sweep and/or dust mop all floors) 1a
Hardwood floors (sweep and dust mop) 2a
Carpet and mats (vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, restock) 9a
Weekly: Vinyl, linoleum or concrete floors (damp/wet mop) 1b
Hardwood floors (sweep and damp mop) 2b
Carpets and mats (vacuum all areas, including edges and corners) 2d
Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Monthly: Dusting - high dusting 5b
Formica and metal desks – clean all 8b
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Quarterly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
Semi-
Annually: Vinyl and linoleum - strip completely and wax 1d
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 7 (Page 1 of 2)
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Heritage Park and Museum, 11285 Dublin Boulevard
Estimated Building Size: See below
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 12:00 AM
Please note: Due to nature and historical value of the Heritage Center, all cleaning products must
receive approval from Museum Director prior to use.
Sunday School Barn: 1327 SF
FREQUENCY TASK
See Section 2
“Required
Services”
Daily:
Wood floor – sweep
Wastebasket – empty and replace liner
2a
5c
Weekly:
Walls, doors, moldings – spot clean as needed
Glass and windows – remove fingerprints, smudges, dirt
Doors – clean and polish
Dusting – dust window sills and furniture
2g
4a
3a
5a/5b
Monthly: Dusting – high dusting 5b
Light switches – clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 2a/2b
Vinyl and linoleum – clean and wax floors - traffic areas 5d
Quarterly: Light fixtures and fans – clean 8g
HVAC vents – clean 8h
Restrooms: 289 sq. ft.
FREQUENCY TASK
See Section 2
“Required
Services”
Daily:
Floor – sweep and mop
Toilets – clean and disinfect
Doors – clean and polish
Wastebasket – empty and replace liner
1a/1b
9a
3a
5c
Weekly:
Walls, doors, moldings – spot clean
Glass and windows – remove fingerprints, smudges, dirt
Dusting – dust window sills and furniture
2g
4a
5a/5b
Monthly: Dusting – high dusting 5b
Light switches – clean 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Wastebasket/trash containers – clean and disinfect 5d
Quarterly: Light fixtures and fans – clean 8g
HVAC vents – clean 8h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 7 (Page 2 of 2)
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Ceramics/Art Studio: 330 sq. ft.
FREQUENCY TASK
See Section 2
“Required
Services”
Daily:
Dusting (dust window sills and furniture)
Wastebasket (empty and replace liner)
Floor - sweep and mop
5a/5b
5c
1a/1b
Weekly:
Walls, doors, moldings (spot clean)
Glass and windows (remove fingerprints, smudges, dirt)
Doors (clean and polish)
Dusting – high dusting
2g
4a
3a
5b
Monthly: Light switches – clean 8f
Quarterly:
Wastebasket/trash containers – clean and disinfect
Light fixtures – clean
HVAC vents – clean all
5d
8g
8h
Kolb House: 2304 sq. ft.
FREQUENCY TASK
See Section 2
“Required
Services”
Weekly:
Bathroom and Kitchen Floor – sweep and damp mop
Bathroom fixtures – clean and disinfect
Kitchen counters – wipe with light solution
Wastebaskets – empty and replace liner
Back Porch – sweep and clean
Public Room – vacuum carpeted areas, spot clean
Halls – vacuum carpeted areas, spot clean
Stairs – vacuum carpeted areas, spot clean
1a/1b
9a
10b
5c
1e
7a
7a
7a
Walls, doors, moldings – spot clean
Glass and windows – remove fingerprints, smudges, dirt
Dusting – dust window sills and furniture
Doors – clean
2g
4a
5a/5b
3a
Monthly: Dusting – high dusting 5b
Light switches – clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Quarterly:
Wastebasket/trash containers – clean and disinfect
Light fixtures and fans – clean
5d
8g
HVAC vents – clean 8h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 8
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Shannon Community Center, 11600 Shannon Avenue
Estimated Building Size: 18,250 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 10:00 PM to 5:00 AM; Weekends as needed following special events
FREQUENCY TASK
See Section 2
“Required
Services”
Daily Sweep and/or dust mop all hard surface floors 2a
Vacuum all carpet area 2d
Spot clean carpet areas 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephones (clean and disinfect) 3c
Dust all surfaces 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, and restock) 9a
Kitchen/coffee bar sinks (clean and disinfect) 10b
Kitchen floor – remove mats, degrease, disinfect, replace mats 10a
Weekly Damp mop all hard surface floors 2b
Vacuum all carpeted areas including the edges 2d
Spot wash all walls, doors, and moldings 2g
Remove fingerprints and smudges from glass and windows 4a
Wash whiteboards and pen rails (if erased) 8d
Cabinets, sinks and appliances (degrease, disinfect and polish) 10c
Wash Anti-Fatigue mats (degrease and disinfect) 10e
Kitchen floor drains (degrease and clean) 10f
Glass and windows – remove fingerprints, smudges, dirt 4a
Monthly: Dusting (high dusting) 5b
Wooden furniture (clean and polish) 8a
Wooden fixtures (polish) 8c
Light switches (clean and disinfect) 8f
Janitorial closets (clean, organize, stock and deep odor free) 11c
Kitchen vent hoods over stoves (degrease, clean and polish) 10d
Quarterly: Vinyl and linoleum (clean and refinish floors, traffic areas) 1d
Semi-
Annually: Vinyl and linoleum - strip completely and wax 1d
Annually: Stone, marble, granite, ceramic tile floors (refinishing) 1h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 9
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Corporation Yard, 5709 Scarlett Court
Estimated Building Size: 3,500 SF (office space only)
Cleaning Frequency: 3 days per week, Monday, Wednesday, Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, or concrete floors – sweep and/or dust mop all floors 1a
Carpet and mats – vacuum traffic areas and offices 2c
Carpet spot cleaning and removal – as necessary 2g
Graffiti – remove all marks and writing 2h
Glass and windows – remove fingerprints, smudges, dirt 4a
Dusting – removal of accumulated dust 5a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a,b
Weekly: Carpet and mats – vacuum all areas, including edges and corners 2d
Walls, doors and molding – remove fingerprints, smudges and dirt 2I
Doors & entrances – clean and polish, remove finger prints & smudges 3a
Dusting – all table tops, office desks, and filing cabinets 5a
White boards and pen rails – wash clean, if erased 8d
Monthly: Dusting – high dusting 5b
Wooden furniture – clean and polish 8a
Formica and metal desks – clean all 8b
Wood fixtures – polish 8c
Fabric or carpeted wall coverings- dust and/or vacuum, spot clean 8e
Light switches – clean and disinfect 8f
Quarterly: Vinyl and linoleum – clean and wax floors 1c
. Wastebasket/trash containers – wash and disinfect 5d
Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers – clean 12h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Inc Exhibit A: Scope of Services
ATTACHMENT 10
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
FACILITY OPENS IN SEPTEMBER 2019*
Location: Public Safety Complex, 6363 Clark Avenue
Estimated Building Size: 18,500 SF
Cleaning Frequency: 6 days per week, Monday - Saturday
Janitorial Cleaning Hours: 4:30 PM to 8:30 PM
FREQUENCY TASK
See Section 2
“Required
Services”
Daily: Vinyl, linoleum, or concrete floors – sweep and/or dust mop all floors 1a
Carpet and mats – vacuum traffic areas and offices 2c
Carpet spot cleaning and removal – as necessary 2g
Graffiti – remove all marks and writing 2h
Glass and windows – remove fingerprints, smudges, dirt 4a
Dusting – removal of accumulated dust 5a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a,b
Weekly: Carpet and mats – vacuum all areas, including edges and corners 2d
Walls, doors and molding – remove fingerprints, smudges and dirt 2I
Doors & entrances – clean and polish, remove finger prints & smudges 3a
Dusting – all table tops, office desks, and filing cabinets 5a
White boards and pen rails – wash clean, if erased 8d
Monthly: Dusting – high dusting 5b
Wooden furniture – clean and polish 8a
Formica and metal desks – clean all 8b
Wood fixtures – polish 8c
Fabric or carpeted wall coverings- dust and/or vacuum, spot clean 8e
Light switches – clean and disinfect 8f
Quarterly: Vinyl and linoleum – clean and wax floors 1c
. Wastebasket/trash containers – wash and disinfect 5d
Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers – clean 12h
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Exhibit B: Compensation Schedule
EXHIBIT B
COMPENSATION SCHEDULE
City Facilities Monthly Rate Annual Cost
City Hall Wing, Civic Center, 100 Civic Plaza,
5-days per week service, Monday - Friday $3,103 $37,236
Police Wing, Civic Center, 100 Civic Plaza, including
portable building located in police parking lot,
6-days per week service, Monday-Saturday $2,150 $25,800
Library, 200 Civic Plaza (Community Room, Lobby,
Main Restrooms, City Staff Offices),
6-days per week service, Monday-Sunday, except
Friday $3,821 $45,852
Shannon Community Center, 11600 Shannon
Avenue,
5-days per week service, Monday-Friday $2,650 $31,800
Senior Center, 7600 Amador Valley Blvd.,
5-days per week service, Monday-Friday $1,750 $21,000
Heritage Center, 6600 Donlon Way, including Murray
Schoolhouse and St. Raymond’s Church,
3-days per week service (Murray Schoolhouse)
1-day per week service (St. Raymond’s Church) $600 $7,200
Dublin Heritage Park and Museum, 11285 Dublin
Blvd.,
5-days per week service, Monday-Friday $600 $7,200
The Wave Aquatic Center, 4201 Central Pkwy
7-days per week service
$4,400 $52,800
Corporation Yard, 5709 Scarlett Court,
3-days per week service, Mon, Wed, Friday $575 $6,900
Public Safety Complex, 6363 Clark Ave,
6-days per week service, Monday - Saturday $2,250 $27,000
TOTAL ANNUAL COST: $262,788
Extra Work:
Rate for scheduled extra work is $19.75 per hour for a minimum of 2 hours for special
events.
Hazardous Pay Rate: $150.00 per incident.
Cost of Living Increase:
Rate for base services and rate for extra work will increase 5% year 2 of this
agreement.
Rate for base services and rate for extra work will increase 6% year 3 of this
agreement.
Contract Services Agreement between July 1, 2018
City of Dublin and Tri-Valley Janitorial Service and Supply Exhibit B: Compensation Schedule
JANITORIAL SUPPLIES
Estimated Quantity Case
Quantity Product/Description Per Case Price
125 cs. Toilet Tissue, 2-ply, 500 sheets/roll 80/500 33.75
325 cs. Multifold Towels, bleached 16/250 21.76
60 cs. 40" x 48" or 40" x 46" Trash Liners, 125 cs 36.50
1.8 mil or better
70 cs. 33” x 39” Trash Liners, 150 cs 38.03
1.8 mil or better
50 cs. 24” x 23” Trash Liners (wastebasket liners) 500 cs 22.73
0.4 mil or better
30cs 40” X 46” Clear Trash Liners 150 cs 36.26
1.7 mil or better
30cs 33” x39” Clear Trash Liners 250 cs 39.67
1.2 mil or better
30cs 24” x 23” Clear Trash Liners 500 cs 18.39
.35 mil or better
40 cs. Toilet Seat Protectors 5000 cs 37.82
100 cs. Pink Hand Soap (based on 6 gal./case) 4 gal 23.73
10 cs. Sanitary Napkin Receptacle Liners 500 cs 16.53
Approx. 7½” x 3-3/4” x 10 ½”