Agenda packet — Costa Mesa City Council, June 16, 2026 (part 1 of 3)

CITY OF COSTA MESA
REGULAR CITY COUNCIL AND HOUSING AUTHORITY*
Agenda
City Council Chambers
77 Fair Drive
6:00 PMTuesday, June 16, 2026
*Note: All agency memberships are reflected in the title "Council Member" The City Council meetings are presented in a hybrid format, both in-person at City Hall and virtually via Zoom Webinar.

Closed Captioning is available via the Zoom option in English and Spanish.

Los subtítulos están disponibles a través de la opción Zoom en inglés y español.

TRANSLATION SERVICES AVAILABLE / SERVICIOS DE TRADUCCIÓN DISPONIBLE Please contact the City Clerk at (714) 754-5225 to request language interpreting services for City meetings. Notification at least 48 hours prior to the meeting will enable the City to make arrangements.

Favor de comunicarse con la Secretaria Municipal al (714) 754-5225 para solicitar servicios de interpretación de idioma para las juntas de la Ciudad. Se pide notificación por lo mínimo 48 horas de anticipación, esto permite que la Ciudad haga los arreglos necesarios.

Members of the public can view the City Council meetings live on COSTA MESA TV (SPECTRUM CHANNEL 3 AND AT&T U-VERSE CHANNEL 99) or
http://costamesa.granicus.com/player/camera/2?publish_id=10&redirect=true and online at youtube.com/costamesatv.

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Agenda June 16, 2026
Members of the public are welcome to speak during the meeting when the Mayor opens the floor for public comment. There is no need to register in advance or complete a comment card. When it's time to comment, line up at one of the two podiums in the room and wait for your turn. Each speaker will have up to 3 minutes (or as directed) to address the City Council.

All attendees must remain seated while in the chamber until instructed by the Presiding Officer to approach and line up for public comment. To ensure safety and maintain order during the proceedings, standing or congregating in the aisles or foyer is strictly prohibited.

To maintain a respectful and orderly atmosphere during the meeting, attendees shall refrain from using horns or amplified speakers. Signs and props may be brought into the Chamber, provided they do not exceed 11 inches by 18 inches in size and do not hinder the visibility of other attendees. The possession of poles, sticks, or stakes is strictly prohibited.

Further information regarding the City's regulations on addressing the City Council and expected conduct during meetings are available at the following links.

Title 2: Administration
§ 2-61: Conduct while addressing the council.
https://ecode360.com/42609578
Title 2: Administration
§ 2-64: Disorderliness by members of the audience.
https://ecode360.com/42609598
The public may participate via the Zoom option.

Zoom Webinar:

Please click the link below to join the webinar:
https://us06web.zoom.us/j/82988669758?pwd=y1nGBJDuq4D0XSSTXqNWinBdQ8ES8U.1 Or sign into Zoom.com and “Join a Meeting”
Enter Webinar ID: 829 8866 9758/ Password: 474274
• If Zoom is not already installed on your computer, click “Download & Run Zoom” on the launch page and press “Run” when prompted by your browser. If Zoom has previously been installed on your computer, please allow a few moments for the application to launch automatically.
• Select “Join Audio via Computer.”
• The virtual conference room will open. If you receive a message reading, “Please wait for the host to start this meeting,” simply remain in the room until the meeting begins.
• During the Public Comment Period, use the “raise hand” feature located in the participants’ window and wait for city staff to announce your name and unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.

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Participate via telephone:

Call: 1 669 900 6833 Enter Webinar ID: 829 8866 9758/ Password: 474274 During the Public Comment Period, press *9 to "raise your hand" and to be added to the queue to speak and wait for city staff to announce your name/phone number and press *6 to unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.

Note, if you have installed a zoom update, please restart your computer before participating in the meeting.

Additionally, members of the public who wish to make a written comment on a specific agenda item, may submit a written comment via email to the City Clerk at [email protected].

Any written communications, photos, or other materials for copying and distribution to the City Council that are 10 pages or less, can be e-mailed to [email protected], submitted to the City Clerk’s Office on a flash drive, or mailed to the City Clerk’s Office. Note that records submitted by the public will not be redacted in any way and will be posted online as submitted, including any personal contact information. Comments received by 12:00 p.m. on the day of the meeting will be provided to the City Council, made available to the public, and will be part of the meeting record.

All pictures, PowerPoints, and videos submitted for display at a public meeting must be previously reviewed by staff to verify appropriateness for general audiences. No links to YouTube videos or other streaming services will be accepted, a direct video file will need to be emailed to staff prior to each meeting in order to minimize complications and to play the video without delay. The video must be one of the following formats, .mp4, .mov or .wmv. Only one file may be included per speaker for public comments, for both videos and pictures. Please e-mail to the City Clerk at [email protected] NO LATER THAN 12:00 Noon on the date of the meeting. If you do not receive confirmation from the city prior to the meeting, please call the City Clerks office at 714-754-5225.

Items submitted for the overhead screen should be 1 page and provided to the City Clerk no later than 15 minutes prior to the start of the meeting.

Please know that it is important for the City to allow public participation at this meeting. If you are unable to participate in the meeting via the processes set forth above, please contact the City Clerk at (714) 754-5225 or [email protected] and staff will attempt to accommodate you. While the City does not expect there to be any changes to the above process for participating in this meeting, if there is a change, the City will post the information as soon as possible to the City’s website.

Note regarding agenda-related documents provided to a majority of the City Council after distribution of the City Council agenda packet (GC §54957.5): Any related documents provided to a majority of the City Council after distribution of the City Council Agenda Packets will be made available for public inspection. Such documents will be posted on the city’s website and will be available at the City Clerk's office, 77 Fair Drive, Costa Mesa, CA 92626.

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All cell phones and other electronic devices are to be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to conduct a phone conversation.

Free Wi-Fi is available in the Council Chambers during the meetings. The network username available is: CM_Council. The password is: cmcouncil1953.

As a LEED Gold Certified City, Costa Mesa is fully committed to environmental sustainability.

A minimum number of hard copies of the agenda will be available in the Council Chambers.

For your convenience, a binder of the entire agenda packet will be at the table in the foyer of the Council Chambers for viewing. Agendas and reports can be viewed on the City website at https://costamesa.legistar.com/Calendar.aspx. Las agendas y los informes se pueden ver en español en el sitio web de la Ciudad en
https://www.costamesaca.gov/trending/current-agendas/spanish-city-council-agendas.

In compliance with the Americans with Disabilities Act, Assistive Listening headphones are available and can be checked out from the City Clerk. If you need special assistance to participate in this meeting, please contact the City Clerk at (714) 754-5225. Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102.35.104 ADA Title II].

En conformidad con la Ley de Estadounidenses con Discapacidades (ADA), aparatos de asistencia están disponibles y podrán ser prestados notificando a la Secretaria Municipal. Si necesita asistencia especial para participar en esta junta, comuníquese con la oficina de la Secretaria Municipal al (714) 754-5225. Se pide dar notificación a la Ciudad por lo mínimo 48 horas de anticipación para garantizar accesibilidad razonable a la junta. [28 CFR

35.102.35.104 ADA Title II].

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4 REGULAR CITY COUNCIL AND HOUSING
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Agenda June 16, 2026

REGULAR MEETING OF THE CITY COUNCIL AND HOUSING AUTHORITY JUNE 16, 2026 – 6:00 P.M.

JOHN STEPHENS
Mayor

MANUEL CHAVEZ ANDREA MARR Mayor Pro Tem - District 4 Council Member - District 3

ARLIS REYNOLDS LOREN GAMEROS Council Member - District 5 Council Member - District 2

JEFF PETTIS MIKE BULEY Council Member - District 6 Council Member - District 1

KIMBERLY HALL BARLOW CECILIA GALLARDO-DALY City Attorney City Manager

CALL TO ORDER

NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE

MOMENT OF SOLEMN EXPRESSION
[Per Council Policy 000-12, these presentations are made by community volunteers stating their own views. The City Council disclaims any intent to endorse or sponsor the views of any speaker.]

ROLL CALL

CITY ATTORNEY CLOSED SESSION REPORT
PRESENTATIONS:

1. Proclamation: Pride Month

2. Recognition of the Network for Homeless Solutions Team for Housing 500+ Individuals Since 2019
PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Comments on Presentations and Consent Calendar items may also be heard at this time. Comments are limited to 3 minutes, or as otherwise directed.

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Agenda June 16, 2026

COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Each council member is limited to 3 minutes. Additional comments will be heard at the end of the meeting.

1. Council Member Gameros

2. Council Member Marr

3. Council Member Reynolds

4. Council Member Pettis

5. Council Member Buley

6. Mayor Pro Tem Chavez

7. Mayor Stephens
REPORT – CITY MANAGER
REPORT – CITY ATTORNEY

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and will be acted upon in one motion. There will be no separate discussion of these items unless members of the City Council, staff, or the public request specific items to be discussed and/or removed from the Consent Calendar for discussion.

1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL

ORDINANCES AND RESOLUTIONS
26-274
RECOMMENDATION:

City Council and Housing Authority approve the reading by title only and waive further reading of Ordinances and Resolutions.

2. READING FOLDER 26-272
RECOMMENDATION:

City Council receive and file Claims received by the City Clerk and authorize staff to reject any and all Claims: Joseph Babazadeh, Kani Ponder.

3. ADOPTION OF WARRANT RESOLUTION 26-313
RECOMMENDATION:

City Council approve Warrant Resolution No. 2756.

1. Summary Check Registration 5-28-2026Attachments:

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4. MINUTES 26-320
RECOMMENDATION:

City Council approved the minutes of the regular meeting of June 2, 2026.

1. 06-02-2026 Draft MinutesAttachments:

5. ACCEPTANCE OF THE LIONS PARK PROJECTS, CITY PROJECT
NO. 17-03
26-303
RECOMMENDATION:

Staff recommends the City Council:

1. Accept the work as complete, performed by Tovey /Shultz Construction, Inc ., 18261 Collier Avenue, Unit A, Lake Elsinore, CA 92530, for The Lions Park Projects, City Project No. 17-03, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the Labor and Material Bond seven ( 7) months after the filing date and release the Faithful Performance Bond at the conclusion of the one-year warranty period. Retention monies have been released pursuant to Public Contract Code section 7107(c).

1. Final CostsAttachments:

6. FINAL MAP FOR TRACT NO. 19345 LOCATED AT 960 WEST 16TH

STREET, COSTA MESA, CALIFORNIA
26-308
RECOMMENDATION:

Staff recommend the City Council approve the final map for Tract No. 19345, located at 960 West 16th Street, and authorize the signing of the map by the City Engineer and the City Clerk.

1. Tract Map No. 19345

2. Conditions of Approval
Attachments:

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Agenda June 16, 2026

7. AGREEMENT FOR HVAC MAINTENANCE AND REPAIRS WITH
SIEMENS INDUSTRY, INC.
26-312
RECOMMENDATION:

Staff recommends the City Council:

1. Award a Maintenance Services Agreement (MSA) to Siemens Industry, Inc . (Siemens), 6141 Katella Avenue, Cypress, CA 90630, in an amount ranging from $259,817 to $309,441 annually, for a not- to-exceed total of $1,152,678 over the four-year period for Heating, Ventilation, and Air Conditioning (HVAC) maintenance and repair services for City Hall and the Police Department facilities based on pricing from Sourcewell Contract #080824 -SIE.

2. Authorize a ten percent (10%) contingency annually for emergency response, special events, and other unforeseen repair costs.

3. Approve and authorize the City Manager and the City Clerk to execute a Maintenance Services Agreement (MSA) with Siemens Industry, Inc . (Siemens), 6141 Katella Avenue, Cypress, CA 90630 from July 1, 2026, through June 30, 2030, in substantially the final form as approved by the City Attorney.

1. Sourcewell Contract #080824-SIE

2. MSA
Attachments:

AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT

CALENDAR
------------------------------END OF CONSENT CALENDAR------------------------------- PUBLIC HEARINGS:
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.)

1. CONTINUATION REQUEST OF AN APPEAL OF THE PLANNING
COMMISSION’S DECISION TO UPHOLD THE ECONOMIC AND
DEVELOPMENT SERVICES DIRECTOR ’S DECISION TO DENY A

REASONABLE ACCOMMODATION REQUEST TO DEVIATE FROM

CERTAIN REQUIREMENTS OF THE ZONING CODE TO OPERATE A
SOBER LIVING HOME AT 115 EAST WILSON STREET, UNITS A

THROUGH E
26-307
RECOMMENDATION:

Staff recommends the City Council continue the open public hearing to the September 1, 2026, meeting, pursuant to the applicant’s request.

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2. APPEAL AND AWARD A MAINTENANCE SERVICES AGREEMENT

FOR JANITORIAL SERVICES TO CCS FACILITY SERVICES -
ORANGE COUNTY, INC.
26-304
RECOMMENDATION:

Staff recommends the City Council:

1. Deny Executive Facilities Services, Inc. appeal from the Purchasing Officer ’s rejection of the bid protest filed against the proposed award to CCS Facility Services - Orange County, Inc.

2. Award the Maintenance Services Agreement (MSA) to CCS Facility Services - Orange County, Inc ., 3001 Red Hill Avenue, Building #6-220, Costa Mesa, CA 92628, for a period of two ( 2) years with the option for three ( 3) one-year renewal periods for janitorial services for City buildings, parks, and facilities in an annual amount not to exceed $577,973.

3. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs, and approval for Consumer Price Index (CPI) escalation and de-escalation.

4. Authorize the City Manager or designee to execute the agreement and any future amendments to the agreement.

1. Bid Protest from EFS, Inc.

2. City's Letter of Response

3. Appeal of Denial of Bid Protest

4. Appeal Response

5. MSA
Attachments:

OLD BUSINESS: NONE.

NEW BUSINESS:

1. PROPOSED FIRST TIME HOMEBUYER PILOT PROGRAM FUNDED

BY MEASURE Q (RETAIL CANNABIS)
26-295
RECOMMENDATION:

Staff recommends the City Council provide direction on a pilot First-Time Homebuyer (FTHB) Program utilizing the dedicated Measure Q revenue; provide direction on the core elements of the proposed program; and direct staff to return to the Council with an evaluation of the program following completion of the pilot period.

Agenda ReportAttachments:

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Agenda June 16, 2026

2. FAIRVIEW ROAD AND BELFAST AVENUE TRAFFIC SIGNAL
PROJECT, CITY PROJECT NO. 26-03
26-305
RECOMMENDATION:

Staff recommends the City Council:

1. Adopt plans, specifications, and working details for the Fairview Road and Belfast Avenue Traffic Signal Project, City Project No. 26-03, and find the project categorically exempt from California Environmental Quality Act (CEQA).

2. Reject the apparent low bid submitted by Elecnor Belco Electric, Inc ., 14320 Albers Way, Chino, CA 91710 as non-responsive.

3. Award a Public Works Agreement (PWA) for construction to the apparent second lowest bidder, Select Electric Inc ., 1700 E. Via Burton, Anaheim, CA 92806, in the amount of $683,584, and authorize a ten percent (10%) contingency in the amount of $68,359.

4. Authorize the City Manager and the City Clerk to execute the PWA and any future amendments to the agreements within Council authorized limits.

ENVIRONMENTAL DETERMINATION:

The proposed project is exempt from CEQA. The project involves an organizational or administrative activity of government that will not result in direct or indirect physical change in the environment. The proposed project is categorically exempt under section 15301 relating to the operation, repair, maintenance, permitting, and/or minor alteration of existing public facilities.

1. Bid Abstract

2. Public Works Agreement
Attachments:

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Agenda June 16, 2026

3. AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR THE

SENIOR TRANSPORTATION PROGRAM
26-310
RECOMMENDATION:

Staff recommends the City Council:

1. Award a Professional Services Agreement (PSA) for the Senior Transportation Program with Orange County Yellow Management LLC (OCY) (Attachment 1) at 520 West Dyer Road, Santa Ana, California, 92707 with an annual amount not to exceed $200,000, for a period of three years effective July 1, 2026 - June 30, 2029; and

2. Authorize a ten (10%) percent contingency in the amount of $20,000 for unforeseen costs; and

3. Authorize the City Manager to execute the PSA and future amendments for this agreement within City Council authorized limits.

1. PCS-PSA OCY Management

2. STP Surveys

3. 03/12/26 PACS Draft Minutes

4. Senior Transportation Program Scope of Work
Attachments:

4. AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR THE

ARTS AND CULTURE MASTER PLAN UPDATE
26-311
RECOMMENDATION:

Staff Recommends the City Council:

1. Award a Professional Services Agreement (PSA) to Moore, Iacofano, Goltsman, Inc. (MIG) in an amount not to exceed $132,655 to conduct an Arts and Culture Master Plan Update (Attachment 1).

2. Authorize a ten percent (10%) contingency in the amount of $13,265 for unforeseen costs related to the project.

3. Authorize the City Manager and City Clerk to execute the PSA and future amendments to this agreement within Council authorized limits.

1. PSA - Moore, Iacofano, Goltsman (MIG)

2. Scope of Work Arts and Culture Master Plan Update

3. RFP 26-09
Attachments:

ADDITIONAL COUNCIL /BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND

SUGGESTIONS

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Agenda June 16, 2026

ADJOURNMENT

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12 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-274 Meeting Date: 6/16/2026
TITLE:

PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND

RESOLUTIONS
RECOMMENDATION:

City Council and Housing Authority approve the reading by title only and waive further reading of Ordinances and Resolutions.

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13 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-272 Meeting Date: 6/16/2026
TITLE:

READING FOLDER
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:

City Council receive and file Claims received by the City Clerk and authorize staff to reject any and all Claims: Joseph Babazadeh, Kani Ponder.

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14 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-313 Meeting Date: 6/16/2026
TITLE:

ADOPTION OF WARRANT RESOLUTION
DEPARTMENT: FINANCE DEPARTMENT
PRESENTED BY: MARK KHOU, BUDGET & PURCHASING MANAGER
CONTACT INFORMATION: MARK KHOU, BUDGET & PURCHASING MANAGER AT (714) 754-5241
RECOMMENDATION:

City Council approve Warrant Resolution No. 2756.

BACKGROUND:

In accordance with Section 37202 of the California Government Code, the Director of Finance or their designated representative hereby certify to the accuracy of the following demands and to the availability of funds for payment thereof.

FISCAL REVIEW:

Funding Payroll Register No. 26-11 On Cycle for $4,130,281.06, and City operating expenses for $2,475,612.42.

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33 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-320 Meeting Date: 6/16/2026
TITLE:

MINUTES
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:

City Council approved the minutes of the regular meeting of June 2, 2026.

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34 Minutes – Regular Meeting June 2, 2026 Page 1 of 10

REGULAR CITY COUNCIL AND HOUSING AUTHORITY
JUNE 2, 2026 - MINUTES

CALL TO ORDER – The Closed Session meeting was called to order by Mayor Stephens at 4:00 p.m.

ROLL CALL

Present: Council Member Buley , Council Member Gameros (arrived at 4:03 p.m. and recused himself at 5:47 p.m. due to a conflict on item no. 8), Council Member Marr (arrived at 4:10 p.m.) , Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Absent: None.

PUBLIC COMMENTS – NONE.

CLOSED SESSION ITEMS:

1. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Cecilia Gallardo-Daly, City Manager Name of Employee Organization: Costa Mesa City Employees Association (CMCEA)

2. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Cecilia Gallardo-Daly, City Manager Name of Employee Organization: Costa Mesa Confidential Unit

3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Cecilia Gallardo-Daly, City Manager Name of Employee Organization: Costa Mesa Police Association (CMPA)

4. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Cecilia Gallardo-Daly, City Manager Name of Employee Organization: Costa Mesa Police Management Association (CMPMA)

35 Minutes – Regular Meeting June 2, 2026 Page 2 of 10

5. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: City of Costa Mesa v. Ohio House LLC
Orange County Superior Court, Case No. 30-2020-01146835-CU-OR-CJC

6. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: City of Costa Mesa v. Ohio House, LLC, a California limited liability corporation; Richard Perlin, Nancy Perlin, Dolores Perlin, and Brandon Stump as individuals, Orange County Superior Court Case No. 30-2018-01006173-CU-OR-NJC.

7. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: Ohio House, LLC v. City of Costa Mesa, United States District Court, Central District of CA, Case No. 8:19 cv 01710 DOC (KESx)

8. CONFERENCE WITH LEGAL COUNSEL – INITIATION OF LITIGATION – ONE CASE
Pursuant to California Government Code Section 54956.9 (d)(4), Potential Litigation.

City Council recessed at 4:02 p.m. for Closed Session.

Closed Session adjourned at 5:55 p.m.

CALL TO ORDER - The Regular City Council and Housing Authority meeting was called to order by Mayor Stephens at 6:02 p.m.

NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE – A video was played of the National Anthem and the Mayor led the Pledge of Allegiance.

MOMENT OF SOLEMN EXPRESSION – Led by Council Member Buley.

ROLL CALL

Present: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Absent: None.

CITY ATTORNEY CLOSED SESSION REPORT – Ms. Hall Barlow reported that action was taken on Closed Session item N o. 8 regarding potential initiation of litigation . City Council approved the termination of the agreement with Priceless Pet Rescue in lieu of litigation and directed staff to enter into an emergency procurement with Westminster Adoption Group and Services (WAGS), and the City Council also directed staff to prepare a R equest For Proposals for a permanent provider.

36 Minutes – Regular Meeting June 2, 2026 Page 3 of 10

MOVED/SECOND: Mayor Pro Tem Chavez/Council Member Marr
MOTION: Approve the t ermination of the agreement with Priceless Pet Rescue in lieu of litigation and direct staff to enter into an emergency procurement with W estminster Adoption Group and Services , and direct staff to prepare a Request For Proposals f or a permanent provider.

The motion carried by the following roll call vote:

Ayes: Council Member Buley Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: Council Member Gameros.

Motion carried: 6-0

PRESENTATIONS: NONE.

PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA

Katy Wright, representing Toastmasters District 100, invited the City Council to attend an event on June 3, 2026.

COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS

Council Member Buley spoke on attending a Memorial Day event at Harbor Lawn Mt. Olive Memorial Park and praised Cornell Iliescu for his contributions to the community.

Council Member Gameros spoke on the 3
rd of July event.

Council Member Marr wished everyone a Happy Pride Month.

Council Member Reynolds
spoke on visiting Cambridge Massachusetts and their walkability in the City, spoke on their urban green program and signage , spoke on a 3D replica of the entire city in their Planning Department, spoke on attending ribbon cutting ceremonies and supporting local businesses, and spoke on the Transient Occupancy Tax and researching Air B&B’s for new revenue.

Council Member Pettis spoke on attending the M emorial Day events at Harbor Lawn Mt. Olive Memorial Park and Newport Harbor High School, spoke on his Eastside Exchange pop up event at Brentwood Park, thanked staf f for moving the boulders in the park, requested staff to look into repairs of a gazebo at the park, the next pop up event will be at Jordan Park on June 20th, and thanked staff for promptly resolving incorrect parking tickets issued on 16th Place.

Mayor Pro Tem Chavez wished everyone H appy Pride Month and spoke on attending t he Shalimar Park Groundbreaking.

Mayor Stephens spoke on attending the Shalimar Park Groundbreaking, attending a ukulele sing along event, and spoke on Voices In Unity and the 250 people in the choir to celebrate the Country’s 250 anniversary, and spoke on an event on June 27th at the Barclay Theater called Gospel Voices.
37 Minutes – Regular Meeting June 2, 2026 Page 4 of 10

REPORT – CITY MANAGER – Ms. Gallardo- Daly recognized the Shalim ar Park groundbreaking and spoke on Sargent Lee’s retirement.

REPORT – CITY ATTORNEY – Ms. Hall Barlow encouraged everyone to vote and wished everyone a Happy Pride Month.

CONSENT CALENDAR

MOVED/SECOND: Mayor Pro Tem Chavez/Council Member Marr
MOTION: Approve the Consent Calendar.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0

1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF AL L ORDINANCES AND

RESOLUTIONS

ACTION:

City Council and Housing Authority approved the reading by title only and waived further reading of Ordinances and Resolutions.

2. READING FOLDER

ACTION:

City Council received and filed Claims received by the City Clerk and authorized staff to reject any and all Claims: Jay Dunkelberger, Kevin Smith, Gary Sokolich, Thomas Schneider (Interinsurance Exchange of the Automobile Club).

3. ADOPTION OF WARRANT RESOLUTION

ACTION:

City Council approved Warrant Resolution No. 2755.

4. MINUTES

ACTION:

City Council approved the minutes of the regular meeting on April 7, 2026.

5. RENEWED MEASURE M (M2) ELIGIBILITY

ACTION:

1. City Council a pproved the City’s Maintenance of Effort (MOE) for Fiscal Year (FY) 2026-27.

38 Minutes – Regular Meeting June 2, 2026 Page 5 of 10

2. Approved the M2 Seven-Year Capital Improvement Program (CIP) consisting of the City’s Five-Year and future year CIP for FY 2026-27 through FY 2032-33.

3. Adopted Resolution No. 2026-18, for the update of the Pavement Management Plan.

4. Adopted Resolution No. 2026-19, for the update of the Local Signal Synchronization Plan.

5. Authorized staff to submit documents to meet M2 Eligibility requirements.

6. RESOLUTION ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2026 -27 FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017

ACTION:

City Council adopted Resolution No. 2026-20 approving a list of projects for funding with the Road Maintenance and Rehabilitation Account (RMRA) revenues for Fiscal Year (FY) 2026-27.

7. RESOLUTIONS REL ATING TO THE CALLING OF THE GENERAL MUNICIPAL ELECTION ON NOVEMBER 3, 2026

ACTION:

City Council took the following actions:

1. Adopted Resolution No. 2026-21, to be read by title only and waive further reading, calling and giving notice to conduct a General Municipal Election on November 3, 2026 for the purpose of electing a Mayor for the full term of two years; and election of three members of the City Council from the Third, Fourth, and Fifth districts, for the full term of four years.

2. Adopted Resolution No. 2026-22, to be read by title only and waive further reading, requesting the Orange County Board of Supervisors to consolidate the General Municipal Election with the Statewide General Election and to issue instruction to the Orange County Registrar of Voters Elections Department to provide specific services in the conduct of the consolidated election.

3. Adopted Resolution No. 2026-23, to be read by title only and waive further reading, adopting regulations pertaining to Candidate Statements submitted to the voters at a General Municipal Election to be held on November 3, 2026.

AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT

CALENDAR

------------------------------END OF CONSENT CALENDAR-------------------------------

39 Minutes – Regular Meeting June 2, 2026 Page 6 of 10

NEW BUSINESS:

1. AWARD OF CONTRACT TO RENOVATE JACK HAMMETT SPORTS COMPLEX FIELDS 1 AND 2

Presentation by Mr. Sethuraman, Public Works Director.

Public Comments: None.

MOVED/SECOND: Mayor Stephens/Mayor Pro Tem Chavez
MOTION: Approve staff recommendation.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0

ACTION:

1. City Council a warded a Public Works Agreement (PWA) for the renovation of Jack Hammett Sports Complex Fields 1 and 2 to Scapepros Landscaping, 1100 E Orangethorpe Avenue, Suite 252- F, Anaheim, CA 92801, in the amount of $469,478.

2. Authorized a ten percent (10%) contingency in the amount of $46,948 for unforeseen costs related to the project.

3. Authorized the City Manager and the City Clerk to execute the PWA and future amendments for the agreement within Council authorized limits.

City Council recessed into a break at 6:46 p.m.

City Council reconvened at 7:02 p.m.

PUBLIC HEARINGS:
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.)

1. BUSINESS IMPROVEMENT AREA (BIA) REAUTHORIZATION TO LEVY ANNUAL

ASSESSMENT

Presentation by Ms. Jakher, Assistant to the City Manager and Paulette Lombardi Fries, President of Travel Costa Mesa.

Public Comments: None.

40 Minutes – Regular Meeting June 2, 2026 Page 7 of 10

MOVED/SECOND: Council Member Reynolds/Council Member Marr MOTION: Approve staff recommendation.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0

ACTION:

1. City Council c onducted a public hearing regarding the Business Improvement Area (BIA) reauthorization and levy of the annual assessment for Fiscal Year 2026-2027.

2. Adopted Resolution No. 2026-24, confirming the annual report filed by Travel Costa Mesa and levying an annual assessment for Fiscal Year 2026- 2027 for the Business Improvement Area covering certain Costa Mesa hotels and motels.

2. FISCAL YEAR 2026 -27 PROPOSED OPERATING AND CAPITAL IMP ROVEMENT

PROGRAM AND HOUSING AUTHORITY BUDGET INCLUDING ANNUAL
REPORTING FOR EQUIPMENT USE POLICY PER AB 481 AND VACANCY STATUS AND RECRUITMENT STRATEGIES PER AB 2561

Presentation by Ms. Gallardo- Daly, City Manager; Mr. Okereke, Financial Consultant ; Mr. Khou, Budget and Purchasing Manager; Ms. Acosta- Reyes, Finance Manager; Police Lieutenant Barnes; Mr. Sethuraman, Public Works Director; Ms. Tai, Economic and Development Services Director; Mr. Matsuura, Principal Human Resources Analyst; Ms. Acosta, Human Resources Administrator.

Public Comments:

Ralph Taboada, Costa Mesa, spoke on the Finance and Pension Advisory Committee vote and that it was not unanimous, suggested quarterly reviews of the budget , spoke on the 52 vacancies, prior years salary savings and funding the overtime, spoke in opposition to eliminating the park ranger position, spoke on continuing the item to speak with the Finance and Pension Advisory Committee for more information on salary savings and attrition, and spoke in opposition of waiving CAN.

Cynthia McDonald, Costa Mesa, spoke on certif ication of the Housing Element, grant funding, and in opposition of eliminating the park ranger position.

MOVED/SECOND: Mayor Pro Tem Chavez/Mayor Stephens
MOTION: Approve staff recommendation.

SUBSTITUTE MOTION/SECOND: Council Member Marr/Council Member Reynolds SUBSTITUTE MOTION: Continue the item to the June 16, 2026 City Council meeting and request staff to bring back an explanation on the vacancies , frozen positions, the 2% vacancy rate, and recommend an additional $2,000,000 in budget cuts. 41 Minutes – Regular Meeting June 2, 2026 Page 8 of 10

Council Member Buley spoke in opposition to the substitute motion citing a preference to rely on staff’s recommendation and revisiting the budget every three months.

The motion failed by the following roll call vote:

Ayes: Council Member Marr and Council Member Reynolds.

Nays: Council Member Buley, Council Member Gameros, Council Member Pettis, Mayor Pro Tem Chavez, and Mayor Stephens.

Absent: None.

Abstain: None.

Motion failed: 2-5

Mayor Pro Tem Chavez amended the original motion and added a review of the budget every three months.

Mayor Stephens (2
nd) agreed to the change.

ORIGINAL MOTION/SECOND: Mayor Pro Tem Chavez/Mayor Stephens ORIGINAL MOTION: Approve staff recommendation and review of the budget every three months.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Pettis, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: Council Member Marr and Council Member Reynolds.

Absent: None.

Abstain: None.

Motion carried: 5-2

ACTION:

1. City Council a pproved Resolution 2026-25, adopting the Proposed Fiscal Year 2026-2027 Operating and Capital Improvement Program (CIP) Budget.

2. Approved Joint Resolution 2026-26 adopting the Housing Authority Budget including Economic and Community Development expenditures for Fiscal Year 2026-2027.

3. Authorized and approved staffing as follows: decrease of 1.0 FTE for Park Ranger as presented at the May 12, 2026, Study Session.

4. Approved Resolution 2026-27 establishing the Fiscal Year 2026- 2027 Appropriations Limit for the City of Costa Mesa at $346,047,694, by using Orange County’s growth for population adjustment, and the California per capita income growth for inflationary adjustment.

5. Approved the City of Costa Mesa’s Revised Special Event Rates.

42 Minutes – Regular Meeting June 2, 2026 Page 9 of 10

6. City Council complied with AB 481 Police Equipment Report and Resolution as follows:

a. Received public comment on the 2026 Annual AB 481 Report.

b. Approved Resolution 2026-28 renewing Ordinance No. 2022- 03, the AB 481 Equipment Use Policy of the City of Costa Mesa, California, governing the use of police safety equipment.

7. Approved renaming of the Economic and Development Services Department to the Community Development Department and approve d Resolution 2026-29, renaming the Economic and Development Services Director and updating benefits information for Executives.

8. Approved Resolution 2026-30 renaming the Assistant Development Services Director.

9. Received and filed the job vacancy status information required by AB 2561.

OLD BUSINESS: NONE.

ADDITIONAL COUNCIL/BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS – NONE.

ADJOURNMENT – Mayor Stephens adjourned the meeting at 10:09 p.m.

43 Minutes – Regular Meeting June 2, 2026 Page 10 of 10

Minutes adopted on this 16th day of June, 2026.

___________________________
John Stephens, Mayor

ATTEST:

___________________________
Brenda Green, City Clerk

44 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-303 Meeting Date: 6/16/2026
TITLE:

ACCEPTANCE OF THE LIONS PARK PROJECTS, CITY PROJECT NO. 17-03 DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES

DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR, (714) 754-5029
RECOMMENDATION:

Staff recommends the City Council:

1. Accept the work as complete, performed by Tovey/Shultz Construction, Inc., 18261 Collier Avenue, Unit A, Lake Elsinore, CA 92530, for The Lions Park Projects, City Project No. 17-03, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the Labor and Material Bond seven (7) months after the filing date and release the Faithful Performance Bond at the conclusion of the one-year warranty period. Retention monies have been released pursuant to Public Contract Code section 7107(c).

BACKGROUND:

On July 18, 2017, a construction contract for $28,739,822 was awarded to Tovey/Shultz Construction, Inc. for The Lions Park Projects located at 1845 and 1855 Park Avenue.

The project site encompasses the Donald Dungan Library, the Norma Hertzog Community Center (NHCC), the Lions Park event lawn, and the area between the Costa Mesa Historical Society building and Anaheim Avenue.

The improvements to Lions Park include the demolition of the pre-existing Neighborhood Community Center (NCC); construction of a new, two story, 24,000 square foot (SF) LEED Gold Donald Dungan Library, and renovation of the pre-existing library to be repurposed as the new, 9,000 SF LEED Gold NHCC. Construction also included the new Lions Park event lawn, parking lot improvements, storm drain improvements, landscape and irrigation improvements, off-site street improvements to Park Avenue and Anaheim Avenue, and building signs and directional/wayfinding signs.

Additional improvements include $209,562.50 in a contract change order to implement the Community Center Capri Courtyard concrete, electrical, lighting, landscaping and irrigation improvements.

Page 1 of 4 ends

45 File #: 26-303 Meeting Date: 6/16/2026
Additionally, on November 13, 2023, a change order in the amount of $1,929,805 was executed to include the construction of Café Mesa located at 1851 Park Avenue. Café Mesa provides 1,100 SF of operational space to a contracted vendor to provide concessions to parkgoers.

ANALYSIS:

The work required by the contract documents has been completed to the satisfaction of the City Engineer and the Deputy Public Works Director. The original contract cost plus the change orders to implement the NHCC Capri Courtyard and Café Mesa, a Purchase Order residual reduction of $20,798.47 prior to the execution of the Café Mesa change order, and miscellaneous quantity adjustments, amounted to a final contract cost of $30,757,588.75. A report of the final costs is included as Attachment 1.

A summary of the costs is as follows:

Total Revised Contract Cost: $30,858,391.03
Final Quantity Adjustments: ($ 100,802.28)
Final Contract Cost: $30,757,588.75
The final contract price reflects a 0.3% decrease to the total contract as a result of final quantity adjustments.

As of this date, there are no Stop Notices filed against the monies due to Tovey/Shultz Construction, Inc.

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46 File #: 26-303 Meeting Date: 6/16/2026
ALTERNATIVES:

This item is administrative in nature and there are no alternatives to be considered.

FISCAL REVIEW:

The project was funded through appropriated Gas Tax Fund (Fund 201), Park Development Fees (Fund 208), Drainage Fees (Fund 209), Capital Improvement Funds (Fund 401), and the Lions Park Project 2017 Bond Fund (Fund 418).

LEGAL REVIEW:

The City Attorney’s Office has reviewed this agenda report and approves it as to form.

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47 File #: 26-303 Meeting Date: 6/16/2026
CITY COUNCIL GOALS AND PRIORITIES:

This project worked towards achieving the following City Council goals:
· Strengthen the public’s safety and improve the quality of life. · Maintain and enhance the City’s facilities, equipment and technology.

CONCLUSION:

Staff recommends the City Council:

1. Accept the work as complete performed by Tovey/Shultz Construction, Inc., 18261 Collier Avenue, Unit A, Lake Elsinore, CA 92530, for The Lions Park Projects, City Project No. 17-03, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the Labor and Material Bond seven (7) months after the filing date and release the Faithful Performance Bond at the conclusion of the one-year warranty period. Retention monies have been released pursuant to Public Contract Code section 7107(c).

Page 4 of 4 ends

48 ATTACHMENT 1

FINAL COST SUMMARY
Payment to: Tovey/Shultz Construction, Inc.

PROJECT: The Lions Park Projects
CITY PROJECT 17-03

ACCOUNT NUMBER AMOUNT TOTAL RETENTION OTHER PREVIOUS AMOUNT

ENCUMBERED EARNED MONIES PAYMENT DUE THIS
TO DATE WITHHELD(*) ESTIMATE
A 500000 201 19200 40112 800015 820,000.00$ 820,000.00$ $0.00 820,000.00$ $0.00 B 500000 208 19200 40112 800015 5,000,000.00$ 5,000,000.00$ $0.00 5,000,000.00$ $0.00 C 500000 209 19200 40112 800015 350,000.00$ 350,000.00$ $0.00 350,000.00$ $0.00 D 500000 418 19200 40112 800015 18,500,702.40$ 18,500,702.40$ $0.00 18,500,702.40$ $0.00 E 500000 401 19200 40112 800015 4,257,883.63$ 4,257,883.63$ $0.00 4,257,883.63$ $0.00 F 500000 230 19200 40112 800032 1,200,000.00$ 1,200,000.00$ $0.00 1,200,000.00$ $0.00 G 500000 401 19200 40112 800032 729,805.00$ 629,002.72$ $0.00 629,002.72$ $0.00 A-Retention 210300 201 $0.00 -$
B-Retention 210300 208 $0.00 -$
C-Retention 210300 209 $0.00 -$
D-Retention 210300 418 $0.00 -$
E-Retention 210300 401 $0.00 -$
F-Retention 210300 230 $0.00 -$
G-Retention 210300 401 $0.00 -$
Total: 30,858,391.03$ 30,757,588.75$ $0.00 $0.00 30,757,588.75$ $0.00 *Notes for other monies withheld and retention Retentions payable RETENTION RELEASED IN PAYMENT NO. 44 FOR PHASES 1 AND 2 Account Previous Amount This Estimate Other Monies Total (A - E) PER PUBLIC CONTRACT CODE SECTION 7107 (C) 210300 Fund 201 $0.00 -$ $0.00 $0.00 210300 Fund 208 $0.00 -$ $0.00 $0.00 RETENTION RELEASED IN PAYMENT NO. 59 FOR PHASE 3 210300 Fund 209 $0.00 -$ $0.00 $0.00 (F - G) PER PUBLIC CONTRACT CODE SECTION 7107 (C) 210300 Fund 418 $0.00 -$ $0.00 $0.00 210300 Fund 401 $0.00 -$ $0.00 $0.00 210300 Fund 230 $0.00 -$ $0.00 $0.00 210300 Fund 401 $0.00 -$ $0.00 $0.00 Total: $0.00
18261 Collier Ave., Unit A, Lake Elsinore, CA 92530
P.O. No. 11718
49 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-308 Meeting Date: 6/16/2026
TITLE:

FINAL MAP FOR TRACT NO. 19345 LOCATED AT 960 WEST 16TH STREET, COSTA MESA,

CALIFORNIA
DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER (714) 754-5335 RECOMMENDATION:

Staff recommend the City Council approve the final map for Tract No. 19345, located at 960 West 16th Street, and authorize the signing of the map by the City Engineer and the City Clerk.

BACKGROUND:

On February 10, 2025, the Planning Commission approved a Master Plan to construct thirty-eight (38) live-work residential condominium units with attached garages at 960 West 16th Street. In addition, the Planning Commission also approved the tentative map for Tract No. 19345 (Attachment 1), which consists of subdividing a property measuring 2.35-acres into one lot for condominium purposes per the Conditions of Approval (Attachment 2).

ANALYSIS:

The final tract map will subdivide a parcel shown on the map filed in Book 101, Pages 26 and 27 of Miscellaneous Maps, in the office of the Orange County Clerk-Recorder. Moreover, the final tract map is in substantial conformance with the tentative tract map approved by the Planning Commission on February 10, 2025, and has been checked and found to be technically correct.

The final tract map includes the dedication of an easement for ingress and egress for emergency and public security vehicle purposes, including the release and relinquishment of access rights to West 16th Street except at approved access locations to be accepted by the City.

ALTERNATIVES:

This item is administrative in nature, and therefore, no alternatives were considered.

FISCAL REVIEW:

There is no fiscal impact to the City for the approval of the recommended action. All tract map filing fees have been paid.

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50 File #: 26-308 Meeting Date: 6/16/2026
LEGAL REVIEW:

The City Attorney’s Office has reviewed this agenda report and approves it as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This project supports the following City Council goal:
· Diversify, Stabilize and Increase Housing to Reflect Community Needs CONCLUSION:

Staff recommend the City Council approve the final map for Tract No. 19345, located at 960 West 16th Street, and authorize the signing of the map by the City Engineer and the City Clerk.

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51 52
53 54
55 56

CITY OF COSTA MESA
CALIFORNIA 92628-1200 P.O. BOX 1200

PUBLIC WORKS DEPARTMENT - ENGINEERING DIVISION
February 5, 2025
Costa Mesa Planning Commission
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
SUBJECT:

LOCATION:

Vesting Tentative Tract No. 19345
960 West 16th Street
Dear Commissioners:

Vesting Tentative Tract Map No. 19345 as furnished by the Planning Division for review by the Public Works Department consists of subdividing one lot into one numbered lot for condominium purposes. Vesting Tentative Tract Map No. 19345 meets with the approval of the Public Works Department, subject to the following conditions:

1. The Tract shall be developed in full compliance with the State of California Subdivision Map Act and the City of Costa Mesa Municipal Code (C.C.M.M.C.), except as authorized by the Costa Mesa City Council and/or Planning Commission. The attention of the Subdivider and his engineer is directed to Section 13-208 through 13-261 inclusive, of the Municipal Code.

2. The Subdivider shall conduct soil investigations and provide the results to the City of Costa Mesa Engineering and Building Divisions pursuant to Ordinance 97-11.

3. Copy of the Final Tract Map shall be submitted to the Engineering Division for checking. Map check fee shall be paid per C.C.M.M.C. Section 13-231.

4. A current copy of the title search shall be submitted to the Engineering Division with the first submittal of the Final Tract Map.

5. Dedicate an ingress/egress easement to the City for emergency and public security vehicles purposes only. Maintenance of easement shall be the sole responsibility of a Homeowners Association formed to conform to Section 13-41 (e) of the C.C.M.M.C.

6. Vehicular and pedestrian access rights to West 16th Street shall be released and relinquished to the City of Costa Mesa except at approved access locations.

7. Dedicate easements as needed for public utilities.

8. Prior to recordation of a Final Tract Map, the surveyor/engineer preparing the map shall tie the boundary of the map into the Horizontal- Control System established by the County Surveyor in a manner described in Subarticle 12, Section 7-9-337 of the Orange County Subdivision Code.
57 58
59 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-312 Meeting Date: 6/16/2026
TITLE:

AGREEMENT FOR HVAC MAINTENANCE AND REPAIRS WITH SIEMENS INDUSTRY, INC.

DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES

DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR (714) 754-5029
RECOMMENDATION:

Staff recommends the City Council:

1. Award a Maintenance Services Agreement (MSA) to Siemens Industry, Inc. (Siemens), 6141 Katella Avenue, Cypress, CA 90630, in an amount ranging from $259,817 to $309,441 annually, for a not-to-exceed total of $1,152,678 over the four-year period for Heating, Ventilation, and Air Conditioning (HVAC) maintenance and repair services for City Hall and the Police Department facilities based on pricing from Sourcewell Contract #080824-SIE.

2. Authorize a ten percent (10%) contingency annually for emergency response, special events, and other unforeseen repair costs.

3. Approve and authorize the City Manager and the City Clerk to execute a Maintenance Services Agreement (MSA) with Siemens Industry, Inc. (Siemens), 6141 Katella Avenue, Cypress, CA 90630 from July 1, 2026, through June 30, 2030, in substantially the final form as approved by the City Attorney.

BACKGROUND:

City Hall and the Police Department (PD) facilities both utilize Siemens proprietary HVAC controls, the Siemens Building Automation System. The mixture of outdated (City Hall) and advanced (PD) Building Automation Systems requires a higher level of expertise and technical ability than the standard HVAC systems. In addition, the packaged chiller systems in both facilities also require specialized expertise and technical ability that Siemens provides.

ANALYSIS:

The City’scurrent MSA for HVAC maintenance and repair services with Siemens expires June 30, 2026. Staff have identified Sourcewell Contract #080824-SIE (Attachment 1) and determined that utilizing the agreement would benefit the City. The Public Works Department sent Siemens a Request for Proposal (RFP) for HVAC maintenance and repair services for the City Hall and PD facilities. The proposed MSA will provide much-needed repair services for these buildings. The scope

Page 1 of 3 ends

60 File #: 26-312 Meeting Date: 6/16/2026
facilities. The proposed MSA will provide much-needed repair services for these buildings. The scope of work provides repair services, both parts and labor, to the City’s HVAC equipment system.

A summary of the total cost of $1,152,678 for each year is as follows:

Year Term Annual Amount
1 July 1, 2026 - June 30, 2027 $259,817.00
2 July 1, 2027 - June 30, 2028 $275,406.00
3 July 1, 2028 - June 30, 2029 $308,014.00
4 July 1, 2029 - June 30, 2030 $309,441.00
Siemens is offering the pricing through its Sourcewell contract, which meets all requirements set forth in the City of Costa Mesa’s Purchasing Policy and by the State of California regarding regional cooperative purchasing agreements. Sourcewell established an approved vendor list following a nationwide competitive bid process. This ensures that the City receives the lowest available price and meets the competitive bid process requirements. The City has utilized cooperative agreements successfully in the past.

ALTERNATIVES:

The City Council could choose to evaluate the cost effectiveness of managing this work with in-house staff. However, this is not recommended as the nature of the work is beyond staff capabilities.

Another alternative is to not use the Cooperative Agreement and go through a procurement process.

This will require staff to initiate a formal bidding process, which will take significantly more time to complete, and may not result in lower prices than the proposed Sourcewell pricing.

FISCAL REVIEW:

Funding for Year 1 of the HVAC maintenance and repair services agreement, inclusive of a 10% contingency, totaling the amount of $285,799, is included in the Adopted FY 2026-27 Public Works Department operating budget in the General Fund (Fund 101). Funding for future fiscal years will be included as part of the respective budget year.

LEGAL REVIEW:

The City Attorney’s Office has reviewed this staff report, prepared the MSA (Attachment 2), and approves them both as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This item supports the following City Council goals:
· Strengthen Public Safety and Keep the Community Safe. · Maintain and Enhance the City’s Infrastructure, Facilities, Equipment, and Technology.

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61 File #: 26-312 Meeting Date: 6/16/2026
CONCLUSION:

Staff recommends the City Council:

1. Award a Maintenance Services Agreement (MSA) to Siemens Industry, Inc. (Siemens), 6141 Katella Avenue, Cypress, CA 90630, in an amount ranging from $259,817 to $309,441 annually, for a not-to-exceed total of $1,152,678 over the four-year period for Heating, Ventilation, and Air Conditioning (HVAC) maintenance and repair services for City Hall and the Police Department facilities based on pricing from Sourcewell Contract #080824-SIE.

2. Authorize a ten percent (10%) contingency annually for emergency response, special events, and other unforeseen repair costs.

3. Approve and authorize the City Manager and the City Clerk to execute a Maintenance Services Agreement (MSA) with Siemens Industry, Inc. (Siemens), 6141 Katella Avenue, Cypress, CA 90630 from July 1, 2026, through June 30, 2030, in substantially the final form as approved by the City Attorney.

Page 3 of 3 ends

62 PROPOSAL
Costa Mesa SA 2026-2030

PREPARED BY
Siemens Industry, Inc. ("Siemens")

PREPARED FOR

CITY OF COSTA MESA

DELIVERED ON
May 11, 2026
ATTACHMENT 1
63 Table of Contents
INTRODUCTION .............................................................................................................. 1 Proposal Information ............................................................................................. 1 Contact Information .............................................................................................. 3 CUSTOMER OVERVIEW.................................................................................................... 5 Executive Summary ............................................................................................... 5 Siemens Capabilities & Customer Commitment ...................................................... 6 SERVICE SOLUTION......................................................................................................... 7 Building Services – Automation .............................................................................. 7 Emergency Response Times – Automation ............................................................. 9 Building Services – Mechanical ............................................................................ 10 Emergency Response Times – Mechanical ............................................................ 14 Equipment Inventory ........................................................................................... 15 Exclusions and Clarifications ................................................................................ 28 SERVICE IMPLEMENTATION PLAN .................................................................................. 29 Connectivity and Communications....................................................................... 29 Service Agreement Contract Characteristics.......................................................... 30 Equipment Related Services ................................................................................. 31 General Services .................................................................................................. 51 Service Team ....................................................................................................... 52 TERMS OF SALE ............................................................................................................ 53 Siemens Terms of Sale (STS) ................................................................................ 53 Agreement Terms for Investments ....................................................................... 54 SIGNATURE PAGE ......................................................................................................... 56 Signature Page .................................................................................................... 56 APPENDICES ................................................................................................................. 57 Siemens Service Portfolio..................................................................................... 57

Page 2 of 57 ends

64 Proposal #: 10550946
Date: May 11, 2026
Contact Information
Sales Executive: Kris Gilmour
Branch Address: 6141 Katella Ave.

Cypress, CA, CA 90630
Telephone: (657)-465-1813
Email Address: [email protected]
Customer Contact: Tung Vo
Customer: CITY OF COSTA MESA
Address: 77 FAIR DR
COSTA MESA CA 92626-6520
Services shall be provided at: CITY OF COSTA MESA
77 FAIR DR COSTA MESA CA 92626-6520
Sourcewell Account: City of Costa Mesa
Account # 2173Sour
cewell Contract #080824-SIE

Page 3 of 57 ends

50bffc94-ea77-4284-822b-ae5400af53a2
65

Page 4 of 57 ends

66 E
xecutive Summary
Customer Needs
The Services proposed in this agreement are specifically designed for CITY OF COSTA MESA, and the services provided herein will help you in achieving your facility goals.

Services Included
Siemens will provide the following services.

Service Description
• Customer Directed Support
• Customer Directed Support
• Annual Inspection
• Operational Inspection
• Condenser Tube Cleaning (water)
• Vibration Analysis
• Eddy Current Analysis
• User Defined Equipment Independent Service
• Air Filter Service
• Belt Service
• Coil Cleaning - Condenser (Refrig)
• Cooling Tower Cleaning
• Combustion Analysis
• Apogee System
• Apogee System
• Apogee P2
• Insight Workstation
• Control Loop Tuning
• Apogee System

Page 5 of 57 ends

67 Siemens Capabilities & Customer Commitment
Siemens Industry, Inc. is a leading single-source provider of cost-effective facility performance solutions for the comfort, life safety, security, energy efficiency and operation of some of the most technically advanced buildings in the world. For more than 150 years, Siemens has built a culture of long-term commitment to customers through innovation and technology. Siemens is a financially strong global organization with a Branch network that delivers personalized service and support to customers in multiple industries and locations.

References are available upon request.

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68 Building Services – Automation
Services that deliver the outcomes you want to achieve
Services delivered by Siemens have been developed to help you achieve the outcomes you expect.

Network Health
Optimize the health of the network infrastructure by analyzing network traffic and resolving performance issues.

Network Maintenance Report
Network Maintenance: Using a combination of proprietary diagnostic technologies, digital meters, and network analysis software, Siemens will analyze, optimize and report on the performance of the customer's systems networks a specified number of times per year. Proper network performance helps to ensure the proper speed of communication and accuracy of control, alarming, and reporting across the facility. Using network diagnostic tools, our proactive evaluation of the data network includes an analysis of bandwidth, disturbances, network traffic, communication over the network, and overall operation. The number of networks to be analyzed and the frequency of the service are documented in the List of Equipment Related Services.

Additional Services
Control Loop Tuning
Control loops drift out of calibration with changes in mechanical efficiency, building use, and climatic conditions. Through this service Siemens will ensure control loops for devices such as valves, dampers, actuators, etc., experience minimized overshooting and oscillatory behavior. The control loops to be included as part of this service are itemized in the List of Equipment Related Services in this service agreement.

Preventive Maintenance – Automation (12 Days are included) We will provide preventive maintenance in accordance with a program of routines as determined by our experience, equipment application and location. The list of field panels and/or devices included under this service are identified in the List of Equipment Related Services in this service agreement.

Automation controls can drift out of calibration with changes in HVAC component performance characteristics, building use, and climatic conditions. This service will extend equipment life, reduce energy consumption, and reduce the risk of costly and disruptive breakdowns.

Software Maintenance
Using appropriate tools from Siemens' suite of diagnostic tools, we periodically perform system diagnostics and then take corrective actions to ensure that the Building Automation System is performing at peak efficiency or to customer requirements. We make sure that software changes are clear and consistent, address any failed points, points in alarm, points in operator priority and take corrective action. We identify

Page 7 of 57 ends

69 and correct software corruption and inconsistencies; eliminate duplicate points, redundant loops and causes of unnecessary traffic; and address unresolved points and alarm reporting problems. This will ensure that the system operates quickly, accurately and efficiently as originally designed and installed or as determined by current standards or requirements.

Customer Directed Support (20 hours are included)
With Customer Directed Support, Siemens will provide a trained and experienced specialist or technician who will work under your direction. The intent of this service is to offer you labor assistance in completing a special project, or to meet a facility objective. Specific job responsibilities, goals, work hours and other associated deliverables of this service are listed in the Appendix section of this service agreement.

Page 8 of 57 ends

70 Emergency Response Times – Automation
Emergency Online/Phone Response
Billable Service
Online system and software troubleshooting and diagnostics and phone support will not be provided under the coverage of this agreement. Siemens will respond to your request for emergency on-line/phone support, Mon-Fri 8:00AM-5:00PM, excluding holidays, upon receiving notification of an emergency, as determined by your staff and Siemens, but all service performed will be provided as a billable service. If remote diagnostics determine a site visit is required to resolve the problem, a technician can be dispatched. Depending on your contract coverage, the on-site dispatch will be covered or will be a billable service call.

Emergency On-site Response
Billable Service
Emergency Onsite Response is not included within the coverage of this agreement. Siemens will respond to your request for emergency on-site service as soon as staff is available. An emergency is determined by your staff and Siemens. All service performed will be provided as a billable service. Siemens will respond to your request for emergency onsite support, Mon-Fri 8:00AM-5:00PM, excluding holidays, upon receiving notification of an emergency, as determined by your staff and Siemens, but all service performed will be provided as a billable service.

Page 9 of 57 ends

71 Building Services – Mechanical
Services that deliver the outcomes you want to achieve.

Services delivered by Siemens have been developed to help you achieve the outcomes you expect.

Air Filter Service
Through this service Siemens will maintain indoor air quality by changing filters and minimizing dust and particles from collecting in the ductwork. This service also helps ensure proper flow through cooling and heating coils thus helping to prevent restrictions in airflow and provide better heat transfer, leading to better system performance and energy efficiency. The air handling equipment in which this air filter service is included is identified in the Mechanical Equipment List. Any filters that require replacement on a frequency other than the scheduled operational or annual service visits will be specifically identified immediately following this paragraph. In the event the air filter service or cleaning requires different frequencies than indicated (due to experience or changes in operating conditions), recommendations will be made for your approval to adjust the frequencies and any associated price.

Annual Inspection
Siemens will perform scheduled annual preventive maintenance in accordance with a program of standard routines as determined by our experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, and provide you with possible indications of excessive wear and damage to your systems before a catastrophic failure occurs. Depending on our findings we will also provide recommendations for additional service(s) that will help to better enhance equipment performance and / or report any other deficiencies that are not corrected within the scope of this agreement. The equipment included under this service is itemized in the Mechanical Equipment List in this service agreement.

Belt Service
Siemens will provide necessary labor and material to change the belt(s) on the listed equipment. The belts will be changed during annual or seasonal inspections once per year Coil Cleaning - Condenser (Refrigeration)
Through this service Siemens will improve airflow across condenser coils and improve heat transfer. This service will help to extend the life of the compressors and improve efficiency. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, or dirt buildup by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash at our discretion based on the condition of the outside environment and coil accessibility. The equipment included under this service is itemized in the Mechanical Equipment List in this service agreement. Any Coils that require cleaning on a frequency other than the scheduled operational or annual service visits will be specifically identified immediately following this paragraph.

Condenser Tube Cleaning

Page 10 of 57 ends

72 Siemens will provide necessary labor and material to remove the condenser head and manually clean the condenser tubes with the appropriate cleaning equipment and replace the condenser head when cleaning is completed. This is done to maximize heat transfer which should result in efficiently operating equipment.

The condenser tubes will be cleaned during normal hours at a time that is mutually agreeable between your staff and Siemens. Acid washing to remove excessive scale build up due to poor water treatment is not included with this service.

Cooling Tower Cleaning
Siemens will drain, clean and remove normal debris from the cooling tower basins and distribution pans. This provides for even water flow and reduces the likelihood that debris will enter the condenser water system that could block chiller condenser tubes and restrict condenser flow, thus helping to prevent nuisance chiller shutdowns and poor system energy efficiency. The cooling towers included under this service are itemized in the Mechanical Equipment List in this service agreement.

Operating Inspection
Through this service Siemens will help to ensure mechanical equipment continues to operate efficiently, safely and with minimal operating disruptions during the operating season. We will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. The equipment included under this service is itemized in the Mechanical Equipment List in this service agreement.

Combustion Analysis
Siemens will utilize electronic flue gas analysis to perform combustion analysis, whereby we adjust the burner controls and linkages as required for efficiency and pollution control. If existing equipment cannot meet current pollution requirements, we will make recommendations for system improvements. The boilers included under this service are itemized in the Mechanical Equipment List in this service agreement.

Customer Directed Support
With Customer Directed Support, Siemens will provide a trained and experienced mechanic who will work under your direction. The intent of this service is to offer the labor assistance necessary to complete a special project, or to meet a facility objectives. Specific job responsibilities, goals, work hours and other associated deliverables of this service are listed in the Appendix section of this service agreement.

Eddy Current Testing
Eddy Current Testing helps to ensure heat exchanger tubes are within manufacturer's specifications and tubes are free of defects, thus helping to prevent costly waterside failures. After completion of each test, Siemens shall interpret the results and provide you with a written report including recommendations for corrective action(s). The following systems are covered in the Agreement for chillers itemized in the Mechanical Equipment List:
• Chiller Condenser tubes (once every 2 years)

Page 11 of 57 ends

73 Vibration Analysis
Many motor and driven component failures are directly related to mechanical failure. Vibration analysis can help you uncover mechanical issues well in advance of a failure and before motors are permanently damaged. As mechanical components begin to wear improperly, equipment begins to vibrate. By analyzing the signature of this vibration, the severity of the issues can be determined as well as the likely cause of the problem. The system combines a powerful diagnostic engine with a straightforward data collection process to analyze and report on specific machine faults and their severity. It provides quantifiable proof of equipment condition that drives budget and investment decisions to repair or replace machinery.

The early detection of mechanical issues can help increase uptime and reduce the overall cost of repairs by identifying issues before they cause major damage. When an issue is identified, plans can be implemented to repair and minimize business interruptions.

Services performed on:
• Pumps
• Air Handler Motors

Page 12 of 57 ends

74 Severity Scale
The Scale is an indication of the severity for any particular fault machine condition.

Follow these recommended actions for each severity level to avoid failure. In general, the scale may be interpreted as:
• Slight
No repair action is recommended. Monitor the machine and retest after regular machine planned maintenance to verify maintenance was performed correctly. • Moderate
(Months, even up to a year) – Repair action may be needed in the future. A machine failure is possible, so plan accordingly. Increase the frequency of vibration testing on this equipment and review spare parts availability.
• Serious
(Weeks) – Repair action may be needed before the next planned downtime. There may be other physical evidence of the fault in terms of noise or higher bearing temperatures. Retest the machine within a short period to confirm finds. Limit the run time of the machine, if possible, and determine a fault progression trend to prevent additional component failure.

Note:

Time to failure will vary depending on the equipment type, age, machine load, environmental conditions, and other variables.
• Extreme
(Days) – Consider shutting down the equipment and tacking repair action now to avoid catastrophic failure. There is likely other physical evidence of the fault in terms of noise, higher bearing temperatures or visible movement. Retest the machine within a short period to confirm finds.

Page 13 of 57 ends

75 Emergency Response Times – Mechanical
Emergency Online/Phone Response
Billable Service
Online system and software troubleshooting and diagnostics and phone support will not be provided under the coverage of this agreement. Siemens will respond to your request for emergency on-line/phone support, Mon-Fri 8:00AM-5:00PM, excluding holidays, upon receiving notification of an emergency, as determined by your staff and Siemens, but all service performed will be provided as a billable service. If remote diagnostics determine a site visit is required to resolve the problem, a technician can be dispatched. Depending on your contract coverage, the on-site dispatch will be covered or will be a billable service call.

Page 14 of 57 ends

76 Equipment Inventory
Period 4
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
P4 1 1 4 No No No
CDS
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
(M) Customer
Directed
Support
1 4 4 No No No
Chiller Plant
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Chiller 1 - Trane 1 4 4 No TRANE 60 CGWC60 L88L04974 Yes No Chiller 2 - Trane 1 4 4 No TRANE 60 CGWC60 L88L04975 Yes No Chiller 3 - Trane 1 4 4 No TRANE 60 CGWC60 L88L04976 Yes No Chiller 4 -
Carrier 1 4 4 No CARRIE
R 25 30HWB025-C-610EC 1402Q01381 Yes No
Chiller 5 -
Carrier 1 4 4 No CARRIE
R 25 30HWB025-C-610EC 1402Q01380 Yes No
CH Pump 1-
PACO 1 4 4 No PACO 7.5 11-20953-133201 Yes No

Page 15 of 57 ends

77 Chiller Plant
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
CH Pump 2-
PACO 1 4 4 No PACO 7.5 Concealed Yes No
CH Pump 3-
PACO 1 4 4 No PACO 7.5 Concealed Yes No
CH Pump 4-
PACO 1 4 4 No PACO 7.5 Concealed Yes No
CH Pump 5 -
Kirst Pump 1 4 4 No KIRST
PUMP 5 5BFK1 Yes No
CW Pump 1-
PACO 1 4 4 No PACO 7.5 Concealed Yes No
CW Pump 2-
PACO 1 4 4 No PACO 7.5 Concealed Yes No
CW Pump 3-
PACO 1 4 4 No PACO 7.5 Concealed Yes No
CW Pump 4 -
Frederic 1 4 4 No 5 Yes No
CW Pump 5 -
Weinman 1 4 4 No WEIN
MAN 5 167669 Yes No
Air Tube -
Lamson - Incl
Basement
2 2 4 No LAMS
ON 1 12-SG-75 670357 Yes No
Air Compressor -
Quincy 1 2 4 No QUINC
Y 1 BMQTS5QCBDT UTY951156 Yes No
Air Dryer -
Hankinson 1 2 4 No HANKI
NSON 1 HPR5-10-115 H510A1150510
202 Yes No

Page 16 of 57 ends

78 Chiller Plant
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
RTU 1 - Carrier 1 1 4 No CARRIE
R 5 50HJQ006---511-- 2202G49246 Yes No
RTU 2 - Carrier 1 1 4 No CARRIE
R 4 50HS-042---501--- 1094G02634 Yes No
Clean Strainer
(Annual) 2 1 4 No No No
FCUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Fan Coil 1 -
Magic Aire 1 4 4 No MAGIC
AIRE 90000 90-BHW-6-A W991222866 Yes No
Fan Coil 2 -
Magic Aire 1 4 4 No MAGIC
AIRE 90000 90-BHW-6-A W991222867 Yes No
Fan Coil 3 -
Magic Aire 1 4 4 No MAGIC
AIRE 48000 48-BHW-6-A W000126023 Yes No
Fan Coil 4 -
Worthington 1 4 4 No
WORT
HINGT
ON
72000 CHN-6.52 28A66F-183 Yes No
Fan Coil 5 -
Worthington 1 4 4 No
WORT
HINGT
ON
72000 CHN-6.52 28A66F-180 Yes No
Fan Coil 6 -
Worthington 1 4 4 No
WORT
HINGT
ON
24000 CHN-2.05 28A66F-169 Yes No

Page 17 of 57 ends

79 FCUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Fan Coil 7 -
Worthington 1 4 4 No
WORT
HINGT
ON
24000 CHN-2.05 28A66F-173 Yes No
Fan Coil 8 -
Worthington 1 4 4 No
WORT
HINGT
ON
48000 CHN-4.62 28A66F-185 Yes No
Fan Coil 9 - First
Co. 1 4 4 No FIRST
CO. 60000 60CHW4-C J03 part#
88060--4QS Yes No
Fan Coil 10 -
Worthington 1 4 4 No
WORT
HINGT
ON
72000 CHN-6.52 28A66F-176 Yes No
Fan Coil 11 -
Magic Aire 1 4 4 No MAGIC
AIRE
24000
0 180/240-BMW-6-A W040292250 Yes No
Fan Coil 12 -
Magic Aire 1 4 4 No MAGIC
AIRE
24000
0 180/240-BMW-6-A W031287599 Yes No
Fan Coil 13 -
Worthington 1 4 4 No
WORT
HINGT
ON
96000 CHV-13.50 64A66G86 Yes No
Fan Coil 14 -
Worthington 1 4 4 No
WORT
HINGT
ON
96000 CHV-13.50 64A66G91 Yes No
Fan Coil 15 -
Worthington 1 4 4 No
WORT
HINGT
ON
96000 CHV-13.50 64A66G-85 Yes No

Page 18 of 57 ends

80 FCUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Fan Coil 16 -
Worthington 1 4 4 No
WORT
HINGT
ON
96000 CHV-13.50 64A66G-83 Yes No
Fan Coil 17 -
Worthington 1 4 4 No
WORT
HINGT
ON
96000 CHV-13.50 64A66G87 Yes No
Fan Coil 18 -
Worthington 1 4 4 No
WORT
HINGT
ON
96000 CHV-13.50 64A66G-84 Yes No
Fan Coil 19 -
UNKNOWN 1 4 4 No 12000 Yes No
RTUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
RTU 1 - Carrier 1 4 4 No CARRIE
R 5 50HJQ006---511-- 2202G49246 Yes No
RTU 2 - Carrier 1 4 4 No CARRIE
R 4 50HS-042---501--- 1094G02634 Yes No

Page 19 of 57 ends

81 Split Systems
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Split System 1 -
Mitsubishi 1 4 4 No MITSU
BISHI 3.5 PUZ-A42NKA7 Yes No
Split System 2 -
Mitsubishi 1 4 4 No MITSU
BISHI 3.5 PUZ-A42NKA7 Yes No
Split System 3 -
Mitsubishi 1 4 4 No MITSU
BISHI 3.5 PUZ-A42NKA7 Yes No
Exhaust Fan
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Exhaust Fan RR 1 4 4 No UNKN
OWN 1 UNKNOWN UNKNOWN Yes No
Cooling
Tower
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Cooling Tower -
BAC 1 4 4 Yes BAC 145 VTO-145-M U188617501-01
-01 Yes No

Page 20 of 57 ends

82 Strip Heaters
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Strip Heaters 1st
Floor - 2kw to
15kw
23 1 4 No 34122 Yes No
Strip Heaters
2nd Floor - 2kw
to 7kw
20 1 4 No 17060 Yes No
Strip Heaters
3rd Floor - 2kw
to 6kw
19 1 4 No 13469 Yes No
Strip Heaters
4th Floor - 2kw
to 6kw
17 1 4 No 13469 Yes No
Strip Heaters
5th Floor - 2kw
to 5kw
20 1 4 No 11943 Yes No
Labor by
month
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
User Defined
Eqpt.

Independent
1 12 4 No No No

Page 21 of 57 ends

83 Chillers
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Chiller 1 -Trane 1 4 4 No TRANE 80 CGWC80 L87K04982 Yes No Chiller 2 -Trane 1 4 4 No TRANE 80 CGWC80 L87K04983 Yes No Clean Strainer
(Annual) 2 1 4 No No No
Pumps
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
CHW 1 - B&G 1 4 4 No
BELL &
GOSSE
TT
5 UNKNOWN C052920-01
K70 Yes No
CHW 2 - B&G 1 4 4 No
BELL &
GOSSE
TT
5 UNKNOWN C052920-02
K70 Yes No
CW 1 - B&G 1 4 4 No
BELL &
GOSSE
TT
5 UNKNOWN CO052921-01
K70 Yes No
CW 2 - B&G 1 4 4 No
BELL &
GOSSE
TT
5 UNKNOWN C05292T-02
K70 Yes No

Page 22 of 57 ends

84 Split Systems
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Split System 1 -
Carrier 1 4 4 No CARRIE
R 5 38HDR060 / CK3B060 4306X92236 Yes No
Split System 2 -
Carrier 1 4 4 No CARRIE
R 5 38HDR060 / CK3B060 4206X92222 Yes No
Split System 3 -
Carrier 1 4 4 No CARRIE
R 1.5 38HDR018 / FK4C018 Yes No
Split System 4 -
Carrier 1 4 4 No CARRIE
R 1.5 38QRF018 / 40QAE018 Yes No
Split System 5 -
Mitsubishi 1 4 4 No MITSU
BISHI 1.5 PUY-A30NHA / PLA-A30AA Yes No
FCUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Fan Coil 1 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
12000 CPE-80-H 07-263906-01 Yes No
Fan Coil 2 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
12000 CPE-80 Yes No
Fan Coil 3 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
30000 CPE-150 07-263906-03 Yes No

Page 23 of 57 ends

85 FCUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Fan Coil 4 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
12000 CPE-80 07-263906-04 Yes No
Fan Coil 5 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
30000 CPE-150 Yes No
Fan Coil 6 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
36000 CPE-200 07-263906-06 Yes No
Fan Coil 7 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
36000 CPE-200 07-263906-07 Yes No
Fan Coil 8 -
Thermal Corp 1 4 4 No
THERM
AL
CORP
36000 CPE-100 07-263906-08 Yes No
Fan Coil 9 -
Carrier 1 4 4 No CARRIE
R 18000 FX4CNF018 1407A70104 Yes No
Fan Coil 10 -
Carrier 1 4 4 No CARRIE
R 18000 42DAA16LRDY6YYYY 195011-10-1 Yes No
Fan Coil 11 -
McQuay 1 4 4 No MCQU
AY 60000 CAH006FDAC FBOU00050000
2 Yes No
Fan Coil 12 -
McLean 1 4 4 No MCLEA
N 60000 NCRMAC8000 10051590-49 Yes No

Page 24 of 57 ends

86 Fans
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Exhaust Fan 1 -
Loren Cook 1 4 4 No LOREN
COOK 2 135 CPS Yes No
Exhaust Fan 2 -
Loren Cook 1 4 4 No LOREN
COOK 2 135 ACRUB Yes No
Exhaust Fan 3 -
Loren Cook 1 4 4 No LOREN
COOK 3 150 CPS 138S988039-01
/0002101 Yes No
Exhaust Fan 4 -
Loren Cook 1 4 4 No LOREN
COOK 7.5 245 CPS 138S988039-01
/0003501 Yes No
Exhaust Fan 5 -
Loren Cook 1 4 4 No LOREN
COOK 5 210 SQNB Yes No
Exhaust Fan 6 -
Loren Cook 1 4 4 No LOREN
COOK 5 GC-220 Yes No
Exhaust Fan 7 -
Loren Cook 1 4 4 No LOREN
COOK 1 100 CPS 138S948902-00
/0000701 Yes No
Exhaust Fan 8 -
Loren Cook 1 4 4 No LOREN
COOK 1 100 CPS 138S938097-00
/0002101 Yes No
Exhaust Fan 9 -
Loren Cook 1 4 4 No LOREN
COOK 3 150 ACRUB 138S936258-01
/0012404 Yes No
Exhaust Fan 10 -
UNKNOWN 1 4 4 No UNKN
OWN 5 Yes No
Supply Fan 1 -
Loren Cook 1 4 4 No LOREN
COOK 5 180 KSP-B 138S988039-00
/0000701 Yes No
Supply Fan 2 -
Loren Cook 1 4 4 No LOREN
COOK 3 150 ASP 138S988039-00
/0001801 Yes No

Page 25 of 57 ends

87 Fans
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Gun Range
Exhaust -
Dayton
1 4 4 No DAYTO
N 5 1M8F2 15104289 Yes No
AHUs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Air Handler 1 -
Thermal Corp 1 4 4 Yes
THERM
AL
CORP
50 RTA-701-H 09-263906-09 Yes No
Air Handler 2 -
Thermal Corp 1 4 4 Yes
THERM
AL
CORP
50 RTA-241-HS 09-263906-10 Yes No
Boilers
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Boiler 1 - Raypak 1 4 4 No RAYPA
K INC. 60 302-902 704264547 Yes No
Boiler 1 - Raypak 1 4 4 No RAYPA
K INC. 60 302-902 704264548 Yes No

Page 26 of 57 ends

88 HWPs
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Hot Water Pump
1 - Bell &
Gossett
1 4 4 No
BELL &
GOSSE
TT
5 1BF046 E70 Yes No
Hot Water Pump
2 - Bell &
Gossett
1 4 4 No
BELL &
GOSSE
TT
5 1BF046 E70 Yes No
Cooling
Tower
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
Cooling Tower -
BAC 1 4 4 Yes 160 FXT-160/X U15634601-01 Yes No
Labor by
month
Description Qty # of
Visits
# of
Years
VFD
Incl.

Manu
factu
rer
Size
(Tons
/HP)
Model # Serial # Preventive
Maintenance R&R Service
User Defined
Eqpt.

Independent
1 12 4 No No No

Page 27 of 57 ends

89 Exclusions and Clarifications
Unless expressly stated otherwise, Services do not include and Siemens is not responsible for: (a) re- installation or relocation of Equipment; (b) painting or refinishing of Equipment or surrounding surfaces; (c) parts, accessories, attachments or other devices added to Equipment but not furnished by Siemens; (d) failure to continually provide suitable operating environment including, but not limited to, adequate space, ventilation, electrical power and protection from the elements; (e) the removal or re-installation of replacement valves, dampers, water flow and tamper switches, airflow stations, venting or draining systems, and any other permanently mounted integral pipe or air duct component; (f) installation / removal, and / or rental fees for any temporary HVAC equipment if necessary; (g) Cranes, hoisting or rigging that may be required; (h) Leaks at gaskets O-rings or seals; or (i) latent defects in the Equipment that cannot be discovered through the standard provision of the Services. Siemens is not responsible for services performed on any Equipment other than by Siemens or its agents.

Siemens is not responsible for service calls due to power outages.

Siemens is not responsible for repair labor/materials/parts for covered equipment that has experienced electrical damage due to power surges, single phasing, and related electrical issues.

Siemens will not be responsible for the maintenance, repair or replacement of, or Services necessitated by reason of: (a) non-maintainable, non-replaceable or obsolete parts of the Equipment, including but not limited to ductwork, shell and tubes, heat exchangers, coils, unit cabinets, casings, refractory material, electrical wiring, water and pneumatic piping, structural supports, cooling tower fill, slats and basins, etc. unless otherwise expressly stated elsewhere in this Proposal; or (b) negligence, abuse, misuse, improper or inadequate repairs or modifications by others, improper operation, lack of operator maintenance or skill, failure to comply with manufacturer's operating and environmental requirements.

Siemens is not responsible for repairs, replacements, or services to Equipment due to corrosion, erosion, improper or inadequate water treatment by others, electrolytic or chemical action, or reasons beyond its reasonable control.

Siemens is not responsible for water treatment related damages to the condenser, evaporator, hot water, or steam systems.

Siemens is not responsible for repair labor/materials/parts for ice machines, refrigerators, freezers, kitchen specialty equipment, boilers, laundry equipment, replacement refrigerant, replacement glycol, or replacement control valves unless included elsewhere. On occasion a flush and refill of the Water-Glycol mixtures may be required. Flush and refill is not included in the standard service offering.

Siemens is not responsible for helium replacement in chiller systems that service Medical Imaging Systems.

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90 Connectivity and Communications
Siemens Service Portal
The Service Portal complements the personalized services you will receive from your local Siemens office by providing greater visibility into equipment and services delivered by Siemens. This web-based portal allows you the ability to submit service requests, confirm and modify schedules, track repairs, manage agreements, generate reports, and access critical information; then share it across your entire enterprise quickly and efficiently. The Service Portal is a user-friendly way to increase your productivity and the value of your service program.

Data security as a basic requirement
We value confidentiality and long-term partnerships. That is why we give the security of your data the highest priority. Before we implement an enhanced service package with remote support, we conduct an in- depth analysis of the situation, taking into account national and international regulations, technical infrastructures and industry specifics. Our service employees carefully evaluate your needs on an individual basis with a view toward information security.

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91 Service Agreement Contract Characteristics
Description AUTOMATION MECHANICAL
Hours of Coverage Mon-Fri, 8:00 AM - 5:00 PM Mon-Fri, 8:00 AM - 5:00 PM Response Times (Phone/Online) Billable Billable
Response Times (Onsite/Emergency) Billable Billable
Remote Services Yes No
Third Party Systems No No
Monitoring No No

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92 Equipment Related Services
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Chiller 1 - Trane
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A
Chiller 2 - Trane
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A
Chiller 3 - Trane
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A
Chiller 4 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A

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93 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A
Chiller 5 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A
CH Pump 1- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CH Pump 2- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CH Pump 3- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A

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94 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
CH Pump 4- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CH Pump 5 - Kirst Pump
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW Pump 1- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW Pump 2- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW Pump 3- PACO
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A

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95 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW Pump 4 - Frederic
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW Pump 5 - Weinman
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
Air Tube - Lamson - Incl Basement
Annual Inspection 2 1 1,2,3,4 Onsite N/A
Operational Inspection 2 1 1,2,3,4 Onsite N/A
Air Compressor - Quincy
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 1 1,2,3,4 Onsite N/A
Air Dryer - Hankinson
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 1 1,2,3,4 Onsite N/A
RTU 1 - Carrier

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96 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Belt Service 1 1 1,2,3,4 Onsite N/A
Coil Cleaning - Condenser (Refrig) 1 4 1,2,3,4 Onsite N/A RTU 2 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Belt Service 1 1 1,2,3,4 Onsite N/A
Coil Cleaning - Condenser (Refrig) 1 4 1,2,3,4 Onsite N/A Fan Coil 1 - Magic Aire
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 2 - Magic Aire
Annual Inspection 1 1 1,2,3,4 Onsite N/A

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97 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 3 - Magic Aire
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 4 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 5 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 6 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 7 - Worthington

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98 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 8 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 9 - First Co.

Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 10 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 11 - Magic Aire
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A

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99 Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Fan Coil 12 - Magic Aire
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 13 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 14 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 15 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 16 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A

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100
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 17 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 18 - Worthington
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 19 - UNKNOWN
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Split System 1 - Mitsubishi
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 1 1,2,3,4 Onsite N/A
Split System 2 - Mitsubishi
Annual Inspection 1 1 1,2,3,4 Onsite N/A

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101
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 1 1,2,3,4 Onsite N/A
Split System 3 - Mitsubishi
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 1 1,2,3,4 Onsite N/A
Exhaust Fan RR
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Cooling Tower - BAC
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Cooling Tower Cleaning 1 1 1,2,3,4 Onsite N/A
Belt Service 1 1 1,2,3,4 Onsite N/A
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Cooling Tower Cleaning 1 1 1,2,3,4 Onsite N/A
Belt Service 1 1 1,2,3,4 Onsite N/A
Strip Heaters 1st Floor - 2kw to 15kw

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102
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Annual Inspection 23 1 1,2,3,4 Onsite N/A
Strip Heaters 2nd Floor - 2kw to 7kw
Annual Inspection 20 1 1,2,3,4 Onsite N/A
Strip Heaters 3rd Floor - 2kw to 6kw
Annual Inspection 19 1 1,2,3,4 Onsite N/A
Strip Heaters 4th Floor - 2kw to 6kw
Annual Inspection 17 1 1,2,3,4 Onsite N/A
Strip Heaters 5th Floor - 2kw to 5kw
Annual Inspection 20 1 1,2,3,4 Onsite N/A
Chiller 1 -Trane
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A
Chiller 2 -Trane
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Condenser Tube Cleaning (water) 1 1 1,2,3,4 Onsite N/A
Eddy Current Analysis 1 1 3 Onsite N/A

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103
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
CHW 1 - B&G
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CHW 2 - B&G
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW 1 - B&G
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
CW 2 - B&G
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
Split System 1 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A

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104
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Split System 2 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Split System 3 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Split System 4 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Split System 5 - Mitsubishi
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 1 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A

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105
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 2 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 3 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 4 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 5 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 6 - Thermal Corp

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106
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 7 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 8 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 9 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 10 - Carrier
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A

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107
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Fan Coil 11 - McQuay
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Fan Coil 12 - McLean
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Exhaust Fan 1 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 2 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 3 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 4 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A

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108
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 5 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 6 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 7 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 8 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 9 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Exhaust Fan 10 - UNKNOWN
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A

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109
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Supply Fan 1 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Supply Fan 2 - Loren Cook
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Gun Range Exhaust - Dayton
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Handler 1 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Belt Service 1 1 1,2,3,4 Onsite N/A
Air Handler 2 - Thermal Corp
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Air Filter Service 1 4 1,2,3,4 Onsite N/A
Belt Service 1 1 1,2,3,4 Onsite N/A

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110
Mechanical
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
Boiler 1 - Raypak
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Combustion Analysis 1 1 1,2,3,4 Onsite N/A
Combustion Analysis 1 1 1,2,3,4 Onsite N/A
Hot Water Pump 1 - Bell & Gossett
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A
Hot Water Pump 2 - Bell & Gossett
Annual Inspection 1 1 1,2,3,4 Onsite N/A
Operational Inspection 1 3 1,2,3,4 Onsite N/A
Vibration Analysis 1 1 1,2,3,4 Onsite N/A

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111
Automation
Equipment Service Description Qty Frequency Year Service Location
Repair
Coverage
City Hall Panels on P2 BLN
Apogee System 2 1 1,2,3,4 Onsite N/A
PHQ Legacy Panels on P2 BLN
Apogee System 3 1 1,2,3,4 Onsite N/A
PHQ Panel on P2 BLN
Apogee System 1 1 1,2,3,4 Onsite N/A

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112
Sales Executive manages the overall strategic
service plan based upon your current and future
service requirements.

Client Services Manager is responsible for
ensuring that our contractual obligations are
delivered, your expectations are being met and
you are satisfied with the delivery of our services.

Primary Service Specialist is responsible for
performing the ongoing service of your system.

Secondary Service Specialist who will be
familiarized with your building systems to provide
in-depth backup coverage.

Remote Services Specialist is responsible for the
execution of remote services including proactive
planned tasks, in-depth fault analysis and
identification of corrective actions.

Service Operations Manager is responsible for
managing the delivery of your entire support
program and service requirements.

Service Coordinator is responsible for
scheduling your planned maintenance visits, and
handling your emergency situations by taking the
appropriate action.

Service Administrator is responsible for all
service invoicing including both service
agreement and service projects.

Service Team
An important benefit of your Service Agreement derives from having the trained building service personnel of Siemens Industry, Inc. familiar with your building systems. Our implementation team of local experts provides thorough, reliable service and scheduling for the support of your system.

Added to the team is a team of building experts at our Digital Service Center. The benefits you receive are less disruption to your employees at the site, less intrusive on the system at peak hours, fewer emissions for trucks rolled, and real time analytics with digital workspace hours.

The following list outlines the service team that will be assigned to the service agreement for your facility Your Assigned Team of Service Professionals will include:

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113
Siemens Terms of Sale (STS)
Terms of Sale (Click to download)
Base Terms

THIS PURCHASE IS MADE IN ACCORDANCE WITH THE GROUP COOPERATIVE SOURCEWELL CONTRACT #121024-SIE. ALL TERMS OF SUCH SOURCEWELL CONTRACT ARE INCORPORATED HEREIN, AND THE

TERMS AND CONDITIONS WILL PREVAIL EXCLUSIVELY OVER THE TERMS OF THE PURCHASE ORDER AND/ OR CUSTOMER AGREEMENT. NO FEDERAL TERMS AND CONDITIONS, FEDERAL FUNDS, OR GRANTS ARE APPLICABLE TO THIS ORDER.

Price Escalation. If, during the term of this Contract, the price of various materials or labor or logistics are increased as reflected by CRU, CMAI, COMEX market indexes or IHS Markit, then Siemens may increase the applicable yearly Investment or apply a surcharge accordingly.

To the extent applicable, the following Supplements are incorporated and made part of the Siemens Terms of Sale:

Click on supplement(s) below to read/download
Services Supplemental Terms
Siemens reserves the right to adjust prices to reflect the impact of any new or modified taxes, duties, tariffs, or equivalent measures, whether direct or indirect, imposed by any U.S. or foreign governmental authority that are applicable to the Offerings, including any hardware, software, or service components contained therein.

Siemens is entitled to amend these terms and conditions at any time without prior notice. Previous and Retired versions of Base Terms & Supplemental Terms can be found here: www.siemens.com/terms-of-sale

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114
Agreement Terms for Investments
Services shall be provided at:
77 FAIR DR
COSTA MESA, CA 92626-6520
Siemens Industry, Inc. shall provide the services as identified in this Proposal and pursuant to the associated terms and conditions contained within.

Initial Term Investments:

Period Period Range Billing Frequency Annual Price
1 Jul 1,2026 - Jun 30,2027 Annually (In Advance) $259,817.00 2 Jul 1,2027 - Jun 30,2028 Annually (In Advance) $275,406.00 3 Jul 1,2028 - Jun 30,2029 Annually (In Advance) $308,014.00 4 Jul 1,2029 - Jun 30,2030 Annually (In Advance) $309,441.00 Multi-Period Investment Total $1,152,678.00*
Amount Due In Advance Based On Billing Frequency
*** This proposal is a firm fixed price ***
Sourcewell Account: City of Costa Mesa
Account # 2173
All billable/emergency services and service/maintenance calls will be performed outside of the Sourcewell contract under a separate order.

Estimated sales taxes have been included in the investment amount. The exact amount will be calculated based on local requirements at the time of invoicing. The pricing quoted in this Proposal are firm for 30 days.

Siemens Industry, Inc. invoices paid by credit card may be subject to a surcharge of up to 2%.

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115
*Siemens reserves the right to adjust prices to reflect the impact of any new or modified taxes, duties, tariffs, or equivalent measures, whether direct or indirect, imposed by any U.S. or foreign governmental authority that are applicable to our offering, including any hardware, software, or service components contained therein.

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116
Signature Page
The Buyer acknowledges that when accepted by the Buyer as proposed by Siemens Industry, Inc., this Proposal and the Standard Terms and Conditions of Sale for Services, (together with any other documents, including any applicable Rider(s), incorporated herein) shall constitute the entire agreement of the parties with respect to its subject matter.

BY EXECUTION HEREOF, THE SIGNER CERTIFIES THAT (S)HE HAS READ ALL OF THE TERMS AND CONDITIONS AND DOCUMENTS, THAT SIEMENS INDUSTRY, INC. OR ITS REPRESENTATIVES HAVE MADE NO AGREEMENTS OR REPRESENTATIONS EXCEPT AS SET FORTH THEREIN, AND THAT (S)HE IS DULY AUTHORIZED TO EXECUTE THE SIGNATURE PAGE ON BEHALF OF THE BUYER.

Initial Term Investments
Period Period Range Billing Frequency Annual Price
1 Jul 1,2026 - Jun 30,2027 Annually (In Advance) $259,817.00 2 Jul 1,2027 - Jun 30,2028 Annually (In Advance) $275,406.00 3 Jul 1,2028 - Jun 30,2029 Annually (In Advance) $308,014.00 4 Jul 1,2029 - Jun 30,2030 Annually (In Advance) $309,441.00 Proposed by: Accepted by:

Siemens Industry, Inc.
______________________________________
Company

CITY OF COSTA MESA
_____________________________________
Company
Kris Gilmour
______________________________________
Name
_____________________________________
Name (Printed)
10550946
______________________________________
Proposal #
_____________________________________
Signature
$1,152,678.00
______________________________________
Proposal Amount
_____________________________________
Title
May 11, 2026
______________________________________
Date
_____________________________________
Date
_____________________________________
Purchase Order # ⬜ PO for billing/pmnt only ⬜ PO not required

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Siemens Service Portfolio

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1 Siemens Industry, Inc.

Form Rev. 07-07-2025

CITY OF COSTA MESA

MAINTENANCE SERVICES PARTICIPATING AGREEMENT
WITH
SIEMENS INDUSTRY, INC.

TH
IS MAINTENANCE SERVICES PARTICIPATING AGREEMENT (“Agreement”) is made and entered into this 1st day of July, 2026 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and SIEMENS INDUSTRY, INC. a Delaware corporation authorized to do business in California (“Contractor”) under the HVAC Systems and Related Services Contract #080824-SIE (“Sourcewell Contract”).

W
I T N E S S E T H :

A. C
ity proposes to utilize the services of Contractor as an independent contractor to pr
ovide HVAC maintenance and repair services of City property, as more fully described herein; and
B. C
ontractor represents that it has the experience and expertise to properly perform such services and holds all necessary licenses to practice and perform the services; and C. C
ity and Contractor desire to contract for the services and desire to set forth their rights, duties and liabilities in connection with the performance of such services; and D.

No official or employee of City has a financial interest, within the provisions of S
ections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

N
OW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SERVICES PROVIDED BY CONTRACTOR

1.1. Scope of Services. Contractor shall provide the services described in Contractor’s Proposal (the “Proposal”) attached hereto as Exhibit “A,” and incorporated herein (the “Services”).

1.2. Prevailing Wage Requirements.
(a) P
revailing Wage Laws. Contractor is aware of the requirements of Chapter 1 (beginning at Section 1720 et seq.) of Part 7 of Division 2 of the California Labor Code, as well as Title 8, Section 16000 et seq. of the California Code of R
egulations (“Prevailing Wage Laws”), which require the paym ent of pr
evailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. This project is a “maintenance” project and requires compliance with the Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wa ge
Law
s.
(b) P
ayment of Prevailing Wages. Contractor shall pay the prevailing w age ATTACHMENT 2
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rates for all work performed under this Agreement. When any craft or classification is omitted from the general prevailing wage determinations, Contractor shall pay the wage rate of the craft or classification most closely related to the omitted classification. A copy of the general prevailing wage rate determination is on file in the Office of the City Clerk and is incorporated into this Agreement as if fully set forth herein. Contractor shall post a copy of such wage rates at all times at the project site(s).

(c) Legal Working Day . In accordance with the provisions of Labor Code Section 1810 et seq., eight (8) hours is the legal working day. Contractor and any subcontractor(s) of Contractor shall comply with the provisions of the Labor Code regarding eight (8)-hour work day and 40-hour work week requirements, and overtime, Saturday, Sunday, and holiday work. Work performed by Contractor’s or any subcontractor’s employees in excess of eight (8) hours per day, and 40 hours during any one week, must include compensation for all hours worked in excess of eight (8) hours per day, or 40 hours during any one week, at not less than one and one-half times the basic rate of pay. Contractor shall forfeit as a penalty to City Twenty -Five Dollars ($25.00), or any greater penalty set forth in the Labor Code, for each worker employed in the execution of the work by Contractor or by any subcontractor(s) of Contractor, for each calendar day during which such worker is required or permitted to the work more than eight (8) hours in one calendar day or more than 40 hours in any one calendar week in violation of the Labor Code.

(d) Apprentices. Contractor shall comply with the provisions of Labor Code Section 1777.5 concerning the employment of apprentices on public works projects. Contractor shall be responsible for ensuring compliance by its subcontractors with Labor Code Section 1777.5.

(e) Payroll Records . Pursuant to Labor Code Section 1776, Contractor and any subcontractor(s) shall keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by Contractor or any subcontractor in connection with this Agreement. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following: (1) The information contained in the payroll record is true and correct; and (2) The employer has complied with the requirements of Sections 1771, 1881, and 1815 of the Labor Code for any work performed by his or her employees on this project. The payroll records shall be certified and shall be available for inspection at all reasonable hours in accordance with the requirements of Labor Code Section 1776.

(f) Registration with DIR . Contractor and any subcontractor(s) of Contractor shall comply with the provisions of Labor Code Section 1771 and Labor Code Section 1725.5 requiring registration with the DIR.

Form Rev. 07-07-2025
Services Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:

(a) Meet with Contractor to review the quality of the work and resolve the matters of concern;

(b) Require Contractor to repeat the work at no additional fee until it is satisfactory; and/or

1.4. Compliance with Applicable Law . Contractor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to harassment, workplace violence, discrimination, minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Contractor shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Contractor’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, mari tal status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, except as permitted pursuant to section 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Contractor acknowledges that City may enter into agreements with other contractors for services similar to the S ervices in this Agreement or may have its own employees per form services similar to those S ervices contemplated by this Agreement.

1.7. Delegation and Assignment. Contractor may not delegate or assign this Agreement, in whole or in part, to any person or entity without the prior written consent of City.

Contractor may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Contractor’s sole cost and expense.

1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City, or confidential information relating to the City’s computer and security systems and programs. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorizati on by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

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2.0. COMPENSATION AND BILLING

2.1. Compensation. Contractor shall be paid in accordance with the fee sc hedule set forth in Exhibit A. Contractor’s total compensation shall not exceed One Million One Hundred Fifty-Two Thousand Six Hundred Seventy-Eight Dollars ($1,152,678.00).

2.2. Additional Services. Contractor shall not receive compensation for any services provided outside the Scope of Services set forth in this Agreement without amending this Agreement as provided herein. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. Method of Billing. Contractor may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Contractor’s services which have been completed to City’s sole satisfaction. City shall pay Contractor’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the S ervices performed, the date of performance, and the associated time for completion.

2.4. Records and Audits . Records of Contractor ’s S ervices shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutual ly convenient times throughout the term of this Agreement through three (3) years after its termination.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work . The S ervices shall be performed in strict compliance with Exhibit A. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays . Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance w ith laws or regulations, riots, acts of war, pandemics (excluding COVID -19) or any other conditions beyond the reasonable control of a party.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of four (4) years, ending on June 30, 2030, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4.2. Notice of Termination. City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Contractor . The termination of this Agreement shall be deemed effective upon receipt of the notice of termination.

In the event of such termination, Contractor shall immediately stop rendering services under this Agreement unless directed otherwise by the City.

4.3. Compensation. In the event of termination, City shall pay Contractor for reasonable costs incurred and S ervices satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based 122
5 Siemens Industry, Inc.

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on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company admitted to do business in California, rated “A,” Class X, or better in the most recent Best’ s Key Insurance Rating Guide, and approved by City:

(a) Commercial general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000.00) per occurrence. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or shall be twice the required occurrence limit.

(b) Business a utomobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.

Contractor agrees to waive, and to obtain endorsements from its workers ’ compensation insurer waiving subrogation rights under its workers ’ compensation insurance policy against the City , its officers, agents, employees, and volunteers arising from work performed by Contractor for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:

(a) Additional insureds: “The City of Costa Mesa and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of Contractor pursuant to its contract with City; products and completed operations of Contractor; premises owned, occupied or used by Contractor; automobiles owned, leased, hired, or borrowed by Contractor.”

(b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”

(c) Other insurance: “ Contractor’s insurance coverage shall be primary insurance as respects the City of Costa Mesa, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the ins urance provided by this policy.”
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(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.

(e) Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an addi tional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

5.4. Certificates of Insurance. Contractor shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.

5.5. Non-limiting. The insurance provisions contained in this Agreement shall not be construed as limiting in any way, the indemnification provisions contained in this Agreement, or the extent to which Contractor may be held responsible for payments of damages to persons or property.

5.6. Excess Coverage . To the extent that Contractor maintains any insurance coverage(s) in amounts or types which are not expressly called out in this Agreement, such additional coverage(s) shall be deemed to be required by this Agreement.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6.2. Representatives. The C ity Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Contractor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Contractor called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Contractor in the performance of this Agreement.

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Contractor shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Contractor or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONTRACTOR: IF TO CITY:

Siemens Industry, Inc.
6141 Katella Avenue
Cypress, CA 90630
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (657) 413-1813 Tel: (714) 754-5289
Attn: Kris Gilmour Attn: Daniel Jojola

Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

6.5. Drug-Free Workplace Policy . Contractor shall provide a drug-free workplace by complying with all provisions set forth in City ’s Council Policy 100-5, attached hereto as Exhibit “B” and incorporated herein by reference. Contractor’s failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City.

6.6. Attorneys’ Fees. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

6.7. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California.

6.8. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor’s interest in this Agreement without City ’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement.

Regardless of City’s consent, no subletting or assignment shall release Contractor of Contractor’s obligation to perform all other obligations to be performed by C ontractor hereunder for the term 125
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of this Agreement.

6.9. Indemnification and Hold Harmless. Contractor agrees to defend, indemnify, hold free and harmless the City, its elected officials, officers, agents and employees, at Contractor’s sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the City, its elected officials, officers, agents and employees arising out of the performance of the Contractor , its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Contractor , its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Contractor , its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon the work performed by the Contractor , its employees, and/or authorized subcontractors under this Agreement, whether or not the Contractor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Contractor shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisi ons contained either in the City’s specifications or Contractor’s Proposal, which shall be of no force and effect.

6.10. Independent Contractor . Contractor is and shall be acting at all times as an independent contractor and not as an employee of City. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its or employees are in any manner agents or employees of City. Contractor shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Contractor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Contractor shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor further agrees to indemnify and hold City harmless from any failure of Contractor to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.11. PERS Eligibility Indemnification. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Form Rev. 07-07-2025
providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.12. Cooperation. In the event any claim or action is brought against City relating to Contractor’s performance or services rendered under this Agreement, Contractor shall render any reasonable assistance and cooperation which City might require.

6.13. Conflict of Interest. Contractor and its officers, employees, associates and subcontractors, if any, will comply with all conflict of interest statutes of the State of California applicable to Contractor’s services under this Agreement, including, but not limited to, the Political Reform Act (Government Code Sections 81000, et seq.) and Government Code Section 1090.

During the term of this Agreement, Contractor and its officers, employees, associates and subcontractors shall not, without the prior written approval of the City Representative, perform work for another person or entity for whom Contractor is not currently performing work that would require Contractor or one of its officers, employees, associates or subcontractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute.

6.14. Prohibited Employment. Contractor will not employ any regular employee of City while this Agreement is in effect.

6.15. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail . If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.16. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.17. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

6.18. No Third Party Beneficiary Rights . This Agreement is entered into for the sole benefit of City and Contractor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

6.19. Headings. Headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.20. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its 127
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fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

6.21. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.22. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any prov ision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event s hall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.23. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party , is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.24. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6.25. Corporate Authority . The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.

[Signature page follows.]

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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CONTRACTOR

__________________________________ Date: __________________________ Signature

__________________________________
[Name and Title]

__________________________________ Date: __________________________ Signature

__________________________________
[Name and Title]

CITY OF COSTA MESA

__________________________________ Date: __________________________ Cecilia Gallardo-Daly
City Manager

ATTEST:

__________________________________
Brenda Green
City Clerk

APPROVED AS TO FORM:

__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney

APPROVED AS TO INSURANCE:

__________________________________ Date: __________________________ Ruth Wang
Risk Management

129
12 Siemens Industry, Inc.

Form Rev. 07-07-2025
APPROVED AS TO CONTENT:

__________________________________ Date: __________________________ Daniel Jojola
Project Manager

DEPARTMENTAL APPROVAL:

__________________________________ Date: __________________________ Raja Sethuraman
Public Works Director

APPROVED AS TO PURCHASING:

__________________________________ Date: __________________________ Finance Director
130

CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-307 Meeting Date: 6/16/2026
TITLE:

CONTINUATION REQUEST OF AN APPEAL OF THE PLANNING COMMISSION’SDECISION TO UPHOLD THE ECONOMIC AND DEVELOPMENT SERVICES DIRECTOR’SDECISION TO DENY

A REASONABLE ACCOMMODATION REQUEST TO DEVIATE FROM CERTAIN REQUIREMENTS OF THE ZONING CODE TO OPERATE A SOBER LIVING HOME AT 115 EAST

WILSON STREET, UNITS A THROUGH E
DEPARTMENT: ECONOMIC AND DEVELOPMENT SERVICES

DEPARTMENT/PLANNING DIVISION
PRESENTED BY: VICTOR MENDEZ, SENIOR PLANNER
CONTACT INFORMATION: VICTOR MENDEZ, SENIOR PLANNER (714) 754-5276 RECOMMENDATION:

Staff recommends the City Council continue the open public hearing to the September 1, 2026, meeting, pursuant to the applicant’s request.

BACKGROUND:

The appeal was agendized for the December 2, 2025, City Council meeting. Prior to the meeting, but after the public hearing was noticed, the applicant submitted a request to continue the item to the February 3, 2026, City Council Meeting. The City Council opened the public hearing and voted (7-0) to continue the item.

The continuance was agenized to the February 3, 2026, City Council Meeting. Prior to the meeting, but before the agenda was publicized, staff requested to continue the item to the April 21, 2026, City Council Meeting. The City Council opened the public hearing and voted (6-0-1) to continue the item (Council Member Buley absent).

Before the agenda was publicized, the applicant requested to continue the item to the June 16, 2026, City Council Meeting to gather additional information. The City Council opened the public hearing and voted (7-0) to continue the item.

Subsequently, before the agenda was publicized, the applicant requested to continue the item to the September 1, 2026, City Council Meeting to gather additional information.

Page 1 of 2 ends

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File #: 26-307 Meeting Date: 6/16/2026
ANALYSIS:

The applicant requested that the public hearing be continued to a date certain to the September 1, 2026, City Council Meeting. Staff will present the item at the September 1, 2026, meeting.

ALTERNATIVES:

There are no recommended alternatives.

FISCAL REVIEW:

The fiscal review will be included as part of the September 1, 2026, report.

LEGAL REVIEW:

The legal review will be included as part of the September 1, 2026, report.

CITY COUNCIL GOALS AND PRIORITIES:

The priorities will be included as part of the September 1, 2026, report.

CONCLUSION:

The item will be presented at the September 1, 2026, City Council meeting.

Page 2 of 2 ends

132

CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-304 Meeting Date: 6/16/2026
TITLE:

APPEAL AND AWARD A MAINTENANCE SERVICES AGREEMENT FOR JANITORIAL SERVICES TO CCS FACILITY SERVICES - ORANGE COUNTY, INC.

DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES

DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR, (714) 754- 5029
RECOMMENDATION:

Staff recommends the City Council:

1. Deny Executive Facilities Services, Inc. appeal from the Purchasing Officer’s rejection of the bid protest filed against the proposed award to CCS Facility Services - Orange County, Inc.

2. Award the Maintenance Services Agreement (MSA) to CCS Facility Services - Orange County, Inc., 3001 Red Hill Avenue, Building #6-220, Costa Mesa, CA 92628, for a period of two (2) years with the option for three (3) one-year renewal periods for janitorial services for City buildings, parks, and facilities in an annual amount not to exceed $577,973.

3. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs, and approval for Consumer Price Index (CPI) escalation and de- escalation.

4. Authorize the City Manager or designee to execute the agreement and any future amendments to the agreement.

BACKGROUND:

The scope of work of the Janitorial Services contract encompasses the complete and comprehensive custodial cleaning and trash disposal at all of the City’smajor facilities: Balearic Community Center, City Hall, Communications Center, Corporation Yard, Downtown Recreation Center, Norma Hertzog Community Center, Police Department, Westside Police Substation, Bridge Shelter, City Parks, Senior Center, Fairview Park, Costa Mesa Tennis Center, Police Department Warehouse, Code Enforcement Substation and Fire Stations 1 through 6. The City’scurrent agreement for janitorial services with Executive Facilities Services is expiring on June 30, 2026.

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File #: 26-304 Meeting Date: 6/16/2026
ANALYSIS:

On February 10, 2026, the City issued a Request for Proposal (RFP) on PlanetBids for janitorial services. A mandatory job walk was conducted on February 18, 2026, and another one scheduled on February 24, 2026. A total of (11) eleven proposals were received on March 11, 2026.

The proposals were screened for compliance with the City’sRFP process. Two proposals did not meet the minimum requirements, the third did not attend the mandatory job walks and therefore all were deemed non-responsive to the City’sRFP process. The remaining eight were compliant and submitted to the evaluation committee.

All eight (8) proposals were evaluated based on each company’sability to respond and satisfactorily define their ability to meet the following criteria:
· Qualifications of Entity & Key Personnel
· Approach to Providing the Requested Scope of Services · Price Proposal - Completed by Finance
· Innovative and/or Creative Approaches to Providing the Services After a thorough review and analysis of each proposal, the evaluation committee, which consists of City staff from the Economic and Development Services Department, Parks and Community Services Department and Public Works Department recommend CCS Facility Services - Orange County, Inc. (CCS) to provide janitorial services. Regarding the other seven (7) remaining proposers, their proposals were also deemed qualified by the evaluation committee. However, they did not exceed CCS in the criteria mentioned above.

PROPOSERS SCORES
CCS Facility Services - Orange County, Inc. 1155
MasterCorp Commercial Services 1045
Executive Facilities Services 1010
Base Hill 910
Santa Fe Janitorial Maintenance 885
Uniserve Facilities Services 885
Omni Enterprise 840
Coast 2 Coast Preservations 770
CCS Facility Services - Orange County, Inc. understands the importance of providing thorough janitorial and disinfecting services for the aforementioned locations and maintaining the safety and integrity of the City’sworking and recreational environments. This ensures that the City of Costa Mesa’s staff, residents, and the business community are confident that their City facilities will maintain a high level of cleanliness.

CCS has been providing janitorial services for over 15 public agencies in Southern California, along

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File #: 26-304 Meeting Date: 6/16/2026
CCS has been providing janitorial services for over 15 public agencies in Southern California, along with over 1,000 local government facilities nationwide, for over 40 years. CCS Facility Services - Orange County, Inc. has 650 professional cleaners and will retain/transition the current janitorial employees assigned to the City’sfacilities to ensure the continuity of service while preserving the experience and institutional knowledge. CCS has identified expert staff for specialized tasks and has a dedicated team for parks, as well as a night crew for specific facilities.

Therefore, staff recommends the approval of the MSA to CCS Facility Services - Orange County, Inc. in the amount of $577,973 with an additional 10% contingency annually for emergency response, special events, and unforeseen costs.

BID PROTEST AND APPEAL:

On May 4, 2026, following the City’snotice of intent to award the RFP to CCS Facility Services - Orange County, Inc., the City’s current vendor and a proposer on this RFP, Executive Facilities Services, Inc. (EFS), filed a bid protest and appeal against the notice of intent to award the RFP based on twelve 12 separate issues. (See Attachment 1) On May 7th, the City Manager acting as the Purchasing Officer denied the protest and appeal. (See Attachment 2) On May 13th, EFS submitted a formal appeal of the City Manager’sdecision focused on two of these 12 separate issues. (See Attachment 3)
The procedures for appealing the intent to award a bid (commonly referred to as a “bidprotest”)for other than public construction projects are governed solely by the provisions of the City’sPurchasing Policy and the appeal and review procedures of the Costa Mesa Municipal Code (CMMC). Under the Purchasing Policy, the protest must include the specifics of the nature of the protest and “anyand all documentation to support the appeal.”(See CMMC § 2-168(3)&(4)) The Purchasing Officer’sdenial of the bid protest may be appealed to the City Council pursuant to the appeal provisions of CMMC Title 2 Chapter IX. The City Council’sreview on appeal is de novo. The admissible evidence on this appeal is limited to “allrelevant evidence”submitted to the Purchasing Officer and at the City Council appeal hearing, and the findings of the purchasing officer. (See CMMC § 2-303(4)) In brief summary, the instant appeal, like the initial bid protest alleges: 1) that CCS failed to disclose the fact that it was fined by the U.S. Immigration and Customs Enforcement (ICE) in Colorado in 2025; and 2) that there were “significantscoring discrepancies”between the City’sRFP evaluators. In addition, the appeal raises a new allegation that CSS also failed to disclose that in 2022 the U.S.

EEOC found reasonable cause to “believe that CCS failed in its obligation to provide a workplace free from unlawful harassment and discrimination and, in so doing, violated Title VII of the Civil Rights Act of 1964” in the state of Washington.

In denying the bid protest regarding the first allegation, the Purchasing Officer in summary found, based on information received from CCS that the alleged failure to disclose was related to an ICE audit and settlement specific to CCS Denver, Inc., as opposed to CCS Facility Services - Orange County, Inc. The Purchasing Officer found CCS’clarification acceptable and noted that the “proposer” on the RFP is “CCSFacility Services - Orange County, Inc.”not “CCSDenver, Inc.” (See Attachment 2) Regarding the alleged “scoring discrepancies”, the Purchasing Officer found these allegations to be without merit. (See Attachment 2)
The third allegation regarding a failure to disclose a workplace violation in the state of Washington

Page 3 of 4 ends

135
File #: 26-304 Meeting Date: 6/16/2026
The third allegation regarding a failure to disclose a workplace violation in the state of Washington was not raised in the initial bid protest and appeal, and therefore was not considered by the Purchasing Officer, as required by the Purchasing Policy. (See CMMC § 2-168(3)&(4)) However, the City Council has the discretion on appeal to consider this new evidence should it desire to do so.

CCS provided a response to this allegation on June 3, 2026, which is included as Attachment 4.

ALTERNATIVES:

The alternatives to this Council action would be to: 1) sustain the appeal; 2) reject all bids and direct staff to re-advertise the RFP; or 3) deny the appeal, reject all bids and direct staff to re-advertise the RFP. However, it is not anticipated that any of these alternatives would result in selecting a more qualified firm or a lower cost for service.

FISCAL REVIEW:

Funding for this agreement, inclusive of the contingency, in the amount of $635,771 is included in the Adopted FY 2026-27 Operating Budget in the General Fund (Fund 101).

LEGAL REVIEW:

The City Attorney’sOffice has reviewed this report, prepared the Maintenance Services Agreement (Attachment 5) and approves them both as to form.

CITY COUNCIL GOALS AND PRIORITIES:

CONCLUSION:

Staff has evaluated the proposals to provide janitorial services for City facilities and recommend the City Council:

1. Deny Executive Facility Services, Inc. appeal from the Purchasing Officer’srejection of the bid protest filed against the proposed award to CCS Facility Services - Orange County, Inc.

2. Award the Maintenance Services Agreement (MSA) to CCS Facility Services - Orange County, Inc., 3001 Red Hill Avenue, Building #6-220, Costa Mesa, CA 92628, for a period of two (2) years with the option for three (3) one-year renewal periods for janitorial services for City buildings, parks, and facilities in an annual amount not to exceed $577,973.

3. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs, and approval for Consumer Price Index (CPI) escalation and de- escalation.

4. Authorize the City Manager or designee to execute the agreement and any future amendments to the agreement.

Page 4 of 4 ends

136
Attachment 1
137
138
139
140
141
142
143
144
145
146
147
ATTACHMENT 2
148
149
150
151
152
153
154
155
156
157
Alan B. Fenstermacher
Direct Dial: (714) 641-3452
E-mail: [email protected]
May 13, 2026
R u t a n & Tu c k e r , L L P | 1 8 5 7 5 J a mb o r e e R o a d, 9 th F l o o r I r v i n e, C A 9 2 6 1 2 | 7 1 4- 6 4 1- 5 1 0 0 | Fa x 7 1 4- 546 -9 0 3 5 O r a n g e C o u n ty | P a lo A lto | S a n F ra n c is c o | Sc o t ts d a le | w w w . ru ta n . c o m 3084/036899-0006
23776874.4 a05/13/26

VIA E-MAIL AND HAND DELIVERY
Honorable Mayor and City Council
City of Costa Mesa
77 Fair Drive,
Costa Mesa, CA 92626
[email protected]
[email protected]
Brenda Green
City Clerk
City of Costa Mesa
77 Fair Drive,
Costa Mesa, CA 92626
[email protected]
Re: RFP NO. 26-13 Janitorial Services for City Facilities Appeal of Denial of Bid Protest
Dear City Clerk & Honorable Mayor and City Council:

This office represents Executive Facilities Services, Inc. (“EFS”), one of the eight responders to the City of Costa Mesa’s (“City”) above-referenced Request for Proposals (“RFP”) for Professional Custodial/Janitorial Services. EFS has been the janitorial service provider for the City since 2021.

On May 7, 2026, EFS received the City’s denial of EFS’s appeal and protest of the notice of intent to award the contract (“Contract”) to CCS Facility Services – Orange County, Inc. The purpose of this letter is to formally appeal the City Manager ’s denial of EFS’s appeal and protest of the RFP to the City Council, pursuant to Title 2, Chapter IX of the Costa Mesa Municipal Code (“CMMC”).1 This letter focuses on of the most significant oversights, however, EFS’s protest letter dated May 4, 2026 is attached hereto as Exhibit A and is incorporated by reference into this letter, as if fully set forth herein.

First, CCS cannot be the lowest responsible bidder because it failed to disclose past violations of federal law in its RFP materials. (CMMC § 2-167(e) [contracts may only be awarded to responsible bidders]; Pub. Contract Code § 1103 [“‘Responsible bidder,’ as used in this part, means a bidder who has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity, and experience to satisfactorily perform the public works contract.”].) Here, CCS failed to disclose the fact that it was fined over $6 million by U.S. Immigration and Customs Enforcement (“ICE”) in 2025 for willful violations of federal labor laws. As set forth by ICE, CCS knowingly hired at least 87 unauthorized workers.2
1 The appeal fee of $3,825 is enclosed with this letter, based on the version of the City’s Master Fee Schedule available online. Please inform this office immediately if there are any other procedural requirements for this appeal.
2 The U.S. Immigration and Customs Enforcement press release is attached hereto as Exhibit B.

ATTACHMENT 3
158

Honorable Mayor and City Council
Brenda Green
May 13, 2026

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23776874.4 a05/13/26

In response to these violations coming to light, CCS has taken the position that those violations were specific to its Denver entities and therefore unrelated to its Orange County operations. This position is plainly inconsistent with how CCS holds itself out to the marketplace.

As explained on its own website, “CCS Facility Services stands as one of the largest building services contractors in the United States, offering expert janitorial and facility engineering services to thousands of commercial busin esses across 13 states with a highly experienced team. ”3 CCS clearly holds itself out to the public as an integrated facility services company with thousands of employees across its various offices. Similarly, CCS lists each of its locations under a single tab on its website, making no distinction between its Orange County and Denver offices.4 It would be nonsensical to allow CCS to tout its nationwide experience and capacities to improve its standing in the competitive bidding process, yet hide behind corporate form when faced with wrongdoing.

Additionally, in 2022, the U.S. Equal Employment Opportunity Commission ( “EEOC”) found reasonable cause to believe that CCS failed in its obligation to provide a workplace free from unlawful harassment and discrimination and, in so doing, violated Title VII of the Civil Rights Act of 1964.5 There, CCS entered into a pre-litigation settlement with the EEOC to resolve claims made by a Latina janitor that she suffered sexual comments, unwelcome touching and other unwanted sexual conduct by her direct supervisor for well over a year, despite making multiple complaints. In connection with this settlement, CCS agreed “to update its policies and procedures for the future: provide an alternative, anonymous complaint reporting process for employees; promptly respond to and investigate complaints of harassment and discrimination; and provide training for employees in the state of Washington.”
Both of these material omissions are violations of both the RFP Rules and the requirements in the CMMC, and therefore, CCS cannot be awarded the Contract.

Finally, in denying EFS’s initial protest, the City appears to have overlooked the significant scoring discrepancies identified in EFS ’s May 4, 2026 protest and appeal. Despite routinely receiving top scores from Evaluators 2 and 3, EFS placed third overall, largely the result of Evaluator 1’s scores. 6 For example, in the Qualifications & Experience of the Firm category, Evaluator 1 scored EFS as a 3 while the other two Evaluators scored EFS as a 5 and 4 respectively.

The same trend held in the Staffing and Communication Skills categories where Evaluator 1 scored EFS a full two points lower than Evaluator 2 and 3. Ultimately, Evaluator 1 scored EFS lower than Evaluator 2 or 3 on five of the eight categories , only having the same score as another Evaluator on the remaining three categories. Notably, Evaluator 1 also scored the other two finalists significant higher than Evaluators 2 and 3 did. This indicates potential irregularities in

3 https://ccsbts.com/about-us/
4 https://ccsbts.com/locations/
5 A copy of the EEOC’s press release is attached hereto as Exhibit C. 6 The bid results for the RFP provided to EFS are attached hereto as Exhibit D. 159

Honorable Mayor and City Council
Brenda Green
May 13, 2026

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23776874.4 a05/13/26

the process, whether inexperience on the part of Evaluator 1 or bias against EFS. Had EFS been graded consistently by all scorers—and with CCS’s disqualification—it would have easily placed first, given that its average scores from Evaluators 2 and 3 are both higher than the remaining bidder’s overall score. The equitable solution here would be to reject all bids, and re -issue the RFP with different evaluators.

EFS has successfully provided the precise types of services called for in the RFP to public agencies all over the State of California for twenty years , including the City specifically for 5 years. There have been no negative experiences, feedback, or reviews during EFS’s tenure at the City. Clearly, this is not a situation where the lowest cost provide r is a small or inexperienced company, but in fact the opposite – EFS’s response to the RFP provides the lowest cost from a provider with robust experience that can stand easily behind its proposal. As a result, there is no reason to discount EFS when it provides the City and its taxpayers with the best financial value.

Given the paramount concern of protecting the public fisc, EFS should be awarded the Contract.

EFS is not submitting this protest to ask that the City award EFS the Contract, but instead, respectfully requests that the City rebid the Contract, or at least rescore the proposals submitted with the foregoing in mind. Thank you for your consideration.

Sincerely,

RUTAN & TUCKER, LLP

Alan B. Fenstermacher
Submitted on behalf, and as a representative of, protestor:

Jim Ferraro, Executive Facilities Services, Inc.
6865 Weaver Street
Riverside, CA 92504
(844) 780-2626
160

Exhibit A
161
May 4, 2026

Ms. Stephanie Urueta
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626

Dear Ms. Urueta:

Please be advised that Executive Facilities Services, Inc via this document is submitting for consideration a formal protest to awarding of RFP 26-13 for Janitorial Services for City Facilities.

The following is the language from RFP 26-13 regarding the submission of a Protest:

II. General Instructions and Provisions:

5. Protests: Failure to comply with the rules set forth herein may result in rejection of the protest.

Any proposals accepted pursuant to the formal procurement procedure set forth in the Proposal procedure may be appealed in accordance with the following procedure:

• The Proposer shall file the written notice of appeal with the Purchasing Officer at least ten (10) working days prior to proposal award date specified in the notice of recommendation to award.
• The written notice of appeal must include specifics as to the nature of the appeal. • The Proposer must provide any and all documentation to support the appeal. • The purchasing officer will respond in writing to the Proposer within five (5) working days. • In the event the appeal is denied by the purchasing officer, the Proposer may appeal the purchasing officer’s ruling to the City Council at the next available council meeting.

1. This written notice of appeal is being submitted on May 4, 2026, which is at least ten (10) working days prior to the proposal award date of May 19, 2026.

2. The following pages will include specifics as to the nature of each protest point

3. Additional documentation is also being supplied to support our appeal.

As stated in section 5. In the fourth bullet point, the purchasing officer will respond in writing to the Proposer within five (5) working days.

162

• The following are Protest points that Executive Facilities Services, Inc. are submitting for consideration
• The following table presents each RFP requirement and CCS's compliance status.

Requirements are grouped by section as presented in the RFP .

MINIMUM REQUIREMENTS
Requirement Status Finding / Notes
PAGE #3 OF RFP

PROPOSERS MINIMUM

REQUIREMENTS

A. Similar facility
experience & evidence
of current
licensing/permits

REQUIREMENT

NOT MET

CCS provides extensive municipal
experience and lists a DIR Registration
(JS-LR-1001235067) and Costa Mesa
Business License (HDL-29911). However,
the DIR registration shown has an
EXPIRATION DATE OF 3/21/2026 —
predating the proposal submission
deadline of 3/11/2026 by only 10 days,
with no renewed certificate provided. No
California CSLB license is listed in the
Company Profile form despite it being a
required field.

Page #3 of RFP

PROPOSERS MINIMUM
REQUIREMENT:

B. Disclose pending/past
claims, labor law
violations, formal
notices to cure within
last 5 years

REQUIREMENT

NOT MET
No section addressing pending or past
claims, labor law violations, or formal
notices to cure appears anywhere in the
proposal. The RFP states failure to
identify these may be grounds for
rejection. CCS's proposal is completely
silent on this required disclosure.

PLEASE SEE ATTACHED DOCUMENT

RELATING TO FINE BY ICE UPON CCS

FOR EMPLOYMENT VIOLATIONS DATED
APRIL 28, 2025

Page #4 of RFP REQUIREMENT DIR Registration No. JS-LR-1001235067 is included. However, the certificate shows
163

PROPOSERS MINIMUM
REQUIREMENT:

D. Registered with DIR
(Department of
Industrial Relations)
NOT MET an expiration date of 3/21/2026 — only 10
days after the proposal due date of
3/11/2026. No evidence of renewal for the
contract period is provided.

Page # 4 RFP

PROPOSERS MINIMUM

REQUIREMENT

E. Abide by prevailing wage
laws (Appendix D)

REQUIREMENT

NOT MET
No acknowledgment, certification, or
statement of compliance with prevailing
wage laws (Appendix D) is included
anywhere in the CCS proposal.

PROPOSAL FORMAT
Requirement Status Finding / Notes
Page #4 of RFP

II. GENERAL INSTRUCTIONS:

PROPOSAL FORMAT
GUIDELINES:

25-page limit (excluding
resumes and pricing forms)

REQUIREMENT

NOT MET
The CCS proposal narrative section alone
spans 25 pages (pages 1–25) before
addenda, forms, and supporting
documents. Including the Table of
Contents, cover letter, and all narrative
sections, the core proposal clearly
exceeds the 25-page limit set by the RFP .

Page #4 of RFP

PROPOSAL FORMAT

GUIDELINES

• 12-point font size

REQUIREMENT

NOT MET
The proposal uses varying font sizes
throughout. Many section headers and
body text elements appear smaller than
12-point, particularly in tables on pages 8–
9 and staffing tables on page 19. Full
compliance with the 12-point minimum is
unclear.

Page #4 of RFP

REQUIREMENT

NOT MET
The cover letter is signed by Maryll
Betzold, Director of Government Services.

It is not clear she has binding authority.

The individuals listed with written
164

PROPOSAL FORMAT

GUIDELINES
• COVER LETTER
Cover letter signed by
individual authorized to bind
the Contractor
authorization to sign contracts on the
Vendor Application are Cameron Hall
(RVP), Bill King (COO), and Troy Coker
(CEO) — Maryll Betzold is not among
them. The cover letter signature does not
constitute binding authority.

Page #4 of RFP

PROPOSAL FORMAT

GUIDELINES
• COVER LETTER
Include proposed working
relationship among agency and
subcontractors

REQUIREMENT

NOT MET
The cover letter does not mention
subcontractors. Subcontractors (West
Coast Property Maintenance) are only
addressed later in the Staffing section, not
in the cover letter as required.

165

PROJECT APPROACH & METHODOLOGY
Requirement Status Finding / Notes
Page #4 of RFP
II. GENERAL REQUIREMENTS

SCOPE OF WORK APPENDIX A
Detailed project schedule with
all tasks, deliverables,
durations, and completion
timeframes

REQUIREMENT

NOT MET

Pages 8–11 provide monthly hour
estimates and a weekly schedule grid.

However, no specific project start date,
mobilization timeline, or phased
completion schedule is provided. The
schedule lacks defined milestones and
durations for transition activities.

Page #4 of RFP
II. GENERAL REQUIREMENTS

SCOPE OF WORK APPENDIX A
• PROJECT APPROACH

AND METHODOLOGY

1. Describes familiarity of project
and demonstrates
understanding of work and
project objectives moving
forward.

2. Detailed description of efforts
your firm will undertake to
achieve client satisfaction and to
satisfy the requirements of the
"Scope of Work" section.

3. Detailed project schedule,
identifying all tasks and
deliverables to be performed,
durations for each task, and
overall time of completion.

4. A proposed schedule
indicating stages of work, time
frames, and ability to perform the
required services in a timely
manner shall be included in the
proposal

REQUIREMENT

NOT MET
Ongoing service schedules are
mentioned, but a formal
mobilization/transition timeline is absent.
166

QUALIFICATIONS & EXPERIENCE
Requirement Status Finding / Notes
Page #5 of RFP
II. GENERAL INSTRUCTIONS
• QUALIFICATIONS AND
EXPEREINCE OF FIRM:

Corporation info: name,
corporate address, state of
incorporation, date of
incorporation, officer names

REQUIREMENT

NOT MET
CCS provides the legal name (CCS
Facility Services - Orange County, Inc.),
corporate address (990 S Broadway,
Denver, CO 80209), founding year (1988),
and officer names (Cameron Hall, Troy
Coker, Bill King). However, the STATE OF
INCORPORATION is never stated, and the
exact DATE OF INCORPORATION
(month/day/year) is not provided — only
'opened in 1988. '
Page # 5 of RFP
II. GENERAL INSTRUCTIONS
• QUALIFICTIONS OF
FIRM:

List of current/previous
contracts similar to Costa Mesa
scope, including public
agencies, scope description,
length of service, and contact
name/title/phone for each

REQUIERMENT

NOT MET
CCS provides client lists on pages 12, 15,
and 16. However, phone numbers are
missing for several references in the main
client table (pages 12 and 15). The
Company Profile & References form (page
32) lists five references with contact info,
but the 16-agency table on page 15 lacks
individual contact phone numbers and
scope descriptions as required.

STAFFING
Requirement Status Finding / Notes
PAGE #5 OF RFP
II. GENERAL INSTRUCTIONS
• STAFFING

REQUIREMENT

NOT MET
Pages 19–24 list key management staff
(Cameron Hall, Sebastian Pedreira, Erryn
Moreno) with roles and estimated monthly
hours. However, frontline staffing (the
approximately 10 cleaners/supervisors
assigned to City facilities) is not

167
List of individuals working on
project with functions and
anticipated hours of service
individually listed with names, functions,
and hours as required. The RFP requires a
list of individuals who will be working on
this project.

Page # 5 of RFP
II. GENERAL INSTRUCTIONS:
• STAFFING
Resume for each designated
individual

REQUIREMENT

NOT MET

Resumes are provided for Cameron Hall
(p.22), Sebastian Pedreira (p.23), and Erryn
Moreno (p.24). No resume is provided for
Ernesto Flores, the assigned Supervisor,
despite being a named key contact. The
RFP requires resumes for all designated
individuals.

Page #5 of RFP
II. GENERAL INSTRUCTIONS
• STAFFING
Named Assigned Supervisor
with phone and email

REQUIREMENT

NOT MET
Ernesto Flores is listed as Supervisor
([email protected], 949-239-5606).

However, no resume for Flores is provided
as required, and his qualifications are not
described anywhere in the proposal.

FINANCIAL CAPACITY
Requirement Status Finding / Notes
Page #6 of RFP
II. GENERAL INSTRUCTIONS:

• FINANCIAL CAPACITY
Copies of audited financials
from the past three years

REQUIREMENT

NOT MET
No audited financial statements for any
year are included in the proposal. This is
an explicit RFP requirement: 'The City is
concerned about the proposers' financial
capability to perform and therefore is
requesting copies of audited financials
from the past three years. ' This is a
complete omission.

COST PROPOSAL
Requirement Status Finding / Notes
PAGE #6 of RFP
II. GENERAL INSTRUCTIONS

REQUIREMENT

NOT MET
No statement that the proposal is valid for
180 days appears anywhere in the CCS
168
• COST PROPOSAL
Proposal valid for minimum 180
days following submission
proposal. The RFP explicitly requires this
statement.

GROUNDS FOR REJECTION OF AWARD TO CCS

We have clearly identified 15 Protest Points which certainly disqualify the proposal submitted by CCS and the award of the Janitorial Services contract to CCS must then be ruled null and void.

The last and final Protest Point I would like to raise is the scoring completed by Evaluator #1 as recorded in the CCS Evaluator Book (copy attached) As you can see there are three tabs for this file.

The first lab is labeled PROPOSAL EVALUATION
The second tab is labeled INTERVIEW EVALUATION
The third tab is labeled TOTAL SCORES

I would ask that you please review and compare the scoring of Evaluator #1 to both Evaluator #2 and #3 on both the Proposal Evaluation and Interview Evaluation tabs.

You will clearly see the blatant prejudice that Evaluator #1 had towards Executive Facilities Services, Inc. in ALL 4 categories in which the service providers were evaluated on both the Proposal Evaluation and Interview Evaluation tabs

Upon review of the Interview Evaluation sheet, you will see that in each of the 4 evaluation categories, Evaluator #1 gave Executive Facilities Inc, the lowest score which is not consistent with the scores posted buy both Evaluator #2 and #3.

By removing the prejudicial scoring by Evaluator #1 from both the Proposal Evaluation and Interview Evaluation tabs, and the disqualification of CSS, Executive Facilities Services, Inc. should thus receive the recommendation of award for RFP 26-13 the Janitorial Services for City facilities for the City of Costa Mesa.

Respectfully,

169
Jim Ferraro
Owner
Executive Facilities Services, Inc.

170

Exhibit B
171

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Call 1-866-DHS-2-ICE Report Crime

ICE NEWSROOM
APRIL 28, 2025 ● DENVER, CO ● WORKSITE ENFORCEMENT
ICE Denver levies over $8 million in fines on local businesses foremployment violations DENVER — U.S. Immigration and Customs Enforcement issued a notice of intent to fine three local businesses over $8 million following worksite audits that uncovered widespread employment eligibility violations.

The companies fined include:

CCS Denver, Inc. – Fined $6,186,171 after a 100% substantive violation rate and evidence of knowingly hiring and employing at least 87 unauthorized workers.

PBC Commercial Cleaning Systems, Inc. – Fined $1,599,510 for a 74% violation rate and a pattern of knowingly employing at least 12 unauthorized workers.

Green Management Denver – Fined $270,195 after a 100% violation rate and identification of 44 unauthorized employees.

ICE Homeland Security Investigations’ worksite enforcement efforts focus on ensuring businesses comply with federal employment laws, primarily through I-9 audits, civil penalties, and criminal prosecution where applicable.
“
5/13/26, 11:36 AM ICE Denver levies over $8 million in fines on local businesses for employment violations | ICE https://www.ice.gov/news/releases/ice-denver-levies-over-8-million-fines-local-businesses-employment-violations 1/3172 Updated: 04/29/2025
HSI uses a three-prong approach to worksite enforcement:

1. Compliance – through I-9 inspections, civil fines, and debarment referrals.

2. Enforcement – through the criminal arrest of employers and administrative arrest of unauthorized workers.

3. Outreach – through the HSI Mutual Agreement between Government and Employers (IMAGE) program to foster accountability and legal hiring practices. “The employment of unauthorized workers undermines the integrity of our immigration system and puts law-abiding employers at a disadvantage,” said Special Agent in Charge Steve Cagen. “These penalties reinforce our commitment to uphold the law and promote a culture of compliance.” “
For media inquiries about ICE activities, operations, or policies, contact the ICE Office of Public Affairs at [email protected].

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5/13/26, 11:36 AM ICE Denver levies over $8 million in fines on local businesses for employment violations | ICE https://www.ice.gov/news/releases/ice-denver-levies-over-8-million-fines-local-businesses-employment-violations 2/3173 ICE.gov
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Exhibit C
175
U.S. Equal Employment Opportunity Commission
Press Release
12-22-2022
EEOC and CCS Facility Services
Conciliate Sexual Harassment
Finding
Latina Janitor Suffered Physical and Verbal Abuse by Supervisor, Federal Agency Charges
RENTON, Wash. – CCS Facility Services, Inc. has agreed to provide payment and furnish other relief to resolve a sexual harassment complaint filed with the U.S.

Equal Employment Opportunity Commission (EEOC), the agency announced today.

The Latina janitor who filed the charge with the EEOC alleged that she suffered sexual comments, unwelcome touching and other unwanted sexual conduct by her direct supervisor for well over a year, despite making multiple complaints.

Following an extensive investigation, the EEOC found reasonable cause to believe the company failed in its obligation to provide a workplace free from unlawful harassment and discrimination and, in so doing, violated Title VII of the Civil Rights Act of 1964.

Through the EEOC’s conciliation process, CCS Facility Services has voluntarily entered into a pre-litigation settlement. As part of this settlement, the company agreed to pay a monetary sum to the janitorial worker and to update its policies and procedures for the future: provide an alternative, anonymous complaint reporting process for employees; promptly respond to and investigate complaints of 176
harassment and discrimination; and provide training for employees in the state of Washington. In addition, CCS Facility Services will provide periodic updates and reports to EEOC for a term of four years.
“There is no justification for failing to take action once a company becomes aware of allegations of sexual harassment, particularly when the alleged harasser is a supervisor,” said Elizabeth Cannon, director of the EEOC’s Seattle Field Office. “We commend CSS Facility Services for participating in the conciliation process and taking these initial steps to protect employees in the state of Washington from unlawful harassment and discrimination.”
According to https://ccsbts.com (https://ccsbts.com) , CCS Facility Services, Inc., is an integrated facility services company headquartered in Denver, with thousands of cleaning and building engineering professionals across the United States, including in the state of Washington.

More information about sexual harassment can be found
at https://www.eeoc.gov/sexual-harassment (https://www.eeoc.gov/sexual- harassment) .

The EEOC’s Seattle Field Office has jurisdiction over Western Washington.

The EEOC advances opportunity in the workplace by enforcing federal laws prohibiting employment discrimination. More information is available at www.eeoc.gov (http://www.eeoc.gov) . Stay connected with the latest EEOC news by subscribing to our email updates
(https://public.govdelivery.com/accounts/USEEOC/subscriber/new) .

Recent Press Releases from the Seattle Field Office
Builders FirstSource to Pay $26,000 to Settle EEOC Disability and Age Discrimination Lawsuit (https://www.eeoc.gov/newsroom/builders-firstsource- pay-26000-settle-eeoc-disability-and-age-discrimination-lawsuit) EEOC Sues Little Caesars Franchise for Racial Harassment and Retaliation (https://www.eeoc.gov/newsroom/eeoc-sues-little-caesars-franchise-racial- harassment-and-retaliation)
177
Logic Staffing to Pay $217,500 in EEOC Religious Discrimination, Retaliation Lawsuit (https://www.eeoc.gov/newsroom/logic-staffing-pay-217500-eeoc- religious-discrimination-retaliation-lawsuit)
Recent Press Releases on the Subject of Sexual
Harassment, Retaliation
Sofidel to Pay $80,000 in EEOC Sex Discrimination, Retaliation Lawsuit (https://www.eeoc.gov/newsroom/sofidel-pay-80000-eeoc-sex-discrimination- retaliation-lawsuit)
EEOC Sues Cannabis Company for Sexual Harassment
(https://www.eeoc.gov/newsroom/eeoc-sues-cannabis-company-sexual- harassment)
Justin Vineyards & Winery and The Wonderful Company to Pay $1.49 Million in EEOC Sexual Harassment Suit (https://www.eeoc.gov/newsroom/justin- vineyards-winery-and-wonderful-company-pay-149-million-eeoc-sexual- harassment-suit)
178

Exhibit D
179
City of Costa Mesa
Bid Results for Project Janitorial Services For City Facilities (RFP No. 26-13) Issued on 02/10/2026
Bid Due on March 11, 2026 2:00 PM (PDT)
Exported on 03/11/2026
EVALUATOR 1EVALUATOR 2EVALUATOR 3TOTAL RFP FACILITATOR TOTALS 4 3 3 10 350
5 4 3 12 420
4 2 3 9 315
3 4 3 10 350
MasterCorp Commercial Services 5 4 3 12 420
4 2 3 9 315
4 2 3 9 315
4 3 4 11 385
4 3 2 9 270
4 4 4 12 360
2 1 3 6 180
3 5 4 12 360
MasterCorp Commercial Services 4 3 3 10 300
4 3 3 10 300
4 3 2 9 270
3 2 4 9 270
4 3 3 10 250
5 5 3 13 325
3 3 3 9 225
2 4 4 10 250
MasterCorp Commercial Services 5 3 3 11 275
Base Hill
35 PROJECT APPROACH & METHODOLOGY
Base Hill
CCS Facility Services
Coast 2 Coast Preservations
Executive Facilities Services
Omni Enterprise
Santa Fe Janitorial Maintenance
Uniserve Facilities Services
30 QUALIFICATIONS & EXPERIENCE OF THE FIRM
Executive Facilities Services
CCS Facility Services
Coast 2 Coast Preservations
Executive Facilities Services
Omni Enterprise
Santa Fe Janitorial Maintenance
Uniserve Facilities Services
25 STAFFING
Base Hill
CCS Facility Services
Coast 2 Coast Preservations
180
3 1 3 7 175
4 3 3 10 250
3 2 3 8 200
4 40
5 50
5 50
5 50
MasterCorp Commercial Services 5 50
5 50
5 50
3 30

SCORES RANK
910
1155 1
770
1010 3
MasterCorp Commercial Services 1045 2
840
885
885
Uniserve Facilities Services
Omni Enterprise
Santa Fe Janitorial Maintenance
Uniserve Facilities Services
10 COST
Base Hill
CCS Facility Services
Coast 2 Coast Preservations
Executive Facilities Services
Omni Enterprise
Santa Fe Janitorial Maintenance
Santa Fe Janitorial Maintenance
Uniserve Facilities Services

PROPOSERS
Base Hill
CCS Facility Services
Coast 2 Coast Preservations
Executive Facilities Services
Omni Enterprise
181
City of Costa Mesa
Bid Results for Project Janitorial Services For City Facilities (RFP No. 26-13) Issued on 02/10/2026
Bid Due on March 11, 2026 2:00 PM (PDT)
Exported on 03/11/2026
EVALUATOR 1 EVALUATOR 2 EVALUATOR 3 TOTAL TOTALS
4 5 4 13 390 30
3 5 4 12 360 30
MasterCorp Commercial Services 4 3 4 11 330 30
5 4 4 13 520 40
3 4 3 10 400 40
MasterCorp Commercial Services 5 3 4 12 480 40
5 3 4 12 240 20
2 4 4 10 200 20
MasterCorp Commercial Services 5 3 4 12 240 20
5 4 4 13 130 10
3 4 5 12 120 10
MasterCorp Commercial Services 5 3 4 12 120 10

SCORES RANK
1280 1
1080 3
MasterCorp Commercial Services 1170 2
Executive Facilities Services
30 GRASP OF THE PROJECT
CCS Facility Services
Executive Facilities Services
40 APPROACH
CCS Facility Services
Executive Facilities Services
20 COMMUNICATION SKILLS
CCS Facility Services
Executive Facilities Services
10 QUALITY OF OVERALL INTERVIEW
CCS Facility Services
Executive Facilities Services

PROPOSERS
CCS Facility Services
182
City of Costa Mesa
Bid Results for Project Janitorial Services For City Facilities (RFP No. 26-13) Issued on 02/10/2026
Bid Due on March 11, 2026 2:00 PM (PDT)
Exported on 03/11/2026
TOTALS
2435
2090
MasterCorp Commercial Services 2215

PROPOSERSPROPOSAL SCORESINTERVIEW SCORES
CCS Facility Services 1155 1280
Executive Facilities Services1010 1080
1045 1170
183
RFP NO. 26-13 JANITORIAL SERVICES FOR CITY FACILITIES /APPEAL OF DENIAL OF BID PROTEST/FINDING FROM 2022
H
i Stephanie,
Thank you for your note. Please see our response below. Can you please conﬁrm receipt prior to the deadline?
C
CS Facility Services – Orange County, Inc. respectfully provides the following response regarding the EEOC conciliation matter involving CCS Washington Janitorial, Inc. DBA CCS Facility Services, which is a separate legal entity from CCS Facility Services – Orange County, Inc.

F
irst and foremost, the referenced EEOC matter was resolved through a voluntary pre-litigation conciliation process in 2022 involving a separate operating entity. The matter was fully resolved, corrective measures were implemented, and no ongoing claim or litigation, exists. The matter has no bearing on CCS Facility Services – Orange County, Inc.'s ability to successfully perform the required services for the City of Costa Mesa.

F
urthermore, the details of this claim were conﬁdential, and we highly encourage the City of Costa Mesa to consider the information provided in the listed article about this claim speciﬁcally cannot be trusted as factual. While the EEOC conducted a complete investigation, they did not share the details of this investigation with CCS. Furthermore, please see the quote from the article provided from Elizabeth Cannon, director of the EEOC’s Seattle Field Oﬃce “We commend CSS Facility Services for participating in the conciliation process and taking these initial steps to protect employees in the state of Washington from unlawful harassment and discrimination.” This further points to this taking place in our Washington entity, and our commitment to our employees. We have provided additional fact-based information below.

Th
e matter referenced involved CCS Facility Services, a Washington based legal entity and arose from allegations relating to the conduct of a supervisor at a Washington based contract location. CCS Facility Services – Orange County, Inc., the entity submitting this proposal, is a separate legal corporation and was not a party to the EEOC charge, investigation, conciliation agreement, or settlement.

W
hile the matter did not involve CCS Facility Services – Orange County, Inc., we recognize the seriousness of the allegations and the importance of maintaining a workplace free from harassment, discrimination, and retaliation. Across the CCS family of companies, employee safety, respect, and accountability are fundamental organizational values.

The matter was resolved through the EEOC's voluntary pre-litigation conciliation process and was not adjudicated by a court. Upon learning of the allegations, the supervisor whose conduct was the subject of the complaint was separated from employment. Although the proposing entity was not involved in the matter, CCS used the experience as an opportunity to review and strengthen workplace policies, reporting mechanisms, and employee support resources across its aﬃliated operations.

F
ollowing the conciliation process, CCS implemented enhanced reporting procedures, additional employee training, increased management oversight, and strengthened investigation protocols. CCS also established a dedicated employee reporting hotline to provide an additional avenue for employees to conﬁdentially report workplace concerns, including harassment, discrimination, and retaliation.

ATTACHMENT 4
184
Complaints and reporting trends are reviewed on a regular basis to help ensure concerns are identiﬁed, investigated, and addressed promptly and appropriately.

In addition, CCS provides ongoing workplace harassment prevention training, including Ya Basta! training programs designed to educate employees and supervisors on recognizing, preventing, reporting, and responding to workplace harassment, discrimination, and inappropriate conduct. These trainings reinforce employee rights, management responsibilities, and the importance of maintaining a respectful and inclusive workplace culture.

These measures further support CCS's longstanding commitment to maintaining a professional work environment and ensuring that employee concerns are taken seriously. CCS maintains a zero-tolerance policy toward unlawful harassment, discrimination, and retaliation and is committed to fostering a workplace culture built on dignity, respect, and accountability.

CCS Facility Services – Orange County, Inc. maintains policies and procedures designed to comply with all applicable federal, state, and local employment laws. Employees are provided with clear reporting channels, anti-harassment training, access to the employee hotline, and direct access to management and human resources personnel for reporting and investigating workplace concerns.

We remain committed to providing a safe, respectful, and compliant workplace for all employees while delivering high-quality services to our customers and public-sector partners.

Please let me know if you have any additional questions.

Best,
Maryll

MARYLL BETZOLD

DIRECTOR GOVERNMENT SERVICES

Cell 720.955.5421

[email protected]
CCSBTS.COM

185
1 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026

CITY OF COSTA MESA

MAINTENANCE SERVICES AGREEMENT
WITH
CCS FACILITY SERVICES–ORANGE COUNTY, INC.

THIS MA
INTENANCE SERVICES AGREEMENT (“Agreement”) is made and entered into this 1 st day of July, 2026 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and CCS FACILITY SERVICES– ORANGE COUNTY, INC., a California corporation (“Contractor”).

W I T N
E S S E T H :

A. City pr
oposes to utilize the services of Contractor as an independent contractor to provide comprehensive janitorial services of City property, as more fully described herein; and B. Contractor
represents that it has the experience and expertise to properly perform such services and holds all necessary licenses to practice and perform the services; and C. City and C
ontractor desire to contract for the services and desire to set forth their rights, duties and liabilities in connection with the performance of such services; and D. No offici
al or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

NOW, THE
REFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SERV

ICES PROVIDED BY CONTRACTOR

1.1. Scope of S
ervices. Contractor shall provide the services described in the City’s Request for Proposal (“RFP”), attached hereto as Exhibit “A,” and Contractor’s response to City’s RFP (the “Proposal”) attached hereto as Exhibit “B,” both incorporated herein (the “Services”).

1.2. Prev
ailing Wage Requirements.
(a) Prevai
ling Wage Laws. Contractor is aware of the requirements of Chapter 1 (beginning at Section 1720 et seq.) of Part 7 of Division 2 of the California Labor Code, as well as Title 8, Section 16000 et seq. of the California Code of Regulations (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. This project is a “maintenance” project and requires compliance with the Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
(b) Payment of P
revailing Wages. Contractor shall pay the prevailing wage rates for all work performed under this Agreement. When any craft or ATTACHMENT 5
186
2 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
classification is omitted from the general prevailing wage determinations, Contractor shall pay the wage rate of the craft or classification most closely related to the omitted classification. A copy of the general prevailing wage rate determination is on file in the Office of the City Clerk and is incorporated into this Agreement as if fully set forth herein. Contractor shall post a copy of such wage rates at all times at the project site(s).

1.3. Performance to Satisfaction of City . Contractor agrees to perform all the work to the complete satisfaction of City. Evaluations of the work will be done by City’s Maintenance Services Manager or his or her designee. If the quality of work is not satisfactory, City in its 187
3 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
discretion has the right to:

(a) Meet with Contractor to review the quality of the work and resolve the matters of concern;

(b) Require Contractor to repeat the work at no additional fee until it is satisfactory; and/or

1.4. Compliance with Applicable Law . Contractor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to harassment, workplace violence, discriminati on, minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Contractor shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or r ecovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Contractor’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, m edical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, except as permitted pursuant to section 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Contractor acknowledges that City may enter into agreements with other contractors for services similar to the Services in this Agreement or may have its own employees perform services similar to those Services contemplated by this Agreement.

1.7. Delegation and Assignment. Contractor may not delegate or assign this Agreement, in whole or in part, to any person or entity without the prior written consent of City.

Contractor may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Contractor’s sole cost and expense.

1.8. Confidentiality. Employees of Contractor in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City, or confidential information relating to the City’s computer and security systems and programs. Contractor covenants that all data, documents, discussion, or other information developed or received by Contractor or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Contractor without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Contractor’s covenant under this Section shall survive the termination of this Agreement.

2.0. COMPENSATION AND BILLING
188
4 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026

2.1. Compensation. Contractor shall be paid in accordance with the fee schedule set forth in Exhibit C. Contractor’s total compensation shall not exceed Five Hundred Seventy-Seven Thousand Nine Hundred Seventy -Two Dollars and Sixty -Eight Cents ($577,972.68) annually.

Pricing shall remain firm for a minimum of two (2) years. All requests for pricing adjustments for follow-on contract renewal periods shall be provided no later than sixty (60) days prior to the end of the contract period. Any such proposed price adjustments shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for Los Angles -Riverside-Orange County, CA, All Items, Not Seasonally Adjusted, "annualized change comparing the original proposal month and the same month in the subsequent year. (This information may be found on the U.S.

Department of Labor's website at www.bls.gov.)

2.3. Method of Billing. Contractor may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Contractor’s services which have been completed to City’s sole satisfaction. City shall pay Contractor’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the Services performed, the date of performance, and the associated time for completion.

2.4. Records and Audits . Records of Contractor’s Services shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times throughout the term of this Agreement through three (3) years after its termination.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work . The Services shall be performed in strict compliance with Exhibits A and B. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of two (2) years, ending on June 30, 2028, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. Thereafter, the City, at its sole discretion, may extend the term of this Agreement for up to three (3) additional one-year renewal periods upon the same terms and conditions, subject to Section 2.1 of this Agreement.

4.2. Notice of Termination. City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this 189
5 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
Agreement, with or without cause, at any time, by providing written notice to Contractor. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination.

In the event of such termination, Contractor shall immediately stop rendering services under this Agreement unless directed otherwise by the City.

4.3. Compensation. In the event of termination, City shall pay Contractor for reasonable costs incurred and Services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company admitted to do business in California, rated “A,” Class X, or better in the most recent Best’s Key Insurance Rating Guide, and approved by City:

(b) Business automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.

Contractor agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the C ity, its officers, agents, employees, and volunteers arising from work performed by Contractor for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:

(b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall 190
6 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”

(c) Other insurance: “Contractor’s insurance coverage shall be primary insurance as respects the City of Costa Mesa, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Costa Mesa shall be excess and not c ontributing with the insurance provided by this policy.”

(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.

(e) Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

6.0. GENERAL PROVISIONS

6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

191
7 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
Contractor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Contractor called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Contractor in the performance of this Agreement.

Contractor shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Contractor or its Project Manager shall attend and assist in all coordination meetings called by City.

IF TO CONTRACTOR: IF TO CITY:

CCS Facility Services–Orange County,
Inc.
3001 Red Hill Avenue, Bldg. #6-220
Costa Mesa, CA 92626
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (949) 677-5112 Tel: (714) 754-5289
Attn: Sebastian Pedreira, General
Manager
Attn: Director of Public Works

Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

6.5. Drug-Free Workplace Policy . Contractor shall provide a drug-free workplace by complying with all provisions set forth in City’s Council Policy 100-5, attached hereto as Exhibit “D” and incorporated herein by reference. Contractor’s failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City.

Form Rev. 04-22-2026
laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California.

6.8. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement.

Regardless of City’s consent, no subletting or assignment shall release Contractor of Contractor’s obligation to perform all other obl igations to be performed by Contractor hereunder for the term of this Agreement.

6.9. Indemnification and Hold Harmless. Contractor agrees to defend, indemnify, hold free and harmless the City, its elected officials, officers, agents and employees, at Contractor’s sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the City, its elected officials, officers, agents and employees arising out of the performance of the Contractor, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Contractor, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, om issions or misconduct of the Contractor, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon the work per formed by the Contractor, its employees, and/or authorized subcontractors under this Agreement, whether or not the Contractor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Contractor shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Contractor’s Proposal, which shall be of no force and effect.

Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its or employees are in any manner agents or employees of City. Contractor shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Contractor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Contractor shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor further agrees to indemnify and hold City harmless from any failure of Contractor to compl y with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

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9 CSS Facility Services-Orange County, Inc.

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Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.14. Prohibited Employment. Contractor will not employ any regular employee of City while this Agreement is in effect.

6.15. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.17. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

Form Rev. 04-22-2026
Agreement.

6.21. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.22. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event s hall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.23. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

[Signature page follows.]

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11 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CONTRACTOR

__________________________________ Date: __________________________ Signature

__________________________________
[Name and Title]

CITY OF COSTA MESA

__________________________________ Date: __________________________ Cecilia Gallardo-Daly
City Manager

ATTEST:

__________________________________
Brenda Green
City Clerk

APPROVED AS TO FORM:

__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney

APPROVED AS TO INSURANCE:

__________________________________ Date: __________________________ Ruth Wang
Risk Management

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12 CSS Facility Services-Orange County, Inc.

Form Rev. 04-22-2026
APPROVED AS TO CONTENT:

__________________________________ Date: __________________________ Daniel Jojola
Project Manager

DEPARTMENTAL APPROVAL:

__________________________________ Date: __________________________ Raja Sethuraman
Public Works Director

APPROVED AS TO PURCHASING:

__________________________________ Date: __________________________ Finance Director

197

EXHIBIT A

REQUEST FOR PROPOSALS
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REQUEST FOR PROPOSAL

FOR

JANITORIAL SERVICES FOR CITY FACILITIES

RFP NO. 26-13

PUBLIC WORKS DEPARTMENT

CITY OF COSTA MESA

Released on
February 10, 2026

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REQUEST FOR PROPOSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES

The City of Costa Mesa (hereinafter referred to as the “City”) is requesting Proposals from qualified public entity or private firm, to provide and complete professional janitorial services for city facilities .

The awarded Contractor, (hereinafter referred to as “ Contractor”) shall be in accordance with the Sample Maintenance Services Agreement, Appendix C terms, conditions, and scope of work. Prior to submitting a Proposal, Proposers are advised to carefully read the instructions below, including the Sample Maintenance Services Agreement and any solicitation appendix/exhibits. The term is expected to be for 2 years with 3 one-year renewal options. The City reserves the right to award one or more contracts for this service.

I. GENERAL INFORMATION
The City of Costa Mesa is a general law city, which operates under the council/manager form of government with an annual General Fund budget of over $ 186.8 million and a total budget of $2 24 million for Fiscal Year 2025-2026.

The City of Costa Mesa, incorporated in 1953, has an estimated population of 115,000 and has an area of 16.8 square miles. It is in the northern coastal area of Orange County, California, and is bordered by the Cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley, and Irvine.

The City is a “ full-service city” providing a wide range of services. These services include police and fire protection; animal control; emergency medical aid; building safety regulation and inspection; street lighting; land use planning and zoning; housing and community development; maintenance and improvement of streets and related structures; traffic safety maintenance and improvement; and full range of recreational and cultural programs.

The City of Costa Mesa is home to the Segerstrom Center for the Arts, Orange County Fairgrounds, South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest commercial activity center in the City. The volume of sales generated by South Coast Plaza secures its place as the highest volume regional shopping center in the nation.

The successful Proposer shall have experience in similar types of services. All Proposers responding to this Request for Proposal (RFP) will be evaluated based on their expertise, prior experience on similar projects, demonstrated competence, ability to meet the requested services, adequate staffing, reference check, understanding of services, cost and responsiveness to the needs and concerns of the City of Costa Mesa.

1. Important Notice: The City has attempted to provide all information available. It is the responsibility of each Proposer to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. Proposers are not to contact other City personnel with any questions or clarifications concerning this Request for Proposal (RFP). Any City response relevant to this RFP other than through or approved by Cit y’s Purchasing Department is unauthorized and will be considered invalid.
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If clarification or interpretation of this solicitation is considered necessary by City, a written addendum shall be issued, and the information will be posted on PlanetBids. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the City’s Purchasing Department. It is the responsibility of each Proposer to periodically check PlanetBids website to ensure that it has received and reviewed all addenda to this solicitation. The city will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

2. Schedule of Events: This Request for Proposal shall be governed by the following schedule:

Release of RFP February 10, 2026
Mandatory Job Walk February 18, 2026, at 10:00 a.m.

Deadline for Written Questions February 25, 2026, at 11:00 a.m.

Responses to Questions Posted March 4, 2026
Proposals are Due March 11, 2026, by 2:00 p.m.
**All dates are subject to change at the discretion of the City.

Mandatory Job Walk will be held on February 18, 2026, at 10:00 a.m. beginning at City Hall.

The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract. Proposers should be familiar with the proposal prior to attending the informational meeting and the job walk. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough.

The informational meeting and inspection of the facilities are mandatory. Any proposals received from contractors who did not attend job walk, will be deemed nonresponsive to the RFP. All prospective contractors will be required to sign in prior to the meeting and at the conclusion of the site visits.

3. Proposer’s Minimum Requirements : Interested and qualified Proposers that can demonstrate their ability to successfully provide the required services outlined in Appendix A – Scope of Work, of this RFP are invited to submit a proposal, provided they meet the following requirements. All requirements must be met at the time of the proposal due date. If these requirements are not met, the proposal may not receive further consideration, as determined at the sole discretion of the City.

a. The Proposer must have similar facility experience and be qualified in performing the services described in this RFP and must provide evidence of current licensing and permits applicable to these services as required by local, State, and federal regulations. b. Proposals will only be accepted from contractors that have service, administration, and warehouse facilities located within 50 miles from the City of Costa Mesa to provide local service support. The City shall be assigned company representatives who can be reached during normal working hours and who are authorized to discuss matters and make decisions pertaining to the contract.

c. The Proposer must disclose any pending or past claims, labor law violations, formal notices to cure, etc. within the last five (5) years. Failure to identify these may be grounds for rejection of proposal.
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d. The Proposer must be registered with the “DIR” Department of Industrial Relations.

e. The Proposer will be required to abide by the prevailing wage laws as required by state law, Appendix D.

II. GENERAL INSTRUCTIONS AND PROVISIONS

1. Proposal Format Guidelines: Interested entities or contractors are to provide the City of Costa Mesa with a thorough Proposal using the following guidelines: Proposal should be typed and should contain no more than 25 typed pages using a 12- point font size, including cover letter, Index/Table of Contents, tables, charts, and graphic exhibits , but excluding resumes of key people and pricing forms. Each Proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conf orming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of fail ure to comprehend the complexity and risk of this contract may be rejected. The following Proposal sections are to be included in the Proposer’s response:
• Cover Letter: A cover letter, not to exceed two pages in length, should summarize key elements of the Proposal. An individual authorized to bind the Contractor must sign the letter. Indicate the address and telephone number of the contractor’s office located nearest to Costa Mesa, California, and the o ffice from which the project will be managed. And include proposed working relationship among the offering agency and subcontractors, if applicable.

• Background and Project Summary Section : The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work, Appendix A of this RFP.

• Project Approach and Methodology: Provide a detailed description of the approach and methodology that will be used to fulfill each requirement listed in the Scope of Work of this RFP. The section should include:

1. Describes familiarity of project and demonstrates understanding of work and project objectives moving forward.

2. Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.

3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion.

4. A proposed schedule indicating stages of work, time frames, and ability to perform the required services in a timely manner shall be included in the proposal 202
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5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, safe, and cost - effective operations or increased performance capabilities. • Qualifications & Experience of the Firm : Describe the qualifications and experience of the organization or entity performing services/projects within the past eight years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:

1. Submit a description of the organization’s qualifications, experience and abilities that make it uniquely capable of providing the services specified in the Scope of Work.

3. If the owner is a partnership or joint venture, please provide Name of partnership or joint venture, principal office street address, city, state, and zip code, state of organization, date of organization, first and last name of general partner(s), local office address, city, state, and zip code, and date local office opened its doors for.

4. Provide a list of current and previous contracts like the requirements for this project in Costa Mesa, including all public agencies served (if any). For each, provide a brief description of the scope of work performed, the length of time you have been providing services, and the name, title, and telephone number of the person who may be contacted regarding your organization’s service record. • Staffing: Provide a list of individuals who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual.' Include a resume for each designated individual.

Submit the primary contacts (and management hierarchy/organization chart) that will be available for all aspects of the work. Include contacts for customer service and senior management. Identify the management staff to be assigned to this project and their relevant experience and qualifications to janitorial services similar in nature. Provide the number of full-time employees and the number of part -time employees performing the Custodial/Janitorial services as of the date of submission of your response to this Request for Proposal.

Number of employees employed full time. When contacting your firm, contractor's personnel must be immediately available (answering machines or answering services are not acceptable). List the names, phone numbers, and e-mail addresses for the following:
o Assigned Supervisor (for proposed contract)
o Customer Service Representative for problems/questions o Accounts Receivable Representative for problems/questions.

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After the contract is signed, the City must approve replacement staff before a substitute person is assigned to start work. The City reserves the right to request that the proposer replace a staff person assigned to the contract should the City consider such a replacement to be for the good of the contract.

• Financial Capacity: The City is concerned about the proposers ’ financial capability to perform and therefore is requesting copies of audited financials from the past three years to allow an evaluation of firm’s financial capabilities.

• Cost Proposal: Proposers are required to use Appendix B, Cost Proposal and shall submit in a separate file. Pricing instructions shall be clearly defined to ensure that proposed costs can be compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission.

• Disclosure: Please disclose all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Any past or current business relationship may not disqualify the firm from consideration.

• Sample Maintenance Services Agreement: The firm selected by the City will be required to execute a Maintenance Services Agreement with the City. A sample of the Agreement is enclosed as Appendix C but may be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these must be submitted for consideration with the Proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement.

• Checklist of Forms to Accompany Proposal: As a convenience to Proposers, following is a list of the forms Appendix E included in this RFP, which should be included with Proposals:

1. Vendor Application Form

2. Company Profile & References

3. Ex Parte Communications Certificate

4. Disclosure of Government Positions

5. Disqualifications Questionnaire

6. Bidder/Applicant/Contractor Campaign Contribution

2. Process for Submitting Proposals:
• Content of Proposal: The Proposal must be submitted using the format as indicated in the Proposal format guidelines.

• Preparation of Proposal : Each Proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation.

• Cost for Preparing Proposal : The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become the property of the City. 204
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Cost proposal shall be submitted in a separate file. The cost proposal is confidential and will be unsealed after all proposals have been reviewed, and the most qualified consultant has been selected. Proposals shall be valid for a minimum of 180 days following submission.

• Forms to Accompany Proposal: Appendix E forms shall be attached at the end of the Proposal except for the Cost Proposal which shall be submitted in a separate file.

• Number of Proposals: Submit one (1) PDF file format copy of your proposal in sufficient detail for thorough evaluation and comparative analysis.

• Submission of Proposals: Complete written Proposals must be submitted electronically in PDF file format via the planetbids.com website not later than 2 :00 p.m. (P.S.T) on March 11, 2026. Proposals will not be accepted after this deadline. Proposals received after the scheduled closing time will not be accepted. It shall be the sole responsibility of the Proposer to see that the proposal is received in proper time. Faxed or e-mailed Proposals will not be accepted. NO EXCEPTIONS.

• Inquiries: Questions about this RFP must be posted in the Q & A tab on Planetbids no later than February 25, 2026, at 11:00 A.M. The City reserves the right not to answer all questions.

The City reserves the right to amend or supplement this RFP prior to the Proposal due date.

All addendum(s), responses to questions received, and additional information will be posted on Planetbids.

From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting off icer listed above regarding this RFP. The City reserves the right to reject any Proposal for violation of this provision. No questions other than posted on Planetbids will be accepted, and no response other than written will be binding upon the City.

• Conditions for Proposal Acceptance : This RFP does not commit to the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all Proposals received because of this RFP, to negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City may waive any irregularity in any Proposal. All Proposals will become the property of the City of Costa Mesa, USA. If any proprietary information is contained in the Proposal, it should be clearly identified.

• Insurance & W-9 Requirements:

Upon recommendation of contract award, Contractor will
be required to submit the following documents with ten (10) days of City notification, unless otherwise specified in the solicitation:

 Insurance - City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful Proposer must furnish 205
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the City with the Certificates of Insurance proving coverage as specified in the sample contract.

 W-9 – Current signed form W -9 (Taxpayer Identification Umber & Certification) which includes Contractor’s legal business name(s).

3. Evaluation Criteria: The City’s evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the responsive responsible proposer shall be determined based on evaluation of qualitative factors. At all times during the evaluation process, the following criteria will be used.

Sub-criteria are not necessarily listed in order of importance. Additional sub-criteria that logically fit within a particular evaluation criterion may also be considered even if not specified below.

1. Project of Approach & Methodology ------- 35%

2. Qualifications & Experience of Firm ------- 30%

3. Staffing ---- 30%

4. Cost Proposal ----- 5%

4. Evaluation of Proposals and Selection Process: In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating Proposals. An Evaluation Committee, which may include members of the City's staff and possibly one or more outside experts, will screen and review all Proposals according to the weighted criteria set forth above.

While price is one basic factor for award, it is not the sole consideration.

A. Responsiveness Screening : Proposals will first be screened to ensure responsiveness to the RFP. The City may reject as non-responsive any Proposal that does not include the documents required to be submitted by this RFP. At any time during the evaluation process, the City reserves the right to request clarifications or additional information from any or all Proposers regarding their Proposals.

B. Initial Proposal Review: The Committee will initially review and score all responsive written Proposals based upon the Evaluation Criteria set forth above. The Committee may also contact the Proposer’s references. Proposals that receive the highest evaluation scores may be invited to the next stage of the evaluation process. The City may reject any Proposal in which a Proposer’s approach or qualifications are not considered acceptable by the City. An unacceptable Proposal is one that would have to be substantially rewritten to make it acceptable. The City may conclude the evaluation process at this point and recommend award to the highest ranked consultant or proceed to interview the highest ranked consultants.

C. Interviews, Presentation, Reference Checks, Revised Proposals, Discussions:

Following the initial screening and review of Proposals, the Proposers included in this stage of the evaluation process may be invited to participate in an oral interview and make a presentation. Interviews/presentations, if held, are tentatively scheduled for the week of April 6th and will be conducted at City of Costa Mesa City Hall, 77 Fair 206
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Drive, Costa Mesa, CA 92626 or virtually at the discretion of the City . The dates are subject to change. The individual(s) from the Proposer’s organization that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview/presentation. The oral interview may, but is not required to, use a written question/answer format for the purpose of clarifying the intent of any portions of the Proposal.

In addition to conducting an oral interview, the City may during this stage of the evaluation process also contact and evaluate the Proposer’s references, contact any Proposer to clarify any response or request revised or additional information, contact any current users of a Proposer’s services, solicit information from any available source concerning any aspect of a Proposal, and seek and review any other information deemed pertinent to the evaluation process.

Following the conclusion of this stage of the evaluation process, the Committee will again rank all Proposers according to the evaluation criteria set forth above. The Committee may conclude the evaluation process at this point and make a recommendation for the award. Once the highest ranked consultant is identified, t he City will open the Cost Proposal and enter negotiations.

Recommendation for the award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully within a time determined by the City, the City may terminate negotiations and commence negotiations with the next highest scoring Proposer or withdraw the RFP.

5. Protests: Failure to comply with the rules set forth herein may result in rejection of the protest.

Any proposals accepted pursuant to the formal procurement procedure set forth in the Proposal procedure may be appealed in accordance with the following procedure:

• The Proposer shall file the written notice of appeal with the P urchasing Officer at least ten (10) working days prior to proposal award date specified in the notice of recommendation to award.
• The written notice of appeal must include specifics as to the nature of the appeal. • The Proposer must provide any and all documentation to support the appeal. • The purchasing officer will respond in writing to the Proposer within five (5) working days.
• In the event the appeal is denied by the purchasing officer, the Proposer may appeal the purchasing officer’s ruling to the C ity Council at the next available council meeting.

6. Accuracy of Proposals: Proposers shall take all responsibility for any errors or omissions in their Proposals. Any discrepancies in numbers or calculations shall be interpreted to reflect the cost to the City.

If prior to the contract award, a Proposer discovers a mistake in their Proposal which renders the Proposal unwilling to perform under any resulting contract, the Proposer must immediately 207
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notify the facilitator and request to withdraw the Proposal. It shall be solely within the City's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire Proposal. If the solicitation provided for evaluation and award on a line item or combination of items basis, the City may consider permitting withdrawal of specific line item(s) or combination of items.

7. Responsibility of Proposers: The City shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their Proposals. Pre- contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre- contractual expenses are defined as, including but not limited to, expenses incurred by Proposer in:

• Preparing Proposal in response to this RFP.
• Submitting that Proposal to the City.
• Negotiating with the City any matter related to the Proposal; and, • Any other expenses incurred by the Proposer prior to the date of the award and execution, if any, of the contract.

8. Confidentiality: The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government records. Therefore, unless information is exempt from disclosure by law, the content of any request for explanation, exception, or substitution, response to this RFP, protest, or any other written communication between the City and Proposer, shall be available to the public. The City intends to release all public portions of the Proposals following the evaluation process at such a recommendation made to the City Council.

If the Proposer believes any communication contains trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer’s competitive position if disclosed, the Proposer shall request that the City withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. Proposer may not designate its entire Proposal as confidential nor designate its Price Proposal as confidential.

Submission of a Proposal shall indicate that, if Proposer requests that the City withhold from disclosure information identified as confidential, and the City complies with the Proposer’s request, Proposer shall assume all responsibility for any challenges resulting from the non- disclosure, indemnify and hold harmless the City from and against all damages (including but not limited to attorney’s fees and costs that may be awarded to the party requesting the Proposer information), and pay any and all costs and expenses related to the withholding of Proposer information. Proposer shall not make a claim, sue, or maintain any legal action against the City or its directors, officers, employees, or agents concerning the disclosure, or withholding from disclosure, of any Proposer information. If Proposer does not request that the City withhold from disclosure information identified as confidential, the City shall have no obligation to withhold the information from disclosure and may release the information sought w ithout any liability to the City.

9. Ex Parte Communications : Proposers and Proposers’ representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers’ representatives should not communicate outside the procedures set forth in this RFP with an officer, employee, or agent of the City, including any member of the evaluation panel, except for the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their 208
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representatives are not prohibited, however, from making oral statements or presentations in public to one or more representatives of the City during a public meeting.

A "Proposer" or "Proposer's representative" includes all the Proposer's employees, officers, directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's Proposal, and any individual or entity who has been requested by the Proposer to contact the City on the Proposer's behalf. Pr oposers shall include the Ex Parte Communications Form, Appendix C with their Proposals certifying that they have not had or directed prohibited communications as described in this section.

10. Conflict of Interest: The Proposer warrants and represents that it presently has no interest and agrees that it will not acquire any interest which would present a conflict of interest under California Government Code Sections 1090 et seq., or Sections 87100 et seq., during the performance of services under any Agreement awarded. The Proposer further covenants that it will not knowingly employ any person having such an interest in the performance of any Agreement awarded. Violation of this provision may result in any Agreement awarded being deemed void and unenforceable.

11. Disclosure of Governmental Position: In order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their Proposals any positions that they hold as directors, officers, or employees of any governmental entity. Additional disclosure may be required prior to contract award or during the term of the contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months using the attached Disclosure of Government Positions Form, Appendix E.

12. Conditions to Agreement: The selected Proposer will execute a Maintenance Services Agreement for Services with the City describing the Scope of Workl to be performed, the schedule for completion of the services, compensation, and other pertinent provisions. The contract shall follow the sample form of Agreement provided as Appendix C to this RFP.

All Proposers are directed to particularly review the indemnification and insurance requirements set forth in the sample A greement. The terms of the agreement, including insurance requirements, have been mandated by the City and can be modified only if extraordinary circumstances exist.

Submittal of a Proposal shall be deemed acceptance of all the terms set fort h in this RFP and the sample agreement for services unless the Proposer includes with its Proposal, in writing, any conditions or exceptions requested by the Proposer to the proposed Agreement.

13. Disqualification Questionnaire: Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of a violation of law or safety regulation and if so, to explain the circumstances. A Proposal may be rejected on the basis of a Proposer, any officer or 209
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employee of such Proposer, having been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local project because of a violation of law or a safety regulation, Appendix E.

14. Standard Terms and Conditions: The City reserves the right to amend or supplement this RFP prior to the Proposal due date. All addendum(s) and additional information will be posted via PlanetBids. Proposers should check this web page daily for new information. 210

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APPENDIX A

SCOPE OF WORK
FOR

JANITORIAL SERVICES FOR CITY FACILITIES

The purpose of this specification is to define the janitorial services requirements for various facilities owned and operated by the City of Costa Mesa that are included in this contract. The objectives of the City are to secure a timely, consistent, and cost-effective janitorial contract from one contractor, to ensure Clean and disinfect and safe office facilities for employees and customers doing business with the City. The work covered in this specification includes furnishing all labor, equipment, some supplies and supervision necessary for complete janitorial service. It shall be understood that in addition to these services, all tasks incidental to clean and disinfecting functions not specifically listed but normally included in general janitorial practices will be provided. The City will consider innovative solutions and alternatives that will best accomplish the desired outcome.

GENERAL REQUIREMENTS/PROVISIONS

The Janitorial Services contractor is responsible for the cleaning and disinfecting and sanitation of the building. The description of each service area is to be used as a guideline for the Janitorial Services contractor. The description does not attempt to describe every detail or feature of the facility that is to be maintained by the Custodial/Janitorial Services contractor.

The intent of this specification is to define the janitorial services requirements for various facilities owned and operated by the City of Costa Mesa included in this contract. In Exhibit I, Job Specification s for each facility both the task descriptions and the number of days per year that each task is to be performed are itemized. From that information and a mandatory job walk/inspection of each facility except Police and Communications facilities, the potential contractor is required to provide the Monthly Labor Hours and cost per task, per facility, with a total for each to be entered on the appropriate line at the end of the page. The proposer will then provide a grand total for all Monthly Labor Hours and costs for all facilities combined on the Pricing Recap Sheet for All Sites. All measurements provided are approximate and should be confirmed by the Proposer.

Notwithstanding any other provisions of this proposal, the Custodial/Janitorial Services contractor warrants that the services, equipment, and supplies furnished shall be of the best quality as specified in this RFP. Such warranties shall include performance, workmanship, labor, and materials.

Contractor is to be aware of the California Labor Code Section 1060 - 1065, regarding 211

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displaced janitors. It is the Contractor's responsibility to review this legislation and be familiarized with its content.

Subcontracting: No portion of the work covered by these specifications can be subcontracted or assigned without prior approval of the City. Requests to subcontract all or any portion of services required by this contract will be submitted to the City's Facilities & Maintenance Supervisor, or his/her designee, at least thirty (30) days in advance of the proposed effective date of the subcontract. Contractor shall include in this written request a detailed description of how the Contractor plans to oversee the services performed by the proposed subcontractor. Contractor shall be responsible for services provided by any subcontractor as if Contractor were providing the services with its own organization.

PERFORMANCE STANDARDS
The contract specifications define the minimum level of service and frequency deemed acceptable. It is intended that the Contractor will schedule his/her operations to meet or exceed these requirements. It is further intended that the Contractor shall put forth a level of effort to provide a thorough clean and disinfecting of the facilities, not merely a surface clean and disinfecting. Some examples include but are not limited to: floors shall be waxed and buffed for a gloss shine, carpeted floors shall be completely and thoroughly vacuumed, windows shall be clean and disinfected to where all film, smudges, and streaks are removed, and the restroom facilities clean and disinfected and polished to approach the sanitary levels of a hospital.

A. It is the objective of the City to obtain full clean and disinfecting performance in accordance with the terms of the specifications and at the quality standards of work set forth in this contract. To this end, the City is contracting for the complete performance of each clean and disinfecting job as specified in this contract. Therefore, deductions (Liquidated Damages) for tasks not completed or not satisfactorily completed shall be made in accordance with the schedule detailed herein.

B. The City's Building Maintenance Supervisor or designee shall contact the Contractor by telephone, fax, or email to notify them of performance issues.

The City's Facilities Manager shall also notify the Contractor of written complaint(s) received from building occupants.

C. The City's Building Maintenance Supervisor or designee shall maintain a file of incoming complaints whether they be written, oral, or by telephone. This file shall contain the date, time, building, name of the person making the complaint, phone number and time the Contractor was notified, or a copy of the notification letter and fax record.

D. Major problems require immediate attention and shall be responded to and corrected within two (2) hours. Examples of major problems include, but are 212

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NOT limited to: toilets not clean and disinfected, not stocking sufficient paper products in large areas, offices not clean and disinfected, or trash not removed, etc. The City's Facilities Manager or designee shall have authority to classify a complaint as major or minor.

E. Minor problems require correction during the next day's normal clean and disinfect up, however a continuing record of minor complaints shall result in a deduction. Examples of minor problems include, but are not limited to: a trash can not emptied, a small area not vacuumed, toilet paper in one stall out, etc.

Failure by the Contractor to respond to specific complaints as stated above, as well as preventing continuing occurrences of such complaints, may result in deductions of invoiced payments or termination of this contract agreement.

F. Proof of performance and adherence to specifications shall be upon the Contractor. Support such as test results, technical data, or other pertinent information shall be supplied by the Contractor at no cost to the City. The City shall be the sole judge as to the adequacy of supporting documentation.

G. Failure to clean and disinfect an entire building or site shall result in a separate deduction for nonperformance. In the event the contractor doesn't complete all the required nightly, weekly or monthly services as scheduled and outlined in the specifications, the Contractor will be required to make corrections of all discrepancies at a mutually agreed upon schedule. After three (3) occurrences of nonperformance within a 12-month period, the City, at its discretion, may begin default proceedings. The Contractor, to handle an instance of nonperformance, shall send personnel to the missed site within two hours of notification of an event of nonperformance for immediate servicing of that location. However, this shall not relieve the Contractor of being charged the deductions or this counting towards the three occurrences. If the Contractor does not respond in two hours, the City's Facilities Manager may exercise the City's right to terminate for default.

H. Failure of the Contractor to appear on any scheduled workday without the advance approval of the Facilities Manager, or his designee, shall result in the deduction of the total daily cost for that location.

I. Contractor billing shall be done on a timely basis. The successful proposer shall submit monthly invoices for work completed in the previous month.

Expectation: The contractor shall render the City facilities Clean and disinfect, defined as" free of dirt, pure, spotless, sanitary, sterile, and uncontaminated". This 213

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includes timely removal of trash, dirt, dust, cobwebs, and other waste.

Frequency: Janitorial services shall be provided five (5) days per week in the evening (Monday through Friday) excluding City -recognized holidays. The work schedule for completing daily services requirements is defined in the Janitorial Specifications for each location. The task and frequency schedule indicates the minimum acceptable clean and disinfecting frequencies. The contractor shall in no way interfere with the normal work of City employees.

Holidays: The following ten (11) days are City holidays on which Contractor may need to provide service. All City facilities are dynamic due to their programmed use; and some locations will require service on holidays, and others will not.

Maintenance Services will provide a schedule of which building will require holiday service.

New Year's Day
Martin Luther King's
Day President's
Birthday Memorial
Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Juneteenth
NOTE: It is expected that the awarded contractor shall make he/she aware of current meeting schedules, holidays and other work routines within the facility and conduct his/her work in such a manner as to cause no interference with the execution of city business.

Changes: Changes in the areas serviced and/or specifications may be necessary during the term of this contract. Changes in the contract requirements and corresponding changes in compensation may be implemented upon mutual agreement of the City and the Contractor. All such changes will be processed through the purchasing department. The City reserves the right to add or delete services at any time with 30 days written notice to vendor. If services are requested, the vendor is required to provide a cost estimate detailing them as an attachment to the bid along with prices, where applicable, which may be offered as an addendum for the term of this contract agreement.

Deficient Performance: City reserves the right to deduct from the payments due or to become due to the Contractor for deficient 214

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performance. The amount of such deductions will be based on the value and extent of the unsatisfactory work. A copy of the City inspection record for the facility, with associated deduction calculation will be furnished to the Contractor prior to a deduction being made. All work determined by the Maintenance Services Manager to be defective or deficient in any of the requirements shall be remedied by the Contractor at the Contractor's expense and in a manner acceptable to the City of Costa Mesa.

The contractor shall be responsible for, but not limited to, the following:
1) adherence to schedules
2) maintenance or replacement of clean and disinfecting equipment 3) notifying City of any personnel changes
4) training of new personnel

A. Supervisors
The Contractor shall provide qualified English -speaking supervision in all areas of operations. The supervision shall work with City of Costa Mesa personnel in planning and scheduling work for completion of tasks. The Contractor shall furnish only employees who are authorized, competent and skilled for work under this contract.

The Contractor shall designate in writing to the City's Facilities Manager, the name of the person assigned as the Contractor's Project Manager with full authority to administer the terms of this contract. The Contractor's Project Manager shall have the capability to receive complaints by telephone, pager, or e-mail to facilitate timely corrective actions. An answering service or answering machine shall NOT be an acceptable means of contact for the Contractor's Project Manager. This representative shall be available Monday through Friday 7:30 a.m. through 5:00 p.m. The Contractor's Project Manager shall be the contract supervisor. Two working supervisors are required during all shifts. The working supervisors shall verify the cleanliness of facilities prior to releasing Contractor personnel each day.

The Contractor shall always have two (2) competent working supervisors on the job when custodial services are being performed. Supervisors shall be thoroughly familiar with the content of the bid specifications and intent of the complete agreement. Any violation by the Contractor's personnel of these requirements, or others established by the City, shall result in the removal of the employee from this contract. Termination of this contract may result, at the discretion of the Facilities Manager, for repeated non- compliance of these requirements.

Contractor shall meet in conference with the City's Facilities Manager or designee at a time to be agreed upon for administration of work, including review of inspection reports if requested. (City staff will be responsible for completing weekly inspection reports on 215

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all facilities). At a minimum, inspection reports for the previous one -month period shall be reviewed by the City's Facilities Manager or designee and the Contractor's Project Manager at the first meeting of the following month.

A. Personnel
Personnel employed by the Contractor shall be competent, trustworthy and properly trained for the work requirements. The Contractor and employees shalt be required to comply with all applicable regulations of the City, as directed, and full cooperation shall be expected and required at all times. Contractor shall notify the Facilities Manager immediately in writing of all changes on contract personnel by submitting name and address of employee and effective date of employment or termination. When in the opinion of the City, an employee does not constitute a satisfactory security risk, his/her employment on the contract will be denied.

1. Background Check: The Contractor's employees who will work in buildings owned by the City of Costa Mesa shall be required to be cleared through the City of Costa Mesa Police Department Criminal Investigation procedure prior to employment. The cost of this background check will be the responsibility of the Contractor. Upon receipt of notice of award from City of Costa Mesa Purchasing Supervisor, the Contractor must supply personnel information within ten (10) working days.

2. Health: All personnel shall be in good health and free of contagious diseases.

Contractor shall not allow any person(s) under the influence of alcohol or thugs on the premises or in the building. Neither shall the Contractor allow the use or presence of alcohol or drugs on the premises or in the building.

3. Identification and Uniforms: All personnel shall wear uniforms, furnished by the Contractor, at all times during the performance of this work. The Contractor's work force shall be neat and clean and disinfect in appearance and shall wear a uniform with the Contractor's name and/or logo permanently affixed to it. Uniforms shall consist of shirt and full-length pants and be mutually agreed to by the Contractor and City. Uniforms will at all times be Clean and disinfect and neat in appearance. Closed-toe and heeled shoes shall be worn for proper safety during tasks being performed. Employees shall wear an identification badge with the employee's picture, name and company name on the face of the badge. The badge must be worn in plain sight, above the waist at all times while the employee is on City property. This requirement includes all remote locations. The Contractor's employees are required to provide proper identification when requested by City or security personnel. Any employee that does not comply with this requirementshall be required to leave City facilities. There is no exception to this requirement, which is to ensure only authorized Contractor employees are in City facilities. 216

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4. Conduct: No person(s) shall be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol or drugs, which fails or otherwise refuses to perform the work properly and acceptably or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not reemployed on this work.

5. Supervision: Contractor shall provide a supervisor or foreman who shall be present at all times during contract operations, and who shall be responsible for both conduct and workmanship. The said supervisor or foreman shall be able to communicate effectively in both written and oral English.

6. Training: Contractor shall have an ongoing training program for all staff.

Contractor shall provide only personnel that have been fully trained for performance of this work. Supervisors shall have been trained in supervision as well as technical training in janitorial services.

7. Nondiscrimination: The Contractor shall not engage in discrimination in employment of persons because of race, color, national origin, ancestry, sex, or religion of such persons. Violation of this provision may result in the imposition of penalties under the Labor Code Section 1735.

B. Employee List
The Contractor shall provide to the City's Facilities Manager or designee an accurate list of all personnel who have any relationship to work performed within the scope of this contract, prior to the employee starting work. List data shall indicate personnel by building(s) in which they are assigned to work, and must include full names, aliases, home addresses, home telephone numbers, copies of drivers’ licenses and social security cards. Changes to the list shall be reported, in writing, to the City's Facilities Manager within one working day. Employees terminated by the Contractor shall be reported the same day to the City's Facilities Manager, unless it is after hours, then the next business morning shall be acceptable.

C. Removal of Staff
The City requires the Contractor to remove all Contractor personnel from City property who are deemed careless, incompetent, insubordinate, objectionable, or whose continued employment on the job is deemed to be contrary to public health, safety and welfare. If, in the opinion of the City , an employee of the Contractor is incompetent or disorderly, refuses to perform in accordance with the terms and conditions of the contract, threatens or uses abusive language while on City property, or is otherwise unsatisfactory, upon City request, the Contractor shall remove that employee from all work under this contract. It is the responsibility of the Contractor to provide the proper training for their employees.
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D. Backup Staff
The Contractor shall provide sufficient backup staff to cover absenteeism or extend existing work force hours to compensate for absent staff. The backup staff shall adhere to the same background and security screenings as regular staff. The City reserves the right to request additional backup staff as deemed necessary.

E. Unauthorized Personnel
Employees of the Contractor shall not be assisted nor accompanied by any individual that is not an employee of the Contractor, while performing duties related to the contract. This includes friends, children and/or other relatives. Employees of the Contractor that violate this stipulation shall be deemed objectionable to the City and shall not be allowed to work in City facilities.

F. Prohibited Items
Contractor's employees shall be prohibited in the use or possession of the following items while working on City premises: guns, knives, other weapons, alcohol and/or controlled substances. Contractor's employees shall not be under the influence of alcohol or illegal drugs. Any employee violating this policy shall be removed immediately from City facilities and replaced with acceptable personnel.

G. City & Personal Property of City Personnel
The Contractor shall direct their employees against the unauthorized reading and disclosing of materials and documents available in the facilities of the City and against unauthorized use of City and personal property, such as: telephones, radios, copy machines, computers, terminals, fax machines, calculators, etc., which may be in any of the City facilities. The Contractor shall be responsible to see that Contractor's employees do not disturb papers on desks, tables, or cabinets, and do not open desk drawers or cabinets. Found item(s) shall be turned in at the end of each shift to the Contractor's supervisor. The supervisor shall return the item(s) to the City's Facilities Manager within twenty-four (24) hours.

H. Telephones shall not be used by the Contractor or its employees for personal or business reasons with the following exception(s): to report need of emergency medical aid, fire or need of law enforcement, (use '9 -911') and notification to the Costa Mesa Police Department of damage as required in this contract. Any calls to numbers other than those above will be considered a violation of this contract and grounds for immediate termination.

I. Hours of Work
The Contractor shall provide no less than the minimum number of estimated hours per evening as provided in the Contractor's proposal and subsequent contract award. Any amount less than this minimum per building may be deducted from the Contractor's 218

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billing. The amount of deduction will be calculated on an hour-for-hour basis, utilizing the Contractor's hourly proposal amount (total dollars divided by total hours). The City shall be the sole judge of any performance discrepancies.

J. Care of Facilities
Contractor's employees shall regularly observe the general condition of all buildings and report problem areas to Contractor's supervisor or lead custodian. Contractor shall be responsible for knowledge of and use of all fire alarms and fire prevention equipment. In case of emergency, Contractor's employees shall notify the City's Communication Center by dialing 911 and shall then call or Maintenance Services Manager, or his designee, immedi ately. Contractor shall report all required non- emergency repairs by contacting the Maintenance Services Manager, or his designee.

1. Security: Contractor's personnel shall not be allowed in City facilities outside of normal business hours unless they are performing work for the Contractor. All Contractor personnel are required to provide proof of identity when requested to do so by City personnel. Keys shall not be left in the door locks. The Janitorial Services contractor shall be responsible for securing/locking the interior and exterior portions of the building during hours to be specified by the Maintenance Services Manager or his/her designee. All work spaces shall be locked and the lights turned off when clean and disinfecting in each area has been completed. Security lights (as directed) shall be turned on prior to leaving the facility. Keys required by the contractor will be furnished by the City to designated contractor employee and shall be returned to the City on demand. Electronic security system (where installed) shall be properly disarmed and armed each time after-hours access is made. All exit doors are to remain locked while the contractor is in the space. The contractor is not to block open occupant or exterior doors for any reason. The contractor is not to assist entry of anyone except contractor, employees or Police/Fire personnel. Close and lock any exterior windows. Contractor's personnel shall immediately report to their supervisor and City personnel, problems dealing with unauthorized or suspicious persons, conditions indicating theft, break-in or vandalism, and building system failures. The Contractor's employees shall report to emergency personnel situations such as: fire, smoke, unusual odors, broken pipes or floods, and take appropriate safety measures.

2. Keys: The Janitorial Services contractor shall be issued building keys, where applicable, for the performance of services as specified herein. Should a lost or stolen key jeopardize the security of the particular City facility, the contractor shall be solely responsible for all costs incurred by the City in re-keying the lock system. No keys shall be duplicated.

3. Alarm System: Where applicable, the contractor shall be charged a minimum of one hundred dollars ($100.00) per call-out should contractor, while in the process of entering or leaving the facility, misuse the security alarm system. 219

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4. Damages: The Janitorial Services Contractor will be responsible for all damages to the facility or contents caused by the Janitorial Services Contractor or their staff during the performance of their duties.

5. Protection & Restoration: The Contractor shall protect all furnishings and improvements from damage by its operations. All damage shall be repaired or replaced, at the option of the City, at the Contractor's expense within a reasonable time after notification of such damage. Repairs and/or replacements shall be equal to original in all aspects.

6. Removal of items: The Contractor's employees shall not remove any items from the job sites except that which has been specifically authorized by the City of Costa Mesa in writing.

7. Energy Conservation: Contractor shall instruct all employees performing work within the facility to utilize methods which will maximize energy conservation. This shall include the turning on of light fixtures ONLY IN THE AREAS where work is in progress and turning off all lights when work is completed.

K. Employee Training Program
The Contractor's employees shall be trained in the following areas, prior to being assigned to work under this contract:

1. Proper clean and disinfecting techniques required to perform the standards of the specifications, in accordance with this contract;

2. Specific location training. Please note that staff assigned to the jail will require additional training, both for police procedures and in clean and disinfecting techniques;

3. Contract specification clean and disinfecting requirements, including the use of Green Seal certified clean and disinfecting products and other methods (micro- fiber clothes, etc.) to reduce the use of chemicals. This training will be performed at each facility. Each employee shall be required to sign a copy of the specifications to acknowledge clean and disinfecting requirements;

4. All janitorial contract personnel are also required to receive all appropriate safety training in all aspects of custodial/housekeeping operations from the janitorial company. Records to substantiate these requirements must be made available to the City within twenty-four (24) hours of a request.

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L. Safely Program
The Contractor shall submit to the City, a written safety program and also an Injury and Illness Protection Program (IIPP). This program shall include at a minimum, detailed training procedures in the following:

1. Safe work habits

2. Safe use of clean and disinfecting chemicals (right-to-know) Material Safety Data Sheets (MSDS)

3. Safe use of clean and disinfecting equipment

4. The use of equipment, signs, barriers, or other devices, to protect the building occupants or equipment

5. Proper handling of hazardous materials and biological waste (blood-borne pathogens)

6. Recognizing hazardous or other materials, which are not allowed for use in this contract

M. Safety Procedures
All Clean and disinfecting chemicals shall be stored in properly labeled containers at all times.

1. The Contractor shall provide a floor care procedure using products that meet American Society of Testing Materials (ASTM) and CSMA standards.

2. Any additional or replacement staff hired throughout the life of the contract shall also complete safety training prior to beginning work in the City facilities. Documentation of training completion shall be submitted to the City's Facilities Manager.

N. Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly maintaining the City buildings. The contractor shall provide an equipment inventory list, identifying all equipment by age and condition to provide the services required by this contract. Contractor shall furnish and keep in good working order all necessary tools, equipment and supplies, including, but not limited to, carpet clean and dis infects, stripper and waxes, soaps, clean and disinfects, mops, brooms, buffers, ladders, hoses, HEPA vacuum all clean and disinfects, trash liners, clean and disinfecting rags, and all other clean and disinfecting equipment. The City of Costa Mesa reserves the right to inspect equipment to be used to perform this contract. Any equipment determined to be in poor condition must be replaced immediately, at the contractor's expense. Failure to provide suitable equipment for carrying out all requirements of this contract may be grounds for termination.

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O. Materials & Supplies
All clean and disinfecting supplies, materials, and tools used in the performance of this contract shall be of good commercial quality, suitable for the purpose intended, and shall provide results necessary to provide the high standards of cleanliness and disinfection required under this contract. All Clean and disinfecting processes used shall meet high standards of safety and effectiveness for commercial applications in high traffic areas and shall not damage the facilities being Clean and disinfected. The City shall have the right to prohibit the use of any process, material, supply or tool which may damage City property, or which may be a risk to employees, the public, or others using City facilities.

The Janitorial Services contractor shall provide all other chemicals, supplies, and equipment. All Clean and disinfecting chemicals and other supplies used by the Janitorial Services contractor must be used in accordance with all federal, state, and local laws, comply with Material Safety Data Sheets (MSDS) standards and be used in conjunction with necessary safety equipment. MSDS must be on-site and available for all chemicals stored and used within a service area on the first day of the contract. The Contractor shall post copies of MSDS for all chemicals used in each custodial closet in compliance with OSHA Hazard Communication Standard 29 CFR 1910.1200. This shall include labeling the contents of all secondary type plastic bottles or containers.

The City would prefer the use of “Green Seal” or other non- hazardous/biodegradable clean and disinfecting products in all of its buildings where possible.

The City will supply all toilet paper, paper towels, toilet seat covers, sanitary napkins and disposable bags, hand soap, and urinal screens to the Custodial/Janitorial Services contractor. All supplies remain property of the City and may only be used at the specified site. City shall also provide at its expense all utilities, including lights, power and water.

Contractor shall stock and refill all restroom dispensers, as outlined in this section of the RFP document.

Janitorial closets located in City facilities will be assigned to the Contractor for storing supplies. The closets used by Contractor shall be kept Clean and disinfect and free of debris and odor at all times. All supplies and equipment stored in any City janitorial closet shall be stored in a neat and orderly manner and in such a way as to prevent injury to City staff, the public, or Contractor's employees. The Contractor will be required to sign out for City supply items. Usage of the City supply items wi ll be closely monitored by the City Project Manager. Any unauthorized usage of City supply items by the Contractor will be grounds for immediate termination of the contract.

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P. Clean and disinfecting Schedule

1. Clean and disinfecting shall not start earlier than thirty (30) minutes after the end of normal business hours as related to each facility (see specific information on hours for each location listed in. These times are subject to change under the direction of the City's Facilities Manager.

2. The Contractor shall provide the City's Facilities Manager a monthly schedule showing the estimated number of labor -hours, date to be accomplished, and task to be performed, to accomplish the contract requirements.

3. In the event an evening meeting is being conducted in a facility, the Contractor shall be responsible for proper clean and disinfecting of the used area, provided the meeting ends by 11:00 p.m. All clean and disinfecting shall be completed before the start of next normal business day.

4. The Contractor shall maintain a schedule for floor stripping, waxing, carpet clean and disinfecting and hot water extraction for all City facilities and provide to the City's Facilities Manager a copy of the monthly completed and scheduled work on the first workday of every month.

5. The Contractor shall maintain a schedule for quarterly interior and exterior window washing and provide to the City's Facilities Manager a copy of the scheduled work a minimum of 2 weeks in advance, and a copy of the quarterly completed work on the first workday following completion of work.

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EXHIBIT 1

JOB SPECIFICATIONS
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
The Janitorial Services contractor is responsible for the cleanliness and sanitation of the building. The description of each service area, below, is to be used as a guideline for the Janitorial Services contractor. The description does not attempt to describe every detail or feature of the facility that is to be maintained by the Janitorial Services contractor.

CITY HALL SERVICE SCHEDULE: Monday - Friday, after 5:30 P.M. (73,341 total square foot)

CITY HALL Area: First Floor — 24,453 sq. ft.

Front Lobby, Two Elevators, Men's and Women's restroom, All workspaces within City Clerks area, Finance Department, Conference room 1A, Council Chambers, I.T. office area.

Excluding: Janitorial in - MIS server room; secured Vault areas in I.T. Treasury, Finance and City Clerk area; Mechanical Room and cleaning of desks. (Excluded 13,000 sq. ft.) Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean & disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel. • Completely clean dust mop & polish bright work in elevators. • Spot clean soiled walls and fixtures.
• Clean conference room tables. Place chairs neatly around table and room perimeter • Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.
• Service, empty and clean exterior (at building entrances) trash receptacles.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Spot clean around wall switch plates, doors, doorframes and counters. 224

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• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors. • Chemically treat all waterless urinals on Friday evenings with approved chemical. • Surface clean carpets as needed.
• Clean and dust of Council Chamber Dias horizontal and vertical wood surfaces, podium and staff tables on Monday.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Dust, mop and spot clean Fire Stairs, railings and ledges. • Machine scrub hard surface floors and apply finish, including elevators. • Detail vacuum corners and edges.
• Clean accessible baseboards.
• Extra clean of council chambers exterior doors.

Quarterly Activities
• Clean all accessible carpet using hot water, high- pressure extraction system. • Replace waterless urinal cartridges with approved replacement. • Clean all 1st floor windows inside and out.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish.
• Clean fabric walls full height and hot water extract, using a high-pressure extraction system, ensuring no streaks are visible.

Annual Activities
• June - Clean all exterior windows and power wash exterior sunscreens (to be performed on weekend only).

CITY HALL Area: Second Floor, (9,303 total sq. ft.)
Lobby, Men's and Women's Restrooms, Break Room, Conference Room 2A, and all office workspaces. Excluding: vault and plan storage areas (2ea), Mechanical Room and cleaning of desks. (Excluding 713 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, 225

28 [Contractor’s name]
Form Rev. 07-07-2025
refill soap as needed.
• Dust mop hard floors with a chemically (city-approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixture.
• Clean conference room tables. Place chairs neatly around table and room perimeter • Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters. • Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors. • Chemically treat all waterless urinals on Friday evenings with approved chemicals. • Surface clean carpets as needed.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust mop and spot clean Fire Escape Stairs, railings and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet using a high-pressure hot water extraction system.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor finish.
• Replace waterless urinal cartridges with approved replacements as needed.

Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only.)

226

29 [Contractor’s name]
Form Rev. 07-07-2025
CITY HALL Area: Third Floor, (9,303 total sq. ft.)
Lobby, Front Receptionist Area, Men's and Women's Restrooms, Break Room, all workspaces within Administrative Offices, Central Services, Recreation and Human Resources office spaces, Conference Room 3A and 3B. Excluding vault, Mechanical Room and cleaning of desks. (Excluding 379 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled walls and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and clean Fire stairs, railings, and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
227

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• Clean accessible baseboards.

Quarterly Activities
• Clean carpet using a high- pressure not water extraction system.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. • Replace waterless urinal cartridges with approved replacement as needed.

Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).

CITY HALL Area: Fourth Floor, (9,303 total sq. ft.)
Lobby, Receptionist area, Men's and Women's Restrooms, Conference Room 4A, Break Room, and all workspaces within Administrative, Engineering, Project Administration, and Traffic Office workspace. Excluding: Vault area, Mechanical Room and cleaning of desks. (Excluding 496 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

31 [Contractor’s name]
Form Rev. 07-07-2025
• Chemically treat all waterless urinals on Friday evenings with approved chemicals. • Surface clean carpets as needed.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction system.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. • Replace waterless urinal cartridges with approved replacement as needed.

Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).

CITY HALL Area: Fifth Floor, (9,303 total sq. ft.)
Lobby, Receptionist, Restrooms, Conference Room 5A, Break Room, All workspaces within City Manager Offices and private restroom, Fire Administration Offices, EMS and Training Areas, City Attorney Offices and all workspaces. Excluding: Mechanical Room and cleaning of desks. (Excluding 262 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter
229

32 [Contractor’s name]
Form Rev. 07-07-2025
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction system. • Clean upholstery on all chairs in Conference Room 5A, using hot water/steam extraction.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. Replace waterless urinal cartridges as needed.

Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed on weekend only).

230

33 [Contractor’s name]
Form Rev. 07-07-2025
2 IT Offices and Training Room (Located in the City Hall Basement) Approximately 1,000 sq. ft.

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.

Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.

231

34 [Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA POLICE DEPARTMENT: (57,879 total sq. ft.)
1ST FLOOR - 30,551 sq. ft.

Lobby, all work spaces within Receptionist Area, Records, Property Reception Area, EOC, All Restrooms, Elevator, Crime Prevention, Patrol Report Writing/Sergeant Office, CSI offices, Watch Commander, Patrol Reporting Area, Vice Narcotics, Traffic Report Writing/Traffic Bureau, Detective Bureau Office Area, Administrative Sergeant Office, Vice Narcotics (when permitted by staff —at least twice per week), and all hallways.

Excludes Jail area, Evidence Room, Property Storage, Janitor Closet, Detective Bureau Storage, Crime Prevention Storage, Swat Storage, Archive Storage, and Supply Room. (Excluding 10,958 sq. ft.)

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Vacuum stairs, dust railings, ledges and spot clean.
• Dust horizontal top surfaces using a synthetic duster or a treated towel. • Completely clean dust mop & polish bright work in elevator. • Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters. • Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris and clean exterior door. • Chemically treat all waterless urinals on Friday evenings with approved chemicals. • Surface clean carpets as needed.

Monthly Activities
• Vacuum upholstered seating.
232

35 [Contractor’s name]
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• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Strip floors and reapply floor finish in elevator.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. • Replace waterless urinal cartridges with approved replacement as needed.

Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed on
weekend only).

COSTA MESA POLICE DEPARTMENT: 2nd FLOOR (14,656 total sq. ft.) All workspaces within Administrative and Operational Offices, Conference Room and all hallways. Excluding utility closets, Training Storage Room, Janitorial, and Telephone Board Room. (Excluding 634 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, shower, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

233

36 [Contractor’s name]
Form Rev. 07-07-2025
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters. • Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris and clean exterior door. • Chemically treat all waterless urinals on Friday evenings with approved chemicals. • Surface clean carpets as needed.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. • Replace waterless urinal cartridges with approved replacement as needed.

Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed on
weekend only).

234

37 [Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA POLICE DEPARTMENT: BASEMENT FLOOR (12,672 total sq. ft.) Briefing Room, Women's and Men's Restrooms / Locker Rooms, Main Hallway, unsecured Gun Range entrance, Exercise Room, All workspaces within Gang SED.

Excluding: HVAC Machine room, gun range / range storage & secured gun locker, janitorial storage, telephone utility room. (excluding 3,994 sq. ft total) Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and accessible areas, spot and edge
as needed.
• Completely clean disinfect restroom, fixtures and bright work, showers, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters. • Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris and clean exterior door. • Chemically treat all waterless urinals on Friday evenings with approved chemicals. • Surface clean carpets as needed.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges. • Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
235

38 [Contractor’s name]
Form Rev. 07-07-2025
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. • Replace waterless urinal cartridges with approved replacement as needed.

COSTA MESA POLICE WESTSIDE SUBSTATION: (8,966 total sq. ft.) Description: All workspaces within General Facility, 1,270 sq. ft. Lock facility and activate security system. Excluding all secured areas 7,696 sq. ft.

Weekly Activities / once a week
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust railings, ledges and spot clean.
• Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixture marks.
• Clean conference room tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters. • Wipe down vinyl and leather furniture.
• Clean accessible baseboards.
• Surface clean carpets as needed.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and air deflectors.
• Machine scrub hard surface floor and apply finish.
236

39 [Contractor’s name]
Form Rev. 07-07-2025
• Detail vacuum corners and edges.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction.

COSTA MESA COMMUNICATIONS CENTER: (Total 7,960 sq. ft.) SERVICE SCHEDULE: Monday — Saturday, after 7:00 p.m. This is a 24/7 operation.

Description: Receptionist Area, All Office workspace, Break Room, Men's and Women's Restroom — Locker Rooms, 911 Area, Conference Room, Shop Office Area and restroom. Excluding: Vehicle Repair Bay and Mezzanine Storage, Equipment Server Room, Shop Storage, Screen Storage, Telephone Room, Electrical (2,530 sq. ft.)

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and • edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, showers, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters. • Wipe down vinyl and leather furniture.
• Clean accessible baseboards.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals. • Surface clean carpets as needed.

237

40 [Contractor’s name]
Form Rev. 07-07-2025
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish. • Replace waterless urinal cartridges with approved replacement as needed.

238

41 [Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA DOWNTOWN RECREATION CENTER (DRC): (Total 18,445 sq. ft.) SERVICE SCHEDULE: Daily, 10:00 p.m. — 6:00 a.m.

Description: Two Front Lobby Areas. Two Receptionist Areas, Game Room, All Office and workspace areas, Gymnasium, Gymnastic Area, Men's and Women's Restrooms, Pool Locker and Shower Areas, Day Care and Kitchen. ACTIVATE SECURITY SYSTEM Excluding: Maintenance office/storage, Storage Area's, Electrical Room, Telephone Room, Janitor Closet, Basketball Court, Pool Equipment and Chemical Rooms, Pool Electrical Room, Fountain Pump Room (excluding sq. ft. is 7,529)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean and disinfect restrooms, showers, fixtures and bright work, restock • dispensers, and refill soap as needed.
• Dust mop hard floors except hardwood gym floor
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel. • Spot clean soiled walls and fixtures.
• Clean conference room tables.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
• Clean and polish drinking fountains.
• Clean dry erase boards
• Pick up all trash including papers, wrappers, cigarette butts, and any other debris from planters and grounds.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters. • Wipe down vinyl and leather furniture.
• Chemically treat all waterless urinals on Friday evenings with approved chemical. • Surface clean carpets as needed.
• Clean interior of all lockers.

Monthly Activities
• Vacuum upholstered seating and replace furniture in its designated location. • Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
239

42 [Contractor’s name]
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• Vacuum ceiling vents & air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Wash exterior of lockers, using germicidal cleaner.
• Detail clean restrooms, showers - Wash walls, partitions, clean air vents, machine • scrub floors using germicidal disinfectant fourth Friday of the month.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction system. • Replace waterless urinal cartridges with approved replacement as needed. • Machine strip hard surface floors / clean grout in floor tile and reapply approved floor
• finish in entrance area aquatics lobby, multipurpose room and locker area. (Excluding basketball Courts in gym).

240

43 [Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA BALEARIC COMMUNITY CENTER: (Total 7,680 sq. ft) SERVICE SCHEDULE: Sunday — Thursday, after 6:00 p.m.

Description: Office Areas: All office workspace, ECP1 & ECP2, ECP Office, ECP Kitchen, All Interior Restrooms, Exterior Restrooms, Sierra & Adobe Room and Staff Room areas, Men's and Women's restroom. Lock facility, exterior restrooms and activate security system. Excluding: Heater room, Custodial Closet, Toy Storage, Storage Rooms, and 2 ECP Storage Rooms (436 sq. ft.)

Monday, Wednesday, and Friday
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners .
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel. • Spot clean soiled walls and fixtures.
• Clean conference room tables
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break • room.
• Clean and polish drinking fountains.

Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system, 241

44 [Contractor’s name]
Form Rev. 07-07-2025
Semi-Annual Activities
• Machine strip hard surface floors I clean grout in floor tile and reapply approved floor finish.

Balearic ECP Daycare Area:

Description: Office, Kitchen and all restrooms on ECP side. (500 sq. ft.) Description: Preschool Area (4,500 sq. ft.)
Daily Activities
• Empty waste baskets and carry trash to pick up area. Replace liners if torn ❑r soiled,
• cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and • edge as needed.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill
soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / dean all mop splatter from all vertical surfaces. • Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel. • Spot clean soiled walls and fixtures.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Quarterly Activities
• Clean carpet and hot water extract, using a high -pressure extraction system.

242

45 [Contractor’s name]
Form Rev. 07-07-2025
NORMA HERTZOG COMMUNITY CENTER: (9,300 sq. ft.)
SERVICE SCHEDULE: Daily, 1:00 a.m. - 6:00 a.m.

Lobby, Office Workspace, Restrooms, Office Area and Kitchen only.

SECURE FACILITY AND ACTIVATE SECURITY SYSTEM.

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor mats.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel including window ledges.
• Spot clean soiled walls and fixtures.
• Clean conference room and hallway tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break
room.
• Clean and polish drinking fountains.
• Pick up all trash including papers, wrappers, cigarette butts, and any other debris within ten feet of building perimeter.
• Wet mop kitchen area and wipe Formica counter tops only, no stainless steel.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters. • Wipe down or vacuum lobby furniture.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.

Monthly Activities
• Vacuum upholstered seating and replace furniture in its designated location. • Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Replace waterless urinal cartridges with approved replacement as needed Quarterly Activities
• Clean carpet and hot water extract, using a high- pressure extraction system .

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor • finish.
243

46 [Contractor’s name]
Form Rev. 07-07-2025

COSTA MESA CORP YARD – FLEET AND MAINTENANCE OFFICE AREAS:
(17,390 sq. ft.) SERVICE SCHEDULE: Monday, Wednesday and Friday, after 3:30 P.M.

Description: All Office workspace, Men's and Women's Restrooms, Conference Room totaling 3,462 sq. ft. Excluding General Facility and Warehouse (13,928 sq. ft.)

Daily Activities (As noted above: Mon., Wed., Fri.)
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Vacuum floor traffic lanes, workspaces and all accessible areas, spot and edge as
needed.
• Completely clean, disinfect restroom, fixtures and bright work, shower, restock • dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean conference room tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break room.
• Clean and polish drinking fountains.

Weekly Activities in office areas
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters. • Chemically treat all waterless urinals on Friday evenings with approved chemical.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Vacuum all ceiling vents and deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean all baseboards.

Quarterly Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.

Annual Activities
• Deep clean garage floor.
244

47 [Contractor’s name]
Form Rev. 07-07-2025

COSTA MESA CORP YARD — BLDG "A": (5,219 sq. ft.)
SERVICE SCHEDULE: Monday, Wednesday and Friday, after 5:30 P.M.

Description: All office workspace, Men's & Women's Restroom and Locker Room,
and Lunchroom. Excluding: Wood Shop, Irrigation Sprinkler Shop, Custodial Closet, Electrical Room and Office #109 (930 sq. ft.)

Daily Activities (As noted above: Mon., Wed., Fri.)
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner. • Spot clean interior & exterior entranceway door glass, push plates and handles. • Vacuum all floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, showers, restock • dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust horizontal top surfaces using a synthetic duster or a treated towel. • Spot clean soiled wall and fixtures.
• Clean lunchroom tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and polish drinking fountains.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters. • Wipe down vinyl and leather furniture.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.

Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Vacuum ceiling vents and air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean all baseboards.

Quarterly Activities
• Machine strip all hard surface floors / clean grout in restroom floor tile and reapply floor finish.
• Clean carpet and hot water extract using a high-pressure extraction system. 245

48 [Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA SENIOR CENTER: Entire Facility, (20,127 sq. ft.) SERVICE SCHEDULE:

Daily 3:30 p.m. - 4:00 a.m. except Monday and Wednesday Description: Lobby, Library, Elevator, Men's and Women's Restrooms, Health Clinic, Bridge Room, Arts and Crafts Classroom, Sunroom, Activity Room and Kitchen and Elevator. First and Second Floor.

Excluding: Office Workspace. ALL SUPPLIES ARE PROVIDED BY THE SENIOR CENTER CORP.

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles. • Clean both sides of partition glass using an approved window cleaner. • Vacuum carpeted floor traffic lanes, unsecured workspaces and all accessible areas, spot and edge as needed.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills / clean all mop splatter from all vertical surfaces. • Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel. • Completely clean dust mop & polish bright work in elevators. • Spot clean soiled walls and fixtures.
• Clean conference room tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break
room.
• Clean and polish drinking fountains.
• Pick up all trash including papers, wrappers, cigarette butts, and any other debris from planters and grounds.
• Clean and mop kitchen area, wipe down sinks and countertops.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters. • Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors. • Chemically treat all waterless urinals on Friday evenings with approved chemical. • Surface clean carpets as needed.

49 [Contractor’s name]
Form Rev. 07-07-2025
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Strip floors and reapply floor finish in elevators.
• Clean accessible baseboards.

Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.

Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor • finish.
• Replace waterless urinal cartridges with approved replacement as needed.

Annual Activities
• June - Clean all exterior windows, (to be scheduled in respect of rentals and programs). • Clean wall coverings (1st floor only).

247

50 [Contractor’s name]
Form Rev. 07-07-2025
Costa Mesa Fire Stations #1-6: Entire Facility, (20,127 sq. ft.) SERVICE SCHEDULE: ANNUAL DEEP CLEAN
Description: Living areas of each Fire Station. Excluding: Garage area of the fire stations

Annual Activities
• Clean/scrub all shower doors and shower tile
• Scrub tile floors and seal grout
• Vacuum and shampoo carpets
• Shampoo upholstered chairs
• Clean and wipe all walls/ceilings including removing spider webs • Thorough dusting of all furniture, lockers, and ventilation registers • Wash and wipe clean all windows/windowsills (inside and out)  Fire Station # 1
2803 Royal Palm Drive
Costa Mesa, CA, 92626
Living space is approximately 3,750 sq.ft.
 Fire Station # 2
800 Baker Street
Costa Mesa, CA, 92626
Living space is approximately 3,332 sq.ft.
 Fire Station # 3
1865 Parka Avenue
Costa Mesa, VCA, 92627
Living space is approximately 3,358 sq.ft.
 Fire Station # 4
2300 Placentia Avenue
Costa Mesa, CA, 92627
Living space is approximately 3,150 sq.ft. & Training classroom is approximately 1,456
sq.ft.
 Fire Station # 5
2450 Vanguard Way
Costa Mesa, CA, 92626
Living space is approximately 4,305 sq.ft.
 Fire Station # 6
3350 Sakioka Drive
Costa Mesa, CA, 92626
Living space is approximately 4,342 sq.ft.

248

51 [Contractor’s name]
Form Rev. 07-07-2025
BRIDGE SHELTER SERVICE SCHEDULE (3,600 sq. ft.)
Monday - Friday, after 5:30 P.M.

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Spot clean and disinfect interior & exterior entranceway door glass, push plates and handles.
• Clean and disinfect both sides of partition glass using an approved window clean and disinfect.
• Vacuum all carpeted floor traffic lanes, workspaces and all accessible areas, spot and edge as needed.
• Completely clean and disinfect & disinfect restrooms, fixtures and bright work, restock • dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop. • Spot mop stains and spills/ clean and disinfect all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel. • Completely clean and disinfect dust mop & polish bright work in elevators. • Spot clean and disinfect soiled walls and fixtures.
• Clean and disinfect conference room tables. Place chairs neatly around table and room perimeter.
• Clean and disinfect dry erase boards.
• Clean and disinfect exterior and interior of microwave and disinfect counters and sinks in break room.
• Clean and disinfect and polish drinking fountains.
• Service, empty and clean and disinfect exterior (at building entrances) trash receptacles.

Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors/ clean and disinfect mop splatter on walls. • Use shampoo system to remove large soil spots and dry. • Disinfect all door handles.
• Spot clean and disinfect around wall switch plates, doors, doorframes and counters. • Wipe down vinyl and leather furniture.
• Vacuum all elevator tracks removing all debris, clean and disinfect and polish exterior doors.
• Chemically treat all on Friday evenings with approved chemical. • Surface clean and disinfect carpets as needed.
• Clean and disinfect and dust of Council Chamber dais horizontal and vertical wood surfaces, podium and staff tables on Monday.

Monthly Activities
• Vacuum all upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum all ceiling vents & air deflectors.
249

52 [Contractor’s name]
Form Rev. 07-07-2025
• Dust, mop and spot clean and disinfect fire escape, stairs, railings and ledges. • Machine scrub hard surface floors and apply finish, including elevators. • Detail vacuums all corners and edges.
• Clean and disinfect accessible baseboards.
• Extra clean and disinfect of council chambers exterior doors.

Quarterly Activities
• Clean and disinfect all accessible carpet using hot water, high-pressure extraction system.
• Clean and disinfect all windows inside and out.

Semi-Annual Activities
• Machine strip hard surface floors/ clean and disinfect grout in floor tile and reapply approved floor finish.
• Clean and disinfect fabric walls full height and hot water extract, using a high-pressure extraction system, ensuring no streaks are visible

250

53 [Contractor’s name]
Form Rev. 07-07-2025
Police Department Property & Evidence Warehouse
*Scheduling will need to be coordinated with Property and Evidence Supervisor because they will need to be onsite when services are provided.

• Frequency: 2 times per month
o 2 restrooms
o 3 office rooms
o 1 mini-hall

• Janitorial cleaning service will include the following:
o Offices & Hall
 Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.  Vacuum carpeted areas.
 Dust/wipe down all surfaces, cobwebs, debris.
o Restrooms
 Stock towels, tissue and hand soap (provide by Costa Mesa).  Empty sanitary napkin receptacles and wipe.
 Empty trash receptacles and wipe if needed.
 Clean and polish mirrors.
 Sinks, toilets, urinals to be cleaned inside and out.  Sweep and mop restroom floors.

Costa Mesa Tennis Center
Service Schedule: Monday, Wednesday, and Friday, 1pm – 4pm Approximately 1,000 sq. ft.

Description: 1 Men’s and 1 Women’s Restroom

Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas resulting from leaking liners.
• Stock towels, tissue and hand soap (provide by Costa Mesa). • Empty sanitary napkin receptacles and wipe.
• Empty trash receptacles and wipe if needed.
• Clean and polish mirrors.
• Sinks, toilets, urinals to be cleaned inside and out. • Sweep and mop restroom floors.

251

54 [Contractor’s name]
Form Rev. 07-07-2025
ALDO (Code Enforcement Substation) - 3190 Airport Loop Dr., E-2 Approximately 2,000 sq. ft.

Description: Entry Areas, Common Areas, Restrooms, Kitchen/Breakroom Areas, Office Areas

Service:

1. Entry Areas
The contractor shall perform the following services:
• Clean and disinfect all surfaces — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces (e.g., walls, vents, ledges) — Monthly • Remove trash and replace liners — Daily
• Spot clean and remove fingerprints from entrance glass — Weekly • Vacuum carpeted areas — Daily

2. Common Areas
The contractor shall perform the following services:
• Clean and disinfect all surfaces — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Remove trash and replace liners — Daily
• Spot clean and remove fingerprints from glass — Weekly • Vacuum carpeted areas — Daily

3. Restrooms
The contractor shall perform the following services:
• Clean and disinfect all fixtures, including sinks, toilets, urinals, and countertops — Daily
• Clean mirrors and spot clean all glass surfaces — Daily • Mop floors using a neutral floor cleaner — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Re-stock consumable supplies, including hand towels, toilet paper, and hand soap, as necessary — Daily
• Remove trash and replace liners — Daily
• Sweep floors — Daily

4. Kitchen / Breakroom Areas
The contractor shall perform the following services:
• Mop floors using a neutral floor cleaner — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Re-stock paper products and hand soap, as necessary — Daily • Remove trash and replace liners — Daily
• Sweep floors — Daily

252

55 [Contractor’s name]
Form Rev. 07-07-2025

5. Office Areas
The contractor shall perform the following services:
• Clean, disinfect, and dust desk and work surfaces — Daily • Dust electronics and monitors — Weekly
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Remove trash and replace liners — Daily
• Vacuum carpeted areas — Daily

253

56 [Contractor’s name]
Form Rev. 07-07-2025

APPENDIX B

COST PROPOSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES

Provide hourly rates, along with estimated annual pricing in accordance with the City's current requirements, as set forth in Scope of Work. Also provide your firm's proposed Staffing Plan on a separate sheet of paper. Proposer should use a separate form to state pricing for any added value.

BUILDING ADDRESS

MONTHLY
LABOR HRS.

MONTHLY
COST
ANNUAL
COST
Balearic Community
Center
1975 Balearic
Dr.
$ $
City Hall 77 Fair Dr. $ $
Communications
Center
79 Fair Dr. $ $
Corporation Yard (Old) 2300 Placentia
Ave.
$ $
Corporation Yard (New) 2310 Placentia
Ave.
$ $
Downtown Recreation
Center
1860 Anaheim
Ave.
$ $
Norma Hertzog
Community Center
1845 Park Ave. $ $
Police Facility 99 Fair Dr. $ $
Police Substation 567 W. 18th St. $ $
Senior Center 695 W. 19th St. $ $
Bridge Shelter 3175 Airway
Ave.
$ $
PD Warehouse 3175 Airway
Ave.
$ $
Fire Stations 1-6 Various $ $
IT Offices and Training
Room
77 Fair Dr. $ $
254

57 [Contractor’s name]
Form Rev. 07-07-2025
Costa Mesa Tennis
Center
880 Junipero Dr. $ &
All Park Locations (Not
including Fairview Park)
Various $ $
Fairview Park 2525 Placentia
Ave.
$ $
ALDO (Code Enforcement
Substation)
3190 Airport
Loop Drive, E-2
$ $
TOTAL: $ $

Pricing shall remain firm for a minimum of two (2) years. All requests for pricing adjustments for follow-on contract renewal periods shall be provided no later than sixty (60) days prior to the end of the contract period. Any such proposed price adjustments shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for Los Angles-Riverside-Orange County, CA, All Items, Not Seasonally Adjusted, "annualized change comparing the original proposal month and the same month in the subsequent year. (This information may be found on the U.S. Department of Labor's website at www.bls.gov.)

255

69 [Contractor’s name]
Form Rev. 07-07-2025

APPENDIX D

PREVAILING WAGE

1. This Contract calls for work to be performed constituting public works. Contractor and all subcontractors shall pay the general prevailing rate of per diem wages as determined and as published by the State Director of the Department of Industrial Relations pursuant to Article 2 of Chapter 1 of Part 7, of Division 2 of the State Labor Code, including, but not limited to, Sections 1770, 1771, 1773, 1773.2 and 1774.

2. This is public work and requires the payment of prevailing wages for the work or craft in which the worker is employed for any public work done under the contract by Contractor or by any subcontractor pursuant to Section 1771 of the Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of workman needed to execute this contract from the Director of the Department of Industrial Relations. These rates are on file with the City or may be obtained at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm.

Contractor shall post a copy of such wage rates at the job site and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with the provisions of Sections 1775, 1776, 1777.5, 1777.6, and 1813 of the Labor Code. Pursuant to the provisions of 1775 of the Labor Code, Contractor shall forfeit to the City, as a penalty, not more than $200.00 for each calendar day, or portion thereof, for each laborer, worker, or mechanic employed, paid less than the stipulated prevailing rates for any work done under this Contract, by him or by any subcontractor under him, in violation of the provisions of this Agreement.

3. Contractors and subcontractors who are ineligible to bid for work on, or be awarded, a public works project pursuant to Labor Code Sections 1777.1 and 1777.7 are prohibited from bidding on, being awarded, or performing work as a subcontractor, on this Project pursuant to Public Contract Code Section 6109.

4. Contractor's attention is directed to the provisions in Sections 1774, 1775, 1776, 1777.5 and 1777.6 of the Labor Code. Contractor shall comply with the provisions in these Sections. The statutory provisions for penalties for failure to comply with the State's wage and hours laws will be enforced. Pursuant to Section 1775 of the Labor Code, the Contractor and any subcontractors, shall, as a penalty to the City forfeit the prescribed amounts per calendar day, or portion thereof, for each worker paid less than the prevailing wage rates.

5. Pursuant to Labor Code Section 1771.4, the Project is subject to compliance monitoring and enforcement by the California Department of Industrial Relations.

6. Each Contractor and subcontractor shall furnish the records specified in Labor Code Section 1776 directly to the State Labor Commissioner at least monthly in the format prescribed by the State Labor Commissioner.

7. Sections 1774 and 1775 require the Contractor and all subcontractors to pay not less than the prevailing wage rates to all workmen employed in the execution of the Contract and specify forfeitures and penalties for failure to do so. The minimum wages to be paid are those determined by the State Director of the Department of Industrial Relations. Section 1776 requires the Contractor and all subcontractors to keep accurate payroll records, specifies the contents thereof, their inspection and duplication procedures and certain notices required of the Contractor pertaining to their location.

8. Section 1777.5 of the Labor Code requires Contractor or subcontractor employing workers in any apprentice able occupation to apply to the Joint Apprenticeship Committee nearest the site of the public works project, which administers the apprenticeship program in that trade for a certificate of approval. The certificate will also fix the 256

70 [Contractor’s name]
Form Rev. 07-07-2025
ratio of apprentices to journeymen to be used in the performance of the Contract. The Contractor is required to make contributions to funds established for the administration of apprenticeship programs if he employs registered apprentices or journeymen in any apprentice able trade and if other contractors on the public works site are making such contributions. Information relative to apprenticeship standards, contributions, wage schedules and other requirements may be obtained from the State Director of Industrial Relations or from the Division of Apprenticeship Standards. Section 1777.6 of the Labor Code provides that it shall be unlawful to refuse to accept otherwise qualified employees as registered apprentices solely on the grounds of race, religious creed, color, national origin, ancestry, sex, or age.

9. Eight hours labor constitutes a legal day's work, as set forth in Labor Code Section 1810. The statutory provisions for penalties for failure to comply with the State's wage and hour laws will be enforced as set forth in Labor Code Section 1813.

257

1 ADDENDUM NO. 1

REQUEST FOR PROPSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13

PUBLIC WORKS DEPARTMENT

CITY OF COSTA MESA

Addendum Released on February 17, 2026
The referenced document has been modified as per the attached Addendum No. 1

Please sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.

258

2 1. DELETE: Mandatory Job Walk will be held on February 18, 2026, at 10:00 a.m. beginning at City Hall. The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract.

Proposers should be familiar with the proposal prior to attending the informational meeting and the job walk. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough.

2. REPLACE: Mandatory Job Walk will be held on February 18, 2026, at 8:30 a.m. beginning at City Hall. The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract. Proposers should be familiar with the proposal prior to attending the informational meeting and the job walk. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough.

3. ADD: City Facility sites to be visited during the mandatory job walk. Highly recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow during the job walk.

259

3 CITY FACILITY SITES

BUILDING ADDRESS TOTAL

SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall Costa Mesa Tennis Center 880 Junipero Drive 1,000
ALDO (Code Enforcement
Substation)
3190 Airport Loop Drive, E-2 2,000

STATION ADDRESS TOTAL SQUARE

FOOTAGE/LIVING SPACE
Fire Station No. 1 2803 Royal Palm Drive 3,750
Fire Station No. 2 800 Baker Street 3,332
260

4 Fire Station No. 3 1865 Parka Avenue 3,358
Fire Station No. 4 2300 Placentia Avenue 3,150 & 1,456 for training classroom
Fire Station No. 5 2450 Vanguard Way 4,305
Fire Station No. 6 3350 Sakioka Drive 4,342

All other provisions of the request for proposal shall remain in their entirety.

Vendors hereby acknowledge receipt and understanding of the above Addendum.

Complete and submit this Addendum with your proposal.

____________________________ ____________________________ Signature Date Company Name

____________________________ ____________________________ Typed Name and Title Address

____________________________
City State Zip

261

1 ADDENDUM NO. 2

REQUEST FOR PROPSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13

PUBLIC WORKS DEPARTMENT

CITY OF COSTA MESA

Addendum Released on February 19, 2026
The referenced document has been modified as per the attached Addendum No. 2

Please sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.

262

2 1. DELETE: Evaluation Criteria: The City’s evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the responsive responsible proposer shall be determined based on evaluation of qualitative factors. At all times during the evaluation process, the following criteria will be used. Sub -criteria are not necessarily listed in order of importance. Additional sub-criteria that logically fit within a particular evaluation criterion may also be considered even if not specified below. • Project of Approach & Methodology ------- 35%
• Qualifications & Experience of Firm ------- 30%
• Staffing ---- 30%
• Cost Proposal ----- 5%

2. REPLACE: Evaluation Criteria: The City’s evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code).

• Project of Approach & Methodology ------- 35%
• Qualifications & Experience of Firm ------- 30%
• Staffing ---- 25%
• Cost Proposal ----- 10%

All other provisions of the request for proposal shall remain in their entirety.

Vendors hereby acknowledge receipt and understanding of the above Addendum.

Complete and submit this Addendum with your proposal.

______________________________ ____________________________ Signature Date Company Name

____________________________ _________________________ Typed Name and Title Address

____________________________
City State Zip

263

1 ADDENDUM NO. 3

REQUEST FOR PROPSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13

PUBLIC WORKS DEPARTMENT

CITY OF COSTA MESA

Addendum Released on February 20, 2026
The referenced document has been modified as per the attached Addendum No. 3

Please sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.

264

2 1. ADD: 2nd Mandatory Job Walk will be held on February 24th, 2026, at 8:30 a.m. beginning at City Hall. The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract. Proposers should be familiar with the proposal prior to attending the informational meeting and the job walk. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough.

Companies that attended the February 18
th mandatory job walk are not required to
attend.

2. ADD: City Facility sites to be visited during the mandatory job walk. Highly recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow during the job walk.

265

3 CITY FACILITY SITES

BUILDING ADDRESS TOTAL

SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall Costa Mesa Tennis Center 880 Junipero Drive 1,000
Code Enforcement Substation 3190 Airport Loop Drive, E-2 2,000

266

4 All other provisions of the request for proposal shall remain in their entirety.

Vendors hereby acknowledge receipt and understanding of the above Addendum.

Complete and submit this Addendum with your proposal.

______________________________ ____________________________ Signature Date Company Name

____________________________ _________________________ Typed Name and Title Address

____________________________
City State Zip

267
268
269
270
271

EXHIBIT B

CONTRACTOR’S PROPOSAL

272
Proposal For Services:

City of Costa Mesa
RFP No. 26-13
CCS Facility Services’ Response
March 11, 2026
273
March 11, 2026
Stephanie Urueta & Evaluation Committee
77 Fair Drive, Costa Mesa, CA 92628
Dear Evaluation Committee,
CCS Facility Services is pleased to submit our proposal to provide janitorial services for City of Costa Mesa facilities under RFP No. 26-13. We appreciate the opportunity to compete for this program and believe our operational capacity, municipal experience, and local presence uniquely position us to successfully support the City’s facilities. We hope you find our proposed program compelling and cost effective.

CCS Facility Services maintains a regional office located in Costa Mesa, allowing us to provide direct local management and rapid operational support to City facilities. Our regional leadership team lives and works in the surrounding community and actively supports dozens of municipal facilities throughout Orange County and Southern California. Because of this strong local presence, we have a deep understanding of the operational expectations associated with maintaining public facilities, including city halls, public safety buildings, community facilities, and parks. For your reference, we have included a map illustrating the numerous government facilities we currently support in the surrounding region.

Our proposal demonstrates CCS’s comprehensive understanding of the City’s objectives and Scope of Work. We have structured our approach around the key evaluation priorities identified in the RFP: a clear and reliable service methodology, extensive municipal qualifications, strong staffing capacity, and responsible pricing. CCS currently supports hundreds of public facilities and has built scalable systems to manage complex multi-site programs while maintaining strict sanitation standards, quality assurance oversight, and responsive communication with our public agency partners.

Staffing reliability is one of CCS’s greatest strengths. We currently have zero open janitorial positions in the Costa Mesa region and maintain a fully staffed workforce supported by trained floater personnel who provide additional coverage across our existing programs. While we understand the City will expect a thoughtful transition plan and dedicated staffing model, our existing workforce capacity means that if immediate support were ever required, CCS could mobilize experienced personnel to support the program without delay.

Current Staffing for Our Costa Mesa Branch:

Total Number of Professional Cleaners: 680
Total Number of Job Openings as of March 4, 2026: 0
Total number of cross-trained floaters: 12
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In addition to our workforce depth, CCS brings nearly four decades of experience delivering custodial services to government agencies. Our management teams utilize structured quality control inspections, dedicated supervision, and modern workforce technology to ensure that service standards are consistently achieved across all facilities. These systems provide the reliability, transparency, and accountability that municipalities expect when outsourcing critical facility services.

We are confident CCS Facility Services is exceptionally well qualified to support the City of Costa Mesa. Our local presence, municipal experience, stable workforce, and operational infrastructure position us to deliver dependable service that reflects positively on the City and ensures facilities remain clean, safe, and welcoming for employees and residents alike.

Thank you for your time and consideration. We look forward to the opportunity to partner with the City of Costa Mesa and are available at any time to answer questions regarding our proposal.

Sincerely,
Maryll Betzold
Director, Government Services
CCS Facility Services
[email protected]
720-955-5421
Below please see maps of our client density in and around Costa Mesa. Our client locations are marked in navy, the locations specified in this RFP are in light blue, and our office is the green dot. We have regional leadership that works in this office and will have eyes on the City of Costa Mesa facilities regularly. Showcasing our client density here proves we have the regional support and layered management to provide the City of Costa Mesa with a quality janitorial program.
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CCS FACILITY SERVICES
Table of
Contents
Project Approach & Methodology ..…………………………..5
Qualifications and Experience of Firm ..…………………..13
Staffing ………………………….………………………………..16
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5CCS FACILITY SERVICES
Background & Project Summary
Section
Background and Project Summary
CCS Facility Services understands that the City of Costa Mesa is seeking a reliable and experienced contractor to provide comprehensive janitorial services across multiple City-owned facilities. The City requires a janitorial program that consistently maintains clean, sanitary, and professional environments for both employees and the public while ensuring minimal disruption to City operations.

Based on our review of Appendix A – Scope of Work, the City is seeking a contractor capable of providing complete janitorial services that include furnishing all labor, supervision, equipment, and cleaning materials necessary to maintain City facilities to high sanitation and presentation standards.

The work encompasses routine daily cleaning tasks and advanced periodic requirements, including weekly, monthly, quarterly, bi-annual, and annual services with varying degrees of difficulty and complexity.

CCS Facility Services recognizes that the City has established specific performance expectations for cleanliness, sanitation, and responsiveness. The program requires adherence to detailed task schedules for each facility, consistent quality standards, and the ability to respond quickly to service concerns. The City has also outlined clear operational requirements including proper supervision, employee background checks, safety and training programs, and strict adherence to security procedures within City facilities. The contractor must maintain sufficient staffing levels, provide trained personnel and supervisors, and respond promptly to both major and minor service issues to ensure facilities remain clean, disinfected, and safe for daily use.

The objectives of this program are to maintain City facilities in a condition that is consistently clean, sanitary, and welcoming to employees, residents, and visitors. This includes delivering reliable service schedules, maintaining high-quality floor and surface care, ensuring restrooms and public areas meet strict sanitation standards, and supporting the City’s operational requirements through responsive supervision and effective communication with City staff. By implementing structured cleaning procedures, trained personnel, and proactive quality control, the contractor can ensure the City of Costa Mesa’s facilities remain well-maintained and reflective of the City’s commitment to providing high-quality public services.

The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work, Appendix A of this RFP. 277
6CCS FACILITY SERVICES
Project Approach & Methodology
Understanding the Scope of Work
CCS Facility Services has thoroughly read and understands the scope listed in the RFP issued by the City of Costa Mesa. We have spent nearly 40 years in the janitorial/custodial industry. During those years, we have refined a formula we use to identify how long it will take our team to complete a provided scope of work. CCS Facility Services uses this formula hundreds of times per year, and it has proven to be a trustworthy metric for us internally to provide accurate proposal estimates that we stand by. On this and the following pages, we have compiled a thorough explanation of how we will complete the scope of work if CCS Facility Services is awarded the contract. On page 14, we outline the hours per day and per week estimates based on the scope of work listed in the RFP. We will also bring in our specialized floor care team to assist with periodic and floor care needs, including all carpet and hard floor care, exterior window care, pressure washing, and all pool deck cleaning needs.

Due to the number of facilities, the frequency of cleaning, and the schedule required, we anticipate this program requiring 10 employees, with a mix of full time and part time to fulfill weekend, monthly, quarterly, and floor care needs.

We understand that the scope of work for a public agency janitorial program extends well beyond routine cleaning tasks and requires disciplined execution, regulatory compliance, and measurable performance outcomes. Public-sector facilities demand structured staffing plans by site and shift, adherence to detailed task frequencies (daily, weekly, periodic, and annual), documented quality assurance protocols, and strict compliance with security requirements such as background screenings and controlled access procedures. The program must incorporate sustainable cleaning practices, proper chemical management with SDS documentation, equipment maintenance standards, and clear escalation procedures for emergency response. Equally important is transparent communication with agency stakeholders, including routine inspections, performance reporting, issue tracking, and scope validation to ensure alignment with budget and service expectations. Our approach recognizes that a public agency janitorial contract is fundamentally an operational partnership—one that safeguards public assets, supports health and safety, and maintains community confidence through consistent, accountable service delivery.

Provide a detailed description of the approach and methodology that will be used to fulfill each requirement listed in the Scope of Work of this RFP. The section should include:

1. Describes familiarity of project and demonstrates understanding of work and project objectives moving forward.

2. Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.

To ensure consistent client satisfaction and full compliance with the Scope of Work, CCS Facility Services implements a disciplined service delivery model built on structured transition planning, layered management oversight, and a data-driven quality assurance program. This approach has been successfully deployed across numerous municipal programs throughout the region and reflects the same operational rigor we bring to our long-standing local government partnerships. 278
7CCS FACILITY SERVICES
Project Approach & Methodology
Compliance-Focused Transition and Operational Readiness CCS Facility Services approaches every new contract with a structured transition plan designed to ensure immediate compliance with the Scope of Work and a seamless start to operations. During mobilization, CCS validates all facilities, confirms staffing assignments, verifies equipment inventories, and aligns service schedules with contract specifications. Standard operating procedures, safety protocols, and reporting structures are implemented from day one to ensure services are delivered consistently and in full compliance with program requirements. Because CCS already maintains a strong operational footprint supporting numerous nearby public-sector clients, we are able to leverage existing management infrastructure, trained personnel, and operational resources to stabilize service quickly and minimize startup risk.

Layered Management Oversight
A cornerstone of CCS’s service delivery model is our layered management structure, which ensures multiple levels of supervision, accountability, and operational support. Frontline supervisors work directly with cleaners and day porters to ensure tasks are completed according to specification, while Area Managers and senior leadership provide broader oversight, coaching, and quality accountability. This structure ensures that each facility benefits from consistent supervision and that issues are escalated and resolved quickly.

Technology-Enabled Quality Assurance
CCS reinforces its management structure with a technology-driven quality assurance program built on two integrated platforms:
• Visitt, our AI-enabled quality control and work order management system, documents inspections, tracks corrective actions, and provides photo-verified service completion. This platform creates full transparency by allowing supervisors and client stakeholders to view real-time service performance and inspection results. • Findd, our biometric and geofenced timekeeping system, verifies employee attendance and confirms that staff are working at the appropriate locations and times. This system provides a reliable, auditable record of workforce compliance.

Together, these tools create a closed-loop operational system where work is assigned, verified, documented, and continuously monitored.

Inspections, Accountability, and Continuous Improvement CCS conducts a structured inspection program consisting of formal inspections, routine walkthroughs, and unannounced spot checks. Inspection results are documented within Visitt and automatically routed to supervisors for immediate corrective action when needed. This proactive approach allows our team to identify issues early and maintain consistent service performance across all facilities.

Quarterly Business Reviews and Client Partnership
To ensure ongoing alignment with client expectations, CCS conducts Quarterly Business Reviews (QBRs) with agency stakeholders. These meetings provide a structured forum to review performance metrics, inspection trends, service data, and improvement initiatives. QBRs reinforce transparency, strengthen communication, and ensure that service delivery continues to evolve with the agency’s operational needs.

Through this integrated approach—a compliance-driven transition, layered supervision, technology-enabled quality assurance, structured inspections, and collaborative performance reviews—CCS consistently delivers reliable, high-performing janitorial programs. Our extensive experience supporting nearby public-sector agencies demonstrates our ability to meet the accountability, transparency, and operational standards required in government environments while maintaining a strong focus on client satisfaction. 279
8CCS FACILITY SERVICES
Project Approach & Methodology
Our proposed schedule for the City of Costa Mesa facilities will be applied using a production-rate methodology refined over nearly 40 years of janitorial operations. For each building type and task category (e.g., restrooms, offices, public counters, hard floors, glass, high-touch disinfection), we calculate labor hours using established square-foot production standards, task frequencies, fixture counts, and site-specific variables such as occupancy levels and public access intensity. These standards are derived from historical performance data across comparable civic facilities, time-and- motion benchmarking, and continuous field validation by our operations leadership team. The resulting staffing model reflects the time required to meet scope, quality, and compliance expectations while maintaining supervisory oversight and quality assurance inspections.

The numbers below reflect hours per month. On the following page we outline how long the standard daily / weekly duties will be carried out over a week’s time.

3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion.

Location Name Total
Monthly
Hours
Daily /
Weekly
Duties
Floor
Care
Other
Duties
(Monthly /
Quarterly)
Annual & Semi Annual
Required Duties (No
floor care included)
Balearic Community 65 48 9 8
City Hall 250 210 20 5 15
Communications 28 24 3 1
Corporation Yard -Old 18 13 2 1 2
Corporation Yard 18 15 2 1
Downtown
Recreation 170 150 15 5
Norma Hertzog 68 60 8
Police Facility 345 290 52 2 1
Police Substation 5 4 0.5 0.5
Senior Center 100 80 15 4 1
Bridge Shelter 28 21 3 2 2
PD Warehouse 3 3
Fire Stations 8 8
IT Offices & Training 7 7
Costa Mesa Tennis 9 9
Park Locations 456 450 6
Fairview Park 15 14.5 0.5
ALDO 22 19 3
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9CCS FACILITY SERVICES
Project Approach & Methodology
Location
Name
Sun Mon Tues Wed Thurs Fri Sat
Balearic
Community
2 2 2 2 2
City Hall 9.5 9.5 9.5 9.5 9.5
Communicati
ons
1 1 1 1 1 1
Corporation
Yard -Old
1 1 1
Corporation
Yard
1 1 1
Downtown
Recreation

4.5 4.5 4.5 4.5 4.5 4.5 4.5
Norma
Hertzog

1.75 1.75 1.75 1.75 1.75 1.75 1.75
Police
Facility

9.5 9.5 9.5 9.5 9.5 9.5 9.5
Police
Substation
1 Senior
Center

3.5 3.5 3.5 3.5 3.5
Bridge
Shelter
1 1 1 1 1
PD
Warehouse
.75
Semi-
Monthly
Fire Stations Annual Service
IT Offices &
Training
1 1 1 1 1 1 1
Costa Mesa
Tennis
.75 .75 .75
Park
Locations
15 15 15 15 15 15 15
Fairview Park 1 1 1 1 1 1 1
ALDO .75 .75 .75 .75 .75 .75 .75
The below reflects the standard weekly schedule and hours per day to accomplish the ongoing daily / weekly tasks as part of the scope of work. 281
10CCS FACILITY SERVICES
Project Approach & Methodology

4. A proposed schedule
indicating stages of work, time
frames, and ability to perform
the required services in a timely
manner shall be included in the
proposal

5. Proposers are encouraged to
provide additional innovative
and/or creative approaches for
providing the service that will
maximize efficient, safe, and
cost-effective operations or
increased performance
capabilities
Floor Care
CCS Facility Services specializes in comprehensive floor care and maintenance, and our teams are highly experienced in managing the types of recurring floor care services required under this contract. The City’s scope includes monthly machine scrubbing of hard surface flooring, quarterly carpet cleaning, and semi- annual strip and wax services, all of which are core services regularly performed by CCS across our municipal and public-sector client portfolio. Our trained floor technicians utilize commercial-grade equipment and industry-approved processes to restore, protect, and extend the life of flooring materials while maintaining a consistently clean and professional appearance. By integrating these services into our structured periodic maintenance program, CCS ensures that both carpeted and hard surface floors receive the specialized attention needed to maintain safety, durability, and long-term facility value.

Window Cleaning
Exterior window cleaning services will be performed by West Coast Property Maintenance, a trusted CCS subcontracting partner with extensive experience in commercial and municipal window cleaning; all required licenses and credentials can be provided to the City of Costa Mesa upon request.

Locker Room Details
Locker room detailing will be performed by CCS’s dedicated daily cleaning team, who are trained in proper locker room sanitation procedures and equipped with the specialized tools and products required to safely and effectively clean locker interiors, benches, and surrounding surfaces. This approach ensures lockers are detailed consistently and thoroughly while maintaining hygiene standards and minimizing disruption to facility users.

Pressure Washing
CCS utilizes a dedicated specialty services team to perform all pressure washing and exterior surface cleaning required under this contract. These technicians are specifically trained in exterior cleaning methods, surface protection, and safety procedures, and are equipped with commercial-grade pressure washing systems designed for municipal environments. By deploying a specialized crew with the proper equipment, surface-appropriate cleaning techniques, and experience working on public facilities, CCS ensures that sidewalks, hardscape areas, and exterior building surfaces are cleaned effectively while protecting surrounding infrastructure and minimizing disruption to City operations and the public.

Parks
CCS Facility Services has extensive experience providing janitorial services for municipal park systems and understands the unique operational considerations involved in maintaining public-facing outdoor facilities.

For the City of Costa Mesa parks included in this scope of work, CCS has proposed a two-person full-time parks team that will travel together using a CCS-provided vehicle to complete all daily, weekly, monthly, and quarterly services. This team-based approach allows our staff to divide responsibilities and complete work more efficiently, minimizing the time each park facility is occupied for cleaning and reducing disruption to community use. By deploying a dedicated parks crew equipped with the necessary supplies and transportation, CCS ensures consistent service coverage, faster task completion, and reliable maintenance of these high-visibility public amenities.
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11CCS FACILITY SERVICES
Project Approach & Methodology

4. A proposed schedule indicating stages of work, time frames, and ability to perform the required services in a timely manner shall be included in the proposal Weekly Monthly Quarterly Semi
Annual
Annual
Services
• Dust low areas up to six foot in
height.
• Damp mop all hard surface floors
/ clean mop splatter on walls.
• Use shampoo system to remove
large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch
plates, doors, door frames and
counters.
• Wipe down vinyl and leather
furniture.
• Vacuum elevator tracks removing
all debris, clean and polish exterior
doors.
• Chemically treat all waterless
urinals on Friday evenings with
approved chemicals.
• Surface clean carpets as needed.
• Vacuum upholstered
seating.
• Dust all vertical and
horizontal blinds.
• Dust ledges and
windowsills over six feet.
• Vacuum ceiling vents and
deflectors.
• Dust mop and spot clean
Fire Escape Stairs, railings
and ledges.
• Machine scrub hard
surface floor and apply
finish.
• Detail vacuum corners and
edges.
• Clean and polish metal
elevator threshold plates.
• Clean accessible
baseboards.
• Clean
carpet using
a high-
pressure hot
water
extraction
system.
• Machine
strip hard
surface
floors /
clean grout
in floor tile
and reapply
approved
floor
finish.
• Replace
waterless
urinal
cartridges
with
approved
replacement
s as needed.
• June -
Clean all
exterior
windows,
power wash
exterior
sunscreens
(to be
performed
on weekend
only.)
The City of Costa Mesa program includes a robust and detailed set of periodic cleaning requirements, and CCS is well prepared to manage this level of service. Using Visitt, our closed-loop quality assurance platform, we will schedule all periodic tasks—including monthly, quarterly, and semi-annual services—up to one year in advance, ensuring each requirement is planned, tracked, and verified. CCS will also coordinate scheduling of these services with City staff ahead of time to minimize disruption and ensure transparency.

While the standard periodic schedule outlined below applies to many of the facilities in this RFP, we recognize that several locations have unique requirements that cannot all be detailed within the space available. CCS has thoroughly reviewed the scope and is fully aware of the program’s specialized needs— including pressure washing, exterior window cleaning, monthly machine scrubbing, restroom detailing, and other facility-specific services—and we are committed to ensuring every periodic requirement identified in the scope of work is completed consistently and on schedule.

The below schedule applies to many, not all, of the facilities outlined in this RFP. We have read, understand, and will comply with all periodic requirements. The anticipated timeline to complete these tasks can be found on page 8.
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12CCS FACILITY SERVICES
Project Approach & Methodology
Demonstration of Experience Providing Janitorial Service to Similar Entities CCS Facility Services has included a sample list of public agencies and local government partners nationwide to showcase our demonstrated experience in providing janitorial services to similar entities. These clients, whose engagements involve complex scopes of work, multiple buildings, defined schedules, and access to sensitive facilities, are comparable to the City of Costa Mesa’s scope requirements. Notably, several of these agencies have entrusted CCS Facility Services with their janitorial needs for over a decade, underscoring our commitment to long-term, reliable service.

CCS Facility Services supports over 15 public agencies in Southern California with janitorial needs, and over 1,000 local government facilities nationwide. This extensive experience in providing services to other local governments qualifies us to serve the City of Costa Mesa.

Account Name Account Location Year Initiated Contract Value San Bernardino County San Bernardino, CA 2025-Present Approx. $984k/year Amtrak Los Angeles, CA 2025-Present Approx. $120k/year City of Signal Hill Signal Hill, CA 2025-Present Approx. $240k/year City of Laguna Beach Laguna Beach, CA 2025-Present Approx. $240k/year City of Chino Chino, CA 2019-Present Approx. $456k/year City of Rancho Cucamonga Rancho Cucamonga, CA 2014-Present Approx. $900k/year City of Fullerton Fullerton, CA 2014-Present Approx. $840k/year City of Monterey Park Monterey Park, CA 2025-Present Approx. $480k/year City of Monrovia Monrovia, CA 2016-Present Approx. $204k/year Santa Clara Valley Water San Jose, CA 2023-Present Approx. $1.3m/year Madera County Madera, CA 2018-Present Approx. $780k/year Staffing for Our Orange County Branch:

Total Number of Professional Cleaners: 650
Total Number of Job Openings as of March 4, 2026: 0 (We typically have 3-5 openings, but are fully staffed currently)
Total number of cross-trained floaters: 12
We anticipate staffing this program with approximately 10 employee, a mix of part time and full time, which is approximately 1% of our current workforce in this branch. With our high level of client density in the area, we can easily support the City of Costa Mesa and have a robust local infrastructure to ensure quality of service.
284
13CCS FACILITY SERVICES
Project Approach & Methodology
CCS Facility Services will carry out the City of Costa Mesa’s Scope of Work through a structured, fully self-performed janitorial program built to support the City’s 17 facilities with consistent quality, reliable staffing, and clear accountability. Our approach combines disciplined recruiting, optimized scheduling, strong on-site supervision, and a proven system for ensuring all daily and periodic tasks are completed on time.

Through precise staffing, structured scheduling, strong supervision, and an organized periodic-maintenance program, CCS Facility Services ensures high-quality cleaning across all City buildings while meeting every daily, seasonal, and long-term requirement of the City of Costa Mesa’s Scope of Work.

CCS Facility Services performs all daily cleaning tasks, including restroom sanitation, high-touch disinfection, trash removal, floor care, vacuuming, glass cleaning, kitchen and appliance cleaning, and facility-specific needs such as City Hall meeting support and Library children’s area care. In addition to daily service, CCS completes the City’s periodic requirements. Monthly tasks—such as high dusting, machine floor scrubbing, cleaning of all vertical and horizontal blinds, and baseboard cleaning—are scheduled during low-traffic times. Quarterly work includes both carpet and strip-and-wax maintenance, and Bi-annual and annual deep cleaning, including full window cleaning, pressure washing, and deep cleaning garage flooring is performed by our specialized floorcare division.

Oversight service is delivered through a robust management structure. In addition to the City’s two required supervisors on duty, an Account Manager serves as the City’s primary point of contact, supported by Day Service Managers, Night Area Managers who conduct routine inspections, monitor performance, coach staff, and verify the completion of all work. Our closed-loop work-order and inspection process documents tasks, tracks progress, and ensures any issue is corrected the same day.

Scheduling is aligned with the City’s service windows to ensure efficient, safe cleaning.

Night crews service the key City facilities, including City Hall, the recreation center, community centers, police facilities, corporation yards. We will have a dedicated team supporting the City of Costa Mesa parks, ensuring that there are two individuals at each park. The City of Costa Mesa’s full scope of work, including daily and periodic tasks, will be managed through our work order system, Visitt.

During the transition phase, we conduct detailed walkthroughs of each facility to confirm access windows, building requirements, special cleaning needs, and storage and security protocols. We then assign trained CCS employees—day porters, night staff, and specialist floorcare technicians—based on each building’s operational needs. All personnel are background-screened, uniformed W-2 employees trained on the City’s scope, restroom and locker-room sanitation, safety requirements, closed-loop chemical use, and customer service expectations. 285
14CCS FACILITY SERVICES
Qualifications & Experience of Firm
CCS Facility Services brings nearly four decades of experience providing professional janitorial and facility services to public agencies, municipalities, and large institutional clients. With regional operations throughout the western United States, CCS has developed the operational infrastructure, staffing capacity, and supervisory systems necessary to manage complex multi-facility janitorial programs similar to the City of Costa Mesa’s requirements.

CCS currently supports numerous government facilities including city halls, administrative offices, public safety buildings, libraries, and community facilities. These programs require coordinating nightly janitorial services across multiple locations while maintaining strict sanitation standards, security protocols, and service schedules. Our experience working within municipal environments ensures that facilities remain clean, safe, and operational without disrupting City staff or public activities. More information about our current local government experience is on the following page.

Each CCS municipal contract is supported by a dedicated management structure that includes an Account Manager and working supervisors responsible for scheduling, quality assurance inspections, and communication with City personnel. Our supervisors conduct routine inspections to ensure that all daily, weekly, and periodic tasks are completed according to contract specifications. In addition, CCS maintains a deep bench of trained personnel and backup staff, allowing us to quickly address absenteeism or changing service needs while maintaining consistent service levels.

CCS equips its teams with commercial-grade equipment and industry best practices, including HEPA filtration vacuums, microfiber cleaning systems, and advanced floor care equipment. All personnel receive training in custodial procedures, safety practices, and facility security protocols to ensure that services are delivered safely and efficiently.

Through our municipal experience, strong supervision structure, trained workforce, and operational resources, CCS Facility Services is well positioned to deliver the reliable, high-quality janitorial services required to support the City of Costa Mesa’s facilities.

CCS Facility Services-Orange County, Inc. is a C-Corporation, headquartered at 990 S Broadway, Suite 200, Denver, CO 80209, and opened in 1988, and a regional office at 3001 Red Hill Ave Bld. #6-220, Costa Mesa, CA 92626. The officers are listed in our forms section, and are Cameron Hall, Troy Coker, Bill King. Cameron is located out of our Costa Mesa office listed above, and Troy and Bill work out of our Denver office lilsted above.

Describe the qualifications and experience of the organization or entity performing services/projects within the past eight years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:

1. Submit a description of the organization’s qualifications, experience and abilities that make it uniquely capable of providing the services specified in the Scope of Work.

2. If the owner is a corporation please provide Name of corporation, corporate office street address, city, state, and zip code, state where incorporated, date of incorporation, first and last name of officers, local office address, city, state & zip, and the date local office opened its doors for business. 286
15CCS FACILITY SERVICES
Qualifications & Experience of Firm
CCS Facility Services’ Demonstration of Experience Providing Janitorial Service to Similar Entities
CCS Facility Services has included a sample list of public agencies and local government partners nationwide to showcase our demonstrated experience in providing janitorial services to similar entities. These clients, whose engagements involve complex scopes of work, multiple buildings, defined schedules, and access to sensitive facilities, are comparable to the City of Costa Mesa’s scope requirements. Notably, several of these agencies have entrusted CCS Facility Services with their janitorial needs for over a decade, underscoring our commitment to long-term, reliable service.

CCS Facility Services support over 15 public agencies in Southern California with their janitorial needs, and over 1,000 local government facilities nationwide. It is because of this dense experience in providing services to other local governments that we are qualified to serve the City of Costa Mesa.

Account Name Account Location Year Initiated Contract Value San Bernardino County San Bernardino, CA 2025-Present Approx. $984k/year City of Signal Hill Signal Hill, CA 2025-Present Approx. $240k/year City of Laguna Beach Laguna Beach, CA 2025-Present Approx. $240k/year City of Chino Chino, CA 2019-Present Approx. $456k/year City of Rancho Cucamonga Rancho Cucamonga, CA 2014-Present Approx. $900k/year City of Fullerton Fullerton, CA 2014-Present Approx. $840k/year City of Monterey Park Monterey Park, CA 2025-Present Approx. $480k/year Santa Clara Valley Water San Jose, CA 2023-Present Approx. $1.3m/year Madera County Madera, CA 2018-Present Approx. $780k/year Amtrak Los Angeles, CA 2025-Present Approx. $120k/year City of Encinitas Encinitas, CA 2025-Present Approx. $192k/year City of San Marcos San Marcos, CA 2023-Present Approx. $312k/year City of Claremont Claremont, CA 2025-Present Approx. $264k/year City of El Cajon El Cajon, CA 2020-Present Approx. $444k/year City of Monrovia Monrovia, CA 2016-Present Approx. $204k/year City of Rialto Rialto, CA 2024-Present Approx. $444k/year

4. Provide a list of current and previous contracts like the requirements for this project in Costa Mesa, including all public agencies served (if any). For each, provide a brief description of the scope of work performed, the length of time you have been providing services, and the name, title, and telephone number of the person who may be contacted regarding your organization’s service record. 287
16CCS FACILITY SERVICES
Qualifications & Experience of Firm

Caleb DuPont
Facilities Supervisor
8749 Lion St, Rancho Cucamonga, CO 91730
[email protected]
Customer since 2014, ongoing
12 CCS Facility Services employees service 45+ City facilities including City Hall, the Police Department, Libraries, and Park restrooms.

Martin A. Soto
Facilities Maintenance Supervisor
[email protected], c: 909.536.8769
13220 Central Ave, City of Chino, CA 91710
Customer since 2019, ongoing
13 CCS Facility Services employees service 14 buildings and 110k sq ft. Facilities include City Hall, police department, community centers and more.

Patrica Perez
Supervising Custodian
Project and Facilities Management
Cell 909.379-2286, [email protected]
200 S. Lena Rd., San Bernardino, CA. 92415
Customer since 2025, ongoing
Providing day porter and night cleaning to 13+ facilities, using 10+ employees. Facilities include Sheriff Training Centner and other County buildings.

Below are a list of accounts that are similar to the City of Costa Mesa, with a brief summary of the scope of work.
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17CCS FACILITY SERVICES
Staffing
Provide a list of individuals who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual.' Include a resume for each designated individual.

Submit the primary contacts (and management hierarchy/organization chart) that will be available for all aspects of the work. Include contacts for customer service and senior management. Identify the management staff to be assigned to this project and their relevant experience and qualifications to janitorial services similar in nature. Provide the number of full-time employees and the number of part- time employees performing the Custodial/Janitorial services as of the date of submission of your response to this Request for Proposal.

In accordance with the California Displaced Janitor Opportunity Act, CCS will retain and transition the current janitorial employees assigned to these facilities, ensuring continuity of service and preserving the experience and institutional knowledge these workers bring to the program. CCS has extensive experience successfully onboarding incumbent staff and supporting them through structured orientation, training, and integration into our operational systems. To ensure these employees receive the guidance and resources necessary for success, CCS has identified a dedicated management team that will provide oversight, training, and ongoing support throughout the transition and contract term. The following pages outline the CCS management personnel who will be responsible for supporting these team members and ensuring consistent, high-quality service for the City of Costa Mesa.

Each key individual’s contact information is listed on their resume.

Supervisor: Ernesto Flores, [email protected], 949-239-5606 Customer Service Representative: Erryn Moreno, [email protected], 949.244.8682 Accounts Receivable: Victoria Burk, [email protected] , 303.733.8997 CCS Facility Services – Orange County, Inc. Employee Count:

Total number of employees: 680 as of March 11, 2026
Full time: 384
Part Time: 296
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18CCS FACILITY SERVICES
Compliance with California
Labor Code: Displaced Janitor
Opportunity Act
California Labor Code Section 1060-1065 (Displaced Janitor Opportunity Act) CCS Facility Services is fully committed to complying with the California Displaced Janitor Opportunity Act (Labor Code §§1060–1065). We view this not just as a legal requirement, but as an opportunity to ensure stability for employees and continuity of service for our clients. 90-Day Retention Commitment
When awarded a new janitorial services contract in California, we honor the statutory requirement to retain the existing qualified janitorial employees of the prior contractor for a period of not less than 60 days, unless just cause exists for termination. At the end of this period, we evaluate performance in good faith and may extend permanent employment offers to those employees.

Notification & Hiring Process
We coordinate with the outgoing contractor to obtain the list of current service employees as required. These employees are provided with written notice of their right to continued employment and are offered positions with wages, hours, and working conditions consistent with our program.

Non-Discrimination
We do not interfere with, restrain, or retaliate against any covered employees exercising their rights under this statute. Employment decisions during the retention period are based strictly on performance and operational needs.

Training & Onboarding
Retained employees are enrolled in our onboarding, safety, and compliance training to ensure a smooth transition into our program standards while preserving their employment rights.

Documentation & Recordkeeping
We maintain required documentation of employee lists, notices, retention offers, and evaluation outcomes to ensure full compliance with statutory obligations.
290
19CCS FACILITY SERVICES
Staffing
Key
Contact
Title Functions for the City of Costa Mesa Anticipated
Monthly Hours of
Service
Supporting
Direct
Supervisors and
Front Line Team
Cameron
Hall
Regional
Vice
President
The Regional Vice President provides senior executive
oversight for the region and will remain engaged to
ensure the success of the City of Costa Mesa
program. The RVP supports the General Manager
through strategic guidance, resource allocation, and
participation in executive-level reviews to ensure CCS
consistently meets the City’s service expectations.
<1 – mostly behind
the scenes and as
necessary for
management support
and contract
compliance needs
Sebastian
Pedreira
General
Manager
Sebastian will closely with Erryn and supervisory team
to review operational performance, address escalated
issues, and ensure alignment with CCS service
standards. He will also participate in strategic
planning and periodic executive-level reviews to
evaluate program performance, staffing stability, and
continuous improvement opportunities.
<5 – mostly as
management support
to Erryn, financial
oversight of the
contract, ensuring the
team has all
resources required to
complete the scope of
work.

Erryn
Moreno
Account
Manager
The Account Manager serves as the primary point of
contact for the program and is responsible for
coordinating day-to-day service delivery,
communication, and issue resolution between CCS
and the client. In this role, the Account Manager
oversees operational performance, supports the
supervisory team, and ensures that staffing, service
quality, and reporting requirements are consistently
met.
15 – 20 – depending
on the needs of the
supervisors and leads
of this program, and
their development as
professionals.
291
1 ADDE
NDUM NO. 1

REQUEST FOR PROPSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
P

UBLIC WORKS DEPARTMENT

CITY OF COSTA MESA
A
ddendum Released on February 17, 2026
The referenced document has been modified as per the attached Addendum No. 1 P
lease sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.
292
2 1. DELETE: Mandatory Job Walk will be held on February 18, 2026, at 10:00 a.m. beginning at City Hall. The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract.

The informational meeting and inspection of the facilities are mandatory. Any pr
oposals received from contractors who did not attend job walk, will be deemed nonresponsive to the RFP. All prospective contractors will be required to sign in prior to the meeting and at the conclusion of the site visits.

T
he informational meeting and inspection of the facilities are mandatory. Any proposals received from contractors who did not attend job walk, will be deemed nonresponsive to the RFP. All prospective contractors will be required to sign in prior to the meeting and at the conclusion of the site visits.

3. ADD:

City Facility sites to be visited during the mandatory job walk. Highly recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow during the job walk.
293
3 CI

TY FACILITY SITES

BUILDING ADDRESS TOTAL

STATION ADDRESS TOTAL SQUARE

FOOTAGE/LIVING SPACE
Fire Station No. 1 2803 Royal Palm Drive 3,750
Fire Station No. 2 800 Baker Street 3,332
294
4 Fire Station No. 3 1865 Parka Avenue 3,358
Fire Station No. 4 2300 Placentia Avenue 3,150 & 1,456 for training classroom
Fire Station No. 5 2450 Vanguard Way 4,305
Fire Station No. 6 3350 Sakioka Drive 4,342
A
ll other provisions of the request for proposal shall remain in their entirety.

V
endors hereby acknowledge receipt and understanding of the above Addendum.

Complete and submit this Addendum with your proposal.
____________________________ ____________________________ Signature Date Company Name
____________________________ ____________________________ Typed Name and Title Address
____________________________

City State Zip
3/11/2026 CCS Facility Services - Orange County, Inc.
3001 Red Hill Ave Bld. #6-220
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
295
1 ADDENDUM
NO. 2

REQUEST FOR PROPSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBL

IC WORKS DEPARTMENT

CITY OF COSTA MESA
Adde
ndum Released on February 19, 2026
The referenced document has been modified as per the attached Addendum No. 2 Pl
ease sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.
296
2 1. DEL
ETE: Evaluation Criteria: The City’s evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the responsive responsible proposer shall be determined based on evaluation of qualitative factors. At all times during the evaluation process, the following criteria will be used. Sub -criteria are not necessarily listed in order of importance. Additional sub-criteria that logically fit within a particular evaluation criterion may also be considered even if not specified below. • Project of Approach & Methodology ------- 35%
• Qualifications & Experience of Firm ------- 30%
• Staffing ---- 30%
• Cost Proposal ----- 5%

2. REP
LACE: Evaluation Criteria: The City’s evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code).

In accordance with the Code, the responsive responsible proposer shall be determined based on evaluation of qualitative factors. At all times during the evaluation process, the following criteria will be used. Sub-criteria are not necessarily listed in order of importance. Additional sub-criteria that logically fit within a particular evaluation criterion may also be considered even if not specified below.
• Pr
oject of Approach & Methodology ------- 35%
• Qualifications & Experience of Firm ------- 30%
• Staffing ---- 25%
• Cost Proposal ----- 10%
Al
l other provisions of the request for proposal shall remain in their entirety.

Vend
ors hereby acknowledge receipt and understanding of the above Addendum.

Complete and submit this Addendum with your proposal.
______________________________ ____________________________ Signature Date Company Name
____________________________ _________________________
Typed Name and Title Address
____________________________
C
ity State Zip
3/11/2026
3001 Red Hill Ave Bld. #6-220,
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
CCS Facility Services - Orange County - Inc.
297
1 ADDE
NDUM NO. 3

REQUEST FOR PROPSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
P

UBLIC WORKS DEPARTMENT

CITY OF COSTA MESA
A
ddendum Released on February 20, 2026
The referenced document has been modified as per the attached Addendum No. 3 P
lease sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.
298
2 1. ADD
: 2nd Mandatory Job Walk will be held on February 24th, 2026, at 8:30 a.m. beginning at City Hall. The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract. Proposers should be familiar with the proposal prior to attending the informational meeting and the job walk. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough.

T
he informational meeting and inspection of the facilities are mandatory. Any proposals received from contractors who did not attend job walk, will be deemed nonresponsive to the RFP. All prospective contractors will be required to sign in prior to the meeting and at the conclusion of the site visits.

C
ompanies that attended the February 18th mandatory job walk are not required to attend.

2. ADD:

City Facility sites to be visited during the mandatory job walk. Highly recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow during the job walk.
299
3 CI

TY FACILITY SITES

BUILDING ADDRESS TOTAL

SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall Costa Mesa Tennis Center 880 Junipero Drive 1,000
Code Enforcement Substation 3190 Airport Loop Drive, E-2 2,000 300
4 A
ll other provisions of the request for proposal shall remain in their entirety.

V
endors hereby acknowledge receipt and understanding of the above Addendum.

City State Zip
3/11/2026 CCS Facility Services - Orange County, Inc.
3001 Red Hill Ave Bld. #6-220
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
301
302
3/11/2026 CCS Facility Services - Orange County, Inc.
3001 Red Hill Ave Bld. #6-220
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
303
304
305
ID: 12 306

EXHIBIT C

FEE SCHEDULE

307
56 [Contractor’s name]
Form Rev. 07-07-2025

APPENDIX B

COST PRO
POSAL
FOR

JANITORIAL SERVICES FOR CITY FACILITIES
Provide hourly rates, along with estimated annual pricing in accordance with the City's current requirements, as set forth in Scope of Work. Also provide your firm's proposed Staffing Plan on a separate sheet of paper. Proposer should use a separate form to state pricing for any added value.

BUILDING ADDRESS

MONTHLY
LABOR HRS.

86.20 1,034.40
384.53 4,614.36
209.97 2,519.64
308
57 [Contractor’s name]
Form Rev. 07-07-2025
Costa Mesa Tennis
Center
880 Junipero Dr. $ &
All Park Locations (Not
including Fairview Park)
Various $ $
Fairview Park 2525 Placentia
Ave.
$ $
ALDO (Code Enforcement
Substation)
3190 Airport
Loop Drive, E-2
$ $
TOTAL: $ $
Pricing shall remain firm for a minimum of two (2) years. All requests for pricing adjustments for follow-on contract renewal periods shall be provided no later than sixty (60) days prior to the end of the contract period. Any such proposed price adjustments shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for Los Angles-Riverside-Orange County, CA, All Items, Not Seasonally Adjusted, "annualized change comparing the original proposal month and the same month in the subsequent year. (This information may be found on the U.S. Department of Labor's website at www.bls.gov.)
9 456
15 22
268.33 3,219.96
14,712.89 176,554.68
408.55 4,902.60
624.21 7,490.52
48,164.39 577,972.681,615
309

CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 26-295 Meeting Date: 6/16/2026
TITLE:

PROPOSED FIRST TIME HOMEBUYER PILOT PROGRAM FUNDED BY MEASURE Q (RETAIL

CANNABIS)
DEPARTMENT: ECONOMIC AND DEVELOPMENT SERVICES

DEPARTMENT/ADVANCED PLANNING AND HOUSING DIVISION
PRESENTED BY: NANCY SA, GRANT ADMINISTRATOR AND ANNA MCGILL,

PLANNING MANAGER
CONTACT INFORMATION: NANCY SA, GRANT ADMINISTRATOR, (714) 754-5678 RECOMMENDATION:

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Costa Mesa City CouncilJune 16, 2026

Costa Mesa City Council
June 16, 2026