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HomeMy WebLinkAbout07.Q- Public Works RESOLUTION (ID#2067) DOC ID: 2067 B CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION In Support/Opposition From: Jim Smith M/CC Meeting Date: 10/15/2012 Prepared by: Linda Dortch, (909) 384-5140 Dept: Public Works Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the Finance Department to Issue a Request for Proposals for Custodial Services. Financial Impact: None. Motion: Adopt the Resolution.. Synopsis of Previous Council Action: None. Background: On September 5, 2012, the Mayor and Common Council adopted the Pre-Pendency Plan. One component of the Plan is to reduce operation expenses to balance the General Fund. The Public Works Department, Operations & Maintenance, is proposing to seek proposals from outside vendors to provide custodial services in City buildings. Staff prepared a Request for Custodial Services (Exhibit "1"). Obtaining proposals from outside vendors will allow the Operations & Maintenance Division to determine if savings would occur if custodial services were contracted out. City Attorney Review: Supporting Documents: Resolution (DOC) RFP Custodial(DOCX) VSA (DOC) i Ot Updated: 10/11/2012 by Henry Empeno Jr.B 7.0A 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE FINANCE DEPARTMENT TO ISSUE A 3 REQUEST FOR PROPOSALS FOR CUSTODIAL SERVICES. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 5 CITY OF SAN BERNARDINO AS FOLLOWS: 6 7 SECTION 1. The Finance Department is hereby authorized and directed to issue a Z v 8 Request for Proposals for Custodial Services, attached and incorporated herein as Exhibit"I". y m a 9 N U 10 11 c! 12 w Y N 13 d 14 15 N 16 0 17 d 18 c 0 19 0 20 21 e 22 R 23 a 24 25 26 27 28 Packet Pg.621-- 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE FINANCE DEPARTMENT TO ISSUE A 2 REQUEST FOR PROPOSALS FOR CUSTODIAL SERVICES. 3 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting 6 thereof, held on the_day of , 2012, by the following vote, to wit: 7 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 MARQUEZ 10 JENKINS 11 VALDIVIA 12 13 SHORETT 14 KELLEY 15 JOHNSON 16 MCCAMMACK 17 18 19 Georgeann Hanna, City Clerk 20 The foregoing Resolution is hereby approved this day of , 2012. 21 22 Patrick J. Morris, Mayor 23 City of San Bernardino 24 Approved as to form: JAMES F. PENMAN, 25 City Attorney 26 By: � 1-�� RF/ �-4 / •� 28 Cot, 7.4.b NN San Bernar ino Vl SM d V REQUEST FOR PROPOSALS y 0 0 N Custodial Services for City Facilities d City of San Bernardino w N d 3 O- d r m 0 N N C O N d R 0 O N 7 U a City of San Bernardino LL 300 North "D" Street San Bernardino, CA 92418 m Office: 909-384-5020 E Fax: 909-384-5059 r www.sbc!tV.org Q PacketPg. 623 .Q.b TABLE OF CONTENTS I. INTRODUCTION...........................................................................................1 A. Minimum Proposer Requirements.............................................................. 1 B. Pre-Proposal Job Walk- Non-mandatory................................................... 1 C. Proposal Submittal.....................................................................................2 D. Proposal Timeline ......................................................................................2 N II. PROPOSAL CONDITIONS...........................................................................2 A. Contingencies ............................................................................................2 B. Modifications..............................................................................................2 y C. Proposal Submission .................................................................................2 2 D. Incurred Costs............................................................................................3 0 N 3 III. SCOPE OF AGREEMENT............................................................................3 A. Site Information..........................................................................................3 0 B. Scope of Work............................................................................................3 a C. Period of Agreement..................................................................................3 2 Y N IV. RFP AGREEMENT REQUIREMENTS .........................................................3 v A. Sample Agreement....................................................................................3 V. PROPOSAL SUBMISSION ..........................................................................3 0 A. General......................................................................................................3 B. Proposal Presentation................................................................................4 N C. Proposal Format.........................................................................................4 0 N VI. PROPOSAL EVALUATION AND SELECTION.............................................6 A. Evaluation Process ....................................................................................6 , B. Evaluation Criteria......................................................................................6 c C. Agreement Award......................................................................................7 U Exhibit A— SITE LOCATIONS ............................................................................7 U. Exhibit B — SCOPE OF WORK............................................................................8 Exhibit C — RFP SUBMITTAL CHECKLIST........................................................9 d Exhibit D — RFP COVER SHEET.......................................................................16 r Exhibit E — COST PROPOSAL FORM............................................................167 q Exhibit F — STATEMENT OF CERTIFICATION ..............................................188 a Exhibit G — SAMPLE AGREEMENT ...............................................................199 '' Packet Pg.624 I. INTRODUCTION The City of San Bernardino Public Works Department is requesting proposals for custodial services from qualified companies for the office buildings and other locations listed on Exhibit A. A. Minimum Proposer Requirements All Proposers must demonstrate in their Proposal that they: 1. Have the capability to enter into the Agreement with the City in accordance with Exhibit G; it 2. Have no record of unsatisfactory performance; m 3. Can meet the requirements as specified in this RFP; 4. Have the administrative and fiscal ability to provide and manage the o proposed activities and to ensure an adequate audit compliance; 5. Have the ability to maintain adequate files and records, which are subject to confidentiality requirements and meet statistical reporting requirements; c 6. Have the ability to fulfill standard agreement requirements, including indemnification and insurance; and g 7. Have the capability to provide the proposed services. ; 8. Have standard professional uniforms. Cr (D B. Pre-Proposal Job Walk- Non-mandatory A job walk will be held on Thursday, October 25, 2012 at 10:00 am. at the o City of San Bernardino, City Hall, 300 North "D" Street, San Bernardino, CA 92418. While attendance is not required, it is highly recommended. N c 0 All questions and answers received prior to the job walk and as a result of the 'a meeting will be posted on the City's website at: http://www.sbcity.org by 5:00 p.m., on Monday, November 5, 2012. There will be no other question and ` A answer period. c 0 N Proposers shortlisted will participate in interviews and shall be prepared to L) discuss specific services. LL e: The City may issue one or more addenda to this RFP before or after the job walk if the City decides that additional information or clarification is needed. r Addenda shall be emailed to those who hold copies of the RFP if the holder is on the City's email contact list. It is highly recommended that each Proposer a who obtains a copy of this RFP from the City's website, email the Project Manager (frossard_to @sbcity.org) to have their contact information placed on the City's email contact list (please state Custodial RFP in the subject). In any case, any addenda to this RFP will be posted on the City's website. 1 Packet Pg.625 C. Proposal Submittal All proposals must be received at the address listed below, no later than 4:00 p.m. on Tuesday, November 13, 2012 at: RFP — Custodial Services City of San Bernardino Public Works Department 300 North "D" Street San Bernardino, CA 92418 Attn: City Clerk d v Facsimile or electronically transmitted proposals will not be accepted since it they do not contain original signatures. Postmarks will not be accepted in lieu of actual receipt. Late or incomplete proposals will not be opened and will not be considered. 8 N 7 D. Proposal Timeline L v The following schedule has been established for the RFP process: 0 a • City to circulate RFP October 22, 2012 ,° • Job Walk October 25, 2012 • Deadline to submit questions October 29, 2012 Cr • Q and A's posted to City website: November 5, 2012 M 3 http://www.sbcity.org • Proposals Due — 4:00 p.m. Tuesday November 13, 2012 The City reserves the right to revise the proposal timeline if such action is in c the best interest of the City. .Q m II. PROPOSAL CONDITIONS M A. Contingencies o This RFP does not commit the City to award an agreement. The City reserves the right to accept or reject any or all proposals if the City a determines it is in the best interest of the City to do so. The City will notify all LL Proposers, in writing, if the City rejects all proposals or cancels this RFP. rz d B. Modifications e U U The City reserves the right to issue addenda or amendments to this RFP. a C. Proposal Submission To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the Proposer's responsibility to ensure that its proposal arrives on or before the deadline as set forth in Section I. D. 2 Packet Pg:626'` 7.Q.b D. Incurred Costs This RFP does not commit the City to pay any costs incurred in the preparation of a proposal in response to this RFP and each Proposer agrees that all costs incurred in developing their respective proposals are the Proposer's responsibility. III. SCOPE OF AGREEMENT A. Site Information N See Exhibit A— Site Locations B. Scope of Work v, See Exhibit B — Scope of Work. 0 C. Period of Agreement The term of the agreement resulting from this RFP shall commence when the City executes the Vendor Service Agreement for Janitorial Services (the 0 "Agreement") through June 30, 2013, with two (2) one-year extensions at the c1 City's option unless otherwise terminated as provided in Section 3 of the w Agreement. The Contractor's services shall commence on or about January 2, 2013, or on the date designated in the Agreement. d �( IV. RFP AGREEMENT REQUIREMENTS 0 A. Sample Agreement Attached, as Exhibit "F" to this RFP, for informational purposes only is the N draft standard form of the City vendor service agreement that each party responding to this RFP must be prepared to execute. The final form of such agreement will be subject to the obvious insertions of precise information, o_ dates, names and other similar pertinent information that will be unique to any party receiving a vendor services agreement from the City pursuant to this c RFP. Terms and provisions of the draft form of the agreement attached hereto are not subject to negotiation. The form of the vendor services U agreement is subject to the final approval of the City Attorney. LL V. PROPOSAL SUBMISSION d E s A. General 1. All interested and qualified Proposers are invited to submit a proposal for a consideration. Submission of a proposal indicates that the Proposer has read and understands this entire RFP, including all appendices, attachments, exhibits, schedules, and addendum (as applicable) and all concerns regarding this RFP have been satisfied. 2. Proposals must be submitted in the format described below. Proposals are to be prepared in such a manner as to provide a straightforward, concise description of their capabilities to satisfy the requirements of this 3 Packet F97 RFP. Expensive bindings, displays, promotional materials, etc., are neither necessary nor desired. Emphasis should be concentrated on compliance with the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. 3. Proposals must be complete in all respects as required in this section. A proposal may not be considered if it is conditional or incomplete. 4. All proposals and materials submitted become the property of the City. All proposals received are subject to the "California Public Records Act." 5. All proposals must be submitted no later than 4:00 p.m., Tuesday, in November 13, 2012 at the address listed below and labeled R accordingly: c N 7 RFP — CUSTODIAL SERVICES FOR CITY FACILITIES. City of San Bernardino c Public Works Department M 300 North "D" Street `o San Bernardino, CA 92418 N Attn: City Clerk c d PROPOSALS SUBMITTED AFTER THE ABOVE STATED TIME AND DATE WILL NOT BE CONSIDERED o 0 N B. Proposal Presentation N 1. One (1) signed original and three (3) copies of the written proposal are `o required to be submitted. T d The package containing the original and three (3) copies must be sealed As and marked with the Proposer's name and titled: "CONFIDENTIAL — RFP 'G 0 FOR JANITORIAL SERVICES FOR CITY FACILITIES clearly indicated 3 on the outside of the envelop submittal. a. LL 2. All proposals must be submitted on 8'/i' by 11" paper with no less than 1/2" � top, bottom, left, and right margins. Proposals must be typed or prepared d with word processing equipment. Typeface must be a minimum of 12 t point font. Each page, including attachments and exhibits, must be clearly and consecutively numbered. a C. Proposal Format Response to this RFP must be in the form of a proposal package that must be submitted in the following format: 1. RFP Checklist (Exhibit C); 2. RFP Cover Sheet (Exhibit D) - Submit Request for Proposal coversheet; 4 Packet Pg.628 7.Q.b O3. Submit a cover letter, on letterhead stationery, signed by a duly authorized officer, employee, or agent of the organization/firm submitting the proposal that must include the following information: a. A statement that the proposal is submitted in response to the Request for Proposals for Custodial Services for City Facilities. b. A statement indicating which individuals, by name, title, address and phone number, are authorized to submit proposals and negotiate with the City on behalf of the organization/firm. N d V 4. Statement of Certification: Restate the following statements on Proposers Z letterhead using the form attached hereto as Exhibit E: in a. A concise statement of the services proposed. b. A statement that the offer made in the proposal is firm and binding for 90 0 days from the date the proposal is opened and recorded. c. A statement that all aspects of the proposal, including the cost proposal, have been determined independently, without consultation with any other c prospective Proposer or competitor for the purpose of restricting a competition. c d. A statement that all declarations in the proposal and attachments are N true and that this shall constitute a warranty, the falsity of which shall ; entitle the City to pursue any remedy by law. e. A statement that the Proposer agrees that all aspects of the RFP and the proposal submitted shall be binding if the proposal is selected and an o agreement awarded. f. A statement that the Proposer agrees to provide the City with any other N information that the City determines is necessary for an accurate `o determination of the Proposer's ability to perform services as proposed. N g. A statement that the prospective Proposer, if selected, will comply with all applicable rules, laws, and regulations. R 0 5. Proposal Description - A detailed description of the proposal being made H shall include, but not be limited to, the following: U a. All items in Section III —Scope of Agreement-A-C; LL b. Organizational chart; M, c. Overview of the business; d d. Services offered; E s e. Provide office location address and the number of supervisors on duty R at that location; f. References with contact information from organizations that have used the services of the custodial services company within the last 24 months; g. Brief synopsis of the Proposer's understanding of the City's needs and how the Proposer plans to meet these needs (this should provide a broad understanding of the Proposer's entire proposal); h. Narrative description of work to be performed, to include detail plan of activities; 5 Packet Pg."629- i i. Explanation of any assumptions and/or constraints; j. Any other pertinent information needed to evaluate proposal; k. A statement of each Proposer stating the ability to provide requested service and percentage of time to be committed to the project; and I. A statement of each Proposer stating that the Proposer does not have any commitments or potential commitments which may adversely impact the Proposer's assets, lines of credit, guarantor letters or ability to perform the Agreement. 6. Cost — In a separately sealed envelope, include Exhibit E, Cost Proposal Form, which includes a price quote to the Scope of Work. z d Any reasonable inquiry to determine the responsibility of a Proposer may be 2 conducted by the City. The submission of a proposal constitutes permission by o the Proposer for the City to verify all information contained therein. If the Agency deems it necessary additional information may be requested from the Proposer. Failure to comply with any such request may disqualify a Proposer from further o consideration. Such additional information may include evidence of financial U' ability to perform. c w VI. PROPOSAL EVALUATION AND SELECTION " d 3 O' d A. Evaluation Process A primary consideration shall be the effectiveness of the Proposer in the o delivery of comparable or related services based on demonstrated performance. The evaluation will be based on the written proposal as N submitted. C 0 B. Evaluation Criteria d w Vendor selection will be based on determination of which proposal will best meet the needs of the City and the requirements of this RFP. c Vl 1. Initial Review - All proposals will be initially evaluated to determine if they 0 meet the following minimum requirements: LL a. The proposal must be completed in the required format and comply with 11� the requirements of this RFP; and a b. Prospective contractors must meet the requirements as stated in the s Minimum Proposer Requirements as outlined in Section I. A. m a Failure to meet these requirements may result in a proposal being deemed non-responsive. No proposal shall be deemed non-responsive, however, if it contains a minor irregularity, defect, or variation, and if the irregularity, defect, or variation is considered by the City to be immaterial or inconsequential. In such cases, the Proposer may be notified of the deficiency in the proposal and given an opportunity to correct the irregularity, defect, or variation, or the City may elect to waive the deficiency and accept the proposal. 6 Packet Pg.630 2. Technical Review - Proposals meeting the above requirements will be evaluated on the basis of the following criteria: a. Ability to provide services in a timely manner. A 5% local business preference will be given to businesses located within the City with supervisors available at that site. b. Ability to provide services as outlined in the Scope of Work (including, but not limited to, providing sufficient personnel and equipment); c. Experience with Custodial services for like size buildings; d. Procedures and systems for record keeping and other aspects of the requested services; Z d 3. Bid - All proposals meeting the criteria above will then be considered and A the best proposal will be selected. The final decision is with the Mayor and o Common Council. U C. Agreement Award 0 The Agreement will be awarded based on a competitive selection of proposals received. c 0 The contents of the proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a contractual agreement may result in cancellation of the award. n m 0 D. Permits, Licenses, and Insurance N The Contractor will be required to secure and maintain in force any applicable N licenses, permits, and/or insurance required by law for the operation of the c business. "- d 0 y U a. LL C d E r v R 7 Packet P97631 7.Q.b t Exhibit A— Site Locations �•r Daily Services — Scope of Services #1 Business Hours City Hall City Hall 300 North "D" Street 105,000 sf M-F 7a-6p Plaza Parking Structure Community Centers 5t Street Senior Center 600 W 5th Street 16,930 sf M-Th 8a — 5p F 8a — 12:30p C.I.D. 8088 Palm Lane 14,890 sf M-Th 8a — 5p Delmann Heights 2969 N Flores Street 6,050 sf M-Th 8a — 5p Lytle Creek 380 South "K" Street 3,754 sf M-Th 8a — 5p ° Perris Hill Senior Center 607-1135 E Highland Ave 9,684 SF M-Th 8a — 5p F 8a — 12:30p Ruben Campos 1717 W 5th Street 9,735 sf M-Th 8a — 5p o Rudy Henrnandez 222 N Lugo Avenue 16,600 sf M-Th 8a — 5p cY 0 w Fire N Main Fire Station Offices 200 East Third Street 22,656 sf M-F 7a — 6p c d Libraries Feldheym 555 W 6th Street 64,886 sf M-W 10a -8p a Th-Sa 10a - 6p Villasenor 525 N Mt. Vernon Ave 6,980 sf M-Tu 3p — 8p N Rowe 108 E Marshall Blvd. 5,656 sf W-Th 10a - 3p `o_ 2 Police � Police Building 710 North "D" Street 68,00 sf 24/7 Police Building "B" 765 North "E" Street 20,000 sf M-F 8a — 5p o Narcotics In City, address to be provided M-F 8a — 5p Shooting Range 607-1135 E Highland Ave 2,746 sf M-F 8a — 5p U a. LL Daily Service — Scope of Services #2 Carousel Mall d Mall M-F 7a — 7p r Parking Structure 412,970 sf Sa 10a - 7p Su 10a - 6p a Metrolink Station Dump Trash — Platform & Parking Parking Structure Twice Weekly Service — Scope of Services #1 City Yard — 182 South Sierra Way Fleet Operations & Mechanics Shop 37,760 sf M-Th 7a — 5p Integrated Waste Management Office (2 trailers) 1,440 sf M-Th 7a — 5p 8 Packet Pg.632 7.Q.b Operations & Maintenance Office 1,008 sf M-Th 7a — 5p Bldg 104 — Lunch Room/Restrooms 7,000 sf M-Th 7a — 5p Exhibit B — Scope of Services #1 I. Daily Cleaning (five days per week) A. Lobby, Offices, Conference Room and Common Areas — Cleaning is to be performed during off-business hours. N d V 1. All trash receptacles are to be emptied, trash removed to a collection z point and replace soiled liners. 2. Vacuum carpet areas making sure to get underneath desks, into corners, and along edges. c 3. Clean and polish drinking fountain(s). 4. Thoroughly dust all horizontal surfaces, including desk tops, top of file cabinets, window sills, chairs, tables, pictures and all manner of o furnishings. a 5. Damp wipe all horizontal surfaces to remove coffee rings and spillage as `o needed. N 6. Dust telephones. 7. Dust mop hard surface floors with a treated dust mop. W 8. Damp mop hard surface floors to remove any spillage from soiled areas. 9. Damp wipe entrance metal and fingerprints on entrance glass. o 10. Spot clean partition glass. Clean hand marks off of glass on entrance doors. N 11. Mop elevator floors and spot clean elevator walls and doors. `o 12. Pick up trash outside entrance. 13. Use leaf blower to clean all plaza area. (City Hall) rr_ R B. Restrooms v 0 N 1. Stock towels, tissue and hand soap. v 2. Empty sanitary napkin receptacles and wipe with a disinfectant. LL 3. Empty trash receptacles and wipe if needed. 4. Clean and polish mirrors. d 5. Wipe towel cabinet covers. r 6. Toilets and urinals to be cleaned and sanitized inside and outside. A Polish bright work. a 7. Toilet seats to be cleaned on both sides using a disinfectant. 8. Scour and sanitize all basins. Refill soap, towel, hand sanitizer and paper containers. Polish bright work. 9. Dust partitions, top of mirrors and frames. 10. Remove splash marks from walls and around basins. 11. Mop and rinse restroom floors with a disinfectant. 9 Packet Pg. 633 7.Q.b C. Lunchroom/Kitchen 1. All trash receptacles are to be emptied including entrance containers and trash removed to a collection point. 2. Dust mop hard surface floors with a treated dust mop. 3. Damp mop hard surface floors to remove spillage from soiled areas. 4. Clean and damp wipe tables and chairs. 5. Spot clean walls near trash receptacles. 6. Clean fronts, tops, and sides of trash receptacles with a disinfectant as needed. z 7. Clean and polish drinking fountain/water cooler. in 8. Damp wipe counter tops to remove coffee rings and spillage. a 9. Clean and sanitize sink; City responsible for dishes. o N 7 D. Parking Structures a 0 1. Oil spot maintenance to reduce hazards. 2. Clean & mop stairs. g 3. Empty trash cans. N 4. Clean elevators. c d II. WEEKLY CLEANING m 0 A. All areas N 1. Clean all vertical surfaces of desks, file cabinets, chairs, tables and other c office furniture that are cleared. M 2. Thoroughly vacuum all carpeting, taking care to get into corners, along d edges and beneath furniture. 3. Spot clean carpets of small spillages, and soiled spots and remove gum c spots. 4. Damp mop hard surface floors, taking care to get into corners, along v edges and beneath furniture. LL 5. Dust ledges and window frames. d B. Parking Structures t 1. Clean entire structure floors with mechanical sweeper. a 2. Lamp out identification. III. MONTHLY CLEANING All areas 1. Complete all high dusting not reached in the above mentioned cleaning. 10 Packet Pg. 634 7.Q.b 2. Remove fingerprints and marks from around light switches and door frames. 3. Vacuum all upholstered furniture. 4. Damp wipe telephones using a disinfectant. IV. QUARTERLY All areas 1. Hard wood floors machine scrubbed (if applicable to site). 2. Wax all tiled floors z a V. TWICE PER YEAR m a 0 Y Lobby, Offices, Conference Room and Common Areas U 1. Carpets to be steam extraction shampooed c a VI. YEARLY o w 1. Brush down steps of inside stairwells and landings. 2. Vacuum dust and dirt accumulation from air-conditioning vents. Cr 3. Clean lobby directories and fire extinguisher glass. VII. OTHER SERVICES/REQUIRMENTS N N 1. A one-hour response time is required for on-call service when needed. `o 2. Business hours vary by location, see Exhibit A. A 3. Defective or inoperable building equipment will be brought to the attention of City, for example: • Leakage or problem plumbing c • Defective lights or lighting N • Doors and/or gates not properly secured • Other unusual circumstances that might affect the security, maintenance or effectiveness of the facility. 4. Care will be exercised so that baseboards, walls and furniture will not be v splashed, marred, disfigured or damaged during these or any other r scheduled operations. o 5. Janitor closets, equipment and materials will be kept in a neat, clean, a and orderly condition at all times. 6. Any emergency cleaning accomplished for a nominal fee. 7. Ensure that doors and security systems are properly secured as instructed by client. 8. Supplies to be included in the cost of the proposal. The City typically uses $60,000 to $70,000 of materials for custodial services in a year. 9. Set up for special events. 10. Moving office furnishings. 11 Packet Pg.635 7.Q.b Exhibit B —Scope of Services #2 II. Daily Cleaninq (seven days per week) A. Common Areas — Requirement of two people, one on each floor during open hours. 1. All trash receptacles are to be emptied, trash removed to a collection point and replace soiled liners. 2. Vacuum carpet areas and walk off mats making sure to get into corners, t and along edges. m 3. Clean and polish drinking fountain(s). ra 4. Thoroughly dust all horizontal surfaces, including counters, window sills, c chairs, tables, pictures and all manner of furnishings. 5. Damp wipe all horizontal surfaces to remove coffee rings and spillage as needed. d 0 6. Dust telephones. a 7. Sweep all hard surface floors. `o 8. Mop hard surface floors. N 9. Damp wipe entrance metal and fingerprints on entrance glass. 10. Clean hand marks off of glass on entrance doors. 11. Mop elevator floors and spot clean elevator walls and doors. 12. Clean escalator. o 0 13. Sweep and mop stairways. N 14. Clean back stairs. N 15. Clean planters and benches o` 16. Clean ashtrays. " 17. Monitor all floors for liquid spills, to be cleaned up immediately. 18. Monitor and touch-up glass doors and fountains. 19. Pick up trash outside entrance. c N B. Parking Structures IL LL 1. Oil spot maintenance to reduce hazards. 2. Clean and mop stairs. v 3. Empty trash cans. r 4. Clean elevators. R a II. WEEKLY CLEANING A. All areas 1. Clean all vertical surfaces of chairs, tables and other office furniture that are cleared. 2. Thoroughly vacuum all carpeting, taking care to get into corners, along edges and beneath furniture. 12 Packet07g.636 xF?.Q.b 3. Spot clean carpets of small spillages, and soiled spots and remove gum spots. 4. Dust ledges and window frames. 5. Dust all corners top & bottom. 6. Polish benches & planters. B. Parking Structures 1. Clean entire structure floors with mechanical sweeper. 2. Lamp out identification. III. MONTHLY CLEANING v, T All areas o N 1. Complete all high dusting not reached in the above mentioned cleaning. m 0 2. Remove fingerprints and marks from around light switches and door a frames. 0 3. Vacuum all upholstered furniture. N 4. Damp wipe telephones using a disinfectant. 5. Completely clean elevators. 6. Clean all high glass and mirrors. r IV. QUARTERLY N All areas r 0 N 1. Strip and seal all hard floors in the entire mall. V. OTHER SERVICES/REQUIRMENTS n 0 N 1. Defective or inoperable building equipment will be brought to the v attention of City, for example: LL U. • Leakage or problem plumbing v • Defective lights or lighting r • Doors and/or gates not properly secured o • Other unusual circumstances that might affect the security, a maintenance or effectiveness of the facility. 2. Care will be exercised so that baseboards, walls and furniture will not be splashed, marred, disfigured or damaged during these or any other scheduled operations. 3. Janitor closets, equipment and materials will be kept in a neat, clean, and orderly condition at all times. 13 Packet Pg.637 7.Q.b 4. Ensure that doors and security systems are properly secured as instructed by client. 5. Supplies to be included in the cost of the proposal. VI. EQUIPMENT REQUIRED 3. Floor scrubber (Tennant 5700 or equal) 4. Floor buffer 5. Manlift for high cleaning N d V d N _R 0 O Y N 7 U d 0 M a 0 w Y N d 3 O' d ti fD O N N C O .y d A L O Y N 7 U CL LL C d E L U R Y_ Q 14 Packet Pg.638 Exhibit C — RFP SUBMITTAL CHECKLIST Please use this checklist when submitting your RFP package. Item Description Included 1. RFP Submittal Checklist— Exhibit C 2. Cover Page— Exhibit D N 3. Cover Letter d u 4. Statement of Certification—Exhibit F w 5. Proposal Description m 6. Scope of Work and Schedule w 7. Statement of Qualifications 8. Organizational Chart o 9. Resume of Owner/Manager a 0 12. Cost Proposal in a separate sealed envelope— Exhibit E N d 3 Q d O O N N C O .N d N O O H 7 U a LL C d E r U m 15 PacketPg. 639 TAPt Exhibit D — RFP COVER SHEET RFP— CUSTODIAL SERVICES FOR CITY FACILITIES OFFICIAL AGENCY/ORGANIZATION NAME AND ADDRESS: Indicate address, as it is to appear on agreement. y Name: 2 Address: m m City: c V N 7 Zip Code: U d Federal Employee ID #: 0 CY Telephone: N Fax: ( 1 c d Email: n m 0 N N C O N d A 6 O N 7 U a LL C d E r U N Q 16 Packef Pgr 640 7.Q.b Exhibit E — Cost Proposal Form Vendor shall provide all tools, equipment, supplies, fuel, labor and any other items required to complete the scope of work as show in the RFP. The first year will be prorated for the term. The term of the agreement will be from/or about November 19, 2012 through June 30, 2013 with two (2) one-year extensions at the City's option. Option year one, If exercised, shall be effective July 1, 2013 through June 30, 2014. Option year two, if N exercised, shall be effective July 1, 2014 through June 30, 2015. Please provide a Firm Fixed amount in both numbers and written in words. R Annual Cost: $ c N 7 Written in Words: � d 0 d 0 w N Hourly Rate for Additional Work: $ ; Cr v z Written in Words: 0 N N C O An d m a 0 N 7 V IL LL C d E r v m 17 Packet Pg,641 7.Q.b Exhibit F —STATEMENT OF CERTIFICATION Statement of Certification (To be completed by all Proposers on their letterhead together with the information required by Section V.C.4.a. thru g.) The undersigned hereby certifies that the statements contained in the application package are true and complete to the best of the applicant's knowledge, and further, understands that this is a public document open to public inspection. m Original Signature it d co A Title c U Company Name (Print) d 0 d Date w N d 7 Q G7 n 0 O N N C O Ce.N d V O V1 7 U IL LL W C d E L V A r Q 18 Packet Pg."2 7.Q.b Exhibit G - DRAFT SAMPLE AGREEMENT N d V 2 d N d O V N 7 U d O 7 O w N d 7 Cr d r 0 N N C O A d A 0 O N 7 U IL U- o: c d E r d d Q 19 Packet Pg.643 DRAFT VENDOR SERVICE AGREEMENT This Vendor Service Agreement is entered into this _ day of _ 2012, by and between ("VENDOR") and the City of San Bernardino ("CITY" or "San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council has determined that it is advantageous N d U and in the best interest of the CITY to contract for janitorial services for CITY facilities; and d WHEREAS, was the lowest responsive bidder to bid for janitorial services for m 'v 0 CITY facilities; and, U NOW,THEREFORE, the parties hereto agree as follows: 0 O 1. SCOPE OF SERVICES. `o w For the remuneration stipulated, San Bernardino hereby engages the services of c m VENDOR to provide those products and services as set forth in Attachment "1" and incorporated herein by this reference. N 2. COMPENSATION AND EXPENSES. c .2 a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR up to the amount of $ , for janitorial services for CITY facilities. E r 0 b. No other expenditures made by VENDOR shall be reimbursed by CITY. x a 3. TERM; TERMINATION. The term of this agreement shall be from 2012 through June 30, 2013, with two (2) one-year extensions at the City's option. Option year one, if exercised, shall be effective July 1, 2013 through June 30, 2014. Option year two, if exercised, shall be effective July 1, 2014 through June 30,2015. Exhibit"A" 1 Packet Pg. 644 i OThis Agreement may be terminated at any time by thirty (30) days' written notice by either party. The terms of this Agreement shall remain in force unless amended by written agreement of the parties executed on or before the date of expiration of current term of the agreement. 4. INDEMNITY. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, d U agents or representatives, free and harmless from all claims, actions, damages and liabilities of v any kind and nature arising from bodily injury, including death, or property damage, based or m 'v 0 asserted upon any or alleged act or omission of Vendor, its employees, agents, or U subcontractors, relating to or in any way connected with the accomplishment of the work or o 3 performance of service under this Agreement, unless the bodily injury or property damage was o w actually caused by the sole negligence of the City, its elected officials, employees, agents or Cr m representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its n own expense, including attorney's fees the City, its elected officials, employees, agents or N representatives from any and all legal actions based upon such actual or alleged acts or o .y omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the 00 E c v accomplishment of the work or performance of services under this Agreement. a 5. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Exhibit"A" 2 PacketPg. 645 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any change in or termination of the policy. 6. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, N d U VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, 'Z v discrimination in employment of persons because of their race, religion, color, national origin, 0 0 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or U sexual orientation, or any other status protected by law. o 0 c7 7. INDEPENDENT CONTRACTOR. o 0 VENDOR shall perform work tasks provided by this Agreement, but for all intents and Q m purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment o N Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business license, if any are required, in connection with the services to be u) u performed hereunder. s U 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. a VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. Exhibit"A" 3 © NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service,postage prepaid and addressed as follows: TO THE CITY: Public Works Director 300 North"D" Street San Bernardino, CA 92418 Telephone: (909) 384-5140 TO THE VENDOR: d N Telephone: Contact: o z 0 9. ATTORNEYS' FEES. v d 0 In the event that litigation is brought by any party in connection with this Agreement, 0 the prevailing party shall be entitled to recover from the opposing party all costs and expenses, H C including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of m z its rights or remedies hereunder or the enforcement of any of the terms, conditions or c N_ provisions hereof Attorney's fees for the City Attorney and members of his office shall be c 0 calculated based on market rate for comparable services. '4 d 10. ASSIGNMENT. a y VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or zj C d encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior m written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void R and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent,no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. Exhibit"A" 4 Packet Pg. 647 ® 11.VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. N d V 12. GOVERNING LAW. Z d This Agreement shall be governed by the laws of the State of California. o 0 0 Y 13. SUCCESSORS AND ASSIGNS. U This Agreement shall be binding on and inure to the benefit of the parties to this Agreement c and their respective heirs, representatives, successors, and assigns. o w Y 14. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its N provisions. `o .y 15. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or E s enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. Exhibit"A" 5 O16. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supercedes any prior agreements and understandings relating to the subject manner of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. N d V 01 N L O j U n C! 0 w r m r O .N r E L w Q r Exhibit"A" 6 Packet fig,649 © VENDOR SERVICE AGREEMENT BETWEEN AND THE CITY OF SAN BERNARDINO IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date set forth below. Dated: 12012 N By: Its: m Dated 12012 CITY OF SAN BERNARDINO o N 3 By: U Andrea Travis-Miller,Acting City Manager o Approved as to Form: James F. Penman, City Attorney `o w w By: 0 N C O N j d Q G d E L U Q C Exhibit"A" 7 Packet Pg. 650 To Whom It May Concern: The following list outlines additional duties performed by the Custodial Staff at various City locations. City Hall • On a daily basis open all doors in and around City Hall • On a daily basis raise flags in front of City Hall and take down every night • Set up/Tear down all necessary equipment for City events: meetings, press conferences,etc. • Move/Pick up/Deliver-furniture from building to building, surplus warehouse,within offices • Set up/Removing cubicles • Daily cleaning of the parking structure-making sure oil stains in parking spaces are cleaned • Every 3 months clean the stairwells and handrails using a water pressure machine • On a daily basis clean outside of City Hall;use of leaf blower machine to clean • Weekly repair of and maintenance of vacuums, extraction machines,and buffer • On a daily basis clean the parking lots of downtown area using a street sweeper • Plumbing—unclog toilets and sinks • Cleaning bus stops in the downtown area • Taking out the recycling bins • Cleaning and maintenance of the floors and carpets-stripping,waxing,shampooing,buffing, etc. • Deliver supplies to various locations Police Department • On a daily basis wash windows/walls in and out of building entrances • Once a month pressure wash all windows in the building • Once a week maintain the water fountain in the lobby entrance of the Police department • Clean the showers everyday • Clean/maintain patios once a week • Clean/maintain all floors and carpets throughout police department and other police buildings • Plumbing—unclog toilets and sinks • Fix/maintain equipment—vacuums, buffers • Clean all light fixtures throughout the building Library • Cleaning and maintenance of all the carpets and floors—stripping, buffing, waxing, shampooing etc., walls—cleaning and removing graffiti in and out of building and bathrooms • Cleaning and maintenance of Elevators,staff offices 7 (� • Pick up trash all around parking lot and all entrances • Plumbing—unclog bathrooms and sinks, especially after used by the homeless • Homeless—clean up bathrooms after they leave,clean up mess(sometimes unine/feces)left outside around facility/bathrooms, making all Library entrances presentable at start of business each day. • Dust—all book shelves and books • Vacuum the entire building