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HomeMy WebLinkAbout25A - AGMT - CUSTODIAL SRVS AT PARKSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 6, 2014 TITLE: AGREEMENT WITH BELL BUILDING MAINTENANCE COMPANY AND ABM FOR CUSTODIAL SERVICES AT CITY PARK RESTROOMS AND PARK BUILDINGS L�. CITY MA GER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: 09:1004 7 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Bell Building Maintenance Company for park restroom custodial services in Districts 1, 2, 3, and 4 in the amount of $125,796, which includes a 10 % contingency, for one -year with two one -year options under the same terms and conditions, exercisable by the City Manager, beginning June 1, 2014, renewing June 1, 2015 and June 1, 2016, subject to non - substantive changes approved by the City Manager and the City Attorney. 2. Authorize the City Manager and Clerk of the Council to execute an agreement with ABM for park building custodial services in Districts A, 1, 2, and 3 in the amount of $138,336, which includes a 10 % contingency, for a one -year term with two one -year options under the same terms and conditions, exercisable by the City Manager, beginning June 1, 2014, renewing June 1, 2015 and June 1, 2016, subject to non - substantive changes approved by the City Manager and the City Attorney. DISCUSSION The Parks, Recreation and Community Services Agency (PRCSA) divides the city into five park maintenance districts, Districts 1 -4 and A. The custodial services contracts for maintaining park restrooms expire on May 31, 2014. A request for proposals (RFP) was issued and advertised on February 20, 2014 through the city website and PlanetBids.com. A pre - proposal conference and job walk was conducted on February 27, 2014, and proposals were received and opened on March 26, 2014. The City received two proposals from Bell Building Maintenance Company and ABM. An evaluation committee consisting of two representatives from PRCSA Park Services and one representative from the City of Anaheim Park Services reviewed and rated the two proposals. The proposals were evaluated according to the evaluation criteria listed in the RFP, which includes Capability and Experience of Contractor (25 %), Past Performance (25 %), and Cost of Proposal (50 %). The results of the RFP evaluation were as follows: 25A -1 Agreements with Bell Building Maintenance Company and ABM for Custodial Services May 6, 2014 Page 2 PARK RESTROOMS- DISTRICTS 1, 2, 3, 4 ABM BELL Capability and Experience 69 65 Past Performance _ 66 69 Cost of Proposal 90 142 300 point max 225 276 _ Rank 2 1 PARK BUILDING - DISTRICTS A, 1, 2, 3 ABM _ _ Capability and Experience _ 72 _BELL ^ 55 Past Performance 69 _ 58 Cost of Proposal 95 300 point max _133 274 208 Rank 1 2 The City proposes to enter into an agreement with Bell Building Maintenance Company for park restroom custodial services in Districts 1, 2, 3, and 4 in the amount of $125,796, which includes a 10% contingency, for one -year with two one -year options under the same terms and conditions, exercisable by the City Manager, beginning June 1, 2014, renewing June 1, 2015 and June 1, 2016, The City proposes to enter into an agreement with ABM for park building custodial services in Districts A, 1, 2, and 3 in the amount of $138,336, which includes a 10% contingency, for one - year with two one -year options under the same terms and conditions, exercisable by the City Manager, beginning June 1, 2014, renewing June 1, 2015 and June 1, 2016. FISCAL IMPACT Funds are available in the PRCSA -Park Services - Maintenance and Repairs, Buildings and Grounds account (no. 01113250 62320) and PRCSA - Facilities Services - Maintenance and Repairs, Buildings and Grounds account (no. 01113260 62320). A At Gerardo ouet, Executive Director Parks, Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez, Executive Director Finance and Management Services Agency 25A -2 CUSTODIAL SERVICES ACv,R.,.EEMENT THIS AGREEMENT, made and entered into this I" day of June, 2014, by and between Dell Drtildimg 1vlaintenancc Company, Inc., a Califomia corporation (hereinafter "Contractor"), and the City of Santa Ana, a chatter city and municipal corporation organized and existing under the Constitution and laws of the State o f California (hereinafter "City"), RECITALS A. The City desires to retain a Contractor having special skill and knowledge in the field of janitorial and custodial services with high -level industry practice to provide such services for the park restrooms in Districts 1, 2, 3 and 4. B. Contractor represents that Contractor is able and willing to provide such services to the city. C. In undertaking the perdormance of this Agreement, Contractor represents that it is knowledgeable in its Field and that any services performed by Contractor under this Agreeuietrt will be performed In compliance with such standards as may reasomably be expected From a professional consulting Firm in the field. NOW TIIE,R'EFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:. 1. SCOPE OF SERVICES Contractor shall perform janitorial and custodial maintenance services at the park restrooms in Districts 1, 2, 3, and 4, as set forth in Contractor's Proposal and the Request for Proposals (attached hereto and incorporated herein as Exhibit A), 21 CITY INSPECTION The City's designated representative shall regularly inspect the park restrooms and all other City property subject to this Agreement. If said inspection results in discovery of work that is not performed in the manner, and to the professional degree set forth in the Specifications set forth in Exhibit A, Contractor agrees that the City shall deduct from the Contractor's next monthly payment, the cost of performing the work to 'bring the property into conformance with the Specifications. Additionally, City shall impose liquidated damages of up to $304 per inspection, per park restroem not meeting the Specifications during any such inspection. 3, COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified in Exhibit A, The. total sum to be expended under this Agreement shall not exceed $125,796,00, annually, during the term of this Agreement. This amount includes a 10% contingency. b, Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work. performed, subject to City accounting procedures. Payment need not be made for work which falls to meet the standards of performance set forth in (lie Rc•,citals or Specifications which may reasonably be expected by City. 25A -3 4. TERM The tern of this Agreement shall be for an initial one (1) year term with two (2) one -year options under the same terms and conditions hereof, exercisable by the City Manager and the City Attorney. 5. INDEPIENDENT CONTRAC'T'OR 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 - emplayee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. 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 Irtsuranoe. Consultant shall maintain conunercial general liability insurance which shalt 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 aris'i'ng out of Consultant'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. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insuned(s); (b) be primary with respect to insurance or setP insturance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent torn, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -awned automobiles. c. Worker's Compensation insurance. In accordance with the provisions o£ Section 3300 of the Labor Code, Contractor, if Contactor 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 hot less than $1,000,000 per accident, d. 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 affect for the entire period covered by this Agreement, 25A -4 (li) Certificates of insurance shalt 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 changes[ in any other material aspect without thirty (30) days prior written notice to the City, e. 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. INDEMNIFICATION Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents, employces, 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 inay 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 I of this Agreement; and (2) from any claim that personal injury, damages,just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for dvnagcs, 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 clue to personal or property rights arises by reason of the terns of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 3. 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 aunt/ 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 confideutiahty; (d) is required to be disclosed by operation of 25A -5 law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not acquire arty interests, direct or indirect, which would conflict in any manner with performance of services specified raider this Agreement. No persons having such interest shall be employed by or associated with Contractor. 10. 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 facsimile or other telegraphic communication in the tuanner provided in this Section, to the following persons: To City: Cleric of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O, Box 1988 Santa Ana, CA 92702 -1988 Facsimile (714) 647 -.6956 With copies to: Parks, Recreation & Community Services Agency City of Santa Ana 20 Civic Center Plaza (NI -75) Santa Ana, California 9270,2 Facsimile: (714) 571.4221 and City Attorney City of Santa Ana 20 Civic Center Plaza (i1%4 29) P.O. Box 1988 Santa Ana, Califomin 92702 Facsimile (714) 647.65 t 5 To Contractor: Bell Building Maintenance, 5170 Sepulveda Boulevard. 9180 Sherman Oaks, California 91403 Phone: (818) 385- 0730!FAX: (818) 385 -0790 Attn: Chan Yang A party ninny change its address by giving notice in writing to the other parlay. Thereafter, any communication shall be addressed and transmitted to the new address. [£sent by mail, conatnunicadon 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 facsimile, oammnnlcation shall be effective or deemed to have heen given twenty-four (24) hours after the time set forth on the transmission report issued 25A -6 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. 11, EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, anal supersedes any and all other agreements, orator 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 prove![. 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. 12. 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. 13. TERMINATION This Agreement may be tenninated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for ell services pert'ormed by Contractor prior to receipt of such notice of termination, subject to the following conditions; a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product completed as of such date, and in such case such work product slvtll be the property of the City unlesa probibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b, Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Contractor shall not discriminate because of race, color, eread, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as deemed and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employrnont related activities. Contractor affums that it is an equal opportunity employer and shalt comply with all applicable federal, state and local laws and regulations, 25A -7 15. JURISDICTION - VENUE This Agreement and all questions tetatitig 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. 1.6, PROFESSIONAL LICENSES Contractor shall, throughout the tern of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governments( agencies. Contractor shall notify the City immediately and in writing of his inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17, COMPLIANCE WTTIT GOVERNMENTAL RE, QUIREMENTS Contractor shall cant' 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 exercisingj urisdiction over the City, including all applicable' federal, state, and local occupation, safety and health laws, rules, regulations and standards, applicable state and labor standards, prevailing wage requirements, the City zoning and development standards, City permits and approvals, building, plumbing, mechanical anti 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. § 121Ot et set'., Government Code § 4450 etseq., and the Unruh Civil Bights Act, Civil Code § 51 et seq. 18, MISCELLANEOUS PROVISIONS a, Each undersigned represents and warrants that its signature herembelow 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 re'fe'renced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. III W 25A -8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: c- Lisa Storck Assistant City Attorney 25A -9 CITY OF SANTA ANA DAVID CAVAZOS City Manager CONTRACTOR: Bell Building Maintenance, Inc. By: Chan H. Yang, President SERVICE PROPOSAL FOR JANITORIAL SERVICES RFP 14 -002 PRCSA CITY OF SANTA ANA B E L L TEt4�NEF COPY Submitted By: Bruce M. Hwang V. P. of Operations bmsw129 @yahoo.com Bell Building Maintenance Company 5170 Sepulveda Blvd., Suite 180 Sherman Oaks, CA 91403 Tel: (818) 385 -0790 Fax: (818) 385 -0730 1 LO�BI� BELL BUILDING MAINTENANCE COMPANY 5170 SEPULVEDA BLVD. #180 SHERMAN OAKS, CA 91403 PHONE: (818) 385 -0790 FAX: (818) 385 -0730 March 25, 2014 City of Santa Ana Parks, Recreation and Community Services 20 Civic Center Plaza, Second Floor Rm #273 Santa Ana, CA. 92701 Dear Evaluation Committee, Bell Building Maintenance propose a complete solution for the City of Santa Ana Janitorial Services Project. We have the combined resources to ensure the project requirements can be fully realized with services that meet and exceed all the work specifications and schedules set forth in your RFP. Bell Building Maintenance proposes our value -added services as the basis for your service project. Our services are currently being utilized in over 120 client sites through out the Southern California such as City of Riverside, City of Irvine, City of Santa Clarita, City of Thousand Oaks, etc. Subsequent to an analysis of our past experiences, availability of management and supervisory personnel, and thorough review of your project, Bell Building Maintenance completely understands the tasks and terms to be abided by and takes no exception to the RFP and instructions are given. Bell Building Maintenance certify that such understanding has been considered in the cost schedule of our proposal and our bid price shall remain valid period of 120 days frorr the closing date. Mr. Bruce M. Hwang, Vice President of Operations, is authorized to make representations for BBMC during negotiations and commit BBMC to the Agreement. Mr. Hwang may be reached via the following: Tel : (818) 385 -0790/ Fax :(818) 385 -0730 Cell: (213) 494 -1003 E -mail: bmsw129 @yahoo.com Address: 5170 Sepulveda Blvd. Suite 180 Sherman Oaks, Ca 91403. Please bear in mind that the competitiveness of our bid in no way compromises the quality of the work performed & we pride ourselves in our outstanding customer satisfaction record. BBMC offers the following: • State of the art industrial equipment to minimize downtime and save costs. • 24 hour emergency service, 365 days a year, two -hour response time inmost instances. • Insured and Bonded workforce.. • Follow up visits by our representative. We hope that our company information will grant us as your contractor and look forward to a long, mutually rewarding relationship. Thank you. Sincerely, Chan H. Yang President COMPANY PROFILE AT A GLANCE NAME OF FIRM: Bell Building Maintenance Co. BUSINESS ADDRESS: 5710 Sepulveda Blvd. Suite 180 Sherman Oaks, CA 91403 TELEPHONE NUMBER: 818 385 -0790 FACSIMILE NUMBER 818 385 -0730 E -MAIL ADDRESS: bruce bellbmc.com CONTACY PERSON (for this request for proposal): Bruce M. Hwang, V. P. of Operations TELEPHONE NUMBER: 213 220 -1393 EMERGENCY CONTACT NUMBERS Cell Phone: (213) 220 -1393 / (213) 494 -1003 Toll Free Number: 800 - 953 -5144 CITY BUSINESS LICENSE #: 715031 -74, City of Los Angeles STATE BOARD OF EQUALIZATION SALES TAX PERMIT # : 365- 3207 -7 FEDERAL EMPLOYER ID #: 95. 4706174 DUN & BRADSTREET NUMBER: 78- 335 -4418 COMPANY STATUS: Minority & Women Owned Small Business Certified by the State and the Federal Small Business Administration YEARS IN BUSINESS: 32 Years TERRITORIAL COVERAGE: Most of the Southern California NUMBER OF EMPLOYEES: Management: 11 Supervisor: 20 Custodian: 420 CORPORATION ( ) PARTNERSHIP ( ) JOINT VENTURE ( ) SOLE PROPRIETOR (x) OTHER ( ) NAMES AND TITLE OF COMPANY PRINCIPALS: Chan H. Yang, President INSURANCE INFORMATION — Name of the insurance carries for each type of insurance listed. General Liability Insurance: Western World Ins. Automobile Liability Insurance: Progressive Insurance Co. Worker's Compensation: ACE Insurance Co. Fidelity Bond Insurance: American Contractors Indemnity Co. ANNUAL CONTRACT VALUE OF 3 LARGEST JANITORIAL CONTRACTS IN PAST 3 YEARS: City of Irvine - $ 785,600 / City of Thousand Oaks - $ 415,200 / City of Riverside - $ 280,980 EMPLOYEE TURNOVER RATES: Year 2007 — 2.3 % Year 2008 — 5.4 % TRANSACTION EVENTS IN THE PAST 3 YEARS: None COMPANY HISTORY Bell Building Maintenance Company ( "BBMC ") has provided janitorial services since 1976, when the company was founded by Chanhee Yang. We provide highly reputable and reliable janitorial services to Southern California business communities. Our clients include large fortune 120+ companies as well as small local business. Our janitorial service is widely recognized because of our outstanding customer service, performance and efficiency. For more than 30 years, BBMC has proven itself as a leader in professional cleaning services, our extensive portfolio consists of office buildings, industrial complexes, financial institutions, private schools, and large public facilities. We offer a broad range of services that can be tailored to meet your needs and, BBMC is fully licensed and insured to give you the confidence that your job is being handled by qualified personnel. BBMC's management staff, with over one hundred years of combined experience in the janitorial industry, helps design the procedures and implements all work specifications to enhance and ensure that all facets of the operation will be successfully accomplished in a timely manner. We pride ourselves on the fact that we have never failed or to complete any service contracts. Bell Building Maintenance has grown from 15 employees handling 3 facilities to its current size of 500 employees handling 120 facilities. We continuously recruit and train workers and are recognized by customers and employees for our employee relations capabilities. In the process of our years of operation we have developed a specialized proprietary MIDAS tile cleaning product and tile grout restoration product for which we hold the patent. This product has allowed us to provide value -added services that exceed our client's expectations. In addition, all our cleaning products, application and material disposal is of the highest quality - Environmental safe and ecologically based. EXPERIENCE AND CAPABILITY BELL BUILDING MAINTENANCE COMPANY is a privately held facilities janitorial and related maintenance service firm providing consistent and reliable services to facility managers, property managers and property owners throughout Los Angeles, Orange, and Ventura counties since 1976. BBMC's headquarters is located in the heart of Los Angeles. BBMC is different from other firms in this industry by its performance and ability to meet and exceed client's specific expectations. We provide complete facility maintenance solutions that are tailored customer's specific requirements. We take the responsibility for maintaining the property and paying attention to details so the customer can focus on its core business. Since 1976, we have been building satisfied client relationships, servicing government facilities, hotels, manufacturing plants, class A office buildings, retail stores and corporate headquarters. Our thirty years of experience encompasses professional custodial service entailing the cleaning of executive offices, offices and conference rooms, cafeterias, lunchrooms, elevators, stairs, restrooms, and other such areas. BBMC commits itself to perform all of the works in a timely and professional manner. TECHNICAL APPROACH & METHODLOGY OPERATION PHILOSOPHY BBMC emphasizes three key qualities characteristic of our entire company. Excellence, Efficiency and Improvement. Our Goals are to enhance your property, acquire improved visual appeal, increase your tenant comfort level, and attract customers by consistently creating a showcase environment while maintaining a competitive budget. The technical solution is based on a flexible and customized approach to providing your facility with adequate direct and indirect labor hours to exceed the scope of service required 1Nyel Irclf -A0 T, 14 BBMC will provide only experienced and competent cleaning personnel to perform all phase of services to be rendered under this service contract. 2. The supervisory and on -site personnel will, upon our receiving notice of contract award, spend the necessary amount of time at your project accomplishing the following: • Facility familiarization; • The commencement of establishing non - routine and daily scheduled, work assignments; and • Coordinating with property management to establish any non - standard safety and security processes, including energy conservation procedures and methods, and reporting methods and forms. • Key management and custodial staff (leads and porters) shall be proficient in English in order to communicate with property manager, tenant, and general public. 3. BBMC operational staff will accomplish frequent inspections of your facility, interface with our supervisory staff and interface with designated customer representatives on a frequent basis. We recommend that regular scheduled monthly meetings between our operational personnel and your designated project staff be established and commenced regularly to discuss the status of services being performed. 4. Property Management shall have access to the Project Manager during all hours custodial services are performed. The Project Manager, as well as the supervisors, will be equipped with mobile phone and radio for immediate accessibility. RELIABLE PERFORMANCE AND ACCOUNTABILITY We at Bell Building Maintenance Company realized that productivity, efficiency and job satisfaction result from proper employee selection, screening and training. We also pay our employees competitive and prevailing wages and offer company paid vacations, holidays, sick leave, and health insurance benefits. BBMC also offers personnel a performance incentive program and reward program. Through the years, we have invested more into his comprehensive screening process because we learned that by hiring honest, reliable and well - performing workers, our clients gained a complete confidence in our maintenance teams, By hiring and retaining good employees, BBMC is able to achieve: ❑ High productivity and efficiency. ❑ High level of reliability and consistency. ❑ High level of accountability and performance. Our maintenance teams are permanently assigned to dedicated facilities for consistency and accountability. Strict security policies are enforced throughout our maintenance teams. In addition, BBMC maintains an Employee Dishonesty Bond of $50,000.00 to cover any losses associated with BBMC crew. The keys are accounted for at all times. QUALIFICATION OF MANAGEMENT The management staff of Bell Building Maintenance has over one hundred years of experience in providing complete janitorial and maintenance services for major commercial, governmental, aerospace, high - technology firms and high -rise commercial office buildings. The following summarizes the experience and capabilities of key management staff involved in your buildings/ facilities. CHAN HEE. YANG — President Since starting Bell Building Services 30 years ago, Ms. Yang has directed the growth of this firm from a small janitorial service company to one of the large regional building service contracting firms on the West Coast. Ms. Yang has been personally involved in every janitorial program implemented since the inception of BBMC. BRUCE M. HWANG — Vice President of Operations Bruce has an extensive background in administrative, facilities management and outsourcing strategies — including contract labor, finance and wage administration, marketing, operations, personnel administration, recruitment and security — holding upper management positions over thirty years period. Bruce's areas of specialty and quality initiatives are preventive /predictive maintenance, total facility management, cost analysis and short and long term strategic planning to name a few. DANIEL KANG — Project Coordinator / Quality Control Daniel has over fifteen years experience supervising janitorial and maintenance contracts throughout the Southern California area. Daniel became a Quality Control Project Coordinator after receiving multiple promotions from within Bell Building Maintenance, Daniel is now responsible for the overview of all janitorial and related services in California. MARCO ARMARO — Senior Supervisor Marco has over twenty five years experience in contract janitorial services and facility management. With more than fifteen years experience in the supervisory capacity. Marco currently oversees 50+ customer locations. Marco is a specialist in handling customer relations and responding to special requests and emergencies. NETWORK MANAGEMENT EMERGENCY & ON -CALL PERSONNEL Although BBMC has employees and staff operating in the Feld 24 hours per day, 365 days per year, we have realized that in order to serve your project promptly and efficiently, a resource was required for after hour emergency situations. For that reason, BBMC utilizes an after -hours communication system. Customer Care, emergency and non - emergency calls after business hours should be directed to the following telephone number. 1.1III110,1•3CV2011 During emergency situations, the BBMC Project Manger will respond within 10 minutes to the receipt of a call. The Project Manager will immediately contact the On -site manager and determine the action plan and resolution time to the emergency service request. BBMC will maintains an "On Call" list of 10+ trained and experienced employees designated to night or day shift duties who are available to respond to emergency situations, under overtime or double time wages. In the event of an emergency, BBMC on -call personnel are ready to respond within the hour after receipt of the call. These employees have undergone all security checks, and classroom and on- the -job training and will be uniformed and equipped to deal with the emergency. SECURITY All personnel assigned to the project will have undergone the following security risk measurements: Department of justice security clearance • 10 year background employment check • 5year background employment verification • 5year criminal history verification • pre - employment drug testing No personnel assigned at the project location shall have a high -grade misdemeanor and /or misdemeanor theft conviction or any felony convictions. Furthermore, BBMC optionally maintains Employee Dishonesty Insurance coverage for all its employees. In addition to the background tests, BBMC performs pre - employment physical examinations on all employees assigned to your project. BELL BLDG. MAINTENANCE CONTACT PERSON AND PHONE NUMBER 1. All BBMC staff will report any problem they observe, i.e. damage, breakage, plumbing problem, etc. immediately to their supervisor. the supervisor will in turn leave notice for Maintenance Manager and /or designated individual of these problems. 2. We provide a 24 hour switchboard and supervisory service. This, plus the regular and systematic inspection by our supervisors, assure that the work will be skillfully and properly completed at all times. All of our supervisory personnel and custodial staff are in continuous contact with by way of our electronic radio system and Mobile phones. this system enables BBMC to respond immediately to any circumstance which may arise requiring our assistance. BELL BUILDING MAINTENANCE 8:00 A.M. TO 5:00 P.M. 5:00 P.M. TO 2:00 A.M. 2:00 A.M. TO 8:00 A.M. INITIAL CONTRACT ADMINISTRATOR ON -SITE SUPERVISOR CONTRACT ADMINISTRATOR CONTACT BRUCE HWANG MARCO ARMARO BRUCE HWANG 213 494 -1003 213 822 -8476 213 494.1003 2 NO CONTACT ON -SITE SUPERVISOR CONTRACT ADMINISTRATOR ON -SITE SUPERVISOR Christine D MARCO ARMARO BRUCE HWANG MARCO ARMARO Annie Jeon 213 822 -8476 213 494 -1003 213 822.8476 3 CONTACT CONTRACT ADMINISTRATOR CONTRACT ADMINISTRATOR CONTRACT ADMINISTRATOR CHRISTINE DAMAHAN BRUCE HWANG BRUCE HWANG ' 213 385 -7090 (213) 494 -1003 213 494.1003 BELL BUILDING MAINTENANCE EMERGENCY SERVICE In the event an emergency at your location should occur ( Flood, Fire, Property Damage, etc. ) requiring clean -up or other tasks, Bell Building Maintenance has personnel available 24 -Hours a day, 7 days a week, at your direction, for a specified rate per man -hour. After Business hour and on weekends, you can call and contact right personnel at following numbers. PHONE NUMBER FAX NUMBER E -MAIL MAIN OFFICE 818 385 -7090 818 385 -7030 Lruceff bellbmc.corn 213 494 -1003 Jorge Carpio Blackberry bmsw129 ahoo.com CUSTOMER SERVICE 800. 953 -5144 Christine D 818 385 -0693 818 385 -7030 christined bellbmc.com Annie Jeon 213 700 -9295 annie@bellbmc.com EMERGENCY SERVICE In the event an emergency at your location should occur ( Flood, Fire, Property Damage, etc. ) requiring clean -up or other tasks, Bell Building Maintenance has personnel available 24 -Hours a day, 7 days a week, at your direction, for a specified rate per man -hour. After Business hour and on weekends, you can call and contact right personnel at following numbers. RESPONSE TIME Response time for work requirements is dependent upon work priority and shall be in accordance with following standards. URGENT WORK Normal Working Hours : Bell Building Maintenance personnel to take action at the urgent, emergency work site with in Thirty (30) minutes following notification by customers . After Working Hours: With in One ( 1 ) hour. ,C y 10 L kji Telephone Number 24 hours Switch Board (818) 385 -0790 Response all calls with in 10 Minutes Bruce Hwang 213 220 -1393 213 494 -1003 Jorge Carpio 323) 821 -0230 (626 ) 523 -1704 RESPONSE TIME Response time for work requirements is dependent upon work priority and shall be in accordance with following standards. URGENT WORK Normal Working Hours : Bell Building Maintenance personnel to take action at the urgent, emergency work site with in Thirty (30) minutes following notification by customers . After Working Hours: With in One ( 1 ) hour. ,C y 10 L kji THE IMPLEMENTATION PLAN SITE REVIEW Upon notice of contract award, our company will do a complete site review of the property. FACILITY MANAGEMENT MEETINGS A successful start -up plan is based upon establishing good client rapport and developing clear lines of communication, such as methods of report. LINES OF COMMUNICATION To maintain good working relations and provide a responsible service, BBMC must establish open lines of communication. We will provide all pertinent telephone numbers of project responsible personnel for service requests and emergencies. SUPPLIES AND EQUIPMENT Supply and equipment needs will be specifically determined and purchase orders will be placed with our vendors. Equipment and storage areas will be determined. PRE - OPERATION PROCEDURES When above flour steps has been accomplished; 1. Janitorial crews will meet with the facilities personnel to introduce themselves. 2. Tour of the project facilities will be conducted. 3. Identify special security considerations and coordinate security and operation procedures. 4. Inventory all supplies and equipment as received and distributes to appropriate areas. 5. Inspection sheet made, if necessary FLOOR CARE SPECIAL CREW AND UTILITY CREW Our floor care and support services is a separate entity, led by a Floor Care Supervisor. Our dayshift and swingshift custodians basically provide minor cleanup of office and facilities and all floor care works including carpet cleaning and restroom floor scrubbing will be performed by experienced and specially trained floor care specialist. Any other works beyond the daily basic janitorial works such as window wash, light fixture cleanup, parking lot sweep, holding cell cleaning, and additional works, will be performed by our Utility Crew. 11 �AB 1 b QUALITY CONTROL PLAN Our Quality Control (QC) Plan is based on its existing QC program in place at other projects & accounts. The plan is always tailored to meet the unique project quality requirements of each client. Our QC plan has several unique features to ensure maximum cleanliness levels in all areas of the building. Expanded inspections cover areas that have been serviced and those that have not. The Project Manager will inspect both types of areas to ensure that quality levels are achieved in serviced areas and that the frequency of service is adequate to maintain cleanliness levels between servicing. Trend analysis which is based on customer questionnaires and project checklist is used to identify degradation in project services before deficiencies occur. BBMC will make systematic changes in cleaning schedules, staff assignments, cleaning procedures, and service frequency to maintain quality and improve productivity. Inspection schedules are tailored for each building to ensure complete coverage of executive and high- traffic areas. Each area of facility will be formally inspected at least twice each month. Heavy used public areas will receive even more frequent inspections. Project inspection will be augmented by significant corporate support and on -site quality audits. Cursory inspections are performed daily. A detailed plan and procedures for verifying performance will be implemented. It is designed to ensure that all project functions are monitored and that every building is inspected to ensure that quality requirements are being met. In formulating the inspection schedule, the Project Manager will ensure that all areas in all covered facilities are inspected each month, and that the work of each custodian is also inspected. This inspection approach will prevent deterioration at infrequently serviced area and will enable an optimum allocation of resources. INSPECTION AND SUPERVISION We assign a dedicated BBMC supervisor to each facility to perform on -site inspection and to handle all aspects of the cleaning schedule and all workers are responsible to him /her. Alternatively, a foreman is assigned to act as temporary supervisor in the absence of the supervisor. BBMC supervisors are trained in human relations and employee motivation. BBMC staff uses computer generated "work tickets" to schedule and follow -up on periodic work such as carpet care and stripping floors. BBMC conduct periodic customer satisfaction survey to ensure that our customers are getting the best possible service and the value from our program. With our supervisors available for on -site inspections and decisions, BBMC is capable of making a "quick response" decision without consulting our main office and most emergency situation can be handled in a timely manner. 12 L'JHB PASSIVE INSPECTION AND FOLLOW -UP Unless our customers request otherwise, we send all our customers a quarterly questionnaire with their respective monthly /bi- weekly statement. It allows our customers to rate the service in specific areas so we can fine -tune our performance service. Our on -site supervisors are specifically instructed to maintain a direct communication with our customers. BBMC supervisors and the crews maintain a communication log with each customer and are required to check the log at the start of every assignment. Each assignment starts with a check on the log, and should there be any complaint or comment written, they are required to respond both in document and in action, so that the customers know that the request has been read and was addressed accordingly. For all other emergency situations and requests, there is a 24 -hour customer service hotline at BBMC that provides access to supervisors and managers and immediate responses. QUALITY CONTROL ENFORCEMENT In addition to discussing quality control, we will also explain how we intend to control the quality in your facilities. At BBMC, Quality control is the cornerstone of our cleaning program. The reducing of cleaning concern allows management personnel to effectively and efficiently addresses the issues. Controlling quality is a combined effort by our entire management's staff. It consist of facility inspections, corrective action reports, facility rating reports, client logbook, client liaison meetings, and above all, our ability to communicate with your representative. GENERAL INSPECTION INFORMATION: The inspection of an area is performed at three different time periods, for two different reasons The results of each of these inspections will provide us with information that we can use to strengthen the service we provide for your facility. 1. INSEPCTION DURING NORMAL BUSINESS DAY Inspecting during the daylight hours allows us to see the cleaning through your eyes. We are able to note stains and spots that are not always noticeable under artificial light. 2. INSPCTION DURING CLEANING HOURS Our Managers inspect the work while it is being performed. Observation of our cleaners and service workers insures the most efficient technique is constantly being utilized and that all schedule tasks are being addressed. Oversights and mistakes are much easier to correct when the cleaners can be observed actually performing their duties, and we find this an excellent time to correct cleaning technique. 3. INSPECTION AFTER CLEANING HOURS We find that randomly inspecting after completion of the work provides us with an excellent overview of the cleaning and enables us to have a valuable perspective of how the building will look when your employees and /or tenants arrive. 13 LOHBI�L CORRECTIVE ACTION REPORT: The Corrective Action Report is perhaps the simplest report we use. It is designed to allow our management to demonstrate to a cleaner or another manager errors which require correction. The form is basically made up of three sections. The first outlines the problem. The second section details the action needed to be taken to correct the problem. The third outlines follow -up inspection of the cleaner to insure that the problem is not repeated. Quite simply it shows; The problem, the Solution, and What Training needed. Simple perhaps, but a most important part of our overall program to control quality. THE LOG BOOK In order to allow for an open communication between our management and your Management, we will provide a logbook in your office. The book will be available to record messages that can be directly answered by our Site Supervisor. Using the system you will know the answers to your concerns first thing in the morning provided directly from our manager. CLIENT LIAISON MEETINGS These meetings are most valuable and necessary. They provide management, yours and ours, interaction. In this way, lines of communication are kept open, insuring the mutual participation of all involved parties. QUALITY CONTROL CONCLUSION As previously stated, BBMC believes that management is the cornerstone of a successful cleaning program. We have developed a program for your facility that will provide you with the necessary management and Quality Control procedures to insure the continual success of the cleaning program. This success is not based on one opinion or one form of inspection. The secret of BBMC success is in the combination of the programs outlined in this proposal. This approach permits us to control the expected cleaning standard. �,,YYyy�� ,,TT��pp 14 L FHB 14M to] iTjI=1 N=1:7T1IN4 It is our commitment to provide our customers with the best value and quality in building and facility maintenance services. We at the Bell Building Maintenance Company firmly believe that our continuous success depend on the following principles that we adhere to: • Performance - Value -added Services and Accurate Fulfillments • Speed- Prompt and On -time, 24 hour Services and Responses • Quality- Quality Works through Management Program • Reliability- Consistent and Predictable Services These principles guarantee our valued customers the full benefits of a performance- oriented, highly- responsive company that consistently performs outstanding work. Our continuous efforts to reinvent and improve ourselves, have allowed us to offer top quality work at a competitive price. Today, we are a premier quality and value -added provider that boasts many loyal clients who have been long satisfied with our responsive services. We maintain a double redundancy at our customer service center to help us respond to any emergency without undue delay. A project - specific supervisor and a service representative are assigned to each client and project, to help facilitate site familiarization and staff /resource management. All our team members and staffs are trained and are familiar with our proprietary "in process" inspection and follow -up procedures to ensure highest quality level of service and maximize customer satisfaction. COMPANY CODE OF CONDUCT We adhere to all published guidelines and recommendations by U.S. Labor Department, the State of California, and the Fair Labor Association, as well as other non - governmental entities. We have taken measures to ensure fair and quality working conditions for those who work for us. The detailed COMPANY CODE OF CONDUCT, which articulates of our company's principles on these important issues, can be obtained through request. We pay our employees competitive and prevailing wage rates and company paid vacations, holidays, sick leave, and health insurance. BBMC also offers personnel a performance incentive program and reward program. 15 L�HB�4 VALUE- ADDED SERVICES Based on our knowledge and experience in dealing with various type of facility maintenance, BBMC is very aware of the significance of the proper floor care and has developed advanced techniques and acquired nationally well known franchised professional services to supplement our facility service solutions, such as Marblelife, EnduraCrete, Gumbusters and Experts Window Wash. See SPECIAL CLEANING SERVICES section. BBMC differentiates itself from other firms in our industry by our performance and ability to meet and exceed our client's specific expectations. BBMC will provide services according to the contract, but has the following value -added services that exceed our client's expectations. BBMC stands behind our services with a 100% service guarantee. • Complete Carpet Care including interim and restorative work. • Hard Floor Care such as strip & wax and sealing of floors including linoleum, terrazzo, natural wood, and quarry tiles. • Marble and stone floor care maintenance, polishing, and renovation.- MARBLELIFE • Concrete floor polishing, staining, and overlayments - ENDURACRETE • Restroom ceramic tile and grout restorations.- MIDAS restoration system. • Gum removal on entry ways, sidewalks, and parking structures- G1RJ'u1,3U5 0 Rs machine and high pressure steam machine. ,,CF 5/yB 16 L A REQUEST FOR PROPOSAL RFP NO. 14 -002 PRCSA FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR CITY OF SANTA ANA PARK FACILITIES KEY RFP DATES: Issue Date: Pre - proposal Conference: Proposal Due Date: February 20, 2014 February 27. 2014 March 26, 2014 at 5:00 p.m. SELL BUILDING MAINTENANCE COMPANY 17 EXHIBIT C CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES PROPOSERS CERTIFICATION AND COST PROPOSAL Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the scope of work locations. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposal Item Price - Provide costs for maintaining each of the locations and service categories listed below at the level of quality described in the detailed specifications (Exhibit A and all attachments). Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. A. PARK RESTROOM -CABIN SERVICES Park Janitorial Maintenance Services RFP 14 -002 Page 18 Park Address Cost /Mo. CostNr. Deviations District A 1 Stadium Press Box 602 N. Flower St. 585 7,020 2 Stadium West Side Restrooms 602 N. Flower St. 360 4,320 3 Stadium East Side Restrooms 602 N. Flower St. 360 4,320 4 Stadium Player Locker Rooms 602 N. Flower St. 520 6,240 5 Stadium Officials Locker Room 602 N. Flower St. 280 3,360 6 Stadium West Side Concession Bldg. 602 N. Flower St. 350 4,200 7 Stadium East Side Concession Bld . 602 N. Flower St. 350 4,200 District 1 1 Campesino 3311 W. Fifth St. 320 3,840 2 Edna 2140 W. Edna Dr. 320 3,840 3 El Salvador 1825 W. Civic Center Dr. 320 3,840 4 Riverview 1817 W. 21st St. 320 3,840 5 Rosita 706 N. Newhope St. 320 3,840 Park Janitorial Maintenance Services RFP 14 -002 Page 18 Park Janitorial Maintenance Services RFP 14 -002 Page 19 Park Address Cost /Mo. Cost/Yr. Deviations District 2 1 Angels 914 W. Third St. 320 3,840 2 Cabrillo 1820 E. Fruit St. 320 3,840 3 Fisher Restroom 2501 N. Flower St. 320 3,840 4 Fisher Cabin 2501 N. Flower St. 320 3,840 5 Logan 1009 N. Custer St. 320 3,840 6 Portola 1700 E. Santa Clara Ave. 320 3,840 7 Santiago RR "A" 2535 N. Main St. 210 2,520 8 Santiago RR "B" 2535 N. Main St. 210 2,520 9 Santiago Cabin 2535 N. Main St. 180 2,160 District 3 1 Delhi 2314 S. Halladay St. 360 4,320 2 Madison 1528 S. Standard St. 360 4,320 3 Memorial 2102 S. Flower St. 360 4,320 4 Sandpointe 3700 S. Birch St. 360 4,320 District 4 1 Adams 2302 S. Raitt St. 360 4,320 2 Centennial "A" 3000 W. Edinger Ave. 250 3,000 3 Centennial "B" 3000 W. Edinger Ave. 250 3,000 4 Centennial "C" 3000 W. Edinger Ave. 250 3,000 5 Centennial HGHS 3000 W. Edinger Ave. 360 4,320 6 DYSC "A" includes locker room and restrooms 3000 W. Edinger Ave. 450 5,400 7 DYSC "B" 3000 W. Edinger Ave. 250 3,000 8 Heritage 4812 W. Camille St. 360 4,320 9 Jerome 726 S. Center St. 360 4,320 Park Janitorial Maintenance Services RFP 14 -002 Page 19 The City reserves the right to delete one or more sites from this contract with 30 days written notice. B. SPECIALIZED SERVICES A. Park Address Cost /Mo. CostNr. Deviations 10 Santa Anita 300 S. Figueroa St. 360 4,320 $ 9.00 11 Thornton 1801 W. Segerstrom St. 360 4,320 $ 15.00 12 Windsor 2915 W. LaVerne Ave. 360 4,320 $ 15.00 8 37 Total Totals 12,335 148,020 $ 10.00 The City reserves the right to delete one or more sites from this contract with 30 days written notice. B. SPECIALIZED SERVICES A. Labor Hourly Wage 1 Maintenance Supervisor $ 22.00 2 Maintenance Service Leadworker $ 10.50 3 Maintenance Service Laborer $ 9.00 4 Journeyman Electrician $ 28.00 5 Apprentice Electrician $ 15.00 6 Journeyman Plumber $ 28.00 7 Apprentice Plumber $ 15.00 8 Journeyman Painter $ 18.00 9 Apprentice Painter $ 10.00 B. Add -On Services Cost 1 Price By Square Foot Per Month — Park Restroom 1x Day $ 3.00 2 Price By Square Foot Per Month — Park Restroom 2x Day $ 2.75 3 Price By Square Foot Per Month- Cabin $ 2.50 4 Price By Square Foot Per Month- Stadium $ 2.50 3 Price By Square Foot Per Job — Pressure Wash Exterior Surfaces i.e. Walls, Roofs, Entrances, Areas Around Buildin s /Restrooms, Stadium Bleachers, Etc. $ 0.45 Park Janitorial Maintenance Services RFP 14 -002 Page 20 Rm• t VIII. PROPOSAL FORM The undersigned contractor agrees to provide park restroom janitorial services in accordance with the specifications included in Exhibit A. I/We have stated herein the services and fees that I /we will furnish and deliver as specified. Award shall be based upon the evaluation criteria included in Section IV. Where there is a discrepancy between words and figures, words shall govern. The City of Santa Ana reserves the right to cancel any agreement in the event that terms of this agreement are violated. Bell Building Maintenance Name of Contractor Signature of Authorized Rep. (Person, Firm, Corp.) 5170 Sepulveda Blvd. # 180 Los Angeles CA 90280 Bruce M. Hwang, Vice President Address Name and Title (Please Print) March 25, 2014 Address Date 818 - 385 -0790 818 - 385 -0730 Telephone Number Fax Number Park Janitorial Maintenance Services RFP 14 -002 Page 21 EXHIBIT D CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Beferenee Customer Name: Sunkist Grower Contact Individuah Mark Lewis Address: 14130 Riverside Dr. Phone Number: 818 - 986 -4800 Sherman Oaks CA 90280 Contract Amount: $ 124,500 /Annual Year: On Goine since 1990 Description of supplies, equipment, or services provided: Provide janitorial service for last 25 yea Customer Name: City of Covina Address: 534 N. Barranca Covina, CA 91723 Contract Amount: 48,000 / Amrual Contact Individual: Paul Hirtz PhoueNumber: 626 - 858 -7249 Facsimile Number: Year: On Going since Description of supplies, equipment, or services provided: Provide janitorial and related service at the City Hall, Senior Center, Library. ChstomerName: City of Santa Clarita Address: 23920 Valencia Blvd, Santa Clarity Ca 91322 Contract Amount:110,980 / Contact Individual: Ron Fierro Phone Number: 661- 266 -4040 Facsimile Number: Year: On Going since 2001 _ Description of supplies, equipment, or services provided: Provide janitorial and day porter related services THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED Park Janitorial Maintenance Services RFP 14 -002 Page 32 m EXHIBIT E CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he /she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm: Bell Building Maintenance Signed and Printed Name: Bruce Hwang Title: Vice President Date: March 25,2014 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSA miydr MA Ir Park Janitorial Maintenance Services RFP 14 -002 Page 33 MUM EXHIBIT F CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows: 1. The contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The contractor shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The contractor shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or federally assisted construction/services contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965,and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 7. The contractor shall include the portion of the sentence immediately preceding paragraph 1 and the provisions of paragraphs 1 through 7 in every subcontract or purchase order unless exempted by Park Janitorial Maintenance Services RFP 14 -002 Page 34 W ,.W rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the contractor becomes involved in, or is threatened with, litigation by a subcontractor or vendor as a result of such direction by the administering agency, the contractor may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1039, and as amended, no discrimination shall be made in the employment of persons because of race, religious creed, color national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any contractor violating this section is subject to all the penalties imposed for a violation of the chapter. Firm: Bell Building Maintenance Signed and Printed Name: Bruce M. Hwang Title: Vice President THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED Park Janitorial Maintenance Services RFP 14 -002 Page 35 m um EXHIBIT G CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES RESPONSIBLE PROPOSER— SUPPLEMENTAL QUESTIONNAIRE 1. How many years has your organization been in business in California as a contractor under your present business name and license number? 33 years If you performed same business under a different business name with same ownership and operation management and changed name due to, but not limited to, bankruptcy, loss, or license, please complete an additional and separate questionnaire. 2. What is your firm's average gross revenue for the last three years? $ 5.8 million a year 3. Is your firm currently the debtor in a bankruptcy case? ❑ Yes ❑ No If "yes," indicate the case number, bankruptcy court, and the date on which the petition was filed. Case Number Bankruptcy Court Date Filed 4. Was your firm in bankruptcy any time during the last five years? (This question refers only to a bankruptcy action that was not described in answer to Question 2, above.) ❑ Yes ❑ No If "yes," indicate the case number, bankruptcy court, and the date on which the petition was filed. Case Number Bankruptcy Court Date Filed 5. Has any California State License Board license held by your firm or its responsible managing employee or responsible managing officer been suspended within the last five years? ❑ Yes ❑ No 6. At any time in the last five years, has your firm been assessed and paid liquidated damages after completion of a project, under a services contract with either a public or private owner? ❑ Yes ❑ No 7. Has your firm ever defaulted on a contract? ❑ Yes ❑ No If "yes," explain on a separate page. 8. In the last five years has your firm, or any firm with which any of your company's owners, officers or partners was associated, been debarred, disqualified, removed, or otherwise Park Janitorial Maintenance Services RFP 14 -002 Page 36 A• •. prevented from bidding on, or completing, any government agency project for any reason? ❑ Yes ❑ No If "yes," explain on a separate page. State the name of the organization debarred, the year of the event, the owner of the project, and the basis for the action. 9. In the past five years, has any claim against your firm concerning your firm's work on a project, been filed in court or arbitration? ❑ Yes ❑ No If "yes," on a separate page identify the claim(s) by providing the project name, date of the claim, name of the claimant, the name of the entity the claim was filed against, a brief description of the nature of the claim, the court and case number, and a brief description of the status of the claim (pending or, if resolved, a brief description of the resolution.) 10. In the past five years, has your firm made any claim against a project owner concerning work on aproject or payment for a contract, and filed that claim in court or arbitration? ❑ Yes ❑ No If "yes," on a separate page identify the claim(s) by providing the project name, date of the claim, name of the claimant, the name of the entity the claim was filed against, a brief description of the nature of the claim, the court and case number, and a brief description of the status of the claim (pending or, if resolved, a brief description of the resolution.) 11. At any time during the past five years, has any surety company made any payments on your firm's behalf as a result of a default, to satisfy any claims made against a performance or payment bond issued on your firm's behalf in connection with a project, either public or private? ❑ Yes ❑ No 12. In the last five years, has any insurance carrier, for any form of insurance, refused to renew the insurance policy for your firm? ❑ Yes ❑ No 13. Has your firm or any of its owners, officers, or partners ever been liable in a civil suit, or found guilty in a criminal action, for making any false claim or material misrepresentation to any public agency or entity? ❑ Yes ❑ No 14. Has your firm or any of its owners, officers or partners ever been convicted of a federal or state crime of fraud, theft, or any other act of dishonesty? ❑ Yes ❑ No If "yes," identify on a separate page, the person or persons convicted, the court case and number, the crimes and the year convicted. 15. If your firm was required to pay a premium of more than one percent for a performance and payment bond on any project(s) on which your firm worked at any time during the last three years, state the percentage that your firm was required to pay. You may provide an explanation for a percentage rate higher than one percent, if you wish to do so. Park Janitorial Maintenance Services RFP 14 -002 Page 37 X I, 16. During the last five years, has your firm ever been denied bond credit by a surety company, or has there ever been a period of time when your firm had no surety bond in place during a project when one was required? ❑ Yes ❑ No 17. Has Cal -OSHA cited and assessed penalties against the contractor or its associates for any "serious," "willful" or "repeat" violations of its safety or health regulations in the past five years? ❑ Yes ❑ No (Note: If you have filed an appeal of a citation, and the Occupational Safety and Health Appeals Board has not yet ruled on your appeal, you need not include information about it.) If "yes," on a separate page describe the citations, the party against whom the citation was made, date of citation, nature of the violation, project on which the citation was issued, owner of the project, and the amount of penalty paid, if any. State the case number and the date of any OSHAB decision. 18. Has the Federal Occupational Safety and Health Administration cited and assessed penalties against the contractor or its associates in the past five years? ❑ Yes ❑ No (Note: If an appeal of the citation has been filed and the Appeals Board has not yet ruled, or there is a court appeal pending, you need not include information about the citation.) If "yes," on a separate page describe the citation, the party against whom the citation was made, date of citation, nature of the violation, project on which the citation was issued, owner of project, and the amount of penalty paid, if any. State the case number and date of any decision. 19. During the last five years, has there been more than one occasion in which the General contractor or its associates have been penalized or required to pay back wages for failure to comply with the federal Davis -Bacon prevailing wage requirements? ❑ Yes ❑ No If "yes," on a separate page, describe the violator, nature of each violation, name of the project, date of its completion, the public agency for which it was constructed, the number of employees who were initially underpaid and the amount of back wages and penalties that were assessed. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED Park Janitorial Maintenance Services RFP 14 -002 Page 38 �XA EXI -11gIT I f CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES NONCOLLUSION AFFIDAVIT NON - COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non - collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non - collusion affidavit. Proposers are cautioned that malting a false certification may subject the certifier to criminal prosecution. State of California, County of Los Angeles Subscribed and sworn to (or affirmed) before me on this 26th day of March, 2014_, by Chan H Yang proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED Park Janitorial Maintenance Services RFP 14 -002 Page 39 EXHIBIT I CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES 11. SAMPLE ADDITIONAL INSURED ENDORSEMENT III. FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company INSURANCELAND This endorsement modifies such insurance as is afforded by the provisions of Policy # GL 7004578 relating to the following: 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. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective March 1, 2014 this endorsement form as a part of Policy # GL7004578 Issued to Bell Building Maintenance Named Insured Countersigned by Authorized Representative Park Janitorial Maintenance Services RFP 14 -002 Page 40 K• t SAMPLE ONLY EXHIBIT C -1 CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES PROPOSERS CERTIFICATION AND COST PROPOSAL Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit A -1 and A -2) and am familiar with the scope of work locations. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposal Item Price - Provide costs for maintaining each of the locations and service categories listed below at the level of quality described in the detailed specifications (Exhibit A -1 and A -2 and all attachments). Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. (1) PARK BUILDING MAINTENANCE SERVICES The City reserves the right to delete one or more sites from this contract with 30 days written notice. Park Janitorial Maintenance Services RFP 14 -002 Page 41 M mil Park Address Cost /Mo. CostNr. Deviations District 1 1 Rosita - Salgado Center 706 N. Newhope St. 450 5,400 2 Rosita - Salgado Pool 706 N. Newhope St. 275 3,300 3 Rosita - Salgado Gym 706 N. Newhope St. 625 7,500 District 2 1 Logan Center 1009 N. Custer St. 395 4,740 2 Santiago Nature Center 510 E. Memory Lane 350 4,200 3 Santiago Lawn Bowling Center 510 E. Memory Lane 295 3,540 District 3 1 Memorial Center 2102 S. Flower St. 275 3,300 2 Memorial Pool 2102 S. Flower St. 650 7,800 3 Sandpointe 3700 S. Birch St. 320 3,840 4 Cypress Center 625 S. Cypress Ave. 450 5,400 Total 4,085 49,020 The City reserves the right to delete one or more sites from this contract with 30 days written notice. Park Janitorial Maintenance Services RFP 14 -002 Page 41 M mil (2) SPECIALIZED SERVICES A. Labor Hourly Wage 1 Maintenance Supervisor $ 22.00 2 Maintenance Service Leadworker $ 10.50 3 Maintenance Service Laborer $ 9.00 4 Journeyman Electrician $ 28.00 5 Apprentice Electrician $ 15.00 6 Journeyman Plumber $ 28.00 7 -Apprentice Plumber $ 15.00 8 Journeyman Painter $ 18.00 9 Apprentice Painter $ 10.00 B. Add -On Services Cost 1 Price By Square Foot Per Month — Building Maintenance $ 0.08 2 Price By Square Foot Per Month — Gym Maintenance $ 0.03 3 Price By Square Foot Per Job — Pressure Wash Exterior Surfaces i.e. Walls, Roofs, Entrances, Areas Around Buildings /Restrooms, Stadium Bleachers, Etc. $ 0.40 Park Janitorial Maintenance Services RPP 14 -002 Page 42 F-1*KI VIII. PROPOSAL FORM The undersigned contractor agrees to provide park restroom janitorial services in accordance with the specifications included in Exhibit A -1 and A -2. I/We have stated herein the services and fees that Uwe will furnish and deliver as specified. Award shall be based upon the evaluation criteria included in Section IV. Where there is a discrepancy between words and figures, words shall govern. The City of Santa Ana reserves the right to cancel any agreement in the event that terms of this agreement are violated. Bell Building Maintenance Name of Contractor Signature of Authorized Rep. (Person, Firm, Corp.) 5170 Sepulveda # 180 Sherman Oaks, CA 90280 Bruce M. Hwang Vice President Address Name and Title (Please Print) March 25, 2014 Address Date 818 - 385 -0790 818 - 385 -0730 Telephone Number Fax Number Park Janitorial Maintenance Services RFP 14 -002 Page 43 EXHIBIT D -1 CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK BUILDING MAINTENANCE SERVICES REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Customer Name: Sunkist Grower Contact Individual: Mark Lewis Address: 14130 Riverside Dr. Phone Number: 818 - 986 -4800 Sherman Oaks CA 90280 Facsimile Number: Contract Amount: $ 124,500 /Annual Year: On Going since 1990 Description of supplies, equipment, or services provided: Provide janitorial service for last 25 yea CustomerName: City of Covina Address: 534 N. Barranca Covina, CA 91723 Contract Amount: 48,000 / Annual Contact Individual: Paul Hirtz Phone Number: 626-858-7249 Facsimile Number: Year: On Going since 2004_ Description of supplies, equipment, or services provided: Provide janitorial and related service at the City Hall, Senior Center, Library . Customer Name: City of Santa Clarita Address: 23920 Valencia Blvd. Santa Clarita, Ca 91322 Contract Amount: 110,980 / Contact Individual: Ron Fierro Phone Number: 661 - 266 -4040 Facsimile Number: Year: On Going since 2001 Description of supplies, equipment, or services provided: Provide janitorial and day porter related services THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED Park Janitorial Maintenance Services RFP 14 -002 Page 33 .� 16 ..M 44 REQUEST FOR PROPOSAL RFP NO. 14 -002 PRCSA FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR CITY OF SANTA ANA PARK FACILITIES I{EY RFP DATES: Issue Date: February 20, 2014 Pre - proposal Conference: February 27. 2014 Proposal Due Date: March 13, 2014 at 5:00 p.m. flX 45 CITY OF SANTA ANA SAMPLE REQUEST FOR PROPOSAL FOR TABLE OF CONTENTS I. INTRODUCTION 4 II. PERIOD OF CONTRACT 4 III. OPTION OF RENEWAL 4 IV. FISCAL NONFUNDING CLAUSE 4 V. PROPOSAL DEPOSIT AND PERFORMANCE BOND 4 VI. SCOPE OF WORK/SERVICES 5 VII. GENERAL INFORMATION 5 VIII. COORDINATION 6 IX. PROPOSER RESPONSIBILITIES 6 X. LICENSE REQUIREMENTS 6 XI. INITIATION /KICK OFF MEETING 6 XII. CITY BUSINESS LICENSE 6 XIII. ADDENDA 6 XIV. RULES FOR PROPOSALS 7 XV. PRE- PROPOSAL CONFERENCE 7 XVI. E -MAIL COMMUNICATIONS AND INTERPRETATIONS /CLARIFICATIONS 7 XVII. SUBMITTAL INFORMATION AND DEADLINE 7 XVIII. SUBMITTAL REQUIREMENTS 7 XIX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION 9 XX. PUBLIC RECORDS 10 XXI. PROTESTS 10 EXHIBIT A SCOPE OF SERVICES 11 (Exhibits B -I have been removed and replaced by proposal completed set) 20 EXHIBIT B SAMPLE AGREEMENT 28 EXHIBIT C PROPOSERS CERTIFICATION AND COST PROPOSAL 32 EXHIBIT D OFFERERS REFERENCES 33 EXHIBIT E PROPOSERS STATEMENT 34 EXHIBIT F CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR 36 EXHIBIT G RESPONSIBLE PROPOSER — SUPPLEMENTAL QUESTIONNAIRE 36 EXHIBIT H NONCOLLUSION AFFIDAVIT 40 EXHIBIT I SAMPLE ADDITIONAL INSURED ENDORSEMENT Park Janitorial Maintenance Services RFP 14 -002 Page 3 "P-T, ' CITY OF SANTA ANA REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES INTRODUCTION The City of Santa Ana is issuing this Request for Proposals (RFP) for providing park janitorial services in Districts A- 1- 2 -3 -4, and is interested in receiving proposals from contractors for providing parkjanitorial services at 37 park facilities listed in Exhibit C. The detailed specification included as Exhibit A describes the quality of work that is expected from the contractor. II. PERIOD OF CONTRACT Unless earlier terminated as allowed for in the agreement, contract term shall be for a period of 24 months with two two -year options to renew. The contract term is anticipated to commence after City Council award of this contract and upon receipt and approval of all required bonds and insurance documents. The projected contract award date is May 20, 2014, with a commencement date of June 1, 2014 and may be adjusted as necessary. III. OPTION OF RENEWAL The term of this agreement may include provision for renewals as set forth in the Scope of Services, attached as Exhibit A. IV. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City. V. PROPOSAL DEPOSIT AND PERFORMANCE BOND A proposal deposit in the amount of five percent (5 %) of the total proposed annual contract amount set forth in Exhibit C shall accompany each proposal. The proposal deposit must be in the form of a bid bond, cashier's check, certified check, bank draft, letter of credit, trust company treasurer's check, or money order. Checks shall be payable to the City of Santa Ana. NO PERSONAL OR COMPANY CHECKS WILL BE ACCEPTED. Proposal deposit of the unsuccessful proposers shall be returned upon award of contract by the City. The successful proposer shall supply a payment bond in the amount of fifty percent (50 %) of the successfully awarded total annual contract amount of the proposal prior to execution of the contract. Upon receipt of the payment bond, the proposal deposit will be returned. The proposal deposit is subject to be forfeited if the successful proposer fails to execute the written contract and furnish the required payment bond, or to satisfy any other conditions present within a reasonable time as determined by the City. The payment Park Janitorial Maintenance Services RFP 14 -002 Page 4 "_w bond is to be renewed annually and submitted by the contractor in the amount of 50% of the annual contract amount. VI. SCOPE OF WORK/SERVICES The scope of work may include any and all work efforts related to the Janitorial Maintenance Services as set forth in EXHIBIT A - SCOPE OF SERVICES. The contractor shall be an independent contractor capable of providing experienced, knowledgeable and professional staff. The contractor shall be responsive and maintain excellent working relationships with City residents, businesses, government officials and City staff. The contractor shall provide adequate staffing levels at all times and adhere to established schedules. The contractor shall comply with all federal, state and local laws, rules, regulations, ordinances, and statutes. VII. GENERAL INFORMATION A. The term of the contract will begin after the contract award by the City Council and approval of required bonds. B. When determined appropriate, the City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. C. The proposer shall be responsible for retaining data, records and documentation for the preparation of the required information. These materials shall be made available to the City as requested by the City. D. This RFP does not commit the City to pay costs incurred in preparation of a response to this RFP. All costs incurred in the preparation of the proposal, the submission of additional information, attendance at pre - proposal conference, negotiations with City, and /or any other aspect of a proposal prior to award of a written contract will be borne by the proposer. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any informality or technical defect in the proposal. E. All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. F. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any subcontractor(s). Subcontractors shall be the responsibility of the prime contractor and the City shall assume no liability of such subcontractors. Park Janitorial Maintenance Services RFP 14 -002 Page 5 A A -J VIII. COORDINATION Coordination by the awarded proposer with the City, other contractors, and agencies will be required to achieve satisfactory and timely delivery of the required services. Coordination may include, but not be limited to, coordination with neighborhood and civic groups, local and /or state agency boards, and attendance at City Commission, Agency, and Council meetings,. The City will decide the manner in which the coordination efforts with be conducted. At the City's option, coordination efforts may be performed by the proposer's direct contact, by the proposer acting through the City or by the City only. When coordination efforts require agreements, such agreements shall be coordinated through the City. IX. PROPOSER RESPONSIBILITIES X. The selected proposer will assume responsibilities for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. In accordance with Section 3300 of the California Public Contract Code, the City has determined that the proposer shall possess a valid California C27 Contractor's license. XI. INITIATION /KICK OFF MEETING The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling. XII. CITY BUSINESS LICENSE The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana. XIII. ADDENDA Any subsequent changes in RFP from the date of preparation to date of submittal will result in an addendum or amendment by the issuing office. Notification of such addendum or amendment shall be effected by posting on City's website, as set forth in the Notice Inviting Proposals. Park Janitorial Maintenance Services RFP 14 -002 Page 6 M KIM XIV. RULES FOR PROPOSALS The signer of the RFP must declare in writing that the only person, persons, company, or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company, or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud, and that the signer of the proposal has full authority to bind the proposer (Exhibit H). XV. PRE- PROPOSAL CONFERENCE A pre - proposal conference is scheduled for Thursday. February 27, 9:00 a.m. at the City of Santa Ana Corporate Yard, Administration Building, 220 S. Daisy Ave., 2nd floor Training Room, Santa Ana, CA 92703. The meeting will include a brief discussion of the specifications and will be followed by a question- and - answer session and job walk. All questions must be submitted in written form. After the pre - proposal conference, City will respond by posting and addendum on the City website (santa - ana.org /bids -rfp). It is highly recommended that proposer operation /field supervisors attend this meeting. XVI. E -MAIL COMMUNICATIONS AND INTERPRETATIONS /CLARIFICATIONS To facilitate the RFP process, proposers are required to monitor the City's Bid and RFP page at santa- ana.org /bids -rfp. No oral interpretations will be made by the City to any proposer as to the meaning of requirements identified herein, including the Scope of Services and Terms and Conditions. Every request for such an interpretation must be made in writing via e-mail to the projects manager no fewer than five (5) calendar days prior to the date and time set for opening of proposals. Significant interpretations or clarification will be made by an addendum to this RFP, which will be posted to the website. Addenda may become part of the agreement documents. XVII. SUBMITTAL INFORMATION AND DEADLINE Proposals are due to the City of Santa Ana, at the date, time, and location set forth on the Notice Inviting Proposals. Faxed and e-mail proposals will not be accepted. XVIII. SUBMITTAL REQUIREMENTS The RFP is intended to assess and evaluate each firm's capabilities as they apply to the proposed project. Submittal of Proposal A. One (1) original of the response to the RFP shall be signed by a company official with the power to bind the company. Park Janitorial Maintenance Services RFP 14 -002 Page 7 W11 B. Six (6) copies shall also be provided. C. One (1) pdf copy of the submittal on a compact disc, USB flash drive or equivalent. Each firm must address each of the following items in its response to the RFP: A. Statement of Qualifications - In order to maintain uniformity, the Statement of Qualifications must be limited to a MAXIMUM of 20 PAGES (excluding front and back covers, section dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. The following information is required: Cover Letter — A letter signed by a principal or authorized representative who can make legally binding commitments for the entity. 2. Firm and Personnel Experience: A profile of the firm's experience, including the names and experience of personnel and sub - consultants who will be providing services. At a minimum, this should include the project manager /principal agent, associates in charge when project manager /principal agent is unavailable, key personnel, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager /principal agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited for an interview. 3. Implementation Plan: Proposer shall submit a general description of the deliverables and timelines to implement the project. 4. Proposal Deposit (Bid Bond): Five - percent (5 %) of the total proposed annual contract amount of the proposal in Exhibit C. B. EXHIBIT C — PROPOSERS CERTIFICATION AND COST PROPOSAL C. EXHIBIT D — REFERENCES — The Proposer shall submit a list of agencies, past and present, for which you have provided work similar to the scope identified in this RFP (Exhibit A) within the last 5 years. D. EXHIBIT E - PROPOSERS STATEMENT E. EXHIBIT F — CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR F. EXHIBIT G — RESPONSIBLE PROPOSER — SUPPLEMENTAL QUESTIONNAIRE G. EXHIBIT H — NONCOLLUSION AFFIDAVIT H. The proposal must be completely responsive to the RFP. Any deviations to the requirements of this RFP must be included in the proposal. Such exceptions must be included as a separate element of the proposal entitled "Exceptions and Deviations." The Executive Director, in his sole and absolute discretion, may authorize or deny any exceptions. Park Janitorial Maintenance Services RFP 14 -002 Page 8 29K26i The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City reserves the right to waive minor inconsistencies in submitted proposals. XIX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION The criteria for evaluating the proposals submitted will take the following items into consideration: The response to this Request for Proposals should contain documentation of contractor's credentials and expertise in this field. Consideration will be given to contractors with demonstrable and documented experience in similar work. An evaluation committee will review the responses received and interview the companies who submit the most responsive proposals. The following evaluation criteria and weights will be used to evaluate the bids: Capability and Experience of Contractor (25 %) 1. Ability of contractor and his /her ball diamond infield maintenance sub - contractor to obtain the staff and equipment necessary to perform specifications as outlined in the contractor's business plan 2. Qualifications of certified irrigation techs assigned to this job, and number of FTE's assigned. Required documentation must be submitted with proposal. 3. Training and safety precautions taken to perform specifications 4. Experience of supervisory and management staff assigned to the contract 5. The value of any new product or service suggestions or other new ideas or enhancements 6. List of equipment by manufacturer's name, model number, hours in service and attachments to be used during the agreement period. Past Performances (25 %) 1. Past record of performance on contracts of similar size and scope with Santa Ana or other governmental agencies including such factors as reliability, adherence to specifications and compliance with contract terms and conditions 2. Past record of performance on requests for extra work, including ability to accurately bid jobs, cost competitiveness, and quality of work 3. Acceptable, verifiable references and site reviews Cost of Proposal (50 %) 1. Cost of base proposal 2. Cost of specialized services Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer with a score above 70. FOLLOW -UP OF EVALUATION PROCESS BY CONTRACTOR Contractors may follow up on the evaluation of the proposals by contacting Frank Hernandez, via email at fhernandez @ santa - ana.org. Park Janitorial Maintenance Services RFP 14 -002 Page 9 The proposals will be reviewed by a committee of City team members. The committee will evaluate proposers based on the response to the RFP and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. The committee may interview the top tier of proposers and recommend award of the contract to the proposer who will provide the best quality service at minimum cost to the City. The City reserves the right to negotiate pricing and for additional terms. City reserves the right to begin negotiations and enter into a contract without interviews or further discussions. XX. PUBLIC RECORDS Proposals will become public record after award of contract. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. XXI. PROTESTS Bidders may file a "protest" of a RFP with the City's Purchasing Department. In order for a Bidder's protest to be considered valid, the protest must: A. Be filed in writing within five (5) business days of either the RFP posted date or before 5:00 p.m. of the 5th business day following the posting of Bid Results /Notice of Intent to Award Contract on the City's website; B. Clearly identify the specific irregularity or accusation; C. Clearly identify the specific City staff determination or recommendation being protested; D. Specify, in detail, the grounds of the protest and the facts supporting the protest; and E. Include all relevant, supporting documentation with the protest at time of filing. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the City's Purchasing Manager, or other designated City staff member, shall review the basis of the protest and all relevant information. The Purchasing Manager will provide a written decision to the protestor within fourteen (14) calendar days. The protestor may then appeal the decision of the Purchasing Manager to the Assistant Finance Director within five (5) calendar days of the date of the written decision from the Purchasing Manager. The Assistant Finance Director will provide a written decision to the protestor's appeal. The decision from the Assistant Finance Director is final and no further appeals will be considered. Park Janitorial Maintenance Services RFP 14 -002 Page 10 F T EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES SCOPE OF SERVICES DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is issuing this Request for Proposals (RFP) for providing park janitorial maintenance services. I. GENERAL CONDITIONS A. FUNCTIONS AND RESPONSIBILITIES 1. City Representative's Authority The City's Representative is the only person authorized to direct changes in any of the requirements under the Agreement and, not withstanding any provisions contained elsewhere in the Agreement, and said authority remains solely in the City's Representative. In the event that the Contractor effects any such changes at the direction of any person other than the City's Representative, the changes will be considered to have been made without authority and solely at the risk of the Contractor. In addition, the City's Representative shall have the authority to accept /reject materials, workmanship and to make changes in work or schedule, when the City determines that no extra costs are involved. The City's Representative shall also have the authority to suspend portions of the specifications and withhold the cost of the suspended portion of the agreement at his /her discretion. The intent of these specifications is known by the City of Santa Ana. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work. When the performance of the work or completion per schedule is determined to be sub - standard, the City's Representative may recommend that all or a portion of payment be withheld. Payment to be withheld shall be deducted from the next monthly payment due, or if the amount is insufficient to cover payment, the Contractor shall be liable for said deficiency and will be billed accordingly. The City's Representative, or his authorized representative shall decide all questions, which may arise as to the manner of performance and completion per schedule, acceptable fulfillment of the Agreement by the Contractor, interpretation of the specifications, and compensation, including completion of work by alternate sources. 2. Contractor a) Local Office The Contractor shall maintain a physical office within the 714 area code (local office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00 Park Janitorial Maintenance Services RFP 14 -002 Page 11 MOM p.m. with a company representative present at all times. Answering services or mobile telephones will not be considered a local office. b) Submittals Prior to contract commencement, and by the first of every month thereafter, Contractor shall submit to the City's Representative: 1) a detailed annual, monthly and weekly work schedule consistent with task frequencies in Exhibit A; 2) time sheets of employees assigned to the contract areas; 3) names and titles of all persons working on the project and their qualifications; and 4) type and quantities of equipment, materials and /or chemicals to be used on the project. The information contained in the above referenced documents shall be updated with any new information as changes occur. The City's Representative shall be immediately notified of any changes to the above information. c) Uniforms and Vehicle Identification The Contractor shall provide to all field personnel a standard uniform including but not limited to uniform company hats, collared work shirts, pants, jackets, vests and ANSI approved safety shoes. All uniforms will be marked with some form of company logo or other form of identification. All vehicles and equipment on the project site shall be in operable and working condition, clean appearance without visible damage, dirt graffiti etc. In addition, all vehicles shall have the company's name, contractor's license number and contact information clearly identified on the right and left side doors. B. SAFETY REQUIREMENTS All work performed under this contract shall be completed with maximum safety as the priority above all other requirements. In the event unsafe work is observed by City staff or otherwise reported, the Director may at his discretion order Contractor to stop performing and pay all costs and or damages resulting from the delay. All work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, excavation /trenching /shoring, confined space and hazardous waste identification and transport. C. SAFETY NOTIFICATION If Contractor identifies a potential safety issue, Contractor shall: 1. Notify the public that potentially unsafe conditions exist by installing yellow "Caution Tape" and "A" frame barricades or equal substitute around the condition. Notify the Director of the condition first by phone and then in writing (e -mail is acceptable) including digital photographs of the potential safety concern. Once the Park Janitorial Maintenance Services RFP 14 -002 Page 12 "UMM Contractor has notified the City and the public of the condition, as specified above, Contractor shall have no further responsibility regarding the condition. D. UNDERGROUND ALERT SYSTEMS Underground Alert Systems (telephone number 1- 800 - 422 -4133) must be notified 48- hours in advance prior to any excavation work. E. PROPERTY DAMAGE Any damage to private property caused by Contractor shall be immediately reported to the property owner. Contractors shall pay for any damage caused to private property in performing this agreement. F. ACCESS TO PRIVATE PROPERTY Prior to any work involving private property, the Contractor shall notify the City of the proposed work and obtain all necessary permits and /or consent required from City and /or property owner. G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS The Contractor shall protect City and /or private property adjacent to work areas including sprinkler systems, drain pipes, lawns, brick work, plantings, masonry work, fences, walls, sidewalks, street paving, etc., located on either public or private property. Contractor shall, at its expense, replace any property that is removed or damaged, other than property pre - approved for removal. H. TRAFFIC CONTROL The Contractor will not interrupt traffic flow on City streets without obtaining a permit. In situations where it is necessary to restrict traffic flow, the Contractor will contact the appropriate City department and obtain all necessary permits and /or consent from the responsible public agency. All traffic control work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, J. MONTHLY REPORTS Prior to the first day of each month the Contractor shall submit the following reports: 1) number of employees, employees daily work schedule by location and crew /task(s);2) recycled waste report; and, 3) material use report. K. WATER COST Park Janitorial Maintenance Services RFP 14 -002 Page 13 1 Al, City will pay for water used by Contractor pursuant to this agreement. Should the amount of water applied be considered excessive and the City Representative can quantify what is considered normal water use from excessive then the Contractor shall pay the cost of the excess water. Il. JANITORIAL MAINTENANCE SPECIFICATIONS A. DEFINITIONS 1. "City's Representative" shall mean the Executive Director of Parks, Recreation and Community Services designated representative. "Cleaning" shall mean the practice of thoroughly removing all stains, foreign materials, mineral deposits, etc. to achieve a high quality "like new" appearance. 3. "Sanitizing" shall mean to disinfect (eradicate disease causing agents) by use of germicidal or other approved disinfecting products. 4. "Polishing" shall mean, following cleaning, using products to enhance the "shine" of the surface being polished. B. SCOPE OF WORK It is the intent of this agreement to continually improve the quality of the facilities. The Contractor shall provide all labor, training, materials, tools, equipment, transportation, hauling, dumping, chemicals and other items needed to perform high quality park janitorial maintenance pursuant to the terms defined herein. The Contractor shall provide all park janitorial maintenance at work sites listed herein, including, but not limited to cleaning, scrubbing, polishing, toilets, urinals, doors, walls, floors, ceilings, windows, partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights, lens covers, removing foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the exterior of the building surfaces including the walls, roof, windows, etc. and, other services required to maintain the work sites in a safe, attractive and useable condition. Contractor understands that it is assuming maintenance responsibility of the parks /locations "as is" and is responsible for improving all aspects of the parks facilities to the quality described in these specifications and interpreted by the Director's Representative. C. AGREEMENT START -UP Beginning from the start date of the agreement the Contractor shall have one month to visit each building and park restroom to provide a one -time start -up service. The Contractor shall provide extra labor, equipment, materials, at no additional cost to the City, to raise the quality of janitorial maintenance to the level specified in the agreement/specifications. Following the Contractor's start -up at each building /park restroom, the City representative will meet with the Contractor to inspect the facility and either approve or cite the areas within the specifications where the Contractor shall provide further quality janitorial maintenance. If at the end of the one month start -up period the Contractor has not completed the start -up service to the satisfaction of the City's representative, the City shall Park Janitorial Maintenance Services RFP 14 -002 Page 14 .; withhold the City's estimated cost of performing this service from the Contractor's upcoming monthly invoice. The City will hire another Contractor to complete the start -up to the satisfaction of the City's Representative. D. BUILDING SECURITY The Contractor's shall provide the City at the beginning of the agreement a matrix listing the name of his /her custodians, what buildings they will service, what time the buildings will be serviced, what vehicles they drive (make, model and license number). This information will be copied to the Santa Ana Park Rangers and the Santa Ana Police Department for security purposes. The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall have them activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re- keying of whole facility). This cost shall be withheld from contractor's payment(s). The decision to re -key the whole facility is solely that of the City's Representative. E. EQUIPMENT USAGE There shall be no usage of City equipment, telephones, or facilities by the contractor's staff. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City at existing power outlets for the contractor's use to operate such equipment as is necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by the improper disconnection of equipment. Cold water will also be made available as necessary for cleaning. F. EXTRA WORK It is the City's intent to keep parks and other public recreational sites in a beautiful and exceptionally well maintained condition. This specification is designed to continuously improve parks and public recreational sites. It is with this intent in mind that the City's Representative may consider authorizing extra work. Extra work will not be initiated without written authorization. In emergency situations, a not to exceed price may be submitted by contractor via e-mail for review /approval by City. The City's Representative may request that the Contractor submit proposals for extra work in order to improve the grounds - landscape in the contract sites. The Contractor shall submit proposals using the City's Proposal for Extra Work Spreadsheet. The Contractor shall complete the spreadsheet in its entirety using his /her proposed extra work pricing (that is a part of this agreement) in order for the proposal to be considered. City reserves the right to request materials /equipment receipts with invoices. All labor shall be quoted on a "not to exceed" basis and City will only pay for labor actually incurred. City will pay up to 15% mark -up on parts and materials. Park Janitorial Maintenance Services RFP 14 -002 Page 15 G. OUTSIDE OF SCOPE Damage or malfunction to plant material or irrigation system equipment (from valve to water meter), with the exception of irrigation heads and lateral lines, by any of the following may be considered outside the scope of this Agreement: (1) Acts of God (2) Civil Disorder (3) Vehicle Collision (excluding Contractor and its employees and subs) (4) Excavation or re- surfacing of the street (5) Power failures (6) Underground wiring damage Contractor will not be considered responsible for replacement. Contractor must prove to the satisfaction of Director that one of the above occurred in order to be excused from performing under the Agreement. Scheduling of Work — Routine Maintenance a) The Contractor shall provide park janitorial maintenance between in the evening hours and be responsible for locking up the restrooms at the designated park closing time Monday through Sunday. The schedule may be modified at the City Representative's request. b) The Contractor shall establish schedules of "routine work" to be followed in the performance of this contract. Schedules listing the name and size of specific crews performing daily, weekly, monthly, annual and periodic maintenance shall be submitted to the City's Representative each month. A copy of these schedules shall be provided to the City's Representative prior the performance, and any changes in scheduling shall be reported in writing. The schedule shall include days of the week and what person /crew will be performing specific work in accordance with the specification. Each person /crew will be identified and list the number of employees by job classification. Once the initial schedule of "routine work" is completed the Contractor shall notify the City's Representative in writing before any changes are made. Work Force a) Contractor's supervisory personnel (Supervisors) shall have a combination of five years' experience or education in Building Engineering /Maintenance Services, Mechanical Engineering, or related science. Supervisors shall also possess janitorial management skills required to implement modern methods and newly developed janitorial maintenance procedures and /or practices. Supervisors shall accompany the City's Representative on weekly inspection tours of the contract sites. During the tour the Supervisor shall indicate the work completed the previous week, any changes that were made or are being contemplated and the work scheduled for the upcoming week and month. b) The City's Representative may evaluate each of the Contractor's staff and if he /she finds that a Contract employee is not performing to the satisfaction of Park Janitorial Maintenance Services RFP 14 -002 Page 16 R M� the Director, the Director shall require the Contractor to remove any employee from work sites at his or her discretion. 3. Materials a) The Contractor shall submit to the Director a list of all materials and /or chemicals that may be used pursuant to the terms of this Agreement. The list shall include Material Safety Data Sheets and chemical analysis where applicable, recommended usage and any other manufacturers data that may be pertinent. The list must be submitted before any materials /chemicals are used pursuant to this Agreement. 4. Trash Disposal and Recycling All waste shall be removed from the park site /facilities daily and disposed of in the Contractor's waste receptacles As an alternative, the City may allow Contractor to dispose of waste and trash in bins provided by the City. The City will determine the amount of waste and trash allowed to be dumped in these bins based on historical amounts. Any additional disposal fees must be paid by Contractor. At no time will the contractor be allowed to dispose of trash or waste that was not collected as part of this contract. If the City finds that the contractor is disposing of trash from other contracts, the City will discontinue this service for the contractor and the contractor will be required to pay for their own trash service. H. ROUTINE MAINTENANCE Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed in Exhibit C. Daily Cleaning Schedule — Restrooms, Showers and Locker Rooms. a) Restock all supplies daily so dispensers are completely full. Replace vandalized dispensers with approved manufacturer and model dispensers to Park Maintenance specifications upon discovery. Dispensers will be provided by the City. b) Flush toilets and urinals prior to finishing and add approved products. c) Check toilets and urinals for stoppages and use plunger and /or hand auger to unplug. Note that the should the Contractor be unsuccessful in unplugging the toilet or urinal causing the City to unclog the unit, and the clog is unplugged by plunger and /or hand auger, the cost for this service will be deducted from the Contractor's next monthly invoice. d) If stoppages cannot be unplugged or if other plumbing problems are noticeable, notify the City's Representative immediately. Park Janitorial Maintenance Services RFP 14 -002 Page 17 ►A'C• 11 e) Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces including doors, sills, partitions, floors, walls, ceilings, etc. This includes, but not limited to, wads of paper stuck on ceilings, tape, etc. f) Empty, clean and sanitize receptacles inside and out. g) Sweep and mop entire floor with approved germicidal cleanser /solution. Hosing out restrooms is not an acceptable practice. h) Clean and sanitize all surfaces, including walls, doors, partitions, door /window jambs, vents, light fixtures, ceilings, etc. Tile floors and walls shall be cleaned and polished. i) Clean, sanitize interior and exterior of washbasins and around all fixtures to remove mineral deposits, water spots, dirt, grim, and any other unclean condition. Polish all metal fixtures surfaces, inside and out, including but not limited to toilets, urinals, plumbing, sinks, flush valves, mounting plates, dispensers, nuts, screws, traps, hose bibs, water connections, handrails, mirrors, etc. using approved products. j) Clean and disinfect benches using approved germicidal cleanser. m) Inspect and replace burned out lights at the Contractor's expense inside and outside the building using approved products. k) Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser. Throw away any trash found in unlocked lockers or on top of lockers. 1) Clean and sanitize shower walls, fixtures and curtains using approved germicidal cleanser. m) Pick -up, clean, sanitizes and removes trash and debris, including but not limited to feces, urine, paper, within 10' feet of the building in each direction. n) Clean exterior of the building free of all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. o) Turn off lights once work is completed. 2. Weekly Cleaning Schedule — Restrooms, Showers and Locker Rooms a) Polish all tiles surfaces using approved product to achieve a high quality appearance. b) Inspect shower curtains. If curtains are worn, the Contractor shall replace them at his own expense with a shower curtain product acceptable to the City's Representative. Park Janitorial Maintenance Services RFP 14 -002 Page 18 flX g �I c) Clean light fixtures and protective coverings inside and out using approved germicidal cleanser. 3. Monthly Cleaning Schedule — Restrooms, Showers and Locker Rooms a) Clean and resurface floor surfaces using approved products per the manufacturer's specifications. b) Use pumice stone or other product/tool to remove mineral buildup from around fixtures in the restroom. c) Pressure wash all exterior wall and pavement surfaces to remove dirt, dust, debris, stains, etc. to within 10' of the building. 4. Bi- Annual Cleaning Schedule a) Pressure wash roofs to remove dirt, dust, debris, stains, etc. 5. Approved Park Restroom Supplies a) Toilet Tissue - Acclaim White Singlefold Interfolded Bath Tissue item # 10101 —00 b) Scott Bathroom Roll Tissue, item # 05102 20, 4.4 x4.5 inches. 6. Approved Cleaning Supplies a) For cleaning urinals and commodes Colossus #160S b) For cleaning polished and brushed chrome Sheila Shine C) Metal /Chrome polish Sheila Shine d) Disinfectant Versatile #180 Park Janitorial Maintenance Services RFP 14 -002 Page 19 I ADDENDUM NO.1 REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2 -3 -4 -A RFP REFERENCE NO: 14 -002 ** *REVISED DATE DUE: MARCH 24, 2014- 5:00pm * ** Notice is hereby given that the City of Santa Ana, Parks, Recreation and Community Services Agency has made certain modifications, additions, and /or deletions, in the specifications to RFP NO: 14 -002 FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2- 3 -4 -A. This addendum shall become a part of the original Request for Proposal due by the REVISED due date of March 24, 2014 at 5:00 p.m. This addendum is provided in response to questions asked at the pre - proposal conference conducted on February 27, 2014. 1. Request For Proposal, Item X. License Requirements has been revised as follows: a. Add City Business License and Federal Tax Identification Number. b. Delete California C27 Contractor's license 2. Request For Proposal, Item XIX. Contractor Selection — Proposal and Evaluation has been revised as follows: a. Add 1. Ability of contractor and his /her "pressure washing suh- contractor" to... b. Delete ball diamond infield sub - contractor. 3. Request For Proposal, Table of Contents has been revised as follows: a. Add Attachment 1, Sub - Contractor Pressure Wash Maintenance b. Add Attachment 2, City of Santa Ana Park Services Janitorial Maintenance Standards (Attachment 2, has been provided in an electronic format to the Company) 4. Exhibit A Description and Scope of Work, H. Routine Maintenance has been revised as follows: a. Add 1. Daily Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms b. Add 2. Weekly Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms c. Add 3. Monthly Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms I Add 4. Bi- Annual Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms 5. Exhibit A Description and Scope of Work, H. Routine Maintenance, 1. Daily Cleaning Services — Restrooms, Locker Rooms and Showers has been revised as follows: a. Add p) Clean and polish exterior of the building amenities (attached) including but not limited to drinking fountains, lights, Knox boxes, plaques, windows (except Stadium Press Box), etc. of dirt, grime, all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. b. Add q) Clean interior windows free of dirt, grime, tape, smudges, streaks, etc. to achieve a clear glass condition. This includes Stadium Press Box. 6. Exhibit A Description and Scope of Work, H. Routine Maintenance, 3. Monthly Cleaning Schedule — Restrooms, Showers and Locker Rooms has been revised as follows: a. Add d) Scrub floors and base boards completely clean of dirt, grim, stains, etc. using a power walls- behind floor scrubber and hand held power scrubber being careful not to damage flooring. 7. Exhibit A Description and Scope of Work, H. Routine Maintenance, 4. Bi- Annual Cleaning Schedule — Restrooms, Showers and Locker Rooms has been revised as follows: a. Add d) Clean exterior of Stadium Press Box windows free of dirt, grime, tape, smudges, streaks, etc. to achieve a clear glass condition. Should you have any question, or require additional information, please contact Frank Hernandez, (714) 571 -4218, fhernandez(c,santa- ana.org. � , . ATTACHMENT NO. 1 SUB - CONTRACTOR PRESSURE WASH MAINTENANCE DISTRICTS 1- 2 -3 -4 -A 1.0 Scope of Work 1.1 City Business License and Federal Tax Identification Number are required for pressure washing contractors specializing in pavement and surface high - pressure and high -heat cleaning services. 1.2 REQUIRED SUB - CONTRACTORS Contractor shall enter into separate agreements with one of the contractors listed below. These sub - contractors shall perform all pressure washing - cleaning specialized maintenance in accordance with this specification. • BCGR LLC Mark Wetherall 9 Calvados Newport Beach, CA 92657 949.292.7693 • Hydroblast Steve Amman 726 W. Angue Ave, Unit G Orange, CA 92868 714.639.8518 Other companies interested in becoming a subcontractor may do so by demonstrating to the City equal or better equipment, staff and can demonstrate a history of providing equal high - quality pressure- washing - cleaning services in other cities may be considered. 1.3 EQUIPMENT Contractor shall use a Landa Pressure Washer with the following specifications or greater: • ECOS filtered reclaim water vacuum system • PDHW diesel hot water pressure washer • Delivers 3,500 psi with a 4.7 GPM flow rate • Heater that will deliver over 180 degree water and steam • Kubota electric start engine with tri- plunger belt drive Landa LT pump warrantied for 7 years • 400 gallon water storage tank 1.4 Operators shall have a minimum of 3 years of experience performing quality pressure washing - cleaning services. MI •. ADDENDUM NO.2 REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2 -3 -4 -A RFP REFERENCE NO: 14 -002 ** *REVISED DATE DUE: MARCH 26, 2014- 5:00pm * ** This addendum is provided in response to questions received. 1. On page 11 it says the Contractor shall maintain a physical office within the 714 area code. Can it also be 949? The physical office does not need to be within the 714 area code, but the selected contractor does need to be able to respond to issues within a reasonable time period. 2. Page 17: Trash Disposal and Recycling. Can you explain more about the waste? Do we have a location where the trash can be dumped at City facilities? Currently the City does not have a location to dump both trash and recycled waste. The contractors are therefore required to haul trash away and dispose waste offsite. 3. Is there a storage area for all of the paper supplies at each location? Yes 4. Page 18: Section m: Are we required to purchase the light bulbs at all locations or it is at our expense to just insert the lights? Contractors are required to purchase and replace burned out lights at their own expense. This negates any loss of time from the City providing the lights to the contractor. Furthermore, the City will approve any energy conserving light that illuminates a "white" tight. 5. Who is going to provide all the consumable supplies? Example: Paper towels, toilet paper, soap, seat covers and trash can liners? These items are to be provided by contractors 6. Are we only required to clean the two restrooms at each park? What about the other buildings at some of the parks? Just the restrooms, with exception to the Dan Young Soccer Complex which has shower/locker rooms, the Stadium which has team shower/locker rooms /official locker room /press box and the buildings /gyms identified in this addendum. This addendum adds Exhibit A -1 Park Building Maintenance Services and Exhibit A -2 Gymnasium Maintenance Services scope of work. The specifications to maintain these newly added buildings are a part of this addendum. Additionally, Exhibits C -1 and D -1 are added to this addendum and are required to be submitted along with Exhibit C and D. (Exhibits C -1 and D -1 have beend removed and replaced by Proposal completed set) EXHIBIT A -1 CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK BUILDING MAINTENANCE SERVICES SCOPE OF SERVICES DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is issuing this Request for Proposals (RFP) for providing park janitorial maintenance services. I. GENERAL CONDITIONS A. FUNCTIONS AND RESPONSIBILITIES 1. City Representative's Authority The City's Representative is the only person authorized to direct changes in any of the requirements under the Agreement and, not withstanding any provisions contained elsewhere in the Agreement, and said authority remains solely in the City's Representative. In the event that the Contractor effects any such changes at the direction of any person other than the City's Representative, the changes will be considered to have been made without authority and solely at the risk of the Contractor. In addition, the City's Representative shall have the authority to accept/reject materials, workmanship and to make changes in work or schedule, when the City determines that no extra costs are involved. The City's Representative shall also have the authority to suspend portions of the specifications and withhold the cost of the suspended portion of the agreement at his /her discretion. The intent of these specifications is known by the City of Santa Ana. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work. When the performance of the work or completion per schedule is determined to be sub - standard, the City's Representative may recommend that all or a portion of payment be withheld. Payment to be withheld shall be deducted from the next monthly payment due, or if the amount is insufficient to cover payment, the Contractor shall be liable for said deficiency and will be billed accordingly. The City's Representative, or his authorized representative shall decide all questions, which may arise as to the manner of performance and completion per schedule, acceptable fulfillment of the Agreement by the Contractor, interpretation of the specifications, and compensation, including completion of work by alternate sources. 2. Contractor a) Local Office The Contractor shall maintain a physical office within the 714 area code (local office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00 Park Janitorial Maintenance Services RFP 14 -002 MWI p.m. with a company representative present at all times. Answering services or mobile telephones will not be considered a local office. b) Submittals Prior to contract commencement, and by the first of every month thereafter, Contractor shall submit to the City's Representative: 1) a detailed annual, monthly and weekly work schedule consistent with task frequencies in Exhibit A -1; 2) time sheets of employees assigned to the contract areas; 3) names and titles of all persons working on the project and their qualifications; and 4) type and quantities of equipment, materials and /or chemicals to be used on the project. The information contained in the above referenced documents shall be updated with any new information as changes occur. The City's Representative shall be immediately notified of any changes to the above information. c) Uniforms and Vehicle Identification The Contractor shall provide to all field personnel a standard uniform including but not limited to uniform company hats, collared work shirts, pants, jackets, vests and ANSI approved safety shoes. All uniforms will be marked vuith some form of company logo or other form of identification. All vehicles and equipment on the project site shall be in operable and working condition, clean appearance without visible damage, dirt graffiti etc. In addition, all vehicles shall have the company's name, contractor's license number and contact information clearly identified on the right and left side doors. B. SAFETY REQUIREMENTS All work performed under this contract shall be completed with maximum safety as the priority above all other requirements. In the event unsafe work is observed by City staff or otherwise reported, the City Representative may at his discretion order Contractor to stop performing and pay all costs and or damages resulting from the delay. All work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, excavation /trenching /shoring, confined space and hazardous waste identification and transport. C. SAFETY NOTIFICATION If Contractor identifies a potential safety issue, Contractor shall: Notify the public that potentially unsafe conditions exist by installing yellow "Caution Tape" and "A" frame barricades or equal substitute around the condition. 2. Notify the City Representative of the condition first by phone and then in writing (e -mail is acceptable) including digital photographs of the potential safety concern. Once the Park Janitorial Maintenance Services RFP 14 -002 M W Contractor has notified the City and the public of the condition, as specified above, Contractor shall have no further responsibility regarding the condition. D. UNDERGROUND ALERT SYSTEMS Underground Alert Systems (telephone number 1- 800 - 422 -4133) must be notified 48- hours in advance prior to any excavation work. E. PROPERTY DAMAGE Any damage to private property caused by Contractor shall be immediately reported to the property owner. Contractors shall pay for any damage caused to private property in performing this agreement. F. ACCESS TO PRIVATE PROPERTY Prior to any work involving private property, the Contractor shall notify the City of the proposed work and obtain all necessary permits and /or consent required from City and /or property owner. G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS The Contractor shall protect City and /or private property adjacent to work areas including sprinkler systems, drain pipes, lawns, brick work, plantings, masonry work, fences, walls, sidewalks, street paving, etc., located on either public or private property. Contractor shall, at its expense, replace any property that is removed or damaged, other than property pre - approved for removal. H. TRAFFIC CONTROL The Contractor will not interrupt traffic flow on City streets without obtaining a permit. In situations where it is necessary to restrict traffic flow, the Contractor will contact the appropriate City department and obtain all necessary permits and /or consent from the responsible public agency. All traffic control work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, MONTHLY REPORTS Prior to the first day of each month the Contractor shall submit the following reports: 1) number of employees, employees daily work schedule by location and crew /task(s);2) recycled waste report; and, 3) material use report. J. WATER COST Park Janitorial Maintenance Services RFP 14 -002 W Vo City will pay for water used by Contractor pursuant to this agreement. Should the amount of water applied be considered excessive and the City Representative can quantify what is considered normal water use from excessive then the Contractor shall pay the cost of the excess water. II. JANITORIAL MAINTENANCE SPECIFICATIONS A. DEFINITIONS 1. "City's Representative" shall mean the Executive Director of Parks, Recreation and Community Services designated representative. 2. "Cleaning" shall mean the practice of thoroughly removing all stains, foreign materials, gum, mineral deposits, etc. to achieve a high quality "like new" appearance. 3. "Sanitizing" shall mean to disinfect (eradicate disease causing agents) by use of germicidal or other approved disinfecting products. 4. "Polishing" shall mean, following cleaning, using products to enhance the "shine" of the surface being polished. B. SCOPE OF WORK It is the intent of this agreement to continually improve the quality of the facilities. The Contractor shall provide all labor, training, materials, tools, equipment, transportation, hauling, dumping, chemicals and other items needed to perform high quality park janitorial maintenance pursuant to the terms defined herein. The Contractor shall provide all park building janitorial maintenance at work sites listed herein, including, but not limited to cleaning, scrubbing, polishing of windows, desks, cabinets, computers, phones, kitchen appliances, hanging amenities (clocks, pictures, Knox boxes, etc.),toilets, urinals, doors, walls, floors, ceilings, windows, partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights, lens covers, removing foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the exterior of the building surfaces including the walls, roof, windows, etc. and, other services required to maintain the work sites in a safe, attractive and useable condition. Contractor understands that it is assuming maintenance responsibility of the parks /locations "as is" and is responsible for improving all aspects of the parks facilities to the quality described in these specifications and interpreted by the City's Representative. C. AGREEMENT START -UP Beginning from the start date of the agreement the Contractor shall have one month to visit each building and park restroom to provide a one -time start -up service. The Contractor shall provide extra labor, equipment, materials, at no additional cost to the City, to raise the quality of janitorial maintenance to the level specified in the agreement/specifications. Following the Contractor's start -up at each building /park restroom, the City Representative will meet with the Contractor to inspect the facility and either approve or cite the areas within the specifications where the Contractor shall provide further quality janitorial maintenance. If at the end of the one month start -up period the Contractor has not completed the start -up service to the satisfaction of the City's Representative, the City shall Park Janitorial Maintenance Services RFP 14 -002 rl Ml withhold the City's estimated cost of performing this service from the Contractor's upcoming monthly invoice. The City will hire another Contractor to complete the start-up to the satisfaction of the City's Representative. D. BUILDING SECURITY The Contractor's shall provide the City at the beginning of the agreement a matrix listing the name of his /her custodians, what buildings they will service, what time the buildings will be serviced, what vehicles they drive (make, model and license number). This information will be copied to the Santa Ana Park Rangers and the Santa Ana Police Department for security purposes. The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall have them activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re- keying of whole facility). This cost shall be withheld from contractor's payment(s). The decision to re -key the whole facility is solely that of the City's Representative. E. EQUIPMENT USAGE There shall be no usage of City equipment, telephones, or facilities by the contractor's staff. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City at existing power outlets for the contractor's use to operate such equipment as is necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by the improper disconnection of equipment. Cold water will also be made available as necessary for cleaning. F. EXTRA WORK it is the City's intent to keep parks and other public recreational sites in a beautiful and exceptionally well maintained condition. This specification is designed to continuously improve parks and public recreational sites. It is with this intent in mind that the City's Representative may consider authorizing extra work. Extra work will not be initiated without written authorization. In emergency situations, a not to exceed price may be submitted by contractor via e-mail for review /approval by City. The City's Representative may request that the Contractor submit proposals for extra work in order to improve the grounds - landscape in the contract sites. The Contractor shall submit proposals using the City's Proposal for Extra Work Spreadsheet. The Contractor shall complete the spreadsheet in its entirety using his /her proposed extra work pricing (that is a part of this agreement) in order for the proposal to be considered. City reserves the right to request materials /equipment receipts with invoices. All labor shall be quoted on a "not to exceed" basis and City will only pay for labor actually incurred. City will pay up to 15% mark -up on parts and materials. Park Janitorial Maintenance Services RFP 14 -002 G. OUTSIDE OF SCOPE Damage or malfunction to plant material or irrigation system equipment (from valve to water meter), with the exception of irrigation heads and lateral lines, by any of the following may be considered outside the scope of this Agreement: (1) Acts of God (2) Civil Disorder (3) Vehicle Collision (excluding Contractor and its employees and subs) (4) Excavation or re- surfacing of the street (5) Power failures (6) Underground wiring damage Contractor will not be considered responsible for replacement. Contractor must prove to the satisfaction of the City Representative that one of the above occurred in order to be excused from performing under the Agreement. Scheduling of Work — Routine Maintenance a) The Contractor shall provide park janitorial maintenance in the evening hours and be responsible for locking up the buildings at the designated park closing time Monday through Sunday. The schedule may be modified at the City Representative's request. b) The Contractor shall establish schedules of "routine work" to be followed in the performance of this contract. Schedules listing the name and size of specific crews performing daily, weekly, monthly, annual and periodic maintenance shall be submitted to the City's Representative each month. A copy of these schedules shall be provided to the City's Representative prior the performance, and any changes in scheduling shall be reported in writing. The schedule shall include days of the week and what person /crew will be performing specific work in accordance with the specification. Each person /crew will be identified and list the number of employees by job classification. Once the initial schedule of "routine work" is completed the Contractor shall notify the City's Representative in writing before any changes are made. Work Force a) Contractor's supervisory personnel (Supervisors) shall have a combination of five years' experience or education in Building Engineering /Maintenance Services, Mechanical Engineering, or related science. Supervisors shall also possess janitorial management skills required to implement modern methods and newly developed janitorial maintenance procedures and /or practices. Supervisors shall accompany the City's Representative on weekly inspection tours of the contract sites. During the tour the Supervisor shall indicate the work completed the previous week, any changes that were made or are being contemplated and the work scheduled for the upcoming week and month. b) The City's Representative may evaluate each of the Contractor's staff and if he /she finds that a Contract employee is not performing to the satisfaction of Park Janitorial Maintenance Services RFP 14 -002 the City Representative, the City Representative shall require the Contractor to remove any employee from work sites at his or her discretion. 3. Materials a) The Contractor shall submit to the City Representative a list of all materials and /or chemicals that may be used pursuant to the terms of this Agreement. The list shall include Material Safety Data Sheets and chemical analysis where applicable, recommended usage and any other manufacturers data that may be pertinent. The list must be submitted before any materials /chemicals are used pursuant to this Agreement. 4. Trash Disposal and Recycling All waste shall be removed from the park site /facilities daily and disposed of in the Contractor's waste receptacles As an alternative, the City may allow Contractor to dispose of waste and trash in bins provided by the City. The City will determine the amount of waste and trash allowed to be dumped in these bins based on historical amounts. Any additional disposal fees must be paid by Contractor. At no time will the contractor be allowed to dispose of trash or waste that was not collected as part of this contract. If the City finds that the contractor is disposing of trash from other contracts, the City will discontinue this service for the contractor and the contractor will be required to pay for their own trash service. H. ROUTINE MAINTENANCE Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed in Exhibit C -1. SPECIAL NOTICES-All furniture moved by the Contractor's employees during the performance of any services shall be returned to its appropriate location. All items such as trash receptacles or desk chairs that are moved to enable cleaning underneath or around them shall be returned to their appropriate location. Work areas shall be secured and equipment placed to prevent passage by the general public and City staff. All such work areas shall be denoted as such. Work areas and equipment shall remain under this state /condition until all work is complete, equipment is vacated and passage is safe for all. The proper quantity and type of safety warning signs, such as "Caution — Wet Floor" shall be placed by the Contractor's employees each time such conditions exist that would warrant placement of such signs. Signs are to be picked up and stored in the appropriate janitor room once the condition no longer exists to warrant such signs. Daily Cleaning Schedule a) Restock all supplies daily so dispensers are completely full. Replace vandalized dispensers with approved manufacturer and model dispensers to Park Janitorial Maintenance Services RFP 14 -002 /1 Park Maintenance specifications upon discovery. Dispensers will be provided by the City. b) Flush toilets and urinals prior to finishing and add approved products. Replace waterless urinal filters with approved urinal manufacturer's cartridges as often as necessary to prevent foul odors and urine back -up. c) Check toilets and urinals for stoppages and use plunger and /or hand auger to unplug. Note that the should the Contractor be unsuccessful in unplugging the toilet or urinal causing the City to unclog the unit, and the clog is unplugged by plunger and /or hand auger, the cost for this service will be deducted from the Contractor's next monthly invoice. d) If stoppages cannot be unplugged or if other plumbing problems are noticeable, notify the City's Representative immediately. e) Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces including doors, sills, partitions, floors, walls, ceilings, windows, etc. This includes, but not limited to, wads of paper stuck on ceilings, tape, etc. f) Empty, clean and sanitize receptacles inside and out. Replace plastic waste receptacles liners so they are neat in appearance. g) Carpeting & Rugs- Vacuum all carpeted -rug areas wall -to -wall including areas immediately adjacent walls and other obstacles. Contractor may elect to sweep these areas out by hand first before vacuuming. h) Tile and other resilient floors and walls shall be swept, mopped using approved germicidal cleansers, and buffed /polished to a non - streaked consistent in appearance luster. i) Clean, dust and sanitize all surfaces inside and out, including walls, blinds, drapes, book cases, books, doors, partitions, door /window jambs, vents, light fixtures, ceilings, windows, window sills, mirrors, computers, telephones, speakers, wall boards, pictures, etc. j) Clean, sanitize interior and exterior of kitchen appliances, cabinets, washbasins, floor drains, and around all fixtures to remove mineral deposits, water spots, dirt, grim, and any other unclean condition. Polish all metal fixtures surfaces, inside and out, including but not limited to toilets, drinking fountains, urinals, plumbing, sinks, flush valves, kitchen vent hoods, mounting plates, dispensers, nuts, screws, traps, hose bibs, water connections, handrails, mirrors, etc. using approved products. k) Kitchens & break rooms -Wash and dry dishes and put away. Clean and sanitize counter tops, tables (surface and hardware, legs, etc.), vending machines, display cases, etc. Park Janitorial Maintenance Services RFP 14 -002 Furniture - Clean, dust, vacuum, disinfect and polish furniture including but not limited to chairs, tables, cabinets, computers, televisions, exterior of potted plant pots, etc. using approved germicidal cleanser. m) Lamps (lighting replacement)- Inspect and replace burned out interior and exterior lights at the Contractor's expense using approved products. n) Locker Room -Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser. Throw away any trash found in unlocked lockers or on top of lockers. Clean, sanitize and polish wood benches and metal hardware. o) Showers -Clean and sanitize shower walls, fixtures and curtains using approved germicidal cleanser. p) Exterior of Building- Pick -up, clean, sanitizes and removes trash and debris, including but not limited to feces, urine, paper, within 10' feet of the building in each direction. q) Exterior Building Service -Clean exterior of the building free of all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. r) Outside Patios, Balconies and Building Entryways- Remove cobwebs from overhead surfaces, lights and other amenities affixed to the building entryway areas. This would include cleaning the exterior of glass and metal doors, door thresholds and hardware. Remove any litter, cigarette butts or bird droppings. S) Entrance Glass, Mirrors and Workstation Glass- Thoroughly clean both sides of all surrounding building entry door glass and entry doors for a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove any paper and /or tape. Clean all mirrors in restrooms, locker rooms and fitness center in the same manner as noted above. Spot clean workstation and /or partition glass daily as needed. t) Entrance Mats - Remove moisture, wet or dry soil, and any debris from carpeted, rubber and /or other material mats. Ensure mats are properly positioned on the floor. u) Stain Removal on Carpet, Upholstery, Partition Panels and Walls -Clean and /or remove all stains as quickly as they are discovered so as not to allow them to set into the fabric. If the stain is a coffee spill, use a contractor - supplied product similar to Interface Coffee Breaker and follow the manufacturer's recommended procedures. Do not blot or attempt to extract. Simply spray the affected area(s). V) Remove slap tags, graffiti and any other materials used to deface the building and it amenities. w) Turn off lights once work is completed. Park Janitorial Maintenance Services RFP 14 -002 M • •. 2. Weekly Cleaning Schedule a) Spray and Buffing of Hard Floors -Clean and restore a uniform glass and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. All chairs, trash receptacles, etc., shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform coating of floor finish. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc. b) Dusting of Ceiling, Atrium Ledges, Lunchroom Drywall Ledges and HVAC Wall Vents -Clean all HAVAC vents and area immediately surround them. Dust all atrium ledges at the glass /wood railing areas and at the atrium stairs. Dust lunchroom drywall edges. Care shall be taken not to spread dust into the air. c) High Dusting- Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above 11 feet from the floor surface. This would include lights, grills, light fixtures, pipes, sprinkler systems, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air. d) Inspect shower curtains. If curtains are worn, the Contractor shall replace them at his own expense with a shower curtain product acceptable to the City's Representative. e) Clean light fixtures and protective coverings inside and out using approved germicidal cleanser. 3. Monthly Cleaning Schedule a) Carpeted Floors -Pile lift carpet floors in all areas. b) Carpeted Floors — Bi- Monthly* - Spin bonnet all carpeted floors every two (2) months. *(calculate to monthly cost for bidding purposes). January; March; May; July; September and November. c) Tile Floors -Spray buff all tile floors. Clean and resurface floor surfaces using approved products per the manufacturer's specifications. d) Use pumice stone or other product/tool to remove mineral buildup from around fixtures in the restroom. e) Pressure -wash all exterior wall and pavement surfaces to remove dirt, gum, dust, debris, stains, etc. to within 50' of the building. 4. Quarterly Cleaning Schedule Park Janitorial Maintenance Services RFP 14 -002 n 1, a) Tile Floors — Strip and wax all tile floors quarterly. *(calculate to monthly cost for bidding purposes) 5. Bi- Annual Cleaning Schedule a) Clean roofs free of leaves and all other debris. b) Pressure wash metal roofs to remove dirt, dust, debris, stains, etc. c) Carpeted Floors — Semi - Annually* - Extract clean carpeted floors two (2) times per year. *(calculate to monthly cost for bidding purposes) April and October 6. Approved Supplies a) Toilet Tissue - Acclaim White Singlefold Interfolded Bath Tissue item # 10101 —00 b) Scott Bathroom Roll Tissue, item # 05102 20, 4.4 x4.5 inches. 7. Approved Cleaning Supplies a) For cleaning urinals and commodes Colossus #160S b) For cleaning polished and brushed chrome Sheila Shine C) Metal /Chrome polish Sheila Shine d) Disinfectant Versatile #180 Park Janitorial Maintenance Services RFP 14 -002 Exhibit A -2 Gymnasium Maintenance Services Gvmnasium Floor Maintenance - Dail A high level appearance and a safe surface underfoot requires scheduled, daily preventive maintenance. Matting Contractor shall provide and replace as often as necessary U.S. Matt & Rubber Corporation entrance guard mats (or approved equal) at each outside and inside entry door directly leading into the gymnasium. The mats will be sized to cover the entire width of all doors in order to protect the gymnasium floor from dirt, moisture and other materials harmful to the gymnasium floor. Dust Mopping An essential element of preventive maintenance of wood sports flooring is daily dust mopping. The contractor shall use Algoma Mop Manufacturers "Mariner" mops (or approved equal) that has been treated with Hillyard Super Hil- Tone®, Hil- Mist ®, or Hil- Treat®, to remove dirt and grit that acts like sandpaper underfoot in wearing away the gloss and protective coating on the flooring. The contractor shall clean the entire gymnasium wood floor surface daily. The contractor shall treat the dust mops by following the label directions. Never treat a dust mop and immediately use it. The contractor shall always brush out or vacuum the dust mops after each daily use, retreat the mop, and hang overnight for the next day's use. Spot Mopping and Damp Mopping The contractor shall also provide daily preventive maintenance of gymnasium wood sports flooring by removing spills and soil that daily dust mopping does not remove. It is important to remove spills as soon as possible to prevent slips and falls. For removal of blood, fecal matter, urine, and other potentially infectious materials as outlined in OSHA Regulation 29 CFR 1910.1030, the contractor shall use the Hillyard Bodily Fluid Disposal Kit (Item No. HIL0018204) Tools Required • "Wet Floor" signs • Mop bucket with wringer • Clean rayon mop with handle • Autoscrubber • Hillyard Super Shine -AII@ Procedures Park Janitorial Maintenance Services RFP 14 -002 • Set out "Wet Floor" signs. • Mix Super Shine -All at 2 oz. per gallon of water in a mop bucket, or 1 oz. per gallon in an autoscrubber. • For spills, soak mop in the solution, wring out, and mop the floor area while absorbing the spill. • Re -soak the mop in the cleaning solution, wring out, and mop the area a second time. • When damp mopping the entire floor, change the cleaning solution when it becomes cloudy with dirt. NOTE: Do not mop heavy amounts of cleaning solution onto the floor. • If autoscrubbing, use a new white pad. • Allow the floor to dry thoroughly before removing "Wet Floor" signs. Spot Removal • Remove heel marks, gum, stains, etc. daily being careful to not damage the floor. Areas affected by removal of marks, gum, stains, etc. shall be refinished following Hillyard's refinishing specifications. Gymnasium Floor Maintenance — Bi- Weekly • Mop the entire gym floor once every two weeks using a ratio of 1 gallon warm water to 1 cup white vinegar to 1 cup of rubbing alcohol. Change water frequently to avoid mopping with dirty water, thereby, spreading dirt and grime around the gym floor. Gymnasium Maintenance Daily Maintenance 1. Clean walls and doors free of smudges, ball marks, and any other marks. 2. Clean any fixtures and /or appurtenances by wiping them free of marks, dust or any other unclean material. 3. Clean bleachers of trash, spills, stains, dust, dirt etc. Wipe down bleachers handrails. 4. Clean, sanitize and polish all steel surfaces including but not limited to metal hardware, door handles /plates, etc. 5. Clean all interior and exterior door glass. 6. Polish all panic bars and kick rails. Weekly Maintenance 1. Clean up and organize storage areas. 2. Dust off vents and other appurtenances up to 12' high. 3. Clean and disinfect wall coverings dust, marks, etc. up to 12' high 4. Clean up and organize the storage area. Park Janitorial Maintenance Services RFP 14 -002 M• 5. Dust off vents and other appurtenance above 12' high. 6. Wipe down baseboards free of dust, marks, etc. 8. Clean walls above 12' high. Yearly Maintenance 1. Dust off and clean hanging ducts, score boards, etc. Park Janitorial Maintenance Services RFP 14 -002 ADDENDUM NO. 3 REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2 -3 -4 -A RFP REFERENCE N0: 14 -002 This addendum is provided in response to questions received. Questions Received in Black Answers in Red Stadium Are we cleaning the seating area inside the stadium. If so that's at least three days Yes, seats, concrete, seating hardware, etc. If I'm not mistaken the entrance is to the restrooms, concession stands etc.. are asphalt. Yes, these areas are asphalt so BCGR or Hydroblast will be careful. These areas accumulate dirt, grime, stains, bird droppings. Therefore the need to clean them as well. The only concrete, other than the seating inside the stadium, is the stairs up to the press box. There are areas around the main concession stand, inside the east and west concession stands, and the entrances to the east and west side restrooms. Also, we never saw the Gym at the stadium. There is not a gym at the Stadium Are all roofs to be cleaned? .......... flat vs, the vs. metal etc.. metal roofs only District 1 Campesino Park. Is itjust the restroom building? Is the hand ball court included? just the restroom El Salvador Park Does this include thefollowing The concession building with concrete bleachers attached, the main community building that incorporate the pool and the double restroom building just north of the community building? just the restroom bldg Riverview Park. Along with the main building (with attached vines), next to the street is building across (next to the basketball courts) also included? just the restroom bldg. Rosita Park. Is it just the concession /restroom building (next to the baseball fields) or is the community center as well. Or is it the concession and the bleachers? just the restroom bldgfor the Exhibit A bid, The center /gym for Exhibit A- 1 &A -2. M . �: ` District2. Angels Community Park. Just the one building, next to the apartments? Yes Cabrillo Park. Just the main building in front the baseball fields 3rd base? Yes Fisher Park Cabin and restrooms 1.5 hours Yes Logan Park Just the main building or does it also include the handball courts? ExhibitA -A1 & A2 restrooms /center -no handball courts Portola Park. Just the two buildings? One off Portola Ave. and the one behind the baseball fields. Just the restroom bldg -not the small rec bldg by the basketball courts. District 3 Delhi Park Just the restrooms off Halladay St.? Yes Madison Park. Just the building between the four square play area and the baseball field? Yes Memorial Park Is it just the restroom buildings (I believe there are 3)? There are multiple buildings around this park, restrooms, storage shed, community building, outdoor theatre. The center area as part of Exhibit Al and ExhibitA for the park restrooms —LL concession stand and band shelter not included. Sandepointe Just the two buildings at the intersection of Orion ands Birch? Yes District 4 Adams Park Should the electrical room be included as well as the restrooms? No just the restrooms Centennial Park At Centennial, just the six restroom /concession buildings. Which would include the two buildings at the soccer stadium and the building at the large H.S.basketball courts Park restrooms and the restrooms /locker room in the Dan Young Soccer Complex Heritage Park Just the building between the parking lot and the baseball fields? Not the shade /gazebo structure? . . . first the restr000ms —not the cell tower /picnic shelter Jerome Park Just the restroom /concession building between the baseball fields and the street? Yes Santa Anita Park Just the front entry area(IOft) of the building? Or is the gazebo /pool included? Just the restrooms —not the paved area east of the center. Thornton Park Would this include all three building? The main restroom /concession building, the IRWD building and the building to the right of the main building. Just the restroom /concession bldg Windsor Park. Just the main building next to the tot lot? Or would this include the small building and the gazebo. Yes �' I�J 25A -84 CUSTODIAL SERVICE$ A(MCB BENT THIS AGREEMENT, made and entered into this 1" day of Tune, 2014, by and between ABM Onsite Services, a California corporation (hereinafter "Contractor "), and the City of Santa Aria, 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 janitorial and custodial services with high -level industry practice to provide such services for the park buildings in Districts A, 1, 2, and 3. D. Contractor represents that Contractor is able and willing to provide such services to the City. C. hn 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 perform janitorial and custodial maintenance services at the park buildings in Districts A, 1, 2, and 3, as set forth in Contractor's Proposal and the Request for Proposals (attached hereto and incorporated herein as Exhibit A). 2, CITYINSPECTION The City's designated representative shall regularly inspect the park restrooms and all other City property subject to this Agreement. If said inspection results in discovery of work that is not performed in the manner. and to the professional degree set forth in the Specifications set forth in Exhibit A, Contractor agrees that the City shall deduct from the Contractor's next monthly payment, the cost of performing the work to bring the property into conformance with the Specifications. Additionally, City shall impose liquidated damages of up to $300 per inspection, per park restroom not meeting the Specifications during any such inspection. 3. COl1?ENSATfON a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed $1 38,336.00, annually during the term of this Agreement, This amount includes a 10% contingency. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which, falls to meet the standards of performance set forth in the Recitals or Speoit'ications which may reasonably be expected by City. 25A -85 4. TERM The term of this Agreement shall be for an initial one (1) year term with two (2) one-year options under the same terms and conditions hereof, exercisable by the City Manager and the City Attorney. & 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 riot intended nor shall it be construed to create an employer - employee relationship, a joint. venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall. be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. 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. Connnercial General Liability insurance. Consultant shall maintain consu-norcial general liability insurance which 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 Consultant's operations in the performance of this Agreement, ,including, without limitation, acts involving vehicles. The amounts of insurance shalt be not Tess than the following: single tirnit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self- insurance programs maintained by the City; and (c) contain standard separation of insureds provisions, b. Business automobile liability insurance, or equivalent forth, with a combined single Itmit 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, if Contractor has any employees, is required to be insured against liability for worker's oompeosation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreeraont, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per aooidant. d, The following requirements apply to the insurance to be provided by Contractor pursuant to this section: (i) Contractor shalt maintain all insurance required above in full force and effect for the entire period covered by this Agreement. r (u) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in corm by the City Attorney, (iii)Cortiflcates 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. e. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to Iurnish 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 tie City. "/. INDEMNIFICATION Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, Contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the direct or indirect operations of the Contractor or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement, This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable ,relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason or tho terns 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 Boni this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 8. 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 infor.•mation of like importance, but in no event less than reasonable oare, "Contidentiat Information•' shall include all nonpublic information. Confidential information includes not only written information, but also informationtransfen•ed orally, visually, electronically, or by othermcans. 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; (e) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation or 25A -87 law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 9. 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 heaving such interest shall be employed by or associated with Contractor. i [1 11071(v UOYN Any notice, tender, demand, delivery, or other conununication. 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 facsimile or other telegraphic comrnunieation in the manner provided in this Section, to the following persons: To City: Cleric of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Facsimile (714) 647 -6956 With copies to: Parks, Recreation & Community Services Agency City of Santa Aria 20 Civic Center Plaza (M -75) Santa Ana, California 92702 Facsimile: (714),571 -4221 and City Attorney City of awrta Ana 20 Civic Center Plaza (M -29) P,Q. Box 1988 Santa Ana, California 92702 Facsimile (714) 647 -6515 To Contractor: ABM Onsito Services 165 Technology Drive, Suite 100 Irvine, California 92618 Phone: (949) 585- 5994lFAX: (949) 585 -5959 Attn: lames Alfieri AParty 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, comtm.rnication shall be effective or deemed to have been given three (3) days after it has been deposited in the United Statas mail, duty registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile, communication shall be effective or doomed 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. Foe purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. r•• It. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor, The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 12. 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, D. TTRMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a, As a condition of such ,payment, the Executive Directoir may require Contractor to deliver to the City atl work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use (hereof 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.. 14. 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. 15. 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 executod and delivered in the State or California and the validity, interpretation, performance, and enforcement, of any of the clauses of this Agreement 25A -89 shall be determined and governed by the laws of the State of California. Both parties further agree that Orange Cbrntty, 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. 16. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary hcenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and requirod by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other govermnental agencies. Contractor shall notify the City immediately and in writing of his inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17, 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 exercisingjurisdietion over the City, including all applicable federal, state, and local occupation, safety and health laws, Hiles, regulations and standards, applicable state and labor standards, prevailing wage requirements, the City zoning and development standards, City pennits and approvals, building, plumbing, mechanical and electrical codes, as they rnay 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 lmltation, the Americans With Disability Act, 42 U.S.C. § 12'1 D I et seq., Government Code § 4450 et seq., and the Unruh Civil Rights Act, Civil Code § 51 et sect'. 18, 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 laet held by the signatory or is withdrawn, b. All Exhibits referenced herein and attached hereto snail be incorporated as if fully set forth in the body of this Agreement. 25A -90 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written, ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R, CARVALHO City Attorney /) By: Lisa Storolc Assistant City Attorney 25A -91 CITY OF SANTA ANA DAVID CAVAZOS City Manager CONTRACTOR: ABM Onsite Services as James M. Altieri Regional Vice President Presented to: City of Santa Ana Frank Hernandez Sr. Management Analyst Presented by: ABM Onsite Services Ron Dallas Regional Sales Manager Ron.Dallas @abm.com (909)374 -8121 March 24, 2014 ABMM BulldingValue F11 ab I JA March 24, 2014 Mr. Frank Hernandez City of Santa Ana 20 Civic Center Plaza Second Floor, RM #273 Santa Ana, CA 92701 Janitorial Division 165 Technology Drive, Suite 100 Irvine, OA 92618 Office: (949) 588 -5989 Fax: (949) 585-5994 Dear Frank, We understand that the City of Santa Ana 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 in Government, ABM will provide you with reliable, quality service that makes the most of your operating budget. ABM will meet and exceed your expectations with our dedicated personnel, innovative processes and technology, and commitment to client satisfaction. Our entire organization stands behind this proposal and all of the commitments made So City of Santa Ana, If there is any additional information 1 might provide, please don't hesitate to call or write. All of us at ABM are ready to put our solutions to work for you. Sincerely, James M. Allied Regional Vice President www,abm.com ✓L • • v ,I NYSE Symbol: ASIA M& ®uildingVaiue Table of Contents 1. Statement of Qualifications a. Firm and Personnel Experience ABM Profile Key Personnel Experience Organization Chart Our People Managing Risk through Safety Programs Training Program b. Implementation Plan Quality Assurance Program Equipment, Supplies and Chemicals Green Cleaning Overview c. Proposal Deposit (Bid Bond) 2. Exhibit C — Proposers Certification and Cost Proposal 3. Exhibit D — References d. Exhibit E — Proposers Statement S. Exhibit P- Certification of Non Discrimination by Contractor S. Exhibit G — Responsible Proposer Supplemental Questionnaire 7. Exhibit H — Non - Collusion Affidavit S. Sample Certificate of Insurance 8. City of Santa Ana Addendurns and Scope of Work I Confidential and Proprietary AXI i i s EMAIL Firm and Personnel Experience TIUMM The City of Santa Ana needs a facilities partner who builds value for you by reducing operating expenses while keeping your city parks 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 have 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 ail of your facility needs. We offer you simplified support for all of our solutions, whether stand -alone or integrated. Technology - enabled workforce In additlon to intensive training, the workforce serving your facility will use our award- winning, innovative technology to drive efficiencies, lower costs and ensure compliance. We streamline service delivery with the technological tools that 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. Confidential and Proprietary ow � G, 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. Highlights ABM Green Care TM Program ISO 9000 compliant for quality and reliability D &B rating of 5A2 Over 25,000 clients Expansive technology platform Public Corporation (NYSE: ABM) Founded in 1909 Sarbanes Oxley Compliant (SOX) Solutions Electrical Energy HVAC and Mechanical Janitorial Landscape and Grounds Maintenance and Repair Parking and Transportation Security Local Government Agencies We Serve City of Long Beach City of Cerritos City of Alhambra City of Garden Grove City of San Juan Capistrano City of Santa Clarita City of Santa Monica City of Newport Beach Santa Ana Police Department City of Arcadia City of Claremont Confidential and Proprietary A - Key Personnel Experience James M. Altied 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 C. 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, Mario Lopez District Manager • Mario began his employment with ABM in 2004. • He was a District Supervisor in charge of over 40 properties in Orange County. • In 2005 He was promoted to Project Manager of Park Place Irvine Campus. • In 2010 Mario received another promotion to Portfolio Manager of the LBA Realty portfolio. • After a year, Mario was promoted to District Manager overseeing six districts in the Orange County area. • Part of Mario's current accounts includes The City of Newport Beach Facilities. Project Manager & Supervisor" • ABM will conduct interviews for this position as it is not customary to have supervisors on standby or transfer them from currently serviced accounts. • ABM will present candidates upon notice of award. Staff" • ABM observes the Displaced Janitor's Act which requires us to hire employees from the Incumbent. AKB §t Confidential and Prcprietaly MERMSEMMIM Orange County, CA Branch The below organization chart displays key resources within the branch. Resources will be assigned to the City of Santa Ana based on size and scope of work. The below representatives are dedicated to your account whenever necessary. Branch Office Information Telephone: Fax 165 Technology Drive, Suite Irvine, CA 92618 949.585.5900 949.565.5994 Square Footage Cleaned: 40 million sq. ft. Number of Employees: 1,289 Number of Customers: 229 Annual Sales: $34.3 million (FY 2012) fiy 0 Lem R"lanal DO of Operations Tat! Royroso i 1 waker fu7iietme I Maw, OC a is 1 1, stanch ManES"o or BIT Confidential and Proprietary EM ASM. Buildhgwlue Our People 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, City of Santa Ana benefits in many ways: • Higher quality service • Increased productivity and reliability • Professional interaction with the public • Reduced turnover, resulting in more familiar faces and more consistent service • Lower costs as a result of a safer workplace • 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 city parks 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. F MD" s .�.... e. bkkBI Gonfideniial and prtpnetaly Our screening packages can Include any of the following: • Standard background checks • Criminal /sex offender background checks (CORUSORI) • Credit checks sr • Drug screening (upon contract requirement) • Professional certification checks • 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. NU 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 city parks 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 RM • Paid Holidays • Workers' Compensation Encouraging professional growth Another component of our retention program is the support we provide to employees as they grow in their careers. Your city parks 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. I 61 a Confidential and Propnetary BMM Building Value Commitment and :- 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. • 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: • ASM 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. khk2kxg ITV 1 Building Value 1 ABMa Building value • 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 EMIR 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 2417 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. on da .4m.nsmumnrwrpa,pa Ab e +wrrftKXWA *KNRW L On-Line Training and Resource Guide GamVa,ry Poilalas. Nhllron Pmprams. Employee 4Narmafbrt. Camyaiay ��MFinaLOn. •rviwen xpa ftegromel Kaaeu�<ea Monthly Safety Training Topics All ASM 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 kkk 2 8Xd-i I4TO'2 • 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. building Value Training Prya ra m We provide you with employees that have the training they need to successfully perform janitorial services in your city parks, 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 sites • Thoroughly trained in job safety • Committed to providing outstanding client service • s 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 City of Santa Ana and ABM standards, By empowering our employees with comprehensive training, we are able to minimize deficiencies and quickly identify opportunities for improvement. Our managers conduct recurrent training sessions for current and replacement employees at your sites. 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. 26 1IWJ Building Value ABMO 9ulldingvmiue Implementation l n 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 Timetrame Our service start-up plan customarily takes place during a four- to six -week period and typically starts within thirty days of an award. •• r ♦ •♦ HIM •• 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 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. Ilk 2 � �Td'4u;l« value MEHMMM 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. Task week A week 9 week 2 week 1 Post Stan ii la irg- retention tram Assign roles & responsibilities Fnalrze and review contract and specifications RevieK Ci eduatim, adh inW mbeat Zen, srakellgtder request, • Trani plea and umabne • 011a @l involvement m transition pIOG@S$ ftcporang lequvomerks • Special faclliFy needs antl pansWempons • Waste management antl recychre accauldi • Uniiemt mguraments Develop and decumant Saud laS Assign meaegm ent team amt reNES cement personnel Gondupt nrlul e,s background shacks & drug testing tar aueelio eilel 8 Wp time limade ng and payroll duodenums Complete training Caelnbma uniforms and Same.. to .mplemaa Site location venfc lion Identify and document onic, closets Location t1:cbS4 • rodoili Uf keys.Ardl or 9larkal codes Natrona equipm @msuppEy, needs & prooudari pi mole, • ruder aqulpment supplies and aommpntaafiaa devises • Set up sgnipmant suptnies egmmoneatlgo devlees, and imamate contrul pnoix +es Revigev billing and a osiuranq dis,rc manta &sin up pmdedules Teat procedures Communicate taetgmer iegwsemael@ to Qualnty, Coaled implementation learn Problem msoluban and escaluliad procedures Oevelap Quality Control program unspaaaians, cal. a & KPlsl Train f.1dNcustomm on carnnfunteumrn devices, work seder system & QUS In4pmatron syslams define ormail pmoess& call center, mlerr ion Upload penodie real schedule in16 qM WO samagameat System Order and dnstnbuta cuslomer & garland COS. R.u,o,, side and orally to %elf perfgan arm wham to soodanli Idwiew ants.. an of auMatatraclora eve Nine as necasfary Identify outstanding tasks & verify catupletion of all Iran soon tasks • Confirm start ups and d i @n tramatioa istuea & sustaeses ! BViI�P� Value 28'X N65 Quality Assurance Program 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 the City of Santa Ana and ABM will customize a quality program for your city parks . 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 utilize laptops, tablets or other wireless devices for data entry and communication. The staff servicing your city parks will be more dependable because of the efficiency and transparency of our systems. Benefits You'll Receive: rid i - • 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 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 EM A,` 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. 26AIV7 Quality and efficiency at lower casts 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 city parks , 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. 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 city parks . 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 om programs P ` �T: EM Green Cleaning Overview The ABM GreenCaree 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 Director of Sustainability. He is supported by LEED APs and Green Associates located throughout the country. ADM for faclifties, Inside & out But €dingVelue Al 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. Fhotes5a §and PrRrzateun • Mu fiber. Entrytvay Mats. Early 5pd!1,1410icat,an • CbewnalNubw Gre"EqummeM kbk F,.0 I B 69 ^ t,EEnCeKificsGnn SuFpac • iaw 8ndironmenta! Impact Frolkies ^ innouati�rcf'rey,ams Occupant Respw5ibdhly attd FduaaH6n F-0 €asuteniaat eu7razkir�g Audaiag Equipment List Vacuum Nohels VrBP•66etkpack Vacuum Back Pack wwwnobles.com Standard Paper Inner Bagwith Standard Outer Filter Nobles VSMU -14 Upright Vacuum Type F Microliter Inner Bag; HEPAOuter filter Uptight www.ndblescom ProTeam AviationVax Micro Lined .Inner Bag Back Pack www. ro- team.com P ProTeam CoachVac° Micro Lined Inner Bag Back Pack www. ro-tea�ex ra P PraToam GoVac BP Micro Lined Inner Bag. 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Building Value 0 Equipment i t Vacuums continued ABM rcarm for#aciftbes, inside & out 28XITI� Sanitaire Quiet Clean SC889A Type STSyMbetic Disposal Dust Bag with Upright www.sanitidrevac cam Arm & Hammer- Odor Central Sanitalre SC5713B Type SD Micro -lined Paper Inner Bag Upright www.sanitatrevaccom Sanitabe SCSB15 B Type SD Micro-lined Paaper Inner Bag Upright wwwzaRitairevac.com Sanitaka SC5845B Bagless Upright. www.sanitairevac.com SanitaRe SC889A Typo STSynthetic Disposal Dust Bag with Upright www.sonitairevaccom Arm & Hammer- odor control Sanitalre SCB150B Type $D Micro- lined Paper Inner Bag. Upright wwwsanitairavac.cam Sanitalre SCS180D Type SD Micm -lined paper Inner Bag Upright wwwsanitalrevaccom TennantV -BP-S Backpack Vacuum Standard Paper Inner Bagwith Standard 6uterFllter Back Pack wwwfennantco,mm TennaMY•D141144 Microdined Paperinner Bag, Standard Filter Upright wwwtannarttcacom g Termant V•LWU -13 Type F Synthet €chmer Bag Cloth Outer Bag Upright _.....�e www:tennantco .rgm Termant V- SMU -14 Type F Mlcrofiber InnorBag,HEPA Outer Fitter .Upright www.tennantco.corn - 28XITI� Equipment List Carpet Extractors a, Mil i I; Ill Nobles EX-5CID20 Self- Contained www.nnbles.cam Nab lot Strive - ReadySpace Self - Contained w Alllbles,com Nobles Strive Rider Restorative Extraction Mode Rldor www.nallaecam Nobles Strive Compact wltS Ready Spade $olF- Contained www.nable6com Nobles EX1S Self - Contained wena.tannantea.rnm Tennant EX -SC -1020 Self- Contained wwvvtennantCO,com TennantMndeIR1610- Ready5pace Self-Cootalned wwvi,tennantco.com Tennant R3- Ready5pace Self- Contalm ad wwwdenoantco.com Tennant ES Self- Contained wwW,termentr<o.mm Tennant EX- CAN -SSHPH Portable www.tennantco.com Tennant R14 Rider wwwtannartm.com Floor Machines Burnishers 6uitdtngVa €ue 2 f■J4ki I Q�T� Equipment List Automatic Scrubbers ASM cr for facilities, inside R out -m. e Nobles Speed Scrub- 17"-32" SelFContalned, Battery Operated w tnoblesxcrn Nobles Speed Scrub4aSTe17 "132" StriKontainod, Battery Operated www.nobles.com Nobles Speed Scrub -eoN20^24"-32" Self - Contalned,. Battery Operated www.nobles.com Nobles Speed Scrub HG 24" i Self - Contained, Battery Operated www.oubles.com Nobles Speed Scrub XC- FaST °24' Self-Cootained Battery Opens end wwwnobles.com Nobles Speed Scrub XC- eoN20 ".24" Self - Contained Be Rory Operated www.nobles.com Nobles 5peed Scrub Rider- 28 "/32" Self-Contained, Battery Operated wwwnobles.cum Nobles Speed Scrub Rider -FaST^28'j32" Self-Contained, Battery Operated www.nabies.com Nobles Speed Scrub Rider, ec-N2a"2B'/32" Self - Contalned, Battery Operated www.nobies.com Tennant TID Micro Scrubber Self - Contalned, Battery Operated www.tennantco.com TennantT2.17' Self - Contained, Battery Operated www.tennanPco.aom TenoantT3- 17/20" TMSelf-Contained, Battery Operated www.tennantco,com W Tennant T3-FaST °17 '120' Self - Contained, Battery Operated wwwtennant o'com Tennant T3 � ecrHxq "17 "20" Self- Contaioed, Battery Operated wwwUnnantco.com Tennant T3 -Orbital Self - Contained; Battery Operated www.tonnantco.com TennantT3 + -24' Self - Contained, Battery Opera red www.tennantco.com TennantT3 + -FaSTT 24' Self-Co n talned, Battery Operated wonetennantottom TennantT3 +- ec-N20 °24" ^� SoIFConturned, 8strayOperated orwwtennrntcozorn Tennant T5- 24 " -32' Self - Contalned, Battery Operated �wwwtennantco.com TennantT5- FeST- 24 " -32" Self - Contained, Battery Operated wwwtennantca.com Tennant T5- oc- N20 ^24 " -32" Self - Contained, Battery Operated www.tennantcosom 7earvntT7 Rider- 26-32' Self "Contained, Battery Operated www.tennantco.com � Tennant T7 Rider -Fa5Tm 26'-32" Self - Contained, Battery Operated wwwtennantco.comw Tennant T7- ac-F120" 24 "-32' Self - Contained, Battery Operated www.tennantco.mm Tennant Tl2Compact Rider Self - Contained, Battery Operated www.tannantco.com Tennant T1 Compact Rider - ec -H20" Self-Contained, Battery Operated wwwtennartco.core ABM - 0 80 2 3 -1113 MOHAWKWII2Irl"do with 30% recycled content ME CHUBB GROUP OF INSURANCE COMPANIES Surety Department, 15 Mountain View Road, P.O. Box 1615, Warren, NJ 07061.1615 t �-@IL9 E3 Phone: (906) 903 -MS • Facsimile; (906) 903 -3656 Idd�Td:TT�I:6�T3T•1�L«T�i+ �iTi71T�'J Bond No. Amount 5% of the Total Proposed Annual Contract Amount Know All Men By These Presents, Set Forth In Exhibit That we, ABM ONS ITE SERVICES —WEST, INC. 1150 S. Olive Street, 19th Floor, Los Angeles, CA 90015 (hereinafter called the Principal), as Principal, and the FEDERAL INSURANCE COMPANY, Warren, New Jersey, a corporation duty organized under the laws of the State of Indiana, (hereinafter called the Surety), as Surety, are held and firmly bound unto CITY OF SANTA ANA 20 Civic Center Plaza, Second Floor, Room #273, Santa Ana, CA 92701 (hereinafter called the Obligee), in the sum of Five Percent of the Total. Proposed Annual Contract Amount Set Forth In Exhibit C Dollars (S * * * ), for the payment of which we, the said Principal and the said Surety, bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. Sealed with our seals and dated this 4th day of March, 2014 WHEREAS, the Principal has submitted a bid, dated March 13th 2014 for RFP No, 14 -002 PRCSA - For Providing Park Janitorial Maintenance Services for City of Santa Ana Park Facilities NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that If the Obligee shall accept the bid of the Principal and the Principal shall enter Into a contract with the Obligee In accordance with such bid and give bond with good and sufficient surety for the faithful performance of such contract, or in the event of the failure of the Principal to enter into such contract and give such bond, If the Principal shall pay to the Obligee the difference, not to exceed the penalty hereof, between the amount specified in said bid and the amount for which the Obliges may legally contract with another party to perform the work covered by said bid, if the latter amount be in excess of the former, then this obligation shall be null and void, otherwise to remain in full force and affect. * * *5% of the Total Proposed Annual Contract Amount Set Forth in Exhibit C AEtM ONSITE SERVICE„ W EST INC. rincipal By. b t o Am Brinkley, Manager aosannce Sotoices pl Form 15'Mom MV,11.991 f� KIChubb OF Federai Insurance Company Attn: Surety Department OF Vigilant Insurance Company 15 Mountain View Road Surety ATTORNEY Pacific Indemnity Company Warren, NJ 07059 Cs4LIgNE Know All by These Presents, That FEDERAL INSURANCE COMPANY, an Indiana cc oration, VIGILANT INSURANCE COMPANY, a New York corporation, and PACIFIC INDEMNITY COMPANY, a Wisconsin corporrpation, do each hereby constitute and appoint B. Aleman, Tracy Aston, KD Conrad, Lisa Crail, Simone Gerhard, Daravy Mady, Kristine Mendea, Edward C. Spector and Misty Wright of Los Angeles, California ------- ------ - - - - -- each as their time and lawful Attorney in- Fact to execute under such designation in their names and to air= their corporate Scots to and deliver for and on their behalf as surety thereon or otherwise, bonds and undenatdngs and other writings obligatory in the nature thereof (other than bail bonds). given or executed in the course of business, and any owtnxnents amending W affedng the Same, and consents to the modification or alteralian of any Instrument formed to in said bonds or obligations. In Witness Whereat, said FEDERAL INSURANCE COMPANY, VtOLAN' thaw paamis and affeaad their corporate seals on this 3rd day of Dawn M- Chlanes, Assistant Secretary STATE OF NEW JERSEY County of Somerset as NY, and PACIFIC INDEMNITY COMPANY have each executed and micated `.!01133 Onthls 3rd Payer December, 2013 before me, a Notary. Public of New Jersey, personalty came Dawn. M. Chores, to me known to be Assistant Secretary of FEDERAL. INSURANCE COMPANY, VIGILANT INSURANCE COMPANY, and PACIFIC INDEMNITY COMPANY, the companles which executed the foregoing Power of Attorney, and the said Dawn NL Churns, being by me duy sworn, did depose and say that she Is Assistant Secretary of FEDERAL INSURANCE COMPANY, VIGILANT INSURANCE COMPANY, and PACIFIC INDEMNITY COMPANY and knows the corpuate seals thinned, that the seats affixed to the foregoing Pourer of Attorney are such corporate seals and were thereto affixed by ainhoridy of the By. Laws of said Companies; and that he signed said Power of Attorney as Assistant Secretary M said Companies by like aLModty; and that she is acquainted with David B. Noris, Jr., and knows him to be Vice President of sold Companies; and that the s€gnetura of David S. Norris; Jr., subscribed to said Poser of Aifomey is In the genuine handweling of David S. Noma, Jr., and was thereto Subscribed by authority of "to By. Laws and in deponard s presence. Notarial Seal KATHERINE I ADELAAR ( NOTARY PUBLIC OF NEW JERSM Nt,. 2316685 aw y , Cammimaion Expirm July 14, 2ou Notary PdNid PUBLIZ .. ydERS�� CERTIFICATION Existed from the Sy -La. PAL. INSURANCE COMPANY, VIGILANT INSURANCE COMPANY, and PACIFIC INDEMNITY COMPANY: 'Aft Powers of attorney for and an behalf of the Company may and shall be executed in the name and on behalf of the Company, either by the Chairman or the President or a Mce, President or an Assistant Vita President, jointly with the Secretary or an Assistant Secretary, under their respecifvo desrgnafiorw. The signature of such officers may be engraved, phnted or lithographed. The signature of each of the following officers: Chairman, President, any Vice President, any Assistant Vito President, any Secretary, any Assistant Secretary and Ina seat of the Company may be affixed by facsinelle to arry, Power of atemay or to any certificate relating thereto appointing Assistant Secretaries of Attorneys. in- Fact for purposes only of executing and Shoaling bonds and undertakings and other Wiling$ obligatory to the nature thereof, and any Such power of attorney or certificate bearing such facsimile Signature or Facsimile seat shall be valid and binding upon the Company and any such power so axecuted and cernied by Such faWftlie Signature and facsimile seal shall be valid and binding upon Iha Company with respect to any bond or undertaking to which It is attached.' I, Dawn M, Churns. Assistant Secretary of FEDERAL INSURANCE COMPANY. VIGILANT INSURANCE COMPANY, and PACIFIC INDEMNITY COMPANY (the do hereby certify that 0) the foregoing extract of the By- Laws of the Companies is two and comet, (1i) the Companies are duty Ilemsed and authorized to transact surety business in all 60 of the United States of America and the Diener of Columbia and am authorized by the U.S. Treasury Department: further, federal and Vigilant are licnnsod in Puerto Rico and the U.S- Virgin Islands, and Federal Is licensed in American Samoa. Guam, and each of the Provinces of Canada except Prince Edward Island; and (lit) the foregoing Power or Alormy Is true, correct and In full force and effect. Given under my hand and seals of said Companies at Warren, NJ this day of MAR yy 4 2014 %, Qmbk Dawn M. Chicane, Assistant S ecratery, IN THE EVENT YOU WISH TO NOTIFY US OF A CLAIM, VERIFY THE AUTHENTICITY OF THIS BOND OR NOTIFY us OF ANY OTHER MATTER, PLEASE CONTACT US AT ADDRESS LISTED ABOVE. OR BY Telephone (948)903- 3493 Fax (906) 903- 5666 e -mail: surety0chubb.rom Form 15.10- 0225@ -U (Ed. 5 -03) CONSENT �r" „iBft5 CALIFORNIA ALL PURPOSE ACKNOWLED6ME'NT State of California County of Los Angeles On MAR 04 2014 before me, Edward C. Spector, Notary Public, personally appeared Simone Gerhard who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is subscribed to the within instrument and acknowledged to me that she executed the same in her authorized capacity, and that by her signature(s) on the instrument the person(s), or the entity upon behalf of which the person(&) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. rf - - •l EXHIBIT C CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES PROPOSERS CERTIFICATION AND COST PROPOSAL. Certification » I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the scope of work locations. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposal Item Price - Provide costs for maintaining each of the locations and service categories listed below at the level of quality described in the detailed specifications (Exhibit A and all attachments). Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. A. PARK RESTROOM -CABIN SERVICES Park Address Cost/Mo. Cosli Deviations District A 1 Stadium Press Box 602 N. Flower St. $373 $4,476 2 Stadium West Side Restrooms 602 N. Flower St. $373 $4,476 3 Stadium East Side Restrooms 602 N. Flower St. $373 $4,476 4 Stadium Player Locker Rooms 602 N. Flower St. $373 $4,476 5 Stadium Officials Locker Room 602 N. Flower St, $373 1$4,476 6 Stadium West Side Concession Bldg. 602 N. Flower St. $373 $4.476 7 Stadium East Side Concession Bid a. 602 N. Flower St. $373 $4476 District 1 1 Campesino 3311 W. Fifth St. $634 $7606 2 Edna 2140 W. Edna Dr. $634 $7,608 3 El Salvador 1825 W. Civic Center Dr. $$42 $10,964 4 Riverview 1817 W. 21st St. $634 $7608 5 Rosita 706 N. Newhope St. $425 $5100 Park Janitorial Maintenance Services RFP 14 -002 Page 28 28)yfiL T1'7 Park Address costlMo. CosttYr. Deviations District 2 1 Angels 914 W. Third St. $634 $7,606 2 Cabrillo 1820 E. Fruit St. $634 $7,608 3 Fisher Restroom 2501 N. Flower St. $492 $5,904 4 Fisher Cabin 2501 N. Flower St. $492 $5,904 5 Logan 1009 N. Custer St. $634 $7,606 6 Portola 1700 E. Santa Clara Ave. $634 IT608 7 Santiago RR "A" 2535 N. Main St. $425 $5,100 8 Santiago RR "B" 2535 N. Main St. $425 $5,100 9 Santiago Cabin 2535 N. Main St. $425 $5100 District 3 1 Delhi 2314 S. Halladay St. $634 $7,608 2 Madison 1528 S. Standard St. $634 $7608 3 Memorial 2102 S. Flower St. $634 $7,608 4 Sandpointe 3700 S. Birch St. $634 $7,608 District 4 1 Adams 2302 S. Raiff St. $634 $7,608 2 Centennial "A" 3000 W. Edinger Ave. $425 $5,100 3 Centennial "B" 3000 W. Edinger Ave. $425 1$5,100 4 Centennial "C" 3000 W. Edinger Ave. $425 $5,100 5 Centennial HGHS 3000 W. Edinger Ave. $425 $5,100 6 DYSC "A" includes locker room and restrooms 3000 W. Edinger Ave. $634 $7,608 7 DYSC "B" 3000 W. Edinger Ave. $425 $5,100 8 Heritage 4812 W, Camille St. $634 $7,608 9 Jerome 726 S. Comer 5t. $634 $7,608 Park Janitorial Maintenance Services RFP 14 -002 Page 29 2kx.A' LY1'8 The City reserves the right to delete one or more sites from this contract with 30 days written notice. B. SPECIALIZED SERVICES A. Park Address Cost/Mo. CosVYr, Deviations 10 Santa Anita 300 S, Figueroa St. $634 $7606 $ 16.00 11 Thornton 1801 W. Segerstrom St. $634 $7,606 $ n/a 12 Windsor 2915 W. LaVerne Ave. $634 $7,606 $ nla 8 37 Total Totals $19,674 $236,066 $ n/a The City reserves the right to delete one or more sites from this contract with 30 days written notice. B. SPECIALIZED SERVICES A. Labor Hourly Wage 1 Maintenance Supervisor $ 24,00 2 Maintenance Service Leadworker $ 2200 3 Maintenance Service Laborer $ 16.00 4 Journeyman Electrician $ nta 5 Apprentice Electrician $ n/a 6 Journeyman Plumber $ n/a 7 Apprentice Plumber $ nla 8 Journeyman Painter $ nla 9 Apprentice Painter $ n/a Surfaces I,e, Walls, Roofs, Entrances, Areas Around 0.30 B. dd-On Services Cost 1 Price By Square Foot Per Month — Park Restroom lx Day $ 0.20 2 Price By Square Foot Per Month — Park Restroom 2x Day $ 040 3 Price By Square Foot Per Month- Cabin $ 0.20 4 Price By Square Foot Per Month- Stadium $ 0,20 3 Price By Square Foot Per Job — Pressure Wash Exterior $ Surfaces I,e, Walls, Roofs, Entrances, Areas Around 0.30 Buildin s /Restrooms, Stadium Bleachers, Etc. Park Janitorial Maintenance Services RFP 14 -002 Page 30 2 W9TwM CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES PROPOSERS CERTIFICATION AND COST PROPOSAL Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit A -1 and A -2) and am familiar with the scope of work locations. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposal Item Price - Provide costs for maintaining each of the locations and service categories listed below at the level of quality described in the detailed specifications (Exhibit A -1 and A -2 and all attachments). Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, Incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. A. PARK BUILDING MAINTENANCE SERVICES Park Address Cost/M®. Cost/Yr. Deviations District 1 1 Rosita - Salgado Center 706 N. Newhope St. $900 $10,000 2 Rosita - Salgado Pool 706 N. Newhope St. $900 $10,800 3 Rosita- Salgado Gym 706 N. Newhope St. $900 $10,800 District 2 1 Logan Center 1009 N. Custer St. $488 $5,618 2 Santiago Nature Center 510 E. Memory Lane $900 $10,800 3 Santiago Lawn Bowling Center 510 E. Memory Lane $676 $8112 District 3 1 Memorial Center 2102 S, Flower St. $900 $10,800 2 Memorial Pool 2102 S. Flower St. $900 $10800 3 Sandpointe 3700 S. Birch St. $634 $7,608 4 Cypress Center 625 S. Cypress Ave. $691 $8,292 Total $7,869 $94,428 The City reserves the right to delete one or more sites from this contract with 30 days written notice. Park Janitorial Maintenance Services RFP 14 -002 B. SPECIALIZED SERVICES A. Labor Hourly Wage 1 Maintenance Supervisor $ 24,00 2 Maintenance Service Leadworker $ 22.00 3 Maintenance Service Laborer $ 1800 Journeyman Electrician $ n!a 5 Apprentice Electrician $ nla Journeyman Plumber $ n/a 7 Apprentice Plumber $ n/a 8 Journeyman Painter $ nta 9 lApprentice Painter $ nta B. Add -On Services Cost 1 Price By Square Foot Per Month — Building Maintenance $ 0 20 2 Price By Square Foot Per Month — Gym Maintenance $ 0,20 3 Price By Square Foot Per Job — Pressure Wash Exterior Surfaces i.e. Walls, Roofs, Entrances, Areas Around Buildin siRestrooms, Stadium Bleachers, Etc. $ Om Park Janitorial Maintenance Services RFP 14 -002 26i N2� The undersigned contractor agrees to provide park restroom Janitorial services in accordance with the specifications included in Exhibit A -1 and A -2. I/We have stated herein the services and fees that Uwe will furnish and deliver as specified. Award shall be based upon the evaluation criteria included in Section IV. Where there is a discrepancy between words and figures, words shall govern. The City of Santa Ana reserves the right to cancel any agreement in the event that terms of this agreement are violated, ABM Onsite Services Name of Contractor (Person, Firm, Corp -) 1150 S. Olive Street, 19th Floor address Los Angeles, CA 80015 Address (909)374.8121 Telephone Number Sig aturs of Authorized Rep. James M. Alfieri, Regional Vice President Name and Title (Please Print) March 24, 2014 Date (909)857.1950 Fax Number Park Janitorial Maintenance Services RFP 14 -002 26AL T262 EXHIBIT D -1 CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK BUILDING MAINTENANCE SERVICES REFERENCES List and describe fully the contracts performed by your firm which demonstrate your abilityto provide the supplies, equipment or services included in the scope of the proposal specifications. 6AggLh additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Customer Name: CltyotGardenGrove Contact individual: LuisTania Address: 111222 Acacia Pkwy Phone Number: Garden Grove, CA 82840 Contract Amount: $141,672 annually Description of supplies, equipment, or services provided: janitorial services to Multiple city locations Reference Customer Name: City of Newport Beach Address: 582 Superior Avenue Bldg. N Newport Beach, CA ContractAmount: $648,000 Description of supplies, equipment, or services provided: Janitorial services 24 buldings & 26 park restromms Reference Customer Name: G f Long Bead Address: 333 Vd. Ocean Blvd. Long Beach, CA 90802 Contract Amount: $740,704annually 714741.5386 Facsimile Number: 714 - 7414000 Year: Client Since 2013 Contact individual: Jim Auger Phone Number: 949-6644 -3080 Facsimile Number: 948-042 -7072 Year: Contactlndividual: Callghdllmo Phone Number: 552- 5704886 Facsimile Number: 562- 570.1535 Year: ClientSince2009 Description of supplies, equipment, or services provided: 57 buildings including Libraries and Parks THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Park Janitorial Maintenance Services RFP 14.002 rT A• y r•� EXHIBIT E CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent; and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto, Proposer further agrees that upon delivery (as defined above) of the accepted agreement he /she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposers bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted In lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals; and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. ABM Onsite Services Signed and Printed Name: James M. AIGed Title: Regional Vice President ` Date: March 24, 2014 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE, Park Janitorial Maintenance Services RFP 14 -002 Page 33 P t• Z i . EXHIBIT F CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows: 1. The contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The contractor shall comply with all provisions of Executive Order 11246 of September 24, 1865, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The contractor shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or federally assisted construction /services contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965,and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. The contractor shall include the portion of the sentence immediately preceding paragraph 1 and the provisions of paragraphs 1 through 7 in every subcontract or purchase order unless exempted by Park Janitorial Maintenance Services RFP 14 -002 Page 34 26X-11 '5 rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 19246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the contractor becomes Involved in, or is threatened with, litigation by a subcontractor or vendor as a result of such direction by the administering agency, the contractor may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Slats. 1039, and as amended, no discrimination shall be made in the employment of persons because of race, religious creed, color national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided In Section 1420, and any contractor violating this section is subject to all the penalties imposed for a violation of the chapter. ABM Onsite Services Signed and Printed Title: Regional Vice President / Date: March 24, 2014 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PRR POSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Park Janitorial Maintenance Services RFP 14 -002 Page 35 MW CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES RESPONSIBLE PROPOSER -- SUPPLEMENTAL QUESTIONNAIRE How many years has your organization been in business in California as a contractor under your present business name and license number? 105Yea s If you performed same business under a different business name with same ownership and operation management and changed name due to, but not limited to, bankruptcy, loss, or license, please complete an additional and separate questionnaire. 2. What is your firm's average gross revenue for the last three years? $ 2.3 million 3. Is your firm currently the debtor in a bankruptcy case? ❑ Yes ® No If "yes," indicate the case number, bankruptcy court, and the date on which the petition was flied. Case Number Bankruptcy Court Date Filed 4. Was your firm in bankruptcy anytime during the last five years? (This question refers only to a bankruptcy action that was not described in answer to Question 2, above.) ❑ Yes ® No If "yes," indicate the case number, bankruptcy court, and the date on which the petition was filed. Case Number Bankruptcy court Date Filed 5. Has any California State License Board license held by your firm or its responsible managing employee or responsible managing officer been suspended within the last five years? ❑ Yes El No 6. At any time in the last five years, has your firm been assessed and paid liquidated damages after completion of a project, under a services contract with either a public or private owner? ❑ Yes ❑ No Has your firm ever defaulted on a contract? ❑ Yes ❑ No see attached If "yes,° explain on a separate page. 8. In the last five years has your firm, or any firm with which any of your company's owners, officers or partners was associated, been debarred, disqualified, removed, or otherwise Park Janitorial Maintenance Services RFP 14 -002 Page 36 211 -9L/ prevented from bidding on, or completing, any government agency project for any reason? ❑ Yes E� No If 'yes," explain on a separate page, State the name of the organization debarred; the year of the event, the owner of the project, and the basis for the action. 9. in the past five years, has any claim against your firm concerning your firm's work on a project, been filed in court or arbitration? ❑ Yes ❑ No see attached If "yes," on a separate page identify the claim($) by providing the project name, date of the claim, name of the claimant, the name of the entity the claim was filed against, a brief description of the nature of the claim, the court and case number, and a brief description of the status of the claim (pending or, if resolved, a brief description of the resolution.) 10. In the past five years, has your firm made any claim against a project owner concerning work on a project or payment for a contract, and filed that claim in court or arbitration? ❑ Yes ❑ No see attached If "yes," on a separate page Identify the claim(s) by providing the project name, date of the claim, name of the claimant, the name of the entity the claim was filed against, a brief description of the nature of the claim, the court and case number, and a brief description of the status of the claim (pending or, if resolved, a brief description of the resolution.) 11. At any time during the past five years, has any surety company made any payments on your firm's behalf as a result of a default, to satisfy any claims made against a performance or payment bond issued on your firm's behalf in connection with a project, either public or private? ❑ Yes [l No 12. In the last five years, has any insurance carrier, for any form of insurance, refused to renew the insurance policy for your firm? ❑ Yes ® No 13. Has your firm or any of its owners, officers, or partners ever been liable in a civil suit, or found guilty in a criminal action, for making any false claim or material misrepresentation to any public agency or entity? ❑ Yes ® No 14. Has your firm or any of its owners, officers or partners ever been convicted of a federal or state crime of fraud, theft, or any other act of dishonesty? ❑ Yes [XI No If "yes," identify on a separate page, the person or persons convicted, the court case and number, the crimes and the year convicted. 15. If your firm was required to pay a premium of more than one percent for a performance and payment bond on any project($) on which your firm worked at any time during the last three years, state the percentage that your firm was required to pay. You may provide an explanation for a percentage rate higher than one percent, if you wish to do so. % nla Park Janitorial Maintenance Services RFP 14 -002 Page 37 A• 7 r•i 16. During the last five years, has your firm ever been denied bond credit by a surety company, or has there ever been a period of time when your firm had no surety bond in place during a project when one was required? ❑ Yes [9 No 17. Has Gal -OSHA cited and assessed penalties against the contractor or its associates for any "serious," "willful' or "repeat' violations of its safety or health regulations In the past five years? ❑ Yes ® No (Note: If you have filed an appeal of a citation, and the Occupational Safety and Health Appeals Board has not yet ruled on your appeal, you need not include information about it.) If "yes," on a separate page describe the citations, the party against whom the citation was made, date of citation, nature of the violation, project on which the citation was issued, owner of the project, and the amount of penalty paid, if any. State the case number and the date of any OSHAB decision. 16. Has the Federal Occupational Safety and Health Administration cited and assessed penalties against the contractor or its associates in the past five years? ❑ Yes ® No (Note: If an appeal of the citation has been filed and the Appeals Board has not yet ruled, or there is a court appeal pending, you need not include information about the citation.) If "yes," on a separate page describe the citation, the party against whom the citation was made, date of citation, nature of the violation, project on which the citation was issued, owner of project, and the amount of penalty paid, if any. State the case number and date of any decision. 19. During the last five years, has there been more than one occasion in which the General contractor or its associates have been penalized or required to pay back wages for failure to comply with the federal Davis -Bacon prevailing wage requirements? ❑ Yes M No If "yes," on a separate page, describe the violator, nature of each violation, name of the project, date of its completion, the public agency for which it was constructed, the number of employees who were initially underpaid and the amount of back wages and penalties that were assessed. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Park Janitorial Maintenance Services RFP 14-002 Page 38 ABM does not track and is not specifi cally aware of any contract that has been terminated for default; however because ABM has been in business for 100 years and has been party to literally hundreds of thousands of customer agreements, it is possible and even likely that ABM has been terminated by a customer citing default or dissatisfaction as the grounds for the termination, To the extent that such terminations have occurred over the years, ABM believes that such situations were isolated or specifically explainable. ABM and its divisions employ nearly 100,000 employees across the U.S., Canada and Puerto Rico. As such, at any given time ABM is involved in dozens, if not hundreds, of litigation matters. These claims are handled in the normal course of business by legal and risk management professionals employed by the company. Even large litigation matters involving millions of dollars would not have any impact on ABM's ability to provide timely services to The City of Santa Ana, • ♦ I In the ordinary course of business, ABM has, on occasion, various claims and lawsuits against third parties, primarily related to collection of monies owed. The amount of information regarding these matters is voluminous and, therefore, such information has not been included herein. Information about specific matters is available upon request. 2 80 ,ITSO Gonfidential and Prapnetery EXHIBIT H CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES NONCOLLUSION AFFIDAVIT NON - COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fixthe proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all Statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged Information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non - collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non - collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution. County Subscribed and sworn to (or appeared before me. Notary Public Signature efore me on this day of 20_®� by proved to on t_h1s­gasisof satisfactory evidence to be the person Us Notary Public Seal M. THIS jw,O, EM MUST BE COMPL.EIED AND INCLUDED WITH THE -PROPOSAL PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Park Janftodal Maintenance Services RFP 14 -002 Page 39 2%04W I E4124,4 CALIFORNIA JURAT WITH AFFIANT STATEMENT Cee Attached Document (Notary to cross out lines 1 -6 below) El See Statement Below (twines 1 -5 to be completed only by document signer[s], not Notary) Though the information below is not required by law, it may prove - Signature of Dodument 5{gnac No. t Signature of Document Signer No.2 [f any) State of California valuable to persons relying on the document and could prevent County of J ,4 REHM Subscribed and sworn to (or affirmed) before me on this fraudulent removal and reattachment of this form to another document, Top of thumb here day of 20- by oat. Month Year Name of Signer Title or Typo of Document: Not,) "trtA.('ta-'% 044� *r proved to me on the basis of satisfactory evidence to be the person who appeared before me (and AIARGAHET G.E. QEL PRAfI)G - (2) Commission IS 1960241 Name of Signer of Notary public - California R I$ actory evidence Las Angeles County M Comm. Es lras Jun 25, 2016 Gel b;�ract.btl.apFna ^r t Signature v 1 ti -° t / ° ®® igneNr¢ Noldry Public Place Notary Seal Above Signeruh ether Than Namod Above. OPTIONAL Though the information below is not required by law, it may prove - valuable to persons relying on the document and could prevent , REHM fraudulent removal and reattachment of this form to another document, Top of thumb here Top of thumb here Further Description of Any Attached Document Title or Typo of Document: Not,) "trtA.('ta-'% 044� *r -r^ �t Document Date: 2—'Q ;j- Number Pages: ] �v { of Signeruh ether Than Namod Above. 02007 National Notary Assoclatlon•9363 De Soto Ave.,P.O. Box 2402. Chatsworth, CA 91313�2402 ,warw.Nalionarra[aryorg Ilema591G Hoarder Call Talbrree 1- 080- 876-6827 101-r A- 26XI 32 BMO 6u11dingVelue Sample °tf of Insurance If awarded the job, the certificate's coverage limits and verbiage In the Description of Operations section can be revised to reflect the requirements In the approved written contract. REQUEST FOR PROPOSAL RFP NO. 14 -002 PRCSA FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR CITY OF SANTA ANA PARK FACILITIES KEY RFP DATES: Issue Date: February 20, 2014 Pre - proposal Conference: February 27. 2014 Proposal Due Date: March 13, 2014 at 5:00 p.m. 2 L4'14 CITY OF SANTA ANA SAMPLE REQUEST FOR PROPOSAL FOR TABLE OF CONTENTS I. INTRODUCTION 4 II. PERIOD OF CONTRACT 4 III. OPTION OF RENEWAL 4 IV. FISCAL NONFUNDING CLAUSE 4 V. PROPOSAL DEPOSIT AND PERFORMANCE BOND 4 VI. SCOPE OF WORK/SERVICES 5 VII. GENERAL INFORMATION 5 VIII. COORDINATION 6 IX. PROPOSER RESPONSIBILITIES 6 X. LICENSE REQUIREMENTS 6 XI. INITIATION /KICK OFF MEETING 6 XII. CITY BUSINESS LICENSE 6 XIII. ADDENDA 6 XIV. RULES FOR PROPOSALS 7 XV. PRE - PROPOSAL CONFERENCE 7 XVI. E -MAIL COMMUNICATIONS AND INTERPRETATIONS /CLARIFICATIONS 7 XVII. SUBMITTAL INFORMATION AND DEADLINE 7 XVIII. SUBMITTAL REQUIREMENTS 7 XIX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION 9 XX. PUBLIC RECORDS 10 XXI. PROTESTS 10 EXHIBIT A SCOPE OF SERVICES 11 (Exhibits B -I have been removed and replaced by proposal completed set) 20 EXHIBIT B SAMPLE AGREEMENT 28 EXHIBIT C PROPOSERS CERTIFICATION AND COST PROPOSAL 32 EXHIBIT D OFFERERS REFERENCES 33 EXHIBIT E PROPOSERS STATEMENT 34 EXHIBIT F CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR 36 EXHIBIT G RESPONSIBLE PROPOSER — SUPPLEMENTAL QUESTIONNAIRE 36 EXHIBIT H NONCOLLUSION AFFIDAVIT 40 EXHIBIT I SAMPLE ADDITIONAL INSURED ENDORSEMENT 28ZL J5 CITY OF SANTA ANA REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES The City of Santa Ana is issuing this Request for Proposals (RFP) for providing park janitorial services in Districts A- 1- 2 -3 -4, and is interested in receiving proposals from contractors for providing park janitorial services at 37 park facilities listed in Exhibit C. The detailed specification included as Exhibit A describes the quality of work that is expected from the contractor. II. PERIOD OF CONTRACT Unless earlier terminated as allowed for in the agreement, contract term shall be for a period of 24 months with two two -year options to renew. The contract term is anticipated to commence after City Council award of this contract and upon receipt and approval of all required bonds and insurance documents. The projected contract award date is May 20, 2014, with a commencement date of June 1, 2014 and may be adjusted as necessary. III. OPTION OF RENEWAL The term of this agreement may include provision for renewals as set forth in the Scope of Services, attached as Exhibit A. IV. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City. V. PROPOSAL DEPOSIT AND PERFORMANCE BOND A proposal deposit in the amount of five percent (5 %) of the total proposed annual contract amount set forth in Exhibit C shall accompany each proposal. The proposal deposit must be in the form of a bid bond, cashier's check, certified check, bank draft, letter of credit, trust company treasurer's check, or money order. Checks shall be payable to the City of Santa Ana. NO PERSONAL OR COMPANY CHECKS WILL BE ACCEPTED. Proposal deposit of the unsuccessful proposers shall be returned upon award of contract by the City. The successful proposer shall supply a payment bond in the amount of fifty percent (50 %) of the successfully awarded total annual contract amount of the proposal prior to execution of the contract. Upon receipt of the payment bond, the proposal deposit will be returned. The proposal deposit is subject to be forfeited if the successful proposer fails to execute the written contract and furnish the required payment bond, or to satisfy any other conditions present within a reasonable time as determined by the City. The payment r ` 7. bond is to be renewed annually and submitted by the contractor in the amount of 50% of the annual contract amount. VI. SCOPE OF WORK /SERVICES The scope of work may include any and all work efforts related to the Janitorial Maintenance Services as set forth in EXHIBIT A - SCOPE OF SERVICES. The contractor shall be an independent contractor capable of providing experienced, knowledgeable and professional staff. The contractor shall be responsive and maintain excellent working relationships with City residents, businesses, government officials and City staff. The contractor shall provide adequate staffing levels at all times and adhere to established schedules. The contractor shall comply with all federal, state and local laws, rules, regulations, ordinances, and statutes. VII. GENERAL INFORMATION A. The term of the contract will begin after the contract award by the City Council and approval of required bonds. When determined appropriate, the City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. C. The proposer shall be responsible for retaining data, records and documentation for the preparation of the required information. These materials shall be made available to the City as requested by the City. D. This RFP does not commit the City to pay costs incurred in preparation of a response to this RFP. All costs incurred in the preparation of the proposal, the submission of additional information, attendance at pre - proposal conference, negotiations with City, and /or any other aspect of a proposal prior to award of a written contract will be borne by the proposer. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any informality or technical defect in the proposal. All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any subcontractor(s). Subcontractors shall be the responsibility of the prime contractor and the City shall assume no liability of such subcontractors. 2 F•J(k I I BST. 7 VIII. COORDINATION 10 Coordination by the awarded proposer with the City, other contractors, and agencies will be required to achieve satisfactory and timely delivery of the required services. Coordination may include, but not be limited to, coordination with neighborhood and civic groups, local and /or state agency boards, and attendance at City Commission, Agency, and Council meetings,. The City will decide the manner in which the coordination efforts with be conducted. At the City's option, coordination efforts may be performed by the proposer's direct contact, by the proposer acting through the City or by the City only. When coordination efforts require agreements, such agreements shall be coordinated through the City. The selected proposer will assume responsibilities for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. X. LICENSE REQUIREMENTS In accordance with Section 3300 of the California Public Contract Code, the City has determined that the proposer shall possess a valid California C27 Contractor's license. XI. INITIATION /KICK OFF MEETING The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling. XII. CITY BUSINESS LICENSE The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana. XIII. ADDENDA Any subsequent changes in RFP from the date of preparation to date of submittal will result in an addendum or amendment by the issuing office. Notification of such addendum or amendment shall be effected by posting on City's website, as set forth in the Notice Inviting Proposals. r - ` F: XIV. RULES FOR PROPOSALS The signer of the RFP must declare in writing that the only person, persons, company, or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company, or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud, and that the signer of the proposal has full authority to bind the proposer (Exhibit H). XV. PRE- PROPOSAL CONFERENCE A pre - proposal conference is scheduled for Thursday. February 27, 9:00 a.m. at the City of Santa Ana Corporate Yard, Administration Building, 220 S. Daisy Ave., 2nd floor Training Room, Santa Ana, CA 92703. The meeting will include a brief discussion of the specifications and will be followed by a question- and - answer session and job walk. All questions must be submitted in written form. After the pre - proposal conference, City will respond by posting and addendum on the City website (santa - ana.org /bids -rfp). It is highly recommended that proposer operation /field supervisors attend this meeting. XVI. E -MAIL COMMUNICATIONS AND INTERPRETATIONS /CLARIFICATIONS To facilitate the RFP process, proposers are required to monitor the City's Bid and RFP page at santa - ana.org /bids -rfp. No oral interpretations will be made by the City to any proposer as to the meaning of requirements identified herein, including the Scope of Services and Terms and Conditions. Every request for such an interpretation must be made in writing via e-mail to the projects manager no fewer than five (5) calendar days prior to the date and time set for opening of proposals. Significant interpretations or clarification will be made by an addendum to this RFP, which will be posted to the website. Addenda may become part of the agreement documents. XVII. SUBMITTAL INFORMATION AND DEADLINE Proposals are due to the City of Santa Ana, at the date, time, and location set forth on the Notice Inviting Proposals. Faxed and e-mail proposals will not be accepted. XVIII. SUBMITTAL REQUIREMENTS The RFP is intended to assess and evaluate each firm's capabilities as they apply to the proposed project. Submittal of Proposal A. One (1) original of the response to the RFP shall be signed by a company official with the power to bind the company. �TAMS0 0 B. Six (6) copies shall also be provided. C. One (1) pdf copy of the submittal on a compact disc, USB flash drive or equivalent Each firm must address each of the following items in its response to the RFP: A. Statement of Qualifications - In order to maintain uniformity, the Statement of Qualifications must be limited to a MAXIMUM of 20 PAGES (excluding front and back covers, section dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. The following information is required: Cover Letter — A letter signed by a principal or authorized representative who can make legally binding commitments for the entity. 2. Firm and Personnel Experience: A profile of the firm's experience, including The names and experience of personnel and sub - consultants who will be providing services. At a minimum, this should include the project manager /principal agent, associates in charge when project manager /principal agent is unavailable, key personnel, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager /principal agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited for an interview. 3. Implementation Plan: Proposer shall submit a general description of the deliverables and timelines to implement the project. 4. Proposal Deposit (Bid Bond): Five - percent (5 %) of the total proposed annual contract amount of the proposal in Exhibit C. B. EXHIBIT C — PROPOSERS CERTIFICATION AND COST PROPOSAL C. EXHIBIT D — REFERENCES — The Proposer shall submit a list of agencies, past and present, for which you have provided work similar to the scope identified in this RFP (Exhibit A) within the last 5 years. D. EXHIBIT E - PROPOSERS STATEMENT E. EXHIBIT F — CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR F. EXHIBIT G — RESPONSIBLE PROPOSER — SUPPLEMENTAL QUESTIONNAIRE G. EXHIBIT H — NONCOLLUSION AFFIDAVIT H. The proposal must be completely responsive to the RFP. Any deviations to the requirements of this RFP must be included in the proposal. Such exceptions must be included as a separate element of the proposal entitled "Exceptions and Deviations." The Executive Director, in his sole and absolute discretion, may authorize or deny any exceptions. 2 �Xti LB U0 The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City reserves the right to waive minor inconsistencies in submitted proposals. XIX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION The criteria for evaluating the proposals submitted will take the following items into consideration: The response to this Request for Proposals should contain documentation of contractor's credentials and expertise in this field. Consideration will be given to contractors with demonstrable and documented experience in similar work. An evaluation committee will review the responses received and interview the companies who submit the most responsive proposals. The following evaluation criteria and weights will be used to evaluate the bids: Capability and Experience of Contractor (25 %) 1. Ability of contractor and his /her ball diamond infield maintenance sub - contractor to obtain the staff and equipment necessary to perform specifications as outlined in the contractor's business plan 2. Qualifications of certified irrigation techs assigned to this job, and number of FTE's assigned. Required documentation must be submitted with proposal. 3. Training and safety precautions taken to perform specifications 4. Experience of supervisory and management staff assigned to the contract 5. The value of any new product or service suggestions or other new ideas or enhancements 6. List of equipment by manufacturer's name, model number, hours in service and attachments to be used during the agreement period. Past Performances (25 %) 1. Past record of performance on contracts of similar size and scope with Santa Ana or other governmental agencies including such factors as reliability, adherence to specifications and compliance with contract terms and conditions 2. Past record of performance on requests for extra work, including ability to accurately bid jobs, cost competitiveness, and quality of work 3. Acceptable, verifiable references and site reviews Cost of Proposal (50 %) 1. Cost of base proposal 2. Cost of specialized services Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer with a score above 70. FOLLOW -UP OF EVALUATION PROCESS BY CONTRACTOR Contractors may follow up on the evaluation of the proposals by contacting Frank Hernandez, via email at fernandez @santa - ana.org. 2 X1 I I Q�T� The proposals will be reviewed by a committee of City team members. The committee will evaluate proposers based on the response to the RFP and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. The committee may interview the top tier of proposers and recommend award of the contract to the proposer who will provide the best quality service at minimum cost to the City. The City reserves the right to negotiate pricing and for additional terms. City reserves the right to begin negotiations and enter into a contract without interviews or further discussions. XX. PUBLIC RECORDS Proposals will become public record after award of contract. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. XXI. PROTESTS Bidders may file a "protest" of a RFP with the City's Purchasing Department. In order for a Bidder's protest to be considered valid, the protest must: A. Be filed in writing within five (5) business days of either the RFP posted date or before 5:00 p.m. of the 5th business day following the posting of Bid Results /Notice of Intent to Award Contract on the City's website; B. Clearly identify the specific irregularity or accusation; C. Clearly identify the specific City staff determination or recommendation being protested; D. Specify, in detail, the grounds of the protest and the facts supporting the protest; and E. Include all relevant, supporting documentation with the protest at time of filing. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the City's Purchasing Manager, or other designated City staff member, shall review the basis of the protest and all relevant information. The Purchasing Manager will provide a written decision to the protestor within fourteen (14) calendar days. The protestor may then appeal the decision of the Purchasing Manager to the Assistant Finance Director within five (5) calendar days of the date of the written decision from the Purchasing Manager. The Assistant Finance Director will provide a written decision to the protestor's appeal. The decision from the Assistant Finance Director is final and no further appeals will be considered. 26 1.142 EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES SCOPE OF SERVICES DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is issuing this Request for Proposals (RFP) for providing park janitorial maintenance services. I. GENERAL CONDITIONS A. FUNCTIONS AND RESPONSIBILITIES 1. City Representative's Authority The City's Representative is the only person authorized to direct changes in any of the requirements under the Agreement and, not withstanding any provisions contained elsewhere in the Agreement, and said authority remains solely in the City's Representative. In the event that the Contractor effects any such changes at the direction of any person other than the City's Representative, the changes will be considered to have been made without authority and solely at the risk of the Contractor. In addition, the City's Representative shall have the authority to accept /reject materials, workmanship and to make changes in work or schedule, when the City determines that no extra costs are involved. The City's Representative shall also have the authority to suspend portions of the specifications and withhold the cost of the suspended portion of the agreement at his /her discretion. The intent of these specifications is known by the City of Santa Ana. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work. When the performance of the work or completion per schedule is determined to be sub - standard, the City's Representative may recommend that all or a portion of payment be withheld. Payment to be withheld shall be deducted from the next monthly payment due, or if the amount is insufficient to cover payment, the Contractor shall be liable for said deficiency and will be billed accordingly. The City's Representative, or his authorized representative shall decide all questions, which may arise as to the manner of performance and completion per schedule, acceptable fulfillment of the Agreement by the Contractor, interpretation of the specifications, and compensation, including completion of work by alternate sources. 2. Contractor a) Local Office The Contractor shall maintain a physical office within the 714 area code (local office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00 p.m. with a company representative present at all times. Answering services or mobile telephones will not be considered a local office. b) Submittals Prior to contract commencement, and by the first of every month thereafter, Contractor shall submit to the City's Representative: 1) a detailed annual, monthly and weekly work schedule consistent with task frequencies in Exhibit A; 2) time sheets of employees assigned to the contract areas; 3) names and titles of all persons working on the project and their qualifications; and 4) type and quantities of equipment, materials and /or chemicals to be used on the project. The information contained in the above referenced documents shall be updated with any new information as changes occur. The City's Representative shall be immediately notified of any changes to the above information. c) Uniforms and Vehicle Identification The Contractor shall provide to all field personnel a standard uniform including but not limited to uniform company hats, collared work shirts, pants, jackets, vests and ANSI approved safety shoes. All uniforms will be marked with some form of company logo or other form of identification. All vehicles and equipment on the project site shall be in operable and working condition, clean appearance without visible damage, dirt graffiti etc. In addition, all vehicles shall have the company's name, contractor's license number and contact information clearly identified on the right and left side doors. B. SAFETY REQUIREMENTS All work performed under this contract shall be completed with maximum safety as the priority above all other requirements. In the event unsafe work is observed by City staff or otherwise reported, the Director may at his discretion order Contractor to stop performing and pay all costs and or damages resulting from the delay. All work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, excavation /trenching /shoring, confined space and hazardous waste identification and transport. C. SAFETY NOTIFICATION If Contractor identifies a potential safety issue, Contractor shall: Notify the public that potentially unsafe conditions exist by installing yellow "Caution Tape" and "A" frame barricades or equal substitute around the condition. 2. Notify the Director of the condition first by phone and then in writing (e -mail is acceptable) including digital photographs of the potential safety concern. Once the Contractor has notified the City and the public of the condition, as specified above, Contractor shall have no further responsibility regarding the condition. D. UNDERGROUND ALERT SYSTEMS Underground Alert Systems (telephone number 1- 800 - 422 -4133) must be notified 48- hours in advance prior to any excavation work. E. PROPERTY DAMAGE Any damage to private property caused by Contractor shall be immediately reported to the property owner. Contractors shall pay for any damage caused to private property in performing this agreement. F. ACCESS TO PRIVATE PROPERTY Prior to any work involving private property, the Contractor shall notify the City of the proposed work and obtain all necessary permits and /or consent required from City and /or property owner. G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS The Contractor shall protect City and /or private property adjacent to work areas including sprinkler systems, drain pipes, lawns, brick work, plantings, masonry work, fences, walls, sidewalks, street paving, etc., located on either public or private property. Contractor shall, at its expense, replace any property that is removed or damaged, other than property pre - approved for removal. H. TRAFFIC CONTROL 1. The Contractor will not interrupt traffic flow on City streets without obtaining a permit. In situations where it is necessary to restrict traffic flow, the Contractor will contact the appropriate City department and obtain all necessary permits and /or consent from the responsible public agency. All traffic control work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, J. MONTHLY REPORTS Prior to the first day of each month the Contractor shall submit the following reports: 1) number of employees, employees daily work schedule by location and crew /task(s);2) recycled waste report; and, 3) material use report. K. WATER COST City will pay for water used by Contractor pursuant to this agreement. Should the amount of water applied be considered excessive and the City Representative can quantify what is considered normal water use from excessive then the Contractor shall pay the cost of the excess water. II. JANITORIAL MAINTENANCE SPECIFICATIONS A. DEFINITIONS "City's Representative" shall mean the Executive Director of Parks, Recreation and Community Services designated representative. 2. "Cleaning" shall mean the practice of thoroughly removing all stains, foreign materials, mineral deposits, etc. to achieve a high quality "like new" appearance. 3. "Sanitizing" shall mean to disinfect (eradicate disease causing agents) by use of germicidal or other approved disinfecting products. 4. "Polishing" shall mean, following cleaning, using products to enhance the "shine" of the surface being polished. B. SCOPE OF WORK It is the intent of this agreement to continually improve the quality of the facilities. The Contractor shall provide all labor, training, materials, tools, equipment, transportation, hauling, dumping, chemicals and other items needed to perform high quality park janitorial maintenance pursuant to the terms defined herein. The Contractor shall provide all park janitorial maintenance at work sites listed herein, including, but not limited to cleaning, scrubbing, polishing, toilets, urinals, doors, walls, floors, ceilings, windows, partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights, lens covers, removing foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the exterior of the building surfaces including the walls, roof, windows, etc. and, other services required to maintain the work sites in a safe, attractive and useable condition. Contractor understands that it is assuming maintenance responsibility of the parks /locations "as is" and is responsible for improving all aspects of the parks facilities to the quality described in these specifications and interpreted by the Director's Representative. C. AGREEMENT START -UP Beginning from the start date of the agreement the Contractor shall have one month to visit each building and park restroom to provide a one -time start -up service. The Contractor shall provide extra labor, equipment, materials, at no additional cost to the City, to raise the quality of janitorial maintenance to the level specified in the agreement /specifications. Following the Contractor's start -up at each building /park restroom, the City representative will meet with the Contractor to inspect the facility and either approve or cite the areas within the specifications where the Contractor shall provide further quality janitorial maintenance. If at the end of the one month start -up period the Contractor has not completed the start -up service to the satisfaction of the City's representative, the City shall 2v0 iB�T withhold the City's estimated cost of performing this service from the Contractor's upcoming monthly invoice. The City will hire another Contractor to complete the start -up to the satisfaction of the City's Representative. D. BUILDING SECURITY The Contractor's shall provide the City at the beginning of the agreement a matrix listing the name of his /her custodians, what buildings they will service, what time the buildings will be serviced, what vehicles they drive (make, model and license number). This information will be copied to the Santa Ana Park Rangers and the Santa Ana Police Department for security purposes. The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall have them activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re- keying of whole facility). This cost shall be withheld from contractor's payment(s). The decision to re -key the whole facility is solely that of the City's Representative. E. EQUIPMENT USAGE There shall be no usage of City equipment, telephones, or facilities by the contractor's staff. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City at existing power outlets for the contractor's use to operate such equipment as is necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by the improper disconnection of equipment. Cold water will also be made available as necessary for cleaning. F. EXTRA WORK It is the City's intent to keep parks and other public recreational sites in a beautiful and exceptionally well maintained condition. This specification is designed to continuously improve parks and public recreational sites. It is with this intent in mind that the City's Representative may consider authorizing extra work. Extra work will not be initiated without written authorization. In emergency situations, a not to exceed price may be submitted by contractor via e-mail for review /approval by City. The City's Representative may request that the Contractor submit proposals for extra work in order to improve the grounds - landscape in the contract sites. The Contractor shall submit proposals using the City's Proposal for Extra Work Spreadsheet. The Contractor shall complete the spreadsheet in its entirety using his /her proposed extra work pricing (that is a part of this agreement) in order for the proposal to be considered. City reserves the right to request materials /equipment receipts with invoices. All labor shall be quoted on a "not to exceed" basis and City will only pay for labor actually incurred. City will pay up to 15% mark -up on parts and materials. G. OUTSIDE OF SCOPE Damage or malfunction to plant material or irrigation system equipment (from valve to water meter), with the exception of irrigation heads and lateral lines, by any of the following may be considered outside the scope of this Agreement: (1) Acts of God (2) Civil Disorder (3) Vehicle Collision (excluding Contractor and its employees and subs) (4) Excavation or re- surfacing of the street (5) Power failures (6) Underground wiring damage Contractor will not be considered responsible for replacement. Contractor must prove to the satisfaction of Director that one of the above occurred in order to be excused from performing under the Agreement. 1. Scheduling of Work — Routine Maintenance a) The Contractor shall provide park janitorial maintenance between in the evening hours and be responsible for locking up the restrooms at the designated park closing time Monday through Sunday. The schedule may be modified at the City Representative's request. b) The Contractor shall establish schedules of "routine work" to be followed in the performance of this contract. Schedules listing the name and size of specific crews performing daily, weekly, monthly, annual and periodic maintenance shall be submitted to the City's Representative each month. A copy of these schedules shall be provided to the City's Representative prior the performance, and any changes in scheduling shall be reported in writing. The schedule shall include days of the week and what person /crew will be performing specific work in accordance with the specification. Each person /crew will be identified and list the number of employees by job classification. Once the initial schedule of "routine work" is completed the Contractor shall notify the City's Representative in writing before any changes are made. 2. Work Force a) Contractor's supervisory personnel (Supervisors) shall have a combination of five years' experience or education in Building Engineering /Maintenance Services, Mechanical Engineering, or related science. Supervisors shall also possess janitorial management skills required to implement modern methods and newly developed janitorial maintenance procedures and /or practices. Supervisors shall accompany the City's Representative on weekly inspection tours of the contract sites. During the tour the Supervisor shall indicate the work completed the previous week, any changes that were made or are being contemplated and the work scheduled for the upcoming week and month. b) The City's Representative may evaluate each of the Contractor's staff and if he /she finds that a Contract employee is not performing to the satisfaction of the Director, the Director shall require the Contractor to remove any employee from work sites at his or her discretion. Materials a) The Contractor shall submit to the Director a list of all materials and /or chemicals that may be used pursuant to the terms of this Agreement. The list shall include Material Safety Data Sheets and chemical analysis where applicable, recommended usage and any other manufacturers data that may be pertinent. The list must be submitted before any materials /chemicals are used pursuant to this Agreement. 4. Trash Disposal and Recycling All waste shall be removed from the park site /facilities daily and disposed of in the Contractor's waste receptacles As an alternative, the City may allow Contractor to dispose of waste and trash in bins provided by the City. The City will determine the amount of waste and trash allowed to be dumped in these bins based on historical amounts. Any additional disposal fees must be paid by Contractor. At no time will the contractor be allowed to dispose of trash or waste that was not collected as part of this contract. If the City finds that the contractor is disposing of trash from other contracts, the City will discontinue this service for the contractor and the contractor will be required to pay for their own trash service. H. ROUTINE MAINTENANCE Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed in Exhibit C. Daily Cleaning Schedule — Restrooms, Showers and Locker Rooms. a) Restock all supplies daily so dispensers are completely full. Replace vandalized dispensers with approved manufacturer and model dispensers to Park Maintenance specifications upon discovery. Dispensers will be provided by the City. b) Flush toilets and urinals prior to finishing and add approved products. c) Check toilets and urinals for stoppages and use plunger and /or hand auger to unplug. Note that the should the Contractor be unsuccessful in unplugging the toilet or urinal causing the City to unclog the unit, and the clog is unplugged by plunger and /or hand auger, the cost for this service will be deducted from the Contractor's next monthly invoice. d) If stoppages cannot be unplugged or if other plumbing problems are noticeable, notify the City's Representative immediately. 2 F.Xti I BJI { W e) Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces including doors, sills, partitions, floors, walls, ceilings, etc. This includes, but not limited to, wads of paper stuck on ceilings, tape, etc. f) Empty, clean and sanitize receptacles inside and out. g) Sweep and mop entire floor with approved germicidal cleanser /solution. Hosing out restrooms is not an acceptable practice. h) Clean and sanitize all surfaces, including walls, doors, partitions, door /window jambs, vents, light fixtures, ceilings, etc. Tile floors and walls shall be cleaned and polished. i) Clean, sanitize interior and exterior of washbasins and around all fixtures to remove mineral deposits, water spots, dirt, grim, and any other unclean condition. Polish all metal fixtures surfaces, inside and out, including but not limited to toilets, urinals, plumbing, sinks, flush valves, mounting plates, dispensers, nuts, screws, traps, hose bibs, water connections, handrails, mirrors, etc. using approved products. j) Clean and disinfect benches using approved germicidal cleanser. m) Inspect and replace burned out lights at the Contractor's expense inside and outside the building using approved products. k) Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser. Throw away any trash found in unlocked lockers or on top of lockers. 1) Clean and sanitize shower walls, fixtures and curtains using approved germicidal cleanser. m) Pick -up, clean, sanitizes and removes trash and debris, including but not limited to feces, urine, paper, within 10' feet of the building in each direction. n) Clean exterior of the building free of all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. o) Turn off lights once work is completed. 2. Weekly Cleaning Schedule — Restrooms, Showers and Locker Rooms a) Polish all tiles surfaces using approved product to achieve a high quality appearance. b) Inspect shower curtains. If curtains are worn, the Contractor shall replace them at his own expense with a shower curtain product acceptable to the City's Representative. t �Xti I B1T c) Clean light fixtures and protective coverings inside and out using approved germicidal cleanser. 3. Monthly Cleaning Schedule — Restrooms, Showers and Locker Rooms a) Clean and resurface floor surfaces using approved products per the manufacturer's specifications. b) Use pumice stone or other product/tool to remove mineral buildup from around fixtures in the restroom. c) Pressure wash all exterior wall and pavement surfaces to remove dirt, dust, debris, stains, etc. to within 10' of the building. 4. Bi- Annual Cleaning Schedule a) Pressure wash roofs to remove dirt, dust, debris, stains, etc. 5. Approved Park Restroom Supplies a) Toilet Tissue - Acclaim White Singlefold Interfolded Bath Tissue item # 10101 —00 b) Scott Bathroom Roll Tissue, item # 05102 20, 4.4 x4.5 inches. 6. Approved Cleaning Supplies a) For cleaning urinals and commodes Colossus #1605 b) For cleaning polished and brushed chrome Sheila Shine C) Metal /Chrome polish Sheila Shine d) Disinfectant Versatile #180 ADDENDUM NO. 1 REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2 -3 -4 -A RFP REFERENCE NO: 14 -002 ** *REVISED DATE DUE: MARCH 24, 2014- 5:00pm * ** Notice is hereby given that the City of Santa Ana, Parks, Recreation and Community Services Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP NO: 14 -002 FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2- 3 -4 -A. This addendum shall become a part of the original Request for Proposal due by the REVISED due date of March 24, 2014 at 5:00 p.m. This addendum is provided in response to questions asked at the pre - proposal conference conducted on February 27, 2014. 1. Request For Proposal, Item X. License Requirements has been revised as follows: a. Add City Business License and Federal Tax Identification Number. b. Delete California C27 Contractor's license 2. Request For Proposal, Item XIX. Contractor Selection — Proposal and Evaluation has been revised as follows: a. Add 1. Ability of contractor and his /her "pressure washing sub - contractor" to... b. Delete ball diamond infield sub - contractor. 3. Request For Proposal, Table of Contents has been revised as follows: a. Add Attachment 1, Sub - Contractor Pressure Wash Maintenance b. Add Attachment 2, City of Santa Ana Park Services Janitorial Maintenance Standards (Attachment 2, has been provided in an electronic format to the Company) 4. Exhibit A Description and Scope of Work, H. Routine Maintenance has been revised as follows: a. Add r. Daily Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms b. Add 2. Weekly Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms t A IB�T c. Add 3. Monthly Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms d. Add 4. Bi- Annual Cleaning Services — "Offices, Stadium Press Box, Closets, Storage Rooms," Restrooms, Showers and Locker Rooms Exhibit A Description and Scope of Work, H. Routine Maintenance, 1. Daily Cleaning Services — Restrooms, Locker Rooms and Showers has been revised as follows: a. Add p) Clean and polish exterior of the building amenities (attached) including but not limited to drinking fountains, lights, IZnox boxes, plaques, windows (except Stadium Press Box), etc. of dirt, grime, all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. b. Add q) Clean interior windows free of dirt, grime, tape, smudges, streaks, etc. to achieve a clear glass condition. This includes Stadium Press Box. Exhibit A Description and Scope of Work, H. Routine Maintenance, 3. Monthly Cleaning Schedule — Restrooms, Showers and Locker Rooms has been revised as follows: a. Add d) Scrub floors and base boards completely clean of dirt, grim, stains, etc. using a power walk- behind floor scrubber and hand held power scrubber being careful not to damage flooring. 7. Exhibit A Description and Scope of Work, H. Routine Maintenance, 4. Bi- Annual Cleaning Schedule — Restrooms, Showers and Locker Rooms has been revised as follows: a. Add d) Clean exterior of Stadium Press Box windows free of dirt, grime, tape, smudges, streaks, etc. to achieve a clear glass condition. Should you have any question, or require additional information, please contact Frank Hernandez, (714) 571 -4218, themandezgsanta- ana.ora. 2 2 9X1-11 93 ATTACHMENT NO. 1 SUB - CONTRACTOR PRESSURE WASH MAINTENANCE DISTRICTS 1- 2 -3 -4 -A 1.0 Scope of Work 1.1 City Business License and Federal Tax Identification Number are required for pressure washing contractors specializing in pavement and surface high - pressure and high -heat cleaning services. 1.2 REQUIRED SUB - CONTRACTORS Contractor shall enter into separate agreements with one of the contractors listed below. These sub - contractors shall perform all pressure washing - cleaning specialized maintenance in accordance with this specification. • BCGR LLC Mark Wetherall 9 Calvados Newport Beach, CA 92657 949.292.7693 • Hydroblast Steve Amman 726 W. Angue Ave, Unit G Orange, CA 92868 714.639.8518 Other companies interested in becoming a subcontractor may do so by demonstrating to the City equal or better equipment, staff and can demonstrate a history of providing equal high - quality pressure- washing - cleaning services in other cities may be considered. 1.3 EQUIPMENT Contractor shall use a Landa Pressure Washer with the following specifications or greater: • ECOS filtered reclaim water vacuum system • PDHW diesel hot water pressure washer • Delivers 3,500 psi with a 4.7 GPM flow rate • Heater that will deliver over 180 degree water and steam • Kubota electric start engine with tri- plunger belt drive Landa LT pump warrantied for 7 years • 400 gallon water storage tank 1.4 Operators shall have a minimum of 3 years of experience performing quality pressure washing - cleaning services. 2��B'Te4 ADDENDUM NO.2 REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2 -3 -4 -A RFP REFERENCE NO: 14 -002 * **REVISED DATE DUE: MARCH 26, 2014- 5:00pm * ** This addendum is provided in response to questions received. 1. On page 11 it says the Contractor shall maintain a physical office within the 714 area code. Can it also be 949? The physical office does not need to be within the 714 area code, but the selected contractor does need to be able to respond to issues within a reasonable time period. 2. Page 17: Trash Disposal and Recycling. Can you explain more about the waste? Do we have a location where the trash can be dumped at City facilities? Currently the City does not have a location to dump both trash and recycled waste. The contractors are therefore required to haul trash away and dispose waste offsite. 3. Is there a storage area for all of the paper supplies at each location? Yes 4. Page 18: Section m: Are we required to purchase the light bulbs at all locations or it is at our expense to just insert the lights? Contractors are required to purchase and replace burned out lights at their own expense. This negates any loss of time from the City providing the lights to the contractor. Furthermore, the City will approve any energy conserving light that illuminates a "white" light. 5. Who is going to provide all the consumable supplies? Example: Paper towels, toilet paper, soap, seat covers and trash can liners? These items are to be provided by contractors 6. Are we only required to clean the two restrooms at each park? What about the other buildings at some of the parks? Just the restrooms, with exception to the Dan Young Soccer Complex which has shower /locker rooms, the Stadium which has team shower/locker rooms /official locker room /press box and the buildings /gyms identified in this addendum. This addendum adds Exhibit A -1 Park Building Maintenance Services and Exhibit A -2 Gymnasium Maintenance Services scope of work. The specifications to maintain these newly added buildings are a part of this addendum. Additionally, Exhibits C -1 and D -I are added to this addendum and are required to be submitted along with Exhibit C and D. (Exhibits C -1 and D -1 have beend removed and replaced by Proposal completed set) 20A -100 EXHIBIT A -1 CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK BUILDING MAINTENANCE SERVICES SCOPE OF SERVICES DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is issuing this Request for Proposals (RFP) for providing park janitorial maintenance services. I. GENERAL CONDITIONS A. FUNCTIONS AND RESPONSIBILITIES City Representative's Authority The City's Representative is the only person authorized to direct changes in any of the requirements under the Agreement and, not withstanding any provisions contained elsewhere in the Agreement, and said authority remains solely in the City's Representative. In the event that the Contractor effects any such changes at the direction of any person other than the City's Representative, the changes will be considered to have been made without authority and solely at the risk of the Contractor. In addition, the City's Representative shall have the authority to accept/reject materials, workmanship and to make changes in work or schedule, when the City determines that no extra costs are involved. The City's Representative shall also have the authority to suspend portions of the specifications and withhold the cost of the suspended portion of the agreement at his /her discretion. The intent of these specifications is known by the City of Santa Ana. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work. When the performance of the work or completion per schedule is determined to be sub - standard, the City's Representative may recommend that all or a portion of payment be withheld. Payment to be withheld shall be deducted from the next monthly payment due, or if the amount is insufficient to cover payment, the Contractor shall be liable for said deficiency and will be billed accordingly. The City's Representative, or his authorized representative shall decide all questions, which may arise as to the manner of performance and completion per schedule, acceptable fulfillment of the Agreement by the Contractor, interpretation of the specifications, and compensation, including completion of work by alternate sources. 2. Contractor a) Local Office The Contractor shall maintain a physical office within the 714 area code (local office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00 Park Janitorial Maintenance Services RFP 14 -002 1. p.m. with a company representative present at all times. Answering services or mobile telephones will not be considered a local office. b) Submittals Prior to contract commencement, and by the first of every month thereafter, Contractor shall submit to the City's Representative: 1) a detailed annual, monthly and weekly work schedule consistent with task frequencies in Exhibit A -1; 2) time sheets of employees assigned to the contract areas; 3) names and titles of all persons working on the project and their qualifications; and 4) type and quantities of equipment, materials and /or chemicals to be used on the project. The information contained in the above referenced documents shall be updated with any new information as changes occur. The City's Representative shall be immediately notified of any changes to the above information. c) Uniforms and Vehicle Identification The Contractor shall provide to all field personnel a standard uniform including but not limited to uniform company hats, collared work shirts, pants, jackets, vests and ANSI approved safety shoes. All uniforms will be marked with some form of company logo or other form of identification. All vehicles and equipment on the project site shall be in operable and working condition, clean appearance without visible damage, dirt graffiti etc. In addition, all vehicles shall have the company's name, contractor's license number and contact information clearly identified on the right and left side doors. B. SAFETY REQUIREMENTS All work performed under this contract shall be completed with maximum safety as the priority above all other requirements. In the event unsafe work is observed by City staff or otherwise reported, the City Representative may at his discretion order Contractor to stop performing and pay all costs and or damages resulting from the delay. All work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, excavation /trenching /shoring, confined space and hazardous waste identification and transport. C. SAFETY NOTIFICATION If Contractor identifies a potential safety issue, Contractor shall: 1. Notify the public that potentially unsafe conditions exist by installing yellow "Caution Tape' and "A" frame barricades or equal substitute around the condition. 2. Notify the City Representative of the condition first by phone and then in writing (e -mail is acceptable) including digital photographs of the potential safety concern. Once the Park Janitorial Maintenance Services RFP 14 -002 26XL1T6'7 Contractor has notified the City and the public of the condition, as specified above, Contractor shall have no further responsibility regarding the condition. D. UNDERGROUND ALERT SYSTEMS Underground Alert Systems (telephone number 1- 800 - 422 -4133) must be notified 48- hours in advance prior to any excavation work. E. PROPERTY DAMAGE Any damage to private property caused by Contractor shall be immediately reported to the property owner. Contractors shall pay for any damage caused to private property in performing this agreement. F. ACCESS TO PRIVATE PROPERTY Prior to any work involving private property, the Contractor shall notify the City of the proposed work and obtain all necessary permits and /or consent required from City and /or property owner. G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS The Contractor shall protect City and /or private property adjacent to work areas including sprinkler systems, drain pipes, lawns, brick work, plantings, masonry work, fences, walls, sidewalks, street paving, etc., located on either public or private property. Contractor shall, at its expense, replace any property that is removed or damaged, other than property pre - approved for removal. H. TRAFFIC CONTROL The Contractor will not interrupt traffic flow on City streets without obtaining a permit. In situations where it is necessary to restrict traffic flow, the Contractor will contact the appropriate City department and obtain all necessary permits and /or consent from the responsible public agency. All traffic control work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers in the general public, including but not limited to, OSHA safety mandates on traffic closure, I. MONTHLY REPORTS Prior to the first day of each month the Contractor shall submit the following reports: 1) number of employees, employees daily work schedule by location and crew /task(s);2) recycled waste report; and, 3) material use report. J. WATER COST Park Janitorial Maintenance Services RFP 14 -002 City will pay for water used by Contractor pursuant to this agreement. Should the amount of water applied be considered excessive and the City Representative can quantify what is considered normal water use from excessive then the Contractor shall pay the cost of the excess water. Il. JANITORIAL MAINTENANCE SPECIFICATIONS A. DEFINITIONS "City's Representative" shall mean the Executive Director of Parks, Recreation and Community Services designated representative. 2. "Cleaning" shall mean the practice of thoroughly removing all stains, foreign materials, gum, mineral deposits, etc. to achieve a high quality "like new" appearance. 3. "Sanitizing" shall mean to disinfect (eradicate disease causing agents) by use of germicidal or other approved disinfecting products. 4. "Polishing" shall mean, following cleaning, using products to enhance the "shine" of the surface being polished. B. SCOPE OF WORK It is the intent of this agreement to continually improve the quality of the facilities. The Contractor shall provide all labor, training, materials, tools, equipment, transportation, hauling, dumping, chemicals and other items needed to perform high quality park janitorial maintenance pursuant to the terms defined herein. The Contractor shall provide all park building janitorial maintenance at work sites listed herein, including, but not limited to cleaning, scrubbing, polishing of windows, desks, cabinets, computers, phones, kitchen appliances, hanging amenities (clocks, pictures, Knox boxes, etc.),toilets, urinals, doors, walls, floors, ceilings, windows, partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights, lens covers, removing foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the exterior of the building surfaces including the walls, roof, windows, etc. and, other services required to maintain the work sites in a safe, attractive and useable condition. Contractor understands that it is assuming maintenance responsibility of the parks /locations "as is" and is responsible for improving all aspects of the parks facilities to the quality described in these specifications and interpreted by the City's Representative. C. AGREEMENT START -UP Beginning from the start date of the agreement the Contractor shall have one month to visit each building and park restroom to provide a one -time start -up service. The Contractor shall provide extra labor, equipment, materials, at no additional cost to the City, to raise the quality of janitorial maintenance to the level specified in the agreement /specifications. Following the Contractor's start -up at each building /park restroom, the City Representative will meet with the Contractor to inspect the facility and either approve or cite the areas within the specifications where the Contractor shall provide further quality janitorial maintenance. If at the end of the one month start -up period the Contractor has not completed the start-up service to the satisfaction of the City's Representative, the City shall Park Janitorial Maintenance Services RFP 14 -002 2 WW I 1 0.7 withhold the City's estimated cost of performing this service from the Contractor's upcoming monthly invoice. The City will hire another Contractor to complete the start -up to the satisfaction of the City's Representative. D. BUILDING SECURITY The Contractor's shall provide the City at the beginning of the agreement a matrix listing the name of his /her custodians, what buildings they will service, what time the buildings will be serviced, what vehicles they drive (make, model and license number). This information will be copied to the Santa Ana Park Rangers and the Santa Ana Police Department for security purposes. The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall have them activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re- keying of whole facility). This cost shall be withheld from contractor's payment(s). The decision to re -key the whole facility is solely that of the City's Representative. E. EQUIPMENT USAGE There shall be no usage of City equipment, telephones, or facilities by the contractor's staff. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City at existing power outlets for the contractor's use to operate such equipment as is necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by the improper disconnection of equipment. Cold water will also be made available as necessary for cleaning. F. EXTRA WORK It is the City's intent to keep parks and other public recreational sites in a beautiful and exceptionally well maintained condition. This specification is designed to continuously improve parks and public recreational sites. It is with this intent in mind that the City's Representative may consider authorizing extra work. Extra work will not be initiated without written authorization. In emergency situations, a not to exceed price may be submitted by contractor via e-mail for review /approval by City. The City's Representative may request that the Contractor submit proposals for extra work in order to improve the grounds - landscape in the contract sites. The Contractor shall submit proposals using the City's Proposal for Extra Work Spreadsheet. The Contractor shall complete the spreadsheet in its entirety using his /her proposed extra work pricing (that is a part of this agreement) in order for the proposal to be considered. City reserves the right to request materials /equipment receipts with invoices. All labor shall be quoted on a "not to exceed" basis and City will only pay for labor actually incurred. City will pay up to 15% mark -up on parts and materials. Park Janitorial Maintenance Services RFP 14 -002 2 AN60 G. OUTSIDE OF SCOPE Damage or malfunction to plant material or irrigation system equipment (from valve to water meter), with the exception of irrigation heads and lateral lines, by any of the following may be considered outside the scope of this Agreement: (1) Acts of God (2) Civil Disorder (3) Vehicle Collision (excluding Contractor and its employees and subs) (4) Excavation or re- surfacing of the street (5) Power failures (6) Underground wiring damage Contractor will not be considered responsible for replacement. Contractor must prove to the satisfaction of the City Representative that one of the above occurred in order to be excused from performing under the Agreement. Scheduling of Work — Routine Maintenance a) The Contractor shall provide park janitorial maintenance in the evening hours and be responsible for locking up the buildings at the designated park closing time Monday through Sunday. The schedule may be modified at the City Representative's request. b) The Contractor shall establish schedules of "routine work" to be followed in the performance of this contract. Schedules listing the name and size of specific crews performing daily, weekly, monthly, annual and periodic maintenance shall be submitted to the City's Representative each month. A copy of these schedules shall be provided to the City's Representative prior the performance, and any changes in scheduling shall be reported in writing. The schedule shall include days of the week and what person /crew will be performing specific work in accordance with the specification. Each person /crew will be identified and list the number of employees by job classification. Once the initial schedule of "routine work" is completed the Contractor shall notify the City's Representative in writing before any changes are made. 2. Work Force a) Contractor's supervisory personnel (Supervisors) shall have a combination of five years' experience or education in Building Engineering /Maintenance Services, Mechanical Engineering, or related science. Supervisors shall also possess janitorial management skills required to implement modern methods and newly developed janitorial maintenance procedures and /or practices. Supervisors shall accompany the City's Representative on weekly inspection tours of the contract sites. During the tour the Supervisor shall indicate the work completed the previous week, any changes that were made or are being contemplated and the work scheduled for the upcoming week and month. b) The City's Representative may evaluate each of the Contractor's staff and if he /she finds that a Contract employee is not performing to the satisfaction of Park Janitorial Maintenance Services RFP 14 -002 26X4691 the City Representative, the City Representative shall require the Contractor to remove any employee from work sites at his or her discretion. 3. Materials a) The Contractor shall submit to the City Representative a list of all materials and /or chemicals that may be used pursuant to the terms of this Agreement. The list shall include Material Safety Data Sheets and chemical analysis where applicable, recommended usage and any other manufacturers data that may be pertinent. The list must be submitted before any materials /chemicals are used pursuant to this Agreement. 4. Trash Disposal and Recycling All waste shall be removed from the park site /facilities daily and disposed of in the Contractor's waste receptacles As an alternative, the City may allow Contractor to dispose of waste and trash in bins provided by the City. The City will determine the amount of waste and trash allowed to be dumped in these bins based on historical amounts. Any additional disposal fees must be paid by Contractor. At no time will the contractor be allowed to dispose of trash or waste that was not collected as part of this contract. If the City finds that the contractor is disposing of trash from other contracts, the City will discontinue this service for the contractor and the contractor will be required to pay for their own trash service. H. ROUTINE MAINTENANCE Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed in Exhibit C -1. SPECIAL NOTICES-All furniture moved by the Contractor's employees during the performance of any services shall be returned to its appropriate location. All items such as trash receptacles or desk chairs that are moved to enable cleaning underneath or around them shall be returned to their appropriate location. Work areas shall be secured and equipment placed to prevent passage by the general public and City staff. All such work areas shall be denoted as such. Work areas and equipment shall remain under this state /condition until all work is complete, equipment is vacated and passage is safe for all. The proper quantity and type of safety warning signs, such as "Caution — Wet Floor" shall be placed by the Contractor's employees each time such conditions exist that would warrant placement of such signs. Signs are to be picked up and stored in the appropriate janitor room once the condition no longer exists to warrant such signs. Daily Cleaning Schedule a) Restock all supplies daily so dispensers are completely full. Replace vandalized dispensers with approved manufacturer and model dispensers to Park Janitorial Maintenance Services RFP 14 -002 I t �Xti 1 U Park Maintenance specifications upon discovery. Dispensers will be provided by the City. b) Flush toilets and urinals prior to finishing and add approved products. Replace waterless urinal filters with approved urinal manufacturer's cartridges as often as necessary to prevent foul odors and urine back -up. c) Check toilets and urinals for stoppages and use plunger and /or hand auger to unplug. Note that the should the Contractor be unsuccessful in unplugging the toilet or urinal causing the City to unclog the unit, and the clog is unplugged by plunger and /or hand auger, the cost for this service will be deducted from the Contractor's next monthly invoice. d) If stoppages cannot be unplugged or if other plumbing problems are noticeable, notify the City's Representative immediately. e) Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces including doors, sills, partitions, floors, walls, ceilings, windows, etc. This includes, but not limited to, wads of paper stuck on ceilings, tape, etc. f) Empty, clean and sanitize receptacles inside and out. Replace plastic waste receptacles liners so they are neat in appearance. g) Carpeting & Rugs- Vacuum all carpeted -rug areas wall -to -wall including areas immediately adjacent walls and other obstacles. Contractor may elect to sweep these areas out by hand first before vacuuming. h) Tile and other resilient floors and walls shall be swept, mopped using approved germicidal cleansers, and buffed /polished to a non - streaked consistent in appearance luster. i) Clean, dust and sanitize all surfaces inside and out, including walls, blinds, drapes, book cases, books, doors, partitions, door /window jambs, vents, light fixtures, ceilings, windows, window sills, mirrors, computers, telephones, speakers, wall boards, pictures, etc. j) Clean, sanitize interior and exterior of kitchen appliances, cabinets, washbasins, floor drains, and around all fixtures to remove mineral deposits, water spots, dirt, grim, and any other unclean condition. Polish all metal fixtures surfaces, inside and out, including but not limited to toilets, drinking fountains, urinals, plumbing, sinks, flush valves, kitchen vent hoods, mounting plates, dispensers, nuts, screws, traps, hose bibs, water connections, handrails, mirrors, etc. using approved products. k) Kitchens & break rooms -Wash and dry dishes and put away. Clean and sanitize counter tops, tables (surface and hardware, legs, etc.), vending machines, display cases, etc. Park Janitorial Maintenance Services RFP 14 -002 2 9xFi W3 Furniture - Clean, dust, vacuum, disinfect and polish furniture including but not limited to chairs, tables, cabinets, computers, televisions, exterior of potted plant pots, etc. using approved germicidal cleanser. m) Lamps (lighting replacement)- Inspect and replace burned out interior and exterior lights at the Contractor's expense using approved products. n) Locker Room -Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser. Throw away any trash found in unlocked lockers or on top of lockers. Clean, sanitize and polish wood benches and metal hardware. o) Showers -Clean and sanitize shower walls, fixtures and curtains using approved germicidal cleanser. p) Exterior of Building- Pick -up, clean, sanitizes and removes trash and debris, including but not limited to feces, urine, paper, within 10' feet of the building in each direction. q) Exterior Building Service -Clean exterior of the building free of all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. r) Outside Patios, Balconies and Building Entryways- Remove cobwebs from overhead surfaces, lights and other amenities affixed to the building entryway areas. This would include cleaning the exterior of glass and metal doors, door thresholds and hardware. Remove any litter, cigarette butts or bird droppings. s) Entrance Glass, Mirrors and Workstation Glass- Thoroughly clean both sides of all surrounding building entry door glass and entry doors for a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove any paper and /or tape. Clean all mirrors in restrooms, locker rooms and fitness center in the same manner as noted above. Spot clean workstation and /or partition glass daily as needed. t) Entrance Mats - Remove moisture, wet or dry soil, and any debris from carpeted, rubber and /or other material mats. Ensure mats are properly positioned on the floor. u) Stain Removal on Carpet, Upholstery, Partition Panels and Walls -Clean and /or remove all stains as quickly as they are discovered so as not to allow them to set into the fabric. If the stain is a coffee spill, use a contractor - supplied product similar to Interface Coffee Breaker and follow the manufacturer's recommended procedures. Do not blot or attempt to extract. Simply spray the affected area(s). v) Remove slap tags, graffiti and any other materials used to deface the building and it amenities. w) Turn off lights once work is completed. Park Janitorial Maintenance Services RFP 14 -002 2� 16'T6P4 2. Weekly Cleaning Schedule a) Spray and Buffing of Hard Floors -Clean and restore a uniform glass and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. All chairs, trash receptacles, etc., shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform coating of floor finish. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc. b) Dusting of Ceiling, Atrium Ledges, Lunchroom Drywall Ledges and HVAC Wall Vents -Clean all HAVAC vents and area immediately surround them. Dust all atrium ledges at the glass /wood railing areas and at the atrium stairs. Dust lunchroom drywall edges. Care shall be taken not to spread dust into the air. c) High Dusting- Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above 11 feet from the floor surface. This would include lights, grills, light fixtures, pipes, sprinkler systems, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air. d) Inspect shower curtains. If curtains are worn, the Contractor shall replace them at his own expense with a shower curtain product acceptable to the City's Representative. e) Clean light fixtures and protective coverings inside and out using approved germicidal cleanser. 3. Monthly Cleaning Schedule a) Carpeted Floors -Pile lift carpet floors in all areas. b) Carpeted Floors — Bi- Monthly* - Spin bonnet all carpeted floors every two (2) months. *(calculate to monthly cost for bidding purposes). January; March; May; July; September and November. c) Tile Floors -Spray buff all tile floors. Clean and resurface floor surfaces using approved products per the manufacturer's specifications. d) Use pumice stone or other product /tool to remove mineral buildup from around fixtures in the restroom. e) Pressure -wash all exterior wall and pavement surfaces to remove dirt, gum, dust, debris, stains, etc. to within 50' of the building. Quarterly Cleaning Schedule Park Janitorial Maintenance Services RFP 14 -002 2M65 a) Tile Floors — Strip and wax all tile floors quarterly. *(calculate to monthly cost for bidding purposes) 5. Bi- Annual Cleaning Schedule a) Clean roofs free of leaves and all other debris. b) Pressure wash metal roofs to remove dirt, dust, debris, stains, etc. c) Carpeted Floors — Semi - Annually* - Extract clean carpeted floors two (2) times per year. *(calculate to monthly cost for bidding purposes) April and October 6. Approved Supplies a) Toilet Tissue - Acclaim White Singlefold Interfolded Bath Tissue item # 10101 —00 b) Scott Bathroom Roll Tissue, item # 05102 20, 4.4 x4.5 inches. 7. Approved Cleaning Supplies a) For cleaning urinals and commodes Colossus #1605 b) For cleaning polished and brushed chrome Sheila Shine C) Metal /Chrome polish Sheila Shine d) Disinfectant Versatile #180 Park Janitorial Maintenance Services RFP 14 -002 t X-'01 T� Exhibit A -2 Gymnasium Maintenance Services Gvmnasium Floor Maintenance - Dail A high level appearance and a safe surface underfoot requires scheduled, daily preventive maintenance. Matting Contractor shall provide and replace as often as necessary U.S. Matt & Rubber Corporation entrance guard mats (or approved equal) at each outside and inside entry door directly leading into the gymnasium. The mats will be sized to cover the entire width of all doors in order to protect the gymnasium floor from dirt, moisture and other materials harmful to the gymnasium floor. Dust Mopping An essential element of preventive maintenance of wood sports flooring is daily dust mopping. The contractor shall use Algoma Mop Manufacturers "Mariner" mops (or approved equal) that has been treated with Hillyard Super Hil- Tone @, Hil- Mist ®, or Hil- Treat ®, to remove dirt and grit that acts like sandpaper underfoot in wearing away the gloss and protective coating on the flooring. The contractor shall clean the entire gymnasium wood floor surface daily. The contractor shall treat the dust mops by following the label directions. Never treat a dust mop and immediately use it. The contractor shall always brush out or vacuum the dust mops after each daily use, retreat the mop, and hang overnight for the next day's use. Spot Mopping and Damp Mopping The contractor shall also provide daily preventive maintenance of gymnasium wood sports flooring by removing spills and soil that daily dust mopping does not remove. It is important to remove spills as soon as possible to prevent slips and falls. For removal of blood, fecal matter, urine, and other potentially infectious materials as outlined in OSHA Regulation 29 CFR 1910.1030, the contractor shall use the Hillyard Bodily Fluid Disposal Kit (Item No. HIL0018204) Tools Required • "Wet Floor" signs • Mop bucket with wringer • Clean rayon mop with handle • Autoscrubber • Hillyard Super Shine -All® Procedures Park Janitorial Maintenance Services RFP 14 -002 29X -1 b7 • Set out "Wet Floor" signs. • Mix Super Shine -All at 2 oz. per gallon of water in a mop bucket, or 1 oz. per gallon in an autoscrubber. • For spills, soak mop in the solution, wring out, and mop the floor area while absorbing the spill. Re -soak the mop in the cleaning solution, wring out, and mop the area a second time. • When damp mopping the entire floor, change the cleaning solution when it becomes cloudy with dirt. NOTE: Do not mop heavy amounts of cleaning solution onto the floor. • If autoscrubbing, use a new white pad. • Allow the floor to dry thoroughly before removing "Wet Floor" signs. Spot Removal • Remove heel marks, gum, stains, etc. daily being careful to not damage the floor. Areas affected by removal of marks, gum, stains, etc, shall be refinished following Hillyard's refinishing specifications. Gymnasium Floor Maintenance — Bi- Weekly • Mop the entire gym floor once every two weeks using a ratio of 1 gallon warm water to 1 cup white vinegar to 1 cup of rubbing alcohol. Change water frequently to avoid mopping with dirty water, thereby, spreading dirt and grime around the gym floor. Gymnasium Maintenance Daily Maintenance 1. Clean walls and doors free of smudges, ball marks, and any other marks. 2. Clean any fixtures and /or appurtenances by wiping them free of marks, dust or any other unclean material. 3. Clean bleachers of trash, spills, stains, dust, dirt etc. Wipe down bleachers handrails. 4. Clean, sanitize and polish all steel surfaces including but not limited to metal hardware, door handles /plates, etc. 5. Clean all interior and exterior door glass. 6. Polish all panic bars and kick rails. Weekly Maintenance 1. Clean up and organize storage areas. 2. Dust off vents and other appurtenances up to 12' high. 3. Clean and disinfect wall coverings dust, marks, etc, up to 12' high 4. Clean up and organize the storage area. Park Janitorial Maintenance Services RFP 14 -002 I► • 5. Dust off vents and other appurtenance above 12' high. 6. Wipe down baseboards free of dust, marks, etc. 8. Clean walls above 12' high. Yearly Maintenance 1. Dust off and clean hanging ducts, score boards, etc. Park Janitorial Maintenance Services RFP 14 -002 OF IM �: ADDENDUM NO. 3 REQUEST FOR PROPOSAL FOR PROVIDING PARK JANITORIAL MAINTENANCE SERVICES FOR DISTRICT 1- 2 -3 -4 -A RFP REFERENCE NO: 14 -002 This addendum is provided in response to questions received Questions Received in Black Answers in Red Stadium Are we cleaning the seating area inside the stadium. If so that's at least three days Yes, seats, concrete, seating hardware, etc. If I'm not mistaken the entrance is to the restrooms, concession stands etc.. are asphalt. Yes, these areas are asphalt so BCGR or Hydroblast will be careful. These areas accumulate dirt, grime, stains, bird droppings. Therefore the need to clean them as well. The only concrete, other than the seating inside the stadium, is the stairs up to the press box. There are areas around the main concession stand, inside the east and west concession stands, and the entrances to the east and west side restrooms. Also, we never saw the Gym at the stadium. There is not a gym at the Stadium Are all roofs to be cleaned? .......... flat vs, tile vs. metal etc.. metal roofs only District 1 Compesino Park. Is it just the restroom building? Is the hand ball court included? Just the restroom EI Salvador Park Does this include the following The concession building with concrete bleachers attached, the main community building that incorporate the pool and the double restroom building justnorth of the community building? Just the restroom bldg Riverview Park. Along with the main building (with attached vines), next to the street, is building across (next to the basketball courts) also included? just the restroom bldg. Rosita Park. Is it just the concession /restroom building (next to the baseball fields) or is the community center as well. Or is it the concession and the bleachers? just the restroom bldgfor the ExhibitA bid. The center /gym for Exhibit A-1 & A-2. 2�IVO District 2. Angels Community Park. Just the one building, next to the apartments? Yes Cabrillo Park. Just the main building in front the baseball fields 3rd base? Yes Fisher Park Cabin and restrooms 1.5 hours Yes Logan Park. Just the main building or does it also include the handball courts? ExhibitA -A1 &A2 restrooms /center -no handball courts Portola Park. Just the two buildings? One off Portola Ave, and the one behind the baseball fields. Just the restroom bldg -not the small rec bldg by the basketball courts. District 3 Delhi Park just the restrooms off Holladay St.? Yes Madison Park. just the building between the four square play area and the baseball field? Yes Memorial Park Is it just the restroom buildings (I believe there are 3)? There are multiple buildings around this park, restrooms, storage shed, community building, outdoor theatre. The center area as part of Exhibit Aland Exhibit for the pork restrooms —LL concession stand and band shelter not included. Sandepointe just the two buildings at the intersection of Orion and S. Birch? Yes District 4 Adams Park Should the electrical room be included as well as the restrooms? No just the restrooms Centennial Park At Centennial, just the six restroom /concession buil dings. Which would include the two buildings at the soccerstadium and the building at the large H.S.basketball courts Park restrooms and the restrooms /locker room in the Dan Young Soccer Complex Heritage Park just the building between the parking lot and the baseball fields? Not the shade /gazebo structure? 2MN! 1 Just the restr000ms —not the cell tower /picnic shelter Jerome Park Just the restroom /concession building between the baseball fields and the street? Yes Santa Anita Park Just the front entry area(10ft.) of the building? Or is the gazebo /pool included? Just the restrooms —not the paved area east of the center. Thornton Park Would this include all three building? The main restroom /concession building, the IRWD building and the building to the right of the main building. Just the restroom /concession bldg Windsor Park. Just the main building next to the tot lot? Or would this include the small building and the gazebo. Yes 2MAY2