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HomeMy WebLinkAbout25B - AGMT JANITORIAL SVCSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 15, 2019 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED ❑ As Recommended APPROVE AGREEMENT WITH ALLIED ❑ As Amended UNIVERSAL JANITORIAL SERVICES FOR ❑ Ordinance on Read g ❑ Ordinance on 2n Reading JANITORIAL SERVICES AT VARIOUS CITY Re ❑ Implementing Resolution FACILITIES IN AN AMOUNT NOT TO ❑ Set Public Hearing For EXCEED $4,140,371 {STRATEGIC PLAN NO. 6, 1C} CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Allied Universal Janitorial Services for the three-year period beginning November 1, 2019, and expiring on October 31, 2022, with a provision for two, one-year renewal options exercisable by the City Manager and City Attorney, in the amount of $3,975,371 with a $165,000 contingency, for a total amount not to exceed $4,140,371, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION City facility management recently transitioned from the Finance and Management Services Agency to the Public Works Agency. Oversight responsibilities include the maintenance and safety of the buildings. Janitorial services for City Hall, Ross Annex, Santa Ana Regional Transportation Center (SARTC), Corporation Yard, Santa Ana Main Library, Newhope Library, Police Athletic and Activity League (PAAL), and six recreation centers are provided by a combination of City staff and a janitorial service contract. On July 31, 2019, the Public Works Agency issued a Request for Proposal (RFP) for qualified firms to provide janitorial services at the various City locations. The RFP was advertised on the City's online bid management and publication system, with the bids due on August 21, 2019. A summary of the bid invitation and bids received is as follows: 34 Vendors were notified 4 Santa Ana vendors were notified 26 Vendors downloaded the bid packet 7 Bids received 2 Bids received from Santa Ana vendors 25B-1 Agreement with Allied Universal Janitorial Services October 15, 2019 Page 2 A team comprised of representatives from various City divisions, including representatives from Public Works Construction Services and Central Stores Divisions; Parks, Recreation and Community Services Agency; Library Services; and the Police Department evaluated the seven proposals received. The criteria used in the evaluation included responsiveness to the RFP, qualifications and experience, service approach and methodology, and pricing. The table below summarizes the results of the seven proposals with their respective scores: RANK PROPOSER LOCATION TOTAL AVERAGE SCORE FEE PROPOSAL 1 Allied Universal Janitorial Services Santa Ana 94 $2,271,9T4 2 Servicon Systems, Inc. Culver City 87 $2,424,894 3 Merchants Building Maintenance Santa Ana 85 $2,272,109 4 CCS Costa Mesa 83 $2,588,325 5 Valley Maintenance Corporation Santa Fe Springs 77 $2,168,208 6 Priority Building Services, LLC Brea 74 $2,639,183 7 Orange County Building Maintenance Signal Hill 65 $2,641,698 The evaluation committee determined that Allied Universal Janitorial Services was the best firm to replace the current janitorial services contractor, whose agreement will expire on October 31, 2019. This firm received the highest overall rating due to a top-quality proposal presentation, implementation plan, fee competitiveness, and overall responsiveness to the RFP. Allied Universal Janitorial Services provides janitorial services to several surrounding cities, including the cities of Anaheim, Newport Beach, and La Puente. Their corporate office is located in Santa Ana and they have over eleven years of experience in the janitorial services industry. Once it was determined that Allied Universal Janitorial Services was the highest scoring proposer, staff negotiated a $5,000 reduction in their proposal. In addition, staff requested the proposed rates for a fourth and fifth year renewal option. Staff conducted a reference check and other cities confirmed that Allied Universal Janitorial Services has met their performance goals. Therefore, staff recommends that Council approve the contract. The recommended action includes a total contingency amount of $165,000 for the cost of additional services should they be needed at any of the city facilities. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy C (invest resources and technology to extend the service life of existing infrastructure to protect the City's investment and support a high quality of life standard). 25B-2 Agreement with Allied Universal Janitorial Services October 15, 2019 Page 3 FISCAL IMPACT Funding for this agreement is available in the FY 2019-20 Budget and will be budgeted in future years in the following accounts: FISCAL ACCOUNTING FUND DESCRIPTION ACCOUNTING UNIT, AMOUNT YEAR UNIT -ACCOUNT ACCOUNT NUMBER DESCRIPTION Nov. — June 01111150-62300 FY 2020-21 07317101-62310 July— June 06717650-62316 01111150-62300 July — June 01111150-62300 FY 2022-23 07317101-62310 July— Oct. 06717650-62316 01111150-62300 OPTIONAL EXTENSIONS FY 2022-23 07317101-62310 Nov. - June 06717650-62316 — Oct. nce Center General Fund Building Maintenance Regional Transportation Center General Fund nce Center General Fund Building Maintenance Regional Transportation Center General Fund Building Maintenance Regional Transportation Center vMvY Housekeeping PWA-SARTC Operations, Janitorial & Housekeeping PRCSA-Library, Contract Services -Professional Custodial, Janitorial & Housekeeping PWA-SARTC Operations, Janitorial & Housekeeping PRCSA-Library, Contract vMvHousekeepingY PWA-SARTC Operations, Janitorial & Housekeeping PRCSA-Library, Contract Services -Professional Custodial, Janitorial & Housekeeping PWA-SARTC Operations, Janitorial & Housekeeping PRCSA-Library, Contract Custodial, Janitorial & Housekeeping PWA-SARTC Operations, Janitorial & VKU,jH-uorary, t;ontra Services -Professional nce Custodial, Janitorial & Housekeeping $13,089 $562,489 $185,275 ,6151 $22,161 $209,511 $69,483 ,5631 $420,993 $137,836 25B-3 Agreement with Allied Universal Janitorial Services October 15, 2019 Page 4 FISCAL ACCOUNTING FUND DESCRIPTION ACCOUNTING UNIT, AMOUNT YEAR UNIT -ACCOUNT ACCOUNT NUMBER DESCRIPTION 06717650-62310 Regional Transportation PWA-SARTC $71,079 Center Operations, Janitorial & Housekeeping 01111150-62300 General Fund PRCSA-Library, Contract $7,946 Services -Professional TOTAL $869,706 FY 2023-24 07317101-62310 Building Maintenance Custodial, Janitorial & $432,546 Nov. — June Housekeeping 06717650-62310 Regional Transportation PWA-SARTC $142,159 Center Operations, Janitorial & Housekeeping 01111150-62300 General Fund PRCSA-Library, Contract $15,891 Services -Professional FY 2024-25 07317101-62310 Building Maintenance Custodial, Janitorial & $221,662 July— Oct. Housekeeping 06717650-62310 Regional Transportation PWA-SARTC $73,410 Center Operations, Janitorial & Housekeeping 01111150-62300 General Fund PRCSA-Library, Contract $8,023 Services -Professional TOTAL $893,691 GRAND TOTAL $4,140,371 Fuad S. Sweiss, PE, PLS Executive Director Public Works Agency Yolanda Moreno Interim Library Services Director Library Department FSS/TC/GL Exhibit: 1. Agreement APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn Downs, CPA Executive Director Finance and Management Services Agency 25B-4 Exhibit 1 AGREEMENT TO PROVIDE JANITORIAL SERVICES AT VARIOUS CITY LOCATIONS THIS AGREEMENT is made and entered into this 15"' day of October, 2019 by and between Universal Building Maintenance, LLC, dba Allied Universal Janitorial Services ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On July 31, 2019, the City issued Request for Proposal No. 19-074, by which it sought a contractor to provide janitorial services at various city facilities, including City Hall, the Main Library, and the Santa Ana Regional Transportation Center. B. Contractor submitted a responsive proposal that was selected by the City. Contractor represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 19-074 and addenda thereto. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional contracting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform the services that were described in the scope of work that was included in RFP No. 19-074 and addenda thereto, and that is attached as Exhibit A. Contractor's proposal is attached as Exhibit B and incorporated in full. Contractor is required to provide services to any location requested by City, including those not listed herein. At any time during the term of this Agreement, and at the sole discretion of the City, facility locations may be added or removed, services hours may be modified, and services may be increased or decreased, according to City needs. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit C. The total sum to be expended under the term of this Agreement, including any extension periods, shall not exceed $4,140,371, which is comprised of (1) the sum of $3,975,371 as allocated annually in the respective amounts stated in Exhibit C and (2) a contingency of $165,000 for additional services at the City's sole discretion. SNE b. No price increase will be considered during the initial term of this Agreement but may be considered for the extension periods, if any, upon request by Contractor with one hundred twenty (120) days' written notice. Any increase in price shall be subject to approval by the City Council. If the parties cannot mutually agree on new rates for the extension periods, if any, either party shall have the right to terminate this Agreement after the initial term upon sixty (60) days' written notice of termination to the other party. C. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals and Scope of Work, which may reasonably be expected by City. 3. TERM This Agreement shall commence on November 1, 2019 and terminate on October 31, 2022, unless terminated earlier in accordance with Section 17, below. The term of this Agreement may be extended for two 1-year periods upon a writing executed by the City Manager and City Attorney. 4. PREVAILING WAGES Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single - limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Workers' Compensation Insurance. In accordance with the California Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for workers' compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: (i) Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by Contractor, without thirty (30) days prior written notice to the City. (iv) Contractor shall supply City with a fully executed additional insured endorsement. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the operations of the Contractor or its subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity I �) shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend, indemnify and hold hannless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney's fees, for infringement of any United States' letters patent, trademark, or copyright contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 10. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 11. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. Sv:____ , ♦I. 13. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Executive Director Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, CA 92702 To Contractor: Allied Universal Janitorial Services 1551 N. Tustin Ave, Suite 650 Santa Ana, CA 92705 Attn: Mark E. Olivas, President A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these timeframes, weekends, federal, state, County or City holidays shall be excluded. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 26B40 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 18. NON-DISCRIMINATION Contractor shall not discriminate because of race, color, creed, relation, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations, including without limitation the Displaced Janitor Opportunity Act, California Labor Code section 1060 et seq. 19. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, 2o'-11 interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 20. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, Permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 21. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Daisy Gomez Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: A�. J M. Funk ssistant City Attorney RECOMMENDED FOR APPROVAL Fuad S. Sweiss, PE, PLS Executive Director, Public Works Agency Kristine Ridge City Manager nam��Ytc a`. VL1 Title: P ZC i h S-+3-r 2561*2 1— SCOPE OF WORK 1. PROJECT BACKGROUND The City currently contracts forjanitorial services at various City locations. Services include nightly cleaning of offices, common areas, bathrooms and kitchen and break rooms based on the days and hours of operations identified in Attachment 1-F. Services also include daily porter services at the Santa Ana Regional Transportation Center (SARTC), City Hall/Ross Annex, and Main Library, 2. PROJECT OBJECTIVES The City intends to contract with a janitorial service provider offering the best value for the scheduled janitorial services, including, but not limited to, the following: • Evening cleaning services at various City locations; and • Day Porter Services at SARTC, City Hall/Ross Annex, and Main Library. 3. hIINIMUM QUALIFICATIONS Offeror roust meet the following minimum qualifications in order to be considered for evaluation: * Five years' experience providing the services specified herein • Registered with the CA DIP. in accordance with the Property Service Workers Protection Act, CA Labor Code 1420-1434 4. CONTRACTOR RESPONSIBLITIES a. General Contractor must furnish the personnel, supplies and equipment necessary to provide services as described herein. Contractor roust be able to communicate by email and phone and be reachable by phone twenty-four hours per day, seven days per week for the purpose of contacting and dispatching service personnel. A response time of two (2) hours is required. The Contractor shall supply the Contract Administrator with name(s) and phone number(s) of responsible person(s) representing the Contractor for 24-hour emergency response. The above -mentioned information shall remain current at all thees. Any changes shall be forwarded to the City in writing by the end of that business day. Failure to maintain current emergency information may result in a $200 penalty for each occurrence. Contractor must comply with all applicable laws including, but not limited to, the Displaced Janitor Opportunity Act, California Labor Code, Section 1060-1065 and the Property Service Workers Protection Act, California Labor Code, Section 1420-1434 Contractor must notify City within one day, via email by Contractor's assigned supervisor, of any abnormal conditions or occurrences, including vandalized, damaged, or inoperable property. Should any City property be damaged or destroyed by the Contractor, the Contractor will bear fill responsibility for repair and/or replacement, as coordinated and approved by the City. Contractor shall bear (till responsibility for theft or loss of keys in their possession and shall pay cost of re -keying all locks operated by these keys. Keys must not be duplicated. City of Santa Ana RFP 19-074 � Attachment 1 (Page 1 of 7) 25B-13 APPENDIX ATTACHMENT I — SCOPE OF WORK b, Personnel The Contractor warrants that all persons employed to provide service under this contract have satisfactory past work- records indicating their ability to accept the kind of responsibility required under this contract.Contractor shalt provide personnel that has been trained for performance of the specified services. Contractor must provide supervision of personnel at all times. Supervisors must speak English and have been trained in supervision as well as in providing janitorial services. Contractor shall provide the City's Contract Administrator or their authorized representative an accurate list of all employees who have any relationship to work performed within the scope of this contract, prior to an employee starting work on City property, Charges to the list shall be reported in writing to the Contract Administrator or his/her authorized representative within one working day. Employees terminated by the Contractor shall be reported the same day to the Contract Administrator or their authorized representative. If a Contractor's employee is terminated after normal business hours, the next business morning is acceptable. Contractor personnel shall not be assisted nor accompanied by any individual that is not an employee of the Contractor while performing duties related to the contract. This includes, but is not limited to friends, children and/or other relatives. Employees of the Contractor that violate this stipulation shall be deemed objectionable to the City and shall not be allowed to work in City facilities. Contractor must not allow its personnel to enter the City promises while under the influence of drugs, alcohol, nor use or possess drugs or alcohol while on City premises and performing services under this contract. Should any Contractor employee be deemed Unacceptable to the City for any reason, City may notify Contractor and request the removal of the personrict involved and replacement must be provided, The City shall have the right to require the removal and replacement of Contractor's personnel under the awarded contract, The City shall notify the contractor in writing of such action. The City is not required to provide any reason, rationale or additional factual infbrination, if it elects to request any specific employee be removed frorn performing services under rho awarded contract, The Contractor shall ensure sufficient staffing levels to provide the services described herein. Should Contractor personnel fail to report for this or her shift, the Contractor must provide a replacement within, two hours. Criminal Background Certification: Contractor certifies that all employees working on this contract have had a criminal background check at Contractor's cost and that. said employees are clear of any sexual and drug -related convictions. Contractor further certifies that all employees hired by Contractor or Subcontractor shall be free from any felony convictions, City reserves the right to require Contractor to pay fingerprinting fees for personnel assigned to work in sensitive areas. Standards of Conduct: Contractor's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within City of Santa Ana RFP 13-074 Attachment 1 (Page 2 of 7) 25B-14 APPENDIX ATTACHMENT I — SCOI the City. Furthermore, City locations consist ofpublic-use facilities and recognizes the obligation to ensure Contractor personnel and agents maintain the highest level of professional standards in attire, decorum, and interaction with the public and City performeh Contractor's personnel and agents shall comply with all City rules and regulations white on City premises. Rules of Operation I. Contractual Obligations: The City shall require certain contractual obligations, which may include, but are not limited to, the following: • Inclusion of Proposal: The proposal submitted in response to this RFP shall be a required part of the final agreement with selected proposer. fi. Agreement: A resulting agreement shall include any written material made as part of your proposal. This material may include, but is not limited to: answers to questions contained in this RFP, addenda, letters, telegrams, facsimile, and product literature. Ill. Changes to Terms & Conditions: Proposers are to submit, as part of their proposal, any changes or modifications to the terms and conditions they may wish the City to consider. Proposers are encouraged to offer any other options, with the understanding that their proposal shall first address the RFP requirements. Options are to be identified as such. iv, Errors and Omissions. Proposer shall not be allowed to take advantage of any errors or omissions in the RFP. Full instructions will be given if such error or omissionis discovered and called to the attention to the City in a timely matnier, 5. UNIFORMS Contractor personnel must wear uniforms supplied by the Contractor while on City premises. The uniform will be subject to approval by the City and must consist of a long or short sleeved shut, full- length pants, and have the Contractor's name and/or logo permanently affixed. Contractor personnel must wear protective gear appropriate to the task(s) being performed, as required by applicable Cal/OSHA regulations, 6. SUPPLIES and EQUIPMENT The City will ONLY provide the following supplies: Toilet paper Hand Towels Toilet seat liners Trash bags Hand soap Supplies, equipment and tools which the Contractor must provide and maintain include, but are not limited to: City of Santa Ana RFP 19-074 Attachment 1 (page 3 of 7) 25B-15 ATTACHMENT i - SCOPE OF WORK Cleaning agents (such as floor, tile, glass) !Floor wax Floor wax strippers Sealers Tile polish Metal polishes Furniture waxes and/or olishes Surface saninzers Surface disinfectants Wet and dry vacuum cleaners Carts Floor washers Floor buffers Carpet pile lifters Brooms Mops Buckets KEX-style sweeping tools Sponges Rags Squeegees Wet Floor Signs Contractor must provide containers on wheels to move trash through the buildings and out to dumpsters. At no time shall containers or other equipment be slid on floors. Contractor shall store all equipment in janitors closets throughout the facilities. a. Bio-Based Products As a means to reduce staff" exposure to harmful cleaning chemicals, the City will require that bio-based products shall be used by Contractor. The City will require that only cleaning chemicals included in the bio-based product listing from the United States Department of Agriculture (USDA) be used. As of December 2015, USDA has certified 2,500 bin -based products in more than 100 product categories. Visit the product catalog at wwww.biopreferred.gov to view a complete list. All supplies and materials used for daily maintenance shall, be of a type and quantity that conform to bio-based USDA standards. The Contractor sball utilize bio-based products available that meet applicable health and environment specifications. All supplies and materials to be used in the performance of work under this contract are subject to the approval of the Contract Manager. The following is a list of categories for products that may be required for performance of custodial duties. Each product submitted for use under this contract must be identified with at least one of these categories (some products may be listed under more than one category). Labeling shall be printed on all containers. « All-purpose cleaner Heavy duty cleaner Carpet shampoo • Gran Remover City of Santa Ana RFP 19.074 Attachment 1 (Page 4 of 7) 25B-16 APPENDIX ATTACHMENT I -- SCOPE OF WORK * Disinfectant sanitizer + Extraction Fluid * Floor stripper * Neutral cleaner (liquid) * Spot and stain remover * Air freshener including dispenser Bathroom cleaner + Brass polish/cleaner, Chrome polish/cleaner, Cream cleaner/ Solvent spotter * Floor finish; * Floor finish restorer/ Floor sealer/ Furniture polish/ Glass cleaner; * Grout Scaler; + Lime and scale remover (tub & the cleaner), including dispenser Stainless steel polish; * Toilet bowl cleaner; * White board cleaner; + Wood floor cleaner; and * Laundry detergent It. Material Safety Data Sheets (MSDS) Material Safety Data. Sheets must be on -site arad available for all chemicals stored and used within a service area prior to beginning work. 7. SERVICE PROCEDURE (GENERAL INFORMATION) Supervisor or lead on duty at City sites shall work with City personnel in planning and scheduling tasks. Contractor shall advise Contract Manager if any additional work is required and when the Contractor will return to perform that work. Contractor shall report accidents and injuries to OCFA inunediately. Use of City telephones and radios is prohibited, except under emergency circumstances for medical aid, fireor safety, etc. Unauthorized use of City office equipment such as copy machines, computers, fax machines, calculators„ appliances, water cooler dispensers, etc, is prohibited. Contractor personnel shall not open drawers, cabinets, or locked doors, except to access approved supplies with express permission of the City, Items left on desks or other surfaces shall not be disturbed. Contractor shall report conditions such as leaky faucets, plugged drains, or broken fixtures, water on the floor, broken janitor closets, replacement of janitor closet lamps, etc, to City. Contractor shall respond to all set -vice complaints no later than the next business day, Contractor must not recycle trash or store trash on the premises for personal gain. Contractor shall keep all doors locked while working at each site. Keys shalt not be left in the doors. Contractor shall not admit any person into a building who is not a direct employee of the contractor actively engaged in providing the specified City of Santa Ana RFP 19-074 Attachment 1 (Page 5 of 7) 25B-17 APPENDIX services, Contractor personnel shall not enter areas of the facilities not specifically included in the scope of services, Contractor shall check all windows and doors for proper closure and locking, and extinguish all lights upon exiting buildings, & QUALITY CONTROL PROGRAM Proposer shall submit a Quality Control Program as part of their proposal and shall include at a minimum, the following: 1. Monthly inspection system covering all the services listed in the Scope of Work, It shall specify each site listed in the RFP and its observed state of cleanliness, 2. Methods for identifying and correcting deficiencies in quality of service. 3. Proposer shall maintain a rile of inspections conducted and, when applicable, take corrective action. A copy of each inspection and documented corrective action shall be delivered to the Contract Manager within seven (7) calendar days from the date of inspection. This collected data shall become part of a general database used by the proposer as a basis of establishing and modifying maintenance procedures. 9. QUALITY ASSURANCE The Contract Manager or designee shall monitor the Proposer's performance using the agreed upon inspections, standards, and schedule as outlined in this RFP, City staff shall conduct facility inspections and cleaning deficiencies will be noted, A copy of the facility inspections shall be given to Contractor's on -site supervisor within seven (7) calendar days of the inspection to allow for correction of any noted areas not being cleaned to the levels described in the Scope of Work. If continued deviation from performance standards occur, an Agreement Discrepancy Letter shall be prepared by the Contract Manager within five (5) business days acknowledging the reported problem and presenting a program for immediate correction or presenting contrary evidence. 10, INVOICING Invoices submitted by the Contractor must include the following information: 'Invoice Number Invoice Date Location of Service 'Brief Description of Service Dates of Set -vice Unit add Extended Prices foual A mourit Requested Federal Tax LD, Number 11. DELIVERABLES a. Scheduled Janitorial Services Regular service is to be performed as described herein and in Attachments I -A to 1-E. It. Special Event One -Time Cleaning Special services for locations other than the sites specified in this RFP will be scheduled and coordinated by the City on an as -needed basis and will include ajob site visit and estimate prior to the scrvice. City of Santa Ana RFP 19-074 Attachment 1 (Page 6 of 7) 25B-1 8 APPENDIX ATTACHMENT I— SCOPE OF WORK 12. HOURS OF OPERATION a. Please refer to Attachment t-E b. City Observed Holidays for all facilities, with the exception oFSARTC areas 61lows: New Year's Day President's Day Independence Day Veteran's Day t working day before Christmas Day Birthday of Martin Luther King, Jr, Memorial Day Labor Day Friday following Thanksgiving Day Christmas Day Please note that SARTC is open 365 days a year and does not close on City -observed holidays, C. Contractor must provide the City with 24-hour advance notice of any schedule deviation. 13. FEE PROPOSAL Proposers shall provide monthly and fiscal year pricing, using Attachment 3-6, for janitorial maintenance services. Pricing shall remain firm for the entire Agreement term. Thereafter, any proposed pricing adjustments for follow-on renewal periods shall be submitted to the Contract Manager in writing at least ninety (90) days prior to the new Agreement term, City reserves the tight to approve or deny any pricing adjustments. Proposers shall upload all pricing separate from, but submit concurrently with the other elements of their proposal. 14. ESCALATION CLAUSE The City requires bonafide proof of cost increases prior to any price escalation adjustment, including any state mandated minbrami wage increases. A minimum sixty (60) days advance notice in writing is required to receive consideration for such adjustments. No retroactive pricing adjustments shall be considered. The City shall enforce, adjust, or, cancel escalating price agreements as itsces fit. The net dollar amount of profit shall remain firon during the period of this agreement Adjustments increasing the Proposers profit shall not be allowed, 15. CITY FACILITIES Contractor is required to provide services to any location City requests, including those not listed herein. Facility locations may be added or deleted, service hours may be modified, and Services may be increased or decreased at any given time according to City needs during the term of the contract, 1 -A (Page 7 of 7) 25B-1 9 APPENDIX ATTACHMFNT I -A— DAILY MAINTENANCE TASKS Genera Contractor shall remove all litter found and clean unsightly soil from building, fixtures, walls, door frames, doors and other surfaces; remove any spilled liquids or solids; remove carpet stains; pick up all towels from floor or counters within locker rooms and fitness center areas, placing towels in the proper receptacie(s). Dusting Building Surfaces Contractor shall remove all dust, lint, cobwebs, debris, dry soil, eta from surface of ledges, window sills, locker tops, and fire extinguishers. This shall include counter tops, walls, ceilings, door frames and sills, light switches, pictures, partitions, rails and other types of fixtures and surfaces which are not considered as furniture surfaces. This includes atrium wood ledges and specialty equipment such as test equipment, computers, typewriters, calculators, etc., which are located anywhere between the floor surface and up to nine (9) feet in height. Busting shall be accomplished by the removal of loose soil from the area — not by moving it from one surface to another. Snot Cleaning of Building Surfaces, Furniture and Fixtures Contractor shall clean to remove smudges, fingerprints, marks, streaks, tape, etc., from the surface of ledges, windows and sills, fire extinguishers, counter tops, walls, light fixture holders, ceiling vents, doors, door frames and sills, pictures, partitions, rails and other types of fixtures and surfaces. This includes all items from the floor surface up to 11 feet in height. Special care is to be taken to not permanently mar, scratch, or discolor any surface. Contractor shall comply with the City's requirement to implement a program to promote cost-effective waste reduction in all operations and facilities covered by this contract. The Contractor's programs shall comply with applicable Federal, State, and local requirements, including the following regulations: Assembly Bill 341— requires entities that generate four or more cubic yards of waste per week to arrange for recycling services AB 1326 - requires entities that generate four or more cubic yards of waste per week to arrange for recycling of organic waste Senate Bill 1383 — will require municipalities to procure recycled content paper products for at least 75% of annual paper buy and to retain records of all recycled content paper procurement. This requirement includes custodial paper products, City Facility Centralized Recycling Programs In an effort to comply with state recycling mandates (Assembly Bills 341 and 1826), beginning on or before the effective elate of this contract, the City will transition to a `centralized' recycling system at all City facilities. The centralized recycling system will require all City employees to only dispose of recyclable items at their work stations, Recyctablc materials include paper, plastic, glass, aluminum, cardboard, and any other materials accepted by the City's rubbish hauler. The selected contractor shalt be required to empty all workstation receptacles on a daily basis and return the receptacles to their initial location. The contents of the workstation receptacles shall be consolidated and deposited in the facilities' single -stream rec'yclin.zr dumpster. Workstation recycling receptacles do not need plastic lines. of Santa Ana RFP 19-074 chment 1-A (Paget of 5) 25B-20 APPENDIX ATTACHMENT 1-A— DAILY MAINTENANCE TASKS Contamination Procedures If a custodial employee finds non -recyclable items in a work station recycling receptacle, the custodial employee shall remove the item from the recycling stream, place it in the trash or organics stream, and leave a `Recycling Reminder' note on the desk of the employee who placed an unacceptable item in the recycling receptacle. Upon award, the City will provide a sufficient amount of printed `Recycling Reminder' notes and list of acceptable and non -acceptable items to the Contractor, Contractor will be responsible for placing the notes when contamination is identified. The Contractor will be responsible for assuring all janitorial closets are stocked with 'Recycling Reminder" notes, training custodial staff on the contamination procedures, and notifying City staff of when there is a low inventory of `Recycling Reminder' notes. Collection Protocols Receptacles are to be cleaned as needed each time. Boxes, cans, paper, and other recyclable items marked 'trash' or `recycling' shall be removed and recycled. Cardboard boxes and cartons are to be broken down flat prior to being placed in the recycling bins. All collected recyclables from such workstation receptacles shall be removed from the area and deposited in a designated single -stream recycling in such a manner so as to prevent the adjacent area From becoming littered by said trash. t}rganic Waste Recycling Program Further, if organic waste recycling service is available at a City facility, City employees will be required to dispose of organic food scrap items, such as food waste, food -soiled paper, and other organic materials collected by the City's rubbish bauler, at designated organics recycling receptacles located in breakroorns and areas where food waste is generated. All breakrooms at city facilities that have organics recycling service will contain organics recycling receptacles for use by City employees. The selected contractor will be required to empty all organic waste recycling receptacles on a daily basis and return the receptacles to their initial location. The contents of the organic waste recycling receptacles shall be consolidated and deposited in the facilities' organics recrclirt dumpstcr or cart. Organic waste recycling receptacles roust have plastic liners. Organic waste materials contained in plastic liners are acceptable in the City facility organics recycling program and can be placed in the organic waste recycling dumpsters and/or carts serviced by the City's rubbish hauler. Trash Collection Protocols City employees will be required to dispose of non-mcyclabte and non -organic waste items, such as Mylar chip bags, broken glass, rubber gloves, etc, at designated trash receptacles located in breakroorrrs and restrooms. All trash receptacles shall be emptied daily and returned to their initial location. This shall include those trash receptacles located in work stations, patios, balconies, parking areas, and centralized areas, as well as any placed outside entry doors. Receptacles are to be cleaned as needed each time, All collected trash from such receptacles shall be removed from the area and deposited in a designated trash dumpster or trash receptacle in such a manner so as to prevent the adjacent area from becoming littered by said wash. Soiled or tom trash receptacle liners shall be replaced with a now liner, Liners shall be replaced in such a manner as to present a neat and uniform appearance. Contractor shall empty and clean around large trash bins located in the Ross Annex Parking Garage Spot Cleaning of Trash Receptacles Contractor shall remove non-pennanent stains and soil from the interior and exterior surfaces of trash receptacles. City of Santa Ana RFP 15-074 Attachment 1-A (Page 2 of 5) 25B-21 ATTACHMENT I -A— DAILY MAINTENANCE T Outside Patios, Balconies and Building Entr1ways Contractor shall remove cobwebs from overhead surfaces and lights affixed to the building entryway areas. This includes cleaning the exterior of glass and metal doors, door thresholds and hardware. Contractor shall remove any litter, cigarette butts, and bird droppings. Entrance Glass, Mirrors, and Workstation Glass Contractor shall thoroughly clean both sides of all surrounding building entry door glass and entry doors for a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc.; remove any paper and/or tape; clean all mirrors in resnotims, locker rooms and fitness center in the same manner as noted above; and spot -clean workstation and/or partition glass daily as needed. Drinking Fountains and Sinks Contractor shall remove all obvious soil, streaks, smudges, etc., from hardware, including Spouts and drain. After cleaning and disinfecting, the entire drinking fountain and/or sitik (includes all sinks in coffee root -as and lounges) shall be free of streaks, stains, spots, smudges, scale, and other removable soE Oil is not to be used to polish metal fixtures, If needed, Lime -Away or a similar product shall be used to eliminate hard water build-up, Wash Basins, Toilets, Urinals and Showers Contractor shall apply a germicidal detergent solution to all surfaces of wash basin, toilets, toilet seat hinges, pipes, urinals, showers, and adjacent surfaces; remove soil from all surfaces of these fixtures and adjacent surfaces; dry all metal surfaces of faucets, handles, valves, etc. Shower wall, floor and door soap scum, mold and mildew shall be retrieved daily and drain screens cleaned of hair and lint. Contractor shall de -scale toilets and urinals to remove scrun, mineral deposits, rust stains, etc. Oil is not to be used to polish metal fixtures. Refilling of Dispensers Contractor shall inspect and refill each toilet paper, soap, paper towel, toilet seat cover and feminine hygiene dispenser, Supplies shall be placed in the dispensers hi accordance with the supplies and dispenser manufacturers' instructions. Soap dispensers and adjacent surfaces shall be wiped to remove spillage. Care shall betaken so as not to damage, dent, or bend dispensers. Floor Drain Contractor must clean all floor drains and remove corrosion and tarnish. Entrance Nab Contractor shall remove moisture, wet or dry soil, and any debris from carpeted, rubber and/or other material mats. Ensure mats are properly positioned on the floor. Vacuuming of Carpeted Floors Contractor shall remove visible and hidden soil and debris from carpet surface and from within the carpet pile. Chairs, trash receptacles, power cords, boxes and other such items shall be tilted or moved where necessary. Special attention shall be paid to corners, along the walls and under/between furniture to ensure carpet is thoroughly cleaned in all areas. Carpet shall be free ot'all visible soil and litter. Vacuuming of All Fabric Furniture Surfaces Remove all dust, debris, lint, hair, titter and dry soil than all fabric surfaces of chairs, couches, work station partitions and other furniture with fabric covering. Santa Ana RFP 19-074 ment 1 -A (Page 3 of 5) 25B-22 APPENDIX ATTACHMENT I -A- DAILY MAINTENANCE TASKS Stain Removal on Car et Unholsterv. Partition Panels and Walls Contractor must clean and/or remove all stains as quickly as they are discovered so as not to allow them to set into the fabric. If the stain is due to a coffee spill, a contractor -supplied product similar to Interface Coffee Breaker must be used, following the manufacturer's recommended procedures. Spot clean as necessary to correct soiled area. Mopping of Non -Carpeted Floors Contractor must remove soil, hair, dust and debris from non -carpeted floors. Trash receptacles and other such small items shall be moved as necessary and returned to their appropriate location. All accessible areas of the floor shall be darnp mopped. Care shalt be taken to prevent splash and mop streaks from being visible on furniture legs, doors, etc. "Caution Wet Floor" safety warning signs shall be placed so as to provide sufficient safety measures. After a Floor has been damp mopped, it shall have no puddled water and be free of soil, stains, debris, streaks and swu l marks. All wet floor signs shall be removed and put away when the floor is sufficiently dry to be safe for use. Disinfecting of Restrooms Furniture, Fixtures, Walls and Partitions Contractor shall damp-wipc and disinfect all non -wood hard surfaces of furniture, fixtures, walls, partitions, doors and lockers, Special care shall be taken to ensure these surfaces are not scratched, damaged, or stained. In Parks locations, remove all graffiti from walls, doors, partitions, etc. Check for stoppages and plunge as needed. Immovable stoppages shall be immediately reported to 714-647-6521 Cleaning of Wood Furniture and Stut-Faces Contractor shall thoroughly clean to remove smudges, fingerprints, marks and streaks from wood surfaces while ensuring to not scratch or mar surfaces, Cleaning of Lunch and Break Rooms Included in this contract are all lunch and break roams, including the kitchen and cooking area, disbwashing area; restrooms, eating areas„ vending maehinas, hallways, glass and painted doors, unlocked storage closets, microwave ovens and refrigerators. Wipe clean the inside of all microwave ovens to remove any crumbs and/or spills. Areas shall be cleaned so that grease; dirt, food particles, trash and other litter are thoroughly removed from surfaces. These areas are to remain a healthy and clean environment For use by City employees on a daily basis. Fitness Center Exercise Euuipment Contractor shall wipe down all metal to polish off shoe marks and sweat stains and disinfect surfaces; clean upholstery and wipe off shroud and side rails of treadmills, as well as the consoles on treadmills and other machines; clean the elliptical trainers, ski machines, bikes and stair stepper machines to remove sweat and stains and disinfect machines. Contractor shall clean out the tracks of the elliptical trainer with a dry towel only; and clean tops of any rubber mats and under each treadmill by ensuring all dust and. black motor powder residue is completely removed with a vacuum. Special Notices All furniture moved by the Contractor's or any Subcontractor's employees during the performance of any services shall be returned to its appropriate location. All items, such as trash receptacles or desk chairs, that are moved to enable cleaning underneath or around them shall be returned to their appropriate location. Work areas shall be secured and equipment placed to prevent passage by the gcneral public and Attachment 1-A (Page 4 of 5) 25B-23 ATTACHMENT I -A— DAILY MAINTENANCE TASKS staff. All such work areas shall be denoted appropriately, Work, areas and equipment shall remain under this state/condition until all work is complete, equipment is vacated, and passage is safe for all. The proper quantity and type of safety warning signs, such as "Caution — Wet Floor", shall be placed by the Contractor's employees each time such conditions exist that would warrant placement of such signs. Signs are to be picked up and stored in the appropriate janitor room once the condition no longer exists to warrant such signs. City of Santa Ana RFP 19-074 Attachment 1 -A (Page 5 of 5) 25B-24 PEAPNDIX ATTACHMENT I_D WEEI{LY MAINTE �A1�ICE'rASKS Dusting of Cektlna. Atrium Ledges, Lunchroom DrMall Ledges and RVAC Watl Vents Contractor shall clean all HVAC vents and area immediately surrounding them; Must all atrium ledges at the glass/wood railing areas and at the atrium stairs; and dust lunchroom drywall edges. Care shall be taken not to spread dust into the air. Ili h Dusting Contractor shall remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above 1 I feet from tine floor surface, This includes lights, grills, light fixtures, pipes, sprinkler systems, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air. Moss Annex Parking Garage Contractor shall inspect for and remove any gum from garage floor, SPECIAL NOTICES All furniture moved by the Contractor's or any Subcontractor's employees during the performance of any services shall be returned to its appropriate location. All items such as trash receptacles or desk chairs that are moved to enable cleaning underneath or around them shall be returned to their appropriate location. Work areas shall be secured and equipment placed to prevent passage by the general public and City staff, All such work areas shall be denoted as such. Work areas and equipment shall remain under this store/condition until all work is complete, equipment is vacated and passage is safe for all. The proper quantity and type of safety warning signs, such as "Caution — Wet Floor" shall be placed by (he Contractot's employees each time such conditions exist that would warrant placement of such signs, Signs are to be picked up and stored in the appropriate janitor room once the condition no longer exists to warrant such signs. City of Santa Ana RFP 19-074 Attachment 1-6 25B-25 APPENDIX ATTACHMENT I-C— MONTHLY MAINTENANCE TASKS NOTES: 1) Some items in this section are noted ("m ") as being performed at intervals other than monthly_ Respondents are instructed to calculate those costs into monthly figures for evaluation purposes. 2) All monthly floor work must be done during non -business hours. For operating hours, per site, please see Attachment 1-F. Contractor shallperfornt the following tasks on a neonthlh basis; Carpeted Floors Pile lift carpet flours in all areas. Carpeted Floors — Bi-Mouthly* Spin Bonnet all carpeted floors every two (2) months. "(calculate to monthlycostfor bidding purposes) January; March; May; July; September and November Carpeted Floors — Semi -Annually" Extract clean carpeted floors two (2) tunes per year. *(calculate to rnornhly cost for bidding purposes) April and October Tile Floors Clean and restore a uniform glass and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. All chairs, trash receptacles, etc„ shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a natfionn crating of floor fuish. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc. Tile Floors - Quarterly* Strip and wax all tile floors quarterly. *(calculate io monthly castfearbidel ngpurposes) Floor Drains Pour one gallon of clean water in all floor strains to flush traps Blhrds Contractor shall clean all blinds, shades and draperies. Care shall be taken not to spread dust into the air. stairwells* Emergency stairs shall be swept monthly. All non -emergency stairwells shall be maintained as part of the daily tasks. *(calculate to monthly cost for hiclding purposes) SPECIAL NOTICES All floor work listed must be done daring non -business hours. For operating how's, per site, please see Attachment t-F. City of Santa Ana RFP 19-074 Attachment 1-C (Page 1 of 2) 25B-26 APPENDIX ATTACFIMENT I-C- MONTHLY MAINTENANCE TASKS All furniture moved by the Contractor's or any Subcontractor's employees during the performance of any services shall be returned to its appropriate location. All items such as trash receptacles or desk chairs that are moved to enable cleaning underneath or around them shall be returned to thew appropriate location. Work areas shall be secured and equipment placed to prevent passage by the general public and City staff, All such work areas shall be denoted as such. Work areas and equipment shall remain under this statelconditian until all work is complete, equipment is vacated and passage is safe for all, The proper quantity and type of safety warning signs, such as "Caution — Wet Floor" shall be placed by the Contractor's employees eacb time such conditions exist that would warrant placement of such signs, Signs are to be picked up and stored in the appropriate janitor room once the; condition no longer exists to warrant such signs. 1-C (Page 2 of 2) 25B-27 6l.L AJ:Il\Vlt} [ENT I-D- DAY POWfER SERVICE STAFFING REQUIREMENTS Contractor shall supply the requested personnel at Santa Ana Regional Transportation Center, City flalllRoss Annex, and Main Library during normally scheduled working hours, In the event the day porter is sick, fails to show, or otherwise unable to perform duties, contractor shall provide a day porter replacement within two hours. 1. SANTA ANA REGIONAL TRANSPORTATION CENTER (SARTC) The SARTC at Santa Ana covers 6.75 acres and contains a 47„000 square foot main terminal, two surface parking lots, and one four-story parking structure. A three-story pedestrian bridge and Past Platform were added in 2006. The main facility was opened in 1935. Occupancy and public usage has expanded at a rapid rate and today, approximately 37,000 square feet of space is in use. The SARTC at Santa Alla is open for business from 5:00 AM to midnight, 365 days a year, and requires regular cleating and routine,janitorial maintenance services. Staffing general assignments are as.fn[lowsr A. Monday through Fridav t6;00 AM to 11:00 PMl NOTE,- SARTC requires an on -site lead Monday -Friday. One of the day porters referenced above must be designated an on -site lead. One Dav Porter {Exterior 6:00 AM to 2:30 EMl General Description of Duties: Maintains the exterior including, but not limited to, Platfor n 1 and 2, pedestrian bridge, parking structure (including elevators) and areas outside the buildings from the courtyard to Santa Ana Blvd, and to Santiago Street. Set up conference rooms, as needed. Tasks include, but not limited to, general sweeping and mopping; trash removal; cleaning of ashtrays; stoning of received supplies; and other assigned duties as deemed necessary to maintain the facility in a clean condition. May assist the general custodian assigned to the interior space. One Day Porter (Interior 6:30 AN1 to 3:0013M} General Description of Duties: Monitor all downstairs restrooms, when possible, on an hourly basis; three complete cleanings of downstairs restrooms daily; take out trash regularly throughout the day; take out trash; consistently maintain the station's ground floor Bile in a clean condition by regularly mopping as needed; daily cleaning of stairs to 2nd floor; weekly cleaning of windows as needed; consistent cleaning of the entrance area windows throughout the day; da ly cleaning of the main elevator; and other assigned duties as deemed necessary to maintain the facility in a clean condition. C,�n Gesr� 1�,Cy��r]jgry(It riot-2:30 pm to l 1:00 tinhl General Description of Duties: Maintains the V — 5111 floors on a daily basis; takes out trash and cleans around work areas daily; cleans ashtrays on a daily basis; cleans 2nd and 3rd floor restrooms after 5:00 PM daily; assists with cleaning restrooms on tat floor during evening hours; and other assigned duties as deemed necessary to maintain the facility in a clean condition. ® City of Santa Ana RFP 19-074 Attachment 1-D (Page 1 of 3) 25B-28 ATTACUNIENT I-D— DAY B. Saturday acid Sundav(6:30AMtolt:OOEUI STAFFING One General Custodian (Interiors General Description of Duties: Monitor all I It floor restrooms, when possible, on an hourly basis; at a minimum, three complete cleanings of I" floorrestroorns daily, take out trash regularly throughout the day; consistently maintain the station's ground floor tile in a clean condition by regularly mapping as needed, daily cleaning of stairs to 2`0 and YJ floor; weekly cleaning of windows as needed; consistent cleaning of the entrance area windows throughout the day; daily cleaning of the room elevator; and other assigned duties as deemed necessary to maintain the facility in a Olean conditions. May be requested to empty trash cans in certain exterior areas that have high usage. Maintain exterior entryway floors in clean condition. 2. CITY IIALL and ROSS ANNEX City Hall and Ross Annex are located at 20 Civic Center Plaza, Santa Ara, CA 92701 and are open Monday through Thursday and every other Friday, 730 am to 5:30 pin and on Fridays 8:00 arn to 5:00 pirr, City Hall is located within the Civic Center Complex that includes City, County, State and Federal offices. The City Departments housed at City Hall include City Manager's Office, Clerk of the Council, City Attorney's Office, Community Development Agency, personnel, Public Works Agency, Planning and Building Agency and Parks, Recreation, and Community Services, Stciffinggetierala.ssipiinetit.,y are asfallorrs: A. Monday thurcanda Fridav (8:00 AM to 5:00 PM) kine Day Pointer (Assigned tQCi Hall Ross An.nexnnd Main UtbraiTj General Description of Duties: This position is shared between City Hall and the Main Library. Primary duties include keeping all public areas clean and free of trash and debris. Consistently check and clean the public restroonis, throughout the day, as needed, restock all toilet paper, paper towels and scat cover dispensers. Clean and disinfect, as needed, public areas at the Main Library and City Hall. Clean, as needed, lunchrooms Had employee restrooms, Attend to any emergency clean -tips as requested by City, City Hall is closed every other Friday, on those Fridays the day potter will be primarily assigned to the Main Library, but may be required to work on cleaning projects at City Hall. 3. MtUN LIBRARY The Main Library is located at 2( Civic Center Plaza, Santa Ana, CA 92701. The Main Library provides Spanish, English, and Vietnamese books, DVDs, music CDs and books on CD for adults, teens and children; story times in English and Spanish; and other special programs for children and families. Additionally, various workshops, gaming and activities for teens, and workshops for limited English-speaking adults are available. Bilingual burning City of Santa Ana RFP 19-074 Attachment 1-D (Page 2 of 3) 25B-29 AFMINVIX ATTACHMENT I-D— DAY PORTER SERVICE STAFFING REQUIREMENTS services for children and teens are provided in the Library Learning Center. The Main Library is open Monday through Thursday from 10:00 AM to 9:00 PM, Friday and Saturday from 10:00 AM to 6:00 PM, and Sunday 12:00 PM to 4:00 PK Staffing general assignments are as follows.: A. Monday through Saturday (5;00 AM to 11:00 AIM) Two Janitors General Description of Duties: These positions will be assigned to different sections of the Main Library with the primary function of cleaning the facility before it opens to the public. Maintain all public areas and Administrative Offices clean and free of trash and debris. Clean public and employee restrooms on a regular basis. Daily restock all paper supplies. Wipe down and sanitize countertops, tables and chairs. Dust open areas and bookshelves, as needed. Remove all trash front receptacles and place new liners each time. Additional duties as assigned. M Sunday, (6:00 AM to 12:00 PM) General Description of Duties: Same as above. City of Santa Ana RFP 19-074 Attachment 1-D (Page 3 of 3) 25B-30 APPENDIX ATTACHMENT I-P-- JEROME CENTER GYMNASIUM A high level appearance and a safe surface underfoot require scheduled, daily preventative maintenance as specified below. 1, Gymnasium General- Daily Maintenance a, Clean walls and doors free of smudges, ball marks, and any other marks. b. Clean any fixtures and/or appurtenances by wiping theta free of marks, dust or any other unclean material. c. Clean bleachers of trash, spills, stains, dust, dirt, etc. Wipe down bleachers handrails. d. Clean, sanitize, and polish all steel surfaces including but not limited to metal hardware, door bandles/plates, etc. e, Clean all interior and exterior door glass. f. Polish all panic bars and kick rails. 2. Gymnasium General- Weekly Maintenance a. Dust vents and other appurtenances up to 12' high, b. Clean and disinfect wall coverings, dust, marks, etc, up to 12' high e. Wipe down baseboards free of dust, manes, etc. d. Clean basketball baseboards flee of smudges, ball marks, dust, etc. 3. Gymnasium Floor -Daily a. Mattinc- Contractor shall provide and replace as often as necessary U.S. Matt & Rubber Corporation entrance guard mats (or approved equal) at each outside and inside entry door directly leading into the gymnasium. 'no mats will be sized to cover the entire width of all doors in order to protect the gymnasium floor from dirt, moisture; and other materials harmful to the gymnasium floor. b. Dust Mo ling- An essential element of preventative maintenance of wood sports flooring is daily dust mopping. i. Contractor shall use Algoma Mop Manufacturers "Mariner" mops (or approved equal) that have been treated with Aillyard Super Hil-Tong, Hii--Mist, or Hil-Treat products, to remove dart and grit that acts like sandpaper underfoot in wearing away the gloss and protective coating on the footing, Contractor shall clean the entire gymnasium wood floor surface daily. iL Contractor shall treat dust mops by following manufacturer instructions. Dust mops must never be used into edialely after being treated. Contractor shall rotate dust maps daily. Contractor shall always brush out or vacuum the dust mops after each daily use, retreat the mop, and hang overnight for the next use. c. Spot Moupiti Llanlp Moraine- Contractor shall also provide daily preventative maintenance of gymnasium wood sports flooring by removing spills and soil that daily dust mopping does not remove. It is important to remove spills as soon as possible to prevent slips and fails. For removal of blood, fecal matter, urine, and other potentially infectious materials as outtmed in OSHA Regulation 29 CFR 1910,1030, Contractor shall use the Hillyard Bodily Fluid Disposal Kit (Mfr./Product No. I-11L0018204) 4. Gymnasium Floor- Weekly a, Mop the entire gym boor once every two weeks using a ratio of I -gallon warm water to € -cup white vinegar to 1-cup rubbing alcohol, Change water frequently to avoid mopping with dirty water, thereby, spreading dirt and grime throughout gym floor. City of Santa Ana RFP 19-074 Attachment 1-F_ 25B-31 APPENDIX ATTACHMENT I-F- PROPERTY MASTER LIST W 14 a % X Awnez74AM 69AM %OM' 12 -- -------- jo It'Sax '4 Midn �cvffpftkio y4lrd 'A"".5pyr, W i !PUWlcVVsyk%Admire. sildg, A 211,5W 14,200 14,300 1 13 1 is �coqtmtat Yard mF *MicaVIVOStmes fftdj.ik 3,S70 C. 3,5X 2 x m-*h Wb 7aw4p. F il" Ana Reagional Aw"IsiblayHomi k I 34ASA 30IS 4,W4 l a 3 5 iswit-madrj& a 1 t2nd-wi- plam, ISAM 'j10WtSm1AAOa8hd t 3 !HMO i w1b ties sidCry dep Iftyi-5g"Sot !a luMmieviat 0 tin T'sday i 2n z5go 116m: 3 !PAM-*M WT) 3 9,447, 5,533 3,=! i23 474W. W its, 3 As" 414 Ana, V LW 1,951 z 2pm own We 4720 2 16 ;wz W, Civic cymn, 'Sun-spinwr canu Oyer ftupstvi roarteeddlOap pm+jiiq for day paritief workln$ U-r .'NEIessing of the aminihm 43 inclAided as Ott of this -'we astOteneyd I- F Troah gatiftessiel and wMieved will assed to lys MOmpufted tome of the ather City Nl%ea Ideniti4eis City of Santa Ana RFP 19-074 Attachment 1-F 25B-32 UNIVERSA A Partnership between City of Santa Ana s, m 9fi RFP for Janitorial Services at Various City Locations RFP No.19-074 Allied Universal Janitorial Services A Partnership between City of Santa Ana s, m 9fi RFP for Janitorial Services at Various City Locations RFP No.19-074 Allied Universal Janitorial Services TABLE OF CONTENTS Statement of Qualifications pg. 4 a) Cover Letter b) Secretary's Certificate c) Contract Agreement Statement (Attachment 6) d) Firm and Team Experience e) Understanding of Need f) Relevant Project Experience g) References (Attachment 7) Scope of Services and Schedule pg. 19 a) Strategic Hiring Plan b) Training Program c) Transition Plan d) Employee Recognition & Benefits e) Green Cleaning Program f) Technology Fee Schedule pg. 30 Certifications pg. 32 a) Non -Collusion Affidavit b) Non -Lobbying Certification c) Non -Discrimination Certification d) Agreement Statement (included in previous section) e) References (included in previous section) f) Staffing Levels g) Fee Schedule h) Proposer's Statement i) City of Santa Ana Business License j) Bid & Performance Bond (included as attachment in Planetbids.com bid submission) ALLIED UNIVERSAL JANITORIAL SERVICES 25B-34 Page 2 _' EDUNIVERSAV JANITORIAL SERVICES August 21, 2019 Gabriela Lomeli City of Santa Ana, Santa Ana Public Works Agency 20 Civic Center Plaza Santa Ana, CA 92701 Dear Ms. Lomeli, Thank you for the opportunity to provide a proposal for custodial services for the City of Santa Ana. We look forward to establishing a long term partnership with you and the entire Public Works Department team. Universal Building Maintenance, a California Limited Liability Company, dba Allied Universal Janitorial Services has reviewed all of the addenda related to RFP No. 19-074, and proposes a complete janitorial solution for the City of Santa Ana and more importantly, its residents and visitors. We certify that all information contained herein is correct and true and valid for one hundred eighty (180) days from the proposal date. The following person has authority to enter into negotiations and secure a contract with the City of Santa Ana: Mark E. Olivas, President 300 Pasadena Ave. South Pasadena, CA 91030 (626) 310-8000; Mark.Olivas(a)aus.com Allied Universal attended the non -mandatory pre -proposal meeting and site visits on May 2n6 2019, for RFP No. 19-012, where at least one company representative visited every site location that is now included in RFP No. 19-074. Allied Universal is registered with the State of California, Department of Industrial Relations in accordance with the Property Service Workers Protection Act, CA Labor Code 1420 — 1434, license JS-LR-000014342. We invite you to review our Engage, Develop, Achieve, and Verify (EnDAVer) operational approach, which takes you step-by-step through Allied Universal's cleaning process for the City of Santa Ana. We are confident that our experienced management team, environmentally sustainable products and equipment, along with our uncompromising commitment to provide industry -leading cleaning techniques and fair treatment to our employees; make us the quality janitorial vendor with which you are looking to partner. We look forward to meeting with you to discuss our plan and to introduce our team. Should you have any questions or need clarification, please do not hesitate to contact Joel Feeser at 562- 708-2158 or at joel.feeser(a)aus.com. Sincerely, ALLI UNIVERSAL JANITORIAL SERVICES Ma E.Olivas President Corporate Address: 1551 N. Tustin Ave. Ste. 650 Santa Ana, CA 92705 • Tole: 877-826-1965 ALLIED UNIVERSAL JANITORIAL SERVICES 25B-35 Page SECRETARY'S CERTIFICATE for Universal Building Maintenance, LUC (the "Company") 1, David I. Buckman, hereby certify that: (i) I am the Secretary of USA GP Sub LLC ("USAGP"), the General Partner of Universal Services of America, LP ("USALP"), which is the Manager of Universal Building Maintenance, LLC d/b/a Allied Universal Janitorial Services (the "Company") with an address of 1815 E. Wilshire Avenue Suite 912, Santa Ana, CA 92705 (ii) Steven S. Jones is President and CEO of USAGP, William A, Torzolim is Senior Vice President, CFO and Treasurer of USAGP and I am the General Counsel, Executive Vice President and Secretary of USAGP, (iii) by the Partnership Agreement of USALP, I am duly authorized and empowered and hereby designate Mark Olivas the President of the Company, as an individual who can execute security service contracts and proposals on behalf of the Company, including all documents relating to Request for Proposals RFP No.: 19-074 issued by the City of Santa Ana, CA on July 31, 2019 fk In witness whereof, I have set my hand this 1 day of August, 2019. David 1, Buckman Secretary ALLIED UNIVERSAL ]AN ITO RIAL SERVICES 25B-36 Page 4 The aforementioned Secretary's Certificate was subscribed and sworn to (or affirnied) before me this day of -U�( -L3 11 20,1? and the signature is personally known to mc. le, '/--� 7— Print name " Stamp of Notary A 121t2t1l ��ltt- Signature Y/ 1,5-1 Bate ALLIED UNIVERSAL JANITORIAL SERVICES 25B-37 i Page 5 CHANGES ON THIS PAGE WERE NOT ACCEPTED BY CITY AND ARE NOT PART OF THE AGREEMENT CONTRACT AGREEMENT STATEMENT ATTACHMENT S _ AGREENIENF STAIENIENT propose; understands that the Proposer will enter into an Agrcomem sinnIar to that as shown in Amuchmew 2, ht the Appendix of this RFp, If a proposer is unwilling or unable to exosaw an Agreement within thirty (30) clays after being notified of selection under this hFP, the City reserves the right to select the next most qualified Proposeror cddl for sew Proposals, whichever the City deems most appropriate. Proposer contexts to the statements in tite somple agreement, with the exception oc the foliowbiu: Please see the attached exceptions on attached sheet, Additionally, any already agreed upon contract language with and between Allied Universal Security Sr.rviees will be acceptable for Allied Universal Janitorial Services. Firm Name Universal Biirding <dahrter,aBce. L;,C dba N3rrd itntvers„al jw3itoriai ierv,cev priatc %o na THIS Fd?ht � MUST � � iMPLETED D7i�CLtl73EtT W➢Tt1 TFi Pi€�P�% AL, PROPOSALS fH—AT DO NOT CONTAIN THIS FORM WALL DE CONSIDERED NONRESPONSIVE. ,... City of Santa Ana i2FP 19.074....... Attachment 9 ALLIED UNIVERSAL JANITORIAL SERVICES Page 6 25B-38 CHANGES ON THIS PAGE WERE NOT ACCEPTED BY CITY AND ARE NOT PART OF THE AGREEMENT ATTACHMENT 6 — AGREEMENT STATEMENT PROPOSED EXCEPTIONS Please insert the following at the end of Section 4 to permit the Consultant to collect applicable sales taxes: • "Consultant's fees and charges do not include any sales, use, excise or similar taxes, levies or duties ("Taxes'). City is responsible for paying for all such Taxes in respect of Consultant's Services or in respect of amounts payable by City hereunder. If Consultant has the legal obligation to pay or collect Taxes for which City is responsible under this section, the appropriate amount shall be promptly paid by City to Consultant unless City provides Consultant with either a valid and current tax exemption certificate or direct pay certificate, authorized by the appropriate taxing authority." Our company routinely adds clients as additional insureds on our insurance policies, so long as our obligations are aligned with our indemnification obligations and limited to the specified insurance limits we have agreed to provide. Our blanket additional insured endorsements automatically cover any entity we are required by written contract to cover as an additional insured without the necessity of expressly naming that party. We respectfully request that the City revise Section 8(a) as follows to reflect that standard: • On line 7, replace the word "name" with "include". • On line 9, insert the following after the reference to "additional Insured(s)": o "...to the extent of the Consultant's indemnification obligations under Section 9 below and up to the required insurance coverage amount." Our company stands behind our janitorial services and regularly accepts the obligation to indemnify clients for the comparative portion of any losses, costs or damages that are caused by the negligent acts or omissions of our personnel in the performance of janitorial services under client agreements. Our standard business terms also include a disclaimer of consequential damages. We respectfully request that the City revise Section 9 as follows to reflect that standard: • On line 6, replace the phrase "arising out of, relating to or pertaining to" with the phrase "to the extent caused by". • On line 10, replace the phrase "arising from the sole' with the phrase "to the extent caused by the". • Insert the following as the last sentence: o "Anything to the contrary notwithstanding, under no circumstances will Consultant be liable to any indemnified party for consequential, incidental, indirect or punitive damages, or for lost profits." We respectfully request that the City revise Section 15 to give the Consultant the reciprocal right to terminate the Agreement for convenience on ninety (90) days' prior written notice. We respectfully request that the City revise the Agreement to add a standard, mutually beneficial force majeure provision. ALLIED UNIVERSAL JANITORIAL SERVICES _ 25113-39 e� Page 7 FIRM AND TEAM EXPERIENCE Allied Universal is uniquely capable and personally committed to delivering exceptional quality service to exceed your expectations. Universal Building Maintenance, LLC dba Allied Universal Janitorial Services is a California Limited Liability Company established in 1965, with headquarters in the City of Santa Ana. In 2008, Allied Universal relaunched the janitorial division and now services over 1,000 clients and employs 3,300 cleaning professionals. Allied Universal's services over 100 million square feet of high rise office; government facilities; corporate campuses; educational institutions; office buildings; and dozens of LEED certified buildings throughout California, Arizona, and Nevada. Our vast knowledge is invaluable to a seamless transition and immediate enhancement of services for the City of Santa Ana. Allied Universal started in Southern California and proudly serves all counties with exceptional cleaning to its local client base. We would be honored to provide our services to the community leaders, members, and visitors who come to the City of Santa Ana. The Allied Universal team has thoroughly reviewed and analyzed the criteria required within RFP 19-074, RFP for Janitorial Services at Various City Locations. Allied Universal has a full understanding of the scope of work and expectations. With over 11 years of experience working with multiple government agencies throughout Southern California, our enclosed proposal has been customized to provide the City of Santa Ana with a blueprint to ensure cost effective solutions tied with an unparalleled level of service. Additionally, Allied Universal will not utilize any subcontractors or sub -consultants for any work awarded out of this RFP. Key Personnel We attribute our continued success to the ongoing development and retention of our management team. This aspect sets us apart from our competition. All of our managers and supervisors have over 100 years of combined experience within the building maintenance industry and have a reputation for providing outstanding customer service. Mark Olivas - President Mr. Olives has been in the janitorial industry for over 25 years and is very familiar with all aspects of the West Coast market. His vast experiences in the industry have provided him with the knowledge to overcome any cleaning issue, labor management problem, and safety matter that may affect the janitorial industry. He served as the Managing Director for OneSource and „ianaged over 120 million square feet and revenues in excess of $160 million a year. The industry has changed in large part because of the initiative and creative imagination that Mr. Olivas has delivered to the industry. Mr. Olivas' hands on management style and inter personal relationships have made Allied Universal Janitorial Services an organization that attracts the top management talent in the market. Mr. Olives started his career in the janitorial industry after serving in the US Army for over 8 years as a Non Commissioned Officer. In 1991, Mark completed his commitment to the Army and began working as an area supervisor for Commercial Building Maintenance in the City of Commerce. Mr. Olivas then became one of the youngest Operations Managers in Los Angeles and was also one of the youngest Branch Managers to work for ISS after the acquisition of Commercial Building Maintenance. Several years later Mark was promoted to Senior Branch Manager and then Vice President of OneSource. Mark educated himself in all facets of the janitorial business and soon found his role as Managing Director for the West Coast of the 2nd largest janitorial company in the United States. ALLIED UNIVERSAL JANITORIAL SERVICES 25B-40 _ Page Mark is very well regarded within the industry because of his ground level experience and the personal attention he paid to everyone that he has partnered within the high rise market, office park complex, business improvement district and industrial office environments. Mark understands the value of commitment to customer service and serving his employees. Mark is an active member of BOMA, IREM and sat on the Associate Leadership Council for BOMA in Los Angeles. na.vin Samaha — Vice President Sales Mr. Samaha has been with Allied Universal since the relaunching ofthejanitorial division in January 2008. Prior to joining the Allied Universal's Executive Team, Devin was first exposed to the janitorial industry when he worked for one of the nation's largest janitorial distributor in the Western United States. While there, he trained janitors, executive housekeepers for major hotels, and maintenance contractors on proper cleaning techniques, proper use of cleaning chemicals and the use of all cleaning equipment. Devin furthered his career when he joined Collins and Aikman Floorcoverings, where he sold commercial carpet to property managers, architecture and design firms, and end users, focusing on the commercial office vertical market. This is where he was first exposed to Leadership in Energy and Environmental Design, better known as LEED. Since C&A leads the carpet industry in environmental sustainability, he was provided extensive training in "green". Devin then left C&A to join the Commercial Real Estate industry where he worked for a business bank and helped business owner's secure financing for the purchase of their office buildings. Devin worked in this industry for next 8 years until joining the Allied Universal Janitorial Services Executive team. Mr. Samaha holds a Bachelor's Degree in Business Administration from the University of San Diego, where he played soccer for 4 years, including a trip to the NCAA Division I "Sweet Sixteen" his senior year. Zafael Sorto - Regional Vice President— Orange CountV Rafael Sorto has been in the janitorial industry for more than 30 years. During his tenure, he has acquired unsurpassed knowledge and experience in all aspects of the service industry. Truly beginning his career from the ground floor, Mr. Sorto learned the business as a day porter and was soon discovered as a true talent in the market place. Through education and experience, Mr. Sorto has held positions such as Area Manager, Operations Manager, Project Manager, District Manager, Director of Operations, Senior District Manager and Vice President of Operations. Mr. Sorto was employed by ISS/OneSource for over 20 years and was involved in the acquisitions of Benco, Flagship Doral, Commercial Cleaning, Ogden Allied and Universal Building Maintenance. He then moved to DIMS Facility Services in 2000 as Vice -President of Operations for the Orange County and Inland Empire areas. Mr. Sorto is an active member of the Orange County chapters of BOMA, IREM, and IFMA. He has served on the board of Casita de San Jose, Assistant Coach of Basketball (NJB), as well as Scoutmaster for the Boy Scouts of America. Mr. Sorto holds degrees in Information Systems, Paralegal Studies, and Spanish. Ramon Acosta — Branch Manager With 20 years of experience in the janitorial industry, Ramon Acosta has proven to go above and beyond earning him building of the year and outstanding client reviews. Ramon first began as a night project manager at Park Place in Orange County, managing 2.2 million sq. ft. and supervising over 65 employees. Years later, Ramon began his journey with the Irvine Company for six years, eventually becoming a project manager at the Staples Center in Los Angeles for two years. ALLIED UNIVERSAL JANITORIAL SERVICES 25B-41 Page Mr. Acosta joined Allied Universal Janitorial Services in 2008, as an Account Executive, managing over 10 buildings, totaling approx. 2.5 million square feet throughout Orange County. Ramon was recently promoted to Branch Manager, where he assists Rafael Sorto by managing the Inland Empire and North Orange County projects. Ramon continues to build great partnerships with both clients and fellow employees in his new role. 4rt Carrion — Account Executive Art started his career in 2010 with Universal Protection Service as a guard based in Orange County. He excelled in customer service and interaction with homeowners. Art wanted to grow in his career and pursued a position as an Account Executive with Allied Universal Janitorial Services in 2012. Mr. Carrion completed Allied Universal's "It's All About U" Customer Service raining program upon his arrival and has been instrumental in Allied Universal's CIMS Green Building Certification. Art currently oversees approx. 2 million sf of office, corporate campus, and medical office buildings. He currently oversees all aspects of his accounts including managing payroll, supply orders, quality control inspections, and has direct interaction with tenants and property managers. Art has a "hands-on" approach and ensures that all special projects are completed to his clients' satisfaction. Jaime Velazquez — Area ManaoerlDav Porter Supervisor Mr. Velazquez started his career in the janitorial industry in 1996 as a route waxer with American Building Maintenance. Jaime continued as a route waxer when he moved to Janico in 2000. After working the night shift for over eight years, Jaime took an opportunity with Merchants Building Maintenance in 2004 as a Day Porter Supervisor and Project Manager for the City of Anaheim. In 2008, Jaime joined Allied Universal Janitorial Services as a Night Area Manager, overseeing approx. 1.2 million square feet of nightly office building cleaning. He has since been promoted to Day Area Manager, overseeing all day porter operations for Allied Universal's Orange County Branch. Jaime ensures that all day porter absences are filled with qualified employees and provides onsite training for new accounts. Joel Feeser — Sales & Marketing Manager Mr. Feeser graduated from Chapman University with a Business Administration degree and began his career as an Account Manager for Performance Marketing Group. Joel worked closely with buyers at Long's Drugstores to manage their ROI for refrigerated and frozen food products. Joel pursued his automotive passion and went to work for Mercedes-Benz of Anaheim Hills in their Marketing Department. He oversaw remarketing efforts ru prior leasing clients and was quickly promoted to a sales position. Mr. Feeser then took a position as an inside sales territory manager with Landscape Communications, a nationwide publisher of 13213 magazines for the landscape industry. It was in this role that Joel was first introduced to LEED in landscaping and environmental sustainability. Mr. Feeser joined Allied Universal Janitorial Services in 2010 as Sales & Marketing Manager for the greater Los Angeles area. Joel believes in building long term relationships with his clients and prospects. He serves on committees for IREM LA, BOMA Greater LA, and BOMA Orange County. Joel was also instrumental in Allied Universal's recent CIMS Green Building Certification. In preparation for the potential award of any districts for the City of Santa Ana, Allied Universal is proud to present Hector Aguirre as the proposed Project Manager, Mr. Aguirre's bio is provided below. ALLIED UNIVERSAL JANITORIAL SERVICES 25B-42 s Page 10 HECTOR AGUIRRE Allied Universal Janitorial Services Project Manager — Pacific Life 2011 -Present 1815 E Wilshire Blvd. #912 Santa Ana, CA 92705 • Customer relations and clients request • Supervise about 19 employees (night crew & day porters) • Keep budgets for all labor and supplies. • Schedule Utility work for about 2 floor care specialists such as floor waxing, Carpet shampooing, • Window cleaning and any special request • Coordinates payroll time cards for all employees • Quality control inspections • Purchase all paper supplies and chemicals Empire Maintenance Co, Inc. Area Supervisor 1215 Red Gum #B Ave Anaheim, CA 92806 2005 - 2011 • Customer relations and clients request • Run the day to day Operations for about 10 employees • Supervise about 80 employees (night crew) • Keep budgets for all labor and supplies. • Schedule Utility work for about 2 crews such as floor waxing, Carpet shampooing, • Window cleaning and any special request • Coordinates payroll time cards for all employees • Quality control inspections • Purchase all paper supplies and chemicals Diversified Maintenance Services Buildings Supervisor 2002 - 2005 145 Pasadena Ave. South Pasadena, CA.91030 • Run the operations for Equity Building Services • Customer relations and clients request • Supervise about 2.5 million square feet • Supervise about 55 employees • Keep budgets for all labor and supplies • Quality control inspections • Coordinated payroll time cards for about 60 employees • Purchase all paper supplies and chemicals • Schedule Utility work for a crew such as floor waxing, Carpet shampooing, Window Cleaning or any special request Certified Maintenance Area Supervisor 2267 East Washington Ave. Pasadena, CA 91104 1996 - 2002 • Customer relations and clients request • Run the day to day Operations for about 15 employees • Supervise about 90 employees (night crew) • Keep budgets for all labor and supplies. • Schedule Utility work for about 4 crews such: floor waxing, Carpet shampooing, • Window cleaning and any special request • Coordinated payroll time cards for all employees • Quality control inspections • Purchase all paper supplies and chemicals ALLIED UNIVERSAL JANITORIAL SERVICES 25B-43 Page 11 Merchants Building Maintenance Area Assistant & Floor Care Specialist 1990 - 1996 1190 Monterrey Pass Road Monterrey Park, CA 91754 • Support the area supervisor on quality control inspections and floor waxing • schedules, carpet cleaning and window cleaning • Supervise the utility crews (2) • Responsible for special projects • Perform stripping and waxing tile flooring, carpet cleaning extraction, bonnet or dry chem. • Window cleaning • Day porter and night porter services as required Allied Universal Janitorial Services City of Santa Ana Organizational Chart ALLIED UNIVERSAL JANITORIAL SERVICES 25B-44 Page12 UNDERSTANDINGOF D Allied Universal has over a decade of experience working with multiple government agencies throughout Southern California, including the City of Los Angeles, the City of Anaheim, and the City of Newport Beach. Local municipal agencies have unique and challenging needs when it comes to janitorial services. With the seasonality and special events held at community and senior centers, to the City Hall and Libraries that demand constant attention by both night cleaning staff and day porters, Allied Universal understands all challenges and is willing and ready to respond quickly, efficiently, and effectively. Our managers are specifically trained to focused on delivering world class service by listening to our clients' individual needs. We realize that our customer service approach is the cornerstone to our success. All of our managers go through "It's All About U"— Disney's Approach to Customer Service" training program to ensure that they provide the residents, visitors, and employees of the City of Santa Ana with the best service and client experience. As you know, communication is paramount to providing exceptional janitorial service. With most of our services performed at night, it is extremely important to have all lines of communication open at all hours between our cleaning professionals, supervisors, senior management, and the City of Santa Ana facilities team. Allied Universal will assign one single point of contact, a Project Manager, to maximize efficiency and provide timely response for any request from the City. The Project Manager will provide seamless communication regarding both night janitorial cleaning or day porter service. Additionally, all key personnel, including various night cleaners, will be equipped with smartphones so that any facilities contacts can get in touch with us 24/7. We also provide a toll free customer service center (877) 826-1965 that will connect you with our management within minutes. Communication and feedback from our clients is essential to a successful partnership. Account Managers and Area Supervisors will schedule routine inspections based on each buildings' needs to ensure both expectations and scope of work services are exceeded. These combined efforts translate into a premier cleaning program tailored for the City of Santa Ana. OPERATING HIGHLIGHTS Allied Universal will implement the following to ensure the janitorial program exceeds the City's expectations for service and quality: Proactive Management • Deliver a local management team based in the City of Santa Ana with outstanding and experienced personnel. Transparent Communication • Open communication provides the foundation for a true partnership through 24 hours a day availability. Our team will also schedule formal Quarterly Business Reviews (QBRs) to allow both Allied Universal and the City of Santa Ana to stay current on service levels and inspection ratings. Training and Development • Provide comprehensive 7 Steps to Success"training program as well as bi-monthly safety training meetings to ensure all employees and fully capable of completing all tasks outlined in Attachment 1 — Scope of Work. The training program introduces and reinforces Allied ALLIED UNIVERSAL JANITORIAL SERVICES 25B-45 Page13 Universal's unique culture of high quality and phenomenal service, as well as a detailed review of the scope of work. Quality Assurance Technology — CleanTelligent • Utilize CleanTelligent, a cloud -based inspection and periodic scheduling program that stores project's unique specifications, floor work frequencies, and validation of services. Cleaning Innovations ® Provide latest cleaning innovations in the industry including the Dual Bucket Mopping System that separates clean water from dirty water when wet mopping floors, and the DoodleScrub, which is a mini -scrubber that is able to operate in hard -to -reach spaces. Transition and Start -Up Ensure a seamless transition of services through regular meetings, site visits, detailed checklists, and accountability through entire process to meet all local and California state requirements. Mission & Vision Allied Universal is a dynamic, progressive, quality conscious, client focused janitorial company with an on- going commitment to professional and personalized service. No matter what the type of project, our experienced team is able to excel in all situations and have an environmentally -preferable cleaning solution for YOU. Allied Universal is focused on delivering world class service by listening to your needs. We realize that our customer service approach is cornerstone to our success. Our Promise The Allied Universal promise is our unrelenting focus on your success; to be "There for you" so that you can: • Achieve your goals • Maximize ROI for the City of Santa Ana • Enhance the appearance and image for the City • Provide environmentally preferable and sustainable buildings Allied Universal's clients feel confident that they have a partner who truly understands their needs and aspirations. Through our leading services, systems and solutions... Allied Universal is "There for you". Core Values Our primary goal is to achieve a long-term relationship with our clients by being the best equipped janitorial company to plan, implement, and properly supervise all of our accounts. Our Core Values help us achieve this by being: United as a Team: • Communicate clearly and effectively with clients and colleagues • Work collaboratively to perform your daily responsibilities at the highest level • Help each other to address problems that arise ALLIED UNIVERSAL JANITORIAL SERVICES 25B-46 �v--�Page 14 Nimble, Fast, Responsive: Y Be responsive to co-workers' and clients' requests • Be solutions oriented Client Focused: • Maintain a friendly and professional demeanor • Know your responsibilities and execute on them professionally Think about how your actions impact our clients Be there for our clients Obsessively Focused on Results: • Understand client needs • Strive for excellence • Be neat and professional in appearance • Commit to creating a great client experience Efficient and Effective: • Report to work on time • Focus every day on improvements • Improve yourself through learning • Keep doing the right things TRADE ASSOCIATIONS: • Building Owners and Managers Association • International Facility Managers Association • Institute of Real Estate Management • National Association of Industrial and Office Properties BOMA IFMA ]REM NAIOP Expected California State Minimum Wage Increases The upcoming scheduled increases in the State of California Minimum Wage must be considered when providing pricing for a 3-year contract. As such, Allied Universal has provided pricing based on blended pay rates with a contract start date of November 2019, to ensure conformance to state regulations. ALLIED UNIVERSAL JANITORIAL SERVICES �25B-47 �' Page 15 RELEVANT PROJECT EXPERIENCE 1. City of Anaheim Allied Universal was awarded the contract for janitorial services in April 2013 to present. The City of Anaheim contract includes all Citywide Buildings for a total of 48 buildings, seven museums, a 108,000 sq. ft. city hall building, twelve fire stations, six police station locations, and various community and youth centers with one locations located inside Disneyland. The total cleaning area for the project is approx. 900,000 square feet. Allied Universal's contract includes a full time Project Manager who oversees and acts as its representative in all aspects of executing the contract. Included in the contract are all consumables, which is also directly managed by the Project Manager. With over 25 employees directly related in the cleaning of the contract, Allied Universal provides an array of full service janitorial cleaning including night and day cleaning services; wood gym floor care; pressure washing; day porter services; window washing; carpet cleaning; etc. City of Anaheim 955 S. Melrose St. MS #19 Anaheim, CA 92805 Teresa Cole — Operations Contract Specialist (714) 765-6879 2. City of Newport Beach Allied Universal was awarded the contract for janitorial services in October 2018 to present. The City of Newport Beach contract includes a total of 22 buildings, with four libraries, City Civic Center building, ten community centers, one police station, a corporate yard, and a science center. various community and youth centers with one locations located inside Disneyland. The total cleaning area for the project is approx. 360,000 square feet. Allied Universal's contract includes a full time Project Manager who oversees and acts as its representative in all aspects of executing the contract. With over 13 employees directly related in the cleaning of the contract, Allied Universal provides an array of full service janitorial cleaning including night and day cleaning services; window washing, hard floor surface refinishing, day porter services; carpet cleaning; etc. City of Newport Beach 100 Civic Center Drive Newport Beach, CA 92660 Anthony Nguyen —Purchasing Agent (949) 644-3080 3. City of Los Angeles Allied Universal was awarded the contract for janitorial services in October 2018 to present. The City of Los Angeles contract includes 2 separate districts within the City, East Los Angeles and South Los Angeles. The contract includes a total of over 70.buildings, including numerous libraries, maintenance yards, public work locations, administrative office buildings, police support offices, and community centers. The total cleaning area for the project is approx. 1 million square feet. Allied Universal's contract includes a full time Project Manager who oversees and acts as its representative in all aspects of executing the contract. Included in the contract are all ALLIED UNIVERSAL JANITORIAL SERVICES 25B-48 Page16 restroom consumable supplies, which is also directly managed by the Project Manager. With over 70 employees directly related in the cleaning of the contract, Allied Universal provides an array of full service janitorial cleaning including night and day cleaning services; window washing, hard floor surface refinishing, day porter services; carpet cleaning; pressure washing; etc. City of Los Angeles Department of General Services Custodial Services Division (MS 508) 111 E. 1s' Street, Room 501 Los Angeles, CA 90012 Elvia Garcia, Management Assistant (213) 978-0052 4. CBRE — City of Los Angeles, Public Works Building Allied Universal was awarded the Public Works Building Los Angeles in August 2008 to present. The building is approx. 600,000 square feet of multi -tenant office space for the Los Angeles Department of Public Works, Los Angeles Police Department administrative and detective offices, a forensic lab, and The Los Angeles Bureau of Street Lighting. Allied Universal provides an array of full service janitorial cleaning including night and day cleaning services; floor care; pressure washing; day porter services; window washing; carpet cleaning; etc. CBRE-LA Public Works 1149 S. Broadway St., Los Angeles, CA 90015 Edgar Garcia — Building Engineer (213) 847-2161 5. City of Burbank Allied Universal was awarded the contract for the City of Burbank's janitorial services in June 2013 and re -awarded the project in 2017. The City contract includes a total of 29 buildings, with seven fire stations, City Hall, the City's Fire & Police headquarters and jail, four parks, four libraries, various public works yards, and multiple community centers. The total cleaning area for the project is approx. 600,000 square feet. Allied Universal provides an array of full service janitorial cleaning including night and day cleaning services; day porter services; window washing; carpet cleaning; marble floor care; etc. City of Burbank Public Works Dept. 124 S. Lake St. - PO Box 6459 Burbank, CA 91510-6459 Marco Henriquez- Public Works Custodial Supervisor (818) 238-3807 ALLIED UNIVERSAL JANITORIAL SERVICES 25B-49 — Page 17 REFERENCES Last Ord describe fully the coalrucis perrvnncd by your (mu Mitch ilornrns€rate your ability to prvvidc the supplies, exquiram"tit of acrviws incladed on tha scope oribe perusal speclf color . The City rtwws the right to contact eachof the references listed Par uldiflonul Irsfurmatiom regardrutiyour flutn's qualittcations ('w,msmcr Non= City 01 Anaheifil 955 S. Melrose St. ti!1.S* 19 Anaheim, CA Contract Amount; j1.,jn1ilkrLqnTivallv act tva3iosdaeai: Teresa Cole phone Nuntbcr. (714) 165-6879 lracsmitoNumbcr; tale anahe3r gt nnall Yt= 2013 - Present taxseriptinn aroEsupp€iet:, enIniptttc�tt, ar sssvi�s prus7a€ed, lantturtal services proindeci at (48) buildings ntpivide, tnctuding tiny Hall, community centers= polite, central u_ �uartcrs�,e-€c, Hisfewce CuswierNAmet Ct€yofNew D4Ikach Address; 100 CtsIc Center Drive. . letvtenrt Bem[h, CA C'riaaraart Ammurr S62.5,Urt9 annua _ Doseriptlanofsupplier, equi r. or strykes pmvidouk CiaMA4N titctlu6dum3:: Anthony t4en bniscAtunttcr. (s49)614-30on _. PncahnibiNumber: 2ggTngov%ryortbeathca.guvtaetnatl7 Year, 2718-Present lartitortaisert�te�tcrvtdcdatt237s[ten,tuctudtn�C7vtrc.entee;cuasmiunttvicenten Peltmstounn ithrzat�, Cwstonncr�'atnet Gtt�o€fosAnSttles Acidnesa; c.nvTnalt Souuth. Ill E ist Si. Rm 501 etas kngeeles,.CA Carnta t tnahvtidual, ElvnGarga lrilowt+wube£1 rorrdirnk- Numbec_elvt, ,beta attrr.org(email) Canhact Ammar SL9 motion annually Year:. 2W - Present Dc4criptirm of suppli N, veluipmcera, or sercievs PmAiW lannartai sesvtrespuavtdeda[ [7tI31ecattats tha•uu* flut €aa-# � 5autb Les Angeles, mciudt�'i�hrartes,. nnstotenance )ards,conxmuntty centers, admintstrataon butldtn, etc. ALLIED UNIVERSAL JANITORIAL SERVICES 25B-50 Page18 SCOPE OF SERVICES & SCHEDULE Allied Universal has extensive experience providing cleaning services to municipal agencies throughout Southern California. Long hours and considerable planning are required to not only plan, start, but also continue to provide phenomenal cleaning services day after day. Allied Universal prides itself in smooth transitions as we begin new accounts. Our entire team goes to great lengths to ensure a smooth transition. With the size of the City of Santa Ana potential account, the transition process will begin at least 30 days prior to the start date of service. Details of the contract are reviewed upon award of services, and a startup team is placed in motion. STRATEGIC HIRING PLAN Step 1) Outreach to Affected Current Contractor Employees The first stage of Allied Universal's hiring plan is to reach out to the employees from the previous contract in accordance with the Service Contract Worker Retention Ordinance. We will organize multiple "Meet & Greet" days at our office in Santa Ana so that affected employees can meet our management team, pick up an application, and understand the mission and values of the company. This Meet & Greet is our first opportunity to make a good impression with all of the employees, especially since many of these people may be concerned about the status of their employment. During this time, our team will review the background check requirements, the company's policies and procedures, and review Allied Universal's 7-Steps to Success training program. The management team will compile a list of detailed notes on each prospective employee, ensuring that contact is made with all current employee and ensure that everyone is offered a position. Step 2) Interview Process Once it becomes apparent that additional staff will be needed, either because a current employee will not be joining Allied Universal or another circumstance, we will engage our recruiting department to assist with the staffing needs. In addition to the dozens of current applications that receive weekly, our team also will utilize specialized employment advertisements posted on both Monster.com and CraigsList.com. Allied Universal's Human Resources Department has a team of full time recruiters who have a pipeline of dozens of qualified cleaning professionals to access when awarded new accounts. This pipeline allows us to quickly staff positions for the City of Santa Ana with new employees and/or fill a temporary position if an employee is sick or on vacation. Allied Universal's recruiters also have an excellent working relationship with local resource centers. Our sister company, Allied Universal Security Services, currently works closely with the thee City of Santa Ana. Our team will continue to leverage those relationships to provide a qualified and talented workforce for the City. Contingency Plan Due to the size and scope of this work, Allied Universal will create two different pools of potential employees as we prepare for the start of the contract. The first pool will be those employees who are retained from the current contract. The second pool of potential employees will be created through the recruiting efforts. The second contingency pool will consist of between 7-10 cleaners, who will go through the entire hiring process as if they will be working on "day one" with the City of Santa Ana. These people will be cross trained at different types of buildings to ensure that we have a solid on -call group of employees who can be called upon at a moment's notice to either ALLIED UNIVERSAL JANITORIAL SERVICES 25B-51 Page 19 cover for illness/absence, or if/when someone quits. The City of Santa Ana "On -Call" list will be pared down 60 days after award of contract and will include approx. 4-6 employees. The list will be kept up to date by the Project Manager and managed by our administrative team at our Santa Ana location. Step 3) Engage — Hiring Process Regardless of whether we are hiring a new employee or transitioning a current City of Santa Ana professional cleaning employee over to our team, every candidate fills out an application for employment with our Human Resource Department. Once an application is completed, our Human Resource department does a complete pre -employment screening of all prospective employees that includes: Employment eligibility — 1-9 Verification • Employment background check • Drug testing • Reference and previous employment check • Fingerprint Background Check for Sensitive Areas — As required by the RFP. Step 4) Development of Employees — Training Program Our management team will begin with a strong Project Manager, Hector Aguirre (resume provided in Key Personnel Section). He, along with a dedicated Night Supervisor, will provide supervision for both the day cleaning and night cleaning operations. All staff, regardless of if they are employed by the current contractor or would be new to the City of Santa Ana facilities, would complete our 7-Steps To Success Training program before starting work at any City facilities. After each team member is trained, given high quality uniforms, and then receive on-the-job training by our experienced managers. All resources, including equipment and supplies as well as additional staffing, will be dedicated to the City of Santa Ana to ensure a smooth transition in service providers and guarantee that all shifts are fully covered. Step One: Introduction to Allied Universal Culture & Customer Service ✓ The History of Allied Universal Janitorial Services ✓ Allied Universal Mission and Value Proposition to its Clients ✓ U GreenTM: Our Commitment to the Environment ✓ Allied Universal's Customer Service Standards ✓ It's all About U: Disney's Approach to Customer Service and Cleaning ALLIED UNIVERSAL JANITORIAL SERVICES 25B-52-._._______._._v____�_�_. Page20 0 Step Two: Cleaning 101 — Cleaning Basics and Demonstration of Tools and Products ✓ Pro -Team HEPA Vacuum Program ✓ Easy Trap Floor Dust Mopping System ✓ Double Barrel Trash System, Including Desk Side or Central Location Pick -Ups ✓ Micro Fiber Technology ✓ Waxie Solsta Green Seal Certified Cleaning Products (Bio-Based Products) ✓ Documentation Procedures for Green Cleaning Processes ✓ U GreenTM Cleaning Process with Green Cleaning Tools and Supplies 0 Step Three: Computer Based Training & Testing ✓ Easily schedule employee training ✓ Tests employees to ensure competency ✓ Tracks and maintains employee training records ✓ Produces reports that document training activities ✓ Provides user-friendly features for customized courses • Step Four: Allied Universal Video Training Series This series of videos includes comprehensive training on common, must -know cleaning and maintenance tasks: ✓ Hard Floor Care ✓ Carpet Care ✓ Restroom Care ✓ Waxie Solsta System — Portable Dilution Control System ✓ Each video teaches the "why" and "how to" of procedures and practices. They are all available in English and Spanish, with easy -to -use sections for classroom or instruction -led training. • Step Five: On-line Emergency Response Training & Testing ✓ Ensures our Janitorial Professionals are Familiar with the Building's Emergency Evacuation and Response Plan ✓ Training in Both English and Spanish ✓ Emergency training in Fire, Earthquakes, Bomb Threats, Hazardous Material Spills, Elevator Entrapments, Power Failure, Workplace Violence and Severe Weather ✓ Unlimited Viewing and Printing ✓ Fire Department —Approved • Step Six: Site Specific Training ✓ Eight Hour Orientation (Prior to On -Site Training) ✓ Equipment, Supply and Usage ✓ Site Specific Training with U GreenTU Processes and Procedures ✓ Safety Training on Chemical Usage, How to Read the SIDS Sheets, Preventing Injuries with Equipment, First -Aid Procedures and Liability ✓ Workers Compensation (Safety Incentive) Program ✓ Emergency Evacuation Protocols and Procedures ✓ Administrative Processes and Procedures for Work Orders, Key Policies, etc. ✓ Communication Procedures to report any issues that may arise • Step Seven: CleanTelligent Quality Assurance Program — Bi-Monthly and Quarterly Training Meetings Step 5) Achieve - Performance of Scope of Work Although simple in its definition, this is unfortunately the reason that many government agencies go through a Janitorial Services RFP process — the current service provider is not performing to the standards set forth in the scope of work. Allied Universal's managers understand the ALLIED UNIVERSAL JAN ITO RIAL SERVICES 25B-53 Page21 importance of performing day -in and day -out. Our company and its cleaning professionals are judged based on the work they perform each and every day. With the right employees who are properly trained, provided the necessary tools and equipment, and give experienced supervisors who understand the needs of the City's buildings, Allied Universal will perform to the City of Santa Ana's expectations. Transition Timeline TRANSITION CHART 30+DAYS 21+DAYS 15+DAYS S+DAYS ➢ Ajob number is assigned by our ➢ A meeting is scheduled with Contract ➢ Project manager begins collecting all ➢ Project manager confirms delivery of billing department, and all pertinent Administratorto obtain permission to necessary data from each building and supplies billing Information Is received in order schedule walks of all awarded building, compiles a priorities I.st, which will be to ensure accurate invoicing introduce Company personnel to incorporated into the Account building contacts and discuss transfer Operations Manual of keys, hot button issues, etc. ➢ A billing review meeting is scheduled ➢ Project manager orders equipment, ➢ Allied Universal Operations Team ➢ Project manager approves lists of with City of Santa Ana Contract tools, chemicals and any othersupplles tours the buildings toprioritize tasks individuals assigned to each building to Administrator for accuracy needed for start and determine workstations ensure all employment paperwork is completed and all shifts are covered ➢ Project Manager is assigned to ➢ Project manager creates a monthly ➢ Allied Universal Operations Team ➢ Project manager and Regional Vice account schedule of periodic tasks schedules a meetings to finalize the President meetto review all priorities strategy forthe transition plan and discuss special needs toensure all tasks are completed ➢ Project Manager receives all labor, ➢ Project manager coordinates weekly ➢ Administrative team will setupthe ➢ If needed, schedule last billing equipment and chemical & tool budgets training classes with new employees to buildings in the automated work order meeting to ensure all pricingand discuss service procedures and usage system. special work are included in contract. of chemicals, tools and equipment as well as addressing company standards ➢ Project ma nager coordinates with ➢ Project manager determines with ➢ Project manager reviews cleaning ➢ One day prior to start-up (Dr as Regional VP of Operations to oversee Contract Administratorthe service specifications and special requests per scheduled), service employee screening process and priorities In order to recognize high building, and begins to schedule out all representative/operations manager, provides daily updates on employees Impact services to be completed during utility/periodic work (if required) picks up keys and access cards. who will be assigned to the project the first week(s) ➢ Contracts are issued and reviewed by ➢ Project manager provides daily ➢ Space planning for all storage of legal updates regarding employee labor equipment, chemicals and supplies is pools and staffing accomplishments per determined and completed project ➢ Project Manager, along with night area managers and Regional Vice President will meet to review Start Day Strategy ALLIED UNIVERSAL JANITORIAL SERVICES 25B-54 Page22 TRANSITION CHART erkaf Y Regional Vice President Project Y Project Manager begins impactions, > A performahne review meeting is > A Performance mvie eating is > A performance review meeting is manager, operations managers as well receives feedbackon service scheduled with Contract Administrator scheduled with Contract Administrator scheduled with Contact Administrator as night area supervisor arrive attire and City of5ants Ana staff to follow-up to address and review all service Issues to discuss operating procedures as well project on any service Issues that might require and procedures as to determine the progress an our adjusting periodic tasks Y Employees are grouped and directed Y Project Manager meets with contract ➢ Project Manager Informs Contact ➢ Weekly Inspections are scheduled to their workstations Administrator to review any Administrator on progress of periodic and performed by Project manager, requests/calls, which might have taken task completion company executives and any place in the morning designated property management staff Y Regional Vice President, Branch Y A service meeting is scheduled to > Ongoing monthly meetings are Manager, and Project manager assess the effectiveness of the scheduled to maintain open lines of constantly review and inspect all work transition plan and any corrections are communication being performed, submitting the Nightly discussed and implemented Closing Report for each property for Contact Administrator to review ➢ Project Manager visits the build) ngs on a de lly basis W monitor progress Step 6) Verify - Quality Control & Assurance Allied Universal provides an industry -leading quality assurance program. It begins with a well - trained, stable and reliable work force. This allows for consistent job performance and a low turnover rate. Allied Universal's Quality Assurance plan was written to ensure cleaning professionals are not only meeting, but exceeding service expectations. It also allows our managers to identify and address any service areas that need improvement before they become "service issues". We will initiate a proactive quality control plan with on -site visits from our management team. Supervision is a key element to an effective quality assurance program. Inspection visits will be announced as well as unannounced (where permitted). The City's dedicated Project Manager and the night area manager will initiate weekly inspections during the transition phase to ensure that the team has a "baseline' of established cleaning levels. Once commencement of the contract, inspections will be performed at a minimum of once per week; however, the frequency of the visits may increase if necessary to ensure service delivery. At the beginning of each month, our managers will conduct monthly meetings with the night crews. These meetings will be led by Allied Universal management and will consist of a recap of the previous month's performance. We will highlight the crew's successes as well as address any areas that need improvement. We will periodically bring in dinner for larger crews and hand out awards for good performance (see Employee Recognition section). Allied Universal will schedule QBRs (Quarterly Business Review) with the City's Facilities team, along with any additional contract stakeholders, and the Allied Universal Executive Team. In these meetings, we will review the following in detail: what has transpired in the quarter, what issues we had, how we addressed those issues, who on the team received awards during the quarter, what steps have been taken to further train and develop the crew, and set goals for the upcoming quarter. Allied Universal's quality inspection team will utilize CleanTelligent, a cloud -based inspection program that enables us to conduct inspections and provide accurate and precise data based on ALLIED UNIVERSAL JANITORIAL SERVICES 25B-55 Page23 the City's specific scope of work. Allied Universal has included details of the Clea.nTelligent program and the benefits of its reporting capability. We invite you to request a demonstration of the program to understand how this program will benefit the City of Santa Ana. CLEANTELLIGENT t cllleor C�arrTElligenf ,„ Bow Scheduling of Periodic Work ♦ Detailed job schedules ensure that all services are completed as promised. Floor Care/Carpet Cleaning Schedule Job Schedule - Project Manager SACK 0 NOVEMBER 2016 Mnal, week oar s°GGNFIC-0RESERVIf,ES (J CHrWGE PO51ilON TYPE vA��E}'ENi 11 2'. 31i 4 ___ I Br 7, 8;, 9 i0 111 12 ......... ...... •. . �.�... j In '. 18.... ......... is -.-...... 1 Mmrihly 2nd Week Per adm Work l ....... 2P......_...._ 21 22. '_....... X3 ' Gorden _ 16DI CWarl'eld 610. 26! I 11114)16600k :-fi1191iG 690"n ___ I 11-AAuIll bthoo,I*ashlnddnad 11 __ ' - 27: 23 29 39 � and left in a clean Condition as often as Reassert. 1 = and not less than once per month. 2. Baseboards are to bewpedwad, alreated dust - __._._._____ ______ loth afisr vesuoming. `- 3 Hanl Sudacod Fli are to be vompletely slnppsddvrvntolhebare!luor surface ....... ny '. eaeli ALLIED UNIVERSAL JANITORIAL SERVICES 25B-56 Page24 EMPLOYEE RECOGNITION We recognize that our employees are the key to our success. As such, we acknowledge their outstanding performance and achievements throughout the year in several ways: EMPLOYEE BENEFITS Allied Universal Janitorial Services offers comprehensive health benefits to all employees working 30+ hours per week. Qualifying employees can take advantage of the following benefits offered. Medical Allied Universal Janitorial Services offers two levels of ACA compliant medical plans through The Boon Group for employees and their eligible dependent. The cost of coverage for the qualifying mandated plan, the "MVP Silver Plan" option, is 9.5% of gross pay per pay period for individual coverage. Qualified employees are eligible to enroll in health insurance on the first of the month following 60 days of employment. Dental & Vision Allied Universal offers employees and their eligible dependents two types of voluntary dental plans as well as a full service vision plan to ensure that all aspects of health coverage are included in their benefits package. Employee Assistance Program All employees are eligible to participate in our Employee Assistance Program at no cost to them. They may contact a qualified counselor 24/7 to assist with any type of individual or family problems, including financial issues, marital counseling, childcare or dependent counseling issues, substance abuse issues within the family, or any other type of problem that may distract the employee from performing at his or her best. Retirement Plan We provide full time employees with 6 months of continuous service the opportunity to save for their retirement on a pre-tax or Roth basis through our 401(k) retirement plan. Mass Mutual administers this benefit and there is a menu of investment options available. Open enrollment is generally conducted two times a year and details about the program are provided to the employee when they become eligible. Holidays Allied Universal and its employees observe the following eight (8) holidays: • New Year's Day • Presidents Day • Memorial Day • Independence Day • Labor Day • Thanksgiving Day • The day after Thanksgiving • Christmas Day ALLIED UNIVERSAL JANITORIAL SERVICES 25B-57 Page25 GREEN CLEANING PROGRAM Allied Universal Janitorial Services understands the importance of first impressions, and wants your company to succeed on every level. Every building we clean is done in an environmentally WA - preferred way, utilizing green cleaning processes, chemicals and equipment. Our commitment to the environment cuts down on C I m4s waste and advocates a healthy workplace, which saves yourraTls �Eo business money. We are a proud member of the U.S. Green GB Building Council and recently received CIMS - Green Building Certification. The International Sanitary Supply (ISSA) awarded Allied Universal the highest honor you can achieve in the cleaning industry, CIMS - Green Building Certification. This honor is very hard to achieve and there are less than 200 maintenance contractors in the country that have achieved this award. To achieve certification, our organization went through a comprehensive assessment and we had to demonstrate first hand compliance of the CIMS elements. All CIMS assessments are performed by an ISSA-accredited third party assessor. The assessor reviews written documentation supporting compliance with the requirements described in CIMS' five core sections and conducts a comprehensive on -site review of the applicant's systems, processes and documentation to ensure compliance. The assessor also visits individual customer accounts or locations to ensure that the organization's activities are consistent with the documented systems and processes. Compliance with the standard shows that a cleaning organization has the systems in place to deliver consistent, professional services designed to meet customer needs and expectations and is prepared to deliver a comprehensive green -cleaning program based on LEED EB green cleaning criteria. Independent, accredited assessors verify CIMS and CIMS-GB certified firms meet the industry standard for: 1. Quality systems 2. Service delivery 3. Human resources 4. Health, safety, and environmental stewardship 5. Management commitment 6. Green Building ALLIED UNIVERSAL JANITORIAL SERVICES 25B-58 y �� Page 26 ISSA CIMS GREEN BUILDING CERTIFICATION Having undergone a comprehensive assessment of its management structure and green cleaning operations by an Independent accredited CIMS-GB assessor Allied Universal Janitorial Services is hereby CERTIFIED to the ISSA Cleaning Industry Management Standard Green Building Criteria and has successfully demonstrated a commitment to the delivery of environmentally preferable services designed to meet customer needs and expectations. This Certiflcation Is valid 12/02/2018 through 12/02/e 2020, ISSA�JohnBarrett, Executive Director ISSA ALLIED UNIVERSAL JANITORIAL SERVICES 25B-59 Page27 GREEN CLEANING EQUIPMENT LIST Allied Universal Janitorial Services provides our employees with exceptional equipment to get the job done. We believe that a well -structured training program coupled with the most technically advanced cleaning equipment produces a healthier, cleaner, and more welcoming building for your clients and employees. Allied Universal utilizes the following equipment to complete all cleaning tasks required. • ProTeam Super Coach Pro® HEPA Vacs • 3MTm Easy Trap Duster System • Waxie Floor machines, low/high-speed • Autoscrubbers • Carpet cleaning extractors (Noah/CFR) Advance upright HEPA Vacuums • 3MTm Easy Scrub Flat Mop System • Burnishers • 20 gal. Wet/Dry vacuum Pressure Washers • Brooms Wet Floor Signs • Microfiber towels Corner/grout brushes • Deck brushes Microfiber extension dusters • Floor Machine pads . Mr. Clean Magic Erasers • Mop buckets and ringers Squeegees • Trash barrels Toilet bowl brushes • Tool caddies for barrels Cotton and nylon mops • Personal Protective Equipment — Rubber gloves, eye glasses Allied Universal also provides these unique cleaning equipment, implements, and technology. DUAL BUCKET MOPPING SYSTEM The dual bucket mopping system takes floor cleaning to a new lever of clean. The system features a dual -compartment bucket to isolate dirty water from clean water, while also preserving the quality and cleaning power of cleaning solution. The system is also more ergonomic than the standard mop buckets since it divides the liquid weight, requiring less effort to empty each bucket when full. The buckets come in multiple colors to eliminate cross -contamination between general office cleaning and restrooms. UNBELIEVABLE RESTROOM CLEANER The restroom attendant will carry a deck brush and utilize Waxie's Unbelievable microorganism cleaning process. The microorganisms in the product feed on organic waste and are reactivated every time they come in contact with water. The floor cleaning will be sprayed around the base of the toilets and under the urinals to neutralize odors and deliver a better clean each and every night. Unbelievable has the following benefits: • Environmentally conscience, water based • Prevents slippery floors, no rinsing required • Eliminates odors in floor drains • 100% All Natural — Non -Toxic Rejuvenates floor appearance with repetitive use ALLIED UNIVERSAL JANITORIAL SERVICES 2513-60 Page28 DOODLESCRUB The Doodle Scrub cleans and prepares floors around stationary equipment, especially around tight to reach places like bathroom stalls, 'toilets, and in stairwells. It works great on tile and grout, VCT floors, marble, limestone, rubberized stairs, and much, much more. The Doodle Scrub weighs in at 22 Ibs and has the same weight per square inch as larger machines, but is small enough to fit in tight spaces. The motor generates 4100 rpms of power to ensure that all surfaces get cleaned efficiently. TELL THE BOSS Allied Universal has brought the janitorial industry into the 21s' century with the industry -first "Tell The Boss Customer Feedback" program. Using the latest technology and our new innovative service, Tell The Boss gathers your tenants' feedback 2417 and delivers it to you in real time. How does it work? Texting is now the most common form of communication in the world. Tell The Boss uses texting and Quick Response (QR) bar codes to send vital customer comments (in their own words) to building owners and managers. The ease and simplicity of the Tell The Boss service will enable building managers to find out what their customers think faster and more accurately than other systems used today. Up-to-the-minute data can be accessed with a simple login to your account, and comments can additionally be sent, as customers upload them, right to your mobile phone. Benefits ♦ Knowledge is wealth ♦ QR Reader & Text technology ' ♦ Increase tenant feedback ,'. ♦ Next day, unfiltered data directly from tenant you yelp•.+ ♦ Responses can be filtered by area/service ♦ Direct customer feedback to one location instead of Public Social Media outlets! *Nominal cost incurred for printing of cards. ALLIED UNIVERSAL JANITORIAL SERVICES 25B-61 Page29 R a 4y V FEE SCHEDULE a �j en ems. .6 �a m m �n n. �o •n v n on b d, n a N W � N x'1' O t� t^• l^. i`.+ l�.l c4 C- H� r � a „B ..i *C$ pp 8 ki t��pr5.. ti'i a! Lry C� h b d y rh �• M � N�Mvyyy GtiN Cv'Vi�C fV ��l C'. y, K.W N 6'4 M K tH teY V} if V9 4h b�1 MiLL N ash L+�, V,. "A iIi vi g In •st fib} Gv^f M 6w e+R yr th � «A u+ m vt Wi tr vt ire. i9 � ah ±3r a ff Lq a T 1� M tv. N w 1`�. �2f � "� W �T '� � n d t•Nt N P � � R � Lr'i xa�! o? � � p� Ci �. � tR 6�9 E5 M � VY V�i &9 � 4i ih Vi §•A � M) V�i w � A N d Yp. G Ca ti U UUUziJsn �1 -.. N rn: -r �n e� rY � .. sa .- rvL r•, .y. �n `- 7 ALLIED UNIVERSAL JANITORIAL SERVICES 25B-62 Page30 k m d / ALLIED UNIVERSAL JANITORIAL 7mCe 25B- 2 Page CERTIFICATIONS Please see the completed attached certification forms. • Attachment 3: Non -Collusion Affidavit • Attachment 4: Non -Lobbying Certification • Attachment 5: Non -Discrimination Certification • Attachment 6: Agreement Statement (included in previous section) • Attachment 7: References (included in previous section) • Attachment 8: Staffing Levels • Attachment 9: Fee Schedule • Attachment 10: Proposer's Statement • Add] Attachment: City of Santa Ana Business License • Add] Attachment: Bid & Performance Bond (included as attachment in Planetbids.com bid submission) ALLIED UNIVERSAL JANITORIAL SERVI CH 25B-64 Page32 ATTACHMENT 3 -- NON -COLLUSION AFFIDAVIT (Ilde33 United States Code Section 112 and Public Counsel Code Section 1106) To the CI fY M SANTA ANA DEPAR"UAFNT OF FUbUC WORKS In accordance with Title 23 United States Code Smiion l I and Public Contract Code 1106 the BIDDER declarer that Ute bid is not trade in the interest of, or on behalf ol; any undisclosed person, parbacit dp, company. assea is ian, organization, or corporation; Arch the bid is geuoine and nor call usivo or shorn; that the BIDDER has not dirooly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indircetly colluded, conspired, connived or agreed with city BIDDER or amyotro alse is put in a shain bid, or that anyone shall refrain tram Melding, that the BIDDER: has not tit any manner, directly or indirectly, soughs by agreement, or conferencewills anyone to fix the bid price of the BIDDER or any BIDDER, or to fix any overhead profit, orcoat element of the bid price,ornf that ofany other BIDDER, or to secure any advantaea against dte Public body a<vardiag the contract of anyone intcresicd in the proposed contract, that all statements contained in the bid etc one, and, further, that the BIDDER has not, directly or indirectly, a bniltfed Sus or her bid price or nnq breakdown thereof, or the contents thereof, or dirulged 9ntormnhon or data relative thorem, or paid, and will not July. any fee to any corporation, prenschip, company association, organization. bid depository, or to any member or agars thereof to effectuate a collusive or shun bid. Role: theabo' ca aollusinn Affidavit is part of the Proposal. Sipring this Proix'oh an tht duceure portion thereof ,hall aluocon"strut sr,n there the Nnn•eellasien rlfhSdaett BIDDERS are cawurned nor routines ae ceriifinauar, tiny mb'iactrtt/fte,4 bh r OCS rm p s chatchatt} Signed 7q \ i .d ./ State orcalifrinna County oC,o„ ,A0 CC, Sutxssrkber' and un'Zrtts to tt r sfh'r tc dl he#ixc nre on tht C..u;_ dry of Ay�,'U�r}, b} Locr V.-€„/(tl ax5 proved to tic tbn th„ h iv s of s„C_f het try or;denca ft be the p ttn:h{s) who agpbefare V tor" Notary Public Signature W" A`%+:rts TONI M. IPPDLITO to act CQMM, If 2i6e93e X7 ro a NCTARYPUBLICCA.iKgfti!!A� ae"`""'' ORANtlE COUNTY � Wit. MY CpMM. EX7 NqY 18,?q20 Notary Public Seal THIS FORM MUST BE COfdPI.ETED Ahli3 INCLUDED WITH 7f#E PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORD WILI BE CONSIDERED NONRESP0AIVG. City of Santa Arts REP 19.074 Attachntont 3 ALLIED UNIVERSAL JANITORIAL SERVICES 25B-65 Page33 APPENDIX ATTACHMENT 4 _ NON-L.C?L3Si3 ING CERTIFICATION The facemxu+re praduipeot certifies", by signing and snb➢n uffig this bid or proposal, to the, bestof his or her knowledge and belief, dial: 4No federal appropriated fiends leave been paid or will be paid, by area behalf of the undersigned, to any person for iaf7aencing or anwapting to iniiucirua mt otYlcer or employee bf any ivdsral age�rcy, a Ntcnnbar of Comes", an officer or cirresm ee of Congress, or an employee of a Member of Congress in contraction with the awarding of any federal umtraat, tine making many federal gmrse the making ofany fademi loan, the entering into of any cooperative agreement, and the extension, connnuation, retuiwal, amendment, or modification of any federal contract, grunt, burn, or cooperative agreement. 2; If any funds other than federal appropriated funds have been paid or will he paid to any person for influencing or attempting to influence any officer or employee of ary federal agency, a filember of Congress, an o€Iicer ar etnphoyre of Congress, or nn employee of a lvombcr of Ca egress in connection with this tederei eontrau, grant loan, loan err sooperarivo agrmunant, dire undersigned obeli Damp€ate and submit a °`Disciasurh of l abhying Activities". This certificati0n is a material representation of Fact umet which reliance Nn5 placed when rhii transaction Was crude or entered into. Submission of this canificatlon is a is crequisite, for looking or entering into this transaction impsed by Section 1332, Tide 31, U.S. Code. Any parson who fails to file the required scrtiiic.a nin shall be subject to a civil penalty of oat leas than $10,000 and not more than 5100,00D for seen such fndurc. The prespactive poricifead also agrees by submitting his or her bid or proposal that he or 6 a shah require data the lnnguagc of this certification be included in ail Mover her subcontracts, which escecd S100,000 and that all such sub recipients shall certify and disclose accordingly. Finn 1jmVsrsa1 Sig cdand front d Name: Title President LLC dba Allied Universal janitorial Services Mark Ii. olivas THIS F dE COMP E D AND BNCL€JDED WITH THE PROPiPaAL. PROPOSALS THAT DO NOT CONTAIN THIS rORM WILL HE CONSIDERED NONRESPONSIVE� City of Santa Ana RFP 19.074 Attachment 4 ALLIED UNIVERSAL JAN]TO RIALSERVICES 25B-66 Page34 APPENDIX ATTACHMENT 5 — NON-DISCRIMINATION CERTIFICATION The undesagirod connovior or corporate, officer, during the performance of this correct, clariLos as folboria; The Cordraillwahall not diameninate against any cofdryovorapplicant lbroulinklyaneat because of color, religion, sea. or national orillill. The Contractor shall take affunradva action to ensure that applicants am, loriployed. and that employees, tire treated during employment without, regard to there ratw, color, religion, see, or national origin. Such andolot shall include, but not be hadeel to, the following, in ' otru loynit, upgrading, demotion, or transfer; reermilmind or ry'ruillican adviod"'ing; layoff or herudinnion; rates of pay or odyer firinars and selection for training, including apprenticeship, The Contractor agrees to post in conspicuous plaxtc, available to cruploycle, and applicant, for amploysiscid, indices to be provided setting forth lire provisdicirt of this nondhorinsfiletarn clause. 2 The contractor shall, in all solicitations or adveythrourvans for croployces placed by in on behalf ofthe couravier, aisle that all qualift lipplivarnis will receive considenniov Fa limployinina without regard to race, color, religion, sex, or national origin. 3, The Ccvrrxctor shall scud to each tabor ration or representat9a4 tzfworkers with which herslte peso cpUecriee bargaining Aferecrilled or inner contract or understanding, a notice to lal provided advising the said labor covert or workers' representatives of the coultnitineres; under this se"fiont, mild shall past copies of the relfice at comparisons places available to clophs,"to and applicants for employsiond 4. The Contractor shall comply with all provisions of Execrative Order 11246 of September 24, 1965, and of the rules, re millions, and unevian orders ol' the Steel Lary of Labor. 5 The Contractor rhall furnish all infamnflou and nites"s required by frateentivo Ord" 11246 oFfatpasnobar 24, 1965, and by rates, regulations, and ordersof the Secretary y of Labor, or pursuant therein, and will permit ut ounces to ho;Ii records, and accougs by die robandagencylacrini, agency and the Sterwary of Labor for purposes of homstigankar, to ascertain compliance with anolx rules, regulation,, and orders. 6, In Ilia event of the contracalar'li with the nondiscrimination clauses of This -contract or with any of the said rules, regulations, or order., the witeraca only be calicitlad, tort blared, or taisiterided in what,, or in part and the Commode imay be declared nxilisible to, further Government contracts 01 eade'refly assisted ectedrinailml contracts in ire oidance aull procures aettwrisad in Exciannat Order 11246 of Striverindarr'24, 1965, and snob other sanctions may be impt"'d told imcdav, ulmsfed an provided in Executive Older 1124a of Sepactrear 24, 1965, or by role, regulations, in order of1he Secretary off,alye, er a, inficraiss pro ided by law. City of Santa Ana RFP 19,074 Attachment 5 (Page I of 2) ALLIED UNIVERSAL JANITORIAL SERVICES 25B-67 Page35 APPENDIX ATTACITNIENT 5 — NOIN-DISCRUMINATION CERTIFICATION The Contractor shall include The prehort of the sentence immediately preceding paragraph (1) and the provisions of paragraphs I I I through (7) in every subcontract or purchase order unless exempted by rates, regulations, or orders or the Secretary of Labor beared Itcysumn to Section 204 of Lxcmtfive Order 11246 of September 24, 1965, so that such provisions will be binding span each subcontractor purchase order as the administering agency nmy direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Contractor Neturres Involved in, or is threatened with, litigation with a subcontractor or vender as it reach of such direction by the administering agency. the Craursocar May request that the United States enter into such litigation to protect the interests of the United States A. barroom to California Labor Code Section 1735, as added by Chapter 643 Start 1939, and as amended, No discrimination steal I be made in the employment of persons open public works because ofrooe, nefigions cneed, color, national origin, anucstry, physical handicaps, mental condit4e), maritd] status, or sex of such parsons, except as provided iu Section 1420, and any contractor of public works violating this Section is subject to all the penalties Imposed for a violation of the Chapter. Signed: Mark E. Olives, president Finn. Universal Building Maintenance, LLC dba-Allied Universal janitorial Services Date! T I it 6 ie 6 i Am wt I § 7T E m CiiPdPL.ETiS ANTi INCLUDED WITH THE PROPOSAL, PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 19-074 Attachment 5 (Page 2 W. 2) ALLIED UNIVERSAL JAN ITO RIALSERVICEs 25B-68 Page 36 8 — STAFFING LEV M- PLEASE PROVIDE THE FOLLOWING INFORMATION. THE INFORMATION PROVIDED WILL BE INCLUDED AS PART OF THE AGREEMENT. 7,7 City 14011 3 19,88 20 civic center Plaza 2 City Hall- Council Chambers 1 6.06 22 CIVIC Center Plaza 3 Ross Annex 2 14.23 20 Civic Center Plaza 4 Main Library 26 Civic Center Plaza 3 22.00 Corporate Yard 6 Public Works Adnnln, Bldg A 1 5,18 220 S. Dais Ave Corporate Yard 1 116 a Public Works Elam Bldg. 1 22CAS. Daisy Ave Corporate Yard 7- Public Works Stores Bldg. A 1 0.65 -9-20-8 Santa Ana Regional a Transportation Center SARTC 5 39.50 1000 E. Santa Ana Blvd 9 Newhope Learning Center I 1.80 i Athletic and Activity 1,62 -10 League 2627 W. McFadden Ave 4.4 Southwest Senior Cantor 2.14 2201 W. McFadden Ave 42 Corbin Center 2.14 2216W, McFadden Ave 43 Santa Ana Senior Center 11189 W. 3rd St — 44 _A24 Jerome Center 1 726 S. Center St. 4.15 4-5 Santa Anita Center 0198 300 S. Finuerort St. 44 El Salvador Center 1 2.04 1825 W. Civic Canter Driva n. Initial: ri.t.8120/2019 City of Santa Ana RFP 19-074 Attachment 6 ALLIED UNIVERSAL JANITORIAL SERVICES 25B-69 Page 37 rA V�i�WSFx HtA +FS Y-i �c9 �u9 7��Vi ^x oJ, 6 � [9 M IT W N ^T M fw fA raw e3 �� h iA rC]+tiM M .: .. i•4 wiC M �` q Vi h �Pvi4 �y O m �P te: C� F'M1 h M f+h sa W �.tl7 4� ✓y N � b� Peti OI rcWi m E+1 [Y lf]r w u h„ �c pi MMO W O m f' P 6 � t✓t th ft l 69 tiFA 4? b? Hl Yi M fn vT V1 (R 4R I��t9 �Y Ul �'� C J h fie C yyy.' aG air V u C J SJ y p CJ C ire c or'`c Ui✓r»^ «° �Si4l v a t+vaU ••.•.N rh ti-w W hae e+41 -N 2 V' nby ALLIED UNIVERSAL JANITORIAL SERVICES 2 5 B -7 0 Page 38 I m ALLIED UNIVERSAL JANITORIAL SERVICES 25B-71 Page 39 a «e Yy w v � o � u r p � N y � N 'U O a vw K � Lv � � w G ap a V � r N c qL FS ro i r , jn r `m 9 ALLIED UNIVERSAL JANITORIAL SERVICES 2 5 B -7 2 Page 40 CITYOFSANTAANA BUSINESS TAX SECTION (M-15) A10 20 CIVIC CENTER PLAZA, FIRST FLOOR, P.O. BOX 1964, SANTAANA, CA 92702(714) 647.5447 t CrfYOF SANTA ANA BUSINESS IJCENSE TAX RECEIPT SUMESSTAXHUMSER: 020485 TAX PERIOD: 4M12019-3f$112020 BUSINESS RAMS: ALUED UNIVERSAL.WNTORIAL SERVICES AMOUNT PAN: A314.00 BUSNESSADORESS: 151E E WUSHIREAVE UNrF# 412 GANTAANA CA 02706d016 DATE PAD: M41NID OWNER NAME: UNIVERSFLL. BUILDING MAINTENANCE LLC THIS IS NOT A BILL ATTACHED BELOW IS YOUR CITY OF SANTA ANA BUSINESS LICENSE TAX RECEIPT PLEASE DETACH AND POST" IN A CONSPICUOUS LOCATION (SEE REVERSE SIDE OF BUSINESS LICENSE TAX RECEIPT FOR POSTING REQUIREMENTS) ALLIED UNIVERSAL JANITORIAL SERVICES 25B-73 Page41 CERTIFICATE OF LIABILITY INSURANCE D1i01eoonvvrl THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate holder is an ADDITIONAL INSURED, the pollcy(Iss) must have ADDITIONAL INSURED provisions or be endorsed, If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not Gondar rights to the certlncate holder in lieu of such endorsements . PRODUCER MARSH USA ING 'I717 Arch Sfleak Fhiladedd ,PA 19103 CONTACT NAME: PHONE FAX (AID, N rc. Man, NaI E-MAIL AIM: Philadelphia ced,@n arshcom 1 Fax: (212) 9480360 M SURERDO AFFORDING C OVERAGE Ni INSURER A: Lexington Insuouncia Garpany 19437 CNH8025105-ALL-GAW11 V) UIUV INSURED Allied Universal Ta,a., LLC INSURER B:Omni Insurance Company 22322 INSU PER C: XL Insurance America 24554 (Sea Attached for Additional Earned Insureds) 161 Washington Sirael, Suite 600 Conshohocken, PA IN28 INSURER D: LIo-s$ndloakes-See Amid 101 INSURER E; XL Speandgr Inseence Company 37885 INSURER F: COVERAGES CERTIFICATE NUMBER: CLE-08595216835 REVISION NUMBER' 22 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. UNITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. TYPE OF INSURANCE ADO 5Yogi ER POLICYNUMBER MWDDnYYV MMOD YV LIMITS I Tl�'OIAMERCIAL GENERAL LIABILITY CLMd4ApE OCCUR TRACTUAL LIABILITY OUG95264 1118112018 111010019 EACHOCCURRgJCE 5 16,0W,000 OAEAGETMPUR5ORENCIEDCes IS00D,g6D GEN'L % MED Rai ny one Persanl s $1.75D,00D PERSONAL& ACV INJURY 3 10,00T1,0t0 AGGREGATE LIMIT APPLIES PER: POLICY JEC1:1 LOG OTHER'. GENERAL AGGREGATE E 10,00QOL6 PRODUCTS-COMP/OP ABC 3 10000,0m0 g AUTOMOBILELIABILITY X X X ANY AUTO CAREO SCNEOULEU AUTOS ONLY AUTOS HIRED X NOH-OWNED AUTOS ONLY AUTOSONLY RADW37818 Be 11AR12018 11101R019 Ee 31HEDtSINGLE LIMIT S 2,000,0(Q BODILY INJURY"" Pereon) $ SILLILY INJURY Ter DCcEeni E PROPERTY➢AMAGE Per cident E E X UMBRELIALIAB EXCESS LIAB X OCCUR CLAIMSMADEAGGREGATE BOWCNI800836 111012018 i1N1i2019 EACHOCCORRENCE E 10,000,000 g 10,000.000 DEB I I RETENTION S 0 E WORKERS COMPENSATION AND EMPLOYERT LIABILITY Ylrl ANYPROPRIEPDRIPARTNERUECUTIVE OFFICER]MEMBEREXCLUOE➢2 li (M.. bady in NH) Pyea deacrmaunder FBQRIPTION OF OPERAFIONSbO. NIA RWD3001203412(AOS) RWR3001204-02(AK SA) 111012018 19012018 11101120/0 111D112019 X PER OT& STATUTE &L EACH ACCI➢ENr g 1,OOD,060 E.L. DISEASE - EA EMPLOYEE 4 1'000,000 EL. DIS£AS£- POLICY LIMIT $ i3Og0,0a0 DESCRIPTION OF OPERATIONS l LOCATIONS I VEHICLES (ACOPD fei, Additianul Remarks Schedule, may be aIIoched if more $Puce ie requiI General Liability and ADD Deadly Provides blanket ade25onal inured Gakus to third parties vAlsa required by wham contact The cdveagas head stave Fmvide ed", 0 subro9arce in facuMd thud- parties whore required by vaTon contract. The coveai fisted above are prunary and noocanh inkey to other coven$es afforded by Dirdsarkee where recurred by writer, contrast CERTIFICATE HOLDER CANCELLATION Allied Universal Topco, LLG 161 Washington Sheet, Suds 600 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Conshohocken, PA 19428 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORQED REPRESENTATIVE of Marsh USA Inc. Manashl Mud erlee ..}VLAM1rt.Gas.r: r,Svtn,s/yFss, .ey 911888-2016 ACORD CORPORATION. All rights reserved, ACORD 26 (2016103) The ACORD name and logo are registered marks of ACORD ALLIED UNIVERSAL JANITORIAL SERVICES 25B-74 �_ Page 42 Z O EXHIBIT C mv�nn�b,n�n�nn, n n r o q Y fi r r ° C ry ^n "s > r v O� O Co O Oo W Cn N W W N O� V xi ��jj-11 rl � fA 6A fA ffl ffl 63 fA 6? 6A fA fR 6A � 6A fA £A rG O N V N U 'UW xi O N Go rn O� W V � W � m _ y � 4fl (A ffi (fl Vi � ff! r Ni Vi bA 4A EA Elj fA �+ � lVll r Ul W \D rP vC �N ��pp .. ���w�� N co •- O W W V N V O O, U N O N V W Ili �P W rn Y f.. 25B-75 \B/5 }\Z~ {inRn j$nz(o& \\\\\\\ / ( \ � \ \ { \ -- ) \PO ® § } � / xq 00 cc 7 ! » \ \ / / 25B- § O O cn cn y 2-n DO OC Zy � q w Om z� iO Z"v Zr, r = m -nv OD ;uZ �v �z rr C m 0 O� z x v� m mm C) I� 0-0 z0 my N .o r O Z cn m � P' ❑ � 'rb � � 20 'C 'C �C K y ~ p ran y r w N1 + y0 W W �p A �• 0�0 � .ui-. ut lJ A A V W VO N O +- W N iD Oo A w W W UJ C" Cli o �V � � W W 69 69 69 69 69 69 � 69 A b9 49 A c{3 �y A n ? � O O A Oo Oa IJ � to U o In � W rCS�i G7 N N Oo V rl k � N �D V O N V O N T 00 W N y W ON OW 'QV v A � A� vNi � N b w OOi k � co u A oo liJ o V u' A O u> O N n V ut b V VO UW A� oo N IJ co O ut u, N ut `� ao O �D �D O ut oo O �D W O\ rl e 25B-77 T m O O y —i P2 Vl y 2 -n DO O� Z C Ocn cn nm On z0 E ZT r =m �' o In OD Z mO z O Z m v O Z y m yrdod r� x �? 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