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Home My WebLink AboutR22-Economic Development Agency , . ECONOMIC DEVELOPMENT AGENCY OF THE CITY OF SAN BERNARDINO FROM: Gary Van Osdel Executive Director SUBJECT: AUTHORIZATION TO RETAIN JANITORIAL SERVICES FOR THE AGENCY-OWNED PROPERTY AT 201 NORTH "E" STREET BUILDING - QUINMAR JANITORIAL SERVICES DATE: October 10, 2003 QR\G\NAL SvnoDsis of Previous Commission/Council/Committee Action{s): None. Recommended Motion{s): MOTION: (Community DeveloDment Commission) A RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF SAN BERNARDINO APPROVING THE BID OF QUINMAR JANITORIAL SERVICES FOR JANITORIAL SERVICES AT THE 201 NORTH "E" STREET BUILDING, AND AUTHORIZING THE EXECUTIVE DIRECTOR OF THE REDEVELOPMENT AGENCY OF THE CITY OF SAN BERNARDINO ("AGENCY") TO SIGN AND ISSUE AN ANNUAL PURCHASE ORDER TO QUINMAR JANITORIAL SERVICES IN THE AMOUNT OF $34,200, FOR A PERIOD OF THREE (3) YEARS, FOR A TOTAL AUTHORIZATION NOT-TO-EXCEED $102,600. Contact Person(s): Gary Van OsdeVAnn Harris Central City North Phone: (909) 663-1044 Project Area(s) Ward(s): 1st Supporting Data Attached: It] Staff Report It] Resolution(s) 0 Agreement(s)/Contract(s) 0 Map(s) It] LetterslMisc. FUNDING REQUIREMENTS Amount: $ 102,600 Source: Tax Increment Budget Authority: Annual Budget Adoption SIGNATURE: ~2~ fr- ) Gary Va Osdel, Executive Director _____~___________________________________________n_______.__________________________________________________________________________~_~_~______________________________ Commission/Council Notes: '\4:S::::>~ cO::-\ <ZC03 - ~ <-f P:\Agendas\Comm Dev Commission\COC 2003\03-10-20 Janitor Serv 201 N E Sl.doc COMMISSION MEETING AGENDA Meeting Date: 10/20/2003 Agenda Item Nnmber: bd-' ECONOMIC DEVELOPMENT AGENCY STAFF REPORT Authorization to Retain Janitorial Services for the A!!encv-Owned Propertv at 201 North "E" Street Buildin!! - OuinMar Janitorial Services BACKGROUND: On August 20, 2003 a notice inviting bids was published seeking bids for janitorial services for the Agency property located at 201 North "E" Street. A scope of work was provided and on August 27, 2003, a job walk was conducted for those companies interested in submitting a bid. On September 2, the Agency received four (4) bids. The bids ranged from a high bid of $5,698 per month to a low bid of$2,850 per month. All bids were from local companies. Since, the low bid was much lower than the other three bids (see attached), Agency staff checked the references and the work of the low bidder, QuinMar Janitorial Services, a local firm. The results were very favorable and all references indicated that QuinMar Janitorial Services does an excellent job. Many of the buildings serviced by QuinMar Janitorial Services are office buildings located in the downtown area. CURRENT ISSUE: To approve the bid of QuinMar Janitorial Services and to authorize the Agency's Executive Director to sign and issue an annual purchase order in the amount of $34,200, for a three (3) year period, to QuinMar Janitorial Services for janitorial services ("Services") for the 201 North "E" office building. The Executive Director will oversee the Services and shall have the authority to terminate said Services by providing a 30-day written notice to QuinMar Janitorial Services. ENVIRONMENTAL IMPACT: None. FISCAL IMPACT: $102,600 over three years from tax increment. RECOMMENDATION: That the Community Development Commission adopt the attached Resolution. ~?~ ~ ') Gary Van Osdel, Executive Director P:\Agendas\Comm Dev Conunission\CDC 2003\03-10-20 Janitor Serv 201 N E St.doc COMMISSION MEETING AGENDA Meeting Date: 10/20/2003 Agenda Item Number: te_J..fJ--- ,"'-" 1 '-2 C13 14 r25 '- RESOLU((;(C>> IP'\f 3 A RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF SAN BER.'\'ARDINO APPROVI~G THE BID OF QUlNMAR JANITORIAL SERVICES FOR JANITORIAL SERVICES AT THE 201 NORTH "E" STREET BUILDING, AND AUTHORIZING THE EXECUTIVE DIRECTOR OF THE REDEVELOPMENT AGENCY OF THE CITY OF SAN BERNARDINO ("AGENCY") TO SIGN AND ISSUE AN ANNUAL PURCHASE ORDER TO QUINMAR JANITORIAL SERVICES IN THE AMOUNT OF $34,200, FOR A PERIOD OF THREE (3) YEARS, FOR A TOTAL AUTHORIZATION NOT-TO- EXCEED $102,600. 4 5 6 7 8 9 10 WHEREAS, on August 20, 2003, Agency staff published a notice inviting bids for janitorial services ("services") for the Agency property located at 201 North "E" Street; and WHEREAS, based upon the scope of services provided to all bidders, QuinMar Janitorial Services, a local company, was the lowest among four bidders, at $2,850 per month; and 11 12 WHEREAS, Agency staff conducted a reference check of QuinMar Janitorial Services, 15 whereby all references indicated that QuinMar Janitorial Services work was of high quality; and WHEREAS, the Community Development Commission ("Commission") now desires to 16 approve the bid of QuinMar Janitorial Services, and to authorize the Agency's Executive Director to 17 sign and issue an annual purchase order, based upon the scope of work, in the amount of $34,200, for a 18 three-year period, for a total authorization of $102,600. The Agency's Executive Director ""ill oversee the services and shall have the authority to terminate said services by providing a 30-day written notice to QuinMar Janitorial Services. 19 20 21 NOW, THEREFORE, THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF SAN BERNARDINO DOES HEREBY RESOLVE, DETERMINE AND ORDER, AS FOLLOWS: 22 23 24 Section l. The Commission hereby approves QuinMar Janitorial Services as the lowest responsible bidder for janitorial services at the Agency's building located at 201 North -1- P:\Agendas\ResolulIons\Resolulions'l003\OJ-10-20 Janllor Serv 201 N E Sl CDC Resodoc ,.- , '- 2 3 4 5 6 7 8 9 10 11 12 CJ3 14 "E" Street. The Commission hereby authorizes the issuance of an annual purchase order for a three (3) year period in the amount of $34,200 each year, for a total amount not-to-exceed $102,600. All other bids, therefore, are hereby rejected. The Executive Director is hereby authorized and directed to execute said annual purchase orders on behalf of the Agency. Section 2. The annual purchase orders, subject to annual appropriation, shall incorporate by reference this resolution and the seven (7) page janitorial services specifications for 20 I North "E" Street, San Bernardino, and shall authorize the Executive Director of the Agency to terminate said janitorial services by providing a 30-day written notice. QuinMar Janitorial Services shall be issued such purchase orders only upon proof of public liability insurance in an amount not less than $1,000,000 for injuries, including, but not limited to, death, to any person, and subject to the same limit for each person, in an amount not less than $100,000 on account of anyone occurrence, naming the Agency, its elected officials, boards, commissions, officers, attorneys, agents and employees as additional insured by QuinMar Janitorial Services, and requiring the issuer to notify the Agency by ten (10) days advance written notice of any change or termination in the policy. 15 Section 3. 16 II 17 II 18 II 19 II 20 II 21 II 22 II 23 II 24 II C25 II The Resolution shall become effective immediately upon its adoption. -2- P:\Agenda,IResoluIJOns\Rcsolulions\2003\03-10.20 JaMor SCl'V 201 N E 51 CDC Reso_do~ .- f '-' 2 3 4 5 6 7 8 24 _25 '- A RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF SAN BER;~ARDINO APPROVING THE BID OF QUINMAR JANITORIAL SERVICES FOR JANITORIAL SERVICES AT THE 201 NORTH "E" STREET BUILDING, AND AUTHORIZING THE EXECUTIVE DIRECTOR OF THE REDEVELOPMENT AGENCY OF THE CITY OF SAN BER.~ARDINO ("AGENCY") TO SIGN AND ISSUE AN ANNUAL PURCHASE ORDER TO QUINMAR JANITORIAL SERVICES IN THE AMOUNT OF $34,200, FOR A PERIOD OF THREE (3) YEARS, FOR A TOTAL AUTHORIZATION NOT-TO- EXCEED $102,600. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Community Development Commission of the City of San Bernardino at a meeting ,2003, by the following vote to wit: Nays Abstain Absent 18 Secretary 19 The foregoing resolution is hereby approved this day of ,2003. 20 21 22 Judith Valles, Chairperson Community Development Commission of the City of San Bernardino 23 By: -3- P:'\Agcnda~\Rcsolutions\Res(llulions',lOO3".Q3.IO-20 Janitor SCf\' 201 N E 5l CDC ResQ,doc c c c NOTICE INVITING BIDS JANITORIAL SERVICES FOR OFFICE BUILDING LOCATED AT 201 NORTH "E" STREET Notice is hereby eiven that the City of San Bernardino Economic Development Agency will receive bids, from experienced JANITORIAL firms to service the Agency Office Building located at 201 N "E' Street San Bernardino. Interested fmns must attend a pre-bid meeting/job walk August 27, 2003 at 3:00 PM. Please meet in the lobby of the Economic Development Agency Office Suite 301 at 3:PM. All bidders must be bonded and show proof of insurance. These documents must be included with you bid package. 201 North "En Street, Third Floor San Bernardino, California 92401 Phone: (909) 663-2270 Fax: (909) 663-2293 Attn: ANN HARRIS, This Notice does not commit the Agency to award a contract or contracts or to pay any costs incurred in the preparation of a response to this request. The Economic Development Agency of the City of San Bernardino is an equal opportunity employer. Minority & women-owned business enterprises are encouraged to submit bids. r- ~ c -- , '- JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO These Specifications are not all inclusive. A high level of performance is required to keep the building clean and ready for high level visitors. SCOPE OF WORK 1. DAIL Y REGULAR CLEANING SCHEDULE IA OFFICES, CONFERENCE ROOMS, INTERVIEW ROOMS, LOBBIES AND CORRIDORS IAI Empty and clean ashtrays, wastebaskets and other waste receptacles, Inserting liners as required. IAl Sweep and/or dust mop all hard surface flooring. Wet mop vinyl and tile floors with cleaning solution. IA3 Dust and clean all level surfaces of desks, tabletops, display cases, countertops, chairs, file cabinets, windowsills, telephones, and other office furniture, computers, televisions, etc. Paperwork on desks, workroom tables, file cabinets, etc., are not to be disturbed. IA4 Clean hand marks and/or other markings from countertops and/or glass toppings, glass doors on bookcases and/or display cases, tabletops, and Office partitions (including portable ones). IA5 Vacuum all carpeting. Spot clean as required. IA6 Clean drinking fountains and wipe dry. I A 7 Clean sand urns of cigarette butts, and replace sand as required. (outside) I A8 Spot clean windows of interior office walls and partitions. I A9 Clean all sinks and coffee makers. (Turn off electric plates and warmers) lB KITCHEN, BREAK ROOMS AND WORK ROOMS I B I Clean sinks and countertops in workroom and/or break room. Restock hand towel dispenser. Dust and clean off all hand marks. Page I of7 - '- c (- '- JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO IB2 Clean sinks and Formica or ceramic tile countertops using an approved Germicide solution. IB3 Sweep and/or dust mop all hard surface flooring. Wet mop vinyl and tile floors with cleaning solution. 1 B4 Empty and clean ashtrays, wastebaskets and other waste receptacles, inserting liners if desired. IB5 Place dirty cups, dishes, etc. into automatic dishwasher, add dishwasher soap and turn on wash cycle. (Cups, etc. will be returned from other rooms as needed) 1 C RESTROOMS 1 C 1 Thoroughly clean all urinals, commodes, sinks and chrome fixture with solution containing an approved disinfectant. / Clean outside of toilets. 1 C2 Spot clean walls and partitions. 1 C3 Wet mop floors with a solution containing an approved disinfectant. 1 C4 Clean chrome fixtures and wipe dry of water marks. 1 C5 Clean mirrors and bright metals. 1 C6 Refill soap, hand towel, toilet tissue, air cleaners/deodorizers and seat cover dispensers. Dust tops and spot clean. 1 C 7 Check stock in sanitary napkin dispenser and refill if necessary. Dust tops and spot clean. 1 C8 Clean marks on restroom door(s) including the hand plates and kick plates. 1 C9 Empty waste receptacles spot clean, inserting liners. 1 C 1 0 Clear any stopped-up toilets with plunger and report any defects. Page 2 of7 - (: (: 1'- "- JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO 1D BUILDING EXTERIOR I D I Sweep all concrete entrances to building, from the door to the street on the first floor and from the door to the parking lot on the third floor. Spot mop as required. I D2 Spot clean entrance door glass. Wipe off automatic door sensors. I D3 Vacuum exterior and interior entrance walk on mats. Spot clean as required. I D4 Pick up all trash and foreign materials around the entire building from the edge of the building to the street and behind the building to the parking structure. IE NnSCELLANEOUS I E I Remove all trash picked up and deposit in designated dumpster or container. Maintain designated trash deposit area clearofloose debris. Be sure to seoerate recvcle from non recvcle trash I E2 Clean elevators, doors, floors and walls as needed to maintain a new appearance. IE3 First floor lobby will be swept, mopped and dusted. Walls and door will be cleaned. I E4 Leave notice advising office manager of any irregularities discovered during servicing such as: lights left on, door and windows found unsecured, office equipment left on, hazards in office area, defective plumbing and lighting. I E5 Turn off all lights and equipment except those required to be left on, close and lock all office and entrance doors. I E6 Have standby clean - up and miscellaneous furniture moving available for "as required" and emergencies needs, during regular business hours. Page 3 of7 - (- "- (: /"...... "- JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO 2. WEEKLY CLEANING SCHEDULE 2A RESTROOMS 2A 1 Thoroughly clean all restroom and lounge area floors with a solution containing an approved disinfectant. 2A2 Wash and wipe dry exterior of all toilet tissue, hand towel, seat cover, and sanitary napkin dispensers. Wash exterior and interior of trash, and napkin receptacles). 2B OFFICES, CONFERENCE ROOMS, INTERVIEW ROOMS, LOBBIES AND CORRIDORS 2B 1 Dust desks, chairs, Chair legs, benches, filing cabinets, tables, and other furniture and equipment. Spot wash where necessary. 2B2 Dust partition ledges, window ledges, and low and high moldings. 2B3 Dust bases of bookcases and shelving. 2B4 Spot wash walls and woodwork to remove hand marks and/or stains. 2B5 Wash all desktops when cleared of papers. 2B6 Clean writing boards with mild detergent and warm water; also clean stationary and both sides of portable chalk boards. (Wash only when boards are cleared of writings) 2B7 Clean all electrical switch plate covers. 2B8 Clean and polish bright metal, including entrance doors, kickplates, etc 2B9 Remove all floor mats and clean floor area under mats 2B 1 0 Clean and disinfect telephones. 2Bll Damp wipes all countertops. Page 4 of7 JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO ,- '....... 3 BIWEEKLY SERVICE 3Al Dust all Venetian blinds 3A2 Sweep all stairwells. 4 MONTHL Y CLEANING SERVICE 4A OFFICES, CONFERENCE ROOMS, INTERVIEW ROOMS, LOBBIES AND CORRIDORS 4Al Dust wood panel surfaces. 4A2 Dust high moldings, door and window casings. 4A3 Clean all glass such as clock faces, partition windows, picture frames, etc. 4A4 Clean all electric switch plate covers. ,- , '- 4A5 Vacuum upholstered furniture, Polish wood portion if present, Spot carpets as needed. 4A6 Dust Venetian blinds. 4A 7 Polish office furniture. 4A8 Dust picture frames. 4 A9 Vacuum with crevasse tool all edges of carpeted areas and areas not normally reached with vacuum. 4AlO Thoroughly wet mop, remove all scuffinarks and apply floor fInish, buff with floor machines, all vinyl and tile flooring. 4All Dust all office partitions. 4B KITCHENS, BREAK ROOMS, AND WORK ROOMS /.... 4 B 1 Spray buff all vinyl floors. '- Page 5 of7 - JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO ,- 4C MISCELLANEOUS '--- c c 4C 1 Vacuum all entry/exhaust duct registers, such as heating/cooling exhausts. 4C2 Dust all high and low ventilator covers and their surrounding areas. 4C3 Pour one (I) gallon of clean water in all floor drains to prevent sewer gas from escaping. 4C4 Flush all toilets and run sink water in all unused areas. 5 QUARTERLY CLEANING SERVICE 5A RESTROOMS 5Al Wash partitions and all painted or ceramic tile wall areas in restrooms. 5B OFFICE, CONFERENCE ROOMS, INTERVIEW ROOMS, LOBBIES AND CORRIDORS 5B 1 Wash all desktops when cleared of papers. 5B2 Vacuum with crevasse tool all edges of carpeted areas not normally reached with vacuum. 5B3 Vacuum all drapery. 5B4 Shampoo carpet in heavy traffic areas and walkways. 5B5 Wash ventilator ducts and vacuum surrounding ceiling tiles. 5B6 Dust overhead lighting fixtures and lighting glass. 5B7 Vacuum sides of carpeted and/or cloth covered portable office partitions. Spot shampoo when necessary. 5B8 Wash glass on inter-office partitions. 5B9 Wash all plastic and/or vinyl upholstered furniture completely. 5B 1 0 High-pressure wash - front & rear entrances. Page 60f7 JANITORIAL SERVICES SPECIFICATIONS FOR 201 NORTH "E" STREET, SAN BERNADINO ,..... 5C MISCELLANEOUS '- 5CI Wash all windows inside every 90 days. 5C2 Wash all exterior glass doors inside and outside. 6 SEMI-ANNUAL CLEANING SERVICE 6A OFFICES, INTERVIEW ROOMS, CONFERENCE ROOMS, LOBBIES AND CORRIDORS 6A I Machine scrub all tile/vinyl flooring, applying water base sealer and also applying four (4) coats of floor fInish. 6A2 Clean, Venetian/mini blinds 6A3 Thoroughly shampoo all carpeted areas, during the holiday break in December. r- \..... 7 ANNUAL CLEANING SERVICE 7A MISCELLANEOUS 7 Al Dust down all walls. 7 A2 Wash overhead lighting fIxtures and covers. Daily work must start after 6PM. Must be bonded, pay workmans compensation and show proof of insurance. - , '- Page 7 of7 City of San Bernardino ECONOMIC DEVELOPMENT AGENCY Redevelopment. Community Development.. Housing. Business: Recruitment, Retention. Revitalization" Main Street. loc. '.' NOTICE: AUGUST 27. 2003 BID PACKAGES FOR JANITORIAL SERVICES FOR 201 N 'E' STREET, ARE DUE SEPTEMBER 2. 2003 NO LATER THAN 4:00 PM. PLEASE SUBMIT BID PACKAGES TO: r '- 201 NORTH "E' SUITE 301 SAN BERNARDINO, CA 92401 ATTENTION: ANN HARRIS PLEASE INCLUDE PROOF OF INSURANCE, WORKMAN'S COMP INSURANCE AND PROOF THAT YOU ARE BONDED. ALSO PLEASE INCLUDE AT LEAST THREE (3) REFERENCES, WITH NAME OF COMPANY, CONTACT PERSON AND PHONE NUMBER. THANK YOU r '-- 201 North E Slreet. Suile301.SanBernardino. California 92401-1507.(909)663-1044 . Fax (909)888-9413 WW&v.sanbemardino-eda.org. r '- c r '- BID COMPARISONS FOR JANITORIAL SERVICES 201 N 'E' STREET FIRM & ADDRESS PROOF OF BOND & INS. BID PRICE ~ Maintenance & Suoolies 2348 Sterline Ave. #330 San Bernardino. Ca 92404 Phone ( 909-229-9546 Yes $5478.00 BAY CONTRACT Maintenance INC 2609 West 2nd St. Unit 5 San Bernardino. Ca 92410 909-888-5801 Yes $5,698.00 AJMS All Janitotial Maintenance & Suoolv Inc Yes 985 Kendall Drive Ste A-182 San Bernardino. Ca 92407 Phone 909 957-1400 $5,100.00 OUlNMAR Janitotial Service 265 West 10th St. #19 San Bernardino, Ca 92410 Phone 909-387-9465 Yes $2,850.00 . ., ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): \0 - :zo~ Item # "il. Z;"L Vote: Ayes \- 3, S -'} Nays ..G Abstain Change to motion to amend original documents: Resolution # h c.ex::-/20G3-3Y Ab;ent _4 Reso. # On Attachments: ./ Contract term: _ NullNoid After: - Note on Resolution of Attachment stored separately: ~ Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By: - Date Sent to Mayor: \<3-2-\--<::>::S Date ofMayar's Signature: 10-? -z.-c:'S Date of Clerk/CDC Signature: \ 6.2.;')--02, Reso. Log Updated: Seal Impressed: /' ~ Date Memol for Si nature: 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: See Attached: Bee Attached: Date Returned: ~ Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Yes ./ No By Yes No ,,/ By_ Yes No ,/ B Yes NO~ By Yes No,-- Copies Distributed to: City Attorney Parks & Rec. Code Compliance Dev. Services EDA"/ Finance Police Public Services Water Others: MIS Notes: BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc,) Ready to File:_ Date: Revised 01112/01