HomeMy WebLinkAboutItem 16 - Agreement with Xanadu Service System for Janitorial Services at Park Restrooms Public Works Agency
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Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 1, 2025
TOPIC: Agreement for Janitorial Services at Park Restrooms
AGENDA TITLE
Agreement with Xanadu Service System for Janitorial Services at Park Restrooms
(Specification No. 25-043) (General Fund)
RECOMMENDED ACTION
Approve agreement with Xanadu Service System for janitorial services at various park
restrooms in an amount not to exceed $3,545,568, for a term beginning July 1, 2025
and expiring June 30, 2028, with provisions for two, one-year extensions (Agreement
No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency's Parks, Fleet, Facilities, and Refuse Division (PWA) is
responsible for the oversight of maintenance and custodial services at 37 park
restrooms. Maintaining clean facilities are essential for public safety. The services
provided through the janitorial services contract include three cleanings per day. This
routine maintenance includes, but is not limited to, emptying of trash; cleaning of toilets,
urinals, and drinking fountains; restocking janitorial supplies; stoppage clearing; and
removal of stains, dust, and foreign matter. Additionally, routine janitorial maintenance
will include daily pressure-washing services in and around the public restrooms.
Furthermore, the proposed contract allows for as-needed janitorial services for City-
hosted events with a response time of no more than two hours when requested.
Janitorial services for park restrooms and City-hosted events are being solicited
separately from general City facility janitorial services due to the varying scope of
service and geographical distribution of public park restrooms.
Request for Proposals (RFP) No. 25-043 was issued on April 10, 2025 on the City's
online bid management and publication system, PlanetBids. A summary of vendor
participation and results are as follows:
255 Vendors notified
8 Santa Ana vendors notified
40 Vendors downloaded the bid packet
Janitorial Services at Park Restrooms
July 1, 2025
Page 2
10 Bids received
0 Bids received from Santa Ana vendors
Local Outreach Efforts
The Purchasing Division advertised this project on the City's online bid management
and publication system, which directly notified eight Santa Ana Vendors. Zero Santa
Ana vendors downloaded the RFP or submitted a bid for consideration. Proposals were
solicited, opened on May 1, 2025, and evaluated. Ten proposals were submitted by the
RFP deadline and nine were determined to be responsive to the specifications and met
the City's requirements. The proposal submitted Z&CJS, Inc. was deemed non-
responsive due to submitting a proposal without required documents specified in the
RFP. An evaluation committee, including Parks and Recreation and PWA staff,
reviewed and rated the proposals according to the criteria listed in the RFP, and the
following summarizes the ranking of all responding firms:
Firm Location Rank
Xanadu Service System Los Angeles, CA 1
Ultimate Maintenance Services Lawndale, CA 2
Vested Solutions Palm Desert, CA 3
Premiere Property Preservation, LLC Van Nuys, CA 4
Coastal Building Services, Inc. Anaheim, CA 5
CCS Facility Costa Mesa, CA 6
Base Hill, Inc. Santa Fe Springs, CA 7
UBN Enterprise, Inc. Dallas, TX 8
United Maintenance Services Burbank, CA 9
Staff recommends awarding an agreement to the highest-ranked firm, Xanadu Service
System (Exhibit 1). Xanadu has provided janitorial services for the City since 2017 and
has demonstrated reliability and responsiveness in providing exceptional value and
tailored services. Xanadu currently provides janitorial services to all facilities owned and
operated by the City not including park restrooms. Xanadu received the highest overall
ranking due to their expert skills, knowledge, and experience to delivering janitorial
services for park restrooms. The proposed agreement includes pricing reflective of the
scope of the agreement and expected level of service to maintain clean and safe public
restrooms throughout our park system.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted in the proposed Fiscal Year 2025-26 budget under the following
accounts. Subsequent funding for the renewal options, if exercised, will be included in
the proposed budgets for City Council consideration.
Janitorial Services at Park Restrooms
July 1, 2025
Page 3
Fiscal Accounting Fund Accounting Unit, Amount
Year Unit-Account Description Account Description
2025-26 01117651- General Park Maintenance $696,451
62320 Fund Service Enhancement,
Maintenance & Repair
Buildings & Ground
2026-27 01117651- General Park Maintenance $696,451
62320 Fund Service Enhancement,
Maintenance & Repair
Buildings & Ground
2027-28 01117651- General Park Maintenance $696,451
62320 Fund Service Enhancement,
Maintenance & Repair
Buildings & Ground
Optional Two, One-Year Extensions
2028-29 01117651- General Park Maintenance $717,346
62320 Fund Service Enhancement,
Maintenance & Repair
Buildings & Ground
2029-30 01117651- General Park Maintenance $738,869
62320 Fund Service Enhancement,
Maintenance & Repair
Buildings & Ground
Total $3,545,568
EXHIBIT(S)
1. Service Agreement with Xanadu Service System
Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency
Approved By: Alvaro Nunez, City Manager
EXHIBIT 1
AGREEMENT WITH XANADU SERVICE SYSTEM FOR CUSTODIAL SERVICES AT CITY
PARK RESTROOMS
THIS AGREEMENT is made and entered into on this 1st day of July, 2025 by and between Xanadu
Service System ("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 April 10, 2025, the City issued Request for Proposal ("RFP")No. 25-043, by which it sought
qualified firms to provide janitorial services at various City locations.
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 25-043.
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 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 described in the scope of work that was included in RFP No.
25-043, which is attached as Exhibit A.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City,
the rates and charges identified in Exhibit B, Contractor's Cost Proposal submitted with its
RFP response. The total amount to be expended during the term of Agreement shall not exceed
$3,545,568 including any extensions.
b. Payment by City shall be made within 45 days (forty-five) 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
which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above for a three-year term and terminate
on June 30, 2028, unless terminated earlier in accordance with Section 16, below. The term of this
Agreement may be extended for two, one-year extensions 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, not to include Contractor's work papers ("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.
7. INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance
coverages:
MINIMUM SCOPE AND LIMIT OF INSURANCE
Contractor shall maintain limits of insurance coverage in the following minimum amounts and
shall be at least as broad as:
• Commercial General Liability(CGL): Insurance Services Office Form CG 00 01 covering CGL
on an "occurrence"basis, including products and completed operations, property damage, bodily
injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and
$2,000,000 aggregate.
• Sexual Abuse or Molestation Liability (SAML): If the CGL policy referenced above is not
endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain
and maintain a policy covering Sexual Abuse and Molestation with a limit of no less than
$1,000,000 per occurrence or claim.
• Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any
auto), with combined single limits of $1,000,000. In the event Contractor does not maintain
commercial automobile liability insurance, City will accept evidence of personal automobile
insurance with existing limits, which can be lower than $1,000,000.
• Workers' Compensation (W/C): as required by the State of California, with statutory limits, and
Employer's Liability Insurance with limit of no less than $1,000,000 per accident, per employee,
per policy for bodily injury or disease.
If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City
requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor.
Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage
shall be available to City.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. CGL, SAML and AL policies: City of Santa Ana, its City Council, its officers, officials,
employees, agents, and volunteers are to be covered as additional insureds with respect to
liability arising out of work or operations performed by or on behalf of the Contractor including
materials, parts, equipment, and personnel furnished in connection with such work or
operations.
2. All required insurance policies: Insurance company(ies) agrees to waive all rights of
subrogation against City, its City Council, its officers, officials, employees, agents, and
volunteers for losses paid under the terms of any policy which arise from work performed by
Contractor for City.
3. All required insurance policies: For any claims related to this contract, Contractor's insurance
coverage shall be primary and any insurance maintained by City, its City Council, its officers,
officials, employees, agents, or volunteers shall not contribute with it.
4. All required insurance policies: A severability of interest provision must apply for all the
additional insureds, ensuring that Contractor's insurance shall apply separately to each insured
against whom a claim is made or suit is brought, except with respect to the insurer's limits of
liability.
5. Each insurance policy required herein shall provide that coverage shall not be canceled,
suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially
changed except after thirty(30) days prior written notice has been given to City. Ten(10) days
prior written notice shall be provided to City for policy cancellation or non-renewal due to
non-payment.
6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana,
Attention: Erendida Reyes, 220 S. Daisy Blvd., M-92, Santa Ana, CA 92703. The name and
location of event should be included in the Description of Operations section of each
certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. City may require Contractor to
purchase coverage with a lower retention or provide proof of ability to pay losses and related
investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state of California with a
current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.
Verification of Coverage
Contractor shall furnish City with original Certificates of Insurance including all required amendatory
endorsements (or copies of the applicable policy language effecting coverage required by this clause) and
a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to
City before work begins. However, failure to obtain the required documents prior to the work beginning
shall not waive Contractor's obligation to provide them. City reserves the right to require complete,
certified copies of all required insurance policies, including endorsements required by these specifications,
at any time.
Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:
1. The retroactive date must be shown and must be before the date of the contract or the beginning of
work.
2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years
after completion of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a
retroactive date prior to the contract effective date, Company must purchase "extended reporting"
coverage for a minimum of three (3) years after completion of work.
Subcontractors
Contractor shall require and verify that all sub-contractors maintain insurance meeting all the requirements
stated herein, and Contractor shall ensure that City is an additional insured on insurance required from
sub-contractors.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits,based on the nature of the risk,prior
experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its City Council,
officers, officials, agents, employees, contractors, special counsel, volunteers, 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 negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting
on its behalf which relates to the services described in section I 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 covered action. 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 shall be limited, to the extent required by
Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness,
or willful misconduct of the Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents,representatives, and employees
against any and all liability, including costs, for infringement of any United States' letters patent,
trademark, or copyright infringement, including costs, 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
a. Consultant covenants that it presently has no interests and shall not have interests, direct or
indirect,which would conflict in any manner with performance of services specified under this
Agreement.
b. No immediate family members of either the Mayor, City Council Member, or any appointed
City Official, including appointed board and commission members, as defined under the City's
Municipal Code, whose position with the City shall award or influence the award of this
Agreement, or any competing contract or amendment thereof, shall be employed in any
capacity by the Consultant or have any other direct or indirect financial benefit or interest in
this Agreement.
c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment
to those awards, to any former full-time employee for one-year from date of employee
separation except for any CalPERS retiree as authorized by City Council resolution
d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now
in effect or hereafter to be enacted during the teen of this Agreement. The Consultant warrants
that it is not now aware of any facts which conflict with the prohibitions defined above. If the
Consultant hereafter becomes aware of any facts that might reasonably be expected to create a
conflict of interest, it must immediately snake full written disclosure of such facts to the City.
Full written disclosure must include, but is not limited to, identification of all persons
implicated and a complete description of all relevant circumstances. Failure to comply with
the provisions of this paragraph will be a material breach of this Agreement.
e. Consultant covenants that none of its directors, officers, employees, or agents shall participate
in selecting or administrating any subcontract supported (in whole or in part) by City funds
stemming from the Agreement where the awarding of the subcontract has any direct or indirect
financial benefit or interest to any individual, as defined in subsections (b) and(c) above.
13. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual
orientation, gender identity, gender expression, gender, medical conditions, genetic information, or
military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law,in the recruitment,selection,teaching,training,utilization,promotion,termination or other
employment related activities or any services provided 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.
14. 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 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 is not embodied herein.
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.
16. 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(s) 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.
17. WAIVER
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.
18. JURISDICTION-VENUE
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.
19. 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.
20. 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.
C. 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
21. 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
Fax: 714- 647-6956
With courtesy copies to:
Nabil Saba
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Contractor:
Xanadu Service System
Attention: Bruce Hwang, President
3010 Wilshire Blvd., #315
Los Angeles, CA 90010
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 time frames, weekends, federal, state, County or City holidays
shall be excluded.
[Signatures on following page]
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above
written.
ATTEST: CITY OF SANTA ANA
Jennifer L. Hall Alvaro Nunez
City Clerk City Manager
APPROVED AS TO FORM: XANADU SERVICE SYSTEM:
SONIA R. CARVALHO
City Attorney
By: `zt,c /rr.'i if'44
Kyle N611esen Bruce Hwang �
Assistant City Attorney President
RECOMMENDED FOR APPROVAL:
signeby Nabil
N a b i l Saba Date:21025 06.13 1 24:0 Saba
-07'00'
Nabil Saba
Executive Director
Public Works Agency
EXHIBIT A
CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractorshall perform services as set forth below and furnish all labor, equipment, materials, and
supervision to perform Custodial Services at Park Restrooms as described herein including, but not
limited to, the following:
DESCRIPTION OF WORK
It is the intent of this agreement to continually improve the quality of the facilities. The
Contractor shall provide all labor, training, materials, tools, equipment, transportation, hauling, dumping,
chemicals and other items needed to perform high quality park janitorial maintenance pursuant to the
terms defined herein. This RFP identifies facilities in park restrooms and park buildings. Park buildings
include restroom-only structures, which are considered park restrooms and single stall restrooms.
The Contractor shall provide all park restroom janitorial maintenance at work sites listed herein, including,
but not limited to cleaning, scrubbing, polishing, toilets, urinals, doors, walls, floors,ceilings, windows,
partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights, lens covers, removing
foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the
exterior of the building surfaces including the walls, roof, windows, etc. and, other services required to
maintain the work sites in a safe, attractive and useable condition.
The Contractor shall provide all park building janitorial maintenance at work sites listed herein, including,
but not limited to cleaning, scrubbing, polishing of windows, desks, cabinets, computers, phones, kitchen
appliances, hanging amenities (clocks, pictures, Knox boxes, etc.), toilets, urinals, doors, walls, floors,
ceilings, windows, partitions, dispensers, hand rails, plumbing fixtures, and replacing burned out lights at
the contractors expense, lens covers, removing foreign materials Le, paper wads stuck to ceilings, walls,
etc. In addition, the
Contractor shall clean the exterior of the building surfaces required to maintain the work sites in a safe,
attractive and useable condition. Staff should be trained in handling hazardous waste, human waste and
needles.
Contractor understands that it is assuming maintenance responsibility of the parks/locations " as is" and
is responsible for improving all aspects of the parks facilities to the quality described in these
specifications and interpreted by the City' s Representative.
Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation.
1.0 DEFINITIONS
1.1 "City's Representative" shall mean the Executive Director of Public Works Agency designated
representative.
1.2 "Cleaning"shall mean the practice of thoroughly removing all stains,foreign materials, mineral
deposits, etc. to achieve a high quality "like new" appearance.
1.3 "Sanitizing" shall mean to disinfect (eradicate disease causing agents) by use of germicidal or
other approved disinfecting products.
City of Santa Ana RFP 25-043 Page 19 of 44
CITY OF SANTA ANA
1.4 "Polishing" shall mean, following cleaning, using products to enhance the "shine" of the
surface being polished.
1.5 "Pressure washing" shall mean, power washing with the use of hot high-pressure water
sprayer (which shall include high pressure hot water washing) to all exterior wall and
pavement surfaces to remove dirt, stains, oil, tar, gum, dust, debris, stains, and residue to
present a high-quality appearance following each visit within 25' of the building.
1.6 "Scented Disinfectant" shall mean an Bio-based, environmentally preferable product(EPP)
that meets SCAQMD requirements.
1.7 Feces clean up, wear gloves and PPE, pick up solids, disinfect the area with a bleach solution
or EPA approved disinfectant, and thoroughly wash hands.
2.0 SUPPLIES AND EQUIPMENT
2.1 Suppplies, equipment and tools in which the contractor must provide and maintain are
included, but not limited to:
2.1.1 "Wet Floor" signs
2.1.2 Mop bucket with wringer
2.1.3 Clean rayon mop with handle
2.1.4 Autoscrubber
2.1.5 Hillyard Super Shine-All®
2.1.6 "Closed" signs
2.1.7 Caution Tape
2.1.8 Hand auger and plunger
2.1.9 Liquid hand soap
2.1.10 2- Ply Toilet paper
2.1.11 Toilet seat covers
2.1.12 Trash liners
2.1.13 Sanitary receptacles for feminine hygiene products
2.1.14 Multi-fold handtowels
2.1.15 Cleanin agents such as: floor, tile , glass, etc ...
2.1.16 Floor sealer
2.1.17 Furniture waxes and or polishes
2.1.18 Floor wax
2.1.19 Tile polish
2.1.20 Surface sanitzers
2.1.21 Floor wax strippers
2.1.22 Metal polishes
2.1.23 Surface disinfectants
2.1.24 Wet and dry vacuum cleaners
2.1.25 Floor buffers
2.1.26 Mops
2.1.27 Sponges
2.1.28 Wet floor signs
2.1.29 Utility carts
2.1.30 Carpet pile lifters
2.1.31 Buckets
2.1.32 Rags
2.1.33 Floor washers
2.1.34 Brooms
City of Santa Ana RFP 25-043 Page 20 of 44
CITY OF SANTA ANA
2.1.35 KEX-style sweeping tools
2.1.36 Squeegee
2.1.37 Mop bucket with wringer function
2.1.38 Clean rayon mop head with handle
2.1.39 Auto floor scrubber
2.1.40 Hillyard Super Shine-All
2.2 Contractor must provide containers on wheels to move trash throughout buildings and out
of the dumpsters. At no time shall container or other equipment be slid on the floors.
Contractor shall store all equipment in janitor's closests throughout City facilites.
2.3 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 Contractro. The City will require that only cleaning
chemicals included in the bio-based product listing from the Unter States Department of
Agriculture (USDA) be used.
As of December 2015, USDA has certified 2,500 bio-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 shall 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.
2.3.1 All-purpose cleaner
2.3.2 Heavy duty cleaner
2.3.3 Carpet shampoo
2.3.4 Gum remover
2.3.5 Disinfectant sanitizer
2.3.6 Extraction fluid
2.3.7 Floor stripper
2.3.8 Neutral cleaning liquid
2.3.9 Spot and stain remover
2.3.10 Air freshener
2.3.11 Scented disinfectant for urinals
2.3.12 Polish cleaner (brass/chrome/stainless steel) cream cleaner, solvent spotter
2.3.13 Floor finish
2.3.14 Floor finish restorer, floor sealer, furniture polish, glass cleaners
2.3.15 Grout sealer
2.3.16 Lime and scale remover (tub & the cleaner)
2.3.17 Toilet bowl cleaner
2.3.18 Laundry detergent
2.3.19 Urinal filters
City of Santa Ana RFP 25-043 Page 21 of 44
(9)
CITY OF SANTA ANA
3.0 PARK RESTROOM MAINTENANCE
Routine maintenance shall include but not be limited to the following services performed at the
Work Sites listed in Exhibit III.
3.1 Daily Cleaning Schedule (Daily cleaning is to be performed three times per day)
3.1.1 Restock all supplies daily so dispensers are completely full. Replace vandalized
dispensers with approved manufacturer and model dispensers to Park Maintenance
specifications upon discovery. Dispensers will be provided by the City.
3.1 .2 Flush toilets and urinals prior to finishing and add approved products.
3.1 .3 Check toilets and urinals for stoppages and use plunger and/or hand auger to unplug.
Note that the Contractor be unsuccessful in unplugging the toilet or urinal causing the City
to unclog the unit, and the clog is unplugged by plunger and/or hand auger, the cost for
this service will be deducted from the Contractor's next monthly invoice.
3.1.4 If stoppages cannot be unplugged or if other plumbing problems are noticeable, notify the
City's Representative immediately via phone and/or email. Contractor shall remove all
waste from the clogged urinal/commode, clean the urinal/commode and place a plastic
waste receptacle liner over the unit to protect it from use until a Plumber can clear the
clog.
3.1.5 The contractor will be called to clean up and disinfect the restroom after the mainline or
clog has been cleared.
3.1.6 Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces
including doors, sills, partitions, floors, walls, ceilings, etc. This includes, but not limited
to, wads of paper stuck on ceilings, tape, etc.
3.1 .7 Empty, clean, and sanitize receptacles inside and out.
3.1.8 During the 1 st cleaning, the contractor shall pressure wash the interior and 25' around the
exterior of the restroom with bio-based scented disinfecting.
3.1.9 Clean and sanitize all surfaces, including walls, doors, partitions, door/window jambs,
vents, light fixtures, ceilings, etc. Tile floors and walls shall be cleaned and polished.
3.1.10 Clean, sanitize interior and exterior of washbasins and around all fixtures to remove
mineral deposits, water spots, dirt, grim, and any other unclean condition. Polish all metal
fixtures surfaces, inside and out, including but not limited to toilets, urinals, plumbing,
sinks, flush valves, mounting plates, dispensers, nuts, screws, traps, hose bibs, water
connections, handrails, mirrors, etc. using approved products.
3.1.11 Clean and disinfect benches using approved germicidal cleanser.
3.1.12 Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser.
Throw away any trash found in unlocked lockers or on top of lockers.
3.1.13 Clean and sanitize shower walls,fixtures and curtains using approved germicidal cleanser.
3.1.14 Pick-up, clean, sanitizes and removes trash and debris, including but not limited to feces,
urine, paper, within 25' feet of the building in each direction.
3.1.15 Clean exterior of the building/roof free of all stains, dirt, grime, sand, or other foreign
materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. within 25' of
the building.
3.1.16 Turn off lights once work is completed. And/or close or open restrooms per city staff
direction.
3.1.17 Clean and polish exterior of the building amenities (attached) including but not limited to
drinking fountains, lights, Knox boxes, plaques, windows, etc. of dirt, grime, all foreign
materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc.
3.1.18 1st Cleaning, Pressure wash all exterior wall and pavement surfaces to remove dirt, dust,
debris, stains, etc. to within 25' of the building.
3.1.19 Pressure equipment will be gas operated
City of Santa Ana RFP 25-043 Page 22 of 44
'Y.w
CITY OF SANTA ANA
3.1.20 If restroom is deemed "Out of Service" contractor will install signs and contact city staff
immediately.
3.1.21 Contractor can be tasked with opening and closing restrooms.
3.1.22 The contractors shall be able to utilize the "My Santa Ana" App to report any issues and
receive or send emails and text messages from City Representative.
3.2 Weekly Cleaning Schedule — Restrooms
3.2.1 Polish all tiles surfaces using approved product to achieve a high quality appearance.
3.2.2 Clean light fixtures and protective coverings inside and out using approved germicidal
cleanser.
3.2.3 Clean and resurface floor surfaces using approved products per the manufacturer's
specifications.
3.2.4 Use pumice stone or other product/tool to remove mineral buildup from around fixtures in
the restroom.
3.2.5 Scrub floors and base boards completely clean of dirt, grim, stains, etc. using a power
walk-behind floor scrubber and hand held power scrubber being careful not to damage
flooring.
3.3 Bi-Annual Cleaning Schedule
3.3.1 Pressure wash roofs and facial boards to remove dirt, dust, debris, stains, etc.
3.4 Procedures (1st cleaning) Pressure Washing
3.4.1 Set our "Wet Floor" signs.
3.4.2 Pressure wash the interior, including walls and partitions, and
25' of the exterior of the building.
3.4.3 Squeegee any standing water to avoid puddling.
3.5 Procedures (2nd and 3rd ). Spot Cleaning
3.5.1 Set out "Wet Floor" signs.
3.5.2 Mix Super Shine-All at 2 oz. per gallon of water in a mop bucket, or 1 oz. per gallon in an
autoscrubber.
3.5.3 For spills, soak mop in the solution, wring out, and mop the floor area while absorbing the
spill.
3.5.4 Re-soak the mop in the cleaning solution, wring out, and mop the area a second time.
3.5.5 When damp mopping the entire floor, change the cleaning solution when it becomes
cloudy with dirt. NOTE: Do not mop heavy amounts of cleaning solution onto the floor.
3.5.6 (Pick up any debris or feces from the floor and 25' from the exterior of the building.
3.5.7 Allow the floor to dry thoroughly before removing "Wet Floor" signs.
3.5.8 Re-stock toilet paper and soap dispensers.
3.5.9 Remove heel marks, gum, stains, etc. daily being careful to not damage the floor. Areas
affected by removal of marks, gum, stains, etc. shall be refinished following Hillyard's
refinishing specifications.
4.0 APPROVED SUPPLIES
City of Santa Ana RFP 25-043 Page 23 of 44
CITY OF SANTA ANA
Supplies, equipment and tolls which the Contractor must provide and maintain include, but are
not limited to:
4.1 Restroom, or approved equals
4.1.1 Toilet Tissue-Acclaim White Singlefold Interfolded Bath Tissue # 10101 —00
4.1.2 Scott Bathroom Roll Tissue, item # 05102 20, 4.4 x4.5 inches, can be substituted with a
different toilet paper dispenser.
4.1.3 Bio-based disinfectant chemicals or equal and approved by city
4.2 Approved Cleaning Supplies, or approved equals
4.2.1 For cleaning urinals and commodes Colossus #160S
4.2.2 For cleaning polished and brushed chrome Sheila Shine
4.2.3 Metal/Chrome polish Sheila Shine
4.2.4 Disinfectant Versatile #180
5.0 SCHEDULE
5.1.1 1st Cleaning (Pressure Washing) from 10am- 2pm.
5.1.2 2nd Cleaning (Spot Cleaning) 2pm-6pm
5.1.3 3rd Cleaning (Spot Cleaning) 6 pm-10 pm.
5.1.4 Schedule can change per City direction.
6.0 BUILDING SECURITY
The Contractor's shall provide the City at the beginning of the agreement a matrix listing the name
of his/her custodians, what buildings they will service, what time the buildings will be serviced,
what vehicles they drive (make, model and license number). This information will be copied to the
park security and the Santa Ana Police Department for security purposes.
The contractor shall keep all exterior doors locked during the performance of work or as otherwise
directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted.
Offices with security systems shall have them activated immediately after work is completed in
that area. The Contractor shall be responsible for any lost keys, card keys and any inherent
damages (i.e., re-keying of whole facility). This cost shall be withheld from contractor's
payment(s). The decision to re-key the whole facility is solely that of the City's Representative.
7.0 EQUIPMENT USAGE
There shall be no usage of City equipment, telephones, or facilities by the contractor's staff. The
City may ask the contractor to remove staff from the site if they are found to be in violation of this
policy. Electrical power (110) volts will be furnished by the City at existing power outlets for the
contractor's use to operate such equipment as is necessary in the conduct of his work. The
Contractor shall be responsible for any damage caused to the electrical outlets and their covers
caused by the improper disconnection of equipment. Cold water will also be made available as
necessary for cleaning.
8.0 EXTRA WORK
It is the City's intent to keep parks and other public recreational sites in a beautiful and
exceptionally well-maintained condition. This specification is designed to continuously improve
City of Santa Ana RFP 25-043 Page 24 of 44
CITY OF SANTA ANA
parks and public recreational sites. It is with this intent in mind that the City's Representative may
consider authorizing extra work. Extra work will not be initiated without written authorization. In
emergency-situations, a not to exceed price may be submitted by contractor via e-mail for
review/approval by City.
The City's Representative may request that the Contractor submit proposals for extra work in
order to improve the grounds-landscape in the contract sites. The Contractor shall submit
proposals using the City's Proposal for Extra Work Spreadsheet. The Contractor shall complete
the spreadsheet in its entirety using his/her proposed extra work pricing (that is a part of this
agreement) in order for the proposal to be considered. City reserves the right to request
materials/equipment receipts with invoices. All labor shall be quoted on a "not to exceed" basis
and City will only pay for labor actually incurred. City will pay up to 15% mark-up on parts and
materials.
9.0 CITY INSPECTION
The Director's Representative shall regularly inspect City property subject to this Agreement. If
said inspection results in discovery of work that is not performed in the manner, and to the
professional degree set forth in the Specifications, The Contractor agrees that the City shall; 1)
withhold from Contractor's next monthly payment, the City's actual or estimated cost of performing
the work; or, 2) hire a contractor or City staff to perform the work not performed and then withhold
from the Contractor's next monthly payment the City's actual cost for performing the work to bring
the property into conformance with the specifications. Additionally, City shall impose liquidated
damages of up to $300.00 per inspection, per park, per item specified herein not performed, per
day not meeting the specifications during any such inspection.
Furthermore, it is not the Director's Representatives responsibility to inform the Contractor when
work specified in the specifications was not performed or that deficiencies exist. It is the Director's
Representatives responsibility to inspect the properties to verify that work was performed to the
specified level of quality and timeframe followed by reporting that the work was performed
satisfactorily or not. It is the Contractor's responsibility to provide adequate supervision and
staffing to perform all aspects specified in this agreement. Should the Director's Representative
create Power Point punch lists, essentially performing the Contractor's Supervisor's
responsibilities/duties of determine what work needs to be performed in accordance with the
agreement specifications, the City shall deduct $300 per Power Point punch list from the
Contractor's monthly invoice.
City of Santa Ana RFP 25-043 Page 25 of 44
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