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HomeMy WebLinkAbout25A - AGMT - JANITORIAL MAINT SRVS AT SAPDREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 20, 2013 TITLE: AGREEMENT FOR JANITORIAL MAINTENANCE SERVICES AT SANTA ANA POLICE DEPARTMENT /6?n ITY ANAGER RECOMMENDED ACTION 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 three-year agreement with ABM Building Maintenance Company for police and jail facility janitorial services in an amount not to exceed $1,097,340, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreement with Able Building Maintenance Company for police and jail facility janitorial services in an amount not to exceed $30,830, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On January 8, 2008 City Council authorized a five-year agreement with Able Maintenance to provide daily janitorial maintenance for the Police Administration and Jail facility. Recently, a Request for Proposal (#13-015) was administered through the City's Purchasing Department to select a vendor for a new long term agreement. On April 12, 2013, the City received four proposals, and a team of staff from various Police Department Bureaus evaluated and rated each proposal. The scoring for each proposal is as follows: Firm Location Rating 3 Year Cost ABM Janitorial Services Irvine 87.25 $1,097,340 Santa Fe Building Maintenance Chino Hills 82.25 $1,065,397 Able Building Maintenance Santa Ana 81.75 $1,181,913 OmniClean Orange 64.50 $1,095,000 25A-1 Agreement for Janitorial Services May 20, 2013 Page 2of2 As a result, the Santa Ana Police Department is recommending the City enter into a three-year agreement with two one-year options with ABM Janitorial Services. ABM, provides janitorial services to many other local public agencies including the Superior Courts of Orange County, the City of Newport Beach and the City of San Juan Capistrano. To ensure a smooth transition of janitorial providers, the Police Department also recommends amending the existing agreement with Able Maintenance for an additional one month period. This will allow time for ABM to hire staff and order equipment as well as provide time for PD Personnel staff to conduct any necessary background checks. This recommended action will allow for continuous service to the Santa Ana Police Department during this transitions period. FINANCIAL IMPACT Funds are available in the Police Department's Building & Facilities Division fund (account no. 01114403-62300). APPROVED AS TO FUNDS AND ACCOUNTS: Carlos Rojas Acting Chief of Police Police Department Francisco Gutierrez Executive Director Finance & Mgt. Services Agency J 25A-2 JANITORIAL SERVICES AGREEMENT THIS AGREEMENT, made and entered into this 201h day of May, 2013 by and between ABM Industries, Inc., a Delaware 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 providing janitorial services to the Santa Ana Police Administration, Detention Facilities, and surrounding grounds. 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: SCOPE OF SERVICES Contractor shall provide janitorial services for the Santa Ana Police Administration and Detention Facilities and surrounding grounds, as set forth in City's Janitorial Maintenance Request for Proposals #13-015, dated April 15, 2013, 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 April 15, 2013, attached hereto as Exhibit B and incorporated by reference. 2. COMPENSATION a. (1) 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 be as follows: (a) $358,560 for June 1, 2013-May 31, 2014; (b) $365,736 for June 1, 2014-May 31, 2015; and (c) $373,044 for June 1, 2015-May 31, 2016. (2) Invoices shall be submitted by Contractor for payment on a monthly basis. 25A-3 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 Police Administration Manager or designee. Monthly invoices, submitted in duplicate, shall be mailed to: Chris Laugenour Santa Ana Police Department Police Administration Manager 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 June 1, 2013, with two (2) additional one-year options to extend at the prices indicated in Exhibit B plus standard in the industry escalation, 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: 25A-4 a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence. 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. 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 25A-5 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. 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. 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: 25A-6 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: and Chief of Police Santa Ana Police Department City of Santa Ana 60 Civic Center Plaza (M-97) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 245-8007 City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 647-6515 To Contractor: ABM Janitorial Services 165 Technology Drive, Suite 100 Irvine, California 92618 telefacsimile (949) 585-5994 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 25A-7 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: a. As a condition of such payment, the Police Chief 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 25A-8 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 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: MARIA HUIZAR Clerk of the Council CITY OF SANTA ANA: KEVIN O'ROURKE Interim City Manager 25A-9 APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ABM Janitorial Services By: Laura A. Rossini Assistant City Attorney RECOMMENDED FOR APPROVAL: CARLOS ROJAS Acting Police Chief By: Ron Dallas Regional Account Manager Tax. ID # 25A-10 EXHIBIT A 25A-11 CITY OF SANTA ANA POLICE DEPARTMENT Request For Proposals - RFP 13-015 Janitorial Maintenance Services SEAT GOVI City of Santa Ana Purchasing Division M-16 20 Civic Center Plaza PO Box 1988 Santa Ana, California 92702 Attn: Eva Goods RFP # 13-015 Date Due: On or before 5:00p.m. (PDST), Monday, April 15, 2013 25A-12 THE GOLDEN C 1 T Y FI FOUNDED 1869 RFP 13-015 CITY OF SANTA ANA POLICE DEPARTMENT JANITORIAL MAINTENANCE SERVICES 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. Proposers shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. The City of Santa Ana reserves the right to reject any or all proposals and to waive any informality therein, and all Proposers shall agree that such rejection shall be without liability on the part of the City of Santa Ana for any damage or claim brought by any Proposer because of such rejections, nor shall the Proposer seek any recourse of any kind against the City of Santa Ana because of such rejections. All inquiries concerning this Request for Proposal should be directed to: Chris Laugenour Police Administration Manager claugenour@santa-ana.org Envelopes containing proposals are to be marked "Request for Proposal RFP 13-015 Janitorial Maintenance Services" SUBMISSION OF PROPOSALS: Five (5) copies of each proposal are to be mailed or delivered to: Delivery Address: City of Santa Ana Attn: Eva Goods Purchasing Department M-16 20 Civic Center Plaza Santa Ana, CA 92702 Facsimile transmission (FAX) copies are not acceptable. Mailing Address: City of Santa Ana Attn: Eva Goods Purchasing Department M-16 20 Civic Center Plaza P.O. Box 1988 Santa Ana, CA 92702 Key RFP Dates: Issue: March 28, 2013 Mandatory Pre-proposal Job Walk: Tuesday, April 9, 2013 at 10:00a.m (PDST) Proposal Due: Monday, April 15, 2013, on or before 5:00p.m. (PDST) 2 25A-13 RFP 13-015 INTRODUCTION 1.0 Definitions: The following words as used in this RFP` shall be understood to refer respectively to: Word in RFP Definition "City" The City of Santa Ana, California "Police Department" The Santa Ana Police Department "RFP" Request for Proposal "Proposer" The person, firm or corporation who is responding to this Request for Proposal and with whom the agreement is made by said City and the agent, or legal representative, who may be appointed to represent such person, firm or corporation in the signing and performance of said agreement. 1.2 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 600 employees work out of this state-of-the-art facility, which deals with daily normal police business, sensitive security issues, VIP tours, and 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. 1.3 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. 3 25A-14 RFP 13-015 Cleaning, disinfecting & descaling 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 Pick up recyclables, bottles and plastic Windows, glass and mirror cleaning Rearranging furniture Refilling dispensers Emptying trash and ash can receptacles Waxing vinyl and tile floors Spot cleaning various surfaces Spray buffering & machine scrubbing hard floors Sweeping of patios, balconies and exterior areas Cleaning of food areas, microwaves and refrigerators Cleaning of fitness equipment Semi-annual wall clock battery replacement & time reset 1.4 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. 2.0 BACKGROUND /CURRENT STAFFING 4 25A-15 RFP 13-015 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 (5) full time & (4) Part-Time.. Weekends and Holidays staffing levels are three (2) janitorial personnel, all working (8) hours each. 3.0 RULES OF PREPARATION 3.1 Rules Governing Competition: This is an RFP conducted in accordance with the regulations of the City of Santa Ana. All instructions shall be fully complied with or the proposal may be rejected as non-responsive. This RFP is not a formal bidding process governed by State statute. 3.2 Oral Communications: Any oral communications by any City employee concerning the RFP are not binding on the City and shall in no way modify the RFP or any obligation to the City or the Vendor. 3.3 Contractual Obligations: 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. 2. Prior to undertaking performance of work under this Contract, 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 which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting there from 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 there from, and property damage, in the total amount of $1,000,000 per occurrence, $1,000,000 in the aggregate. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Contractor 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 Contract, Contractor agrees to obtain and 5 25A-16 RFP 13-015 maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Proposer is, or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with combined single limit of not less than $1,000,000 per claim. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: Commercial general liability and business automobile insurance policies shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. A sample additional insured endorsement is attached hereto as Exhibit C. 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 Contract 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. f. 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 Contract. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 3.4 Award: The final award of an agreement is subject to approval by the Santa Ana City Council. 3.5 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. 3.6 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 6 25A-17 RFP 13-015 Santa Ana Police Department. The Displaced Janitorial Opportunity Act, Section I 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. 3.7 Instructions to Proposers: Proposer shall submit five (5) copies of their proposal, which includes the services proposed and the cost of these services. Information not specific to the performance of this agreement should be omitted. Only those Vendors able to meet the requirements herein will have their proposal opened and considered. Within the proposal, the Proposer shall include the following: (1) Price Summary Form and a Proposed Staffing Plan (2) Statement of Company Background: Proposers shall provide an introduction and general description of the company's background, nature of business activities, and municipal experience with similar contracts. (3) Financial documentation: Provide most recent fiscal year audited or reviewed financial statements. (4) Signed Certification of Non-Discrimination by Contractors (5) References 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. All proposals shall contain all information requested in this RFP, plus the Vendor shall submit a declaration of their ability to perform the services requested and meet the qualifications, terms, and conditions outlined. The Vendor shall describe their experience in providing similar services. 3.8 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. 3.9 Proposal Costs: The cost of developing and delivering the proposal is the sole responsibility of the Proposer. 3.10 Mandatory Pre-proposal Job Walk: All persons wishing to submit a proposal must attend the pre-proposal job walk, on Tuesday, April 9, 2013 at 10:00a.m., held at the Santa Ana Police Department lobby, 60 Civic Center Plaza, Santa Ana, CA 92702. Parking is available immediately adjacent to the facility. Parking costs are at the Proposer's expense. 3.11 Proposal Submission: The delivery of the proposal is the sole responsibility of the Proposer. It shall be delivered to: The City of Santa Ana, Purchasing Department, 20 Civic Center Plaza, M-16, Santa Ana, CA. 92701, Attn: Eva Goods, by the due date of April 15, 2013 at 5:00p.m. Late submissions will not be accepted. 7 25A-18 RFP 13-015 4.0 OTHER GENERAL CONDITIONS 4.1 Point of Contact: The Proposer's on-site Supervisor or designee shall be the primary point of contact with the Santa Ana Police Administration Manager or designee. 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 Police Administration Manager, or designee. The Agreement Administrator, or designee, shall be available via cell phone 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 a year. The Santa Ana Police Administration Manager or designee shall have authority to direct the Proposer's performance in matters relating to policy, information and procedural requirements. The Police Administration Manager shall also monitor the Agreement and the performance of the Proposer. The Proposer's Agreement Administration 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 Administration 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: 1. Occupant safety, which is the safety of staff, visitors, inmates, and other persons at the site. 2. Maintenance to be performed in a high quality manner to provide a clean and and healthy workplace all 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 and must be approved by the Police Administration Manager, and must be quality commercial brands. 8 25A-19 RFP 13-015 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 Police Administration Manager, shall remove from the premises employees who, in the opinion of the Police Department, have exhibited improper conduct or are not 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 Specific 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 Police Administration 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 Administration 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 access card to each on-site employee at the start of each assigned work shift. No issued keys or 9 25A-20 RFP 13-015 access cards shall be removed from the premises during the work day. Each employee shall return 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 become lost, missing, or stolen shall be immediately reported by the Proposer's employees or Supervisor to the Police Administration 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. Employee 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. New Employee Uniform- will be provided by the Proposer, including shirts and must project a professional appearance. 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, and miscellaneous supplies. All supplies will be ordered and delivered in a timely manner. 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: Vacuum Cleaner Pacer 112 UE with HEPA filtration or similar 2. Approved canister vacuum: Mighty Canister Vacuum or similar 3. Approved wide area vacuums: Nilfisk Advance Carpetriever 28 or similar 10 25A-21 RFP 13-015 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. 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, a reel-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 Police Administration Manager, but must meet the above specifications. 5. 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. Nitflisk Advance Convertamatic 24 or similar 5.2 Items Furnished by CitX: 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 Specific Maintenance Tasks 5.3.1 Daily Cleaning 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 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. Dry all metal surfaces of faucets, handles, valves, etc. Shower wall, floor and 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. 11 25A-22 RFP 13-015 5.3.4 Daily Cleaning of Floor Drains: Clean all floor drains and remove corrosion and tarnish. 5.3.5 Daily Vacuuming of 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 when 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 liter. For noise reduction, which is essential to the 911 emergency police dispatch operation, the built-in vacuum system supplied by the police Department will be used when vacuuming the Police Communications area. 5.3.6 Daily Damp Mopping of Non-Carpeted Floors & Weekly Machine Scrubbing of Stone Floors: Remove soil, hair, dust and debris from non-carpeted floors. Trash receptacles and other such items shall be moved as necessary and returned to their appropriate location. All accessible areas of the floor shall be damp 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 puddles 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. 5.3.7 Daily de-scaling of Toilets and Urinals: Remove scum, mineral deposits, rust stains, etc. 5.3.8 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 stain. 5.3.9 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. 5.3.10 Daily Dusting of Locker Tops: Dust locker tops in dressing areas, storage rooms, locker rooms and maintenance areas. 5.3.11 Daily Dusting of Building Surfaces: Remove all dust, lint, litter, dry soil, etc., from the surface of ledges, window sill, locker tops, and fire extinguishers. This shall also be done for computer 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 to specialty 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. Dusting shall be completed using micro dusting wipes. 12 25A-23 RFP 13-015 5.3.12Daily Emptying of all Trash and Ash Receptacles: All waste baskets, 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 receptacles shall be removed from the 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 . All recycle bottles and plastics will be picked up. 5.3.13 Daily General Cleanup: Remove any found litter and clean unsightly soil from building, fixtures, walls, door frames, and surfaces. Remove any spilled liquids or solids. . Remove carpet stains. Pick up abandoned lunchroom trays or utensils and deliver them to the lunchroom. 5.3.14 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. 5.3.15 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. 5.3.16 Daily Removal of Carpet, Chair Upholstery & Panel or Wall Fabric Stains: Clean all stains as quickly as they are found, so as not to allow them to set into the fabric. 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. 5.3.17 Daily Replacement of Trash Receptacle Liners: All soiled or torn trash receptacle liners shall be placed with a new trash receptacle liner. The liner shall be replaced in such a manner as to present a neat uniform appearance. 5.3.18 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 to 11 feet in height. Care shall be taken not to permanently mark, scratch or discolor the surfaces. 5.3.19 Daily Spot Cleaning of Trash Receptacles: Remove nonpermanent stains and soil from the interior and exterior of trash receptacles. 13 25A-24 RFP 13-015 5.3.20Daily Cleaning of Outside Patios, Balconies, and Building Entryways (both in front of Police Facility & Jail): 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 outside the PD lobby, Jail lobby and Community Room. Remove any litter, cigarette butts, or bird droppings in these areas too. 5.3.21 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 restroom, locker rooms, and fitness center in the same manner as above. Spot clean office and work station glass as needed on a daily basis. Clean glass entrance doors to Police facility and Jail twice daily. 5.3.22 Daily Cleaning of Microwave Ovens: Clean inside and outside of all microwave ovens, removing crumbs and spills. 5.3.23 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: 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 areas. 5.3.24 Daily Breakdown of Cardboard Boxes: Cardboard cartons are to be broken down flat and put into the proper trash container, including any boxes on the loading dock. 5.3.25 Daily Spot Cleaning of Ceilings: Remove any toilet paper, cobwebs, dust buildup and other debris from the ceiling, ceiling vents and ceiling light fixture holders. 5.3.26 Daily Dusting of Walls and Ceilings: Remove all dirt, lint, litter, cob webs, dry soil, etc., from walls and ceilings. 5.3.27 Daily Cleaning of Wood Furniture: Care shall be taken not to scratch or mark wood surfaces, while insuring that they have been thoroughly cleaned. 5.3.28 Daily Cleaning of Fitness Center Exercise Equipment: 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 to remove sweat and stains. Clean tops of any rubber mats and under each treadmill by extra-vacuuming up the dust and black motor powder. 5.3.29 Daily 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 14 25A-25 RFP 13-015 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 exist that warrant such signs. Signs are to be picked up and stored in the proper janitor room once the condition no longer exists to warrant such signs. 5.3.30 Weekly, Clean Two (2) Police Lunchroom Refrigerators: (One refrigerator - on Mondays, one refrigerator - on Fridays). Clean interior and exterior of refrigerator surfaces. Dispose of all food and temporary containers. Do not dispose of permanent containers, such as those made of class or metal. Empty contents of permanent containers, wash them and leave the permanent containers in the designated lunchroom area. 5.3.31 Weekly Spray Buffing of Hard Floors: Clean and restore a uniform gloss and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. All chairs, trash receptacles, etc. shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains, and shall be removed from baseboards, furniture, trash receptacles, etc. 5.3.32 Weekly Dusting of Blinds and Draperies: Clean all blinds, shades, and draperies. Care shall be taken not to spread dust into the air. 5.3.33 Weekly Dusting of Ceiling, 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. 5.3.34 Weekly 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. Dust free products shall be used such as micro fiber dusting rags. 5.3.35 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 surfaces shall be rinsed thoroughly to remove all remaining cleaning solution. After cleaning, the floor and grout shall have a uniform appearance free from film, minerals, deposits, corrosion stains, etc. Areas not accessible with the buffer shall be manually scrubbed with an abrasive pad. Apply sealer to tile areas, after machine scrubbing except in shower areas. 5.3.36 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 15 25A-26 RFP 13-015 detergent solution from the baseboards, door, or other non-floor surfaces and in adjacent spaces. 5.3.37 Quarterly Carpet Cleaning: Carpet cleaning is usually done on a quarterly basis, coordinated through the Police Administration 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. 5.3.38 (Quarterly Cleaning/Wipe-down of Vehicle Storage Lockers: Wipe down the outside lockers of any dust, dirt, or debris. Care shall be taken not to spray any cleaning solution or water directly into the lockers through the open slots. 5.3.39 Strip and Refinish Tile Floors (as needed): 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 (including police facility & Jail facility). The two (2) atrium skylights in the ceiling of the police facility, 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 cashier, restrooms, eating areas, vending machines, hallway, glass and painted doors, 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 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. 5.3.43 Stairwells: As needed clean/mop the four cement stairwells located at each corner of the PD Facility. 5.4 Specific areas to be Maintained 5.4.1 Jail Facility (on a daily basis) First Floor- Medical Offices- 1 H 112, 1 H 114 and 1 H 115 Central Control Room and 1 employee restroom Kitchen Restroom 1 B and 1 C Booking (employee area only) 16 25A-27 RFP 13-015 Booking area restrooms 1D and lE Attorney Visitation Watch Commander's office Exterior Jail Sallyport Second Floor- All of Jail lobby and 2 public restrooms Exterior entrance area Room #2144 Jail Administrator Room #2145 Jail Manager Room #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 car area, conference room Visitor Hallway Sallyport hall and release vestibule (exterior and interior) Third Floor- Medical Offices- Room #3H108, 3H109 Citizen visitation area, including visitor elevator Staff Restroom 3A Room #3H110 Fourth Floor- Medical & Dental Offices- Room #4H108, 4H 109 Citizen visitation areas Staff restroom 4A 5.4.2 Police Facility- day use areas First Floor- Room #1113 K-9 Office Room #1159 Building Maintenance Office on Loading Dock Roll-Call Room Room #1219 Property & Facilities Division Commander Men's and Women's locker rooms, rest rooms West men's and women's restroom Second Floor- PD Lobby Room #2136 Patrol Bureau Commander Room #2119 Press Information Officer Room #2122 District Commander Room #2124 District Commander Room #2125 District Commander Room #2128 District Commander Room #2130 Professional Standards Commander Room #2175 Traffic Division Commander Room #2172 Records Manager Room #2161 Station Supervisor Room #2163 Watch Commander Sgt. Office Area 17 25A-28 RFP 13-015 Third Floor- Fourth Floor- West men's and women's restroom Lobby men's and women's restrooms Lunch Room Report Room Hallway between report room and Record's officer counter Records Evidence office area and viewing room Room #3160 District Investigations Division Commander Room #3213 Investigations Bureau Commander Room #3167 CAP Division Commander Special Investigations Area West men's & women's restrooms Room #4171 Chief of Police Area: Chief's Office, & restroom, conference room and administrative, clerical and copier areas, and Intelligence Sergeant's Office Room #4164 Room #4166 Room #4167 Room #4168 Room #4160 Room #4162 Room #4156 Room #4151 Room #4157 Computer Services Manager Room #4146 Fiscal office area: file room, Fiscal officer and employees Room #4131 Computer office Room #4155 Crime Analysis Room #4159 Personnel interview room Room #4116 Vacant Room #4119 Communication Division Commander, 2 restrooms, break room, 911 area Room #4224 Training Division Commander Room #4227 Video training area: four (4) rooms Room #4212 Driving simulator room 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 Hallway Room #1119 Roll-Call Room Men's and Women's west side restroom 18 25A-29 RFP 13-015 Exterior parking lot and both levels of parking structure 2 Atriums Second Floor- Room #2114 Patrol conference room Suspect interview rooms and mug/print rooms Room #2145 copier room Room #2161 Station Supervisor & juvenile holding rooms Room #2162 Watch Commander's administrative office Room #2163 Watch Commander Main north/south patrol carpeted hallways All of Police Records and Front counter area Lobby and two restrooms Officer report room Hallway to lunchroom Lunchroom and two restrooms Community Room, foryer, and two restrooms Third Floor- Men's and Women's westside restrooms Fourth Floor- All of Communications Division, including office, 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. A detailed staffing plan shall be submitted as part of the proposal. Please include plan for Monday-Friday and also weekends and holidays. 5.6 General Work Schedule (Subject to change) 5.6.1 Jail Facility: All Jail areas shall be cleaned between 6:00 AM 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-Friday), excluding Holidays. 5.6.3 Police Facility- areas listed in section 5.4.3: Shall be cleaned between 2:00 PM and 10:30 PM, seven (7) days a week, including Holidays 5.6.4 Police Facility- general areas highlighted on floorplans: Shall be cleaned five (5) days a week (Monday-Friday) excluding Holidays, between 2:00 PM and 10:30 PM. 5.6.5 City Holidays: Shall be the dates designated by the City to be City holidays 19 25A-30 RFP 13-015 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 affect the observance day for the Holiday. The Police Administration Manager shall supply actual dates of City Holiday's to the Proposer at the start of each calendar year. 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 and correcting deficiencies in quality of service. 3. 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 Police Administration Manager within seven (7) calendar days from the date of inspection. This collected data shall become part of a general database used by the proposer as a basis of establishing and modifying maintenance procedures. 6.2 Quality Assurance: The Police Administration 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 and Agreement Discrepancy Letter (Attachment 2) shall be prepared by the Police Administration Manager and issued to the Proposer. Upon receipt of an Agreement Discrepancy Letter, the Proposer shall respond in writing to the Police Administration Manager within five (5) business days acknowledging the reported problem and presenting a program for immediate correction or presenting contrary evidence. 20 25A-31 RFP 13-015 7.0 ANCILLARY FACILITY INFORMATION 1. 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. 3. There are 10 restrooms in the Jail. 4. There are 23 medium to small restrooms to be cleaned 5 days-a-week within the police facility. 5. 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/a " openings throughout the interior of the facility . Other open office areas, exterior parking and exterior visitor areas contain 40 Rubbermaid and 55 gallon round Brute trashcans. 8.0 PRICE PROPOSAL Proposers shall provide monthly and fiscal year pricing, using the attached Cost Summary From, for janitorial maintenance services. Proposers shall submit all pricing separate from the other elements of their proposal and they should be properly sealed. (Note: The City accepts only F.O.B. Destination Santa Ana, California). 9.0 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. 21 25A-32 RFP 13-015 PRICE SUMMARY FORM Complete both pages of this form and submit in proposal Total price for janitorial maintenance services $ Year 1 of contract (Fiscal year 13-14) Total price for janitorial maintenance services $ Year 2 of contract (Fiscal year 14-15) Total price for janitorial maintenance services $ Year 3 of contract (Fiscal year 15-16) Breakdown information: Fiscal 13-14 Fiscal 14-15 Monthly staffing price $ $ Monthly supply price $ $ Other Monthly price $ $ Additional Services Fiscal 13-14 Fiscal 14-15 Carpet cleaning $ $ (Price per square foot) Upholstery cleaning $ $ (Price per hour) Fiscal 15-16 Fiscal 15-16 Steam cleaning $ $ $ (Price per hour) Dayporter Services $ $ $ (Price per hour) *Any additional price breakdown information is welcome but shall be submitted on a separate page attached to this summary form. The City gives preference to firm pricing. Proposals specifying a maximum escalation percentage during the period of this pricing agreement shall be given preference over those offering unspecified price escalation. 22 25A-33 RFP 13-015 PRICE SUMMARY FORM Page 2 continued PROPOSER STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the RFP. Upon request I shall transfer and deliver goods or services to the City in accordance with said terms and conditions. Complete Legal Name of Company Phone Number Fax Number Business Address City/State Zip Code Signature of Authorized Proposer Printed Name Date Title of Authorized Proposer Phone Number 23 25A-34 RFP 13-015 Proposal for Qualification for Providing Janitorial Maintenance Services For the Santa Ana Police Department Qualifications Name of Proposing Company: Primary Contact (name): Phone Number: Fax Number: Vendor's Location: Principal: Secondary: Location to handle this Agreement: Invoice Processing Location: Name of Agreement Administrator: Phone Number: Fax Number: Email address: Summary description of organization and ownership of your firm: Number of years your firm has been in the janitorial maintenance industry: 24 25A-35 RFP 13-015 VENDOR'S REFERENCES This sheet must be completed in full and returned with vendor's proposal. List and describe fully the last three contracts performed by your company, which demonstrate your ability to provide services in accordance with the specifications in herein. Attach additional pages if necessary. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Description of services provided: Reference No. 2 Contact Individual: Customer Name: Address: Contract Amount: Description of services provided: Year: Phone Number: Year: Reference No. 3 Customer Name: Contact Individual: Address: Contract Amount: Description of and services provided: Phone Number: Year: 25 25A-36 RFP 13-015 CERTIFICATION OF NONDISCRIMINATION BY CONTRACTORS As suppliers of goods or services to the City Of Santa-Ana, the Firm listed below certifies that it does not discriminate in its employment with regard to race, color, religion, sex or national origin; that it is in compliance with all federal, state and local directives and executive orders regarding nondiscrimination in employment; and that it agrees to demonstrate positively and aggressively the principle of equal opportunity in employment. WE AGREE SPECIFICALLY: 1. To take affirmative steps to hire minority employees within the company. 2. To establish or observe employment policies which affirmatively promote opportunities for minority persons at all job levels. 3. To communicate this policy to all persons concerned, including all company employees, outside recruiting services, especially those servicing minority communities, and to the minority communities at large. FIRM TITLE OF PERSON SIGNING SIGNATURE DATE Please include any additional information available regarding equal opportunity employment programs now in effect within your company. 26 25A-37 RFP 13-015 SANTA ANA POLICE DEPARTMENT FACILITY SECURITY RULES All contract personnel, including janitorial staff shall adhere to the following rules. 1. 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. 3. 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 correctional officer deems it necessary to insure facility security rules are being followed. 5. 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 disturbance with 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 it to anyone. Do not leave the premises at any time with you r 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 Administration Manager. It. 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: 27 25A-38 RFP 13-015 SAMPLE FORMS FOR AGREEMENT 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 (contract #), 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 deficiencies 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 deficiencies and meet the contractual standards. This Agreement Discrepancy letter is to 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, Chris Laugenour Police Administration Manager 28 25A-39 RFP 13-015 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 issuance 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 or organization would have as a claimant if not so included. 4. With respect to the additional insured, this insurance shall not be cancelled, or material 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 Named Insured Countersigned by. 29 this endorsement form as part of Authorized Representative 25A-40 RFP 13-015 CUSTODIAL MAINTENANCE AGREEMENT THIS AGREEMENT, made and entered on this day of by and between 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 skills and knowledge in the field of custodial services, to provide custodial maintenance services to the Santa Ana Police Administration and Jail 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 services fro the Santa Ana Police Administration and Jail Facilities, as set forth in City's Janitorial Maintenance Request for Proposals, dated , on file with the Santa Ana Police Administration Building and portion of which is attached hereto as Exhibit A, and Contractor's Proposal, dated , 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 basis. b. Invoices: Upon delivery and receipt of invoices, the City shall pay (30) days after date of invoice and upon the approval of services by the Police Administration Manager or designee. Monthly invoices, submitted in duplicate, shall be mailed to: Chris Laugenour Santa Ana Police Department Police Administration Manager P.O. Box 1981 Santa Ana, CA 92702 30 25A-41 RFP 13-015 3. TERM This term of this Agreement shall be for an initial three (3) year period, commencing on 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 including monthly parking fees, 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 insured(s) and shall include, but not 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 full 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 31 25A-42 RFP 13-015 agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. 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 the 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 or damage, which may arise from the direct or indirect operations of the Contractor 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, 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 32 25A-43 RFP 13-015 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 insurance, 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 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 person having such interest shall be employed by or associated with Contractor. 9. 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 telefacsmile 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, CA 92702 Telefacsimile (714) And City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O.Box 1988 33 25A-44 RFP 13-015 Santa Ana, CA 92702 Telefacsimile (714) 647) 6515 To Contractor: Janitorial Company Name Address City, State Zip Fax # 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, duty registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issue 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. EXCLUSIVELY 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 shall 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 acting on behalf of any party, which are not embodied herein. 11. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized service of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any 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: 34 25A-45 RFP 13-015 a. As 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 the 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 GOVERNEMENTAL REQUIREMENTS Contractor shall carry out all services pursuant to this Agreement in substantial conformity with all applicable laws, ordinances, statues, 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 § 54 et seq. 16. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that the signature herein below has the power, authority and right to bind their respective parties to each of the terms of this 35 25A-46 RFP 13-015 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. IIN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and first above written. ATTEST: CITY OF SANTA ANA X X Na me Clerk of the Council APPROVED AS TO FORM: Name City Attorney By: Name City Manager CONTRACTOR Company's Name By: 36 25A-47 25A-48 EXHIBIT B io 25A-49 ABM Building Value Prepared for: City of Santa Ana Police Department 20 Civic Center Plaza Santa Ana, CA 92702 Prepared by: ABM Janitorial Services Ron Dallas Regional Account Manager ron.dallas@abm.com 909-374-8121 April 15. 2013 25A-50 ABM, Building Value April 15, 2013 City of Santa Ana Attn: Eva Goods Purchasing Department M-16 20 Civic Center Plaza Santa Ana, CA 92702 Dear Eva: Janitorial Division 165 Technology Drive, Suite 100 Irvine, CA 92618 Office: (949) 585-5989 Fax: (949) 585-5994 We understand that the City of Santa Ana Police Department needs a quality-oriented, cost-effective janitorial services program that will meet your needs and build value for your facilities. With our level of expertise, ABM will provide you with reliable, quality service that makes the most of your operating budget. When considering our service, please take into account the following: • ABM has a long history in the cleaning industry spanning a century. • ABM is a financially stable corporation. • ABM Janitorial Services is a proven industry leader as confirmed by our reputation in the marketplace. • Our management team is unequalled in both depth and experience in serving buildings such as yours. • ABM Janitorial Services has a stable workforce of trained supervisors and cleaning personnel that can ensure a swift response to any emergency situation that may arise. The City of Santa Ana will get an industry-leading contractor with ABM. We will provide high quality service at a competitive price. ABM Janitorial Services brings extensive experience in serving your industry and will be an excellent partner for the City of Santa Ana Police Department. We strive to meet and exceed your expectations through teamwork, innovation, and a commitment to customer satisfaction. Our entire organization stands behind this proposal and we consider ourselves personally responsible for all the commitments made to you. If there is any additional information I might provide, please don't hesitate to call me at 909-374-8121 or send me an email at ron.dallas@abm.com. All of us at ABM are ready to put our solutions to work for you. Respectfully yours, ABM Janitorial Services Ron Dallas Regional Account Manager www.abm.com NYSE Symbol: ABM 25A-51 ABM Building Value Executive Overview ................................................................................................................................... ...........1 ABM History Timeline ......................... ............. ..._.............................. ................................ ............. .......... ........... 2 ABM at a Glance ....................................................................................................................................... ...........4 Should Your Facility Needs Expand ........................................................................................................ ...........5 Planning for a Seamless Transition ........................................................................................................ ...........6 Our People ................................................................................................................................................ ...........8 Training Program ................................................................................................................................... ........ 13 Adequacy of Labor .......................................... ..... .......... .......... ........................ ........ ............................. .. ........ 14 Managing Risk through Safety Programs .......... ............ ................................ .................. ...... ................. ........ 18 Green Cleaning Overview ......................................................................................................................... ........ 21 Equipment, Supplies and Chemicals ....................................................................................................... ........ 22 Quality Assurance Program .................................................................................................................... ........ 24 Uniforms - Yours or Ours ....................................................................................................................... ........ 26 Sample Certificate of Insurance ................................................................................................................ ........ 27 Tabs: 1) References 2) Statement of Work- Specific Work Plan (Proposed Staffing Plan) and Periodic Calendar 3) Proposal Qualification Form 4) Certification of Nondiscrimination by Contractors 5) Financial Documentation/ABM 2012 Annual Report 6) Sample Certificate of Insurance 7) City of Santa Ana Police Department RFP/ Addendum One Note: Price Proposal - Pricing Summary - Enclosed in separate envelope. 25A-52 ABM Building Value E__ e a J. i ° Overview Building Value for the City of Santa Ana Police Department The City of Santa Ana Police Department needs a facilities partner who builds value for you by reducing operating expenses while keeping your facilities safe, clean, comfortable and energy efficient. With our people and our technology, we'll preserve your assets and increase their performance-maximizing their value for you. Service excellence and industry expertise To deliver you a quality, cost-effective uniform standard of service, we use our own highly qualified employees. We've got the expertise to understand your industry and empower our workforce to provide you with reliable, high-quality service specific to your needs. Plus, with our nationwide presence, we've got local experts who understand the unique needs of your area. Breadth of services In addition to the services proposed here, you can rely on ABM for virtually all of your facility needs. You'll receive simplified support for all of our solutions, whether stand-alone or integrated. Technology-enabled workforce In addition to intensive training, the workforce serving your facility will use our award-winning, innovative technology to drive efficiencies, lower costs and ensure compliance. Your service delivery will be streamlined with the use of technological tools that will allow both the City of Santa Ana and ABM to have greater access and transparency to your account. Guaranteed energy and sustainability solutions The City of Santa Ana's sustainability objectives will become ours. We'll help you meet short-term goals, like green cleaning, and we can help you establish and meet long-term goals for water efficiency, energy consumption, materials and resources. We have a Director of Sustainability and certified LEED APs who are ready to work with you on specific plans to update your systems and increase efficiencies to meet your sustainability goals. kki 25A-53 ABM Building Value -fistory Timeline ABM began as a modest window cleaning business in San Francisco back in 1909. With just a mop and a bucket, thirty-one-year-old Morris Rosenberg's pioneering efforts began an organization that stands today as one of the largest and most successful of its kind. His ambition, hard work, and vision paved the way to the facility services industry as we know it today. 1913 To mark its expansion from window washing into complete janitorial services, Morris changes the name of his business to American Building Maintenance Company. 1920 On the strength of Morris Rosenberg's strong customer relationships with several prominent owners of office buildings and movie theaters on the Pacific Coast, the company opens offices in Los Angeles, Portland and Seattle. 1932 ABM now has roughly 1,500 employees, and clients that include banks, theaters, office buildings, department stores and one university 1945 By the end of World War Il, the company had opened 17 new offices in the United States and Canada. New branches include: Dallas, Detroit, New York, Miami. Houston, Minneapolis and Toronto. 1955 ABM accelerates expansion both geographically and in terms of the services that it provides to customers. By the end of this decade, ABM's versatility seemed endless, with cleaning tasks spanning floor waxing, wall washing, fluorescent light cleaning, disinfecting and more. ABM also sent out elevator operators and security people, and was a vital presence in every kind of building imaginable. 1967 Ampco Auto Parks, which will be renamed Ampco System Parking in 1993, becomes the newest subsidiary of the company. The company adds a mechanical services subsidiary by acquiring Commercial Air Conditioning of Northern California and American Air Conditioning of Los Angeles. The combination of these two organizations was at first called Commercial American Air Conditioning, but was soon shortened to CommAir Mechanical Services. 1971 By consolidating its various security units and appointing a general manager to ABM Building Value oversee the entire operation, the company adds a formal security services subsidiary, ABMI Security Services. 1972 The stock of the Company is listed on the New York Stock Exchange 1982 The company moves into several more cities, marked by ABM's parking services assuming management of its first parking garage in New York City, and the lighting subsidiary opening branches in Dallas and Denver. The security subsidiary entered the Dallas and Oklahoma markets while ABM's janitorial subsidiary also opens an office in downtown Boston, a key to its eventual expansion plans for New England. 1991 In the facility services arena, ABM Engineering Services becomes a separate subsidiary. 1994 To reflect the diversification of American Building Maintenance Industries into complete facility services, the company's name is changed to ABM Industries Incorporated. 2002 ABM made what was then its largest and one of the most important acquisitions in its history with the purchase of Chicago-based Lakeside Building Maintenance Inc., the largest privately owned janitorial contractor in the Midwest. 2007 ABM acquires OneSource Services and further strengthens growth prospects in the global market 2010 ABM acquires Diversco, Inc. strategically expanding ABM's janitorial and security businesses ONESOURCE 2010 ABM acquires The Linc Group, LLC enhancing and ' transforming our engineering and energy businesse THELI11C,y ' Grqup An ABM Com wM ABM Building Value T" 1 g A ;.., 1, ; We provide commercial cleaning and maintenance, facility engineering, energy efficiency, parking and security services for sites of all sizes in the United States and abroad. With fiscal 2012 revenues of $4.3 billion, nearly 100,000 employees and 300 office locations, we build value for our clients with our stand-alone and integrated service solutions. Highlights $4.3 billion in annual sales 300+ branch offices in the United States, Puerto Rico and British Columbia, Canada Nearly 100,000 service employees ABM Green Care TM Program D&B rating of 5A2 Solutions Electrical Energy HVAC and Mechanical Janitorial Landscape and Grounds Maintenance and Repair Parking and Transportation Security Expansive technology platform Founded in 1909 ISO 9000 compliant for quality and reliability Over 25,000 clients Public Corporation (NYSE: ABM) Sarbanes Oxley Compliant (SOX) Industries We Serve Aviation and Transportation Banking and Financial Services BioPharma Commercial Buildings Education Golf Courses Government Healthcare High-Tech Hospitality Improvement Districts Industrial and Manufacturing Residential Retail Sports and Entertainment [ d Your Facility Needs Expand k- U, C Should your facility needs expand, we have a wide range of services to meet your needs. • Guaranteed energy saving programs • Smart building technologies • EV charging stations • Renewable energy solutions • On-site maintenance technicians • Mobile maintenance technicians Preventative maintenance • Handyman services • Clinical engineering • Green cleaning and recycling services t Carpet and floor care t . • Staffing and specialty services • Clean room and GMP cleaning • Landscape and grounds maintenance • Golf course maintenance renovations 0 • Exterior pest and fertility management • Athletic and sports field maintenance • Irrigation maintenance and management • Revenue enhancement and expense control • Shuttle and transportation service • Special event and valet parking services • On and off street parking management • Security personnel • Video monitoring and virtual guarding 0 • Compliance and investigations • Security consulting and system design • Predictive and preventive maintenance programs • Interior and exterior energy efficiency retrofits and programs 0 • Engineering services, risk assessment and mitigation • Commissioning, start-up and acceptance testing • Life extension, upgrade and modernization • Preventive maintenance programs © Repairs, replacements and retrofits • Engineering and recommissioning 0 Bundled energy solutions ABM Building Value ABM Building Value I1 ,; si{` for less Transition It's an easy shift Your transition process will be painless because we identify your service needs, select the appropriate personnel, create a detailed implementation plan, and communicate it to everyone involved. Our teams will work to create a smooth start-up: free from time-consuming disruptions. Estimated Timeframe Having reviewed your number of locations, breadth of service and requirements, we will transition your account. Our service start-up plan customarily takes place during a four- to six-week period and typically starts within thirty days of an award. Importance of ongoing communication In our years of experience, we've learned that the key to a successful transition is clear, ongoing communication of expectations, objectives and outcomes with all parties involved, particularly with management at all levels on both sides. From the beginning, ABM will hold regular meetings with you to discuss all phases of the transition, identify best practices and implement them, as needed. We will survey everyone on your staff who will be affected by the transition in order to address key concerns. Support and coordination A start-up team will work with the City of Santa Ana to implement the transition plan. The team will remain dedicated until your planned level of service is achieved and your objectives are being met. Review " Plan Engage Manage Hand-Off Leam ABM Building Value Start-Up Plan Below is an example of a start-up plan, showing how ABM becomes an integrated part of your workflow. As we move forward, we will provide a more detailed and customized plan. Once the plan is finalized, we complete your transition timetable, identifying each task, who owns it and its expected completion date. . ..<. --- .- Weekt Post Start Up • Kick-off meeting - transition team • Assign rates 8 iesponsibiiit*s Key Start Up Activities & Discussion topics • t(eporing regwrsmar.is..?... ._r, ,r-• • Special facility needs and consderatiais • Waste management and recycling procedures • Uniform requirements • Develop and document Schedules Assign management team and review current personnel Conduct interviews. background checks & drug testing (as applicable) Setup time recording and payroll procedures Complete training Distribute uniforms and badges to employees Site location verification Identify and document janitor closets Location access - receipt of keys ands or alarm codes Determine equipmentSsuppfv needs & procurement process Order equipment. suepi:es and communication devices ?: .. -umcation devices, and invenlory control 8$ing and Accounting siements & set up procedures Communicate customer requirements to Quality Control Implementation team Problem resolution and escalation procedures Develop Quality Control program (inspections. surreys & KPIs) Train field/customer on communication devices. work order system & QMS inspection systems Define overall process & call center interaction Upload periodic task schedule into QMS WO Management System Order and distribute customer & landlord COls Review sites and areas to self perform and where to subcontract Review selection of subcontractors and hire as necessary Identify outstanding tasks & verify completion of ail transition tasks ABM Building Value , I Our promise to you is fulfilled by our people. Your expectations need to be met by employees who are willing and able to give their best, every day-which ABM's employees have demonstrated consistently. We attract. select and retain employees who will exemplify our core values-respect, integrity, collaboration, innovation and excellence-at every job site. We hire superior employees from diverse backgrounds, give them thorough training, encourage them to be accountable for their work and reward them for exceptional performance- With well-managed people in the right jobs, the City of Santa Ana benefits in many ways: • Higher quality service • Increased productivity and reliability • Professional interaction with employees • Reduced turnover, resulting in more familiar faces and more consistent service • Lower costs as a result of a safer workplace Attract and Recruit Recruiting the best Your facilities will be staffed by highly qualified professionals who were attracted to ABM because of our strong reputation for employee development and retention. Your facilities require personnel who are able to adapt to your culture and present themselves in a friendly, professional manner. That is why we make great efforts to recruit employees who don't just match the job profile. but also will adapt to meet your facility's needs and ABM's culture of learning, teamwork and providing high-quality service. Screen and Select Careful selection to ensure safety and quality Through professional interviewing and selection processes, we select quality candidates who meet your needs. To ensure the safety of your customers, employees and business assets, we provide a range of employee screening packages. We will conduct tiered screening based on your industry's best practices and your business' requirements. ABM Building Value Our screening packages can include any of the following: • Standard background checks • Criminal/sex offender background checks (CORI/SORT) • Credit checks • Drug screening (upon contract requirement) • Professional certification checks • Additional reference checks Train and Develop An emphasis on safety and training To deliver you the reliable, high-quality service that you expect, we develop training programs at the national and regional level, and emphasize best practices and safety. For more detailed information, see the section titled "Training Program" in this proposal. Retain Employee benefits and incentives attract and keep good people Maintaining a broad, competitive benefits program enables us to keep well-trained, experienced employees who are committed to the City of South El Monte and ABM. We provide you with the flexibility to personalize a benefit package that meets your cost objectives while still achieving a work/life balance for the employees. Based on the terms of your contract or collective bargaining agreement requirements, the service workers staffing your city facilities will be offered a selection of benefits that can include the following: • Health and Dental • Paid Vacation • Paid Holidays • Workers' Compensation Grow Encouraging professional growth Another component of our retention program is the support we provide to employees as they grow in their careers. The city facilities will be serviced by employees who are allowed to grow, which typically results in higher productivity and better service quality. Our culture encourages each employee to openly communicate with his or her manager to develop a career path that builds on individual strengths. The quality of each individual employee's service continually improves because of the ongoing coaching facilitated by regular performance reviews. 25A-61 ABAA Building Value O Broach e i meld with you in rVikd ABM's approach to operations management provides you with a facilities services plan designed to specifically address your requirements while taking advantage of our proven, documented methods. We analyzed information gathered from your facility walk-through and fully examined your required specifications. By doing this, we have determined the "best practices" for your facility based on our experience providing similar services to customers in the same industry and infused them into a Day and Night Cleaning program designed to meet your service needs. Before we begin service delivery we will do a complete walk through with an SAPD representative and ABM will provide Santa Ana Police Department with. • Transition Plan - A detailed document that describes key dates and specific tasks ABM will perform before and after service begins. • Communications Plan - Includes the use of log books, call lists, wireless e-mail, two-way radios, pagers and cell phones used by ABM personnel so that service requests can be handled appropriately and efficiently. • Procedures Manual - Documents our standard operating procedures for personnel to study, learn and reference so we accurately perform our services right the first time, every time. • Security Compliance - Appropriate security consistent with the requirements of your facility, which may include key logs and background checks that can be incorporated into your site plan. ABM Building Value Organizational Chart to Support the Santa Ana Police Department Below you will find the services personnel that will support the requested service(s). Irvine Branch Profile We have local resources to service you, and to respond to your emergency needs. This branch will provide you with the knowledge and manpower when, and where you need it. Office Information: ABM (Orange County, Inland Empire & Long Beach) Regional Office: 165 Technology Drive, Suite 100 Irvine, CA 92618 Telephone: 949-585-5900 Fax: 949-585-5994 Square Footage Cleaned: 35 million sq. ft. per night Number of Employees: 1,008 Union Affiliation: SEIU Local 1877 Number of Customers: 273 active accts Annual Sales: $ 34M (2011) Rent Jacobsen Executrae Vice President Mario Medina Reg. Risk Management Dir James M. Ahen Regvnal Vice President, SaCal Steve Martinez Eric Johnson Regional SafetyDrector Vice President. Sales b Marketing SW Nedy4'4arren JeffreyD Leonard Regional HR Dredar Regional Director of Operations Ted Reynoso waterAnticona Branch Manager. OC & E Branch Manager. OC Leda Iict n H Anastasia Kazarian Senior District Manager DiatridManager West Nyland Empire Orange County Tmo Vargas District Manager Mar. LF Lopez Long Beach; E Los Angeles Disdrirt Manager ge County Oran Crib Barrera District Manager Inland Empire ABM Building Value Service Personnel Resumes Below are resumes for the key personnel proposed to support the project outlined in this request for proposal. If you need further information, please contact your ABM representative. James M. Altieri Regional Vice President, Southern California • Originally from Cleveland, Ohio, graduated from Kent State University with a degree in Business Administration • Began his janitorial management career in Cleveland in 1974 • Served as the Vice President of a 20 million-dollar janitorial and security company before he moved to Southern California in 1994 to join ABM. • Over 35 years of experience in the janitorial and service related industries. • Oversees Southern California which encompasses: Los Angeles, Orange, Riverside, San Bernardino and San Diego counties. Jeffrey D. Leonard Regional Director of Operations, Orange County • Joined Bradford Building Services in 1991 - which was later acquired by ABM. • Has been in the commercial real estate industry for over fifteen years. • A graduate of the University of Southern California. • Meets with customers to determine issues, if any. Keeps constant contact with operations personnel and clients to meet and maintain the highest service quality standards. • In charge of overall branch operations for Southern California's Orange County. Walter Anticona Branch Manager • Began his career in the janitorial industry over twenty-five years ago. • Walter has been with ABM Janitorial since 1994 - working his way up the ranks from District Supervisor, District Manager to his current position of Branch Manager. • Promoted to Branch Operations Manager because of his outstanding record in operations over the years • Consistently provides top-quality service to many high profile accounts. ABM Building Value tLL ni icy Program We provide you with employees that have the training they need to successfully perform janitorial services in your facilities, improve efficiency, and develop new skills. Every ABM employee meets the following criteria: • Technically proficient with chemicals, equipment and methods • Familiar with the rules and regulations of your site(s) • Thoroughly trained in job safety • Committed to providing outstanding client service New Hire Orientation and Training During the start-up phase, ABM Project Managers and Supervisors conduct employee training sessions at one of your locations in a classroom setting. These sessions include site-specific rules and regulations, ABM policies and procedures and basic job training. Training for service workers concentrates on specific work tasks. Our Supervisors demonstrate each task step-by-step, detailing the importance of each step along the way, and train them to perform visual inspections before completing work. The Supervisors also provide guidance to the service workers as they work. Once initial training is complete, Supervisors perform recurring reviews to make sure that they are maintaining the City of Santa Ana's and ABM's standards. By empowering our employees with comprehensive training, we are able to minimize deficiencies and quickly identify opportunities for improvement. Recurrent Training Sessions Our managers conduct recurrent training sessions for current and replacement employees at your site(s). These sessions are more technical in nature and concentrate on specific job tasks and duties, such as specialized certifications and interdisciplinary training. Employees are trained in groups specific to their function. Compliance is measured and tracked by attendance, job performance, tests, etc. to ensure all employees are receiving the proper level of training. 25A-65 ABM Building Value of Labor o. q ; ' We have spent many years coming up with workloads to understand exactly how much square footage can be cleaned per hour so our customers receive the maximum value for their facility services dollars without losing the quality of service you expect. Therefore, I have provided you with the numbers below to give you an idea of what can be cleaned per hour at your facility. Square feet cleaned per hour by one full time employee, based on interior building area with medium obstructions: (This information can also be found at The Worldwide Cleaning Industry Association website) Type of Building Average Low High • Government Facility 3,494 2,630 4,359 With the amount of hours we have included in your job per day divided by the amount of total square footage it averages out to 3,201 square feet that we are proposing to clean per hour. This does not include the Project Manager and the Floor Maintenance Crew. If we add them in to the equation it brings the average square footage cleaned per hour to 2,261. Other items that can affect your production rates: ? Hours of building operation Population density Weather conditions C, Hard floor surfaces versus carpeted surfaces C-1 , Public access Customer expectations GENERAL CLEANING MINUTES/EACH Empty trash can (28 qt), replace liner (or see sq. ft. rate - next section) .50 Empty and damp wipe ash tray .14 Damp wipe trash can (inside and outside - 28 quart) .50 Sanitize/polish drinking fountain 1.00 Dust/vacuum blinds 4' by 3' .45 Clean refrigerator- inside & out 20.00 Clean microwave 5.00 GENERAL CLEANING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Empty trash can (28 qt), replace liner 2 30,000 Remove trash from building 1 15,000 25A-66 ABM Building Value DUSTING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR High dusting - vents, corners, 3.00 20,000 lights Low dusting - chair legs, base 5.00 12,000 boards Horizontal dusting - spot 5.00 12,000 cleaning using microfiber cloth, desktops, pictures, computers DETAIL DUSTING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Overheads, behind computers, behind doors 4.00 15,000 RESTROOM CLEANING MINUES/EACH Clean toilet - top/bottom 2.50 Clean sink 1.00 Clean urinal top/bottom 2.25 Clean/disinfect shower stall 7.00 Restroom partitions (wipe down) 2.00/stall Clean fixtures, mirrors, countertops, fill supplies 2.5 per fixture SWEEPING MIN TO CLEA N 1,000 SQ FT SQ FT PER HOUR 24" Push broom 15.00 3,800 26" Push broom 10.00 5,500 28" Battery walk behind sweeper 4.00 15,000 DUST MOPPING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR 24" Dust mop 7.00 6,000 36" Dust mop 5.00 12,000 DAMP MOPPING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR 18" Microfiber flat mop 4.00 10,000 24 oz Mop head w/bucket wringer 12.00 5,000 32 oz Mop head w/bucket wringer 10.00 6,000 CARPET VACUUMING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR 12" Upright vacuum 26.00 2,300 16" Upright vacuum 14.00 4,280 14" Backpack floor tool 8.00 7,400 25A-67 ABM Building Value 28" Battery vacuum 7.00 8,500 DETAIL VACUUM MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Using 14" floor tool backpack to detail vacuum corners, edges, under furniture 5.00 12,000 STAIRWAYS & LANDINGS (5' wide stairwell, 28 steps per floor) MIN PER FLOOR Dust & spot clean all handrails 5.00 Vacuum stairs, landings 2.00 Damp mop with mop/wringer 3.00 Damp mop w/microfiber flat mop 2.00 Check stairwell for litter & debris 1.00 LIGHT FIXTURES Standard 2' x 4' Fixture Remove tubes/clean lens and reflectors and replace tubes 8.00 each Vacuum w/backpack with brush attachment on ladder 2.00 each CEILING VENTS Vacuum w/backpack with brush attachment .45 each WASHING (painted walls) MIN TO CLEAN1,000 SQ FT SQ FT PER HOUR Walls painted w/semi-gloss or higher luster finish By hand with rag/bucket 180 333 18" Microfiber flat mop 90 667 DUST WALLS MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Using 18" Microfiber flat mop 17 3571 WASHING (vinyl walls) MIN TO CLEAN1,000 SQ FT SQ FT PER HOUR Using 18" Microfiber flat mop 60 1000 By hand with rag/bucket 150 5000 SPOT CLEAN WALLS MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Remove handmarks from light switches, doors using Microfiber cloth 2.00 30,000 MACHINE SCRUBBING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR 17" 175 rpm scrub/pickup/rinse 31.00 1,900 20" 175 rpm scrub/pickup/rinse 25.00 2,100 20" Auto scrubber 11.00 5,500 MACHINE STRIPPING MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR 17" 175 _- scrub/pick- 60.00 1,000 25A-68 ABM Building Value up/rinse 20" 175 rpm scrub/pick- up/rinse 55.00 1,100 20" Auto scrubber 22.00 2,700 High speed burnish w/20" 2000 rpm machine 10.00 6,000 Spray buff w/20" 2000 rpm machine 13.00 5,200 APPLY FLOOR FINISH MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Standard finish mop head gravity-feed application- microfiber 20.00 3,000 Bucketless flat mop 20" 15.00 4,000 APPLY FLOOR SEALER MIN TO CLEAN 1,000 SQ FT SQ FT PER HOUR Standard finish mop head 20.00 3,000 Gravity feed applicator - microfiber bucketless flat mop 20" 15.00 4,000 ABM Building Value ,.I throw h Safety rog ra rn Commitment and Belief To maintain our high levels of productivity and work quality and decrease the chance of incidents, we teach safety awareness to each employee. We take these preventative measures to enhance the safety of your tenants and we ensure that training, inspections and reporting are in compliance with government agencies and company policy-yours and ours. In the event that an accident happens, we have developed procedures that enable us to report it immediately, file claims documentation properly and provide employees with the resources to be able to return to work in a reasonable timeframe. Resources As an ABM client you'll have resources to depend on, including specialists in safety, training, prevention, workers' compensation, Sarbanes-Oxley (SOX), liability, claims and insurance management. To manage the safety of your sites and stay ahead of the latest safety procedures, ABM's Safety Committee meets monthly to • Report on training, inspections and incidents • Revisit safety objectives and loss prevention goals • Provide recommendations for the prevention of future incidents • Review monthly Branch Safety Reports Below are a few of the primary tools we use to teach safety awareness and manage performance. • ABM Safety and Health Manual: This manual describes the essential policies related to organizational responsibilities, safety program organization, safe work practices and recordkeeping requirements. It helps us apply procedures consistently at every site. • Safety Communications: ABM supervisors have online access to the ABM library, which includes over 130 training topics. Also available in English and Spanish. • OSHA Injury and Illness Recordkeeping: ABM maintains and monitors the OSHA 300 Log recordkeeping process to comply with Federal requirements, and also to track safety performance at the local level, providing real-time incident rate data. • Motor Vehicle Record (MVR) Check and Driver's Alert Programs: We check employees' personal driving records if they are to drive a company vehicle. Periodic re-checks are made to determine their continued eligibility. In addition, we require that all ABM vehicles have a decal asking the public to report unsafe driving via a toll-free number. ABM Building Value Our screening packages can include any of the following: • Standard background checks • Criminal/sex offender background checks (CORI/SORI) • Drug screening (upon contract requirement) • Professional certification checks • Credit checks Train and Develop • Additional reference checks An emphasis on safety and training To deliver you the reliable, high-quality service that you expect, we develop training programs at the national and regional level, and emphasize best practices and safety. For more detailed information, see the section titled "Training Program" in this proposal. Retain Employee benefits and incentives attract and keep good people Maintaining a broad, competitive benefits program enables us to keep well-trained, experienced employees who are committed to your facilities and ABM. We provide you with the flexibility to personalize a benefit package that meets your cost objectives while still achieving a work/life balance for the employees. Based on the terms of your contract or collective bargaining agreement requirements, the service workers staffing your facilities will be offered a selection of benefits that can include the following: • Health and Dental • Paid Vacation • Paid Holidays • Workers' Compensation G row Encouraging professional growth Another component of our retention program is the support we provide to employees as they grow in their careers. Your facilities will be serviced by employees who are allowed to grow, which typically results in higher productivity and better service quality. Our culture encourages each employee to openly communicate with his or her manager to develop a career path that builds on individual strengths. The quality of each individual employee's service continually improves because of the ongoing coaching facilitated by regular performance reviews. • Loss Control: ABM monitors our Experience Modification Rates (EMR) to better understand and lower our workers' compensation costs. Since an EMIR compares our claims experience to other employers of similar size in our industry, it is a measure of how ABM's loss prevention and control practices stack up to the competition. Our intrastate EMR has been consistently below 1.0, better than the industry average. • Medical Coverage: ABM has partnered with a medical telephonic triage service to give our employees 24/7 access to medical professionals in case of an injury. This program not only advises our employees of the proper care for injuries and when to seek emergency services, but also provides timely reporting of all on-the-job incidents. 25A-71 0 ABM Building Value Monthly Safety Training Topics ABM Loy Out RaDQA - E,mp .y- IUjM ADM SIRAT S MTA $§ AEM FACWI SERWES EMPLOYEE SAAEMIO MMi Tu EmalovM Ruiniw Cmun+? Jn '_ .Kq Ilk IMIOUMCES mac. All ABM employees receive safety orientation upon hire and monthly thereafter. A schedule will be sent out quarterly along with the training material. The material is available in video, CD, on-line and hard copy formats. The attendance roster must be available for inspection at the branch office. A copy of each month's attendance rosters is submitted to the Regional Safety Director by the middle of the following month. Copies must be kept on location as well for the duration of the contract. • Safe Lifting • Fire Safety • Electrical Safety • Personal Protective Equipment • Slips, Trips and Falls • Hazard Communication • First Aid • Safe Driving • Ergonomics Awareness • Natural Disaster Safety • Blood borne Pathogens • Emergency Evacuation • Barricade Training • Forklift Training • Cleaning for Safety • Pandemic Prevention • Site Specific Certification - Lock Out / Tag Out,etc. ABM Building, Value sear Overview The ABM Green Care T"" program focuses on products, tools, equipment, processes and policies. Our program promotes a healthier environment for your building's occupants while significantly reducing the harm done to the environment. Green cleaning also preserves your capital investments (floors, furniture, etc.) because green products are less harsh than traditional products. We use environmentally preferable products and sustainable procedures following the requirements of the U.S. Green Building Council, Green Seal, Environmental Protection Agency, Environmental Choice, and the Carpet and Rug Institute, who provide nationally recognized standards for green products and procedures. Our program is overseen by Alan France, our dedicated Sustainability Director. He is supported by LEED APs and Green Associates located throughout the country. A Flexible Program to Meet Your Sustainability Goals We've made the program flexible by offering three distinct levels. We'll help you take a more holistic approach to green cleaning, whether it's switching to green cleaning products, implementing sustainable equipment and processes or assisting with LEED certification. We'll use our Assessment and Transition Plan Tool to assess your existing sustainability efforts and develop pricing and a transition plan to implement green cleaning. . 1? 011 G? V? Ed 25A-73 ,t r!<<u;'.v .................................... cart l,i, ABM Building Value Quality and efficiency at lower costs The quality of the service that you'll receive is enhanced by our commitment to providing the best delivery, service and employee training on the equipment, supplies and chemicals we use. You save money because we use superior products and methods, requiring fewer man hours. ABM has strong, established relationships with industry-leading supply, chemical and raw material manufacturers that share our commitment to excellence. This affords us cost-control advantages over our competitors and provides you with several distinct advantages: • Best quality products available at the best possible prices • Cost control due to our ability to negotiate long-term, fixed-price contracts with our suppliers • Access to new products and concepts that save time while increasing productivity • Personal attention when it comes to problem solving for you and managers • Prompt deliveries and comprehensive training Equipment ABM has standardized the equipment that our service workers use, providing benefits for our clients, including: • Better cleaning results due to better product and equipment selection • Increased safety because our employees are thoroughly trained and familiar with the equipment • Reduced training time and expense because we limit the types of equipment used • Reduced repair time and, therefore, less equipment downtime Supplies ABM selects supplies based on our quality standards, and the product's overall ability to meet the rigorous requirements established for your facilities. We have a range of products to suit your environment that will maintain maximum efficiency, safety and hygiene. We can tailor product selection as needed to best suit your requirements and offer you a complete solution. ABhA Building Value Chemicals By aligning environmental issues with key business goals, our chemical cleaning program is not only good for the environment-it's good for your facilities. We consider environmental impact, worker safety and product performance when selecting cleaning products. The chemicals we use are premixed by the manufacturer which eliminates the possibility of improper dilution of cleaning. Also, having fewer types of chemicals on-site reduces the risk of property damage, and the packaging of our various types of chemicals helps you and the service workers easily identify improper chemical usage. Our chemical cleaning program benefits you in several ways: • Cleaner, healthier environment for occupants and visitors to your facility. • Improved indoor air quality • Reduced possibility of property damage due to improper use of chemicals • Possibility of reduced liability insurance premiums for your facility ABM advocates consistency at all of our clients' locations by establishing: • Standardized packaging and dilution ratios • Optimal choices of products for each cleaning application • Uniform training on product use • Simplified HazCom programs ABM Building Value We've established a quality culture that focuses on client satisfaction, involves employees, measures performance, and is continuously improving. To support your quality goals and requirements, we use a unifying quality management system that places a variety of processes into a single framework. This framework acts as a starting point from which our customers and ABM will customize a quality program for your facilities. The program will improve efficiencies and allow for greater transparency into your account activity. Your account will be managed with innovative technology tools that improve communication, increase worker productivity and integrate processes to measure results. ABM Managers and service workers will be utilizing laptops, tablets or other wireless devices for data entry and communication. The staff servicing your facilities will be more dependable because of the efficiency and transparency of our systems. Benefits You'll Receive: • Automated communication, resulting in reduced response time • Complete, up-to-date work order status • Round-the-clock access, communication and tracking • Periodic scheduling and tracking • Customized inspection and work order reports providing data for process improvement • Improved client satisfaction • Less time spent managing issues 25A-76 i ABM... Building Value CATEGORY Building: Inspector: QUALITY INSPECTION FORM Floor: Area: Date: Time: ° O F w ? w a w w 8 U w w o- w 7 > a F Q o w w w w U X w 2 w z w w B-Broken, BU-Buildup, DB-Debris, m DT- Dirty, DL-Dull, DU-Dust, o HP-Handprints, CW-Create WO Buildup, - 1 NE-Not Emptied, MI-Maint Item, OPOut of O U Products, SC Z =1 Scratched, SF-Scuffed, SP-Spotted, ST- .qt..kc Medical Offices- 11-1112, 1H114, 1H115 4 3.5 3 2.5 2 1 Central Control Room/ employee restroom 4 3.5 3 2.5 2 1 Kitchen Restroom 1 B and 1 C 4 3.5 3 2.5 2 1 Booking (employee area only) 4 3.5 3 2.5 2 1 Booking area restrooms 1 D and 1 E 4 3.5 3 2.5 2 1 Attorney Visitation 4 3.5 3 2.5 2 1 Watch Commander's office 4 3.5 3 2.5 2 1 Exterior Jail Sallyport 4 3.5 3 2.5 2 1 All of Jail lobby and 2 public restrooms 4 3.5 3 2.5 2 1 Exterior entrance area 4 3.5 3 2.5 2 1 Room #2144 Jail Administrator 4 3.5 3 2.5 2 1 Room #2145 Jail Manager 4 3.5 3 2.5 2 1 Room #2149 Jail Manager 4 3.5 3 2.5 2 1 Jail Briefin /roll call room/employee hallway restroom 4 3.5 3 2.5 2 1 Records and Administration areas 4 3.5 3 2.5 2 1 Hallways 4 3.5 3 2.5 2 1 coffee car area 4 3.5 3 2.5 2 1 Conference Room 4 3.5 3 2.5 2 1 Visitor Hallway 4 3.5 3 2.5 2 1 Sallyport hall and release vestibule (ext/int) 4 3.5 3 2.5 2 1 & Dental Offices- Room visitation areas Room #1113 K-9 Office 4 3.5 3 2.5 2 1 Room #1159 Building Maintenance Office 4 3.5 3 2.5 2 1 Roll-call Room 4 3.5 3 2.5 2 1 Room #1219 Property & Facilities Division Commander 4 3.5 3 2.5 2 1 Men's and Women's locker room & restroom 4 3.5 3 2.5 2 1 West men's and women's restroom 4 3.5 3 2.5 2 1 PD lobby 4 3.5 3 2.5 2 1 Room #2136 Patrol Bureau Commander 4 3.5 3 2.5 2 1 Room #2119 Press Information Officer 4 3.5 3 2.5 2 1 Room #2122 District Commander 4 3.5 3 2.5 2 1 Room #2124 District Commander 4 3.5 3 2.5 2 1 Room #2125 District Commander 4 3.5 3 2.5 2 1 Room #2128 District Commander 4 3.5 3 2.5 2 1 Room #2130 Professional Standards Commander 4 3.5 3 2.5 2 1 Room #2175 Traffic Division Commander 4 3.5 3 2.5 2 1 Room #2172 Records Manager 4 3.5 3 2.5 2 1 Room #2161 Station Supervisor 4 3.5 3 2.5 2 1 Room #2163 Watch Commander 4 3.5 3 2.5 2 1 Sgt. Office Area 4 3.5 3 2.5 2 1 West men's and women's r locker rooms & restroom 4 3.5 3 2.5 2 1 Lobby men's and women's restroom 4 3.5 3 2.5 2 1 Lunch Room 4 3.5 3 2.5 2 1 Report Room 4 3.5 3 2.5 2 1 Hallways 4 3.5 3 2.5 2 1 Records 4 3.5 3 2.5 2 1 Evidence Office area and viewing room 4 3.5 3 2.5 2 1 Room #3160 District Investigations Division Commander 4 3.5 3 2.5 2 1 Room #3213 Investigations Division Commander 4 3.5 3 2.5 2 1 Room #3167 CAP Division Commander 4 3.5 3 2.5 2 1 Special Investigations Area 4 3.5 3 2.5 2 1 25A-77 West men's and women's restroom 4 3.5 3 2.5 2 1 Police Facili Da Use Areas)- Fourth Floor Room #4171 Chief of Police Area 4 3.5 3 2.5 2 1 Office 4 3.5 3 2.5 2 1 Restroom 4 3.5 3 2.5 2 1 Conference Room 4 3.5 3 2.5 2 1 Administrative 4 3.5 3 2.5 2 1 Clerical/copier areas 4 3.5 3 2.5 2 1 Intelligence Sergeants Office 4 3.5 3 2.5 2 1 Room #4164 4 3.5 3 2.5 2 1 Room #4166 4 3.5 3 2.5 2 1 Room #4167 4 3.5 3 2.5 2 1 Room #4168 4 3.5 3 2.5 2 1 Room #4160 4 3.5 3 2.5 2 1 Room #4162 4 3.5 3 2.5 2 1 Room #4156 4 3.5 3 2.5 2 1 Room #4151 4 3.5 3 2.5 2 1 Room #4157 4 3.5 3 2.5 2 1 Room #4146 4 3.5 3 2.5 2 1 Room #4131 4 3.5 3 2.5 2 1 Room #4155 4 3.5 3 2.5 2 1 Room #4159 4 3.5 3 2.5 2 1 Room #4116 (Vacant) 4 3.5 3 2.5 2 1 Room # 4119 4 3.5 3 2.5 2 1 2 restrooms 4 3.5 3 2.5 2 1 break room 4 3.5 3 2.5 2 1 911 area 4 3.5 3 2.5 2 1 Room #4224 4 3.5 3 2.5 2 1 Room #4227 Video Training Area (4) Rooms 4 3.5 3 2.5 2 1 Room #4212 4 3.5 3 2.5 2 1 Room #4244 Area 4 3.5 3 2.5 2 1 (7) Professional Standards Offices 4 3.5 3 2.5 2 1 Conference Room 4 3.5 3 2.5 2 1 File Room 4 3.5 3 2.5 2 1 Reception Area 4 3.5 3 2.5 2 1 Police Facility (high use areas)-First Floor Sleep Centers 4 3.5 3 2.5 2 1 Hallway 4 3.5 3 2.5 2 1 Police Facili Hi h Use Areas - Second Floor Hallway to lunchroom 4 3.5 3 2.5 2 1 Police Facili Hi h Use Areas - Third Floor Men's and Women's westside restrooms 4 3.5 3 2.5 2 1 Police Facili Hi h Use Areas - Fourth Floor All of Communications Division 4 3.5 3 2.5 2 1 Including office 4 3.5 3 2.5 2 1 break room 4 3.5 3 2.5 2 1 two restrooms 4 3.5 3 2.5 2 1 Hallways 4 3.5 3 2.5 2 1 TRU area 4 3.5 3 2.5 2 1 Men's and Women's locker rooms 4 3.5 3 2.5 2 Restrooms 4 3.5 3 2.5 2 1 Showers 4 3.5 3 2.5 2 1 Bruce R. Carlson Fitness Center & Aerobics Rm 4 3.5 3 2.5 2 1 Room #1119 Roll-Call Room 4 3.5 3 2.5 2 1 Men's and Women's west side restroom 4 3.5 3 2.5 2 1 EMerior parking lot & parkin structure (both levels) 4 3.5 3 2.5 2 1 2 Atriums 4 3.5 3 2.5 2 1 Room #2114 Patrol Conference roam 4 3.5 3 2.5 2 1 Suspect interview rooms and mug/print rooms 4 3.5 3 2.5 2 1 Room #2145 Copier Room 4 3.5 3 2.5 2 1 Room #2161 Station Supervisor & juvenile holding rooms 4 3.5 3 2.5 2 1 Room #2162 4 3.5 3 2.5 2 1 Room #2163 4 3.5 3 2.5 2 1 Main north/south patrol carpeted hallways 4 3.5 3 2.5 2 1 All of police Records and Front counter area 4 3.5 3 2.5 2 1 Lobby and two restrooms 4 3.5 3 2.5 2 1 Officer report room 4 3.5 3 2.5 2 1 Community Room, fo er, and two restrooms 4 3.5 3 2.5 2 1 Lunchroom and two restrooms 4 3.5 3 2.5 2 1 25A-78 ABM Building Value Quality Management System ABM's quality management tool is a web-based control system that supports your quality goals and requirements. The system allows both the City of Santa Ana and ABM to view inspection results, work order statuses, periodic maintenance schedules, and reports through a central online portal. ABM focuses on: • Analyzing inspection results • Automating work order management • Establishing and tracking accountability • Continually improving processes Tracking Accountability In order to provide you with transparent accountability, all work requests will clearly define who is responsible for the work and the time involved for completion. The requests will be time stamped, and automatic escalations are triggered by that time, notifying management. You will have the opportunity to measure, quantify and analyze service delivery, alongside ABM management. This process makes it easy to identify and disseminate best practices. As work is accomplished and work orders are closed, the reporting system is updated. Supervisory personnel will follow up with service workers on issues and requests to make certain all work is completed to our high standards. Any problems that emerge from this follow-up are immediately corrected and the communication loop is then closed-but only when our clients are absolutely satisfied. Your facilities will be inspected on a regular schedule, and the data is entered into the system via a wireless device, allowing for real-time access to inspection results. During inspection, tasks are rated on a scale from one to five, producing a percentage of the maximum possible. The total for all tasks during that inspection becomes the quality score for the site(s). Customized quality control inspection reports, showing results and trends will be accessible online or via an Excel spreadsheet. This information allows our managers to determine what actions are necessary to maintain compliance, continuous improvement, and ultimately, your satisfaction. Process Improvement We optimize our processes to achieve more efficient results for you through planning, standardization, employee engagement and other means. We continuously look to identify areas of opportunity and target any problem areas. formulate a detailed strategy, and promptly execute the solution. When we engage in a proactive process improvement strategy, we are able to build upon our foundation of best practices, procedures and processes so you receive the best service. Our quality management system helps us identify where to focus our efforts. Inspections A customized monthly inspection can be created where the data is entered into QMS 24-7 via laptop, Smartphone or other wireless device. Customized quality control inspection reports, showing results and trends, are available on-line or can be downloaded into an Excel spreadsheet. From this information, our managers can determine what actions are necessary to maintain contract compliance, continuous improvement and ultimately, customer satisfaction. ABM Building Value People in your facilities will always be able to recognize the janitorial services staff because they'll proudly be wearing either the ABM uniform or a special uniform chosen to reflect the character of your facilities. The professional image of our service employees is just one more way ABM works to enhance the overall image of your facilities. We understand that establishing an identity and presence at your sites is imperative as security has become heightened in recent years. The power of a uniform doesn't stop there. It also gives our service employees a greater sense of responsibility and accountability. They are required to keep their uniforms looking clean and presentable. Our agreement with vendors enables us to provide you with an array of well-made, high-quality apparel to choose from. • Work shirts, knit polo shirts, slacks and trousers • Smocks and aprons ABM Building Value t Certificate -.) Insurance AEEiR?i ACO Q DATE/ONDO•T,'YYI L _ CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING NSURERIS), AUTHORIZED REPRESENTATIVE OR PRODUCER. AND THE CERTIFICATE HOLDER. IMPORTANT: N the carBBcale holder Is an ADDITIONAL INSURED, the po ieypes) must be endorsed. N SUBROGATION N WANED, subject to tM terms and conditions of the policy, contain policies may require an endorsement A statement on this cetlficate does not confer r!" to the centi6cate holder in lieu of such tea). PRODUCER COnme ml Lines - (4151 541-7900 PHONE FAL AC War ----1- '__.----- .-______.._..._.. Walls Fargo Insurance Servreos USA. Inc. - CA 4ce 0008408 AdQRlss 45 Fmmom Scoot. SURD $00 ___ __ MSYRIA151 AFFORDING COYEMtiE NNCe San Francrseo. CA 94105-2259 _ INSURMA ACE American insurance Company 22667 INSURED msuRtR a: Hanford Fire Insurance CO. 19662 ABM Services. Inc. dbe. ABM Janitorial Seances INSURER C 5200 S. Eastern Avenue INSURER 0 - __ INSVRERE: -- Commerce. CA 90040 INwRlR E THIS IS TO CERTIF" THAT THE POLC ES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POL:Cv PER OD :NOCATED NOrNITHSTANDRX3 ANY REOLMEMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THS CENT FCATE MAY BE ISSUED OR MAY PERTA N. THE NSURANCE AFFORDED By THE POLICIES DESCRIBED HEREIN 'S SUBJECT TO ALL THE TERMS, FXM USIONS AND CONDIT ONS OF SUCH Pot tcir s L IA TS SHOWN MAY HAVE BEEN RFOUCFO BY PAID CLAAfS NISR THE O -URAHCE POLICY [rF POLICY UP POLICY NUMBER MM YY N YYYY Latina eENLMLLWARY A : I, 1 .'uN UCwRI+trA;_ . f XSLG25639171 11:01.'2011 11;0112012 =wo m: X ar.N r -rtR t .:sit iv _ : RRU.IStslt?'?n :.K.,I s _ .OwxC --rl _.L•.us; ?X <K?u+ ._ _. ?LnI t M1AM1r e.,nta...m ;s_ _?>,A,,;w z s ax .m as ''. ?;•LUSU?uaAr, ruu +Y '.s ^om ax X_ Xcu ftN-M-.G=LGA'L:W A++t._S FLR -ROOM IS COUR.O+.YGC.:S ='.000 XIC X S A AVroYOBitt LLS41JTY .. ISAH08245915 11:01;2011 11072012 e:HyN .? I 5 . .... raa :da: _..... X n•.Y A„IV '.. f I dVJ.Y NN 1Y,;.'n N;,^e,; •e,tVS 4 '.O< ''. ? dVJ.Y N,JU4Y 1!'Y >.'..exn, t, S VOY<Y.N NLL X MFLt ai. V> $ UNSAMLA LOS Ocf. t;?t 'CALM UGGV tRLM:_ $ E%(ZSS Lwa a..A NS VAR I ?Afi.,F?rt ?. S --- - ----- ---------- VLU +? Lk :ONf S A o R L t Tr X A A J O'•? WCUC48458510 11.'Di'2Dt 1 11'0I 2012 c AN?iR. a4 E'CRPPR`NER'a,ECLT^: Y N CF=ICFRVFUR-4 FIU:I t'fFM N N.A CA 'r. ! M:iiJl: 11 $ - $1,000.0W SIR _ ,.:1LC C0 mn -:n'. D st Est w L a+AYCt s OH WA OR - $500 000 SIR 000 _ ;.>I:KFI (nV ?Y•tA NXN3'M•r _D,nL L POLICY.I'- S B Employee DtshonestytFidWtty FA0246328.11 11.111.2011 11x0172012 s'sd7:xn Frm rxmnw,:. DESCRIPTgN OF ON£MTIOIlf . LOGTgM'YENCt[s IARaM AGORO 101. AelNbpal R,anMn StllndW. N,Iwn ?P>K? N ngnkM) Evidence of Coverage For Bd Purposes Only. Sample SHOULD ANY OF THE ABOVE DESCRIS ED POLICIES Se CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL Be DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHURIZEO REPRESENTATIVE y .`.....••..'..""'.•-•-^.•,"?•?y,°•?.?"•",-?•?••'". ...-,...., ?Y ,RVRYV,Y AR.VRV 4.VrlrVITArIVIT. Arl ngms rQSQrvea. ACORD 25 (2010105) 25A-81 Santa Ana Police Department Periodic Calendar Quarterly and Bi-Annually Periodic Cleaning Schedule Tasks and 2013 8 9 10 11 12 15 `16 17 13 19 22 23 24 :-5 26 8 9 15 16 22 23 1 2 3 7 8 9 10 14 15 16 i7 21 24 28 31 6 13 14 20, 27 5 to 12 13 9 20 26 27 1 . 8 9 15 16 22 23 ¦ 4 5 6 7 8 ¦ 1 12 13 la 15 ¦ 18 19 20 21 22 25 26 27 28 WON S A? S M T W T F S ¦ 3456MEM M 10 11 12 13 14 ® 17 18 19 20 21 M 24 25 26 27 MM Weekly Spray Buffing of Hard Floors Clean Two(2) Police Lunchroom Refrigerators Weekly Dusting of Blinds and Draperies Weeklv Dusting of Ceiling. Atrium ledges, Lunchroom drywall ledges. and Wall HVAC Vents Weekly High Dusting Machine Scrubbing of Glazed Tile and Stone Floors Quarterly Services ' Re-Waxing Vinyl & Tile Floors Carpet Cleaning Cleaning/Wipe-down of Vehicle Storage Lockers 1Window Cleaning 25A-82 3 4; 5 6 J10 1.1 12 13 17 ,1 19 20 ®® 26 .® RFP 13-015 Proposal for Qualification for Providing Janitorial Maintenance Services For the Santa Ana Police Department Qualifications Name of Proposing Company: ABM Janitorial Services Primary Contact (name): Ron Dallas Phone Number: (909) 374-8121 Fax Number: (949) 585-5994 Vendor's Location: Nationwide Principal: James M. Altieri Secondary: Jeff Leonard Location to handle this Agreement: Irvine, California Invoice Processing Location: Los Angeles, California Name of Agreement Administrator: Jeff Leonard, Regional Director of Operations Phone Number: (949) 585-5900 Fax Number: (949) 595-5994 Email address: Jeffrey.Leonard@abm.com Summary description of organization and ownership of your firm: Please refer to ABM at a Glance. We are a publicly traded corporation. Number of years your firm has been in the janitorial maintenance industry: Over 102 years. 24 25A-83 RFP 13-015 PRICE SUMMARY FORM Complete both pages of this form and submit in proposal Total price for janitorial maintenance services $ 358,560 Year 1 of contract (Fiscal year 13-14) Total price for janitorial maintenance services $ 365,736 Year 2 of contract (Fiscal year 14-15) Total price for janitorial maintenance services $ 373,044 Year 3 of contract (Fiscal year 15-16) Breakdown information: Fiscal 13-14 Fiscal 14-15 Fiscal 15-16 Monthly staffing price $ 22,140 $ 22,859 $ 23,315 Monthly suPP1Y Price $ 2,092 $ 2,133 $ 2.176 Other Monthly price $ 5,378 $ 5,486 $ 5,596 Additional Services Fiscal 13-14 Fiscal 14-15 Fiscal 15-16 Carpet cleaning $ 0.16 $ 0.16 $ 0.17 (Price per square foot) Upholstery cleaning $ 18.00 $ 0.16 $ 19.00 (Price per hour) Steam cleaning $ 18.00 $ 18.00 $ 19.00 (Price per hour) Dayporter Services $ 16.00 $ 16.00 $ 17.00 (Price per hour) *Any additional price breakdown information is welcome but shall be submitted on a separate page attached to this summary form. The City gives preference to firm pricing . Proposals specifying a maximum escalation percentage during the period of this pricing agreement shall be given preference over those offering unspecified price escalation. 22 25A-84 RFP 13-015 PRICE SUMMARY FORM Page 2 continued PROPOSER STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the RFP. Upon request I shall transfer and deliver goods or services to the City in accordance with said terms and conditions. ABM Services, Inc. 323-720-4020 323-720 Complete Legal Name of Company Phone Number Fax Number 165 Technology Drive, Suite 100 Irvine, CA 92618 Business Address City/State Zip Code .. l Ron Dallas 4/12/13 Signature of Authorized Proposer Printed Name Date Regional Account Manager 909-374-8121 Title of Authorized Proposer Phone Number 23 25A-85 RFP 13-015 CERTIFICATION OF NONDISCRIMINATION BY CONTRACTORS As suppliers of goods or services to the City Of Santa-Ana, the Firm listed below certifies that it does not discriminate in its employment with regard to race, color, religion, sex or national origin; that it is in compliance with all federal, state and local directives and executive orders regarding nondiscrimination in employment; and that it agrees to demonstrate positively and aggressively the principle of equal opportunity in employment. WE AGREE SPECIFICALLY: 1. To take affirmative steps to hire minority employees within the company. 2. To establish or observe employment policies which affirmatively promote opportunities for minority persons at all job levels. 3. To communicate this policy to all persons concerned, including all company employees, outside recruiting services, especially those servicing minority communities, and to the minority communities at large. FIRM ABM Janitorial Services TITLE OF PERSON SIGNING Regional Vice President SIGNATURE DATE 4/12/13 James M. Altieri Please include any additional information available regarding equal opportunity employment programs now in effect within your company. ABM is an Equal Employment Opportunity (EEO) and Affirmative Action (AA) employer. The Company makes employment decisions on the basis of merit in order to ensure the full utilization of people of all backgrounds who possess the best available skills in every job. Company policy prohibits cliscnalinatiorl Dasea on race, color, creeu, genaer, religion, marnal sTafus, regis[ereu aomestic partner us, age, national origin or ancestry, physical or mental disability, medical condition including genetic characteristics, sexual orientation, amnesty, status as a covered veteran or any other consideration made unlawful by federal, state, or oca aws. policy also prohibits discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. All such discrimination is unlawful. This policy applies to all terms and conditions of employment. including- but not limited to recruitment selection assignment promotion terminatinn reduction in fnrre transfers benefits, leaves of absence, compensation, social and recreational programs, training, and education 26 25A-86 FIFTH AMENDMENT TO CUSTODIAL SERVICES AGREEMENT This FIFTH AMENDMENT TO AGREEMENT is entered into this 20th day of May 2013, by and between Able Building Maintenance Company, a California corporation ("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. The parties entered into Agreement A-2008-006 dated January 7, 2008, (hereinafter "said Agreement") by which Contractor has provided janitorial services for the Santa Ana Police Department and Detention Facilities for a three year term with the option for two additional one year term extensions. B. On April 6, 2009, the parties entered into the First Amendment of the Agreement #2008- 006-01 which extended the term of the Agreement for one year until December 1, 2010 and decreased the number of janitors provided under the contract by one janitor per shift starting March 15, 2009. The First Amendment also increased the annual compensation to an amount not to exceed $363,000 for services provided during the extended term. C. On January 5, 2011, the parties entered into the Second Amendment of the Agreement #A-2011-017 which extended the term of the Agreement for one year until December 1, 2011 and increased the compensation to an amount not to exceed $356,236.84 for services provided during the extended term. D. On March 20, 2012, the parties entered into the Third Amendment of the Agreement #A- 2012-009 which extended the term of the Agreement for one year until December 1, 2012 and increased the compensation to $370,000 for services provided during the extended term. The Third Amendment also amended the scope of the Agreement to reduce 3.5 hours of nightly service effective May 1, 2012. E. On December 3, 2012, the parties entered into the Fourth Amendment of the Agreement #A-2012-244 which extended the term of the Agreement for six months until May 1, 2013 and increased the compensation to $185,000 for services provided during this extended term. F. In accordance with the intent of the parties and the terms and conditions of said Agreement, the parties wish to extend the term for an additional one month period and to increase compensation to pay for services provided during the extended term. NOW, THEREFORE, in consideration of the mutual and respective promises, and subject to all the terms and conditions of said Agreement, except as herein modified, the parties agree as follows: 25A-87 I. Section 2a, COMPENSATION, shall be amended to increase compensation to an amount not to exceed $30,829.12 to pay for services during the extended term at the rates set forth in the original Agreement A-2008-006. 2. Section 3, TERM, shall be extended for an additional one month period to June 1, 2013. Services provided by Contractor since May 1, 2013, shall be included within the scope of services of this Agreement. 4. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Fifth Amendment to Agreement the day and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Laura A. Rossini Assistant City Attorney RECOMMENDED FOR APPROVAL: CARLOSROJAS Acting Police Chief CITY OF SANTA ANA KEVIN O'ROURIKE Interim City Manager ABLE BUILDING MAINTENANCE CO (Name) -Steve Se[x'c. (Title) v i G2 f,,esr ?Qf'I,? 25A-88