Covina City Council
June 16, 2026

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2026-48

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, AUTHORIZING PARTICIPATION IN THE LOS ANGELES

URBAN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM FOR THE QUALIFICATION PERIOD BEGINNING JULY 1,
2027, AND AUTHORIZING THE MAYOR, OR DESIGNEE, TO EXECUTE

A COOPERATION AGREEMENT WITH THE COUNTY OF LOS

ANGELES UPON ITS AVAILABILITY, SUBJECT TO APPROVAL AS TO

FORM BY THE CITY ATTORNEY
WHEREAS, the City of Covina desires to participate in the Los Angeles Urban County Community Development Block Grant (CDBG) Program for the qualification period beginning July 1, 2027; and
WHEREAS, participation in the CDBG Program requires execution of a Cooperation Agreement with the County of Los Angeles upon its availability, subject to approval as to form by the City Attorney.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council authorizes participation in the Los Angeles Uran County Community Development Block Grant Program for the qualification period of July 1, 2027, through June 30, 2030, and authorizes the Mayor, or designee, to execute the forthcoming Cooperation Agreement between the City of Covina and the County of Los Angeles upon availability, subject to approval as to form by the City Attorney.

SECTION 2. The City Council authorizes the Mayor, or designee, to execute any and all related documents necessary, for participation in the Los Angeles Urban County CDBG Program on behalf of the City of Covina.

SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED and PASSED this 16
th day of June, 2026.

City of Covina, California
BY:

HECTOR DELGADO, Mayor
ATTEST:

FABIAN VELEZ, Chief Deputy City Clerk

Resolution CC 2026-48 Page 2 of 2

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2026-48 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16
th day of June, 2026, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
___________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 9
Meeting: June 16, 2026
Title: Award of Contract to US Metro Group, Inc. for City-Wide Janitorial Maintenance Services at City Hall, the Police Department, City Yard, City Library, and Various Parks and Recreation Department Facilities
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Authorize the City Manager to execute a Professional Services Agreement between the City of Covina and US Metro Group, Inc. for City Wide Janitorial Services in an amount not-to-exceed $239,995.00 per annum.

EXECUTIVE SUMMARY:

On April 9, 2026, a Request for Proposals (RFP) soliciting vendors to provide citywide janitorial services at various city facilities was released by the Department of Public Works. The RFP was published in the San Gabriel Valley Examiner on April 16, 2026 and April 23, 2026. In response to the RFP, the Department of Public Works received a total of nine (9) proposals from janitorial service professionals.

Following a competitive review process by a panel of City staff that rated each of the proposals submitted, the proposal from US Metro Group, Inc. was rated as the top proposal. A determination was reached, pursuant to the work and cost proposals submitted, to select US Metro Group, Inc. as the contractor to provide citywide security services under a new five-year agreement, starting July 1, 2026, in an amount not-to-exceed $239,995.00 annually.

BACKGROUND/DISCUSSION:

The incumbent contractor, Boss Janitorial, Inc., has provided janitorial services for the City of Covina for approximately ten years. On June 16, 2015, the City Council authorized the City Manager to execute a First Amendment to the maintenance Agreement in order to transfer the assigned contract from Bell Building Maintenance Company to Boss Janitorial Services, Inc. to reflect the ownership transfer of the company, and extend the contract term from June 2015 through June 2016. Subsequent to the First Amendment, two additional amendments to the Agreement were authorized in order to extend the term through June 30, 2017.

In preparation of the contract expiration date, the Department of Public Works released a new RFP in January 2017, soliciting services for a new three-year contract for janitorial services. Following a competitive review process by a panel of City staff, Boss Janitorial Services, Inc. was selected as the top proposal and on May 2, 2017, the City Council authorized the City Manager to execute an Agreement with Boss Janitorial Services, Inc. in an amount not-to-exceed $125,824.74 per annum.

Thereafter, a total of three Amendments were approved by City Council to (1) provide services to the Covina Police Department and increase compensation by $5,940 annually; (2) provide services to the Covina Senior and Community Center and increase compensation by $29,484 annually; and (3) extend the contract term through June 30, 2022, and increase compensation for a new not-to-exceed amount of $769,994.97.

As the June 2022 Agreement expiration approached, the Department of Public Works released an RFP in March 2022, soliciting services for a new three-year contract for janitorial services. Following a competitive review process by a panel of City staff, Boss Janitorial Services, Inc. was again selected

as the top proposal and on June 21, 2022, the City Council authorized the City Manager to execute an Agreement with Boss Janitorial Services, Inc. in an amount not-to-exceed $159,881.40 per annum. On February 7, 2023, City Council approved First Amendment to the Agreement to include janitorial services for the Covina Center for Performing Arts (Covina Theater) and increase the maximum compensation by $18,850.00. Subsequent to the initial three-year contract term, the City Council approved a two-year contract extension, July 1, 2025, through June 30, 2027.

Over the course of the most recent contract term, Notices to Cure were issued to Boss Janitorial Services, Inc. by the Department of Public Works on August 26, 2024, and October 2, 2025, per the Agreement provisions, identifying habitual deficiencies observed over the duration of the contract term.

City staff performed a walk through with Boss Janitorial Services, Inc. on October 1, 2025, to review the areas of concern in detail prior to the Notice issuance. After routine performance monitoring over the next several months, the Department of Public Works determined that the City had not received the consistent, desired level or quality of service as outlined in the Agreement, therefore, on April 16, 2026, the Department of Public Works issued a Notice of Termination to Boss Janitorial Services, Inc. with a final contract end date of July 10, 2026.

Given the expiration of the current contract term with Boss Janitorial Services, Inc. scheduled for July 10, 2026, the Department of Public Works released a new Request for Proposals (RFP) on April 9, 2026, to solicit vendors interested in providing citywide janitorial services at various City facilities. A total of twelve (12) prospective contractors were notified and/or inquired about the RFP. Subsequently, an addendum to the RFP was prepared and posted on April 28, 2026, adding the Covina Senior Center and Community Center Building to the schedule of services. No requests for information/clarification were received from prospective contractors in accordance with the 10:00 a.m. deadline on April 30, 2026.

In response to the RFP, the Department of Public Works received nine (9) proposals from janitorial professionals currently operating in Southern California. Following a proposal review process that competitively reviewed and rated each of the proposals based on three major categories understanding of the scope, experience and cost. Proposals were reviewed by a panel of City staff with determination being reached, pursuant to the work, experience and cost proposals as follows:

RANKING FIRM NAME

AVERAGE
SCORE
1 US METRO GROUP 90
2 SANTA FE JANITORIAL MAINTENANCE SERVICES 89
3 BASE HILL, INC 79
4 ULTIMATE MAINTENANCE SERVICES 76
5 APEX TEAM SOLUTIONS 69
6 BOSS JANITORIAL 61
7 VESTED SOLUTIONS JANITORIAL, INC. 61
8 JJ PROPERTY MAINTENANCE NETWORK, INC. 55
9 BRITEWORKS 54
The scope of work proposal submitted by USMG is responsive to the City’s RFP requirements and the associated cost proposal is priced accordingly. Following is a summary of the facilities to be serviced under the annual work plan to be performed by USMG if awarded the proposed contract:

Location Amount
City Hall Complex $ 36,961.00
City Yard $ 16,079.00
Covina Public Library $ 35,710.00
Cougar Park $ 10,020.00
Department of Parks & Recreation Administrative
Offices $ 6,472.00
Covina Park Recreation Hall $ 8,684.00
Covina Park Aquatic Center $ 16,796.00
Covina Park Teen Center $ 5,180.00
Covina Senior Center $ 31,040.00
Covina Police Department $ 73,053.00
Annual Total $ 239,995.00
Based on USMG’s proposal evaluation results, including reference checks from at least three current contracts, and firm qualifications including local municipalities, the Department of Public Works recommends the City Council authorize the City Manager to execute the Professional Services Agreement (PSA) (Attachment A) for Citywide Janitorial Services with US Metro Group, Inc. The PSA would be effective for the period starting July 1, 2026, through June 30, 2031.

FISCAL IMPACT:

The fiscal impact associated with entering into the Professional Services Agreement with USMG for City-Wide Janitorial Maintenance Services at various City facilities, is an amount not-to-exceed $239,995 per annum for the contract term of July 1, 2026 to June 30, 2031.

The proposed compensation is presented as follows:

Location Fund Account No. Amount
City Hall Complex Building Maintenance 7020-6100-52300 $ 36,961.00 City Yard Building Maintenance 7020-6100-52300 $ 16,079.00 Covina Public Library Building Maintenance 7020-6100-52300 $ 35,710.00 Cougar Park Building Maintenance 7020-6100-52300 $ 10,020.00 Dept. of Parks & Recreation Admin.

Offices Building Maintenance 7020-6100-52300 $ 6,472.00 Covina Park Recreation Hall Building Maintenance 7020-6100-52300 $ 8,684.00 Covina Park Aquatic Center Building Maintenance 7020-6100-52300 $ 16,796.00 Covina Park Teen Center Building Maintenance 7020-6100-52300 $ 5,180.00 Covina Senior Center Building Maintenance 7020-6100-52300 $ 31,040.00 Covina Police Department General 1010-1000-52300 $ 73,053.00 Annual Total $ 239,995.00
Sufficient funding is included in the Fiscal Year 2026-2027 Public Works Department operating budget, and will be budgeted in subsequent years, as outlined below. Moreover, additional funding of $73,053 will be allocated from the Covina Police Department operating budget under Account No. 1010-1000- 52300.

Fund Account No. Annual Total
Building Maintenance 7020-6100-52300 $ 166,942.00
General Fund 1010-1000-52300 $ 73,053.00
Annual Total $ 239,995.00

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

The project has been reviewed for compliance with the California Environmental Quality Act (CEQA) and is exempt per Section 15061 (b) (3). The project is covered by the General Rule that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The proposed Professional Services Agreement for City-Wide Janitorial Maintenance Services with US Metro Group Inc. for the various City facilities will not result in any significant effect on the environment.

Respectfully submitted,

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Agreement”) is dated June 16, 2026 (“Effective Date”) and is between the City of Covina, a California municipal corporation (“City”) and US Metro Group, Inc. a California corporation (“Contractor”). City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. City desires to utilize the services of Contractor as an independent contractor to provide City-Wide Janitorial Maintenance Services at various City Facilities.

B. Contractor represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

C. City desires to retain Contractor and Contractor desires to serve City to perform these services in accordance with the terms and conditions of this Agreement.

The parties therefore agree as follows:

1. Term of Agreement. The term of this Agreement shall be from the Effective Date through June 30, 2031, unless sooner terminated as provided in Section 13 of this Agreement.

2. Compensation.

A. Compensation. As full compensation for Contractor’s services provided under this Agreement, City shall pay an annual sum not to exceed Two Hundred Thirty-Nine Thousand Nine Hundred Ninety-Five Dollars ($239,995) based on the hourly rates set forth in the Approved Fee Schedule, attached hereto as Exhibit A. The total compensation for the initial term of this agreement shall not exceed One Million One Hundred Ninety-Nine Thousand Nine Hundred Seventy-Five Dollars ($1,199,975) (the “maximum compensation”). Any terms in Exhibit A, other than the payment rates and schedule of payment, are null and void.

B. Expenses. The amount set forth in paragraph A shall include reimbursement for all actual and necessary expenditures reasonably incurred in the performance of this Agreement.

C. Additional Services. City shall not allow any claims for additional services performed by Contractor, unless the City Council and the Contractor Representative authorize the additional services in writing prior to Contractor’s performance of the additional services or incurrence of additional expenses.

Any additional services or expenses authorized by the City Council shall be compensated at the rates set forth in Exhibit A, or, if not specified, at a rate mutually agreed to by the parties. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.

3. Contractor’s Services.

A. Scope of Services. Contractor shall perform the services described in the Scope of Services, attached as Exhibit B. City may request, in writing, changes in the scope of services to be performed. Any changes mutually agreed upon by the parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.

ATTACHMENT A
B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or such other person designated in writing by the City Manager (the “City Representative”). For the purposes of this Agreement, the Contractor Representative shall be Evelyn Lee CEO (the “Contractor Representative”). The Contractor Representative shall directly manage Contractor’s services under this Agreement. Contractor shall not change the Contractor Representative without City’s prior written consent.

C. Time for Performance. Contractor shall commence the services on the Effective Date and shall perform all services by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.

D. Standard of Performance. Contractor shall perform all services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.

E. Personnel. Contractor has, or will secure at its own expense, all personnel required to perform the services required under this Agreement. All of the services required under this Agreement shall be performed by Contractor or under its supervision, and all personnel engaged in the work shall be qualified to perform such services.

F. Compliance with Laws. The Contractor shall keep itself informed of all local, state and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Contractor shall at all times observe and comply with all such ordinances, laws and regulations. The City and its agents shall not be liable at law or in equity occasioned by failure of the Contractor to comply with this section. This Agreement may call for services that, in whole or in part, constitute “public works,” as defined in the California Labor Code. Therefore, as to those services that may be “public works”, Contractor shall comply in all respects with all applicable provisions of the California Labor Code, including those set forth in Exhibit C.

G. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license.

H. Best Management Practices. Contractor shall implement and maintain activity specific Best Management Practices (BMPs) to prevent pollutant loading from stormwater and non-stormwater discharges to receiving waters as required in Park VIII.A.3 (Municipal Employee and Contractor Training) and Park VIII.H.3.d (which also requires compliance with Part VIII.H.3.a and b) of the Municipal NPDES Permit No. CAS004004. Consultant’s staff whose primary job duties are related to implementation of BMPs shall be adequately trained to effectively implement, operate, and maintain such BMPs and must be versed in factors affecting BMP effectiveness. The Consultant shall annually certify they have received all applicable training to implement the requirements in Part VIII.A.3 and Part VIII.H.3.d of the Municipal NPDES Permit No. CAS004004 and shall provide documentation to the City to that effect on an annual basis.

4. Method of Payment.

A. Invoices. Contractor shall submit to City an invoice, on a monthly basis or less frequently, for actual services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period, hourly rates charged, if applicable, and the amount due. If City disputes any of Contractor's fees, it shall give written notice to Contractor within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice.

B. Payment. City shall pay all undisputed invoice amounts within thirty (30) calendar days after receipt up to the maximum compensation set forth in Section 2 of this Agreement. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Contractor. For all reimbursements authorized by this Agreement, Contractor shall provide receipts on all reimbursable expenses in excess of Fifty Dollars ($50) in such form as approved by the Finance Director.

C. Audit of Records. Contractor shall make all records, invoices, time cards, cost control sheets and other records maintained by Contractor in connection with this agreement available during Contractor’s regular working hours to City for review and audit by City.

5. Ownership of Documents. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the work, surveys, notes, and other documents prepared in the course of providing the services to be performed (“written products”) pursuant to this Agreement shall become the sole property of the City without restriction or limitation upon its use and may be used, reused, disseminated or otherwise disposed of by the City without the permission of the Contractor. With respect to computer files containing data generated for the work, Contractor shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. Contractor may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Contractor.

6. Independent Contractor.

A. Contractor is, and shall at all times remain as to City, a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the performance 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 officers, agents or employees are in any manner employees of City.

B. No employee benefits shall be available to Contractor in connection with the performance of this Agreement. Except for the fees paid to Contractor as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Contractor for performing services hereunder for City. City shall not be liable for compensation or indemnification to Contractor for injury or sickness arising out of performing services hereunder.

7. Confidentiality. All data, documents, discussion, or other information (collectively “data”) developed or received by Contractor or provided for performance of this Agreement are deemed confidential. Contractor shall keep all data confidential and shall not disclose any data to any person or entity without City’s prior written consent. City shall grant such consent if disclosure is legally required.

Contractor shall return all data to City upon the expiration or termination of this Agreement. Contractor’s covenant under this Section 7 shall survive the expiration or termination of this Agreement.

8. Conflicts of Interest. Contractor and its officers, employees, associates and subcontractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Contractor’s services under this Agreement, including the Political Reform Act (Gov. Code, § 81000 et seq.) and Government Code Section 1090. During the term of this Agreement, Contractor may perform similar services for other clients, but Contractor and its officers, employees, associates and subcontractors shall not, without the City Representative’s prior written approval, 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. Contractor shall incorporate a clause substantially similar to this Section 8 into any subcontract that Contractor executes in connection with the performance of this Agreement.

9. Indemnification.

A. Indemnities for Third Party Claims.
1) To the fullest extent permitted by law, Contractor shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens and losses of any nature whatsoever, including fees of accountants, attorneys or other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Contractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties. Contractor shall defend the Indemnitees in any action or actions filed in connection with any Liability with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. Contractor shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith.
2) Contractor shall pay all required taxes on amounts paid to Contractor under this Agreement, and 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 shall fully comply with the workers’ compensation law regarding Contractor and Contractor’s employees. Contractor shall indemnify and hold City harmless from any failure of Contractor to comply with applicable workers’ compensation laws. City may 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 Subparagraph A. 2).
3) Contractor shall obtain executed indemnity agreements with provisions identical to those in this Section 9 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. If Contractor fails to obtain such indemnity obligations, Contractor shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor’s subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Contractor’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties.

B. Workers’ Compensation Acts Not Limiting. Contractor’s indemnifications and obligations under this Section 9, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.

C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Contractor because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section 9 shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liability, tax, assessment, penalty or interest asserted against City.

D. Survival of Terms. Contractor’s indemnifications and obligations under this Section 9 shall survive the expiration or termination of this Agreement.

10. Insurance.

A. Minimum Scope and Limits of Insurance. Contractor shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of Two Million Dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of Two Million Dollars ($2,000,000) per project or location. If Contractor is a limited liability company, the commercial general liability coverage shall be amended so that Contractor and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of Two Million Dollars ($2,000,000) per accident for bodily injury and property damage. If Contractor does not use any owned, non-owned or hired vehicles in the performance of services under this Agreement, Contractor shall obtain a non-owned auto endorsement to the Commercial General Liability policy required under Subparagraph A. 1) of this Section 10.
3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000) per accident for bodily injury or disease. If Contractor has no employees while performing services under this Agreement, workers’ compensation policy is not required, but Contractor shall provide an executed declaration that it has no employees.

B. Acceptability of Insurers. The insurance policies required under this Section 10 shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self-insurance shall not be considered to comply with the insurance requirements under this Section 10.

C. Additional Insured. The commercial general and automobile liability policies shall contain an endorsement naming the City, its officers, employees, agents and volunteers as additional insureds.

D. Primary and Non-Contributing. The insurance policies required under this Section 10 shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Contractor’s insurance and shall not contribute with it.

E. Contractor’s Waiver of Subrogation. The insurance policies required under this Section 10 shall not prohibit Contractor and Contractor’s employees, agents or subcontractors from waiving the right of subrogation prior to a loss. Contractor hereby waives all rights of subrogation against City.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be approved by City. At City’s option, Contractor shall either reduce or eliminate the deductibles or selfinsured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses.

G. Cancellations or Modifications to Coverage. Contractor shall not cancel, reduce or otherwise modify the insurance policies required by this Section 10 during the term of this Agreement.

The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail thirty (30) calendar days’ prior written notice to City. If any insurance policy required under this Section 10 is canceled or reduced in coverage or limits, Contractor shall, within two (2) business days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.

H. City Remedy for Noncompliance. If Contractor does not maintain the policies of insurance required under this Section 10 in full force and effect during the term of this Agreement, or in the event any of Contractor’s policies do not comply with the requirements under this Section 10, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Contractor’s expense, the premium thereon.

Contractor shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Contractor.

I. Evidence of Insurance. Prior to the performance of services under this Agreement, Contractor shall furnish City’s Risk Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section 10. The endorsements are subject to City’s approval. Contractor may provide complete, certified copies of all required insurance policies to City. Contractor shall maintain current endorsements on file with City’s Risk Manager.

Contractor shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage.

Contractor shall furnish such proof at least two (2) weeks prior to the expiration of the coverages.

J. Indemnity Requirements not Limiting. Procurement of insurance by Contractor shall not be construed as a limitation of Contractor’s liability or as full performance of Contractor’s duty to indemnify City under Section 9 of this Agreement.

K. Subcontractor Insurance Requirements. Contractor shall require each of its subcontractors that perform services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section 10.

11. Mutual Cooperation.

A. City’s Cooperation. City shall provide Contractor with all pertinent data, documents and other requested information as is reasonably available for Contractor’s proper performance of the services required under this Agreement.

B. Contractor’s Cooperation. In the event any claim or action is brought against the City relating to Contractor’s performance or services rendered under this Agreement, Contractor shall render any reasonable assistance that City requires.

12. Records and Inspections. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of 3 years. Contractor shall, without charge, provide City with access to the records during normal business hours. City may examine and audit the records and make transcripts therefrom, and inspect all program data, documents, proceedings and activities.

13. Termination or Suspension of Agreement.

A. Right to Terminate or Suspend for Cause. If Contractor violates any of the provisions of this Agreement or fails to properly provide the services required by this Agreement to the satisfaction of the City, the City shall provide to the Contractor a written Notice to Cure the specific deficiencies and shall allow a reasonable cure period of sixty (60) calendar days (unless another cure period is otherwise agreed to in writing by both parties) to cure and correct these deficiencies to the City’s satisfaction. In the event Contractor fails to correct the deficiencies in the allotted cure period, the City shall have the right to terminate this Agreement with thirty (30) calendar days’ written notice to the Contractor. The effective date of the termination of the Agreement pursuant to this subsection A shall be the 31st day after the date of the written notice of termination.

B. Obligations upon Termination. Contractor shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. In the event of City’s termination of this Agreement due to no fault or failure of performance by Contractor, City shall pay Contractor based on the percentage of work satisfactorily performed up to the effective date of termination.

In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the services required by this Agreement.

14. Force Majeure. Contractor shall not be liable for any failure to perform its obligations under this Agreement if Contractor presents acceptable evidence, in City’s sole judgment, that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Contractor’s reasonable control and not due to any act by Contractor.

15. Notices. Any notices, consents, requests, demands, bills, invoices, reports or other communications which either party may desire to give to the other party under this Agreement must be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by reputable document delivery service or courier service during Contractor’s and City's regular business hours, or (c) five business days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the party to be notified as set forth below:

If to City: If to Contractor:

City of Covina - Department of Public Works US Metro Group, Inc.

Attn: Facility Maintenance Division Evelyn Lee, CEO
125 E. College Street 6803 International Ave, Ste 101
Covina, California 91723 Cypress, CA 90630

16. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Contractor shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. Contractor will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during

employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.

17. Prohibition of Assignment and Delegation. Contractor shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Contractor from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section 17 shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section 17, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.

18. No Third-Party Beneficiaries Intended. Except as otherwise provided in Section 9, this Agreement is made solely for the benefit of the parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

19. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.

20. Exhibits. Exhibits A and B constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, the provisions of this Agreement shall control.

21. Entire Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the parties. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty except those expressly set forth in this Agreement.

22. Amendment of Agreement. This Agreement may be amended only by a writing signed by both parties. The City Manager is authorized to sign an amendment to this Agreement on the City Council’s behalf and without the City Council’s prior approval to make the following non-substantive modifications to the Agreement: (a) name changes; (b) extensions of time; (c) non-monetary changes in the scope of work; and (d) termination of the Agreement.

23. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the parties to this Agreement.

24. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.

25. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

26. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a municipal, superior or federal court with geographic jurisdiction over the City of Covina.

27. Attorneys’ Fees. In any litigation or other proceeding by which on party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party shall be shall be awarded reasonable attorneys’ fees together with any costs and expenses, to resolve the dispute and to enforce the final judgment.

28. Severability. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.

29. Authority to Execute Agreement. The person or persons executing this Agreement on behalf of Contractor warrants and represents that he or she has the authority to execute this Agreement on behalf of the Contractor and has the authority to bind Contractor to the performance of its obligations hereunder. [SIGNATURE PAGE FOLLOWS]

The parties, through their duly authorized representatives, are signing this Agreement on the date stated in the introductory clause.

City:

City of Covina,
a California municipal corporation
By:

Name: Chris Marcarello
Title: City Manager
ATTEST:

By:

Name: Fabian Velez
Title: Chief Deputy City Clerk
Contractor:

US Metro Group, Inc.
a California corporation
By:

Name: Evelyn Lee
Title: CEO
By:

Name:

Title:
(Two signatures of corporate officers required
for corporations under Corporations Code
Section 313, unless corporate documents
authorize only one person to sign this
Agreement on behalf of the corporation.)

EXHIBIT A

APPROVED FEE SCHEDULE

...
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~ City of Covina
- Cost Proposal - City-Wide Janitorial
,.. Maintenance Services
' r Submitted By:
r
r
r
INC

All proposals must be received by the City Clerk's Office prior to the aforementioned deadline. Any proposal received by the City Clerk's Office after the deadline shall not be considered.

2. Scope of Services
The City of Covina requests proposals for qualified janitorial services to be performed at various Citywide facilities in accordance with the terms and conditions set forth in this RFP. Proposals must include the following:

TASK 1: PROPOSAL SCHEDULES (SCHEDULES A- I)- JANITORIAL MAINTENACE

SERVICES
SCHEDULE A- CITY HALL COMPLEX (22,600 sq. ft.)
Service Hours: Sunday through Thursday after 8:00PM, except Tuesdays after 11 :OOPM DAILY
No. Task

1. Sweep all entryways, dust mop ceramic tile floor and stairways.

2. Clean glass doors inside and outside.

3. Clean and polish drinking fountains.

4. Clean all cigarette sand urns.

5. Wipe all handrails.

Monthly Charges
with Product
$
$
$
----
$
167.00

52.00 52.00

52.00 --- $ 52.00

6. Empty all trash receptacles, offices, restrooms and breakrooms, disinfect $ and reline. 104.00

7. 8.

9. 10.

II.

12. Clean counters with disinfectant spray.

Vacuum all carpets including employee lounge and City Council Chambers.

Sweep all outside entries.

Remove stains and heel marks on tile.

Spot clean carpet.

Dust all file cabinets, desktops, bookcases, dais in City Council Chambers and other accessible surfaces.

13. Spot wash walls and woodwork.

14. Remove cobwebs.

RESTROOMS
l. Clean and disinfect sinks, urinals and toilets.

2. Clean mirrors.

Request f or Proposals - City-Wide Janitorial Services
$
$
$
$
$
$

52.00 125.00

73.00 68.00

68.00 73.00
$ ____ 52.00
$ 68.00
$
$
104.00

31.00

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•

3. Mop restroom floors, disinfect. $ 104.00

4. Replenish paper supplies and soap dispensers. $ 73.00

5. Empty sanitary napkin disposal container and replace insert. $ 42.00

6. Clean all metal framing and containers (restrooms). $ 104.00 SEMI-WEEKLY (twice per week)
I. Dust all City Council chairs and desk tops. Wipe clean. $ 104.00

2. Dust all internal light fixtures in hallways. $ 104.00 WEEKLY

1. Wipe down stall partitions and doors. $ 94.00 -- 2. Thoroughly scrub all tile wall surfaces, tile floors. baseboards and $ stairways. This includes internal and external entry areas. 303.00

3. Wet mop all hallway tile floors and stairways. $ 177.00

4. Dust windowsills. door sashes, and blinds. $ 125.00

MONTHLY
I. Clean air conditioning vents. $ 89.00

2. Clean windows inside and out- Upper Level* $ 78.00

3. Clean windows inside and out- Lower Level* $ 78.00

4. Spot clean all public seating. $ 94.00
CITY HALL COMPLEX MONTHLY TOTAL: $ 2,762.00 (Daily +Semi-Weekly + Weekly+ Monthly)

QUARTERLY
**1. Polish all tile floors. $ 588.00
ANNUAL
** 1. Shampoo carpets (first shampoo should occur in Summer 2027) $ 1,465.00 "Some types of upper-level windows, when opened, can be cleaned inside and out. Other types, only the inside can be cleaned.
** Contractor must obtain prior schedule approval.
•• Quarterly and Annual Services are to be billed only after service is provided .

A-1: CITY HALL COMPLEX ANNUAL TOTAL
(Monthly Total+ Quarterly+ Annual)
Request for Proposals- City-Wide Janitorial Services
$ 36,961 .00

SCHEDULE B-CITY YARD (5,450 sq. ft.)
Service Hours: Sunday through Thursday after 6:00P.M.

DAILY
No. Task

1. 2.

3. 4.

5. 6.

7. 8.

9. Empty all trash receptacles in offices, restrooms and breakrooms, disinfect, and reline.

Sweep stairs and hallway, Building B.

Wet mop all uncarpeted areas, Building A and Building B.

Vacuum all carpeted areas, including entry rugs.

Spot clean carpet
Clean counters with disinfectant spray.

Clean doors, including glass area.

Dust desks, file cabinets, and computers.

Clean all tabletops in Public Works meeting rooms, Street Division Crew Quarters and Water Division Crew Quarters.

RESTROOMS
I. Replenish paper supplies and soap dispensers.

2. Wet mop restroom floors with lemon scented disinfectant.

3. Clean and sanitize sinks, using powdered cleanser.

4. Clean and sanitize inside and outside of toilet bowls.

5. Clean and sanitize inside and outside of urinals.

6. Clean mirrors.

7. Check urinal screens and cakes and replace as needed.

8. Clean wall and exhaust fan in Building A, men's restroom.

WEEKLY

1. Wet mop all uncarpeted areas. Buildings A and B.

2. Wipe clean all chairs in Public Work meeting rooms, Street Division Crew Quarters and Water Division Crew Quarters.

CITY YARD MONTHLY TOTAL:
(Daily + Weekly + Monthly)
Request for Proposals - City-Wide Janitorial Services
Monthly Charges
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
s
with Product

52.00 52.00

68.00 68.00 ----52.00

52.00 52.00

52.00 52.00

52.00 73.00

52.00 73.00

73.00 52.00

52.00 52.00
110.00 --
110.00
1,199.00

•
..
•
•

QUARTERLY
*t. Strip and wax linoleum.
*2. Wash windows and internal glass.

ANNUAL
*I. Shampoo carpets (first shampoo should occur in Summer 2027). *Contractor must obtain prior schedule approval.
$
$ ----265.00

84.00 ------
$ 295.00
* Please note quarterly and annual services are to be billed only after service is provided.

B-1: CITY YARD ANNUAL TOTAL
(Monthly Total + Quarterly + Annual)
SCHEDULE C-COVINA PUBLIC LmRARY (22,610 sq. ft.)
Sen'ice Hours: Tuesday through Saturday, after 8:00P.M.

DAILY
No. Task
UPSTAIRS (2ND Floor)
I.

2. 3.

4. 5.

6. 7.

Vacuum all carpeted areas and return all furniture to original configuration.

Empty. disinfect and remove smudges/stains. and reline all trash receptacles.

Clean. disinfect, and remove smudges/stains from all tabletops and desks.

Oust and clean all signage.

Remove cobwebs.

Spot clean carpet as needed.

Wipe and clean doors.

8. Mop and disinfect all non-carpeted floors with lemon disinfectant.

9. Clean and remove smudges on walls and doors.

10. 11.

12. Remove fingerprints and smudges from light switch covers.

Dust and clean all horizontal surfaces under seven (7) feet above floor .

Wipe clean all glass or wood doors and door jams.

Request for Proposals City-Wide Janitorial Services
$
$
$
$
$
$
$
$
$ 16,079.00
Monthly Charges
with Product
157.00

47.00 42.00

31.00 31 .00

42.00 52.00

52.00 -
$ 42.00
$ 42.00
$ 42.00
$ 52.00

13. 14.

Clean, disinfect, and sanitize the break room and coffee station counters, tabletops, and cabinets.

Clean all conference room tables.

DOWNSTAIRS (1st Floor: Lobby, Main Floor, Community Room)

1. Vacuum all carpeted areas and return all furniture to original configuration.

2. Empty, disinfect, and remove smudges/stains, and reline all trash receptacles.

3. Clean, disinfect, and remove smudges/stains from all tabletops and desks.

4. Dust and clean all signage.

5. Remove cobwebs.

6. Spot clean carpet as needed.

7. Keep a ready stock of paper towels, toilet seat liners, toilet paper and hand soap.

8. Mop and disinfect all non-carpeted floors with lemon disinfectant.

9. Clean and remove smudges on walls and doors and door jams.

10. Remove fingerprints and smudges from light switch covers.

II. Dust and clean all horizontal surfaces under seven (7) feet above floor.

12. Clean, disinfect, sanitize, and polish drinking fountain.

RESTROOMS

1. Dust and clean restroom signage and doors.

2. Wet mop and disinfect tile floors, including areas under urinals and toilet bowls with bleach disinfectant.

3. Clean, disinfect, and sanitize all basins, urinals and toilet bowls.

4. Clean, disinfect, and sanitize underside rims of urinals and toilet bowls.

5. Clean, disinfect, and sanitize both sides of toilet seats.

6. Empty and clean trash containers, sanitary napkin containers and replace liners

7. Clean, sanitize, and polish all paper dispensers, replace liners as necessary.

8. Clean and polish all mirrors.

9. Clean and disinfect all partitions and tile walls.

10. Fill all toilet paper, seat covers, soap, and paper towels. 11 . Replenish paper supplies and soap dispensers, extra restroom supplies shall be left in janitorial room at all times.

Request for Proposals - City-Wide Janitorial Services
$ 42.00
$ 47.00
$ 157.00
$ 47.00
$ 42.00
-----------
$ 31 .00
$ 37.00
$ 42.00
$ 104.00
$ 73.00
$ 42.00
$ 42.00 --- $ 52.00
---------· ·-
$ 52.00
$ 42.00
$ 73.00
$ 57.00
$ 57.00
$ I 57.00
$ 52.00 I
$ 47.00
$ 42.00 I ------ $ 42.00 ---------
$ 47.00 I
$ 47.00
~

WEEKLY

UPSTAIRS & DOWNSTAIRS

1. Clean and polish all entry handles, door trims, and metal trim.

2. Wipe and polish all chrome. metal fixtures, and doorknobs.

MONTHLY

1. Clean all windows inside and outside downstairs/upstairs.

2. Dust windowsills, door sashes.

3. Spot clean walls and woodwork where needed

4. Spot clean carpeted areas. where needed.

5. Clean air conditioning vents.
•
COVINA PUBLIC LIBRARY MONTHLY TOTAL:
(Daily+ Weekly + Monthly)

QUARTERLY
*1. Wax all uncarpeted areas. upstairs and downstairs.
*2. Shampoo community room carpets.
- ANNUAL
*1. Shampoo carpets (first shampoo should occur in Summer 2027) *Contractor must obtain prior schedule approval.
* Quarterly and Annual Services are to be billed only after service is provided . ...

C-t: COVINA PUBLIC LIBRARY ANNUAL TOTAL
- (Monthly Total + Quarterly+ Annual)
-
[SCHEDULES CONTINUED ON NEXT PAGE)
- Request for Proposals- City-Wide Janitorial Services
$
$
$
-
$
--
$
$
-
$
$
$
-
$
$
----
$

63.00 63.00
292.00

73.00 52.00

63.00 52.00
2,663.00
471 .00
105.00
1,450.00
35,710.00

SCHEDULED-COUGAR PARK COMMUNITY BUILDING
Saturday before 6:45A.M. or after 10:00 P.M.

DAILY
No. Task

MAIN ROOM, HALLWAY AND KITCHEN AREAS

1. Empty all trash receptacles, disinfect, and reline.

2. 3.

4. 5.

6. Dry mop vinyl floor and dance floor in main room*
Wet mop all concrete and tile floor areas, excluding vinyl floor. dance floor.

Vacuum all door mats.

Clean counters with disinfect spray.

Clean all interior and exterior doors, including glass areas.

7. Concrete floors, sweep including outside patio area.

8. Clean walls as needed.

RESTROOMS
I. Replenish paper supplies and soap dispensers.

2. Wet mop restroom floors with bleach disinfectant.

3. Clean and sanitize sinks, using bleach cleanser.

4. Clean and sanitize inside and outside of toilet bowls.

5. Clean and sanitize inside and outside of urinals.

6. Clean mirrors.

7. Check urinal screens and cakes and replace as needed.

WEEKLY

9. Wash interior and exterior windows.

10. Dust entire facility including light fixtures, television, and cubbies.

Monthly Charges
with Product
$ 42.00
$ 157.00
$ 63.00
$ 31 .00
$ 31.00
$ 31.00
$ 31 .00
$ 26.00
$ 109.00
$ 52.00
$ 32.00 -----
$ 32.00
$ 32.00
$ 23.00
$ 23.00
$ 55.00
$ 65.00
"' Cleaning products needs to be used to remove dirt. Use of heavy fluids on these floors will be an issue.

COUGAR PARK COMMUNITY BUILDING MONTHLY TOTAL:
(Daily + Weekly)
D-1: COUGAR PARK COMMUNITY BUILDING ANNUAL TOTAL
(Monthly Total)
Request for Proposals- City-Wide Janitorial Services
$ 835.00
10,020.00

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SCHEDULE E- PARKS & RECREATION DEPT. AD :MINISTRATION OFFICES (2,500 sf) Service Hours: Monday, Wednesday and Friday before 8:00A.M.

DAILY
No.

1. 2.

3. 4.

5. 6.

Task
Empty all trash receptacles, disinfect, and reline.

Sweep all uncarpeted areas, including front entry. restrooms, and kitchen.

Vacuum all carpeted areas, including entry rugs
Spot clean carpet.

Clean front counters with disinfectant spray.

Clean front entry doors, including glass area, handles and frames.

RESTROOMS
l.

2. 3.

Clean and sanitize sinks with germicidal cleaning spray.

Clean and sanitize inside and outside of toilet bowls with bleach based disinfectant cleanser.

Clean mirrors and stainless steel.

KITCHEN
I. Clean counters with germicidal cleaning spray.

2. Clean sink with stainless steel cleanser.

WEEKLY
I.

2. 3.

Wet mop restrooms with bleach-based cleanser.

Wet mop laminate flooring in entry and eating area, with appropriate cleanser.

Wet mop tile flooring in kitchen with appropriate cleaner.

PARKS & RECREATION DEPARTMENT ADMIN. OFFICES
MONTHLY TOTAL:
(Daily + Weekly + /vfonth/y)

QUARTERLY
* 1. Clean both sides of all interior and exterior windows E-1: PARKS & RECREATION DEPARTMENT ADMIN. OFFICES

ANNUAL TOTAL
(Monthly Total+ Quarterly)
Request for Proposals - Cily· Wide Janitorial Services
Monthly Charges
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
with Product

20.00 31.00
31 .00

21.00 21.00
21 .00

63.00 63.00

63.00 31.00
31 .00

42.00 42.00

42.00 522.00

52.00 6,472.00

SCHEDULE F-COVINA PARK RECREATION HALL (2,500 sq. ft.)
Service Hours: Monday through Saturday after 10:00 P.M. or before 8:00A.M ..

DAILY
No.

I.

2. 3.

4. 5.

Task
Empty all trash receptacles, disinfect, and reline
Dust mop wood floor in main room.

Spot clean wood floor for spills or sticky areas using Bona (brand) (or similar) hardwood floor cleaner.

Vacuum entry rugs
Sweep tile floor in entry area and restrooms.

RESTROOMS

1. 2.

3. Clean and sanitize sinks with gennicidal cleanser.

Clean and sanitize inside and outside of toilet bowls with bleach based disinfectant cleanser.

Clean mirrors and stainless fixtures.

KITCHEN

1. Clean counters and sink with gennicidal cleaning spray.

WEEKLY
I. Wet mop restrooms with bleach based cleaner

2. Wet mop tile flooring in entry and kitchen.

Clean hardwood floor with hardwood floor cloth over mop, mist cloth

3. with Bona (brand) (or similar) hardwood floor cleaner. (Do not get Bona solution on baseboards).

4. Clean mirrors in entry and main room
COVINA PARK RECREATION HALL MONTHLY TOTAL:
(Daily+ Weekly)

QUARTERLY
*I. Clean both sides of all exterior windows.
* Quarterly and Annual Services are to be billed only after service is provided.

F-1: COVINA PARK RECREATION HALL ANNUAL TOTAL
(Monthly Total+ Quarterly)
Request for Proposals - City-Wide Janitorial Services
Monthly Charges
with Product
$ 52.00
$ 63.00
$ 42.00
$ 21.00 ---
$ 63.00
$ 52.00
$ 73.00
$ 63.00
$ 42.00
$ 63.00
$ 63.00
$

63.00 $ ____ 50.00
$ 710.00
$ 41 .00
$ 8,684.00

•
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•

SCHEDULE G- COVINA PARK AQUATIC CENTER (SEASONAL)
Service Hours: June 1- September 15; Monday through Thursday and Saturday after 10:00 P.M. or before 2:00A.M.

DAILY
No. Task

1. Empty all trash receptacles, disinfect, and reline

2. Sweep floor in entry area and office areas.

3. Clean counter tops in entry and office areas.

RESTROOMS AND LOCKER ROOMS

1. Restock toilet paper and soap dispensers.

2. Empty sanitary napkin receptacles in women's restrooms.

3. Clean and sanitize sinks with germicidal cleanser.

4. Clean and sanitize inside and outside of toilet bowls with bleach based disinfectant cleanser

5. Clean mirrors and stainless fixtures.

6. Clean showers with bleach-based cleanser.

7. Clean/hose down all floors with bleach-based cleanser.

PRIOR TO SEASON OPENING (ANNUAL}

1. Clean both sides of all exterior windows.
* Quarterly and Annual Services are to be billed only after service is provided .

G-1: COVINA PARK AQUATICS CENTER ANNUAL TOTAL
(Daily + Annual)
SCHEDULE H-COVINA TEEN CENTER (1,600 sq. ft.)
Monthly Charges
with Product
$ 47.00
$ 47.00
$ 44.00
$ 209.00
$ 42.00
$ 104.00
$ 209.00
$ 63.00
$ 313.00
$ 313.00
$ 104.00
$ 16,796.00
Service Hours: Monday through Friday after 10:00 P.M. or before 6:00A.M ..

DAILY
No.

I.

2. 3.

Task
Empty all trash receptacles, disinfect, and reline.

Sweep and mop main room. restroom hallway. and computer room.

Clean door glass panels inside and outside.

Request for Proposals City-Wide Janitorial Services
Monthly Charges
with Product
$ 42.00
$ 42.00
$ 21.00
Page II of53

4. Clean and polish drinking fountain.

5. Remove cobwebs off light fixtures and N C vents.

6. Wipe down tables and furniture.

RESTROOMS

1. Clean and disinfect sinks, urinals, and toilets.

2. Mop and disinfect tile floors and walls.

3. Replenish paper supplies and soap dispensers.

COVIN A PARK TEEN CENTER MONTHLY TOTAL:
(Daily Total)

QUARTERLY
*1. Polish floors in main room, restroom hallway, computer room. *2. Deep scrub restroom tile floors and walls.
* Quarterly and Annual Services are to be billed only after service is provided.

H-1: COVINA TEEN CENTER ANNUAL TOTAL
(Monthly ToJal + QuarJerly)
SCHEDULE I- COVINA POLICE DEPARTMENT (35,400 sq. ft.)
Day Porter: Monday through Friday 10:00 A.M. to 1:00 P.M.; $ 21 .00
$ 20.00 -
$ 20.00
$ 42.00
$ 42.00 ---
$ 42.00
$
292.00
$ 314.00
$ 105.00
$ 5,180.00
[ADDITIVE)
Evening Cleaning: Monday through Thursday and Sunday 8:00P.M. to 12:00 A.M; Jail Cleaning: Monday, Tuesday and Thursday 8:00P.M. to 10:00 P.M DAILY
No. Task

COMMON AREAS

1. Clean and remove smudges from entry door.

2. 3.

4. 5.

6. 7.

Wipe clean all glass, wood, or metal doors and door jams.

Empty all trash receptacles, clean container with clean damp cloth and replace plastic liner.

Dust and clean all horizontal surfaces under seven (7) feet above floor.

Vacuum all carpeted areas.

Spot clean carpet area completely with dry cleaning compound.

Dust mop, damp mop, of all hard surface floors, machine polish as needed.

Request for Proposals - City-Wide Janitorial Services
Monthly Charges
with Product
$ 21 .00
$ 84.00
$ 104.00
$ 52.00
$ 209.00
$ 52.00 ---
$ 52.00

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8. Clean and remove smudges and walls and wall coverings. $ 104.00

9. Clean, disinfect, sanitize, and polish all water fountains. $ 21.00

10. Wipe and clean all fire extinguisher cabinets and glasses. $ 21 .00 II. Dust and clean all lobby and corridor signage. $ 26.00 -- .....

OFFICE AREAS
I. Dust and clean all signage. $ 21.00 -- 2. Clean and remove all fingerprints and smudges from entry doors. $ 21.00

3. Damp mop all non-carpeted floors. $ 52.00

4. Vacuum all carpeted areas. $ 52.00

5. Spot clean all carpets. $ 31.00

6. Return all furniture to original configuration. $ 10.00

7. Clean and remove smudges and walls and wall coverings. $ 21 .00

8. Remove fingerprints and smudges from light switch covers. $ 21.00 --- 9. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ 42.00

10. Empty all trash and remove from building to designated area, replace $ 52.00 plastic liners.

II. Empty recycle containers and remove from building to appropriate $ recycle bins. 52 00

12. Clean, disinfect. and sanitize the break room and coffee station counters, $ table tops. and cabinets. 52.00

RESTROOMS AND SHOWER ROOMS/LOCKER ROOMS
I. Dust and clean restroom signage and doors. $ 21 .00

2. Vacuum all restroom vestibules and remove spots. $ 52.00

3. Wet mop and disinfect tile floors. including areas under urinals and toilet bowls. $ 52.00

4. Clean alkaline deposits and soap spills from floor tile, tile grout. $ 52.00

5. Clean, disinfect, and sanitize all basins, urinals and toilet bowls. $ 52.00

6. Clean. disinfect, and sanitize underside rims of urinals and toilet bowls. $ 52.00

7. Clean. disinfect, and sanitize both sides of toilet seats. $ 52.00

8. Empty and clean trash containers and sanitary napkin containers and $ 52.00 replace liners.

9. Empty. clean. sanitize and polish all paper dispensers. replace liners as necessary.
$ 52.00

10. Clean and polish all mirrors. $ 21.00
II. Wipe and polish all chrome, metal fixtures and doorknobs. $ 31.00 Request for Proposals- City-Wide Janitorial Services Page 13 of 53

12. Spot clean and disinfect all partitions and tile walls. $ 52.00

13. Fill all toilet tissue, seat covers, soap, body soap (showers), towels, and $ sanitary napkin dispensers 209.00 ----- 14. Clean. disinfect, and sanitize shower walls and floors. $ 52.00

15. Clean, disinfect, and sanitize shower curtains and doors. $ 52.00

16. Wipe down benches. $ 10.00

17. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ 21.00 --- 18. Remove mildew/mold from tile/grout. $ 52.00

STAIRWELLS

1. Clean wood steps, comers and riser seams. $ 21.00

2. Clean door kick plates. $ 21.00

3. Dust hand rails, canisters and ledges. $ 21 .00 ---

4. Dust and clean stairwell signage. $ 21 .00

5. Dust and clean all horizontal surfaces under seven (7) feet above floor $ 21.00

CONFERENCE/TRAINING ROOMS

1. Clean all conference room tables. $ 21.00

2. Clean white boards and tray (leave streak free). $ 21 .00 ·--

3. Return furniture to original configuration. $ 21 .00

4. Empty all trash and remove from building to designated areas, replace $ plastic liners. 21.00

5. Vacuum carpeted areas. $ 21 .00

6. Remove tape and paper from walls. $ 21.00

7. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ 21 .00 --- BREAK AREASfCOFFEE STATIONS
I. Clean, wash, and disinfect break room and coffee station sinks, counter $ tops, and tables. 52.00

2. Empty all trash and remove from building to designated areas, replace $ plastic liners. 21 .00

3. Return furniture to original configuration. $ 26.00

4. Sweep floors (remove chairs to clean under tables). $ 21.00

5. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ 21.00

LOBBY AND MAIN ENTRANCE
I. Vacuum carpeted areas. $ 52.00
Request for Proposals - City-Wide Janitorial Services Page 14 of 53

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2. Spot clean carpeted areas utilizing a dry cleaning compound. $ 21.00 r 3. Clean. disinfect, and sanitize all counters. $ 21.00

4. Clean and polish all entry handles, door trims, metal trim and signage. $ 21.00 - 5. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ 21.00

6. Empty all trash receptacles, clean containers with damp cloth and $ r replace liner. 42.00

7. Clean, polish. and sanitize all water fountains. $ 21.00 r 8.

JAIL
Dust and clean all lobby furniture- return to original configuration. $ 21.00 r I. Clean and sanitize all jail cells. $ 104.00
Wet mop and disinfect floors, including areas under urinals and toilet 2. bowls. $ 52.00 r 3. Clean, disinfect, and sanitize all basins, urinals and toilet bowls. $ 52.00

4. Clean, disinfect, and sanitize underside rims of urinals and toilet bowls. $ 52.00 r 5. Clean, disinfect, and sanitize both sides of toilet seats. $ 52.00

6. Clean, disinfect, and sanitize all sinks and signage. $ 52.00 r 7. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ 31.00 ~ WEEKLY

COMMON AREAS

1. Clean and polish all entry handles, door trims and metal trim. $ 21.00

2. Dust and clean all walls, ledges, door jams, windowsills, and exit signs $ over (7) feet above floor. 52.00

OFFICE AREAS
I. Vacuum all carpeted areas. $ 52.00

2. Dust and clean all walls, ledges, door jams, windowsills, and exit signs $ over (7) feet above floor. 21.00
,.. 3. Vacuum and wipe vinyl furniture clean. $ 21 .00

RESTROOMS
I. Clean, disinfect and sanitize ceramic tile floors and walls. $ 52.00

2. Wash. disinfect and sanitize all waste containers. $ 52.00 ...,
.). Clean and polish all doors, door plates and hardware . $ 52.00

4. Pour clean water down floor drains to prevent sewer gases from escaping. $ 21.00

5. Dust ledges and base boards. $ 52.00
- Request for Proposals - City-Wide Janitorial Services Page 15 of 53

6. Check operation of deodorizers, restock and replace batteries as needed. $ 21.00

7. Scrub shower floors. $ 157.00

8. Clean, disinfect, and sanitize shower mats. $ 52.00 ---------- 9. Clean interior and exterior of all lockers $ 52.00 [

10. Dust and clean all walls, ledges, door jams, and exit signs over (7) feet $ above floor. 52.00 [ II. Dust and clean the tops of lockers. $ 21.00 STAIRWELLS [ 1. Clean and disinfect handrail banisters. $ 21.00

2. Remove spider webs $ 21.00 [ 3. Clean all walls of fingerprints and smudge marks. $ 21.00

4. Clean and disinfect all emergency phones. $ 21.00 [ Dust and clean all walls, ledges, door jams, and exit signs over (7) feet 5. above floor. $ 21.00 BREAK AREAS/COFFEE STATIONS [
I. Sweep, mop and scrub floors (remove chairs to clean under tables). $ 104.00

2. Clean all vinyl chairs. $ 21.00 [

3. Clean interior and exterior of refrigerator. $ 52.00

4. Pour enzyme in all drains. $ 21.00 [

5. Clean all smudges from all doors, walls, and wall coverings. $ 21.00 [ 6. Dust and clean all walls, ledges, door jams, and exit signs over (7) feet $ above floor 21.00 LOBBY AND MAIN ENTRANCE [ I. Edge clean carpet and tile areas. $ 52.00

2. Clean the inside and outside of all entrance windows. $ 52.00 [ 3. Clean window sills and edges. $ 52.00

4. Thoroughly clean all lobby counters and cabinets. $ 52.00 [ Dust and clean all walls. ledges, door jams, and exit signs over (7) feet 5. $ above floor. 52.00

6. Clean all smudges from all doors, walls, plexiglass partitions. and wall $ [ coverings. 52.00 ---- JAIL [

1. Dust all jail cells. $ 52.00 -----------
[
Request for Proposals - City-Wide Janitorial Services Page 16of53

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MONTHLY
r COMMON AREAS

1. Clean all ceiling vents and grills. $ 31.00 ---
r 2. Dust all ceiling comers and entry ways. $ 31.00

3. Dust and clean all baseboards. $ 31.00
r 4. Dust and clean the inside and outside of all light fixtures $ and covers. 31.00

5. Clean and treat all wood paneling and furniture. $ 31.00 r OFFICE AREAS
l. Clean all partitions, doors, door jams, floor mats, and mirrors. $ 52.00 r 2. Dust clean or vacuum all drapes and blinds. $ 52.00 r

3. Brush and clean all vents and grills. $ 52.00

4. Clean all non- carpeted floors. $ 52.00
r

5. Dust and clean all light fixtures, reflectors and covers. $ 52.00

RESTROOMS AND SHOWER ROOMS
r I. Wipe clean all ceiling lights and fixtures. $ 21.00

2. Machine scrub all tile floors. $ 209.00
~ 3. Detail all toilet compartments and fixtures. $ 21.00

4. Brush and clean all vents and grills. $ 21.00
,. STAIRWELLS
I. Wipe clean all stairwell doors and door jams. $ 21.00 ,.. 2. Dust and clean all baseboards. $ 21.00

3. Dust and clean the inside and outside of all light fixtures and covers. $ 21.00 - 4. Dust and clean all emergency fire equipment and plumbing. $ 26.00

5. Dust metal screen in stairwell and clean HVAC vents $ 26.00 - BREAK AREAS/COFFEE STATIONS

1. Clean and treat wood surfaces. $ 21.00
- 2. Brush and clean all vents and grills. $ 21.00

3. Edge vacuum all wall bottoms and comers. $ 21 .00 ·--_ ..

4. Clean floors and wall behind the refrigerator. $ 21 .00 -
... Request for Proposals - City-Wide Janitorial Services Page I 7 of 53

COVINA POLICE DEPARTMENT MONTHLY TOTAL:
(Daily + Weekly + Monthly) $ 5,464.00

QUARTERLY
*1. Polish all tile floors $ 1,375.00
ANNUAL
*I. Shampoo carpets (first shampoo should occur in Summer 2027) 1,985.00 *Contractor must obtain prior schedule approval.
* Quarterly and Annual Services are to be billed only after service is provided. 1-1: COVINA POLICE DEPARTMENT ANNUAL TOTAL [ADDITIVE] $ 73,053.00 (Monthly Total + Quarterly + Annual)

TOTALCOSTFORSCHEDULESATHROUGHI
No. Schedule Annual Total
A-1 City Hall Complex $ 36,961 .00
I B-1 City Yard $ 16,079.00 rC-1 Covina Public Library $ 35,710.00 D-1 Cougar Park Community Building (Seasonal) $ 10,020.00 - rE-1 Parks & Recreation Department Administrative Office $ 6,472.00 --·
F-1 Covina Park Recreation Hall $ 8,684.00
----- G-1 Covina Park Aquatics Center (Seasonal) $ 16,796.00 -- --- H-1 Covina Teen Center $ 5,180.00
l-1 Covina Police Department (Additive) $ 73,053.00
SCHEDULES A-H TOTAL ANNUAL COST [BASE]: $ 135,902.00
SCHEDULE I TOTAL ANNUAL COST [ADDITIVE]: $ 73,053.00
SCHEDULES A -I TOTAL ANNUAL COST: $ 208,955.00 [BASE + ADDITIVE] Note: The quantities (square footage of buildings) contained in the proposal documents are approximate only and are for the sole purpose of comparing proposals. The City will only pay for services provided. [SIGNATURE LINE FOLLOWS]
Request for Proposals- City-Wide Janitorial Services Page 18 of 53 r ....
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PROPOSER: Evelyn Lee
SIGNATURE: 8~~ee TITLE: ..;::;C.=..EO;::;.....___ DATE: 5/18/2026

CITY OF COVINA -------~~~~~--~------~~--~~~~-------=~------------~r 125 East College Street • Covina, California 91723-2199 www.covinaca.gov
Request for Proposal (RFP) for
City-Wide Janitorial Maintenance Services
Addendum #I
Issued: April 28, 2026
The changes in this Addendum shall be included in the RFP and this Addendum will be part of the RFP documents. All conditions not affected by this Addendum will remain unchanged.

The City of Covina is requesting to provide an additional price quote to be added to the RFP and RFP documents for the additional services as stated below. These additions need to be included in the overall Proposal Schedules as displayed in the Scope of Services and the overall Grand Total Annual Cost.

COVINA SENIOR & COMMUNITY CENTER BUILDING
Service Hours: Monday through Saturday before 6:45A.M. or after 10:00 P.M.

Address: 815 N. Barranca Ave, Covina, CA 91723)

LOBBY, COMMON AREAS & HALLWAYS
• Daily Service

1. Clean and remove smudges from entry doors.

2. Sweep and damp mop hard surfaced floor.

3. Clean and wipe down reception counter.

4. Empty all trash receptacles and replace plastic liners as needed.

5. Sweep and damp mop hard surfaced floor.

6. Keep all common areas free of debris and litter.
• Weekly Service

1. Clean and remove smudges from entry glass.

2. Dust horizontal surfaces under seven (7) feet above floor.

3. Dust and clean ledges and window sills.
• Monthly Service

1. Remove cobwebs.

2. Dust and clean air vents.

3. Dust and clean baseboards.
$ 21.00
$ 42.00
$ 21.00
$ 47.00
$ 52.00
$ 52.00
$ 21.00
$ 52.00
$ 52.00
$ 61.00
$ 52.00
$ 31.00

OFFICES & CLASSROOMS
• Daily Service

1. Sweep and dust mop hard surface floor. $ __ 4_2_.0_0 [
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2. Empty all trash receptacles and replace plastic liner as needed. $ 47.00 - 3. Keep all areas free of debris and litter. $ 52.00
• Weekly Service

1. Sweep and damp mop hard surfaced floor (Friday's). $ 42.00 - 2. Dust and clean ledges and window sills. $ 42.00

3. Clean and wipe down glass on doors and glass facing the hallway. $ 21.00 • Monthly Service

1. Remove cobwebs. $ 61.00

2. Dust and clean air vents. $ 52.00

3. Dust and clean baseboards. $ 31.00

FITNESS ROOM
• Daily Service
- 1. Sweep and damp mop hard surface floor. $ 42.00

2. Empty all trash receptacles and replace plastic liner as needed. $ 47.00

3. Keep all areas free of debris and litter. $ 42.00
- • Weekly Service

1. Dust and clean ledges and window sills. $ 42.00

2. Clean and wipe down glass on doors and glass facing the hallway. $ 21 .00 ,... • Monthly Service

1. Remove cobwebs. $ 51.00

2. Dust and clean air vents. $ 42.00 ,.. 3. Dust and clean baseboards. $ 31 .00

DINING ROOM
• Daily Service - 1. Sweep and dust mop hard surface floor. $ 42.00

2. Empty all trash receptacles and replace plastic liner as needed. $ 41 .00 ,.. 3. Keep all areas free of debris and Jitter. $ 42.00 • Weekly Service

1. Sweep and damp mop hard surfaced floor (Friday's). $ 42.00

2. Clean and wipe down counter tops in Utility Rooms. $ 37.00

3. Dust and clean ledges and window sills. $ 52.00

4. Clean and wipe down glass on doors and glass facing the hallway. $ 21.00 ,.. • Monthly Service

1. Remove cobwebs. $ 61 .00

2. Dust and clean air vents. $ 52.00
r 3. Dust and clean baseboards. $ 31 .00

KITCHEN
• Daily Service
r 1. Sweep and dust mop hard surface floor. $ 42.00

2. Empty all trash receptacles and replace plastic liner as needed. $ 42.00 r • Weekly Service

1. Sweep and damp mop hard surfaced floor (Friday's). $ 42.00

2. Clean and wipe down counter tops. $ 37.00
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3. Oust and clean ledges and window sills.
• Monthly Service

1. Remove cobwebs.

2. Oust and clean air vents.

3. Oust and clean baseboards.

RESTROOM$
• Daily Service

1. Wet mop and disinfect tile floors, pay particular
attention to areas under urinals and toilet bowls.

2. Clean, disinfect and sanitize all basins, urinals, and toilet bowls.

3. Clean trash containers and sanitary napkin containers and replace liners as needed.

4. Clean and polish all mirrors.

5. Fill all toilet tissue, seat covers, soap, paper towel and sanitary napkin dispensers.

6. Spot clean with disinfectant partitions and tile walls. • Weekly Service

1. Damp wipe and polish all chrome, hand plates and kick plates.

2. Remove and clean smudges from doors.

3. Clean and wipe down partitions with disinfectant.

4. Pour dean water down floor drains where required
to prevent sewer gases from escaping.

5. Oust and clean horizontal surfaces under seven (7) feet above floor.
• Monthly Service

1. Remove cobwebs.

2. Dust and clean air vents.

3. Oust and clean baseboards.

QUARTERlY SERVICE
• Interior/Exterior Window Washing
TOTAL MONTHlY CHARGES WITH PRODUCT- $30,444.00
TOTAL QUARTERLY CHARGES WITH PRODUCT -__ __:$;..::.5.=...:96:..:...0::;..;::0~ TOTAL ANNUAL CHARGES WITH PRODUCT- $31,040.00
Valerie Cortez
Sr. Management Analyst

$ 52.00
$ 42.00
$ 42.00
$ 31.00
$ 73.00
$ 52.00
$ 52.00
$ 42.00
$ 42.00
$ 42.00
$ 42.00
$ 41.00
$ 41.00
$ 21.00
$ 21.00
$ 42.00
$ 42.00
$ 21.00
$ 149.00
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EXHIBIT B

SCOPE OF SERVICES

Request for Proposals (RFP)

CITY-WIDE JANITORIAL MAINTENANCE SERVICES
The City of Covina, California (“City”) is requesting proposals from qualified contractors for professional City-wide janitorial services at various City locations. The successful contractor (“Contractor”) will be required to provide appropriately trained professional janitorial personnel as well as requisite equipment in order to perform janitorial services of the highest quality.

The term of the agreement is for five (5) years. City anticipates City Council authorization to award a contract/agreement on June 16, 2026.

1. Introduction
The City of Covina, incorporated in 1901, covers approximately seven square miles located in the San Gabriel Valley area of Los Angeles County, approximately 22 miles east of Downtown Los Angeles. The City is bordered by the Cities of Azusa and Glendora to the north, West Covina to the west and south, and the City of San Dimas and unincorporated portions of Los Angeles County to the east. The City is seeking professional janitorial services to clean and maintain a variety of City owned locations.

Complete details and proposal requirements are set forth below under Section 2: Scope of Services. The City reserves the right to change any part of the Scope of Services any time prior to the proposal deadline.

It is the proposer’s responsibility to review the City’s website (www.covinaca.gov/rfps) to verify that all requirements are satisfied. A proposer’s failure to address any requirements, including those set forth in addenda, may result in the proposal not being considered.

A non-mandatory pre-proposal proposal job walk will be held on Tuesday April 28, 2026, at the Covina City Hall (125 E. College Street, Covina, CA 91723) and will begin at 1:00 P.M. Prospective proposers are to assemble in the Courtyard outside of City Hall.

Interested parties may not communicate about this RFP with elected officials or staff representing the City of Covina, or any other individuals retained by the City to support this procurement. All questions and requests for clarification must be submitted electronically to the point of contact identified below by 10:00 A.M. on Thursday, April 30, 2026.

Responses to questions submitted prior to the established question deadline will be released on Monday, May 4, 2026 by 4:00 P.M. local time.

Proposal submittal deadline is 10:00 AM, Monday May 18, 2026.

Proposals will be received at the Office of City Clerk, 125. E. College Street, Covina, CA 91723.

RFP - City Wide Janitorial Services

All proposals must be received by the City Clerk’s Office prior to the aforementioned deadline. Any proposal received by the City Clerk’s Office after the deadline shall not be considered.

2. Scope of Services
The City of Covina requests proposals for qualified janitorial services to be performed at various Citywide facilities in accordance with the terms and conditions set forth in this RFP. Proposals must include the following:

TASK I: PROPOSAL SCHEDULES (SCHEDULES A - I) – JANITORIAL MAINTENACE

SERVICES
SCHEDULE A – CITY HALL COMPLEX (22,600 sq. ft.)
Service Hours: Sunday through Thursday after 8:00PM, except Tuesdays after 11:00PM DAILY
No. Task
Monthly Charges
with Product

1. Sweep all entryways, dust mop ceramic tile floor and stairways. $

2. Clean glass doors inside and outside. $

3. Clean and polish drinking fountains. $

4. Clean all cigarette sand urns. $

5. Wipe all handrails. $

6. Empty all trash receptacles, offices, restrooms and breakrooms, disinfect and reline. $

7. Clean counters with disinfectant spray. $

8. Vacuum all carpets including employee lounge and City Council Chambers. $

9. Sweep all outside entries. $

10. Remove stains and heel marks on tile. $

11. Spot clean carpet. $

12. Dust all file cabinets, desktops, bookcases, dais in City Council Chambers and other accessible surfaces.
$

13. Spot wash walls and woodwork. $

14. Remove cobwebs. $

RESTROOMS

1. Clean and disinfect sinks, urinals and toilets. $

2. Clean mirrors. $
RFP - City Wide Janitorial Services

3. Mop restroom floors, disinfect. $

4. Replenish paper supplies and soap dispensers. $

5. Empty sanitary napkin disposal container and replace insert. $

6. Clean all metal framing and containers (restrooms). $ SEMI-WEEKLY (twice per week)

1. Dust all City Council chairs and desk tops. Wipe clean. $

2. Dust all internal light fixtures in hallways. $
WEEKLY

1. Wipe down stall partitions and doors. $

2. Thoroughly scrub all tile wall surfaces, tile floors, baseboards and stairways. This includes internal and external entry areas. $

3. Wet mop all hallway tile floors and stairways. $

4. Dust windowsills, door sashes, and blinds. $

MONTHLY

1. Clean air conditioning vents. $

2. Clean windows inside and out - Upper Level* $

3. Clean windows inside and out – Lower Level* $

4. Spot clean all public seating. $
CITY HALL COMPLEX MONTHLY TOTAL:
(Daily + Semi-Weekly + Weekly + Monthly)
$

QUARTERLY
**1. Polish all tile floors. $
ANNUAL
**1. Shampoo carpets (first shampoo should occur in Summer 2027) $ * Some types of upper-level windows, when opened, can be cleaned inside and out. Other types, only the inside can be cleaned.
** Contractor must obtain prior schedule approval.
** Quarterly and Annual Services are to be billed only after service is provided.

A-1: CITY HALL COMPLEX ANNUAL TOTAL
(Monthly Total + Quarterly + Annual) $
RFP - City Wide Janitorial Services

SCHEDULE B – CITY YARD (5,450 sq. ft.)
Service Hours: Sunday through Thursday after 6:00 P.M.

DAILY
No. Task
Monthly Charges
with Product

1. Empty all trash receptacles in offices, restrooms and breakrooms, disinfect, and reline. $

2. Sweep stairs and hallway, Building B. $

3. Wet mop all uncarpeted areas, Building A and Building B. $

4. Vacuum all carpeted areas, including entry rugs. $

5. Spot clean carpet $

6. Clean counters with disinfectant spray. $

7. Clean doors, including glass area. $

8. Dust desks, file cabinets, and computers. $

9. Clean all tabletops in Public Works meeting rooms, Street Division Crew Quarters and Water Division Crew Quarters.
$

RESTROOMS

1. Replenish paper supplies and soap dispensers. $

2. Wet mop restroom floors with lemon scented disinfectant. $

3. Clean and sanitize sinks, using powdered cleanser. $

4. Clean and sanitize inside and outside of toilet bowls. $

5. Clean and sanitize inside and outside of urinals. $

6. Clean mirrors. $

7. Check urinal screens and cakes and replace as needed. $

8. Clean wall and exhaust fan in Building A, men’s restroom. $ WEEKLY

1. Wet mop all uncarpeted areas, Buildings A and B. $

2. Wipe clean all chairs in Public Work meeting rooms, Street Division Crew Quarters and Water Division Crew Quarters.
$
CITY YARD MONTHLY TOTAL:
(Daily + Weekly + Monthly)
$
RFP - City Wide Janitorial Services

QUARTERLY
*1. Strip and wax linoleum. $
*2. Wash windows and internal glass. $
ANNUAL
*1. Shampoo carpets (first shampoo should occur in Summer 2027). $ *Contractor must obtain prior schedule approval.
* Please note quarterly and annual services are to be billed only after service is provided.

B-1: CITY YARD ANNUAL TOTAL
(Monthly Total + Quarterly + Annual) $
SCHEDULE C – COVINA PUBLIC LIBRARY (22,610 sq. ft.)
Service Hours: Tuesday through Saturday, after 8:00 P.M.

DAILY
No. Task
Monthly Charges
with Product
UPSTAIRS (2ND Floor)

1. Vacuum all carpeted areas and return all furniture to original configuration. $

2. Empty, disinfect and remove smudges/stains, and reline all trash receptacles. $

3. Clean, disinfect, and remove smudges/stains from all tabletops and desks. $

4. Dust and clean all signage. $

5. Remove cobwebs. $

6. Spot clean carpet as needed. $

7. Wipe and clean doors. $

8. Mop and disinfect all non-carpeted floors with lemon disinfectant. $

9. Clean and remove smudges on walls and doors. $

10. Remove fingerprints and smudges from light switch covers. $

11. Dust and clean all horizontal surfaces under seven (7) feet above floor.
$

12. Wipe clean all glass or wood doors and door jams. $ RFP - City Wide Janitorial Services

13. Clean, disinfect, and sanitize the break room and coffee station counters, tabletops, and cabinets. $

14. Clean all conference room tables. $
DOWNSTAIRS (1st Floor: Lobby, Main Floor, Community Room)

1. Vacuum all carpeted areas and return all furniture to original configuration. $

2. Empty, disinfect, and remove smudges/stains, and reline all trash receptacles. $

3. Clean, disinfect, and remove smudges/stains from all tabletops and desks. $

4. Dust and clean all signage. $

5. Remove cobwebs. $

6. Spot clean carpet as needed. $

7. Keep a ready stock of paper towels, toilet seat liners, toilet paper and hand soap. $

8. Mop and disinfect all non-carpeted floors with lemon disinfectant. $

9. Clean and remove smudges on walls and doors and door jams. $

10. Remove fingerprints and smudges from light switch covers. $

11. Dust and clean all horizontal surfaces under seven (7) feet above floor.
$

12. Clean, disinfect, sanitize, and polish drinking fountain. $

RESTROOMS

1. Dust and clean restroom signage and doors. $

2. Wet mop and disinfect tile floors, including areas under urinals and toilet bowls with bleach disinfectant. $

3. Clean, disinfect, and sanitize all basins, urinals and toilet bowls. $

4. Clean, disinfect, and sanitize underside rims of urinals and toilet bowls. $

5. Clean, disinfect, and sanitize both sides of toilet seats. $

6. Empty and clean trash containers, sanitary napkin containers and replace liners $

7. Clean, sanitize, and polish all paper dispensers, replace liners as necessary.
$

8. Clean and polish all mirrors. $

9. Clean and disinfect all partitions and tile walls. $

10. Fill all toilet paper, seat covers, soap, and paper towels. $

11. Replenish paper supplies and soap dispensers, extra restroom supplies shall be left in janitorial room at all times. $ RFP - City Wide Janitorial Services

WEEKLY

UPSTAIRS & DOWNSTAIRS

1. Clean and polish all entry handles, door trims, and metal trim. $

2. Wipe and polish all chrome, metal fixtures, and doorknobs. $

MONTHLY

1. Clean all windows inside and outside downstairs/upstairs. $

2. Dust windowsills, door sashes. $

3. Spot clean walls and woodwork where needed $

4. Spot clean carpeted areas, where needed. $

5. Clean air conditioning vents. $
COVINA PUBLIC LIBRARY MONTHLY TOTAL:
(Daily + Weekly + Monthly) $

QUARTERLY
*1. Wax all uncarpeted areas, upstairs and downstairs. $ *2. Shampoo community room carpets. $
ANNUAL
*1. Shampoo carpets (first shampoo should occur in Summer 2027) $ *Contractor must obtain prior schedule approval.
* Quarterly and Annual Services are to be billed only after service is provided.

C-1: COVINA PUBLIC LIBRARY ANNUAL TOTAL
(Monthly Total + Quarterly + Annual) $
[SCHEDULES CONTINUED ON NEXT PAGE]
RFP - City Wide Janitorial Services

SCHEDULE D – COUGAR PARK COMMUNITY BUILDING
Saturday before 6:45 A.M. or after 10:00 P.M.

DAILY
No. Task
Monthly Charges
with Product

MAIN ROOM, HALLWAY AND KITCHEN AREAS

1. Empty all trash receptacles, disinfect, and reline. $

2. Dry mop vinyl floor and dance floor in main room* $

3. Wet mop all concrete and tile floor areas, excluding vinyl floor, dance floor. $

4. Vacuum all door mats. $

5. Clean counters with disinfect spray. $

6. Clean all interior and exterior doors, including glass areas. $

7. Concrete floors, sweep including outside patio area. $

8. Clean walls as needed. $

RESTROOMS

1. Replenish paper supplies and soap dispensers. $

2. Wet mop restroom floors with bleach disinfectant. $

3. Clean and sanitize sinks, using bleach cleanser. $

4. Clean and sanitize inside and outside of toilet bowls. $

5. Clean and sanitize inside and outside of urinals. $

6. Clean mirrors. $

7. Check urinal screens and cakes and replace as needed. $ WEEKLY

9. Wash interior and exterior windows. $

10. Dust entire facility including light fixtures, television, and cubbies. $ * Cleaning products needs to be used to remove dirt. Use of heavy fluids on these floors will be an issue.

COUGAR PARK COMMUNITY BUILDING MONTHLY TOTAL:
(Daily + Weekly) $
D-1: COUGAR PARK COMMUNITY BUILDING ANNUAL TOTAL
(Monthly Total) $
RFP - City Wide Janitorial Services

SCHEDULE E – PARKS & RECREATION DEPT. ADMINISTRATION OFFICES (2,500 sf) Service Hours: Monday, Wednesday and Friday before 8:00 A.M.

DAILY
No. Task
Monthly Charges
with Product

1. Empty all trash receptacles, disinfect, and reline. $

2. Sweep all uncarpeted areas, including front entry, restrooms, and kitchen. $

3. Vacuum all carpeted areas, including entry rugs $

4. Spot clean carpet. $

5. Clean front counters with disinfectant spray. $

6. Clean front entry doors, including glass area, handles and frames. $

RESTROOMS

1. Clean and sanitize sinks with germicidal cleaning spray. $

2. Clean and sanitize inside and outside of toilet bowls with bleach based disinfectant cleanser. $

3. Clean mirrors and stainless steel. $

KITCHEN

1. Clean counters with germicidal cleaning spray. $

2. Clean sink with stainless steel cleanser. $
WEEKLY

1. Wet mop restrooms with bleach-based cleanser. $

2. Wet mop laminate flooring in entry and eating area, with appropriate cleanser. $

3. Wet mop tile flooring in kitchen with appropriate cleaner. $ PARKS & RECREATION DEPARTMENT ADMIN. OFFICES
MONTHLY TOTAL:
(Daily + Weekly + Monthly) $

QUARTERLY
*1. Clean both sides of all interior and exterior windows $ E-1: PARKS & RECREATION DEPARTMENT ADMIN. OFFICES

ANNUAL TOTAL
(Monthly Total + Quarterly)
$
RFP - City Wide Janitorial Services

SCHEDULE F – COVINA PARK RECREATION HALL (2,500 sq. ft.) Service Hours: Monday through Saturday after 10:00 P.M. or before 8:00 A.M..

DAILY
No. Task
Monthly Charges
with Product

1. Empty all trash receptacles, disinfect, and reline $

2. Dust mop wood floor in main room. $

3. Spot clean wood floor for spills or sticky areas using Bona (brand) (or similar) hardwood floor cleaner. $

4. Vacuum entry rugs $

5. Sweep tile floor in entry area and restrooms. $

RESTROOMS

1. Clean and sanitize sinks with germicidal cleanser. $

2. Clean and sanitize inside and outside of toilet bowls with bleach based disinfectant cleanser. $

3. Clean mirrors and stainless fixtures. $

KITCHEN

1. Clean counters and sink with germicidal cleaning spray. $ WEEKLY

1. Wet mop restrooms with bleach based cleaner $

2. Wet mop tile flooring in entry and kitchen. $

3. Clean hardwood floor with hardwood floor cloth over mop, mist cloth with Bona (brand) (or similar) hardwood floor cleaner. (Do not get Bona solution on baseboards).
$

4. Clean mirrors in entry and main room $
COVINA PARK RECREATION HALL MONTHLY TOTAL:
(Daily + Weekly)
$

QUARTERLY
*1. Clean both sides of all exterior windows. $
* Quarterly and Annual Services are to be billed only after service is provided.

F-1: COVINA PARK RECREATION HALL ANNUAL TOTAL
(Monthly Total + Quarterly) $
RFP - City Wide Janitorial Services

SCHEDULE G – COVINA PARK AQUATIC CENTER (SEASONAL)
Service Hours: June 1 – September 15; Monday through Thursday and Saturday after 10:00 P.M. or before 2:00 A.M.

DAILY
No. Task
Monthly Charges
with Product

1. Empty all trash receptacles, disinfect, and reline $

2. Sweep floor in entry area and office areas. $

3. Clean counter tops in entry and office areas. $

RESTROOMS AND LOCKER ROOMS

1. Restock toilet paper and soap dispensers. $

2. Empty sanitary napkin receptacles in women’s restrooms. $

3. Clean and sanitize sinks with germicidal cleanser. $

4. Clean and sanitize inside and outside of toilet bowls with bleach based disinfectant cleanser $

5. Clean mirrors and stainless fixtures. $

6. Clean showers with bleach-based cleanser. $

7. Clean/hose down all floors with bleach-based cleanser. $

PRIOR TO SEASON OPENING (ANNUAL)

1. Clean both sides of all exterior windows. $
* Quarterly and Annual Services are to be billed only after service is provided.

G-1: COVINA PARK AQUATICS CENTER ANNUAL TOTAL
(Daily + Annual)
$
SCHEDULE H – COVINA TEEN CENTER (1,600 sq. ft.)
Service Hours: Monday through Friday after 10:00 P.M. or before 6:00 A.M..

DAILY
No. Task
Monthly Charges
with Product

1. Empty all trash receptacles, disinfect, and reline. $

2. Sweep and mop main room, restroom hallway, and computer room. $

3. Clean door glass panels inside and outside. $
RFP - City Wide Janitorial Services

4. Clean and polish drinking fountain. $

5. Remove cobwebs off light fixtures and A/C vents. $

6. Wipe down tables and furniture. $

RESTROOMS

1. Clean and disinfect sinks, urinals, and toilets. $

2. Mop and disinfect tile floors and walls. $

3. Replenish paper supplies and soap dispensers. $
COVINA PARK TEEN CENTER MONTHLY TOTAL:
(Daily Total)
$

QUARTERLY
*1. Polish floors in main room, restroom hallway, computer room. $ *2. Deep scrub restroom tile floors and walls. $
* Quarterly and Annual Services are to be billed only after service is provided.

H-1: COVINA TEEN CENTER ANNUAL TOTAL
(Monthly Total + Quarterly) $
SCHEDULE I – COVINA POLICE DEPARTMENT (35,400 sq. ft.) [ADDITIVE] Day Porter: Monday through Friday 10:00 A.M. to 1:00 P.M.; Evening Cleaning: Monday through Thursday and Sunday 8:00 P.M. to 12:00 A.M; Jail Cleaning: Monday, Tuesday and Thursday 8:00 P.M. to 10:00 P.M DAILY
No. Task
Monthly Charges
with Product

COMMON AREAS

1. Clean and remove smudges from entry door. $

2. Wipe clean all glass, wood, or metal doors and door jams. $

3. Empty all trash receptacles, clean container with clean damp cloth and replace plastic liner. $

4. Dust and clean all horizontal surfaces under seven (7) feet above floor. $

5. Vacuum all carpeted areas. $

6. Spot clean carpet area completely with dry cleaning compound. $

7. Dust mop, damp mop, of all hard surface floors, machine polish as needed.
$
RFP - City Wide Janitorial Services

8. Clean and remove smudges and walls and wall coverings. $

9. Clean, disinfect, sanitize, and polish all water fountains. $

10. Wipe and clean all fire extinguisher cabinets and glasses. $

11. Dust and clean all lobby and corridor signage. $

OFFICE AREAS

1. Dust and clean all signage. $

2. Clean and remove all fingerprints and smudges from entry doors. $

3. Damp mop all non-carpeted floors. $

4. Vacuum all carpeted areas. $

5. Spot clean all carpets. $

6. Return all furniture to original configuration. $

7. Clean and remove smudges and walls and wall coverings. $

8. Remove fingerprints and smudges from light switch covers. $

9. Dust and clean all horizontal surfaces under seven (7) feet above floor. $

10. Empty all trash and remove from building to designated area, replace plastic liners. $

11. Empty recycle containers and remove from building to appropriate recycle bins.
$

12. Clean, disinfect, and sanitize the break room and coffee station counters, table tops, and cabinets.
$

RESTROOMS AND SHOWER ROOMS/LOCKER ROOMS

1. Dust and clean restroom signage and doors. $

2. Vacuum all restroom vestibules and remove spots. $

3. Wet mop and disinfect tile floors, including areas under urinals and toilet bowls.
$

4. Clean alkaline deposits and soap spills from floor tile, tile grout. $

5. Clean, disinfect, and sanitize all basins, urinals and toilet bowls. $

6. Clean, disinfect, and sanitize underside rims of urinals and toilet bowls. $

7. Clean, disinfect, and sanitize both sides of toilet seats. $

8. Empty and clean trash containers and sanitary napkin containers and replace liners. $

9. Empty, clean, sanitize and polish all paper dispensers, replace liners as necessary.
$

10. Clean and polish all mirrors. $

11. Wipe and polish all chrome, metal fixtures and doorknobs. $ RFP - City Wide Janitorial Services

12. Spot clean and disinfect all partitions and tile walls. $

13. Fill all toilet tissue, seat covers, soap, body soap (showers), towels, and sanitary napkin dispensers $

14. Clean, disinfect, and sanitize shower walls and floors. $

15. Clean, disinfect, and sanitize shower curtains and doors. $

16. Wipe down benches. $

17. Dust and clean all horizontal surfaces under seven (7) feet above floor. $

18. Remove mildew/mold from tile/grout. $

STAIRWELLS

1. Clean wood steps, corners and riser seams. $

2. Clean door kick plates. $

3. Dust hand rails, canisters and ledges. $

4. Dust and clean stairwell signage. $

5. Dust and clean all horizontal surfaces under seven (7) feet above floor $

CONFERENCE/TRAINING ROOMS

1. Clean all conference room tables. $

2. Clean white boards and tray (leave streak free). $

3. Return furniture to original configuration. $

4. Empty all trash and remove from building to designated areas, replace plastic liners.
$

5. Vacuum carpeted areas. $

6. Remove tape and paper from walls. $

7. Dust and clean all horizontal surfaces under seven (7) feet above floor. $

BREAK AREAS/COFFEE STATIONS

1. Clean, wash, and disinfect break room and coffee station sinks, counter tops, and tables. $

2. Empty all trash and remove from building to designated areas, replace plastic liners.
$

3. Return furniture to original configuration. $

4. Sweep floors (remove chairs to clean under tables). $

5. Dust and clean all horizontal surfaces under seven (7) feet above floor. $

LOBBY AND MAIN ENTRANCE

1. Vacuum carpeted areas. $
RFP - City Wide Janitorial Services

2. Spot clean carpeted areas utilizing a dry cleaning compound. $

3. Clean, disinfect, and sanitize all counters. $

4. Clean and polish all entry handles, door trims, metal trim and signage. $

5. Dust and clean all horizontal surfaces under seven (7) feet above floor. $

6. Empty all trash receptacles, clean containers with damp cloth and replace liner.
$

7. Clean, polish, and sanitize all water fountains. $

8. Dust and clean all lobby furniture- return to original configuration. $ JAIL

1. Clean and sanitize all jail cells. $

2. Wet mop and disinfect floors, including areas under urinals and toilet bowls. $

3. Clean, disinfect, and sanitize all basins, urinals and toilet bowls. $

4. Clean, disinfect, and sanitize underside rims of urinals and toilet bowls. $

5. Clean, disinfect, and sanitize both sides of toilet seats. $

6. Clean, disinfect, and sanitize all sinks and signage. $

7. Dust and clean all horizontal surfaces under seven (7) feet above floor. $ WEEKLY

COMMON AREAS

1. Clean and polish all entry handles, door trims and metal trim. $

2. Dust and clean all walls, ledges, door jams, windowsills, and exit signs over (7) feet above floor. $

OFFICE AREAS

1. Vacuum all carpeted areas. $

2. Dust and clean all walls, ledges, door jams, windowsills, and exit signs over (7) feet above floor. $

3. Vacuum and wipe vinyl furniture clean. $

RESTROOMS

1. Clean, disinfect and sanitize ceramic tile floors and walls. $

2. Wash, disinfect and sanitize all waste containers. $

3. Clean and polish all doors, door plates and hardware. $

4. Pour clean water down floor drains to prevent sewer gases from escaping. $

5. Dust ledges and base boards. $
RFP - City Wide Janitorial Services

6. Check operation of deodorizers, restock and replace batteries as needed. $

7. Scrub shower floors. $

8. Clean, disinfect, and sanitize shower mats. $

9. Clean interior and exterior of all lockers $

10. Dust and clean all walls, ledges, door jams, and exit signs over (7) feet above floor. $

11. Dust and clean the tops of lockers. $

STAIRWELLS

1. Clean and disinfect handrail banisters. $

2. Remove spider webs $

3. Clean all walls of fingerprints and smudge marks. $

4. Clean and disinfect all emergency phones. $

5. Dust and clean all walls, ledges, door jams, and exit signs over (7) feet above floor. $

BREAK AREAS/COFFEE STATIONS

1. Sweep, mop and scrub floors (remove chairs to clean under tables). $

2. Clean all vinyl chairs. $

3. Clean interior and exterior of refrigerator. $

4. Pour enzyme in all drains. $

5. Clean all smudges from all doors, walls, and wall coverings. $

6. Dust and clean all walls, ledges, door jams, and exit signs over (7) feet above floor $

LOBBY AND MAIN ENTRANCE

1. Edge clean carpet and tile areas. $

2. Clean the inside and outside of all entrance windows. $

3. Clean window sills and edges. $

4. Thoroughly clean all lobby counters and cabinets. $

5. Dust and clean all walls, ledges, door jams, and exit signs over (7) feet above floor.
$

6. Clean all smudges from all doors, walls, plexiglass partitions, and wall coverings. $
JAIL

1. Dust all jail cells. $
RFP - City Wide Janitorial Services

MONTHLY

COMMON AREAS

1. Clean all ceiling vents and grills. $

2. Dust all ceiling corners and entry ways. $

3. Dust and clean all baseboards. $

4. Dust and clean the inside and outside of all light fixtures and covers. $

5. Clean and treat all wood paneling and furniture. $

OFFICE AREAS

1. Clean all partitions, doors, door jams, floor mats, and mirrors. $

2. Dust clean or vacuum all drapes and blinds. $

3. Brush and clean all vents and grills. $

4. Clean all non- carpeted floors. $

5. Dust and clean all light fixtures, reflectors and covers. $

RESTROOMS AND SHOWER ROOMS

1. Wipe clean all ceiling lights and fixtures. $

2. Machine scrub all tile floors. $

3. Detail all toilet compartments and fixtures. $

4. Brush and clean all vents and grills. $

STAIRWELLS

1. Wipe clean all stairwell doors and door jams. $

2. Dust and clean all baseboards. $

3. Dust and clean the inside and outside of all light fixtures and covers. $

4. Dust and clean all emergency fire equipment and plumbing. $

5. Dust metal screen in stairwell and clean HVAC vents $

BREAK AREAS/COFFEE STATIONS

1. Clean and treat wood surfaces. $

2. Brush and clean all vents and grills. $

3. Edge vacuum all wall bottoms and corners. $

4. Clean floors and wall behind the refrigerator. $
RFP - City Wide Janitorial Services

COVINA POLICE DEPARTMENT MONTHLY TOTAL:
(Daily + Weekly + Monthly)
$

QUARTERLY
*1. Polish all tile floors $
ANNUAL
*1. Shampoo carpets (first shampoo should occur in Summer 2027) $ *Contractor must obtain prior schedule approval.
* Quarterly and Annual Services are to be billed only after service is provided.

I-1: COVINA POLICE DEPARTMENT ANNUAL TOTAL [ADDITIVE]
(Monthly Total + Quarterly + Annual) $

TOTAL COST FOR SCHEDULES A THROUGH I
No. Schedule Annual Total
A-1 City Hall Complex $
B-1 City Yard $
C-1 Covina Public Library $
D-1 Cougar Park Community Building (Seasonal) $
E-1 Parks & Recreation Department Administrative Office $ F-1 Covina Park Recreation Hall $
G-1 Covina Park Aquatics Center (Seasonal) $
H-1 Covina Teen Center $
I-1 Covina Police Department (Additive) $
SCHEDULES A-H TOTAL ANNUAL COST [BASE]: $
SCHEDULE I TOTAL ANNUAL COST [ADDITIVE]: $
SCHEDULES A – I TOTAL ANNUAL COST:
[BASE + ADDITIVE] $
Note: The quantities (square footage of buildings) contained in the proposal documents are approximate only and are for the sole purpose of comparing proposals. The City will only pay for services provided. [SIGNATURE LINE FOLLOWS]
RFP - City Wide Janitorial Services

PROPOSER:____________________________________________________________________ SIGNATURE: ______________________ TITLE: _________________ DATE: ___________

3. Information Required of Proposers
Fill out all of the following information. Attach additional sheets if necessary. (1) Proposer’s Name:
(2) If the Proposer’s name is a fictitious name, who or what is the full name of the registered owner? If the Proposer’s name is not a fictitious name, write “N/A” in the response to this question. If you are doing business under a fictitious name, provide a copy of the filed valid Fictitious Business Name Statement.
(3) Business Address:
(4) Telephone: Facsimile:
(5) Type of firm - Individual, Partnership, LLC or Corporation:
(6) Corporation organized under the laws of the State of:
(7) California State Contractor’s License Number and Class:

Original Date Issued: Expiration Date:
(8) DIR Contractor Registration Number: _________________________________________ (9) List the name and title of the person(s) who inspected the Project site for your firm:
______________________________________________________________________ (10) List the name and title of the person(s) who attended the non- mandatory pre-proposal meeting for your firm, including the non-mandatory site visit, (if any):
(11) Number of years of experience the company has as a contractor in janitorial services work:
(12) List the names, titles, addresses, and telephone numbers of all individuals, firm members, partners, joint ventures, and company or corporate officers having a principal interest in this Proposal:

RFP - City Wide Janitorial Services

(13) List all current and prior D.B.A.’s, aliases, and fictitious business names for any principal having interest in this Proposal:
(14) List the dates of any voluntary or involuntary bankruptcy judgments against any principal having an interest in this Proposal:
(15) For all arbitrations, lawsuits, settlements and the like (in or out of court) that the company or any principal having an interest in this Proposal has been involved with in the past five (5) years:
a. List the names, addresses and telephone numbers of contact persons for the parties:
b. Briefly summarize the parties’ claims and defenses:
c. State the tribunal (e.g., Superior Court, American Arbitration Association, etc.), the matter number, and the outcome:

RFP - City Wide Janitorial Services

(16) Has the company or any principal having an interest in this Proposal ever had a contract terminated by the owner or agency? If yes, explain.
(17) Has the company or any principal having an interest in this Proposal ever failed to complete a project? If yes, explain.
(18) Has the company or any principal having an interest in this Proposal ever been terminated for cause, even if it was converted to a “termination of convenience”? If yes, explain. (19) For projects that the company or any principal having an interest in this Proposal has been involved with in the last five (5) years, did you have any claims or actions:
a. By you against the owner? Circle one: Yes No
b. By the owner against you? Circle one: Yes No
c. By any outside agency or individual for labor compliance? Circle one: Yes No d. By Subcontractors? Circle one: Yes No
e. Are any of these claims or actions unresolved or outstanding? Circle one: Yes No
If your answer is “yes” to any part or parts of this question, explain.

Upon request of the City, the Proposer shall furnish evidence showing a notarized financial statement, financial data, experience, or other additional information.

RFP - City Wide Janitorial Services

Failure to provide truthful answers to the questions above or in the following References Form may result in the Proposal being deemed non-responsive.

The Proposal certifies under penalty of perjury under the laws of the State of California that the information provided above is true and correct.

Notary Public
Subscribed and sworn to me
Signature:

This day of , 20
Title:

Signature:
(SEAL)
Company
Signature:

Title:

Date:

Signature:

Title:

Date:

4. References

REFERENCES FORM
For agencies that you are currently working with or have worked with in the past five (5) years, provide the following information:

Project 1 Name/ Number
Project Description
Approximate Dates From: _________________ To: ___________________ Agency Name:

Contact Person: Telephone:

Address:

Original Contract Amount: $ Final Contract Amount: $
If final amount is different from original amount, please explain (change orders, extra work, etc.).

RFP - City Wide Janitorial Services

Did you or any Subcontractor file any claims against the Agency? Circle one: Yes No
Did the Agency file any claims against you?
Circle one: Yes No
If you answered yes to either of the above two questions, please explain and indicate outcome of claims.

Project 2 Name/ Number
Project Description
Approximate Dates From: _________________ To: ___________________ Agency Name:

Contact Person: Telephone:

Address:

Original Contract Amount: $ Final Contract Amount: $
If final amount is different from original amount, please explain (change orders, extra work, etc.).

Did you or any Subcontractor file any claims against the Agency? Circle one: Yes No
Did the Agency file any claims against you?
Circle one: Yes No
If you answered yes to either of the above two questions, please explain and indicate outcome of claims.

RFP - City Wide Janitorial Services

Project 3 Name/ Number
Project Description
Approximate Dates From: _________________ To: ___________________ Agency Name:

Contact Person: Telephone:

Address:

Original Contract Amount: $ Final Contract Amount: $
If final amount is different from original amount, please explain (change orders, extra work, etc.).

Did you or any Subcontractor file any claims against the Agency? Circle one: Yes No
Did the Agency file any claims against you?
Circle one: Yes No
If you answered yes to either of the above two questions, please explain and indicate outcome of claims.

5. Resume of General Manager/Operations Manager
RESUME
Attach to this Proposal the experience resume of the person who will be designated as the Contract Representative for the City.

RFP - City Wide Janitorial Services

6. Special Conditions
A. CITY PERSONNEL
A-1 CITY REPRESENTATIVE
The City shall designate an employee of the City as the City Representative who shall act on behalf of the City with respect to all aspects of this Contract. The City shall designate the City Representative in writing within ten (10) calendar days after the execution of this Contract and shall promptly notify the Contractor in writing if the City Representative has changed.

The administration of this Contract is vested wholly in the City Representative. The City Representative shall have day-to-day authority to require the Contractor to comply with all provisions of this Contract.

The City Representative does not have the authority to adjust the compensation, to amend the contract, to waive any provision of the contract, to approve invoices in excess of the contract amount, or to increase the contract not-to-exceed amount.

The Contractor shall provide the City Representative free and easy access to inspect and measure the manner and progress of the Services at all times and to inspect the types and quantities of tools, equipment, chemicals, supplies and all other materials used in the performance of the Services. It is agreed that such inspection and measurement is not for the purpose of controlling or directing the Services or personnel of the Contractor, but to assure that all Services meet the requirements of the Contract.

The City Representative shall decide any and all questions which may arise as to conformance of and acceptability of tools, equipment, chemicals, supplies, and all other materials and methods and procedures used in the performance of the Services with regard to the requirements included herein. The City Representative shall decide all questions which may arise as to the interpretation of the Contract Documents relative to the Services and the fulfillment of the Contract on the part of the Contractor.

The City Representative will determine the amount and quality of the several kinds of Services performed and materials furnished which are to be paid for under this Contract.

The City Representative shall have the authority to require the Contractor to make temporary changes in the assignment of routine services, tasks and task frequencies if such changes do not affect the unit prices contained in the PROPOSAL SCHEDULE. Such temporary changes shall not affect the amount of payment to the Contractor.

The City Representative reserves the right to demand full conformance with the terms and conditions of this contract by the Contractor and the Contractor’s personnel. The Contractor agrees to respond to any complaints or concerns by the City Representative pertaining to its personnel’s performance under this contract and to take appropriate action to remedy any such complaints or concerns regarding the Contractor’s personnel in a timely manner. The City Representative shall have the authority to take appropriate corrective action up to and including removal of the Contractor’s personnel from a work area in the event that the Contract presentative is not available to take the appropriate action himself until such time as the Contractor is available to, and does remedy the concern or complaint regarding the Contractor’s personnel.

RFP - City Wide Janitorial Services

One or more personnel of the City may be designated by the City Representative to monitor and inspect the performance and progress of the Services provided under this Contract.

The City Representative shall, in no instance, have the authority to act as foreman or supervisor for the Contractor and shall not interfere with the Contractor in the supervision or direction of the personnel of the Contractor, unless the Contractor or his designee is not available, then the City Representative shall have the authority to take appropriate action as outlined in section D-1.

Any advice provided to the Contractor by the City Representative shall in no way be construed as binding upon the City or release the Contractor from fulfilling the provisions of the Contract.

A-2 CITY RESPONSIBILITIES
The City will have the following responsibilities:

1. Provide guidelines for janitorial services for associated properties and facilities.

2. The City shall actively work with Contractor to jointly develop all necessary emergency operations and critical incident management protocols for use by Contractor personnel and shall support the Contractor in the development of all necessary protocols and procedures for effectively providing comprehensive janitorial services.

3. The City or its designee will conduct regular periodic review to ensure Contractor’s adherence to contract specifications and continued ability to responsibly perform contract services.

4. The City will prepare a Contract Discrepancy Report to identify specific failures of the Contractor to meet contract requirements.

5. The City will provide the Contractor key fobs for entry to the associated properties and facilities to a list of individuals that will be provided by the Contractor to the City for the personnel of the Contractor completing the work.

6. The City will provide the Contractor access to equipment/supplies storage rooms at the specified locations in order to store equipment/supplies needed to complete the work outlined.

B. CONTRACT PERSONNEL
B-1 CONTRACT REPRESENTATIVE
The Contractor shall provide a Contract Representative, acceptable to the City Representative. The Contract Representative shall have full authority to act for the Contractor at all times and to carry out the provisions of this Contract.

The Contract Representative shall ensure that sufficient inspections are conducted to guarantee the Services are performed according to the specified standards. In addition to these inspections, the Contract Representative shall perform and submit written inspection reports of designated Assignment Areas on a monthly basis to the City to ensure service levels are being met.

The Contract Representative shall be on-call at all times for emergencies and must be able to respond immediately and/or call immediately. The Contract Representative must be able to report within one (1) hour to any of the locations covered by this Contract. The Contract Representative shall make himself or herself available to the City Representative to discuss performance of the Services or other provisions of this contract at any time.

RFP - City Wide Janitorial Services

The Contract Representative shall be adequately trained in compliance of all applicable OSHA and other Federal, State, and local laws and regulations regarding materials that may be encountered in the performance of the Services.

The Contractor shall provide adequate secretarial, clerical, and record keeping support both on-site and off-site to eliminate the need for the Contract Representative to personally prepare payroll, daily, weekly, and monthly statements and invoices, and/or to personally inform other clerical and record keeping activities.

B-2 PROJECT PERSONNEL
The Contractor shall provide an adequate number of trained, qualified personnel capable of performing the services in accordance with the Contract Documents. As a minimum, the Contractor shall provide an appropriate number of trained and qualified personnel. The City Representative may demand full conformance with the terms and conditions of this contract by the Contractor and the Contractor’s personnel. The Contractor agrees to respond to any complaints or concerns by the City Representative pertaining to its personnel’s performance under this contract and to take appropriate action to remedy any such complaints or concerns regarding the Contractor’s personnel in a timely manner.

Personnel assigned to specific areas shall be used exclusively in that area and will not perform other or additional duties specified herein during that shift, unless approved or requested by the City Representative.

It is understood and agreed by the City and the Contractor that the Contractor is retained as an independent Contractor and in no event shall any employee hired by the Contractor be or be considered an employee of the City. Personnel performing the services on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s personnel. Contractor shall not, at any time, or in any manner, represent that it or any of its officers, agents or personnel are in any manner personnel of City.

In no event shall any personnel hired by the Contractor engage or involve City personnel in disputes or complaints between the Contractor and his personnel.

In the event that the Contractor needs to hire subcontracted personnel to perform any task outlined in the Proposal Schedule, the Contractor will provide the City a listing of the personnel for review and approval prior to beginning the work.

B-4 RELIEF FOR ABSENTEEISM AND VACATION
The Contractor shall provide relief personnel as necessary and work overtime as necessary at no cost to the City to ensure that the routine services are performed as required.

If the Contract Representative is absent or late, the Contractor shall provide for each vacant position a competent replacement that has the authority to carry out the terms and provisions of the Contract.

B-5 ORGANIZATION CHART
RFP - City Wide Janitorial Services

The Contractor shall prepare and maintain on file at the site of the work an updated organization chart showing assigned work areas of each employee performing services under this contract. The Contractor shall provide the City Representative with an up-to-date copy of the organizational chart upon request or whenever a change is made.

B-6 TRAINING
The Contractor shall provide each employee with adequate training to competently perform the services.

The Contractor shall maintain a training record for each employee. The training record shall show, as a minimum, the employee’s name, date of employment, the type and date of each training class attended, and the class instructor. The Contractor shall present such records for inspection upon request by the City Representative. The City Representative may from time to time, monitor the conduct of such training classes.

As a minimum, the Contractor shall provide each employee performing services with the following training classes within the first two weeks of employment:
• Introduction to Assignment
• Tools and Equipment
• Dusting and Spot Cleaning
• Rest Room Cleaning, Disinfection
• Carpet Care
• Hard Surface Floor Care
• Task and Frequencies
• Common Mistakes
• Quality Assurance
• Safety while Cleaning- Infectious material handling/clean-up (e.g. blood-borne pathogens) Upon request by the City Representative, the Contractor shall prepare and provide to the City Representative, a written schedule of training classes to be conducted the forthcoming week. The schedule shall define the class, times, locations, contents, instructors, and attendees for each class.

The Contractor shall provide an electronic viewing mechanism capable of being operated by remote control for the purpose of viewing electronic training demonstrations.

The time each employee spends attending a training class shall not be applied to any minimum number of hours required for the performance of services.

B-7 WORKFORCE STABILITY
The Contractor shall include a description of developed employee retention and motivation program. The Contractor shall explain in detail the policies and procedures in place for employee discipline, employee development, and employee retention. Also, to be included is a description of the workforce (years of experience, training, date of last review, job rating, and proficiency). The City requires that the Contractor be able to show workforce continuity and stability, as well as job familiarity among its present personnel.

B-8 MAINTENANCE OF UNIFORMS AND EQUIPMENT
RFP - City Wide Janitorial Services

The Contractor shall ensure that janitorial personnel are in uniform bearing the name of the Contractor and have visible identification on them at all times while services are rendered. The Contractor is responsible for assuring that all janitorial personnel maintain a clean and neat appearance in accordance with the Contractor standards, up to and including responsibility for maintenance and replacement of uniforms as necessary. Likewise, it is expected that all equipment, particularly vehicles used by the Contractor shall be kept clean, well-maintained, and in safe operating conditions at all times, free from defects or wear which may in any manner constitute a hazard to any person or persons on City property.

B-9 PERFORMANCE REQUIREMENTS AND VERIFICATION
Contractor Responsibility
Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity as required and set forth in the contract with the City. Contractor shall likewise be responsible for disciplining contract personnel as necessary to ensure such performance.

Quality Control Measures
The implementation of proper quality control measure is essential in order for the Contractor to meet the City’s service levels. Proper quality control measures include but are not limited to: photographic evidence of areas cleaned, daily/weekly/monthly/quarterly checklists of the Proposal Schedule items to be submitted to the City for inspection, and electronic correspondence from the Contractor to the City to record daily/weekly/monthly/quarterly tasks are completed.

Monthly Progress Reports
A monthly progress report will be provided by the Contractor detailing service provided to the City at the end of each billing period. The report will be categorized and reporting done by services and by site/location.

Alcohol and Drug Policy
Contractor must present City with a comprehensive Alcohol and Drug Testing Policy. Proof of a negative drug screen within the last 30 days is required for all personnel.

City Verifications and Inspections
It shall be the responsibility and prerogative of the City to inspect, investigate, conduct inquiries into, supervise, and otherwise direct the activities of any and all personnel providing service under this contract.

Such activities will be conducted on a regular, periodic basis, either announced or unannounced by the City Representative or his/her designee. The Contractor shall only participate in activities approved by the City Representative. If Contractor is given direction to participate in activities by any other person besides the City Representative, this request needs to be reported to the City Representative immediately.

B-10 ADDITIONAL CONTRACTOR REQUIREMENTS/INFORMATION
The Contractor must also be able to meet the requirements listed below prior to commencing service:

RFP - City Wide Janitorial Services

1. Licensed to do business in the State of California.

2. Licensed to do business in the City of Covina.

B-11 LABOR ACTIVITY
The Contractor shall be responsible for its own labor relations with any trade or union representative among its personnel and shall negotiate and be responsible for adjusting all of the disputes between itself and its personnel or any union representing such personnel. Whenever the Contractor has knowledge that any actual or potential labor dispute is delaying or threatens to delay the timely performance of the Services, the Contractor shall immediately give written notice thereof to the City. No union meetings are permitted on City property.

If any strike, boycott, picketing, work stoppage, slowdown or other labor activity is directed against the Contractor which results in the curtailment or discontinuation of services provided hereunder, the City shall have the right, during said period, to employ any means legally permissible to have the services provided.

In the event of a work stoppage by personnel of the City or any of the City’s other contractors affecting the site, the Contractor shall furnish the services required to keep the site in a condition acceptable to the City. In the event of danger to the personnel of the Contractor, such services shall be performed by the Contractor’s management and supervisory personnel in cooperation with the City’s personnel.

C. COMPENSATION
C-1 CHANGE IN MINIMUM NUMBER OF WEEKLY SERVICE HOURS
The City Representative shall have the right to increase or decrease the required minimum number of weekly service hours by providing written notification to the Contractor and by increasing or decreasing PROPOSAL SCHEDULE ITEM NUMBERS A-1, B-1, C-1, D-1, E-1, F-1, G-1, H-1 and/or I-1 (Optional).

C-2 COMPENSATION FOR ROUTINE MAINTENANCE WORK AND PROJECTS Payment will be made to the Contractor for janitorial maintenance services as defined herein after approval of each four-week invoice, based upon satisfactory completion of each week’s Services. The price for routine services shall not exceed the maximum amount shown on all PROPOSAL SCHEDULES for these Services, unless changes in the Services provided are made and approved in advance by the City. Payment for routine services will be made in conformance with the FORMULA FOR COMPUTING WEEKLY SERVICE CHARGE BY CONTRACTOR shown in the PROPSOAL FORM. The City reserves the right to make increases and decreases in the routine services as it sees fit.

C-3 COMPENSATION ESCALATION FOR ADDITIONAL CONTRACT TERMS In the event the City elects to exercise any of its options to extend this Contract beyond its initial threeyear term, the rates in all Proposal Schedules may be adjusted. At the conclusion of the first contract year and prior to the commencement of the second contract year, third contract year, and any subsequent contract extension period(s), the Contractor may request unit price increases. Under no circumstances shall the City accept price increases that exceed the rate of change in the Los Angeles-Orange-Riverside Consumer Price Index for the most recently available 12-month period. There shall be no other increase RFP - City Wide Janitorial Services

made to the contract amount for additional expenses incurred by the contractor in the event of wage or salary increases for any reason other than the aforementioned CPI increase. The unit price increase request is due two months before the end of a contract period. Upon the City’s approval, any increases will be effective at the beginning of the next contract period.

C-4 NON-PERFORMANCE OF SERVICES
Routine maintenance services shall be considered not to have been performed when, in the judgment of City Representative, any one of more of the following conditions exists:

The routine maintenance services in an area were not performed in strict accordance with the Performance Standards, or were not performed at the specified frequency, or were not performed during the specified shift.

The specified equipment, tools, or environmentally friendly chemicals were not available, were not used, were not used correctly, or were not in good operating condition.

The routine maintenance services were not performed within the scheduled day and work shift.

The employee performing the routine maintenance services does not report property damage or operational issues, such as toilet in a restroom not working.

The employee performing the routine maintenance services has not received the specified training.

The employee performing the routine maintenance services was not uniformed in accordance with the requirements of the Special Conditions.

Services will be considered not to have been performed when, in the City Representative, any of the following conditions exist:

Services were not performed in accordance with Project Performance Standards. The Project was not performed within the time period specified in the Project Work Order.

Requested services by written work were not completed in its entirety.

C-5 NON-PERFORMANCE OF SERVICES/LIQUIDATED DAMAGES FOR CITY

BUILDINGS
In the event of non-performance of routine maintenance services by the Contractor, the City representative shall have the right to exercise one of the following options in its sole discretion:

The Contractor shall correct such item of non-performance within 24 hours upon notification by the City, and the City shall make no deductions for such item of non-performance.

The City shall correct the item of non-performance by using another Contractor, or by any means it deems necessary and reasonable. Direct cost incurred by the City for the correction of the time of the personnel of the City involved in such correction shall be deducted from payments made to the Contractor.

RFP - City Wide Janitorial Services

The City shall allow the non-performance to remain uncorrected and shall make a deduction from payments to the Contractor in accordance with the following paragraphs in this section.

Repeated instances of non-performance by the Contractor may result in a verbal warning from the City.

After two verbal warnings, written warning will be given. In the event of non-performance continues, additional written warnings will be issued. If the Contractor receives three written warnings within a threemonth period, the City will assess $2,000 in liquidated damages. * Each subsequent written warning will carry a cost for liquidated damages* in the amount of $3,000 per offense. The dollar amount assessed for liquidated damages* will be subtracted from the amount due on the invoice immediately following written notification of non-performance. Warnings will be assessed over the entire contract regardless of location on an annual basis. Continued incidences of non-performance may result in the contract being cancelled by the City. Examples of non-performance of routine maintenance services include, but are not limited to:
• Not cleaning a toilet and/or urinal, shower, restrooms, break room and/or water fountain • Not replenishing dispensers
• Not emptying trash containers
• Not changing trash can liners
• Not emptying recycling bins
• Not mopping floors
• Not vacuuming carpets
• Not cleaning surfaces (e.g. counter tops, floors, carpets, sinks, ceilings, partitions, doors, fixtures, stair wells, ledges, vents, entrance door windows, hand railings and floor drains) • The Contractor’s personnel not wearing uniforms with identification while providing cleaning services on City property
• Not reporting to work
• Leaving the premises before allotted work schedule ends • Leaving the premises after allotted work schedule ends because work still needs to be completed hindering public business hours.
• Not locking doors
• Not setting alarms upon exiting the building when closed for business. • Loss of building key, or entry card, or any other entry device Such incidents of non-performance will be considered unresponsive and unacceptable. *Execution of the Contract shall constitute agreement by the City and the Contractor that this represents the minimum value of the costs and actual damage caused by the failure of the Contractor to meet performance requirements. Such sum is liquidated damages and shall not be construed as a penalty, and may be deducted from payments due by the Contractor if such non-performance occurs.

D. INVOICES
D-1 PROJECT WORK ORDER
A Project Work Order may be issued by the City Representative directing the Contractor to perform Services in accordance with PROPOSAL SCHEDULE A-1, B-1, C-1, D-1, E-1, F-1, G-1, H-1 and/or I1. The City Representative shall have the unilateral right to delay, modify, or cancel such Project Work Orders.

RFP - City Wide Janitorial Services

D-2 STATEMENTS AND INVOICES
The Contractor shall submit invoices in duplicate, once monthly, or as services are completed.

Properly documented and substantiated invoices shall be payable net thirty (30). Those invoices not acceptable to the City Representative shall be returned to the Contractor for correction and subsequent resubmittal for payment.

Invoices shall include weekly statements for the Work performed.

WEEK ENDING:

Employee/Area
Assignment/Shift Sun Mon Tues Wed Thurs Fri Sat
The Contractor shall submit, with the invoices, certified time records for verification of the weekly statements.

E. GENERAL CONDITIONS
E-1 FACILITY LIST
The Contractor shall provide services, in accordance with specifications, to the following City facilities:

FACILITY NAME ADDRESS
CITY HALL COMPLEX 125 E. COLLEGE STREET
CITY YARD 534 N. BARRANCA AVENUE
COVINA PUBLIC LIBRARY 234 SECOND AVENUE
COVINA POLICE DEPARTMENT (ADDITIVE) 444 N. CITRUS AVENUE

COUGAR PARK COMMUNITY BUILDING (SEASONAL)
PARKS & RECREATION DEPT. ADMINISTRATIVE OFFICE

COVINA PARK RECREATION HALL

COVINA PARK AQUATICS CENTER (SEASONAL)

COVINA TEEN CENTER
150 W. PUENTE STREET
1250 N. HOLLENBECK AVENUE
340 VALENCIA PLACE
401 FOURTH AVENUE
301 N. FOURTH AVENUE
E-2 AREA ASSIGNMENTS
RFP - City Wide Janitorial Services

The Contractor shall assign its personnel to areas of work for performance of routine maintenance service in accordance with the Area Assignments as defined in the Specifications section of this Contract.

The Contractor shall ensure that each employee is in their assigned area or station, properly equipped, uniformed and ready to begin work at the beginning of the work shift and will remain in their work area during the entire work shift except for the break periods described below.

All personnel of the Contractor performing the Services shall be paid by the Contractor and take, for each four hours worked, a break of fifteen minutes from the time of discontinuing performance of the services until the time of resuming performance of the services. Such break times will take place at times scheduled by the Contractor and approved by the City Representative.

E-3 CHANGES TO CONTRACT DOCUMENTS
Any changes, additions, deletions, or modifications of any type to the Agreement or General Conditions shall be made only by written Amendment and signed by the Contractor and the City.

The City may from time to time, without invalidating the Contract, modify the Contract by adding, deleting, or changing any one or all of the areas to the Contract herein. All such changes shall be ordered by means of a Written Change Order. Any changes in the Compensation to the Contractor resulting from such Change Orders shall be agreed upon by the City and the Contractor.

E-4 CONTRACTOR’S ACCESS
Access routes, entrance gates, or doors, parking and storage areas, etc. and any imposed time limitations on the Contractor shall be designated by the City Representative. The Contractor shall conduct its operations in strict observation of the access routes and other areas established as described above. The Contractor shall ensure that under no circumstances shall any of the personnel of the Contractor enter or move upon any area not authorized by the City Representative for access by the Contractor.

The City shall give the Contractor’s personnel reasonable access to the areas where the Services are to be performed to the extent necessary or appropriate for the performance of said Services hereunder subject, however, to the City’s safety rules and regulations. The City shall arrange for access to buildings, including the provision of keys or key fobs as required by the Contractor to perform Services in accordance with Section A-2.

E-5 DISCLOSURE OF INFORMATION
The Contractor agrees that it will not during or after the term of this Contract disclose any proprietary information or confidential business information of the City, including, but not limited to its costs, charges, operating procedures and methods of doing business to any person, firm, corporation, association or other entity or to the general public for any reason or purpose whatsoever without the prior written consent of the City. Such confidential or proprietary information received by the Contractor shall be used by it exclusively in connection with the performance of the Services.

The Contractor shall not issue or release for publication any articles or advertising or publicity matter relating to the Services performed by the Contractor hereunder or mentioning or implying the name of the City, its subsidiaries or affiliated companies or their respective personnel, without the prior written consent of the City.

RFP - City Wide Janitorial Services

E-6 KEY CONTROL
The Contractor shall adequately secure the keys, key fobs, other entry devices and codes provided by the City. The Contractor shall maintain a record of the key numbers issued to its personnel.

The Contractor shall immediately report any such item which becomes lost, missing or stolen to the City Representative. Should the Contractor lose or have gotten stolen any keys, key fobs, other entry devices or entry codes issued to the Contractor by the City, the cost of changing locks, keys, key fobs, other devices or entry codes to buildings, rooms or areas accessible by the lost or stolen keys will be deducted from the Contractor’s invoice to the City for the Work performed under this Contract.

E-7 PERFORMANCE OF THE SERVICES
The Contractor shall be responsible for the complete and timely performance of all the Services under this Contract and for all manner and type of tools, equipment, supplies, and materials of every description required to successfully perform all Services under this Contract.

E-8 CONTRACT DOCUMENTS
Specifications showing general outlines and details necessary for a comprehensive understanding of the Services form a part of the Contract Documents. All Services under the Contract shall be performed in all respects in strict compliance with the requirements of these Specifications.

The Specifications and all other provisions of the Contract Documents are essential parts of the Contract, and a requirement occurring in one is binding as though occurring in all.

The Contractor will be supplied with two (2) copies of the Contract Documents.

E-9 SECURITY AND IDENTIFICATION
The Contractor shall take all measures necessary to comply and to ensure the personnel of the Contractor comply with the rules and regulations of the City and all applicable Federal, State and local rules, laws, and regulations.

The Contractor shall ensure that personnel serving hereunder, shall not use controlled substances not prescribed for them, nor illegal substances on the City’s premises or during work hours, or in any manner when to do so would in any way affect the performance of the Services, and shall not use alcohol on the City’s premises nor preceding their work shift when to do so would in any way affect the performance of the Services.

Because the Contractor’s personnel may have access to personnel offices, sensitive areas, and secured facilities while performing the Services under this Contract, the Contractor shall provide written certification that each employee has no records of criminal convictions other than minor traffic violations.

The Contractor, upon request by the City Representative, shall provide written certification of the items contained in the above paragraphs, as well as, any other information developed in the course of the Contractor’s investigation of each employee.

RFP - City Wide Janitorial Services

Additionally, the Contractor shall attest in writing that a background check to the extent allowed by law has been conducted on each employee within four (4) weeks of initial employment. Information revealed may result in the employee in question being removed from the Contract.

The City shall have the right to request any additional investigative background information including, but not limited to, the employment record of any personnel assigned to perform the Services. The Contractor shall furnish in writing such information to the extent allowed by law within 30 calendar days after receipt of written request from the City Representative. The City reserves the right to conduct its own investigation of any employee of the Contractor.

The Contractor is responsible to ensure that all of its personnel performing hereunder are competent, orderly, and professional at all times. If any employee of the Contractor, in the opinion of the City, is not performing the Services in a proper manner, or is incompetent, disorderly, abusive, dangerous, or disruptive or does not comply with rules and regulations of the City, the City shall bring such complaints or concerns to the attention of the Contractor and the Contractor agrees to remedy any such complaint or concern in a timely manner. Until such time as the Contractor takes action to remedy any complaint or concern regarding its personnel, the City Representative reserves the right to have such employee removed from its premises and access restricted. Such removal shall in no way be interpreted to require dismissal or other disciplinary action of the personnel by the Contractor. The Contractor shall at all times remain responsible for the control of, and disciplinary action against its own personnel. Additionally, the Contractor shall keep time records for each of its personnel of hours actually worked.

The Contractor shall ensure that lost, or apparently lost articles, that are found by the Contractor’s personnel be turned in immediately to the City Representative or to the City Representative’s designated representative.

Upon termination or transfer of any employee of the Contractor, the Contractor shall immediately notify the City Representative in writing of such termination or transfer, and shall immediately obtain and void all identification badges, keys, key fobs, or other items that would allow the terminated or transferred employee to gain access to any of City of Covina facility or property.

The Contractor shall prevent any of its personnel from opening, tampering with, using or moving any item of equipment, telephones, storage containers, desks, etc. or entering into any areas unless required in the performance of the Services.

The Contractor shall establish, implement, and maintain procedures and controls to ensure each employee of the Contractor complies with all applicable provisions of the Contract and all site rules and practices of the City.

Failure to comply with items in this section may result in a warning for non-performance.

E-10 SOLICITING
The Contractor shall not provide and shall not solicit any Services in the facilities or on the properties of the City other than that which is defined in this Contract. The Contractor shall establish, implement, and maintain procedures and controls adequate to prevent its personnel from providing any services other than that which is defined in this contract or soliciting or accepting any gratuities in the facilities of the City.

7. Proposal Package Submittal Deadline and Format
RFP - City Wide Janitorial Services

Proposal packages are to be submitted to the City on or before 10:00AM on Monday, May 18, 2026. No oral, faxed, emailed, or telephonic proposals or alternatives will be considered. A proposal may be withdrawn without prejudice upon written request by the proposer filed with the City Clerk before the proposal submission deadline. Proposals must remain valid and shall not be subject to withdrawal for 90 calendar days after the deadline for submission of proposals.

Proposals received after the state deadline will not be accepted. The time of delivery shall be definitively determined by the time-stamping clock located in the City of Covina City Clerk’s Office, 125 E. College Street, Covina, CA 91723. It is the proposer’s sole responsibility to see that its proposal is received in proper time, and proposers assume all risks arising out of the means of delivery. Any proposal received after the deadline will be returned to the proposer unopened. All accepted proposalsshall become property of the City.

Proposal packages are to be submitted to:

Valerie Cortez, Sr. Management Analyst
City of Covina
c/o City of Covina City Clerk’s Office
125 E. College Street
Covina, CA 91723
All responses must be completed as required, signed by an officer of the firm who is authorized to enter into a binding agreement with the City on behalf of the company, and must be received in the place and time designated above. Proposals (including Proposal and Cost Proposal, as described below) are to be submitted in separate sealed envelopes clearly marked with the contractor’s name, address, telephone number, and email address. Submit one sealed envelope clearly identified as Proposal – City-Wide Janitorial Maintenance Services”, containing three (3) copies of the work proposals. Submit a second sealed envelope clearly identified as Cost Proposal – City-Wide Janitorial Maintenance Services containing one (1) cost proposal.

8. Proposal Package Contents
Proposal Packages shall be concise, well-organized, and demonstrate the contractor’s qualifications and experience relating to the proposed project. At a minimum, proposal packages shall include the following information:
• Proposal (Envelope #1 - Submit 3 Copies)
The Proposal shall include, as a minimum, the following information, presented in a clear and concise manner:
o Cover Letter: Provide a brief statement acknowledging that the information provided in the Statement of Qualifications (SOQ) is true, accurate and current. Provide contact information for the contractor and the person authorized to execute the agreement. o Work Plan: A statement of your understanding of the project and a detailed description of your approach to implement all of the tasks listed under Section 2, “Scope of Services.” RFP - City Wide Janitorial Services

o Firm Qualifications: Identify a minimum of three (5) similar assignments related to this proposal completed within the past five (5) years and fill in the information as outlined in Section 3, “Information Required of Proposer” as well as attaching the resume of the General Manager/Operations Manager as outlined in Section 5, “Resume of General Manager/Operations Manager.”
o References: Provide five (5) references for similar assignments related to this proposal completed for other agencies by filling in the information as outlined in Section 4, “References.”
o Objections to Professional Services Agreement: Objections shall be submitted in writing with justification clearly stated. Any contractor with objections to terms contained in the City’s Professional Services Agreement (Attachment A) must advise the City of such objections and requested modifications as part of its Work Proposal. Failure of a proposal proposer to accept the terms of the City’s Professional Services Agreement may result in the rejection of the proposal. It shall be the responsibility of the prospective contractor to review all sections and exhibits of the Professional Services Agreement, including insurance requirements. If no objections are received, the City will assume the proposer is able to and will enter into the Professional Services Agreement and fulfill the terms and requirements set therein. The City may recover any damages accruing to the City as a result of the successful contractor’s failure or refusal to execute the City’s Professional Services Agreement.
• Cost Proposal (Envelope #2 – Submit 1 Copy)
The Cost Proposal should include the following information:
o Cost Proposal
▪ Proposal Schedule A – City Hall Complex
▪ Proposal Schedule B – City Yard
▪ Proposal Schedule C – Covina Public Library
▪ Proposal Schedule D – Cougar Park Community Building (Seasonal) ▪ Proposal Schedule E – Parks and Recreation Department Administrative Office ▪ Proposal Schedule F – Covina Park Recreation Hall
▪ Proposal Schedule G – Covina Park Aquatics Center (Seasonal) ▪ Proposal Schedule H – Covina Teen Center
▪ Proposal Schedule I – Covina Police Department (Additive) ▪ Total Costs for Proposal Schedules A through I (Signed by Proposer) – shall be an amount “Not to Exceed.”

9. RFP Inquiries and Addenda
For inquiries regarding this RFP, please contact Valerie Cortez, Sr. Management Analyst, via electronic mail at [email protected]. Prospective proposers must e-mail inquiries no later than 10:00 AM on Thursday, April 30, 2026. Inquiries received after that date and time will not be answered. Please include the following in the subject line of the e-mail: “Inquiry re: RFP for Citywide Janitorial Maintenance Services.” Telephonic inquiries will not be accepted.

The City will issue any revisions to this RFP as addenda. The City will distribute addenda to all potential proposers and post addenda on the City’s website. Proposers are responsible for receipt of all addenda.

RFP - City Wide Janitorial Services

Therefore, each proposer should contact the City to verify that he or she has received all addenda issued, if any. The City’s issuance of a written addendum is the only official method whereby the City will interpret, clarify or provide additional information concerning this RFP. No oral revisions to any provision in the RFP shall be binding.

10. Anticipated Schedule
Milestone Date
RFP Issued Thursday, April 16, 2026
Non-Mandatory Pre-Proposal Job Walk Tuesday April 28, 2026 at 1:00 P.M.

Deadline for Clarification/Inquiries Thursday, April 30, 2026, 10:00 A.M.

Responses to Clarifications/Inquiries (if
any)
Monday, May 4, 2026, by 4:00 P.M.

Deadline for Proposal Submittal Monday May 18, 2026 at 10:00 A.M.

Award of Contract (tentative) Tuesday, June 16, 2026
Notice to Proceed (tentative) Tuesday, June 25, 2026

11. Evaluation Schedule
The Review Committee will evaluate each proposal package for completeness and content. Each proposal package will be evaluated based upon the relevant qualifications and experience of the proposer. The Review Committee may choose to interview two or more closely ranked firms, but will not expect or schedule elaborate presentations. License status and references will also be verified. The proposal review will focus on the following criteria:
• Proposal understanding/approach (maximum of 35 points). The firm’s proposal adequately demonstrates an understanding of the City’s janitorial maintenance needs and experience in professional janitorial maintenance services, which is documented in its proposal package. • Experience (maximum of 35 points). The firm’s technical expertise and professional references with similar work. Qualifications of the firm and the individuals assigned to perform the work. • Cost Proposal (maximum of 30 points). Thoroughness of the Cost Proposal; ability to fulfill the requirements of the overall Proposal within the selected timeframe, availability of staff as required by the City.

12. Professional Services Agreement
The City will identify the proposer that best meets the needs of the City and enter contract negotiations with that highest ranked firm. Should the City fail to reach agreement with the top ranked proposer, the City may enter negotiations with the next highest rated proposer, and so on. City staff will make a recommendation to the City Council for the award of the Contract to the proposer that best furthers the City’s objectives.

The successful proposer will be expected to execute the Contract no more than fifteen (15) calendar days after City Council approval. A recommendation for Contract award will tentatively be presented to the City Council for consideration on June 16, 2026.

RFP - City Wide Janitorial Services

13. Insurance Requirements
The successful proposer shall secure all insurance required under the Contract and provide any necessary documentation to the City fifteen (15) calendar days subsequent to City Council approval.

14. Acceptance or Rejection of Proposal
The City reserves the right to accept, reject, or accept a portion of any and all proposals. The City also reserves the right to waive any informality or irregularity in any proposal as deemed to be in its best interest. Additionally, the City may, for any reason, decide not to award the Contract as a result of this RFP or cancel the RFP process. The City shall not be obligated to respond to any proposal submitted, nor be legally bound in any manner by the submission of the proposer. The City reserves the right to negotiate services and associated costs.

15. Legal Responsibilities
All proposals must be submitted, filed, made, and executed in accordance with State and Federal laws related to proposals for contracts of this nature whether the same or expressly referred to herein or not.

Any company submitting a proposal will by such action thereby agree to each and all of the terms, conditions, provisions, and requirements set forth, contemplated, and referred to in the proposal, and other contract documents, and to full compliance therewith.

16. Discrepancies and Misunderstandings
Prospective proposers must satisfy themselves by personal examination of the worksite, specifications, and other Contract documents and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the Services must be performed. No proposers will at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies called to the attention of the City will be clarified by the City in writing to all prospective proposers prior to the submission of the proposals.

17. Interested in More than One Proposal
No person, firm, or corporation will be allowed to make or file, or be interested in more than one proposal for the same work unless alternate proposals are called for. No proposal will be accepted from a proposer who has not been licensed in accordance with the provisions of the State Business and Professional Code.

Attachments:

Attachment A: City of Covina Professional Services Agreement RFP - City Wide Janitorial Services

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Proposal - City-Wide Janitorial
Maintenance Services
Submitted By:
~·VIETROGROUP INC
MAY 18, 2026

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Janitorial Services
May 18,2026
Dear Ms. Cortez,
Caring for the Spaces Covina Depends On May 18,2026
Thank you for the opportunity to submit a proposal for Citywide Janitorial Services for the City of Covina (the City). US Metro Group (USMG), headquartered in Cypress, California, is pleased to submit this proposal. Evelyn Lee, CEO, is fully authorized to bind the firm contractually and this proposal shall remain valid for a period of 90 days from the date of submission.

Our team has thoroughly reviewed the RFP, including the Scope of Work, facility requirements, quality standards, and operational expectations. USMG confirms our ability to provide all labor, supervision, equipment, and materials necessary to deliver consistent, high quality janitorial services. Our proposal reflects a strong understanding of the City's operatronal priorities, security requirements, and service expectations. All information contained within our Statement of Qualifications is true, accurate, and current. The following highllghts several key strengths we bring to this engagement:
• Local Corporate Support: Headquartered in Cypress, less than 45 minutes from Covina, our team is readily available to respond quickly to service requests, conduct site inspections, deploy additional staff, and provide operational support as needed. • Comprehensive Municipal Experience: USMG currently services several multi facility municipal portfolios with similar operational complexity, public visibility, and accountability standards. This experience closely aligns with the City's requirements. • Structured Quality Control 8t Performance Accountability: Scheduled inspections, digital reporting, and rapid issue resolution. Our inspection platform, Otuvy, provides real time visibility into cleaning performance and corrective actions. • A highly experienced and stable workforce that drives day-to-day performance, with dedicated supervision and structured staffing in place. With over 95% employee retention, the City benefits from a local team that is trained, accountable, and familiar with the expectations of municipal facilities.

Municipal accounts are especially meaningful to us because they shape the daily experience of the community and influence how residents, employees, and visitors view their City. The City of Covina's facilities reflect the City's commitment to responsive public service and quality of life, and we will approach each facility with that responsibility in mind. Dependable janitorial services play an important role in supporting public trust, community pride, and the clean, welcoming environment the City works hard to maintain every day.

Thank you for considering our proposal. We appreciate the opportunity to partner with the City and look forward to contributing to the ongoing care and maintenance of your facilities.

Sincerely,
~· Evelyn Lee, CEO
(213) 382-6435 Ext. 1000
Eve I yn. k@ usm etrog roup. com

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 Table of Contents

1. Cover Page ......... .................... ..... ............... ................. ..... ............................... 1

2. Cover Letter ••••••.•.••.•.•••••••••.••...••••••••••••••••••••.••.••••.•••••••.•••••.•.••••••••••••.••.•••• 2-4 A. Table of Contents ........ ...................................... ........................................... 3

3. Work Plan and Service Approach ............................................................. 5-12 A. Quality Control and Supervision ...................................... .......................... 9-12

4. Firm Qualifications, References, & Objections ....................................... 13-26

5. Notarized Information Required of Proposers and References .............. 27-34 [
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Janitorial Services Caring for the Spaces Covina Depends On Work Plan and Service Approach
USMG is prepared to provide the City with a well-organized and responsive work plan that combines dedicated staffing, on site supervision, specialty cleaning services, and a comprehensive quality control program. Our approach is designed to maintain consistent service levels across all City facilities while allowing our team to quickly respond to operational needs, special requests, and changing facility activity throughout the contract term . This work plan has been specifically developed around the requirements outlined in the City's RFP and reflects our understanding of the different service needs associated with each location.

May 18,2026
Our team understands that each facility serves a different purpose within the community and operates on different schedules, which is why our service approach is built around flexibility, communication, accountability, and consistency. From administrative offices to recreation facilities, seasonal operations, libraries, and secure Police Department areas, our goal is to maintain every facility in a clean, safe, and welcoming condition while minimizing disruptions to City staff, programs, and public services.

USMG will furnish all labor, supervision, equipment, materials, and transportation necessary to perform the required janitorial services in accordance with the City's specifications. Our team will additionally maintain all required consumable supplies, including restroom paper products, soap, liners, and related janitorial materials necessary to support uninterrupted daily operations. In addition to routine cleaning services, our team places a strong emphasis on communication, responsiveness, proactive quality control, and operational support. We understand that dependable janitorial services play an important role in supporting daily City operations and maintaining facilities the community can take pride in.

Our operational structure is designed to support the City's required daily, weekly, monthly, quarterly, and annual cleaning frequencies across all assigned facilities. USMG understands that the Scope of Services includes detailed requirements for floor care, carpet maintenance, restroom sanitation, window cleaning, high dusting, disinfection, and seasonal services, and our staffing plans, inspection schedules, and work assignments will be structured to consistently support these service requirements throughout the contract term.

Services will be coordinated around approved facility access hours, recreation schedules, library operations, public meetings, and Police Department requirements to allow work to be completed efficiently and without interruption to City activities. We also understand the importance of maintaining flexibility for seasonal facilities such as the Covina Park Aquatics Center and Cougar Park Community Building, where service demands may shift throughout the year.

Core Service Approach
• Daily cleaning and sanitation of all assigned facilities • Restroom cleaning, disinfecting, and supply replenishment • Continuous monitoring and upkeep of high traffic public areas [
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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 • Carpet care, floor care, and scheduled periodic services • Immediate response to service deficiencies and special requests • Ongoing quality control inspections and reporting
• Coordination with City staff regarding events, schedules, and operational needs Planning and Scheduling
After Hours Cleaning Whenever Possible
Most routine janitorial services will be performed outside normal operating hours whenever practical to minimize disruption to City staff, public services, recreation programs, theater events, and facil ity rentals.

Respect Facility Access and Operational Requirements
USMG understands that each City facility has different operational requirements, access limitations, and service expectations. Cleaning schedules will be carefully coordinated around City Hall operations, library hours, recreation programming, community building rentals, seasonal aquatics operations, and Police Department security procedures to help facilities remain fully operational throughout the day.

Maintain Ongoing Communication with City Staff
Supervisors and management personnel will maintain regutar communication with designated City representatives regarding:
• Schedule adjustments
• Service requests
• Deficiency corrections
• Special event support
• Staffing updates
• Inspection reports
• Emergency response needs
Understanding the Scope of Services
USMG understands that each City facility operates differently and serves a unique purpose within the community. Because of this, our work plan is tailored to the needs of each facility rather than relying on a one size fits all approach.

City Hall Complex
The City Hall Complex serves as one of the City's busiest public facilities and includes administrative offices, conference rooms, Council Chambers, employee workspaces, and public access areas. Our team understands the importance of maintaining a professional, clean, and welcoming environment for both City staff and visitors each day. Services will

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 include structured nightly cleaning, restroom sanitation, carpet vacuuming, hard floor maintenance, trash removal, glass cleaning, dusting, and ongoing attention to high visibility public areas throughout the facility. We will also coordinate closely with the City around Council meetings and other scheduled activities to avoid disruptions while keeping the building consistently maintained.

City Yard and Public Works Facilities
The City Yard facilities require both standard janitorial cleaning and heavier duty sanitation methods. Our team will provide routine cleaning of offices, restrooms, breakrooms, and shared employee areas while also supporting floor care, trash removal, and sanitation needs associated with daily Public Works operations. Services will be coordinated carefully to minimize interference with field operations, vehicle movement, and staff activities.

Covina Public Library
The Covina Public Ubrary is a heavily used public facility that requires detailed daily cleaning and close attention to presentation, sanitation, and public accessibility. Our services will include disinfecting high touch surfaces, restroom sanitation, furniture cleaning, glass cleaning, floor care, and maintaining clean and organized public reading and community spaces throughout both floors of the library. Because of the high daily visitor traffic, our team will focus on maintaining a clean, quiet, and welcoming environment for patrons, staff, and community programs.

Park, Recreation, and Community Facilities
The Cougar Park Community Building, Covina Park Recreation Hall, Parks and Recreation Administrative Offices, Covina Teen Center, and Covina Park Aquatics Center all serve as active community spaces with changing occupancy levels, recreation programming, rentals, and seasonal activities. Our approach includes flexible scheduling, restroom sanitation, floor care, locker room and shower cleaning, trash removal, and event responsive cleaning support to help facilities remain clean, safe, and ready for daily public use. Seasonal operations at the Aquatics Center will also include enhanced restroom and locker room sanitation during peak summer activity periods, and our staffing and scheduling approach allows flexibility for seasonal facilities and changing service demands throughout the year.

Covina Police Department
USMG understands the security sensitive nature of the Covina Police Department and the importance of maintaining professionalism, discretion, and reliability within these facilities.

Services include routine cleaning and disinfection of offices, common areas, conference rooms, locker rooms, showers, restrooms, lobby spaces, stairwells, break areas, and jail facilities, along with day porter support during operational hours. Our team will follow all approved security procedures, access requirements, and background screening requirements established by the City. We also understand the importance of maintaining secure areas while minimizing disruption to Police Department personnel and operations.

Operational Coverage
USMG's staffing structure is designed to provide consistent service coverage throughout all City facilities while maintaining operational flexibility. [
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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 Dedicated Staffing Assignments
Our staffing structure is designed around consistency, accountability, and familiarity with each City facility. Whenever practical, employees will be assigned to specific locations so they become familiar with building layouts, schedules, operational needs, and City expectations. Supervisors will regularly oversee operations across all facilities, conduct inspections, and remain available to respond to concerns, special requests, or operational adjustments as needed.

Cross Training and Operational Flexibility
All employees will be cross trained across multiple facility types to maintain continuity of service during absences, schedule changes, or increased operational demands. Cross training allows USMG to:
• Maintain uninterrupted service coverage
• Adjust staffing levels quickly when needed
• Respond efficiently to special requests and emergency situations • Support additional event or seasonal staffing needs
Quality Control and Supervision
We operate a documented Quality Control and Quality Assurance (QC/QA) program t hat will be integrated into the City's operations to monitor service quality across its diverse, citywide portfolio. Operations Manager David Garcia will perform monthly inspections, and Quality Control Manager, Roger Vallecilla will conduct formal quarterly inspections. Roger will maintain complete, auditable documentation, including daily work logs, copies of SDS binders, inspection forms, and photo-verified correction records.

Inspection Software Technology
For our Quality Control Platform, we use Otuvy, a software platform designed to manage inspections and reporting. Within Otuvy, all items are customized to the City's Scope of Work. Key benefits include:
• The complete Scope of Work is digitally mapped for each facility •
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Inspections can be viewed by City staff at any time
Phone and tablet compatibility for ease of use
Serves as a training tool for employees to take ownership of the quality of their work
Helps team members apply best practices in daily routines Allows City staff to create work orders directly within the system
Sends real-time notificaions to all USMG team members
assigned to the City
c .... ----- • -- C'ol'llpleted,..
0 •
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- With USMG, your quality
control data is always
within reach

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 CustomiZed Otuvy spec~ on checklists ii necl w 1th Cit y specifications, prov1d 1" q t 1me stamped, locat1on spec1f1 c documentat1on for audit readiness
Inspection Procedures
Our first level of inspection occurs monthly by our Operations Manager, David Garcia, who documents results, and tracks performance against the City's Scope of Work and required service frequencies. In addition, our Quality Control Manager, Roger Vallecilla, conducts formal inspections on a quarterly schedule, with the full inspection available to the City immediately after.

Inspection checklists within Otuvy are customized to reflect the City's cleaning specifications and frequencies. Tasks and responsibilities are uploaded with defined schedules, allowing any designated City staff member to verify compliance with the Scope of Work. Inspection results are time stamped, location specific, and documented allowing for swift accountability and for audit readiness.

Quality Control Inspections and Scoring
We follow a structured issue resolution workflow that logs, prioritizes, and addresses all facility concerns in accordance with the City's Scope of Work. Issues identified during inspections, or observed in the field are promptly logged and prioritized. Urgent or public-facing concerns trigger immediate dispatch, with corrective actions completed, verified, and documented within the next business day. Recurring or higher-risk Issues are escalated to management for review and tracked to prevent recurrence.

Facility performance is evaluated using a standardized 1 to 5 rating scale, where 1 indicates perfect performance and 5 indicates unsatisfactory performance.

In the result of an unsatisfactory inspection:

1. Inspection results are shared with USMG's management team.

2. A work order is issued to the on-site team.

3. The Operations Manager and Quality Control Manager will conduct a second inspection.

4. Disciplinary measures are implemented to prevent any recurrence of issues.

5. Janitorial crews are re-trained on areas of unsatisfactory performance.

6. Management team is notified of task completion.

This process enables fast, reliable correction of deficiencies, real-time reporting, and reduces the time City staff spend following up on unresolved issues.

Maintaining Consistent Quality
While the QC/QA framework itself remains stable, we will continually implement targeted enhancements throughout the contract term to stay ahead of emerging issues. [
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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 During the first 90 days, targeted QC "sprints" are implemented at select priority facilities and areas in order to stabilize performance and address commonly recurring concerns.

Feedback from discussions with City
representitives will be incorporated into
inspection planning, with adjustmends made to
address seasonality, events, and emerging
risks. Monthly QC reviews with Operations
Manager, David Garcia are available and are
used as an opportunity to identify patterns and
evaluate preventive improvements. Formal
quarterly reviews with Quality Control Manager,
Roger Vallecilla are performed to verify contract
compliance and corrective action timelines.
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otu~y
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Our program is built to give the City consistent results, quick resolution of issues, and clear, easy to follow documentation across the City's facilities. We use a mix of routine and random inspections, along with timely corrective actions and structured reporting, so the City always has clear visibility into performance and how well we are meeting requirements.

These efforts work together as part of an ongoing process of evaluation and improvement.

Inspection results, corrective actions, and feedback from the City are regularly reviewed and used to adjust priorities, improve consistency, and address any recurring concerns.

Response Procedures
We address service issues through timely response and defined correction processes.

Emergency corrections are addressed within four hours, while non-emergency corrections are completed within eight hours. All identified deficiencies are resolved no later than the following business day. These response standards are reinforced through documented procedures and structured training that guide consistent service delivery. Communication is a key part of our quality control program, and we make it easy for City staff to reach us. We are available 24 hours a day, 365 days a year through email, phone, text, or the Otuvy platform. Ongoing communication and active issue tracking help us respond quickly and take corrective action. The contact directory below provides direct access to key USMG personnel for service requests, questions and escalation needs. 2-USMETRO usmetrogroup.com
Hope Senio Customer Support (626) 434-6063 [email protected] David Garcia Operations Manager (323) 326-4820 [email protected] Roger Vallecilla Quality Control Manager (213) 434-2105 Roger. [email protected] Javier Gallegos Director of Operations (213) 544-0523 Javier [email protected] Ted Reynoso Vice President of Operations (213) 330-9433 [email protected] Brian Lee President & CFO (626) 532-2205 Brian [email protected] Evelyn Lee Chief Executive Officer (213) 327-9565 [email protected]

Janit orial Services Caring for the Spaces Covina Depends On May 18,2026 The following is a sample QC inspection report prepared for the City of Ventura ~US Met•o G•oup

INSPECTION REPORT

CITY OF VENTURA - CITY HALL
Report criteria
Date ................................. 2/1126 • 2/28/26 Types to lnclude ............... External Only
Display Intervai. ........................ Monthly
Inspection Scores ......................... lll--'-'1·
100
80 60
40 20
0 us Metro Group, Inc. February 2026
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Janitorial Services Caring for the Spaces Covina Depends On Firm Qualifications and Experience
Well maintained facilities play a critical role in keeping the City's operations running smoothly, and facilitating the employees and systems that deliver essential services to the public every day.

Clean and safe environments are fundamental to effective public municipal operations and reliable janitorial services help maintain the efficiency, safety and professionalism required across your facilities.

For more than 47 years, USMG has served municipal facilities May 18, 2026
with proven methodologies and practical experience that reduce Mr. Charles Kim, Founder '
operational inefficiencies and common challenges.

Our journey began in 1979 with the determination of one man, Mr. Charles Kim, a sole janitor living out of his car, took on any job he could find to support his family. Driven by persistence and determination, he accepted every opportunity that came his way and grew the business to hire his first employees and lay the foundation for what would eventually become USMG.

Mrs. Evelyn Lee, CEO
Mr. Kim's journey embodies what is now a core principle of USMG:

Kaizen, the philosophy of continuous improvement. What began as a personal commitment to doing better each day has evolved into a company-wide culture of constant growth, learning and refinement.

Today, under the leadership of Mr. Kim's daughter, Evelyn Lee, we continue to grow while staying true to our roots. By integrating modern technology, proven best practices and rigorous quality standards, we deliver reliable, high-quality services. Our team is dedicated to maintaining a clean, safe and healthy environment for your staff, and residents, without disruption or worry.

Mission Statement
USMG's mission is to deliver consistent, high quality and competitively priced facility services that strengthen our customers' overall operations. Through skilled staff and experienced leadership, we maintain clean, safe and professional environments that allow our customers to focus on their core priorities with confidence.

Motto
Kaizen, or continuous improvement; we work to make every day better than the last and strive to improve not just our lives and surroundings, but also those of our partners and anyone else we come in contact with. We constantly refine and develop our processes to incorporate the most current and relevant technologies, methods and cleaning standards.

A second-generatiOn fam1ly owneu company, bnng1ng a deep-rooted sense of accountability, respect and long-term commitment to the communities and clients we serve I
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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 Differentiators
With nearly five decades of experience servicing government facilities nationwide, we are familiar with the operational, security and maintenance requirements unique to publicsector environments. The following differentiators highlight the capabilities that sets us apart from the competition and align with the City's expectations for dependable, secure and high performing facility services .
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Local Corporate Support
Located just 31.7 miles from the City, our corporate office in Cypress, CA, provides unmatched proximity for rapid response. Management responds on-site immediately to resolve issues, deploy personnel quickly, conduct frequent audits and inspections and deliver equipment or supplies without delay, for uninterrupted operations.

Coordinated Service Delivery Across Multiple Facilities Managing services across multiple facilities takes more than a schedule, it requires clear communication, strong coordination, and consistent followthrough. Our approach brings structure to that process, allowing each location to operate smoothly while maintaining a consistent standard across all sites.

Facility-Specific Service Execution
Each City facility has distinct usage patterns and cleaning requirements.

Our service model is tailored to address the specific needs of offices, public spaces, restrooms, and high-traffic areas, delivering consistent cleanliness while maintaining attention to detail in high-visibility and mission-critical spaces. In secure access environments, such as the Police Department and other restricted areas, our teams will operate within established security protocols, with all staff background cleared and trained in controlled access procedures. In these settings, clear communication, advance planning, and coordination with City personnel are critical to maintaining both security and uninterrupted service delivery.

Environmentally Responsible and Health-Conscious Practices Our cleaning programs incorporate low-impact products, advanced filtration equipment, and practices designed to maintain healthy indoor environments. These measures align with the City's emphasis on safety, sanitation, and responsible environmental practices across all facilities .

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 Services Offered
Our service model is designed to meet the diverse cleaning and maintenance needs of our customers, delivering both routine and specialized services tailored to facility type, occupancy, and operational schedules.
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Services
Janitorial/Custodial Services
Day Porter Services
Carpet Care & Maintenance
Floor Maintenance & Restoration
Pressure Washing
Window Cleaning
High Dusting
Homeless Encampment Remediation
Emergency/Viral Outbreak Decontamination
us Metro Group Coverage Area
Headquartered in Cypress, California, our
corporate office is located less than 45
minutes from Covina's City Hall,
allowing us to provide responsive
support and direct access to our
Corporate Team. This close proximity
allows us to deliver rapid response
times, consistent on-site oversight, and
hands-on support whenever needed.

Additionally, we maintain regional offices
throughout California and across the
country, giving us the resources and
operational depth of a national
organization while preserving the
responsiveness and accountability of a
local partner.

Industries
Government & Municipal Buildings
Educational & Research Schools
Industrial & Manufacturing
Healthcare Facilities
Parking Structures & Lots
Commercial Properties
Banking & Financial Services
Entertainment & Event Venues
Retail
Within each region, we employ background-verified personnel who are specifically trained to meet contract requirements and understand the operational needs of the communities they serve. Our regional structure and cross-trained teams allow us to quickly mobilize staff for city events, staffing adjustments, expanded service demands, and emergencies. Our scalable support model provides for uninterrupted operations, reliable coverage, and consistent service quality while maintaining the highest safety and performance standards across the City's facilities.

Locally based, cross trained workforce ready to respond to serv1ce coverage needs w1thout disruption.

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Janitorial Services Caring for the Spaces Covina Depends On May 18, 2026 Similar Completed Assignments
The following three accounts have been selected to be highlighted due to their operational similarities to the City of Covina's facility portfolio, service requirements, and janitorial maintenance needs.

Each account profile provides key information relevant to your evaluation, such as scale, service approach, measurable performance outcomes, and current references for verification . Together, these examples reflect our ability to deliver reliable, consistent service across municipal operations at the level required by the City.

CITYOI
OXNARD
Our team of 5 janitors provided daily janitorial services for 36 restrooms across multiple park locations on scheduled routes.

The scope of work included full restroom sanitation, as well as replenishing consumable supplies so that the restrooms were clean and maintained for public use. Services were organized into daily, weekly, monthly, and quarterly service frequencies.

Our team coordinated daily restroom closures and reopened them the following morning, while reporting any maintenance issues identified during service. We provided all necessary cleaning supplies and equipment, with a focus on green cleaning practices. In addition, our quality control team performed monthly inspections in order to sustain a high level of service for the City .

The contract was competitively rebid, and an award was made to another firm based on pricing .

Why This Matters to Covina
• Both contracts include multiple public park restroom locations requiring daily cleaning, inspection, and restocking of consumables.
• Cleaning tasks included full disinfection of fixtures, partitions, floors, drains, drinking fountains, and treatment of exterior urine impacted areas. • Debris removal around facilities, photo documentation and reporting of graffiti, vandalism, plumbing issues, and maintenance concerns.
• Floor care, drain maintenance, and periodic deep cleaning requirements are comparable under both scopes.

Janitorial Services
a . .

Caring for the Spaces Covina Depends On May 18,2026
Our team provided full service janitorial support, maintaining the district office facilities through daily, periodic, and annual cleaning services. The scope included restrooms, offices, showers, breakrooms, conference rooms, copier rooms, and lobby areas, along with routine cleaning, restroom sanitation, and supply restocking. Periodic services included window cleaning, carpet shampooing, and annual deep cleaning
services to help keep the facilities clean, well maintained, and ready for daily operations.

Budgetary constraints and the unavailability of additional funding.

Why This Matters to Covina
• Experience maintaining government office environments with varying daily occupancy levels and operational schedules demonstrates our ability to support Covina's mix of administrative offices, recreation facilities, public spaces, and community focused buildings while maintaining consistent service delivery across multiple facility types.
• The contract required dependable scheduling, structured periodic services, and consistent attention to detail to keep facilities clean, presentable, and operational for daily staff use, aligning closely with the City of Covina's expectations for reliable janitorial support and ongoing facility maintenance throughout the contract term .
• Working within an active federal facility environment reinforced the importance of accountability, communication, key control, and adherence to established security procedures, all of which directly support the City of Covina's operational expectations.

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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 Provided janitorial services for 26 park restrooms, assigning crews to structured routes for daily cleanings, hazard
reporting and full cleaning and sanitation of all restroom surfaces and fixtures. Responsibilities included daily opening and closing procedures, supported by a dedicated
The contract was competitively rebid, and an award was
made to another firm based on pricing.

Why This Matters to Covina
• Experience supporting libraries and public facing spaces: We understand how to maintain clean, quiet, and welcoming environments without disrupting patrons or daily operations.
• Pre-screened staff familiar with secure environments: Our crews are already trained to follow protocols and work responsibly in both open public spaces and more sensitive areas like a Police Department.
• Coordination with agency representatives: An important aspect that allows for us to maintain these public facilities at a high level revolves around our strong communication network .

Janitorial Services Caring for the Spaces Covina Depends On May 18, 2026 Operations Manager Resume
David Garcia, Operations Manager
Experience
US Metro Group
Results-driven leader with more than 15 years of experience in operations management, team leadership, and facility services. Skilled in overseeing daily operations, building high performing teams, and implementing efficient service strategies that support quality, compliance, and customer satisfaction. Hands on and detail oriented, with a strong background in operational planning, staff development, and delivering consistent, customer focused results.

Operations Manager, 2025 - Present
l> Supervise daily operations at assigned facilities so that work is completed in accordance with contract requirements and quality standards. ~ Direct and support cleaning crews, providing on-site oversight and guidance. ~ Conduct weekly inspections to verify cleanliness, safety and adherence to service requirements.
l> Coordinate staff schedules and coverage to maintain consistent service levels and respond to operational needs.
~ Communicate regularly with company leadership and clients to address service requests, resolve issues and support overall customer satisfaction.

Aramark
Director of Operations & Campus Facilities, 2022 - 2024 l> Developed and implemented strategic operational plans aligned with organizational goals, ensuring high standards of cleanliness, safety, and facility performance across all campus locations.
~ Directed day-to-day custodial and facility operations, overseeing staff scheduling, quality control, safety compliance (OSHA standards), and efficient service delivery to maintain a clean, safe, and professional environment .
l> Coordinated effectively with corporate leadership, clients, vendors, and community stakeholders to ensure clear communication, strong relationships, and compliance with regulatory and contractual requirements.
~ Led and trained custodial teams, implementing best practices in cleaning procedures, equipment use, and safety protocols to enhance productivity, performance, and team accountability.

DELAWARE NORTH, LAX Airport
Airport Senior Director of Operations, 2015 - 2023
~ Oversaw and managed a diverse portfolio of restaurant concepts with varying operational complexities, providing leadership and support across commissary, warehouse, and concession operations.
~ Directed all operational functions, including cost of goods control, food and beverage retail performance, and multi-unit managerial oversight.

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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 > Established and optimized systems for ordering, receiving, storage, food preparation, and service execution to ensure consistency and efficiency. > Developed menu strategies, managed forecasting, enforced sanitation and safety standards, supervised staff, conducted inventory, and maintained operational records in alignment with company and regulatory requirements .

Core Competencies
> Over 20 years directing and managing janitorial teams > Government contract management
> Employee scheduling and supervision
~ Safety compliance and workplace standards
> Budget management
> Quality assurance and performance monitoring
> Team leadership and communication
Education~--------------------------------------------~--~--~----- > California State University Los Angeles, CA

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 Transition Plan for Contract Start Date of June 25, 2026 Our team has developed a detailed transition plan that is ready to be implemented immediately upon contract award . This plan is designed for a smooth start up, maintaining service continuity, and establishing clear processes for communication, staffing, training and quality control from day one. It reflects our experience successfully transitioning municipal facilities while maintaining service continuity and operational stability.

We will assign a dedicated start up team to oversee site walkthroughs, staffing, training, security procedures and supply readiness in coordination with the City's designated representatives. During the initial 30 day period, our management team conducts scheduled check-ins and inspections to confirm standards are being met and to stabilize ongoing service delivery. -
Two and a half cJecacJes of dedicated serv1ce m eans refined pro cesses, expe r1encecJ personne l, and a trusted partner that consistently del1vers value to the C1ty.

The City's Transition Team will be comprised of the following team members:
• Customer Service, Hope Senio
• Operations Manager, David Garcia
• Quality Control Manager, Roger Vallecilla
• Director of Operations, Javier Gallegos
• Vice President of Operations, Ted Reynoso
US Metro Group Corporate Team 2026
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Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 -
Detailed Transition Chart - City of Covina
~- -:-_------:--_ --=-30 DaysPrior - __ - · --- - -- _ 2foaysPrior I • Gather facility information
• Walk the City facilities with transition team
• Formulate initial work schedule
• Generate list for supplies/equipment
• Request employee list from incumbent company
• Establish staffing schedule
• Review and revise Safety Program to be site-specific
• Debrief designated team members on service plan
• Complete transfer of Certificate of Insurance
! _ -···---=__:. --~·:_--,.:_r~ 14 DaysPrior . __ - ·, . -= __ 7_DayiPrior - -· • Review equipment, supplies and SDS sheets
• Introduce designated team members to the City staff
• Initial training with new employees/incumbent workers • Organize all equipment and supply storage
• Set delivery time for supplies and equipment
• Transition team, on site staff and start up crew meet on site to review job assignments and conduct final walk
• Check all uniforms, ID badges
• Start-up crew assists with restorative initial clean
• Review keying/security procedures
• Set up daily, periodic and inspection schedules
• Provide and verify service and emergency contacts
• Test run communication system, software and
emergency response system
• Director of Operations meets with the City's team
• Management personnel meets with crews to review
successes and areas of improvement
• Management team reviews transition/pending items
• Operations Manager performs random inspections
• Quality Control Manager performs quarterly inspections • Ongoing training of USMG cleaning crews
Day One Readiness Activities Upon Award
The steps in transitions are as follows:
• Review and assess the City's requirements by analyzing contract specifications, service expectations, and operational priorities
• Conduct site inspections and meetings to evaluate facilities and identify specific needs
• Interview key City personnel and facility managers to gather insights and clarify expectations
• Recruit and assign personnel to meet staffing needs
• Customize performance standards and objectives to align with City requirements • Define area assignments and develop a customized operations plan for each facility • Communicate with management and facilities teams on transition progress Communication and Alignment With the City
Clear communication during the early weeks of the contract is essential to a successful start-up period. We will

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 • Request a project kickoff meeting with City representatives prior to our first day of service
• Confirm expectations for reporting, quality control, and supervision • Conduct daily check-ins with the Facilities team during the first week of service • Track and report corrective actions and performance standards • Respond promptly to any early-term concerns
Scheduling Flexibility
We are able to scale staffing and resources to meet changing service needs using prescreened personnel, seasonal staffing during peak usage periods, and vendor partnerships for specialized services. Schedules and documentation are updated as needed to reflect these changes, allowing service levels, coverage, and locations to adjust without disrupting operations or oversight. This approach provides consistent service, quick response, and reduced operational risk.

References
USMG offers the following two supplementary references for your consideration, of which are in addition to the three references we have listed on the Information Required of Proposer forms.

Our team of nine janitors proudly provide comprehensive day porter and janitorial services for approximately 237,174 square feet across eight City facilities, including City Hall, the Police Department, Community and Cultural Center and Playhouse, Centennial Recreation Center, Aquatics Center, Corporation Yard, Downtown Parking Garage, and Council Chamber. The scope includes structured daily through annual task
frequencies, truck mounted carpet extraction, floor stripping and waxing, pressure washing, and seasonal Aquatics Center support with additional day porter coverage and swim meet pre and post event cleaning. Personnel assigned to sensitive areas such as the Police Department are subject to Livescan
fingerprinting and background checks, with strict security, documentation, and inspection requirements maintained
throughout the contract.

Janitorial Services Caring for the Spaces Covina Depends On May 18,2026 April 2017- Current
Approximately 676,084 square feet combined
With a dedicated team of five day porters, 17 janitors, and one account manager, we provide services across six courthouses for the Superior Courts of Orange County, managing
approximately 676,084 square feet of high-traffic public space.

Services include general janitorial tasks, such as restroom cleaning and paper supply replenishment along with prescheduled specialty services such as floor care, gutter cleaning, pressure washing, carpet cleaning, stripping, waxing, sealing, burnishing and window cleaning. Beyond these standard duties, our team actively monitors the facilities, promptly reporting any issues to help maintain a safe and well-maintained
environment. The scope and operating conditions of this account align closely with Palm Desert's needs, requiring continuous daily coverage, work in restricted-access areas, and consistent maintenance of public use areas. In addition to standard office and common areas, the courthouses have
specialized spaces such as judge's chambers, courtrooms, custody cages, and detention/holding cells, all of which require our staff to successfully clear background checks prior to being granted access to the Court's premises.

Janitorial Services Caring for the Spaces Covina Depends On Objections to Professional Service
Agreement
May 18,2026
US Metro Group has no objections to the City of Covina's Professional Service Agreement (Attachment A) and requests no modifications as part of our proposal.

' . .J -.
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PROPOSER: Evelyn Lee
SIGNATURE: 8ve{!;tt~ee TITLE: _C_EO _____ DATE: 5/ 18/ 2026

3. Information Required of Proposers
Fill out all of the following information. Attach additional sheets if necessary. (1) Proposer's Name: ..;;E;;_;v;.....;e:;.;;I.Ly..:...n;......=Le=e __________________ _ (2) If the Proposer's name is a fictitious name, who or what is the full name of the registered owner? If the Proposer's name is not a fictitious name, write "N/A" in the response to this question. If you are doing business under a fictitious name, provide a copy of the filed valid Fictitious Business Name Statement.

N/A
(3) Business Address: 6803 International Ave, Suite 101, Cypress, CA 90630 (4) Telephone: (213) 382-6435 Facsimile: (213) 382-9404 (5) Type of firm - Individual, Partnership, LLC or Corporation: Corporation (6) Corporation organized under the laws of the State of: -=C:..::a:..:.l:..:..if.=.o.:...;rn'""'i:..::a;__ ______ _ (7) California State Contractor's License Number and Class: ..:...N;;.<./..:...A.;.._ _______ _ Original Date Issued: _N_,/'-A _____ _ Expiration Date: ..:...N..;.<./..:...A;__ ___ _ (8) DIR Contractor Registration Number: _J_S_-_L_R_-0_0_0_0_1_8_4_8_7 _ _____ _ _ (9) List the name and title of the person(s) who inspected the Project site for your firm:

Roger Vallecilla, Quality Control Manager
(10) List the name and title ofthe person(s) who attended the non- mandatory pre-proposal meeting for your firm, including the non-mandatory site visit, (if any): Roger V<~ll eci la, Quality control Manager (II) Number of years of experience the company has as a contractor in janitorial services work: 47 ~~ ( 12) List the names, titles, addresses, and telephone numbers of all individuals, firm members, partners, joint ventures, and company or corporate officers having a principal interest in this Proposal:

Evelyn Lee, CEO I (213) 382-6435 Ext. 100
Request for Proposals- City-Wide Janitorial Services Page 19 of 53

•
•
..
•
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(13) List all current and prior O.B.A.·s, aliases, and fictitious business names for any principal having interest in this Proposal:

NA
(14) List the dates of any voluntary or involuntary bankruptcy judgments against any principal having an interest in this Proposal:

N/A
( 15) For all arbitrations, lawsuits, settlements and the like (in or out of court) that the company or any principal having an interest in this Proposal has been involved with in the past five (5) years:
a. List the names, addresses and telephone numbers of contact persons for the parties:

NA
b. Briefly summarize the parties' claims and defenses:

NA
c. State the tribunal (e.g., Superior Court. American Arbitration Association, etc.). the matter number, and the outcome:

NA
Request f or Proposals - City-Wide Janitorial Services Page 20 of 53

( 16) Has the company or any principal having an interest in this Proposal ever had a contract terminated by the owner or agency? If yes, explain.

NA
(17) Has the company or any principal having an interest in this Proposal ever failed to complete a project? If yes, explain.

NA
I
(18) Has the company or any principal having an interest in this Proposal ever been terminated for J cause, even if it was converted to a '·termination of convenience"? If yes, explain. (19)
N/A
For projects that the company or any principal having an interest in this Proposal has been involved with in the last five (5) years, did you have any claims or actions:
a. By you against the owner? Circle one:
b. By the owner against you? Circle one:

Yes@
Yes@
c. By any outside agency or individual for labor compliance? Circle one:
d. By Subcontractors? Circle one: Yes @
e. Are any of these claims or actions unresolved or outstanding? Circle one: Yes@
If your answer is '·yes" to any part or parts of this question, explain.

N/A
Yes@
Upon request of the City, the Proposer shall furnish evidence showing a notarized financial statement, financi al data, experience, or other additional information.

Request for Proposals- CiJy-Wide Janitorial Services Page 21 of 53 ~
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Failure to provide truthful answers to the questions above or in the following References Fonn may result in the Proposal being deemed non-responsive.

The Proposal certifies under penalty of perjury under the laws of the State of California that the infonnation provided above is true and correct.

Notary Public State of Texas. County of Dallas
Subscribed and sworn to me Jennofer Frazoer, Notary Pubfic by EVELYN LEE vta online notary
Signature:

This 15 day of May
Title: Notary Public
Signature: ~ -
(S l}t:"t~";·, kllllif« Fruier
{ ) Notary Public. Stot~ ofTexas
\._;,~ J Comm. Expires Ol·ll>-2010 -....:.: .. ~"'.! .::.,~ '. .. ••' Notary 10 L314923S7 ~otarizcd Online with Notuyl.ive.com

4. References
, 20.2.Q.

Company Q
Signature: U$~e.e Title: CEO
--------------------------- Date: 05/15/2026
Signature: ______________ __
Title: _________________________ _
Date:

REFERENCES FORM
For agencies that you are currently working with or have worked with in the past five (5) years, provide the following infonnation:

Project 1 Name/ Number Maintenance Agreement for Janitorial Services/ NO.A2025-107 Project Description Day porter and janitorial services for 11 facilities and 20 park restrooms Approximate Dates From: July 2025 To: Current
Agency Name: City of Chino Hills
Contact Person: Jarred Manuel, Maintenance and Operations Manager Telephone: (909) 573-3409 Address: 1400 City Drive Center, Chino Hills, CA 91709
Original Contract Amount: $450,535.00 Final Contract Amount: $464,051.00 If final amount is different from original amount, please explain (change orders. extra work, etc.).

Changes in price due to the yearly CPI contract
Request for Proposals - City- Hlide Janitorial Services Page 22 of 53

Did you or any Subcontractor file any claims against the Agency? Circle one: Yes @
Did the Agency file any claims against you?
Circle one: Yes @
If you answered yes to either of the above two questions, please explain and indicate outcome of claims.

N/A
Project 2 Name/ Number City of Ventura General Service Agreement/ N0.2021-023 Project Description Crew of 20+ janitors and day porter delivers seven day per week custodial services across approximately 239,517 square footage across more than 30 sites.

Approximate Dates From: April 2001 To: Current
Agency Name: City of Ventura
Contact Person: Patrick Stock, Fleet and Facilities Division Telephone: (805) 766-7632 Address: 336 Sanjon Rd ., Ventura, CA 93001
Original Contract Amount: $250,000.00 Final Contract Amount: $ 840 1 000. 00 If final amount is different from original amount, please explain (change orders, extra work, etc.).

Changes due to contract CPI increase, along with COVID-19 cleaning.

Did you or any Subcontractor file any claims against the Agency? Circle one: Yes @
Did the Agency file any claims against you?
Circle one: Yes @
If you answered yes to either of the above two questions, please explain and indicate outcome of claims.

N/A
Request for Proposals - City-Wide Janitorial Services Page 23 of 53

•
•
•
•
Project 3 Name/ Number Regional Cooperative Agreement/ RCA-017-22010002 Project Description Janitorial services covering 1.6 millions square footage Approximate Dates From: October 2018 To: Current
Agency Name: County of Orange
Contact Person: Stephanie Garcia, Business Services Administrator Telephone: (714) 704-7961 Address: 1143 E. Fruit Street, Santa Ana, CA 92701
Original Contract Amount: $ 526.000.00 Final Contract Amount: $ 5. 7 Million If final amount is different from original amount, please explain (change orders, extra work, etc.).

Increase was due to additional added locations, along with contract amendment for increase CPI rates Did you or any Subcontractor file any claims against the Agency? Circleone: Yes @
Did the Agency file any claims against you?
Circle one: Yes @
If you answered yes to either of the above two questions, please explain and indicate outcome of claims.

N/A

5. Resume of General Manager/Operations Manager
RESUME
Attach to this Proposal the experience resume of the person who will be designated as the Contract Representative for the City .

Request f or Proposals City-Wide Janitorial Services Page 24 of 53

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 10
Meeting: June 16, 2026
Title: Approve Professional Services Agreements between the City of Covina and Olivarez Madruga Law Organization, LLP; and with Liebert Cassidy Whitmore for Legal Services
Presented by: Joanna Espinosa, Human Resources Manager
Recommendation: It is recommended that the City Council:

1. Approve a Professional Services Agreement between Olivarez Madruga Law Organization, LLP and the City of Covina for legal services and authorize the City Manager to execute Agreement.

2. Approve a Professional Services Agreement between Liebert Cassidy Whitmore and the City of Covina for legal services and authorize the City Manager to execute Agreement.

EXECUTIVE SUMMARY:

The City utilizes the services of specialized legal services firms to provide representation and counsel pertaining to liability claims and employment law matters. As proposed, the City Council will consider authorizing the City Manager to execute professional services agreements with Olivarez Madruga Law Organization, LLP and Liebert Cassidy Whitmore for the provision of these specialized legal services.

BACKGROUND:

Historically, the City has utilized specialized legal services firms to provide representation and counsel on third-party liability claims, public safety matters and employment matters, among others. As proposed, the services of Olivarez Madruga Law Organization (“OMLO”) will be utilized for a third-party liability claim due to the unavailability of an existing contract legal services firm. OMLO is highly experienced in defending public entities against third-party liability claims and is available to assist the City. Additionally, the services of Liebert Cassidy Whitmore (“LCW”) will be utilized for various employment law matters. LCW has worked with the City for approximately 10 years and is uniquely qualified to continue assisting the City, given its familiarity with City operations and procedures.

Attachments A and B include professional services agreements and hourly rates for each firm.

FISCAL IMPACT:

Funding for legal services is included in the City’s Fiscal Year 2026-27 Human Resources and Risk Management budget, which was approved by City Council on May 5, 2026.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

Respectfully submitted,

ATTACHMENT
A

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Agreement”) is dated July 1, 2026 (“Effective Date”) and is between the City of Covina, a California municipal corporation (“City”) and Liebert Cassidy Whitmore, a Professional Law Corporation (“Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. City desires to utilize the services of Consultant as an independent contractor to perform and assume responsibility for the provisions of certain professional services by the City on the terms and conditions set forth in this Agreement. Consultant representsthat it is experienced in providing LEGAL SERVICES to public clients, is licensed in the State of California and is familiar with the plans of City.

B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

C. City desires to retain Consultant and Consultant desires to serve City to perform these services in accordance with the terms and conditions of this Agreement.

The parties therefore agree as follows:

1. Term of Agreement. The term of this Agreement shall be from the Effective Date through June 30, 2030 unless sooner terminated as provided in Section 14 of this Agreement. The City may, upon mutual agreement, extend the contract for two (2) additional one-year terms. In no event shall the contract be extended beyond June 30, 2032.

2. Compensation.

A. Compensation. As full compensation for Consultant’s services provided under this Agreement, City shall pay Consultant a sum not to exceed Two Hundred Seventy-Five Thousand Dollars ($275,000) (the “maximum compensation”), per fiscal year without additional approval of the City Council, based on the hourly rates set forth in the Approved Fee Schedule, attached hereto as Exhibit A. Consultant shall receive compensation, including authorized reimbursements for all Services rendered under this Agreement.

B. Expenses. The amount set forth in paragraph A shall include reimbursement for all actual and necessary expenditures reasonably incurred in the performance of this Agreement.

C. Additional Services. City shall not allow any claims for additional services performed by Consultant, unless the City Council and the Consultant Representative authorize the additional services in writing prior to Consultant’s performance of the additional services or incurrence of additional expenses. Any additional services or expenses authorized by the City Council shall be compensated at the rates set forth in Exhibit A, or, if not specified, at a rate mutually agreed to by the parties. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.

ATTACHMENT B

3. Consultant’s Services.

A. Scope of Services. Consultant shall perform the services described in the Scope of Services, attached as Exhibit B. City may request, in writing, changes in the scope of services to be performed. Any changes mutually agreed upon by the parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.

B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or his/her designee, Ric Walczak, Chief of Police (the “City Representative”). For the purposes of this Agreement, the Consultant Representative shall be SCOTT TIEDEMANN, Partner (the “Consultant Representative”). The Consultant Representative shall directly manage Consultant’s services under this Agreement. Consultant shall not change the Consultant Representative without City’s prior written consent.

C. Time for Performance. Consultant shall commence the services on the Effective Date and shall perform all services by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.

D. Standard of Performance. Consultant shall perform all services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.

E. Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Consultant shall determine the means, methods, and details by which Consultant’s personnel will perform the services under this Agreement.

Consultant shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the services and compliance with the customary professional standards.

F. Compliance with Laws. The Consultant shall keep itself informed of all local, state and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such ordinances, laws, and regulations. The City and its agents shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this section.

G. Permits and Licenses. Consultant shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license.

4. Method of Payment.

A. Invoices. Consultant shall submit to City an invoice, on a monthly basis or less frequently, for actual services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period, hourly rates charged, if applicable, and the amount due. If City disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice.

B. Payment. City shall pay all undisputed invoice amounts within thirty (30) calendar days after receipt up to the maximum compensation set forth in Section 2 of this Agreement. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Consultant. For all reimbursements authorized by this Agreement, Consultant shall provide receipts on all reimbursable expenses in excess of Fifty Dollars ($50) in such form as approved by the Finance Director.

C. Audit of Records. Consultant shall make all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this agreement available during Consultant’s regular working hours to City for review and audit by City.

5. Ownership of Documents. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the work, surveys, notes, and other documents prepared in the course of providing the services to be performed (“written products”) pursuant to this Agreement shall become the sole property of the City without restriction or limitation upon its use and may be used, reused, disseminated or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files containing data generated for the work, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. Consultant may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Consultant.

6. Independent Contractor.

A. Consultant is, and shall at all times remain as to City, a wholly independent contractor and not an employee of City. The personnel performing the services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees. Consultant shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City. Consultant and Consultant’s personnel shall not supervise any of City’s employees; and City’s employees shall not supervise Consultant’s personnel. Consultant’s personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City; and Consultant’s personnel shall not use any City e-mail address or City telephone number in the performance of any of the services under this Agreement. Consultant shall acquire and maintain, at its sole cost and expense, such vehicles, equipment, and supplies as Consultant’s personnel require to perform any of the services required by this Agreement. Consultant shall perform the services off of City premises at locations of Consultant’s choice, except as otherwise may from time to time be necessary in order for Consultant’s personnel to receive projects from City, review plans on file at City, pick up or deliver any work product related to Consultant’s performance of the services under this Agreement, or as may be necessary to inspect or visit City locations and/or private property to perform the services.

City may make a computer available to Consultant from time to time for Consultant’s personnel to obtain information about or to check on the status of projects pertaining to the services under this Agreement.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant’s personnel in connection with their performance of the services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: Social Security taxes, other retirement or pension benefits, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. Notwithstanding any other agency, state, or federal policy, rule, regulation, statute or ordinance to the contrary, Consultant and any of its officers, employees, agents, and subcontractors providing any of the services under this Agreement shall not become entitled to, and hereby waive any claims to, any wages, salaries, compensation, benefit or any incident of employment by City, including, but not limited to, eligibility to enroll in, or reinstate to membership in, the California Public Employees Retirement System (“PERS”) as an employee of City, and entitlement to any contribution to be paid by City for employer contributions or employee contributions for PERS benefits.

C. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from, caused by, or relating to Consultant’s personnel practices, or to the extent arising from, caused by, or relating to the violation of any of the provisions of this Section

6. In addition to all other remedies available under law, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Section 6. This duty of indemnification is in addition to Consultant’s duty to defend, indemnify, and hold harmless as set forth in any other provision of this Agreement.

7. PERS Compliance and Indemnification.

A. General Requirements. The parties acknowledge that City is a local agency member of PERS, and as such has certain pension reporting and contribution obligations to PERS on behalf of qualifying employees. Consultant agrees that, in providing its employees and any other personnel to City to perform the services under this Agreement, Consultant shall assure compliance with the Public Employees’ Retirement Law, commencing at Government Code Section 20000, the regulations of PERS, and the Public Employees’ Pension Reform Act of 2013, as amended. Without limitation to the foregoing, Consultant shall assure compliance with regard to personnel who have active or inactive membership in PERS and to those who are retired annuitants and in performing this Agreement shall not assign or utilize any of its personnel in a manner that will cause City to be in violation of the applicable retirement laws and regulations.

B. Indemnification. Consultant shall defend (with legal counsel approved by City, whose approval shall not be unreasonably withheld), indemnify, and hold harmless City, and its City and its elected officials, officers, employees, servants, designated volunteers, and agents

serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from, caused by, or relating to Consultant’s violation of any provisions of this Section 7. This duty of indemnification is in addition to Consultant’s duty to defend, indemnify, and hold harmless as set forth in any other provision of this Agreement.

8. Confidentiality. All data, documents, discussion, or other information (collectively “data”) developed or received by Consultant or provided for performance of this Agreement are deemed confidential. Consultant shall keep all data confidential and shall not disclose any data to any person or entity without City’s prior written consent. City shall grant such consent if disclosure is legally required. Consultant shall return all data to City upon the expiration or termination of this Agreement. Consultant’s covenant under this Section 8 shall survive the expiration or termination of this Agreement.

9. Conflicts of Interest. Consultant and its officers, employees, associates and subcontractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Consultant’s services under this Agreement, including the Political Reform Act (Gov.

Code, § 81000 et seq.) and Government Code Section 1090. During the term of this Agreement, Consultant may perform similar services for other clients, but Consultant and its officers, employees, associates and subcontractors shall not, without the City Representative’s prior written approval, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subcontractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant shall incorporate a clause substantially similar to this Section 9 into any subcontract that Consultant executes in connection with the performance of this Agreement.

10. Indemnification.

A. Indemnities for Third Party Claims.
1) Consultant shall hold harmless, indemnify and defend the City and its officials, officers, employees, servants, agents, successors and assigns (collectively, “Indemnitees”), from and against any and all claims, demands, judgements, awards, liability, loss, cost or expense, including attorneys’ fees, or any damage whatsoever, including but not limited to death or injury to any person and damage to any property (collectively, “Liabilities”), resulting from the misconduct, negligent acts, errors or omissions of the Consultant or any of its officers, employees or agents in the performance of this Agreement, except such damage as is caused by the sole negligence of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties.

Consultant shall defend the Indemnitees in any action or actions filed in connection with any Liability with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith.

2) Consultant shall pay all required taxes on amounts paid to Consultant under this Agreement, and 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. Consultant shall fully comply with the workers’ compensation law regarding Consultant and Consultant’s employees. Consultant shall indemnify and hold City harmless from any failure of Consultant to comply with applicable workers’ compensation laws. City may offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Subparagraph A. 2).
3) Consultant shall obtain executed indemnity agreements with provisions identical to those in this Section 10 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. If Consultant fails to obtain such indemnity obligations, Consultant shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant’s subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Consultant’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties.

B. Workers’ Compensation Acts not Limiting. Consultant’s obligations under this Section 10, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.

C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provisions in this Section 10 shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liability, tax, assessment, penalty or interest asserted against City.

D. Survival of Terms. Consultant’s indemnifications and obligations under this Section 10 shall survive the expiration or termination of this Agreement.

11. Insurance.

A. Minimum Scope and Limits of Insurance. Consultant shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of One Million Dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of Two Million Dollars ($2,000,000) per project or location. If Consultant is a limited liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds. 2) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000) per accident for bodily injury or disease. If Consultant has no employees while performing services under this Agreement, workers’ compensation policy is not required, but Consultant shall provide an executed declaration that it has no employees. 3) Professional Liability Insurance with minimum limits of One Million Dollars ($1,000,000) per claim and in aggregate.

B. Acceptability of Insurers. The insurance policies required under this Section 11 shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self-insurance shall not be considered to comply with the insurance requirements under this Section 11.

C. Additional Insured. The commercial general and automobile liability policies shall contain an endorsement naming the City, its officers, employees, agents and volunteers as additional insureds.

D. Primary and Non-Contributing. The insurance policies required under this Section 11 shall apply on a primary non-contributing basis in relation to any other insurance or selfinsurance available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.

E. Consultant’s Waiver of Subrogation. The insurance policies required under this Section 11 shall not prohibit Consultant and Consultant’s employees, agents or subcontractors from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against City.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be approved by City. At City’s option, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond guaranteeing payment of losses and expenses.

G. Cancellations or Modifications to Coverage. Consultant shall not cancel, reduce or otherwise modify the insurance policies required by this Section 11 during the term of this Agreement. The commercial general and automobile liability policies required under this

Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail thirty (30) calendar days’ prior written notice to City. If any insurance policy required under this Section 11 is canceled or reduced in coverage or limits, Consultant shall, within two (2) business days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.

H. City Remedy for Noncompliance. If Consultant does not maintain the policies of insurance required under this Section 11 in full force and effect during the term of this Agreement, or in the event any of Consultant’s policies do not comply with the requirements under this Section 11, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Consultant’s expense, the premium thereon. Consultant shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Consultant.

I. Evidence of Insurance. Prior to the performance of services under this Agreement, Consultant shall furnish City’s Risk Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section 11. The endorsements are subject to City’s approval. Consultant may provide complete, certified copies of all required insurance policies to City. Consultant shall maintain current endorsements on file with City’s Risk Manager. Consultant shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant shall furnish such proof at least two (2) weeks prior to the expiration of the coverages.

J. Indemnity Requirements not Limiting. Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duty to indemnify City under Section 10 of this Agreement.

K. Subcontractor Insurance Requirements. Consultant shall require each of its subcontractors that perform services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section 11.

12. Mutual Cooperation.

A. City’s Cooperation. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for Consultant’s proper performance of the services required under this Agreement.

B. Consultant’s Cooperation. In the event any claim or action is brought against the City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires.

13. Artificial Intelligence. LCW permits attorneys to utilize generative artificial intelligence (“AI”) tools in the performance of their work within the standards and guidance established by the State Bar of California. Attorneys may use AI as a tool and do not use AI work product without

applying their own independent legal judgment. Attorneys do not disclose confidential information to unsecure AI tools.

14. Records and Inspections. Consultant shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of Five (5) years. Consultant shall, without charge, provide City with access to the records during normal business hours. City may examine and audit the records and make transcripts therefrom, and inspect all program data, documents, proceedings and activities.

14. Termination or Suspension of Agreement.

A. Right to Terminate or Suspend. City may terminate or suspend this Agreement at any time, at will, for any reason or no reason, after giving written notice to Consultant at least seven (7) calendar days before the termination or suspension is to be effective. Consultant may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least sixty (60) calendar days before the termination is to be effective.

B. Obligations upon Termination. Consultant shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. In the event of City’s termination of this Agreement due to no fault or failure of performance by Consultant, City shall pay Consultant based on the percentage of work satisfactorily performed up to the effective date of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement.

15. Force Majeure. Consultant shall not be liable for any failure to perform its obligations under this Agreement if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Consultant’s reasonable control and not due to any act by Consultant.

16. Notices. Any notices, consents, requests, demands, bills, invoices, reports or other communications which either party may desire to give to the other party under this Agreement must be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by reputable document delivery service or courier service during Consultant’s and City's regular business hours, or (c) five business days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the party to be notified as set forth below:

If to City: If to Consultant:

Chief Ric Walczak Scott Tiedemann
Covina Police Department Liebert Cassidy Whitmore
444 N. Citrus Avenue 6033 W. Century Blvd. 5th Floor
Covina, CA 91723 Los Angeles, CA 90045

17. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.

18. Prohibition of Assignment and Delegation. Consultant shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Consultant from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section 18 shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section 18, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.

19. No Third Party Beneficiaries Intended. Except as otherwise provided in Section 10, this Agreement is made solely for the benefit of the parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

20. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.

21. Exhibits. Exhibits A and B constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, the provisions of this Agreement shall control.

22. Entire Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the parties. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty except those expressly set forth in this Agreement.

23. Amendment of Agreement. This Agreement may be amended only by a writing signed by both parties. The City Manager is authorized to sign an amendment to this Agreement on the City Council’s behalf and without the City Council’s prior approval to make the following nonsubstantive modifications to the Agreement: (a) name changes; (b) extensions of time; (c) nonmonetary changes in the scope of work; and (d) termination of the Agreement.

24. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the parties to this Agreement.

25. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.

26. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

27. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a municipal, superior or federal court with geographic jurisdiction over the City of Covina.

28. Attorneys’ Fees. In any litigation or other proceeding by which on party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party shall be shall be awarded reasonable attorneys’ fees together with any costs and expenses, to resolve the dispute and to enforce the final judgment.

29. Severability. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.

30. Authority to Execute Agreement. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he or she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
[SIGNATURE PAGE FOLLOWS]

The parties, through their duly authorized representatives, are signing this Agreement on the date stated in the introductory clause.

City: Consultant:

City of Covina, Liebert Cassidy Whitmore,
a California municipal corporation a Professional Law Corporation By: By:

Name: Christopher Marcarello Name: Melanie L. Chaney
Title: City Manager Title: Managing Partner
ATTEST:

By:

Name: Fabian Velez
Title: Chief Deputy City Clerk
APPROVED AS TO FORM:

By:

Name: Kevin G. Ennis
Title: City Attorney

EXHIBIT A

APPROVED FEE SCHEDULE
Partners $490.00
Senior Counsel $410.00 - $460.00
Associates $310.00 - $395.00
Labor Relations/Human Resources Consultant $330.00
Classification & Compensation Consultant $250.00
Paralegals $185.00
E-Discovery Specialists $200.00
Law Clerks $200.00 - $220.00

EXHIBIT B

SCOPE OF SERVICES
Consultant agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply PROFESSIONAL LEGAL SERVICES for the Covina Police Department including police defense services and labor relations issues, including, but not limited to, those classifications that are covered under the provisions of Government Code 3300 et seq., the Public Safety Officer Procedural Bill of Rights Act. All Services shall be subject to, and performed in accordance with, this Agreement, and all applicable local, state, and federal laws, rules, and regulations.

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 11
Meeting: June 16, 2026
Title: Approving Participation in the Los Angeles Urban County Community Development Block Grant Program and Authorizing the Mayor, or Designee to Execute a Cooperation Agreement with the County of Los Angeles Upon Its Availability
Presented by: Brian K. Lee, AICP, Deputy City Manager/Director of Community Development Recommendation: That the City Council Adopt City Resolution CC 2026-48 authorizing participation in the Los Angeles Urban County Community Development Block Grant Program for the qualification period July 1, 2027, through June 30, 2030, and authorizing the Mayor, or designee, to execute a Cooperation Agreement with the County of Los Angeles upon availability, subject to approval as to form by the City Attorney.

EXECUTIVE SUMMARY:

The City of Covina has participated in the Federal Community Development Block Grant (CDBG) Program since its inception in 1974. As a city with a population below 50,000, the City is classified as a “non-entitlement city” and is ineligible to receive CDBG funds directly from the U.S. Department of Housing and Urban Development (HUD). CDBG funds for non-entitlement cities are passed through an Urban County in which the County is the main applicant, representing and administering the program on behalf of smaller cities within it.

The current three-year Cooperation Agreement (Agreement) with Los Angeles Urban County is due to expire on June 30, 2027. To remain eligible for CDBG funding during the next three-year qualification period (July 1, 2027, through June 30, 2030), participating cities must notify the County of their intent to continue participation and execute a new Cooperation Agreement.

Typically, HUD issues an annual Community Planning and Development (CPD) Notice that provides requalification instructions and submission deadlines. However, due to reduced staffing at HUD, HUD has not yet released the CPD Notice for this cycle. As a result, the Los Angeles Urban County has not yet received the final Cooperation Agreement documents. To ensure compliance with anticipated federal deadlines, the Los Angeles Urban County is requesting that participating cities adopt a resolution in advance authorizing the Mayor, or designee, to execute the forthcoming Cooperation Agreement upon availability, subject to approval as to form by the City Attorney.

DISCUSSION:

Through participation in the Urban County, the County provides the following services:

Compliance:
 Conducts programmatic, financial, single audit, and account system reviews, as well as labor compliance file reviews and field visits
 Conducts financial, programmatic, and labor compliance training sessions  Provides technical assistance upon request to cities through their assigned contract manager for subjects including: programmatic, planning activities, financial, reporting, environmental services and energy efficient green activities, insurance requirements, and labor compliance

 Assumes the National Environmental Quality Act (NEPA) clearance required by the U.S.

Department of Housing and Urban Development (HUD) for participating cities, including but not limited to: environmental clearance for all projects, conducting full Environmental Assessments for new construction projects, and property identification reviews for minor home repairs under the Residential Rehabilitation Program Planning:
 Develops the required One-Year Action Plan which identifies the goals, projections, and annual budget to HUD
 Develops the Five-Year Consolidated Plan which includes the required Assessment to Fair Housing, market analysis, anti-poverty strategy, goals, and projections Reporting:
 Submits required reports including the Semi-Annual Labor Standards, Minority Business Enterprise, Contract/Subcontract Activity, and Section 3 Reports, as applicable  Submits the required Consolidated Annual Performance and Evaluation Report and all other HUD required performance reports, including a data gathering portal and data metrics compilation for persons served and demographics of persons served Administration:
 Annually update CDBG contracts with cities, County departments, and community-based organizations to ensure compliance with County and federal laws and regulatory requirements
 Conduct procurement of fair housing services, as well as environmental consulting/site assessment
 Request funds and submit information and performance measurement requirements through HUD’s Integrated Disbursement and Information System Grant Management Support:
 Using Grants Management System online portal, processes contracts and provides direct payments to cities/agencies for eligible grant activities, as well as tracking performance metrics for reporting to HUD
 Manages Section 108 Loan, which was funding City used to pay for construction of Covina Senior and Community Center, completed in 2019
Adoption of the proposed resolution (Attachment A) will authorize the Mayor, or designee, to execute the forthcoming Cooperation Agreement with Los Angeles County for the qualification period of July 1, 2027, through June 30, 2030, upon its availability and subject to approval as to form by the City Attorney. Execution of the Cooperation Agreement is required for the City to continue participating in the Los Angeles Urban CDBG funding for the next three-year qualification period.

FISCAL IMPACT:

Participation in this program does not provide administrative funding unless the funding is directly related to a project. City funds spent on eligible activities under CDBG programs are reimbursed through the CDBG program. This action has no effect on the general fund.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2026-48

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, AUTHORIZING PARTICIPATION IN THE LOS ANGELES

URBAN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM FOR THE QUALIFICATION PERIOD BEGINNING JULY 1,
2027, AND AUTHORIZING THE MAYOR, OR DESIGNEE, TO EXECUTE

A COOPERATION AGREEMENT WITH THE COUNTY OF LOS

ANGELES UPON ITS AVAILABILITY, SUBJECT TO APPROVAL AS TO

FORM BY THE CITY ATTORNEY
WHEREAS, the City of Covina desires to participate in the Los Angeles Urban County Community Development Block Grant (CDBG) Program for the qualification period beginning July 1, 2027; and
WHEREAS, participation in the CDBG Program requires execution of a Cooperation Agreement with the County of Los Angeles upon its availability, subject to approval as to form by the City Attorney.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council authorizes participation in the Los Angeles Uran County Community Development Block Grant Program for the qualification period of July 1, 2027, through June 30, 2030, and authorizes the Mayor, or designee, to execute the forthcoming Cooperation Agreement between the City of Covina and the County of Los Angeles upon availability, subject to approval as to form by the City Attorney.

SECTION 2. The City Council authorizes the Mayor, or designee, to execute any and all related documents necessary, for participation in the Los Angeles Urban County CDBG Program on behalf of the City of Covina.

SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED and PASSED this 16
th day of June, 2026.

City of Covina, California
BY:

HECTOR DELGADO, Mayor
ATTEST:

FABIAN VELEZ, Chief Deputy City Clerk

Resolution CC 2026-48 Page 2 of 2

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2026-48 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16
th day of June, 2026, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
___________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 12
Meeting: June 16, 2026
Title: Rescinding Resolution CC 2021-39, Approval of Resolution CC 2026-45, and a New Agreement with the Covina Valley Water Company Provided by the City of Covina Water Utility for Emergency Water Service to the Development of Parkview Estates
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: 1. Rescind Resolution CC 2021-39 and Approve Resolution CC 2026-45; and

2. Authorize the City Manager to Execute an Agreement between the Covina Valley Water Company and the Covina Water Utility for Emergency Water Service to the Development of Parkview Estates located within the City of Covina.

EXECUTIVE SUMMARY:

For many years, the City of Covina Water Utility has supplied emergency water service to the Valencia Heights Water Company (VHWC), another water purveyor. During the development of the Parkview Estates, as a result the City prepared a few Resolutions between VHWC and the City of Covina (City) to address some billing issues. Over the course of this emergency water connection agreement the following Resolutions were rescinded as others were adopted: Resolution No. 96-5745 and its related September 17, 1996, Agreement were rescinded on April 20, 2021, and the City Council approved Resolution CC 2021-39 between the City and VHWC for emergency water service.

Most recently, VHWC has merged into a new company called Covina Valley Water Company (CVWC).

As such, the Resolution CC 2021-39 between the City and VHWC must be rescinded and terminated due to change in company ownership and a new agreement must be completed with CVWC. If approved this agreement allows for the same charges that were in the prior agreement with VHWC and outlined as follows: A charge equal to the current published 6” fire connection charge for “stand-by use” (no water consumption). However, if there is consumption CVWC will pay the City the current published monthly domestic 4” meter charge for all month(s) that the connection is or has supplied water to CVWC and a consumption rate consistent with the published Three Valleys Water District Tier II water rate based on for all water being supplied to CVWC.

BACKGROUND:

The CVWC absorbed the former VHWC as part of the merger between the two companies which included all if its water system, equipment, water rights, and agreements. The newly absorbed retail water company is distinguished from other water purveyors serving areas in the City of Covina in that the Covina Water Utility is now the primary emergency water supplier to CVWC for fire flow to the Parkview Estates development thus the CVWC is a Covina Water Utility customer. CVWC still desires to continue to purchase emergency water from the City of Covina and all of the facilities remain in place to adequately deliver emergency the water when needed. In addition, both parties agree to the terms under which sale and delivery will be made.

FISCAL IMPACT:

Approving this agreement will provide the City’s Water Division the same revenue as in the past and will vary depending on if there is any consumption conservatively it is estimated to provide approximately $8,000 annually based on review of historic use.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

The actions proposed herein have been reviewed for compliance with the California Environmental Quality Act (CEQA) and are exempt per Section 15061 (b) (3). The actions are covered by the general rule that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The contents of this memo will not result in any significant effect on the environment.

Respectfully submitted,

RESOLUTION CC 2021- 39

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, RESCINDING RESOLUTION 96-5745, APPROVING AN

AGREEMENT BETWEEN THE CITY OF COVINA AND VALENCIA

HEIGHTS WATER COMPANY FOR EMERGENCY WATER SERVICE

AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID

AGREEMENT
WHEREAS, on September 17, 1996, the City Council of the City of Covina approved Resolution No. 96- 5745 which approved an Agreement, also dated September 17, 1996, for the sale of water by the City of Covina to Valencia Heights Water Company; and WHEREAS, Resolution No. 96- 5745 and its related September 17, 1996, Agreement must be rescinded and terminated due to changed circumstances; and WHEREAS, Valencia Heights Water Company desires to continue to purchase emergency water from the City of Covina; and
WHEREAS, facilities remain in place to adequately deliver emergency the water when needed; and
WHEREAS, the parties agree to the terms under which sale and delivery will be made.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council of the City of Covina hereby rescinds Resolution No. 96- 5745 in its entirety, thereby terminating the related Agreement for water service dated September 17, 1996.

SECTION 2. The City Council hereby approves a new Agreement between the City of Covina and Valencia Heights Water Company for emergency water service from the City of Covina to Valencia Heights Water Company, dated April 20, 2021, attached hereto as Exhibit" A" and incorporated by this reference as though set forth in full, and authorizes the City Manager to execute said agreement on behalf ofthe City of Covina.

SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

SECTION 4. The City Clerk is hereby directed to forward a copy ofthis resolution to the Honorable David P. Michalko, General Manager of the Valencia Heights Water Company.

APPROVED and PASSED this 20th day ofApril, 2021.

City of Covina, California
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BY:

GE MARQUE ,
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ATTACHMENT A

ATTEST:
dOd Uh ia47/ 1.‘ v
c

RGIANNA NIC E ALVAREZ
GL
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Chief Deputy City Clerk

CERTIFICATION
I, Georgianna Nicole Alvarez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2021- 39 was duly adopted by the City Council of the City of Covina at a regular meeting held on the
20th day ofApril, 2021, by the following vote:

AYES: COUNCIL MEMBERS: ALLEN, KING, CORTEZ, MARQUEZ
NOES: COUNCIL MEMBERS: NONE
ABSTAIN: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: LINARES
Dated: April 21, 2021
y
VhieORA7NN'A NIOL ALVAREZ
444;
f Deputy City Clerk
Resolution CC 2021- 39 Page 2 of 2

EXHIBIT " A"
See attached" Emergency Interconnection Agreement between the City of Covina and Valencia Heights Water Company, Dated April 20, 2021 Resolution CC 2021- 39 Exhibit A

EMERGENCY INTERCONNECTION AGREEMENT
This Emergency Interconnection Agreement ( the " Agreement") is entered into as of the day of 2021 ( the" Effective Date") by and between the CITY OF COVINA, a municipal corporation (" CITY") and VALENCIA HEIGHTS WATER COMPANY, a mutual water company (" VI-IWC").

CITY and VHWC shall be referred to individually as a " Party" and collectively as the " Parties."

RECITALS
WHEREAS, both Parties operate water distribution systems and VI-IWC is looking for opportunities to increase the reliability of its systems by establishing and maintaining interconnections that could be used in emergency situations for VHWC only; and
WHEREAS, VI-IWC is requesting that the City supply water on an emergency basis to VHWC located at 1478 East Holt Avenue, Covina.

WHEREAS, City will provide emergency supplemental source water to VHWC upon request and if available in accordance with the terms and conditions specified herein; and
WHEREAS, the supply of emergency water will be purchased at the currently published Three Valleys rate; and
WHEREAS, the Parties now seek to enter into this Agreement upon the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the promises and terms contained herein, the receipt, adequacy, and sufficiency of which are hereby acknowledged, CITY and VHWC agree as follows:

1. Term.

The term of this Agreement shall commence on the Effective Date and shall remain in full force and effect for one year ( the " Initial Term"). After the Initial Term, the Agreement shall automatically renew for successive oneyear terms ( each a " Renewal Term") unless terminated in accordance with Section 2 below.

2. Termination.

Either Party may terminate this Agreement without cause by providing sixty 60) days prior written notice to the other Party. For a material breach, where a Party gives written notice to the other Party of an alleged material breach and the allegedly breaching Party does not cure that breach within fifteen ( 15) days after receipt of that written notice. Upon termination, both 151854/ 000/ 00349842} 1

Parties will share equally the cost to remove the interconnections and related facilities which are described in more detail herein; provided, however, that if the termination of the Agreement is due to the material breach of a Party, the breaching Party shall be fully responsible for the costs to remove the interconnections and related facilities.

3. Interconnections and Other Facilities.

This Agreement shall include the interconnection between CITY and VHWC and other facilities that are listed below:

A. This is a high- pressure connection at 1478 East Holt Avenue, Covina, which VHWC is connecting to the City of Covina' s water main to provide VHWC with emergency water supply. This connection is controlled by an eight- inch Cla- Val. Also, at its sole discretion, an additional smaller Cla- Val may be installed at a future date by VHWC at its sole cost and expense in coordination with future residential development( s) in the area.

4. Notification to Take Water.

Should VHWC require water, VHWC shall notify the City at the respective contact number identified below:

If to CITY: 626) 384- 5235 from 8: 00 AM to 4: 30 PM
Monday thru Thursday
626) 712- 3803 After Hours Emergency
Dean Dospital: ddospital@covinaca. gov
If to VHWC: 626) 332- 8935 from 7: 00 AM to 4: 00 PM
626) 251- 4540 After Hours Emergency,
follow the prompts to report an emergency.

Tim Pacheco: tpacheco@vhwc. org

5. Compensation for Emergency Water.

VHWC, as the Receiving Party, will pay the City, as the Supplying Party upon receiving an invoice for all water delivered based upon Three Valleys Municipal Water District' s treated tier one or two- rate based on consumption for all water supplied to the Receiving Party based on the current month end water rate being charged to the City of Covina from Three Valleys Water District. VHWC shall pay that invoice within thirty (30) days of the date of the invoice.
151854/ 000/ 00349842} 2

6. Monthly stand- by charcie.

In addition to the compensation listed in Section 5 of this Agreement, VHWC will pay the City the currently published monthly 6" fire connection charge during stand- by ( no water use), and in addition will pay the City the currently published monthly domestic 4" meter charge during the month( s) that the connection is or has supplied water to VHWC.

7. Measurement and Reporting of Amounts Provided.

The amount of water provided at the connection shall be measured by the meter installed at that connection. CITY shall read the meter installed at the connection on a monthly basis and shall report any water usage to VHWC by the tenth ( 10th) day of the month following the month of such water usage. If within seven ( 7) days after receipt of such a report of water usage VHWC disputes the accuracy of the reported water usage, the Parties shall meet and confer to determine the accuracy of the subject report. The Parties may thereafter test the meter installed at the connection to determine the accuracy of the meter. If the quantity of water recorded by the meter measures above 105 percent, or below 95 percent, of the actual water passing through the meter, then the report shall be adjusted accordingly and the Parties shall equally divide all costs incurred in testing the meter. If the meter is found to be accurate, i. e., if the quantity of water recorded by the meter does not measure above 105 percent, or below 95 percent, of the actual water passing through the meter, then the Party that disputed the report shall bear all costs incurred in testing the meter. If VHWC does not dispute the report within seven ( 7) business days of receipt, the quantities set forth on the report are deemed correct and VHWC waives any right to later dispute that report, the quantity of water to be offset under Section 5, above, or any monies determined to be owing under Section 5, above, as a result of water usage reported through that report.

8. Ownership, Construction and Maintenance.

The following describes the nature of ownership for the valve' s stations excluding non- vault piping, including vault, control valve, and metering equipment subject to this agreement:

A. Interconnection # 1 -- CITY shall own and maintain the interconnection up to and including the meter, and VHWC shall own and maintain the Cla- Val( s). Upon submittal of specifications and approval of the specifications, installation and location of the proposed four ( 4) inch water meter from City, VHWC will fund the acquisition and install a new four ( 4) inch water meter. VHWC plans to complete this work by August 31, 2021.
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The meters will serve as the point of service for purposes of billing for water use and responsibility for water loss.

Non- vault piping is that pipe installed outside of the vault that connects the interconnection control and meter assembly to each of the Parties' water systems. The interconnection vault will serve as the point of demarcation for the non- vault piping. Non- vault piping located upstream of the vault belongs to the City, and the pipe downstream of the vault belongs to the VHWC for the purpose of performing and paying for maintenance.

With the exception of non- vault piping, future vault and meter repair or replacement costs will be the responsibility of the owner of that interconnection or meter. The meters will be tested no less than once every 4 years and maintained by the owner to an accuracy of plus (+) or minus (-) five percent ( 5%).

9. Water Quality.

All water to be provided hereunder shall be in compliance with all applicable federal, state and local regulatory water quality requirements pertaining to the production and transmission of water for municipal use.

10. Notice.

Any and all notices or other communications which the Parties shall be required or may elect to provide to the other Party pursuant to this Agreement shall be in writing unless otherwise so agreed. Any notice or communication hereunder shall be sent by ( i) electronic mail ( receipt confirmed by reply e- mail or by telephone); ( ii) personally delivery; ( iii) certified or registered mail, postage prepaid, return receipt requested, or ( iv) overnight courier service providing evidence of delivery to the other Party at the applicable address set forth below:

If to CITY: City of Covina
Public Works Dept. - Water Division
125 E. College Street
Covina, CA 91723
Tel: ( 626) 384- 5230
E- mail: @covinaca. gov
If to VHWC: Valencia Heights Water Company
Attention: David Michalko, General
Manager, or his successor
3009 E Virginia Ave
West Covina, CA 91791
Tel. ( 626) 332- 8935
E- mail: dmichalko@vhwc. org
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11. Indemnity.

To the fullest extent permitted by law, VHWC shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials ( collectively" Indemnitees"), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens and losses of any nature whatsoever: ( a) arising out of VHWC' s acts, omissions or willful misconduct related to this Agreement; ( b) injuries to third persons or damage to property caused by the acts or omissions or willful misconduct of the VHWC or any of its employees, contractors, consultants or agents in performing under this Agreement, or ( c) any violation of applicable laws, regulations or permits. VHWC shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith. The indemnification in this Section 11 shall survive the expiration or termination of this Agreement.

12. Severability.

If any provision, paragraph, or subparagraph of this Agreement is adjusted by any court of law to be void or unenforceable in whole or in part, the adjudication shall not be deemed to affect the validity of the remainder of the Agreement, including any other provision, paragraph or subparagraph. Each provision, paragraph, and subparagraph of this Agreement is declared to be separable from every other provision, paragraph and subparagraph and constitutes a separate and distinct covenant.

13. Modification.

No change or modification of this Agreement shall be valid unless in writing and signed by both Parties. No waiver of any provision of this Agreement shall be valid unless in writing signed by the person or Party to be charged.

14. Compliance with Applicable Laws.

VHWC shall keep itself informed of all local, state and federal ordinances, laws and regulations regarding the provision and delivery of water in its possession pursuant to this Agreement. VHWC shall at all times observe and comply with all such ordinances, laws and regulations. The City and its agents shall not be liable at law or in equity occasioned by failure of the VHWC to comply with this section.
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15. Conflicts of Interest.

VHWC understands that CITY maintains comprehensive policies and procedures for its employees, including policies prohibiting employees engaging in activities that could create even the appearance of a conflict of interest. VHWC acknowledges the existence of such policies and procedures and affirmatively states that VHWC will take no actions to induce employees to violate such policies.

16. Complete Understanding.

This Agreement constitutes the entire agreement between the parties and contains all of the agreements between the Parties with respect to this subject matter. This Agreement cancels and supersedes any and all other agreements, whether oral or in writing, between the Parties with respect to this subject matter.

18. Governing Law.

This Agreement shall be subject to and governed by the laws of the State of California without reference to its conflict of laws rules.

19. Headings.

The headings in this Agreement are inserted for convenience only and are not to be considered in construction of this Agreement provisions.

20. No Third Party Beneficiaries Intended.

This Agreement is made solely for the benefit of the parties to this Agreement, and no other person or entity may have or acquire a right by virtue of this Agreement.

21. Assignment.

Neither Party shall have the right to assign this Agreement without the prior written consent of the other Party.

22. Limitation of Liability.

Neither Party is responsible for indirect, incidental, special, exemplary, or punitive damages.

23. Governing Law and Choice of Forum.

This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction 151854/ 000/ 00349842} 6