HomeMy WebLinkAbout25F - JANITORIAL SVCSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 7, 2008
TITLE:
AGREEMENT WITH ABLE BUILDING
MAINTENANCE COMPANY FOR
JANITORIAL MAINTENANCE SERVICES
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CITY MANAGER
RECOMMENDED ACTfON
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 151 Reading
^ Ordinance on 2"d Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute the attached
agreement with Able Building Maintenance Company for police and jail
facility janitorial services in an annual not to exceed amount of $407,000
for a three-year term with two optional one-year renewals, subject to non-
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
In September 2007, requests for proposals (RFP) were sent to fourteen
vendors for janitorial maintenance services at the Police Department and
Jail Facility. Nine proposals were received and evaluated for compliance
with minimum requirements, overall responsiveness to the RFP, experience
and references, and total project cost. The results of the evaluation
(Exhibit A) indicate the proposal from Able Building Maintenance Company as
the most responsive and meets the City's requirements.
The agreement (Attachment 1) provides for equipment, supplies, and
maintenance of the Police Department and Jail Facility with an on-site
supervisor. Staff recommends executing this three-year agreement, with two
additional one-year renewal options in an annual amount not to exceed
$407,000 for the first year, plus proposed increases for the second and
third years. The total amount also includes an additional $10,000 annually
for additional as-needed services.
FISCAL IMPACT
Funds are available in the Police Department's Building & Facilities
Division fund (account no. 11-350-6291).
APPROVED AS TO FUNDS AND ACCOUNTS:
~`~;~-.
Paul M. Walters Francisco Gutierrez
Chief of Police Executive Director
Police Department 2 5 F ~1 Finance & Mgmt. Services Agency
Agreement for Janitorial
Maintenance Services
January 7, 2008
Page 2
EXHIBIT A
Vendor
Able Building
Maintenance Company
Coporate Image
Maintenance
Comeland
Maintenance
Moore Maintenance
UPM Corporation
RM Janitorial
Incorp.
Grace Building
Maintenance
Merchants Building
Maintenance
Coastal Building
Services
Final Year 1 Year 2 Year 3
Score Cost Cost Cost
240 $396,953 $410,300 $428,442
228 $431,400 $446,700 $459,900
209 $511,200 $511,200 $511,200
190 $308,700 $319,511 $330,694
180 $492,913 $507,700 $522,932
176 $409,500 $417,696 $426,048
176 $383,664 $395,174 $395,174
174 $616,966 $654,624 $693,156
76 $465,600 $484,200 $503,580
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CUSTODIAL MAINTENANCE AGREEMENT
THIS AGREEMENT, made and entered into this 7`h day of January, 2008 by and
between Able Building Maintenance Company, a California corporation (hereinafter
"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 (hereinafter "City").
RECITALS
A. The City desires to retain a Contractor having special skill and knowledge in the field of
custodial services, to provide custodial maintenance services to the Santa Ana Police
Administration and Detention Facility.
B. Contractor represents that Contractor is able and willing to provide such services to the
City.
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 consulting 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 provide custodial maintenance services for the Santa Ana Police
Administration and Detention Facilities, as set forth in City's Janitorial Maintenance Request for
Proposals, dated September, 2007, on file with at the Santa Ana Police Administration Building
and a portion of which is attached hereto as Exhibit A, and Contractor's Proposal, dated
November 12, 2007, attached hereto as Exhibit B and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services,
the rates and charges identified in Exhibit B. The total sum to be expended under this
Agreement, shall not exceed an annual amount of $ during the term of this
Agreement. Invoices shall be submitted by Contractor for payment on a monthly.
b. Invoices: Upon delivery and receipt of invoice, the City shall pay thirty (30) days after
date of invoice and upon the approval of services by the Property & Facilities Manager or
designee. Monthly invoices, submitted in duplicate, shall be mailed to:
Mary Calderwood
Santa Ana Police Department
Property & Facilities Manager
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P.O. Box 1981
Santa Ana, CA 92702
3. TERM
This term of this Agreement shall be for an initial three (3) year period, commencing on
December 1, 2007, with two (2) additional one-year options to extend, provided that
performance is deemed acceptable and if agreeable with the Contractor, unless terminated earlier
in accordance with Section 12, below.
4. 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.
5. 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 insureds) 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. Contractor shall supply City with a fully executed
additional insured endorsement in substantially the form attached hereto as Exhibit C upon
execution of this Agreement and shall be approved in form by the City Attorney.
b. Worker's Compensation Insurance. In accordance with the provisions of Section
3300 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured
against liability for worker's 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.
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c. 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 in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
d. 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 effect 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.
6. INDEMNIFICATION
Contractor agrees to 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 health, and claims for property damage, which may arise from the
direct or indirect operations of the Contractor or its contractors, 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.
7. 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
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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.
8. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not acquire any interests,
direct or indirect, which would conflict in any manner with performance of services specified
under this Agreement. No persons having such interest shall be employed by or associated with
Contractor.
9. 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 telefacsimile 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
telefacsimile (714) 647-6956
With courtesy copies to:
Santa Ana Police Department
Administration
City of Santa Ana
60 Civic Center Plaza (M-97)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 245-8007
and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647-6515
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To Contractor: Able Building Maintenance Company
2601 South Figueroa Street
Los Angeles, California 90007
Telefacsimile (213) 763-0514
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, any
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 telefacsimile, 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 time frames, weekends, federal, state, County or City holidays shall be
excluded.
10. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, 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 nor
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.
11. 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.
12. TERMINATION
This Agreement may be terminated by either party upon ninety (90) days written notice
of termination to the other party. In such event, Consultant shall be entitled to receive and the City
shall pay Consultant compensation for all services performed by Consultant prior to receipt of such
notice of termination, subject to the following conditions:
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a. As a condition of such payment, the Executive Director may require Consultant 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 Consultant 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.
13. DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, 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. Contractor affirms that it is an equal opportunity employer
and shall comply with all applicable federal, state and local laws and regulations.
14. JURISDICTION -VENUE
This Agreement and all questions relating to its validity, interpretation, performance, and
enforcement shall be governed and construed in accordance with the laws of the State of
California. This Agreement has been executed and delivered in the State of California and the
validity, 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.
15. COMPLIANCE WITH GOVERNMENTAL REQUIREMENTS
Contractor shall carry out all services pursuant to this Agreement in substantial
conformity with all applicable laws, ordinances, statutes, codes, rules, regulations, orders, and
decrees of the United States, the State of California, the County of Orange, the City, and of any
other political subdivision, agency, or instrumentality exercising jurisdiction over the City,
including all applicable federal, state, and local occupation, safety and health laws, rules,
regulations and standards, the Displaced Janitorial Opportunity Act, Section 1 Chapter 4.5
(commencing with Section 1060) added to part 3 of Division 2 of the California Labor Code,
applicable state and labor standards, prevailing wage requirements, the City zoning and
development standards, City permits and approvals, building, plumbing, mechanical and
electrical codes, as they may apply, and all other provisions of the City and its Municipal Code
(as they may apply), and all applicable disabled and handicapped access requirements, including,
without the limitation, the Americans With Disability Act, 42 U.S.C. § 12101 et seq.,
Government Code § 4450 et seq., and the Unruh Civil Rights Act, Civil Code § 51 et seq.
16. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the terms of this Agreement, and shall
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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:
PATRICIA E. HEALY
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID N. REAM
City Manager
CONTRACTOR
ABLE BUILDING
MAINTENANCE COMPANY
By:
WALLACE E. REID
Senior Vice President
Tax. ID #
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EXHIBIT A
CITY OF SANTA ANA POLICE DEPARTMENT
JANITORIAL MAINTENANCE
REQUEST FOR PROPOSALS
The City of Santa Ana Police Department is seeking qualified vendors to provide written proposals for routine
janitorial maintenance services for its facility, city jail and grounds.
All inquiries concerning this Request for Proposal should be directed to:
City of Santa Ana Police Department
Property & Facilities Division M-18
60 Civic Center Plaza
P.O. BOX 1981
Santa Ana, CA 92702
Attn: Manager Mary Calderwood
1.0 Description of Organization: The Santa Ana Police Department and Jail Facility opened
in January 1997. The police facility is 240,000 square feet and the Jail is 160,000 square
feet. The Police Department and Jail are 24-hour, 7 day a week operations. Over 720
employees work out of this state-of--the-art facility, which deals with daily normal police
business, sensitive security issues, VIP tours, community oriented policing and many
other law enforcement responsibilities. It is necessary to insure this facility maintains its
high standards as a safe and healthy workplace, as well as sustains a continued superior
professional appearance. Therefore, it is critical that the furnishings, fixtures and
equipment be thoroughly cleaned in a quality manner and on a regular basis by the best
possible janitorial maintenance organization.
1.1 Purpose: The purpose of this RFP is to generate proposals for janitorial maintenance
services that are required for those designated portions of the Santa Ana Police
Department, Jail Facility and grounds. The square footage covered under this agreement
is approximately 200,000 square feet in the Police Facility, 20,000 square feet in the Jail
and 2,000 square feet in the firing range (which is located under the parking structure
ramp). The parking structure and grounds equates to approximately 25,000 square feet
total, all of which are also covered under this agreement. Facility floor plans are included
as an attachment to this RFP to further define what areas are covered under this
agreement. The general scope of services is listed below, with more specific detail
included in the body of this RFP.
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Cleaning, disinfecting & de-scaling plumbing fixtures and associated areas
Vacuuming and cleaning carpet, mats, wall/furniture fabric and upholstery
Cleaning non-carpeted floors
Disinfecting furniture, fixtures, walls & partitions
Cleaning HVAC vents, blinds, drapes and wall fabric
General and high dusting
Sweeping and trash pick up for on-site parking and driveway areas
Windows, glass and mirror cleaning
Rearranging furniture
Refilling dispensers
Emptying trash and ash can receptacles
Waxing vinyl and the floors
Spot cleaning various surfaces
Spray buffing & machine scrubbing hard floors
Sweeping of patios, balconies and exterior areas
Cleaning of food areas, microwaves and refrigerators
Specialized cleaning of fitness equipment
Semi-annual wall clock battery replacement & time reset
1.2 Statement of Work: Proposer shall submit a specific work plan in the form of a detailed
breakdown that will meet the Police Department's overall listed maintenance and quality
objectives. The quantity of proposed work hours must be included in this breakdown.
The Proposer shall furnish all necessary labor, supplies, tools, uniforms, transportation,
parking, and insurance required for the provision of required services.
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2.0 BACKGROUND
The Santa Ana Police and Jail Facility have been utilizing private janitorial maintenance
since it opened as a new facility in January 1997. Current minimum staffing levels for
Monday through Friday janitorial maintenance are one (1) On-site Supervisor and nine
(9) janitorial personnel, all working eight (8) hours each. Weekends and Holiday staffing
levels are three (3) janitorial personnel, all working eight (8) hours each.
3.0 RULES OF PREPARATION
3.2 Contractual Obli atg ions: The City shall require certain contractual obligations, which
may include, but are not limited to the following:
1. Inclusion of Proposal: The proposal submitted in response to this RFP shall be a
required part of the final agreement with the selected proposer.
3.3 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, letters, telegrams, facsimile and product literature.
3.4 Statutes and Rules: The terms and conditions of the RFP, the resulting services, and
furnishing of commodities based on the RFP shall conform to the statutes, rules and
regulations of the Federal Government, State of California, City of Santa Ana and the
Santa Ana Police Department. The Displaced Janitorial Opportunity Act, Section 1
Chapter 4.5 (commencing with Section 1060) was added to part 3 of Division 2 of the
Labor Code. All city, state and federal laws and/or regulations shall be complied
with.
3.5. ...
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.
3.12 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 omission is
discovered and called to the attention of the City in a timely manner.
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4.0 OTHER GENERAL CONDITIONS
4.1 Points of Contact: The Proposer's on-site Supervisor shall be the primary point of contact
with the Santa Ana Police Property & Facilities Manager. During times when the Proposer's
supervisor is not on-site, the point of contact shall be the Proposer's Agreement
Administrator. The on-site Supervisor and Agreement Administrator shall be capable of
communicating the English language (read and understand), to facilitate a clear
understanding between the Property & Facilities Manager, or designee. The Agreement
Administrator, or designee, shall be available via telephone or pager during the Proposer's
normal business hours. The Proposer shall provide an emergency telephone number that
will be answered 24 hours a day, 365 days each year.
The Santa Ana Police Property & Facilities Manager or designee shall have authority to
direct the Proposer's performance in matters relating to policy, information and procedural
requirements. The Property & Facilities Manager shall also monitor the Agreement and the
performance of the Proposer. The Proposer's Agreement Administrator shall be responsible
for management and coordination of the agreement and shall act as the administrative point
of contact with the City.
4.2 Maintenance Requirements: The cleaning of all facility areas, furnishings, fixtures and
equipment covered by this RFP shall be performed in a safe, complete, and scheduled
manner for which each item and surface was designed. The work shall include preventive
and corrective maintenance, cleaning, inspection, and notification. All services shall be
performed in a manner that is minimally disruptive to normal facility operations. The Police
Property & Facilities Manager shall approve any shutdown of areas or systems for
maintenance in advance.
The City reserves the right to seek services from other resources if the Proposer does not
respond in the time frames described in the RFP to meet any maintenance work needed. The
cost of such alternate services shall be deducted from the City's payment to the Proposer.
4.3 Work Priorities: In performing the work, the Proposer shall consider in priority order, the
following items:
Occupant safety, which is the safety of staff, visitors, inmates, and other persons at the
site.
Maintenance to be performed in a high quality manner to provide a clean and healthy
workplace all of the time. Proposer's furnished equipment shall be in good working
condition at all times. Proposer's furnished cleaning chemicals, supplies, carts, and
equipment shall be on-hand at all times to meet the needs of the cleaning staff.
4.4 General Security Requirements: The Proposer shall furnish identifiable uniforms and
employee identification cards for their employees. Employees are required to wear
uniforms and I.D. cards, in plain view, whenever working on-site. The Proposer, upon
request by the Property & Facilities Manager, shall remove from the premises employees
who, in the opinion of the Police Department, have exhibited improper conduct or are not
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performing the work assigned. Employees shall be required to have a criminal record
check and be approved by the Police Department's Personnel Division prior to working
on-site. This also includes any "on call staff 'used by the Proposer.
4.5 ~ecific Security Requirements: The following security requirements shall be in effect at
all times. Failure to abide by any of these items by any employee may result in removal
from the facility and or criminal charges.
1. Background Investigation -All Proposer's personnel who work in or visit/inspect
(unescorted) the facility shall successfully complete a background investigation
conducted by the Santa Ana Police Department before beginning work. At least forty-
five (45) days prior to an employee beginning work, the Proposer shall submit the
following information to the Police Department Personnel Division:
First name, middle name, last name
Date of birth
Current residence address
Photocopy of valid government issued photo identification
Photocopy of valid Social Security Card
Proof of U. S. citizenship or legal work status
The Proposer shall insure the employee candidate meets with the designated Police
Department Personnel Division background investigator in a timely manner so the
background process can begin. The Proposer shall be notified when the background
has been completed, thus clearing the employee to begin work on-site. The Proposer
shall be notified of any employees that are refused for employment within the facility.
2. Facility Security - During their first week of working on-site, the Property and
Facilities Manager shall give each employee a copy of the Santa Ana Police Facility
Security Rules (Attachment 1), which the employee will read and sign. This form shall
be maintained by the Property and Facilities Manager.
All tools, equipment, parts, and other items used by the Proposer at the Jail Facility
shall, at all times, remain in the direct possession and control of the Proposer's
employees. Failure to adhere to these requirements, such as leaving a tool in an inmate
accessible area, shall be considered a breach of security. This shall result in subsequent
action by the Police Department, up to and including the removal of the involved
Proposer's employee from the facility and/or criminal charges.
3. Facility Access -The Police Department front desk staff shall issue keys and an access
card to each on-site employee at the start of each assigned work shift. No issued keys
or access cards shall be removed from the premises during the work day. Each
employee shall turn in their issued keys and access card immediately at the end of their
assigned work shift to the Police Department front desk staff. The Proposer's
employees shall adequately secure the keys on their person while on-site. Items that
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become lost, missing, or stolen shall be immediately reported by the Proposer's
employees to the Police Property & Facilities Manager.
The Proposer shall reimburse the Police Department for direct and indirect costs
associated with re-keying any buildings or portions of buildings when the Police
Department determines that a breach of security is a result of lost, misplaced, or stolen
keys issued to the Proposer's employees
4. Employe Parking -Free public parking is almost non-existent surrounding the police
facility. There is a Stadium parking structure across from the police facility, which
charges an hourly, daily, or monthly fee for parking. Proposer shall be responsible for
providing parking for their employees and paying any necessary fees. There is no on-
site police parking available.
5.0 SCOPE OF SERVICES, EQUIPMENT & SUPPLIES
5.1 Equipment & Supplies Furnished by Proposer: The Proposer shall provide all cleaning
appliances, tools, (i.e.; vacuums, mops, carts, floor polishers, ladders, signs, etc.) and all
cleaning chemicals, urinal screens and cakes, rags, sponges, vacuum bags, trash can
liners, soap-dispensed cleaners, sanitary napkins, tampons, and miscellaneous supplies.
Trash can liners shall be black or clear in color. To insure proper strength to avoid leaks
and spills, liners shall be a minimum of 1.0 mil thick for 39 gallon or less receptacles and
a minimum of 1.25 mil thick for liners 40 gallons or more.
Carpet warranty specifications, marble and granite warranty specifications, and occupant
health mandate the following vacuum, floor scrubber, and carpet extractor equipment
specifications (no substitutions). All HEPA filter replacements, vacuum bags, floor
bushes and pad holders, scrubbing and polishing bonnets, and associated items,
attachments and solvents/cleaners, shall be furnished by the Proposer.
1. Approved upright vacuums: Dyson model DC 17 Animal vacuum with lifetime
HEPA filtration, Riccar 8925 commercial vacuum, or Royal 10582 commercial
vaccum with HEPA high filtration paper bags.
2. Approved canister vacuum: Dyson DC 21 Stowaway canister vacuum
3. Approved wide area vacuums: Kent Champion 28 wide area vacuum with
Microstat filtration kit or Clarke CarpetMaster 30 wide area vacuum with HEPA
filter and cloth bag .
a. A total of eight (8) new upright vacuums, three (3) new canister vacuums
and three (3) new wide area vacuums shall be supplied by the Proposer for the
on-site staff to use on a full time basis, the day the initial contract begins.
Four (4) new upright vacuums, one (1) new canister vacuum, and one (1) new
wide area vacuum shall also be supplied by the Proposer at the start of each
subsequent contract renewal year.
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4. Carpet Extractor: One (1) self-contained hot water extractor shall be supplied and
used for any carpet cleaning, which has a minimum of 100 psi water pressure
through the injection nozzles, areel-type soft bristled agitation brush and a water
lift of 130 inches. Make and model shall be submitted before the initial contract
begins, by the Proposer for approval by the Property & Facilities Manager, but
must meet the above specifications.
Automatic Walk Behind Floor Scrubber: One (1) self-contained automatic walk
behind floor scrubber shall be supplied by the Proposer for the on-site staff to use
on a full time basis, the day the initial contract begins.
a. Approved Automatic Walk Behind Floor Scrubbers: IPC Eagle 28, IPC Eagle
32, Advance ConvertaMAX 20/26, NSS Wrangler 26, Advanced BA6124D
Walk-Behind, NSS Wrangler 2016B/2016WD/2016E.
5.2 Items Furnished b_y City: The only items furnished by the City shall be the supply of
paper towels, toilet paper, and toilet seat covers. Items shall be located on the loading
dock.
5.3 ~ecific Maintenance Tasks
5.3.1 Daily Cleaninr~ and Disinfecting of Drinking Fountains and Sinks: Remove all obvious
soil, streaks, smudges, etc., from the hardware, including the spouts and drain. After
cleaning and disinfecting, the entire drinking fountain and/or sink (sink refers to all sinks
in coffee rooms or lounges too) shall be free of streaks, stains, spots, smudges, scale, and
other removable soil. 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.
5.3.2 Daily Cleaning and Disinfecting of Wash Basins, Toilets, Urinals and Showers: 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 removed daily and
drain screens cleaned of hair and lint. Oil is not to be used to polish metal fixtures.
5.3.3 Daily Cleaning of Entrance Mats: Remove moisture, wet or dry soil, and any debris from
carpeted entrance mats. Ensure mats are properly positioned on the floor.
5.3.4 Daily Cleaning of Floor Drains: Clean all floor drains and remove corrosion and tarnish.
5.3.5 Daily Vacuumin og f Carpets: Remove visible and hidden soil and debris from the 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 and along walls, under and between furniture, to insure carpet is
thoroughly cleaned in all areas. The carpet shall be free of all visible soil and litter. For
noise reduction, which is essential to the 911 emergency police dispatch operation, the
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built-in vacuum system supplied by the Police Department will be used when vacuuming
the Police Communications area.
5.3.6 Daily Pick up of Dirty Bath Towels: Twice daily (mornings and late afternoon) pick up
dirty bath towels from the men's and women's locker rooms and the Bruce R. Carlson
fitness center and place in designated hampers.
5.3.7 Daily Damp Mopping of Non-Carpeted Floors & Weekly Machine Scrubbin of Stone
Floors: 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 damped mopped. Care shall be taken to
prevent splash and mop marks from being visible on furniture legs, doors, etc., "Caution
- Wet -Floor" 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 swirl marks. All wet floor signs shall be removed and put away after
the floor surface is dry.
5.3.8 Daily de-scaling of Toilets and Urinals: Remove scum, mineral deposits, rust stains, etc.
5.3.9 Daily Disinfecting of Furniture, Fixtures, Walls & Partitions within Restrooms,
lunchroom, and Locker Rooms: Damp wipe and disinfect all non-wood hard surfaces of
furniture, fixtures, walls, partitions, doors, and lockers. Special care shall be taken to
insure these surfaces are not scratched, damaged or stained.
5.3.10 Daily Vacuuming of all Fabric Furniture Surfaces: Remove all dust, lint, hair, litter, and
dry soil from all fabric surfaces of chairs, couches, work station partitions, and other
furniture with a fabric covering.
5.3.11 Daily Dusting of Locker Tops: Dust locker tops in dressing areas, storage rooms, locker
rooms and maintenance areas.
5.3.12 Daily Dusting of Building Surfaces: Remove all dust, lint, litter, dry soil, etc., from the
surface of ledges, window sills, locker tops, and fire extinguishers. This shall also be
done for counter tops, wall and door frames and sills, light switches, pictures, partitions,
rails, and other types of fixtures and surfaces which are not considered to be furniture
surfaces. This also applies for specialty equipment such as test equipment, computers,
typewriters, calculators, etc., which are located anywhere between the floor surface, up to
nine (9) feet in height. Dusting shall be accomplished by the removal of soil from the
area -not by moving it from one surface to another. This includes the cleaning of the
atrium wood ledges.
5.3.13 Dail~~tying of all Trash and Ash Receptacles: All wastebaskets, cigarette ash
receptacles and other trash containers shall be emptied and returned to their initial
location. Boxes, cans, papers, and other containers marked 'TRASH" (or are obviously
trash) shall be removed. All waste from such trash receptacles shall be removed from the
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area and emptied into a designated trash dumpster or receptacle in such a manner as to
prevent the adjacent area from becoming littered by such trash.
5.3.14 Daily General Cleanup: Remove any found litter and clean unsightly soil from building,
fixtures, walls, door frames and doors, and surfaces. Remove any spilled liquids or solids.
Remove carpet stains. Pick up abandoned lunchroom trays or utensils and deliver them to
the lunchroom. Pick up any towels from the floor or counters within locker rooms and
the fitness center, placing towels in the proper receptacle.
5.3.15 Daily Rearranging of Furniture: All furniture moved by the Proposer's employees during
the performance of services shall be returned to its appropriate location. All items such
as trash receptacles or desk chairs shall be moved so cleaning can take place underneath
them and then they shall be returned to their appropriate location.
5.3.16 Daily Refilling of Dispensers: Check and refill each toilet paper dispenser, soap
dispenser, paper towel dispenser, toilet seat cover dispenser, and feminine hygiene
product dispenser. The supplies shall be placed in the dispensers in accordance with the
directions of the supply and dispenser manufacturers. Soap dispensers and adjacent
surfaces shall be wiped to remove spillage. Care shall be taken not to damage, dent or
bend the dispenser.
5.3.17 Daily Removal of Carnet. Chair Unholsterv & Panel or Wall Fabric Stains: Clean all
stains as quickly as they are found, so as not to allow them to set into the fabic. If the
stain is a coffee spill, use product similar to Interface Coffee Breaker (supplied by
Proposer) and follow manufacturer's recommended procedures. Do not extract or blot.
Simply spray affected area.
5.3.18 Dail~Replacement of Trash Receptacle Liners: All soiled or torn trash receptacle liners
shall be replaced with a new trash receptacle liner. The liner shall be replaced in such a
manner as to present a neat uniform appearance.
5.3.19 Daily Spot Cleaning of Building Surfaces, Furniture and Fixtures: Remove smudges,
fingerprints, marks, streaks, tape, etc., from the surface of ledges, windows, partition
glass, window sills, fire extinguishers, counter tops, walls, doors, door frames and sills,
pictures, partitions, rails, and other type of fixtures and surfaces. This includes all items
from the floor surface up to 11 feet in height. Care shall be taken not to permanently
mar, scratch or discolor the surfaces.
5.3.20 Dail~pot Cleaning of Trash Receptacles: Remove nonpermanent stains and soil from
the interior and exterior of trash receptacles.
5.3.21 Daily Cleaning of Outside Patios, Balconies, and Building. En ways: 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. Sweep the
two (2) fourth floor patios and wipe down their handrails and railings. Sweep or hose
down the paver area outside the Community Room entrance and wipe down the handrails
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outside the PD lobby, Jail lobby and Community Room. Remove any litter, cigarette
butts, or bird droppings in these areas too.
5.3.22 Daily Cleaning of Entrance Glass all Glass Mirrors and Spot Cleaning of Office and
Workstation Glass: 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 tape. Clean all mirrors in restrooms, locker rooms, and
fitness center in the same manner as above. Spot clean office and workstation glass as
needed on a daily basis.
5.3.23 Daily Cleaning of Microwave Ovens: Clean inside and outside of all microwave ovens,
removing crumbs and spills.
5.3.24 Daily Emptying of Trash in Outside Patios Balconies and Entry Door Areas (including
the exterior front of the PD, Community Room Jail and assigned parkin areas Empty
trash receptacles and smoking urns in patio, balcony areas, and parking areas. Clean
receptacles as needed each time. This includes receptacles that may be placed outside
any entry doors, such as outside the front of the police department, jail and police
community room, employee north entrance area, and rear parking lot areas.
5.3.25 Daily Breakdown of Cardboard Boxes: Cardboard cartons are to be broken down flat and
put into the proper trash container.
5.3.26 Daily Spot Cleaning of Ceilings: Remove any toilet paper, cobwebs, dust build up and
other debris from the ceiling, ceiling vents and ceiling light fixture holders.
5.3.27 Daily Dusting of Walls and Ceilings: Remove all dirt, lint, litter, cob webs, dry soil, etc.,
from walls and ceilings.
5.3.28 Daily Cleaning of Wood Furniture: Care shall be taken not to scratch or mar wood
surfaces, while insuring that they have been thoroughly cleaned.
5.3.29 Daily Cleaning of Fitness Center Exercise Equi ment• Wipe down all metal to polish off
shoe marks and sweat stains. Clean upholstery and wipe off shroud and side rails of the
treadmills, as well as the consoles on all treadmills and other machines. Clean the
elliptical trainers, ski machine, bikes and stair stepper machines to remove sweat and
stains. Clean out the tracks of the elliptical trainer with a dry towel only. Clean tops of
any rubber mats and under each treadmill by extra-vacuuming up the dust and black
motor powder.
5.3.30 Dail~Safety and Precautionary Measures: Secure work area and equipment to prevent
passage by the general public and City staff, and denote it as such. Work area and
equipment shall stay under that condition until work is complete, equipment is vacated,
and passage is safe by the general public and Police department employees. The proper
quantity and type of safety signs, such as "caution, wet floor" shall be placed by the
Proposer's employees every time conditions exists that warrant such signs. Signs are to
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be picked up and stored in the proper janitor room once the condition no longer exists to
warrant such signs.
5.3.31 Weeklv, Clean Two (2) Police Lunchroom Refrigerators• (One refrigerator - on
Mondays, one refrigerator - on Fridays). Clean interior and exterior of refrigerator
surfaces. Dispose of all foods and temporary plastic containers. Do not dispose of
permanent containers, such as those made of glass or metal. Empty contents of
permanent containers, wash them and leave the permanent containers in the designated
lunchroom area.
5.3.32 Weeklv Spray Buffing of Hard Floors: Clean and restore a uniform gloss and protective
finish to resilient the 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 uniform, glossy appearance, free of scuff marks, heel marks,
and other stains, and shall have a uniform coating of floor finish. All spray buff solution
shall be removed from baseboards, furniture, trash receptacles, etc.
5.3.33 Weeklv Dusting of Blinds and Draperies: Clean all blinds, shades, and draperies. Care
shall be taken not to spread dust into the air.
5.3.34 Weeklv Dusting of Ceiline, Atrium ledges Lunchroom drywall ledges and Wall HVAC
Vents: Clean all HVAC vents and area immediately surrounding them. Dust all atrium
ledges at the glass/wood railing areas and at the atrium stairs. Dust lunchroom drywall
ledges. Care shall be taken not to spread dust into the air.
5.3.35 Weeklv High Dusting: Remove dust, cobwebs, oily film, etc., from all fixtures and
surfaces above 11 feet from the top of the floor. This includes lights, grills, light fixtures,
pipes, sprinkler system, cables, ledges, walls, atrium wood and ledges, ceilings, vents,
etc. Care shall be taken not to spread dust into the air.
5.3.36 Monthly Machine Scrubbing of Glazed Tile and Stone Floors• Deep cleaning to be
performed in a manner to remove heavy stains, mildew and mineral deposits from the
surface. After scrubbing, the surface shall be rinsed thoroughly to remove all remaining
cleaning solution. After cleaning, the floor and grout shall have a uniform appearance
free from film, mineral deposits, corrosion stains, etc. Areas not accessible with the
buffer shall be manually scrubbed with an abrasive pad. Apply sealer to the areas, after
machine scrubbing except in shower areas.
5.3.37 Quarterly Re-waxing Vinyl & Tile Floors: If there are black marks, marks from chair
glides, or imbedded soil in the finish, they shall be removed before re-waxing. A uniform
coat of approved floor finish shall be applied. After the finish has dried, the appearance
shall be uniform with no visible stress marks, swirls, etc. Remove all stripping or
detergent solution from the baseboards, door or other non-floor surfaces and in adjacent
spaces.
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5.3.38 4uarterly Carpet Cleaning: Carpet cleaning is usually done on a quarterly basis,
coordinated through the Property & Facilities Manager to determine exact cleaning
locations. Care shall be taken to insure the carpet is thoroughly cleaned and dry prior to
opening the area up to foot traffic.
5.3.39 Bi-Annual Striy and Refinish Tile Floors: All non-fixed furnishings such as tables,
chairs, desks, trash receptacles, storage containers shall be removed prior to stripping
unless exempted by the City. Remove all removable marks, heel marks, scuff marks, rust
stains, gum and other types of stains and soil. Manual scrubbing devices shall be used in
areas inaccessible to the floor machine.
5.3.40 Bi-Annual Window Cleaning: Completely remove dust, cobwebs, smudges, tapes, oil
film and other types of soil from all interior windows and partitions. Remove drip and
splash marks from all adjacent surfaces. Glass in open space and office partitions, entry
glass doors and entry area glass panels are included in this project. The two (2) atrium
skylights in the ceiling of the police facility, the Community Room and Lunchroom
skylights, and the exterior of the facility windows are not included in this project
5.3.41 Daily Cleaning of Lunchroom: The entire police lunchroom, including kitchen and
cooking area, dishwashing area, cashier, restrooms, eating areas, vending machines,
hallway, glass and painted doors, unlocked storage closets, and refrigerators are all
included in this contract. Areas should be cleaned so grease, dirt, food particles, trash
and other litter are thoroughly cleaned and removed from surfaces. This area needs to
remain a healthy and clean environment on a daily basis.
5.3.42 Weekly Hose Wash Down and Trash Pick Up of Exterior Canine Kennels and Trash
Compactor Area: Using department supplied hose, wash down area into floor drain.
Pick up trash.
5.4 Specific Areas to be Maintained
5.4.1 Jail Facility
First Floor - Medical Offices - 1H112 1H114 and 1H115
Central Control room and 1 emnloyee restroom
Kitchen restroom 1 B and 1 C
_ Booking (employee area only
Bookingarea restrooms 1D and lE
Attorney visitation
Watch Commander's office
Exterior Jail Sallyport
Second Floor -All of Jail lobb a~ 2 public restrooms
Exterior entrance area
2144 Jail Administrator
2145 Jail Manager
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2146 Jail Manager
2149 Jail Manager
Jail Briefing/roll call room and 1 employee hallway restroom
All of Records and Administration areas including 2 restrooms
hallways and coffee bar area, conference room.
Visitation hallway
Sallyport hall and release vestibule (exterior and interior
Third Floor - Medical offices - 3H108 3H109
Citizen visitation areas including visitor elevator
Staff restroom 3A
Room 3H110
Fourth Floor -Medical & dental offices - 4H108 4H109
Citizen visitation areas
Staff restroom 4A
5.4.2 Police Facility -day use areas
First Floor - 1113 K-9 office
1115 Animal Control Office
1159 Buildin Maintenance Office on loading dock
1219 Property & Facilities Division Commander
Men's and Women's locker rooms, rest rooms
West men's and women's restrooms
Second Floor- PD Lobby
2136 Patrol Bureau Commander
2119 Press Information Officer
2122 District Commander
2124 District Commander
2125 District Commander
2128 District Commander
2130 Professional Standards Commander
2175 Traffic Division Commander
2172 Records Manager
2161 Station Supervisor
2163 Watch Commander
West men's and women's restrooms
Lobby men's and women's restrooms
Lunch room
Report room
Hallway between report room and Record's officer counter
Records
Evidence office area & viewing room
Third Floor - 3160 District Investigations Division Commander
3213 Investigations Bureau Commander
3167 CAP Division Commander
West men's and women's restrooms
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Fourth Floor- 4171 Chief of Police Area: Chief s office & restroom, conference
room and administrative, clerical and copier areas, and Intelligence
Sergeants office.
4164 Chiefls Executive Assistant
4165 Legal Advisor's office
4166 PAAL coordinator
4167 Technology & Support Administrator
4168 Administrative Services Bureau Commander
4160 Background Investigators -large office
4162 Personnel Division Commander
4156 Personnel Division Supervisor and polygraph offices
4151 Personnel file room
4157 Computer Services Manager
4146 Fiscal office area: file room, Fiscal officer and employees
4131 Computer office
4155 Crime Analysis
4159 Personnel interview room
4116 Vacant
4119 Communication Division Commander, 2 restrooms, break
room, 911 area
4224 Training Division Commander
4227 Video training area: four (4) rooms
4212 Driving simulator room
4244 Area: seven (7) Professional Standards offices, conference
room, file room and reception area
5.4.3 Police Facility -high use areas
First Floor - All of Men's and Women's locker rooms, restrooms, showers, and
sleep centers.
Bruce R. Carlson Fitness Center and aerobics room
Hallways
1119 Roll call room
Men's and women's west side restroom
Exterior parking lot and both levels of parking structure
2 Atriums
Second Floor- 2114 Patrol conference room
Patrol Sergeant report/workstation area
Suspect interview rooms and mug/print rooms
2145 copier room
2161 Station supervisor & juvenile holding rooms
2162 Watch Commander's administrative office
2163 Watch Commander
Main north/south patrol carpeted hallways
All of Police Records and Front counter area
Lobby and two restrooms
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Officer Report Room
Hallway to lunchroom
Lunchroom and two restrooms
Community Room, foyer, and two restrooms
Third Floor - Men's and women's westside restrooms
Fourth Floor -All of Communications Division, including offices, break room,
two restrooms, hallways, and TRU area.
5.4.4 Police Facility -general areas
All areas highlighted on floorplans, attached to this RFP.
5.5 Staffing
5.5.1 Staffing Requirements -The Proposer shall insure the specified work hours shall be met
at all times. Staffing requirements are
1. Monday -Friday, excluding Holidays
One (1) Supervisor (8 hours a day)
Nine (9) janitorial workers (8 hours a day each)
2. Saturday, Sunday and Holidays
Three (3) janitorial workers (8 hours a day each)
5.6 Work Schedule
5.6.1 Jail Facility: All Jail areas shall be cleaned between 2:00 PM and 10:30 PM, seven (7)
days a week including Holidays.
5.6.2 Police Facility -areas listed in section 5 4 2: Shall be cleaned between 6:00 AM and
2:30 PM, five (5) days a week (Monday through Friday), excluding Holidays.
5.6.3 Police Facility -areas listed in section 5 4 3 : Shall be cleaned between 2:00 PM to 10:30
PM, seven (7) days a week, including Holidays.
5.6.4 Police Facility -general areas highlighted on floornlans• Shall be cleaned five (5) days a
week (Monday through Friday), excluding Holidays, between 2:00 PM to 10:30 PM.
5.6.5 City Holiday: Shall be the dates of those designated by the City to be City holidays
New Year's Day Martin Luther King Day Lincoln's/Washington's Birthday
Memorial Day Independence Day Labor Day
Veteran's Day Thanksgiving Day Day after Thanksgiving
Christmas Eve Christmas Day
Holidays falling on weekend days may effect the observance day for the Holiday. The
Property & Facilities Manager shall supply actual dates of City Holiday's to the Proposer
at the start of each calendar year.
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6.0 QUALITY CONTROL
6.1 Quality Control Program: Shall be submitted as part of your proposal and shall include
at a minimum, the following:
1. Monthly inspection system covering all the services listed in Section 5 of this RFP. It
shall specify each office, room and/or general area listed in this RFP and its observed
state of cleanliness.
2. Methods for identifying and correcting deficiencies in quality of service.
Proposer shall maintain a file of inspections conducted and when applicable, take
corrective action. A copy of each inspection and documented corrective action shall
be delivered to the Property & Facilities Manager within seven (7) calendar days
from the date of the inspection. This collected data shall become part of a general
database used by the proposer as a basis for establishing and modifying maintenance
procedures.
6.2 Quality Assurance: The Property & Facilities Manager shall monitor the Proposer's
performance using the agreed upon inspections, standards and schedule as outlined in this
RFP. The Police Department staff shall conduct facility inspections and cleaning
deficiencies will be noted. A copy of this facility inspection shall be given to the
Proposer'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 Section 5 of this
RFP. If continued deviation from performance standards occur an Agreement
Discrepancy Letter (Attachment 2) shall be prepared by the Property & Facilities
Manager and issued to the Proposer. Upon receipt of an Agreement Discrepancy Letter,
the Proposer shall respond in writing to the Property & Facilities Manager within five (5)
business days acknowledging the reported problem and presenting a program for
immediate correction or presenting contrary evidence.
7.0 ANCILLARY FACILITY INFORMATION
There are approximately 725 police department and jail facility perimeter
windows to be cleaned (interior of the window only).
2. There are approximately 445 workstations and office desks throughout the police
department and jail.
There are approximately 13 small restrooms in the Jail.
4. There are approximately 12 medium to small restrooms to be cleaned 5 days-a -
week within the police facility and 2 small restrooms within the firing range.
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There are 2 large restrooms and 20 total showers within the 2 police locker rooms
and approximately 8 medium small restrooms within the rest of the police facility
to be cleaned 7 days a week, including Holidays.
6. Trash cans: There are approximately 512 office/workstation areas that contain
10" W x 10" D x 15" H size, bullet shaped trash cans. There are approximately
115 Peter Pepper 18" D x 31" H fiberglass receptacles with 11 3/4" diameter
openings throughout the interior of the facility. Other open office areas, exterior
parking and exterior visitor areas contain 40 Rubbermaid 55 gallon round Brute
trashcans.
8.0 ADDITIONAL REQUIRED SERVICES
Additional services shall be included in the proposal as separate items, called for and paid for on
a per-use basis. These services shall not be connected to or billed together with any other
services in this RFP, but instead shall be proposed with separate pricing. Proposers need to be
able to provide each of these additional services and detail their plan for provision of these
services in their proposal.
1. Cleaning of carpets (large areas of carpet cleaning may be requested)
2. Cleaning of upholstery (full chair, couch or panel fabric upholstery cleaning may
be requested)
3. Steam cleaning of exterior concrete walkways, driveways and parking areas
4. Day Porter (additional janitorial employee may be requested for extended
cleaning assignments)
9.0 PRICE PROPOSAL
Proposers shall provide monthly and fiscal year pricing, using the attached Cost
Summary Form, for janitorial maintenance services. Proposers shall submit all pricing se ap rate
from the other elements of their proposal and thev should be properly sealed (Note: The City
accepts only F.O.B. Destination Santa Ana, California).
10.0 ESCALATION CLAUSE
The City requires bonafide proof of cost increases prior to any price escalation adjustment,
including any state mandated minimum wage increases. A minimum thirty (30) days advance
notice in writing is required to secure such adjustments. No retroactive pricing adjustments shall
be considered. The City shall enforce, adjust, or cancel escalating price agreements as it sees fit.
The net dollar amount of profit shall remain firm during the period of this agreement.
Adjustments increasing the proposers profit shall not be allowed.
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ATTACHMENT 1
SANTA ANA POLICE DEPARTMENT
FACILITY SECURITY RULES
All contract personnel, including janitorial staff shall adhere to the following rules.
Do not admit any person into the police or jail buildings or onto the fenced and gated grounds.
2. Never enter any inhabited or locked areas that contain arrested individuals and always follow the
security directions of all police and jail staff.
No weapons, drugs, alcohol, pornographic material or other contraband are permitted on facility
grounds.
4. You are subject to search, if any police officer or jail detention officer deems it necessary to
insure facility security rules are being followed.
No casual contact or conversation shall take place between you and any suspect, arrestee or
inmate.
6. Immediately inform the nearest police officer or jail staff member of any solicitations for contact
or conversation by suspects, arrestees or inmates.
7. In the event of a disturbance within the facility, immediately follow the directives of police or jail
staff without question.
8. Insure any exterior door you utilize is closed and secured after use.
9. Properly use your issued access cards and keys, keeping them on your person and not loaning
them to anyone. Do not leave the premises at any time with your issued access card or keys with
you. They shall be turned into the Police front desk each time you leave the premises.
10. Items, including access cards, keys, personal items, uniforms and equipment that are lost, missing
or stolen shall be immediately reported to the Police Property & Facilities Manager.
11. Do not use any police or jail facility equipment, such as exercise equipment, telephones or sleep
center beds for your personal use. There are pay phones available in the lobby.
12. Do not keep or remove from the premises, any items found in trash receptacles or that have been
identified as "no longer needed".
I have read and received a copy of these Facility Rules. Date
Print Name
Signature
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ATTACHMENT 2
Date
Janitorial Company
Address
City, State Zip
Regarding: AGREEMENT DISCREPANCY LETTER
Dear Agreement Administrator:
The contractual agreement your company has with the City of Santa Ana (#03-027), specifies your on-site
Supervisor has seven (7) calendar days to correct any documented areas that do not meet the specified
cleaning standards listed in the contract.
On date ,the attached facility inspection was performed and listed cleaning defficiencies were
noted. A copy of this listing was given to your on-site Supervisor, who has had seven (7) calendar days
to correct the documented defficiencies and meet the contractual performance standards.
This Agreement Discrepancy letter is notify you that continued deviation from performance standards has
occurred. You are required to respond back in writing within five (5) business days acknowledging the
reported problem and present a program for immediate correction or present contrary evidence.
Sincerely,
Mary Calderwood
Property & Facilities Manager
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EXHIBIT B
ABLE BUILDING MAINTENANCE
PRICE SUMMARY FORM
Complete both pages of this form and submit in a separate, sealed envelope, labeled "Price Summar rL".
Total price forjanitorial maintenance,services, fear 1 $396,952.92
From December 1, 2007 to November 30, 2008 (12 months)
Total price forjanitorial maintenance services ,
From December 1, 2008 to November 30, 2009 (12 months) Year 2 $410,301.12
Total price for janitorial maintenance services ,
From December 1, 2009 to November 30, 2010 (12 months) Year 3 $428,442.84
Breakdown Information: Year 1 Year 2 Year 3
Monthly Staffing Price $30,952.64 $32,030.95 $33,492.30
Monthly Supply Price $1,493.71 $1,52775 $1,578.21
Other Monthly Price $633.06 $633.06 $633.06
Additional Services Year 1 Year 2 Year 3
Carpet Cleaning $0.010 $0.011 $0.012
(Price per sq. ft.)
Upholstery Cleaning $21.68 $22.76 $23.90
(Price per hour)
Steam Cleaning $21.68 $22.76 $23.90
(Price per hour)
Day Porter Services $21.68 $22.76 $23.90
(Price per hour)
'Additional price breakdown information is welcome but shall be submited on a separate page attached to this price summary
form. The City gives preference to firm pricing. Proposals specifying a maximum escalation percentage during the period of
pricing agreement shall be given preference over those offering unspecified price escalation.
PROPOSER'S STATEMENT: I have read, understoos, and agree to the terms and conditions on all pages of the RFP. Upon
request, I shall transferand deliver goods or services to the City in accordance with said terms and conditions.
Able Building Maintenance Company (213) 765-7805 (213) 763-0514
Complete Legal Name of Company Phone Number Fax Number
2601 South Figueroa Street Los An eles CA 90007
Business Address City/State Zipecode
Jeffrey M. Marquis 11/12/2007
Si at Authorized oposer Printed Name Date
Executive Vice President (714) 434-9494
Tile of Authorized Proposer Phone Number
27
25F-29
EXHIBIT C
ADDITIONAL INSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy
# relating to the following:
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its
officers, employees, agents, volunteers and representatives are named as additional insureds
("additional insureds") with regard to liability and defense of suits arising from the operations
and uses performed by or on behalf of the named insured.
2. With respect to claims arising out of the operations and uses performed by or on
behalf of the named insured, such insurance as is afforded by this policy is primary and is not
additional to or contributing with any other insurance carried by or for the benefit of the
additional insureds.
3. This insurance applies separately to each insured against whom claim is made or
suit is brought except with respect to the company's limits of liability. The inclusion of any
person or organization as an insured shall not affect any right which such person or organization
would have as a claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be cancelled, or
materially reduced in coverage or limits except after thirty (30) days written notice has been
given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement
effective.)
Effective
Policy # _
Issued to
this endorsement form as a part of
Named Insured
Countersigned by
28
Authorized Representative
25F-30