Facility Name New Public Safety Building
Address 11201 Acacia Parkway, Garden
Grove, CA 92840
Facility Type Police Department & Detention
Facility
Hours of Operation 24 Hours / 7 Days per Week
Estimated Building Opening August 2026
Space Type / Area APPA Classification Est. Sq. Ft. % of Building Notes Gross Square Footage (Total Building) — 103,181 100%
Architectural Dead Space / Non-assignable 8,211 8% Excluded from productive sq. ft. calculations
Non-Cleanable (Mechanical, Storage, Utility) Non-Cleanable 13,918 13% Excluded from productive sq. ft. calculations
Effective Cleanable Square Footage — 81,052 79% Used for staffing & cost proposals Offices / Workstations / Administration Office Space – Standard 42,685 41% Corridors / Lobbies / Public Areas Circulation / Public – Standard–High 18,296 18% Specialized Areas (Holding Cells, Booking,
Evidence, Armory, Gym, Sally Port) Specialized / Institutional – High 11,576 11% Security-constrained Locker Rooms (2 full locker rooms with
showers) Locker Room – Very High 6,025 6%
Restrooms (approx. 33 total) Restroom – Very High 2,470 2% Armory and Gun Cleaning Room 436 Gross SQFT; includes counter top area SWAT 1,215 Net SQFT; includes counter top area and
excludes space taken up by lockers
P&E (north and south) 2,662 Net SQFT; excludes shelving, fridges, and freezers
IT/Network Closets (MDF/IDFs/MPOE) 1,770 Gross SQFT; did not exclude rack space Specification Count / Detail Notes
Number of Floors 3
Number of Stairwells 3
Number of Elevators 3
Number of Parking Lots 303
Light Fixtures (Estimated) 1946
Number of Interior Windows 11
Level 1: (5) Lobby Public Service Counter,
Lobby Display Case, Cooridor Transaction
Window, Evidence Release Window,
Detention Secure Vestibule; Level 2: (4)
Eelvator Lobby Display Case, Open Office /
Lobby Overlook, Juvenile Monitoring
Window, Watch Command Window; Level
3: (2) Breakroom Windows
Number of Exterior Windows 362 ~14,100SF Exterior glazing accessible from interior
Interior Partition Glass / Doors 50 Door Sidelites: Level 1: (9), Level 2: (17), Level 3: (24)
Specification Count / Detail Notes
Approximate Staff in Building (Daily) 280
Approximate Persons Entering/Exiting per
Month Unknown
24/7 Operations (Police) Yes Impacts access scheduling and cleaning windows
Specification Count / Detail Notes
Total Number of Restrooms 29 Level 1: (12), Level 2: (7), Level 3: (10); Includes locker room restrooms
Full Locker Rooms with Showers 2 Very high cleaning intensity Number of Toilets 36 Level 1: (12), Level 2: (13), Level 3: (11) Number of Detention Lavatory / Waterclosests 7 Located within detention area holding cells Number of Urinals 7 Level 1: (3), Level 2: (4), Level 3: (0) Number of Showers 12 Located in locker rooms + sallyport Number of Sinks - Lavatories 37 Level 1: (13), Level 2: (13), Level 3: (11) Number of Sinks - Kitchen Sinks 24 Level 1: (8), Level 2: (11), Level 3: (5) Number of Sinks - Utility Sinks 4 Level 1: (2), Level 2: (1), Level 3: (1) Waterfountains 5 Level 1: (3), Level 2: (1), Level 3: (1) Total Paper Towel Dispensers 35 City supplies consumables (paper towels, soap, toilet paper, seat covers)
Total Soap Dispensers 59 City supplies consumables
Total Toilet Tissue Dispensers 43
City supplies consumables, includes two
roll holders at typical toilets and single roll
at detention holding cell toilets
Number of Kitchen Areas 1 Primary Breakroom on Level 3 has a residential stove, is not full
Number of Kitchenettes / Break Rooms 16 Level 1: (6), Level 2: (6), Level 3: (4) Number of Lactation Rooms 2 Level 1: (0), Level 2: (2), Level 3: (0) Floor Type Approx. Location(s) Est. Sq. Ft. Notes
Terrazzo Main Lobby / Entry 1,616
Requires manufacturer-specified
maintenance protocol; specialized
equipment required [TRF 101/102]
Vinyl Composition Tile (VCT) Offices, Corridors 28,462
Stripping, waxing, and buffing required.
[RFT101], [RFT103], [RFT104], [RFT105],
[RFT107], [RFT108]
Ceramic Tile Restrooms, Locker Rooms 3,164 [TL101], [TL104] Carpet Administrative Areas 37,454 Extraction shampooing required [CPT101] [CPT102], [CPT103], [CPT104]
Sealed Concrete Parking / Utility 8,242 [CF101] (Does not include exterior sealed concrete, ie. Sallyport)
Rubber / Gym Flooring Specialized / Institutional – High 1,903 Requires manufacturer-specified
maintenance protocol; specialized
equipment required [RFT102]
SECTION 3 – BUILDING PHYSICAL SPECIFICATIONS
CITY OF GARDEN GROVE · PUBLIC WORKS DEPARTMENT
CUSTODIAL SERVICES RFP – FACILITY SPECIFICATION SHEET Exhibit A
SECTION 1 – FACILITY OVERVIEW
SECTION 2 – SQUARE FOOTAGE
SECTION 4 – STAFF & OCCUPANCY
SECTION 5 – RESTROOMS, FIXTURES & DISPENSERS
SECTION 6 – FLOOR TYPES (Contractors must describe proposed maintenance method for each type in proposal) City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 1 of 7
EXHIBIT B
SAFETY STANDARDS & PROTOCOLS
Public Safety Building Custodial Services
City of Garden Grove — 11301 Acacia Parkway
This Exhibit establishes the mandatory safety, security, and personnel standards applicable to all Contractor and subcontractor employees performing custodial services at the City of Garden Grove Public Safety Building (PSB). These requirements are non-negotiable and are incorporated by reference into the Contract.
Contractor’s proposal must affirmatively acknowledge and address ea ch section of this Exhibit to be considered responsive. Failure to comply with any provision during the contract term is grounds for corrective action, suspension of work, or termination.
SECTION 1 — EMPLOYEE APPROVAL & DISQUALIFICATION
STANDARDS
The City retains the absolute right to approve or disapprove any Contractor employee performing work under this Contract, including any proposed personnel changes. The following standards govern disqualification from assignment to City facilities.
1.1 Automatic Disqualifying Offenses
Contractor employees shall not be permitted to perform services if they have a history of any of the following:
• High-grade misdemeanor conviction
• Misdemeanor theft conviction
• Any felony conviction
• Conviction for a sex offense
• Military discharge classified as dishonorable, bad conduct, or undesirable • Any conviction that would preclude the employee from receiving bond • Conviction for DUI or reckless driving within the last seven (7) years • Pattern of irresponsible behavior, including unsatisfactory driving or employment records • Pattern of recent or habitual illegal drug use
1.2 Ongoing Clearance & Revocation
All Contractor employees performing services under this Contract — including Lead Custodians, supervisors, and the Contractor’s Project Manager — must undergo and pass a background investigation satisfactory to City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 2 of 7
the City prior to commencing work. The City r eserves the right to revoke clearance at any time based on subsequent arrests, investigations, or other adverse information obtained during the contract term.
Requirement Standard / Detail
Pre-assignment background
investigation
Required for all Contract or personnel prior to commencement of work.
Satisfactory results required Background investigation results must be satisfactory to the City before any employee may begin service.
City revocation right The City may revoke clearance at any time upon discovery of a new arrest, charge, or other adverse information.
Existing employees at contract
renewal
Re-verification is not required for employees who were
continuously cleared under the prior contract term.
New mid-contract employees Any employee added after contract commencement must complete the full background investigation before their first day of service.
SECTION 2 — PRE-EMPLOYMENT VETTING REQUIREMENTS
The following vetting requirements apply to all Contractor employees assigned to the Police Department building. All background investigations shall be conducted through a City -approved third-party vendor at the Contractor’s expense, regardless of outcome.
Requirement Standard / Detail
Criminal Background Check Comprehensive national criminal history check required, including felony and misdemeanor records, sex-offender registry, and Denied-Party screening (covering 50+ U.S. and international watch lists). Must be completed prior to first day of service.
Disqualifying Criminal History Automatic disqualification applies for: high -grade misdemeanor conviction; misdemeanor theft conviction; any felony conviction; sex offense conviction; dishonorable, bad -conduct, or
undesirable military discharge; any conviction precluding bonding; DUI or reckless driving within the last seven (7) years; or a pattern of irresponsible behavior or habitual illegal drug use.
Fingerprint-Based Check (CJIS) State and national fingerprint -based criminal history check required for all employees accessing non-public, CJI-adjacent, or restricted areas, consistent with FBI CJIS Security Policy standards.
Employment Verification Minimum five (5) -year lookback on prior employment history required.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 3 of 7
Requirement Standard / Detail
Form I-9 / Work Authorization USCIS Form I -9 required for every employee; stored separately from personnel file. Non -U.S. citizens shall be tracked per applicable foreign national protocols.
TB Testing Annual tuberculosis test required; written proof of results must be submitted to the City Contract Manager.
Drug Screening Pre-employment and reasonable-suspicion drug testing program is required. Contractor must describe their testing program in the proposal.
CJIS Security Awareness
Training
All Contractor employees must complete CJIS Security
Awareness Training before commencing work. Documentation of completion must be provided to the City Contract Manager upon request.
SECTION 3 — CONTRACTOR PERSONNEL CONDUCT & SECURITY
OBLIGATIONS
The following conduct standards apply to all Contractor and subcontractor personnel while on City property.
These requirements must be addressed in the Contractor’s proposal and are incorporated into any resulting Contract.
3.1 General Security Conduct
• Doors must never be propped open or left unattended during services, including during trash removal.
All entrance and exit doors must remain locked at all times. • Contractor employees must enter and exit only through locations designated by the City Project Manager or the on-duty Watch Commander.
• Only lights necessary for cleaning the immediate work area shall be used. Lights must be turned off and doors locked upon leaving any cleaned area.
• Contractor employees must not disturb papers on desks, open drawers or cabinets, use City telephones, radios, or televisions, or tamper with any City or personal property. • Lost-and-found articles must be turned in to the on-duty Watch Commander. • Hazardous, emergency, or security conditions must be reported to the on -duty Watch Commander within the same working shift in which they are discovered. • Contractor employees are subject to authorized searches by City or Police Department staff at any time while on City property.
• No unauthorized tours or visits are permitted. Persons not previously approved by the City Project Director are not permitted on the premises.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 4 of 7
• All conduct standards apply equally to subcontractor personnel.
3.2 Prohibited Items & Persons on Premises
The following are strictly prohibited in all City facilities:
• Visitors brought by Contractor employees. No unauthorized persons may be on City premises. • Weapons or contraband of any kind.
• Alcohol or illegal drugs. Contractor employees must not report to work under the influence of either.
SECTION 4 — UNIFORM, IDENTIFICATION & BADGING
All Contractor personnel must be visually identifiable and credentialed at all times while on City property.
Requirement Standard / Detail
Company-logo uniform required Contractor employees must wear a company-logo uniform that is visually distinguishable from City and Police Department staff uniforms at all times while on City property.
Uniform approval Uniform design — including color, logo, and style — requires written City approval prior to the contract start date.
Photo ID badge Contractor employees must display a company -issued photo ID badge at all times while on City property.
City-issued access badge return City-issued access badges must be returned immediately upon employee separation. The cost of any unreturned badge,
including any required rep rogramming or replacement, is the Contractor’s sole financial responsibility.
Employee change notification Contractor must notify the City Contract Manager within one (1) business day of any employee termination, suspension, or unplanned absence, including the name and credentials of any proposed substitute.
Substitute employee approval Substitute employees must receive City approval before accessing the facility for the first time.
Removal for non-compliance Contractor personnel found on City property without proper identification or a valid access badge may be immediately removed from the facility.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 5 of 7
SECTION 5 — ACCESS CONTROL & KEY MANAGEMENT
Access to City facilities must be strictly controlled and fully auditable at all times.
Requirement Standard / Detail
No key duplication Keys and keycards issued to Contractor employees shall never be duplicated under any circumstances.
Lost or missing keys/keycards Loss or disappearance of any key or keycard must be reported to the City Contract Manager immediately. The cost of any required rekeying or reprogramming is the Contractor’s sole financial responsibility.
No master key access Contractor employees shall not possess or be issued master keys. Area-specific access shall be limited to the Contractor’s pre- approved cleaning schedule for that area.
Roster maintenance A complete and current roster of all Contractor employees assigned to the facility shall be maintained and provided to the City Contract Manager within twenty -four (24) hours of any change.
Electronic access audit Electronic access card records are subject to audit by the Police Department at any time and without prior notice.
SECTION 6 — RESTRICTED vs. UNRESTRICTED AREA PROTOCOLS
The Public Safety Building is divided into access zones. Contractor employees are authorized to perform custodial services only in accordance with the zone classifications and associated protocols defined below.
Contractor employees shall not access any zone above their assigned clearance leve l under any circumstances.
Security
Classification Areas / Zones Custodial Protocol
Unrestricted —
Unaccompanied
Access
Lobbies, Public Corridors, Common
Areas, Break Rooms, Conference &
Briefing Rooms, Open Office Areas
(cubicles), Restrooms, Locker
Rooms, Parking Garage
Regular cleaning per approved
Contractor Work Plan, without escort.
Highest Restriction
— Escorted Access
Only
Armory, SWAT, Property & Evidence,
IT/Network Closets, IFP Rooms, IT
Server Rooms, Jail/Booking Area
Custodial work permitted with sworn
officer or authorized civilian escort
only. Advanced scheduling required.
No unescorted access at any time.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 6 of 7
Requirement Standard / Detail
Written zone notification Contractor employees shall be informed in writing of their assigned zone(s) prior to their first day of service.
No unauthorized zone access No Contractor employee may access a zone above their assigned clearance level under any circumstances, including in cases of operational urgency.
Escorted access scheduling Custodial work in Highest Restriction areas must be scheduled in advance with the designated Police Department and Public Works Department contact. Unscheduled or unescorted entry is not permitted.
SECTION 7 — CONFIDENTIALITY
Contractor must maintain the confidentiality of all records, information, and observations made in the course of providing services, in accordance with all applicable federal, state, and local laws, regulations, ordinances, directives, and City policies concerning information technology security and the protection of confidential records.
Requirement Standard / Detail
Confidentiality obligation Contractor must maintain full confidentiality of all records, information, and observations encountered during service delivery. This obligation survives the termination or expiration of the Contract.
Employee acknowledgement Every Contractor employee must sign the Contractor Employee Acknowledgement and Confidentiality Agreement prior to commencing work. Signed agreements must be provided to the City Contract Manager upon request.
Subcontractor coverage Confidentiality obligations extend to all subcontractor personnel.
Contractor is responsible for obtaining executed agreements from all subcontractor employees.
SECTION 8 — PROPOSAL REQUIREMENTS
To be considered responsive, the Contractor’s proposal must include the following documentation and written statements in a dedicated section titled “Safety Standards & Protocols — Exhib it B Response.” • Written affirmation of compliance with all standards set forth in Sections 1 through 7 of this Exhibit (Refer to Contractor Acknowledgement signature below).
• Contractor’s background investigation procedures, including the name of the City-approved third - party vendor to be used.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit B Exhibit B — Safety Standards & Protocols | Page 7 of 7
• Contractor’s CJIS Security Awareness Training program description, including provider information and documentation of employee completion before contract start date. • Contractor’s drug testing program desc ription, including pre-employment and reasonable -suspicion protocols.
• Sample company uniform design or description submitted for City approval consideration. • Executed Exhibit E (Contractor Employee Acknowledgement and Confidentiality Agreement) for all proposed key personnel, or confirmation that executed agreements will be obtained prior to contract start.
• Signed acknowledgement that all subcontractors are subject to and will comply with the requirements of this Exhibit.
CONTRACTOR ACKNOWLEDGEMENT
By submitting a proposal, Contractor acknowledges receipt of this Exhibit B and affirms that it has read, understands, and agrees to comply with all standards and requirements contained herein. Contractor further acknowledges that these standards will be incorporated into any resulting Contract and that non-compliance is grounds for corrective action, suspension, or termination.
Authorized Signature Date
Printed Name & Title Company Name
August 12, 2026
Ryan Bunn, Vice President CCS Facility Services - Orange County, Inc.
Exhibit E
Exhibit G
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit G Exhibit G — Page 1 of 3
EXHIBIT G
PROPOSER REFERENCES & QUALIFICATIONS FORM
Public Safety Building Custodial Services — City of Garden Grove, 11301 Acacia Parkway INSTRUCTIONS: This form must be completed in full, signed by an authorized representative, and submitted with the proposal.
This form and its attachments will be used to verify compliance with the Minimum Mandatory Requirements (MMRs) stated in the RFP and Section 10.7 of the Janitorial Work Plan. Failure to complete any portion of this form, failure to attach required documentation, or failure to satisfy any MMR will render the proposal non-responsive and eliminate it from further consideration. Additional sheets may be attached if needed; label each attachment "Exhibit G — Continued." PART 1 — PROPOSER INFORMATION
Legal Business Name
DBA (if applicable)
Business Address
Business Structure ☐ Corporation ☐ LLC ☐ Partnership ☐ Sole Proprietorship ☐ Other:
______________
Years in Business Under Current Name
Authorized Contact Name & Title
Telephone / Email
CA Janitorial Contractor Registration
No. (Labor Code §1420 et seq.)
Registration Expiration Date __________________ ☐ Copy of current registration attached (REQUIRED) PART 2 — MINIMUM MANDATORY REQUIREMENTS CERTIFICATION
Check "Yes" or "No" for each requirement. A "No" response to any item below will render the proposal non-responsive.
No. Minimum Mandatory Requirement Yes No
MMR-
1 Proposer has a minimum of five (5) years of continuous or cumulative experience, within the last seven (7) years, providing custodial services in a public safety facility (active law enforcement, correctional, detention, or similarly security-sensitive governmental facility operating 24/7). Subcontractor experience may NOT be used to satisfy this requirement. ☐ ☐
MMR-
2 Proposer holds an active California Janitorial Contractor Registration with the California Labor Commissioner pursuant to the Property Service Workers Protection Act (California Labor Code §1420 et seq.), and proof is attached to this form. ☐ ☐
MMR-
3 Proposer has provided three (3) completed reference contracts in Part 4 of this form, at least one of which verifies the public safety facility experience required by MMR-1. ☐ ☐ PART 3 — PUBLIC SAFETY FACILITY EXPERIENCE SUMMARY (MMR-1) List each contract used to satisfy the five (5) years of public safety facility experience within the last seven (7) years. Experience must be that of the Proposer as prime contractor; subcontractor experience will not be counted. Contracts listed here may also appear as references in Part 4.
Client Agency / Facility Name Facility Type (law enforcement, detention, etc.)
Start Date
(Mo/Yr)
End Date
(Mo/Yr)
Total
Months
CCS Facility Services - Orange County, Inc.
X
38 years
Ryan Bunn
m 310 299 6698, [email protected]
3001 Red Hill Ave Bld. #6-220, Costa Mesa, CA 92626
X
JS-LR-1001235067
March 30, 2027
X
X
X
Adams County, CO Detention Center May 2017 Still a current customer
111 months
City of Claremont, CA Police Department March 2025 Still a current customer
18 months
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit G Exhibit G — Page 2 of 3
Client Agency / Facility Name Facility Type (law enforcement, detention, etc.)
Start Date
(Mo/Yr)
End Date
(Mo/Yr)
Total
Months
TOTAL CUMULATIVE PUBLIC SAFETY FACILITY EXPERIENCE (must equal or exceed 60 months) PART 4 — REFERENCES
Provide three (3) completed reference contracts for which the same or similar scope of services was performed. At least one reference must verify the public safety facility experience required by MMR-1. The City may contact any reference and may consider information obtained from sources other than those listed. It is the Proposer's sole responsibility to ensure that a ll reference information is accurate and that contacts are reachable during the evaluation period.
REFERENCE 1
Client Agency Name
Contact Name & Title
Contact Telephone / Email
Facility Type & Address
Contract Term (Start – End, Mo/Yr)
Approximate Gross Square Footage
Serviced
Scope of Services — including any
security protocols, background
clearance, or restricted-area access
requirements
Verifies MMR-1 Public Safety Facility
Experience? ☐ Yes ☐ No
REFERENCE 2
Client Agency Name
Contact Name & Title
Contact Telephone / Email
Facility Type & Address
Contract Term (Start – End, Mo/Yr)
Approximate Gross Square Footage
Serviced
Scope of Services — including any
security protocols, background
clearance, or restricted-area access
requirements
Adams County, CO
April VanBeest, Environmental Services Supervisor, Facilities & Fleet Management Detention Facility at 150 N. 19th Avenue, Brighton, CO
City address is: 4430 S. Adams County Parkway, Suite E4009, Brighton, CO 80601 o: 720.523.6005 m: 303.241.1352 | [email protected] May 2017-Present
Portfolio total: 1.5m sq ft
Detention Facility: approximately 342k sq ft
Specialized floor technicians required on night shift in detention facility. Sheriff and CJIS background screening required, as well as thorough on-shift security requirements. 2 month waiting period for badges. Restricted-area protocols prohibit bringing items like knives, glass, or lighters into secured zones, require pre-approved and logged equipment check-in/out, ban unattended tools or unsupervised inmate conversations, and mandate quarterly on-site security- awareness training.
X
City of Claremont, CA
Cari Dillman, Community Services Manager
(909) 399-5431, [email protected]
Police Department: 570 W Bonita Ave, Claremont, CA 91711 City address: 1616 Monte Vista Avenue, Claremont. CA 91711 March 2025-Present
Approximately 10,000 sq ft
Standard and comprehensive janitorial services. Background screening includes a LiveScan required prior to receiving a badge. Badge must be worn at all times. No non-employees allowed on site, no duplicating building keys (extras only from the Contract Administrator), and work confined to the 10 p.m.–6 a.m San Bernardino County Sheriff Office Sheriff's Office Nov 2025 Still a customer 10 months City of Westminster Police Department March 2019 Still a customer 90 months 229 months
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit G Exhibit G — Page 3 of 3
Verifies MMR-1 Public Safety Facility
Experience? ☐ Yes ☐ No
REFERENCE 3
Client Agency Name
Contact Name & Title
Contact Telephone / Email
Facility Type & Address
Contract Term (Start – End, Mo/Yr)
Approximate Gross Square Footage
Serviced
Scope of Services — including any
security protocols, background
clearance, or restricted-area access
requirements
Verifies MMR-1 Public Safety Facility
Experience? ☐ Yes ☐ No
PART 5 — CERTIFICATION
By signing below, the undersigned certifies under penalty of perjury under the laws of the State of California that: (1) they are authorized to bind the Proposer; (2) all information provided in this form and its attachments is true, accurate, and complete; (3) the Proposer authorizes the City of Garden Grove to contact all references listed and to verify all information provided; and (4) the Proposer understands that any misrepresentation or omission may result in rejection of the proposal, or termination o f any resulting contract.
Signature of Authorized Representative Date
Printed Name & Title Legal Business Name of Proposer
X
X
Ryan Bunn CCS Facility Services - Orange County, Inc.
August 13, 2026
City of Westminster, CA
Adolfo Andrade, Facilities
714-715-0258, [email protected]
Police Department, 8200 Westminster Blvd., Westminster, CA 92683 March 2019-Present
Approximately 88k for Police Department
Standard and comprehensive janitorial services. Background screening includes a LiveScan required prior to receiving a badge. Badge must be worn at all times.
State of California
Department of Industrial Relations
Division of Labor Standards Enforcement
Licensing & Registration Unit
1515 Clay Street, Ste. 1902
Oakland, CA 94612
Janitorial Services Registration
REGISTRANT WITH EMPLOYEES
Effective Date
3/30/2026
Expiration Date
3/30/2027
CCS Facility Services - Orange County Inc.
3001 Red Hill Avenue
Costa Mesa, CA 92626
Self Insured
POST IN A CONSPICUOUS PLACE
ALTERATIONS WILL VOID THIS REGISTRATION
Registration Number:
JS-LR-1001235067
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit H Exhibit H — Page 1 of 4
EXHIBIT H
PROPOSED STAFFING PLAN
Public Safety Building Custodial Services — City of Garden Grove, 11301 Acacia Parkway INSTRUCTIONS: This form must be completed in full for ALL THREE service tiers, signed by an authorized representative, and submitted with the proposal as part of the Contractor Work Plan (Janitorial Work Plan, Sections 2 and 10.1). Proposed staffing must meet or exceed the minimum staffing floors in Work Plan Sections
1.3, 2.1, and 2.2. The City will evaluate staffing feasibility and adequacy as a scored element of proposal evaluation. Failure to complete any portion of this form, or proposing staffing below any minimum floor, will render the proposal non-responsive. Additional sheets may be attached if needed; label each attachment “Exhibit H — continued.”
PART 1 — KEY PERSONNEL
CONTRACTOR PROJECT MANAGER
Name
Years of custodial management /
supervisory experience
Public safety facility experience
(facility, role, dates)
24/7 contact telephone
Email
Proposed Lead Custodian Years of Custodial
Experience
Public Safety Facility
Experience? (Y/N — facility
name)
Shift to be
Assigned (AM /
PM)
1. 2.
3. NOTE: One designated Lead Custodian is required on every weekday shift at every tier. All personnel listed above are subject to DOJ/FBI LiveScan fingerprint-based background clearance and GGPD approval, and must execute Exhibit E (Contractor Employee Acknowledgement and Confidentiality Agreement), before their first day of on-site service. List additional Lead Custodians on an attached sheet if needed.
PART 2 — WEEKDAY SHIFT SCHEDULE & STAFFING BY TIER
Minimums (all tiers): 2 custodians per shift, one of whom must be a designated Lead Custodian. No service gap is permitted between the AM and PM shifts. Entries below or outside these limits render the proposal non-responsive.
WEEKDAY (MON–FRI) Tier 1 — Full Service Tier 2 — Standard Service
Tier 3 — Managed
Service
AM SHIFT — start no later than 6:00 a.m.
Shift start time
Shift end time
Number of custodians
Erryn Moreno
Currently manages the Police Department for the City of Costa Mesa as well as the Police Department for the City of Laguna Beach for CCS.
Over 5 years of Account Management experience in janitorial services.
Yes, managing the City of Signal Hill
Police Department.
AM1+
949 244 8682
[email protected]
Maria Guadalupe Montalvo
Santa Gomez de Espitia 5+ Yes, currently working at the City of Fullerton Police Department
AM
PMJose Dominguez ~1 No
Shift 1: 6am
Shift 2: 9am
Shift 1: 6am
Shift 2: 9am
Shift 1: 6am
Shift 2: 9am
Shift 1: 2:30 pm
Shift 2: 5:30 pm
Shift 1: 2:30 pm
Shift 2: 5:30 pm
Shift 1: 2:30 pm
Shift 2: 5:30pm
2 - Shift 1 2 - Shift 1 2 - Shift 1
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit H Exhibit H — Page 2 of 4
Number of porters
Lead Custodian assigned (name)
PM SHIFT — start no later than 2:00 p.m.
Shift start time
Shift end time
Number of custodians
Number of porters
Lead Custodian assigned (name)
Describe how continuous coverage between the weekday AM and PM shifts is maintained (no service gap permitted):
PART 3 — WEEKEND SHIFT SCHEDULE & STAFFING BY TIER
Weekend minimums per shift: Tier 1 — 2 custodians + 1 porter; Tier 2 — 1 custodian + 2 porters; Tier 3 — 1 custodian + 1 porter.
No Lead Custodian is required on weekends (Work Plan Section 2.2).
WEEKEND (SAT–SUN) Tier 1 — Full Service Tier 2 — Standard Service
Tier 3 — Managed
Service
AM SHIFT — start no later than 8:00 a.m.
Shift start time
Shift end time
Number of custodians
Number of porters
PM SHIFT — start no later than 3:00 p.m.
Shift start time
Shift end time
Number of custodians
Number of porters
PART 4 — TOTAL PROPOSED WEEKLY LABOR HOURS
State total on-site labor hours per week at each tier. These figures will be used to evaluate staffing adequacy against the facility's cleanable square footage (Exhibit A) and the cleaning frequencies in Work Plan Section 3. 2 (1 - 1st Shift, 1 - Shift 2) 1 - Shift 1
Maria Maria Maria
Jose Jose Jose
3 2 2
1 1 1
Shift 1: 2pm Shift 1: 2pm
Shift 1: 10:30pm Shift 1: 10:30pm
CCS Facility Services is proposing split shift start times for all 3 tiers, ensuring that there is coverage during all hours.
Shift 1: 6am
Shift 2: 8am
Shift 1: 6am
Shift 2: 8 am
Shift 1: 2:30pm
Shift 2: 4:30pm
Shift 1: 2:30pm
Shift 2: 4:30pm
2 1 1
1 2 1
Shift 1: 2pm
Shift 2: 3pm
Shift 1: 2pm
Shift 2: 3pm
Shift 1: 10:30pm
Shift 2: 11:30pm
Shift 1: 10:30pm
Shift 2: 11:30pm
2 1 1
1 2 1
2 (1 - 1st Shift, 1 - Shift 2)
Shift 1: 6am
Shift 2: 8 am
Shift 1: 2:30pm
Shift 2: 4:30pm
Shift 1: 2pm
Shift 2: 3pm
Shift 1: 10:30pm
Shift 2: 11:30pm
Shift 1: 2pm
Shift 1: 10:30pm
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit H Exhibit H — Page 3 of 4
TOTAL PROPOSED ON-SITE LABOR
HOURS Tier 1 — Full Service Tier 2 — Standard
Service
Tier 3 — Managed
Service
Weekday hours per week (all shifts,
all personnel)
Weekend hours per week (all
shifts, all personnel)
TOTAL HOURS PER WEEK
PART 5 — CREW SIZE JUSTIFICATION
For each tier, briefly explain why the proposed crew size and schedule are sufficient to deliver the cleaning tasks and frequencies required by Work Plan Section 3 at that tier. Include the productivity assumption used (square feet per custodian per shift).
TIER 1 — FULL SERVICE
TIER 2 — STANDARD SERVICE
TIER 3 — MANAGED SERVICE
320 280 240
96 96 64
Tier 1 (Full Service) staffs AM at Section 1.3's 2-custodian floor + 2 Porters, and PM at 3 Custodians + 1 Porter. The 3rd PM Custodian performs additional detailed general cleaning outside normal business hours, reflecting Full Service's higher standard. One of AM's 2 Porters works a staggered 9:00 a.m.-5:30 p.m. schedule, bridging into PM's window and providing double-Porter coverage during the RFP's stated Public Hours (8am-5pm) while PM's dedicated Porter covers the 2:00 p.m.-10:30 p.m. close. General cleaning production rate: ~2,532 SF/hour/shift (blended Office Standard + Circulation Standard-
High, per Exhibit A's APPA Classifications). Total: 8 people/day.
Tier 2 (Standard Service) staffs AM at the 2-custodian floor + 2 Porters, and PM at the 2-custodian floor + 1 Porter. As with Tier 1, one of AM's 2 Porters works a staggered 9:00 a.m.-5:30 p.m. schedule to maintain double-Porter coverage during
peak Public Hours without stationing 2 Porters through the lower-traffic evening. General cleaning production rate: 2,895 SF/hour/shift, per Exhibit A's APPA Classifications. Total: 7 people/day.
Tier 3 (Managed Service) staffs both AM and PM shifts identically at the 2-custodian floor, plus 1 Porter present for the full shift, matching Section 3.1's "Once per Shift" fixture-cleaning frequency at this tier and Section 2.2's weekend Porter count exactly. At 3,377 SF/hour/shift blended production rate, 2 custodians cover roughly 74% of the general-cleaning pool (Office + Circulation) in a single daily pass; the remainder is absorbed through normal zone rotation since Section 3.2's own frequency table requires daily service only on trash and carpet vacuuming, with most other tasks weekly or less.
Total: 6 people/day.
416 376 304
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit H Exhibit H — Page 4 of 4
PART 6 — SUBSTITUTE COVERAGE PLAN FOR UNPLANNED ABSENCES Only background-cleared, GGPD-approved personnel may enter the facility. Same-day substitution with uncleared personnel is prohibited; the substitute plan must rely on a pre-cleared bench.
Number of background-cleared
substitute personnel to be
maintained on bench
How and when the City's Project
Manager will be notified of an
unplanned absence
How minimum staffing floors will be
maintained during an unplanned
absence
PART 7 — STAFFING COMPLIANCE CHECKLIST
Check “Yes” or “No” for each item. A “No” response to any item will render the proposal non-responsive.
No. Staffing Compliance Item Yes No
H-1
Every weekday shift (AM and PM), at every tier, is staffed with a minimum of two (2) custodians, one of whom is a designated Lead Custodian (Work Plan Sections 1.3 and
2.1).
☐ ☐
H-2 No service gap exists between the end of the weekday AM shift and the start of the weekday PM shift at any tier (Work Plan Section 2.1). ☐ ☐ H-3 Weekend staffing meets or exceeds the tier-specific minimums in Work Plan Section
2.2 for every tier priced. ☐ ☐
H-4
All personnel listed on this form, and all substitute personnel, will complete DOJ/FBI LiveScan background clearance, receive GGPD approval, and execute Exhibit E before their first day of on-site service (Exhibit B).
☐ ☐
H-5 The Contractor Project Manager is reachable 24/7 at the telephone number listed in Part 1. ☐ ☐
PART 8 — CERTIFICATION
By signing below, the undersigned certifies under penalty of perjury under the laws of the State of California that:
(1) they are authorized to bind the Proposer; (2) the staffing information provided in this form is true, accurate, and complete; (3) the Proposer commits to staffing the facility at or above the levels stated in this form for the tier awarded; and (4) the Proposer understands that staffing below the levels stated in this form, or below the minimum staffing floors of the Janitorial Work Plan, constitutes a material breach of any resulting contract.
Signature of Authorized Representative Date
Printed Name & Title Legal Business Name of Proposer
August 12, 2026
CCS Facility Services - Orange County, Inc. Ryan Bunn, Vice President X
X
X
X
X
CCS Facility Services typically cross trains and completes background checks for an additional 10% of FTEs for a given program, however based on the intensity of these background screening requirements, we would ensure that an additional 20% of FTEs have the required background completed.
The City's Project Manager will be notified within an hour of an unplanned absence. We track this using our biometric geofencing technology, Findd. Findd automatically raises a red flag to leadership when one of our employees does not clock in when and where they should be.
CCS Facility Services maintains a pool of cross trained floaters. We will ensure that at least 20% of the assigned staff can be easily replaced with our floaters by completing background screening and training ahead of any absenteeism.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 1 of 7
EXHIBIT I
PERFORMANCE REQUIREMENTS SUMMARY (PRS)
Public Safety Building Custodial Services — City of Garden Grove, 11301 Acacia Parkway
PURPOSE AND APPLICATION
This Exhibit establishes (1) the fixed liquidated damages schedule (the “PRS Chart,” Part 2) applicable to specified performance failures; (2) the pro rata deduction formulas applicable to whole-unit non-performance (Part 3); (3) the enabling contract provisions governing withholding, deduction, and cure (Part 4); and (4) the standardized inspection checklist referenced in Janitorial Work Plan Section 9.2 (Part 5). This Exhibit applies to the Public Safety Building and its parking structure only. It supplements — and does not replace — the deficiency classifications and corrective action timeframes of Janitorial Work Plan Section 9.3 and the consequences of non-performance in Section 9.4.
Proposers: The deduction amounts in this Exhibit are contract terms, not negotiable items. Proposal pricing should reflect th e proposer’s assessment of its own ability to perform. Submission of a proposal constitutes acceptance of this Exhibit in full.
PART 1 — HOW THIS EXHIBIT OPERATES
Enforcement follows a documented, graduated sequence. No deduction is taken without a written record.
STEP ACTION RESPONSIBLE / TIMING
1. Document
Deficiency identified through formal shift inspection,
monthly scored audit (Work Plan Section 9.2), shift
completion log review (Section 9.5), or report from
facility occupants. Deficiency is classified per Work
Plan Section 9.3 (Minor / Significant / Emergency-
Biohazard).
City’s Public Works Custodial Supervisor; at time of
discovery.
2. Notify & Cure
Written Contract Discrepancy Report (CDR) issued to
the Contractor’s Project Manager stating the
deficiency, its classification, and the corrective
action timeframe under Work Plan Section 9.3
(Minor: 24 hours; Significant: 4 hours;
Emergency/Biohazard: response standards of Work
Plan Section 5.3).
City’s Custodial Supervisor; same business day as
discovery. Contractor may respond with contrary
evidence per Part 4, Section 7.
3. Assess
If the deficiency is not corrected within the required
timeframe, the applicable fixed amount from the
PRS Chart (Part 2) accrues, or the pro rata formula
(Part 3) applies for whole-unit non-performance.
EXCEPTION: Category A (Security & Access)
violations are assessed per occurrence with no cure
period, given the nature of the facility.
Automatic upon expiration of cure period (or upon
occurrence, for Category A). No calculation
discretion required.
4. Reconcile
All amounts accrued during the billing month are
tallied once, netted against the Contractor’s next
monthly invoice, and transmitted to the Contractor
with a written description of each item, the CDR
reference, and the amount deducted.
City’s Custodial Supervisor with Finance; one
reconciliation per month, concurrent with invoice
approval.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 2 of 7
PART 2 — PRS CHART: FIXED LIQUIDATED DAMAGES SCHEDULE
The amounts below are fixed liquidated damages, pre-agreed by the parties as reasonable estimates of the City’s damages pursuant to Part 4, Section 4. Each amount is assessed per the unit stated (per occurrence, per day, per shift, or per person) and requires no computation beyond counting units.
Category A — Security & Access (assessed per occurrence; no cure period) Because the Public Safety Building is a sworn law enforcement facility, security violations cause immediate, non- correctable harm. Category A amounts are assessed upon occurrence, in addition to the City’s right to require immediate removal of the employee involved (Work Plan Section 9.4).
NO. REQUIREMENT STANDARD OF PERFORMANCE /
SOURCE DEDUCTION TO BE ASSESSED
A-1 Uncleared or unapproved
personnel
Any person performing Work, or present
on the premises in connection with the
Work, who has not completed DOJ/FBI
LiveScan clearance, received GGPD
approval, and executed Exhibit E prior to
first on-site service (Exhibit B; Work Plan
Section 7.1).
$500 per person, per occurrence;
person removed immediately
A-2 Unescorted or unscheduled
restricted-area entry
Entry into any Highest Restriction area
(Armory, SWAT, Property & Evidence,
IT/Network Closets, IT Server Rooms)
without a sworn officer or authorized
civilian escort, or without advance
scheduling (Work Plan Sections 5.4, 7.2;
Exhibit B).
$500 per occurrence
A-3 Prohibited items or persons on
premises
Visitors brought by contractor
employees; weapons or contraband;
alcohol or illegal drugs, or reporting to
work under the influence (Exhibit B,
Section 3.2).
$500 per occurrence; person
removed immediately
A-4
Lost, shared, duplicated, or
unreturned keycard / access
badge
Any keycard or City-issued access badge
that is lost, shared, duplicated, or not
returned immediately upon employee
separation (Work Plan Section 7.3;
Exhibit B, Sections 4–5).
$100 per card, PLUS actual cost of
reprogramming, replacement, or
rekeying
A-5 Personnel without required
uniform or photo ID
Any contractor employee on City
property without the approved
company-logo uniform or displayed
photo ID badge (Exhibit B, Section 4).
$100 per person, per day; person
subject to removal
A-6 Failure to report
Failure to notify the City within one (1)
business day of an employee
termination, suspension, or unplanned
absence, or failure to report a hazardous,
emergency, or security condition to the
on-duty Watch Commander within the
same working shift (Exhibit B).
$100 per day until notice is provided
Category B — Staffing & Coverage (assessed per occurrence; no cure period) City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 3 of 7
Staffing levels certified in Exhibit H are binding contract terms. A shift worked below the certified level is partial performance that cannot be retroactively cured; the amounts below apply in lieu of any attempt to pro-rate the value of an understaffed shift.
NO. REQUIREMENT STANDARD OF PERFORMANCE /
SOURCE DEDUCTION TO BE ASSESSED
B-1 Staffing below certified level
Any shift staffed below the levels
certified in Exhibit H (Proposed Staffing
Plan) for the tier then in effect, including
following any tier change under Work
Plan Section 1.5. The number of unfilled
positions is measured against the
certified Exhibit H level for that shift and
tier — not against the Work Plan
minimum floors. In no event will the
certified Exhibit H level be construed as
below the minimum floors of Work Plan
Sections 1.3, 2.1, and 2.2; if any certified
level is found to be below those floors,
the Work Plan floor applies as the
baseline.
$150 per unfilled position, per shift,
measured against the certified
Exhibit H level
B-2 No Lead Custodian on a
weekday shift
One designated Lead Custodian is
required on every weekday shift at every
tier (Work Plan Sections 1.3, 2.1).
$100 per shift
B-3 Weekday service gap
Any gap in coverage between the end of
the weekday AM shift and the start of
the weekday PM shift (Work Plan Section
2.1).
$150 per occurrence
B-4 Shift completion log missing,
incomplete, or unsigned
A signed shift completion log is required
for every shift, recording the elements
listed in Work Plan Section 9.5.
$50 per shift
Category C — Service Performance (assessed only after failure to cure within Work Plan Section 9.3 timeframes)
NO. REQUIREMENT STANDARD OF PERFORMANCE /
SOURCE DEDUCTION TO BE ASSESSED
C-1 Minor deficiency not corrected
Routine task not completed per schedule
(Work Plan Section 9.3), not corrected
within 24 hours of written notification
(CDR).
$100 per day until corrected
C-2 Significant deficiency not
corrected
Failure to meet required standards in a
priority space, or 3+ recurring minor
deficiencies of the same type within any
30-day period (Work Plan Section 9.3),
not corrected within 4 hours of written
notification (CDR).
$200 per day until corrected
C-3 Emergency / biohazard
response failure
Failure to acknowledge with a confirmed
ETA within 30 minutes, or failure to be
on-site and actively responding within 60
minutes, of notification of an emergency
$500 per occurrence; City may
additionally perform the work by
other means and charge back the full
cost per Part 4, Section 2(c)
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 4 of 7
NO. REQUIREMENT STANDARD OF PERFORMANCE /
SOURCE DEDUCTION TO BE ASSESSED
or biohazard condition (Work Plan
Sections 5.3, 9.3).
Category D — Documentation & Compliance
NO. REQUIREMENT STANDARD OF PERFORMANCE /
SOURCE DEDUCTION TO BE ASSESSED
D-1 Required documentation not
provided
Proof of CJIS Security Awareness training,
TB testing, OSHA Bloodborne Pathogens
training (for biohazard response
personnel), the pre-approved Chemical
Product List, or current SDS sheets not
provided or maintained as required
(Work Plan Sections 6.3, 7.1; Exhibit B).
$100 per day until documentation is
received
D-2 Unapproved or prohibited
product use
Use of any cleaning product not on the
approved Chemical Product List, or use
of aerosol, high-VOC, or strongly scented
products in evidence storage, property
rooms, or IT/server areas (Work Plan
Sections 5.4, 6.3).
$250 per occurrence
PART 3 — PRO RATA DEDUCTIONS FOR WHOLE-UNIT NON-PERFORMANCE Pro rata deductions apply only to whole-unit non-performance: a discrete, scheduled increment of service that was not performed at all. A “whole unit” is limited to the four categories below, each of which carries its own denominator in the Contractor’s Exhibit C pricing. Partial performance of a shift, an unserviced zone or area within an otherwise-worked shift, understaffing, and quality deficiencies are NOT whole units and are governed exclusively by the cure process of Work Plan Section 9.3 and the fixed amounts of the PRS Chart (Part 2).
WHOLE UNIT DEFINITION OF NON-PERFORMANCE DEDUCTION FORMULA
3.1 Missed PSB shift
A scheduled shift (weekday AM or PM; weekend
AM or PM) for which no contractor crew reported,
or for which no signed shift completion log exists
and no service can be substantiated.
Monthly Billing Rate for the tier then in
effect (as escalated under Exhibit C, Part
2) ÷ calendar days in the month ÷ number
of scheduled shifts on that day. Example:
$45,000 monthly rate ÷ 30 days ÷ 2 shifts
= $750 per missed shift.
3.2 Missed parking
structure power sweeping
A scheduled weekly power sweeping of the parking
structure not performed during the scheduled
week (Work Plan Section 8).
Monthly power sweeping rate (Exhibit C
standalone line item) ÷ number of weekly
services scheduled in that month.
3.3 Missed parking
structure custodian /
porter service day
A scheduled parking structure custodian/porter
service day with no personnel deployed and no
pre-approved substitute (Work Plan Section 8;
Exhibit H, Part 6).
Monthly parking structure
custodian/porter service rate (Exhibit C
standalone line item) ÷ scheduled service
days in that month.
3.4 Skipped separately
priced periodic or per-
event task
Any task priced as a standalone per-event line item
in Exhibit C (e.g., quarterly parking structure deep
cleaning) not performed in the scheduled period.
On-call services (Work Plan Section 5) are invoiced
per authorized event and are simply not paid if not
The Exhibit C line-item price for the task.
If invoiced in advance or included in a
monthly amount, the line-item price is
deducted from the next invoice.
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 5 of 7
WHOLE UNIT DEFINITION OF NON-PERFORMANCE DEDUCTION FORMULA performed; the response-time standard is enforced
through PRS line C-3.
Cure vs. deduction. A whole-unit deduction compensates the City for service not received; it is not a penalty and is not avoided by later make-up service unless the City, in its sole discretion, accepts make-up service in writing in lieu of the deduction. A missed shift may also give rise to deficiency CDRs under Work Plan Section 9.3 for conditions left uncorrected; those are separate items assessed under Part 2.
PART 4 — WITHHOLDINGS, DEDUCTIONS, AND LIQUIDATED DAMAGES PREAMBLE — RELATIONSHIP TO THE PROFESSIONAL SERVICES AGREEMENT Contract terms set forth in a separate document. This Part 4 contains the enabling contract provisions governing withholding, deduction, cure, and the assessment of liquidated damages under this Contract. For administrative convenience, these provisions are set forth in this Exhibit — a document maintained separately from, and outside the body of, the City’s Professional Services Agreement (the “Agreement”) — rather than in the Agreement itself. This Part 4 is incorporated into the Agreement by reference pursuant to paragraph 18 of the Agreement and has the same force and effect as if set forth in full in the body of the Agreement.
No separate execution of this Exhibit is required; submission of a proposal and execution of the Agreement constitute Contractor’s acceptance of this Part 4 in full.
Terminology. As used in this Part 4: “Agreement” means the Professional Services Agreement between the City and Contractor for the services described in this RFP; “Contract” means the Agreement together with all documents incorporated into it by reference, including this Exhibit; and “City’s Project Manager” means the City’s designated contract administrator — the City’s Public Works Custodial Supervisor or designee.
Order of precedence; amendment. In the even t of any inconsistency between this Part 4 and the Agreement concerning withholding, deduction, cure, or the assessment of liquidated damages, this Part 4 governs; in all other respects the Agreeme nt governs. This Part 4 may be modified only by a written amendment to the Agreement executed by both parties.
Section 1. Withholding and Pro Rata Deduction.
If, in the judgment of the City’s Project Manager, Contractor is non-compliant with the terms and obligations of this Contract, the City’s Project Manager, at their option, in addition to or in lieu of other remedies provided herein, may withhold the entire monthly payment or deduct pro rata from Contractor’s invoice, in accordance with Part 3 of Exhibit I (Performance Requirements Summary), for Work not performed. A written notice describing the Work not performed, the reasons for the action, and the amount to be withheld or deducted will be forwarded to Contractor’s Project Manager by the City’s Project Manager.
Section 2. Contract Discrepancy Report; Cure; Remedies.
If the City’s Project Manager determines that there are deficiencies in the performance of this Contract that are correctable by Contractor over a certain time span, the City’s Project Manager will provide a written notice, using the Contract Discrepancy Report (CDR), to Contractor to correct the deficiency within the timeframes specified in Section
9.3 of the Janitorial Work Plan. Should Contractor fail to correct the deficiency within said timeframe, the City’s Project Manager may exercise any or all of the following: (a) deduct from Contractor’s payment, pro rata, those applicable portions of the monthly Contract sum in accordance with Part 3 of Exhibit I; and/or (b) deduct liquidated damages in the amount specified in the PRS Chart (Part 2 of Exhibit I) for the deficiency at issue, or, where no PRS Chart line applies, in the amount of $100 per day per infraction; and/or (c) upon giving five (5) days’ written notice to Contractor for failure to correct the deficiencies, correct any and all deficiencies through City forces or a separate contractor, in which case the total cost incurred by the City for completion of the Work by the alternate source, as determined by the City, will be deducted and forfeited from the payment to Contractor.
Section 3. Security and Staffing Violations — Assessment Without Cure Period.
The parties acknowledge that violations identified in Categories A and B of the PRS Chart (Part 2 of Exhibit I) — including but not limited to the presence of uncleared personnel, unescorted entry into restricted areas, prohibited items on the premises, and staffing below contractual minimums — occur at a sworn law enforcement facility and City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 6 of 7
cause harm to the City that is complete upon occurrence and not correctable after the fact. Accordingly, liquidated damages for Category A and Category B violations are assessed per occurrence upon written notice to Contractor, without a cure period, and the CDR process of Section 2 above does not apply to such assessments. This Section does not limit Contractor’s obligation to immediately cease and remedy the violating condition.
Section 4. Liquidated Damages Not a Penalty.
The parties agree that it would be impracticable or extremely difficult to fix the extent of the City’s actual damages resulting from the performance failures identified in Exhibit I, including damages arising from impaired facility security, diversion of sworn and civilian personnel, loss of use of a 24/7 public safety facility, and administrative costs of re-procurement or self-performance. The parties agree that the amounts set forth in the PRS Chart, and the pro rata formulas set forth in Part 3 of Exhibit I, are the result of the parties’ reasonable endeavor to estimate fair compensation for such losses, and constitute reasonable estimates of the City’s damages under the circumstances existing at the time of contracting, within the meaning of California Civil Code Section 1671(b). Any amount withheld, deducted, or assessed under this Contract and Exhibit I must not be construed as a penalty or forfeiture, but as an adjustment of payment to Contractor to recover the City’s cost and loss due to the failure of Contractor to complete or comply with the provisions of this Contract.
Section 5. Remedies Non-Exclusive; No Waiver.
Nothing in Exhibit I or this Section will in any manner restrict or limit the City’s right to damages for any breach of this Contract provided by law, restrict or limit the City’s right to require immediate removal and replacement of any Contractor employee, or restrict or limit the City’s right to terminate this Contract as provided herein. The City’s election to assess, or not to assess, any amount under Exhibit I on any occasion will not constitute a waiver of the City’s right to assess amounts for the same or any other failure on any other occasion, and no course of dealing will modify the amounts or procedures of Exhibit I absent a written amendment.
Section 6. Monthly Reconciliation and Invoice Offset.
Amounts accrued under Exhibit I during a billing month will be reconciled once per month and offset against Contractor’s next monthly invoice. Concurrently with the offset, the City will transmit to Contractor’s Project Manager a written statement itemizing each assessed amount, the corresponding CDR or occurrence notice, and the calculation applied. If accrued amounts exceed the invoice amount, the excess will be carried forward and offset against subsequent invoices, or, at the City’s election, invoiced to Contractor as an amount due within thirty (30) days.
Section 7. Contractor Response and Dispute.
Contractor must respond in writing to the City’s Project Manager within five (5) business days of receipt of any CDR or occurrence notice, acknowledging the reported discrepancy or presenting contrary evidence, and, where a cure is applicable, must submit a plan for correction within the timeframes of Janitorial Work Plan Section 9.3. Contractor may dispute any assessed amount in writing within five (5) business days of the monthly reconciliation statement, stating the specific grounds and attaching supporting documentation (including shift completion logs). The City’s Project Manager will review and issue a written determination; undisputed portions remain subject to offset during the pendency of any dispute. This Section does not limit any dispute resolution or claims procedure of the Contract.
PART 5 — STANDARDIZED FORMAL SHIFT INSPECTION CHECKLIST This is the standardized inspection checklist referenced in Janitorial Work Plan Section 9.2. It is completed by the City’s Public Works Custodial Supervisor during each Formal Shift Inspection (1–3 times per week, announced or unannounced) and provides the documented basis for CDR issuance, PRS assessments, the Monthly Scored Audit, and the pilot-year performance record. Performance is assessed against the tier in effect at the time of inspection.
Date:
Shift (AM / PM / Weekend):
Tier in effect:
Announced / Unannounced:
Inspector: Lead Custodian on duty: Shift log reviewed? (Y/N): Staffing floor met? (Y/N):
City of Garden Grove | Public Safety Building Custodial Services RFP | Exhibit I Exhibit I — Page 7 of 7
SPACE / ELEMENT INSPECTED PASS (✓)
DEFICIENCY
CLASS (M / S /
E)
CDR ISSUED?
(Y/N + No.) NOTES / PRS LINE IF APPLICABLE
Restrooms & locker rooms (priority
— min. frequency per Work Plan
§3.1)
Dispatch area, incl. kitchenette
(priority — 2× daily)
Break rooms & kitchenettes
(priority — 2× daily)
Jail / booking / holding areas (Work
Plan §4 standards)
Lobbies, public corridors &
common areas
Offices, conference & briefing
rooms
Floors — condition appropriate to
floor type (Exhibit A)
Trash removal & liner replacement
High-touch surface disinfection
Custodial closets — secure, SDS
posted, approved chemicals only
Parking structure — scheduled
tasks current (Work Plan §8)
Security conduct — uniforms, ID
badges, doors, access points
(Exhibit B)
Inspector signature / date:
Lead Custodian acknowledgment / date:
Classification key: M = Minor (24-hour cure) · S = Significant (4-hour cure) · E = Emergency/Biohazard (30-min acknowledgment / 60-min on-site). See Janitorial Work Plan Section 9.3.