Agenda Item A.5
CONSENT CALENDAR
Meeting Date: June 18, 2024
TO: Mayor and Councilmembers
SUBMITTED BY: Matthew Fore, General Services Director
PREPARED BY: Fred Kim, Facilities and Fleet Coordinator SUBJECT: Award of Agreement for Janitorial Services at Various City -Owned Facilities
RECOMMENDATION:
A. Authorize the City Manager to execute a General Services Agreement with Southern Coast Janitorial, for janitorial services at various City-owned facilities, in an amount not to exceed the base amount of $325,260, for an initial term through June 30, 2027 , with two, one -year options to extend at the discretion of the City ; and
B. Authorize the City Manager to approve change orders, if necessary, in an amount not to exceed $44,750 for extra services beyond the base services as described in the Fiscal Impacts section.
BACKGROUND:
On June 15, 2021, the City of Goleta entered into an Agreement for General Services with JaniCare (Agreement No. 2021 -070) to provide janitorial services for City facilities.
This agreement has been amended four times to accommodate additional services, to adjust compensation, and to extend the contract period. The amendments occurred on December 21, 2021 (Amendment No. 2021-070.1), May 11, 2022 (Amendment No. 2021- 070.2), September 6, 2022 (Amendment No. 2021-070.3), and June 6, 2023 (Amendment No. 2021-070.4). The current agreement is valid through June 30, 2024.
JaniCare provides janit orial services at City Hall, the Goleta Valley Library, and the Corporation Yard totaling 59,822 square feet of floor space.
DISCUSSION:
On March 19, 2024, the City issued a Request for Proposals (RFP) for Custodial Services at City Facilities, with the contract beginning July 1, 2024. The RFP opportunity was advertised on the City’s PlanetBids portal, on the City’s website, and through a notice published in the Santa Barbara Independent.
1 Meeting Date: June 18, 2024
The deadline to submit proposals was April 8, 2024, and the City received eight (8) proposals. An evaluation team composed of City staff reviewed and scored the written proposals based on an established scoring rubric. The team then conducted interviews with the three highest -scoring proposers, including JaniCare, the C ity’s incumbent janitorial service provider.
At the conclusion of the evaluation process, the evaluation team ranked Southern Coast Janitorial (SCJ) as the proposer best able to fulfill the obligations set forth in the RFP.
SCJ brings over 30 years of experience providing janitorial services to local governments, businesses, and non-profit organizations within the Santa Barbara region. The vendor’s attention to detail, responsiveness, hands-on management, and competitive pricing were key factors in the selection process, supported by credible references. Staff are confident that SJC will maintain City facilities in a clean and sanitary condition, thus supporting a healthy environment for both employees and the public.
FISCAL IMPACTS:
Under the current agreement with JaniCare, the City pays approximately $113,292 per year. In comparison, the City is expected to pay approximately $108,420 (Base Services of $95,220 + Consumables of $13,200) per year under a new agreement with Southern Coast Janitorial which includes an extra day of service at City Hall (three times per week from the current twice a week schedule).
The following table illustrates the estimated costs over the term of the agreement.
DESCRIPTION AMOUNT
Fiscal Year 2024-25 Base Services $95,220
Fiscal Year 2025-26 Base Services $95,220
Fiscal Year 2026-27 Base Services $95,220
Subtotal – Base Services $285,660
Consumables – FYs 2025-2027 $39,600
Subtotal – Base Services & Consumables $325,260
Extra Services – FYs 2025-2027 $44,750
Estimated Three-Year Total $370,010
It should be noted that consumables and extra services (carpet cleaning, exterior window cleaning, upholstery cleaning, hard floor cleaning ) are not included in the base services fee. Consumables are billed to the City based upon quantities used; based upon historical data, Staff estimates the annual cost of consumables to be $13,200 year. Extra services that fall outside of the routine scope of work would be scoped and billed separately. Staff is recommending that City Council authorize the City Manager to authorize change orders up to $44,750 for special projects to be billed at the rates set forth in the Agreement.
Sufficient budget exists in the Proposed Fiscal Year 2024-25 Budget to cover the cost of this Agreement. General Services will include the cost of janitorial services in future fiscal year budgets.
2 Meeting Date: June 18, 2024
ALTERNATIVES:
The Council may elect not to approve the agreement with Southern Coast Janitorial.
However, such direction would disrupt janitorial services and business continuity.
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENT:
1. General Services Agreement with Southern Coast Janitorial 3 ATTACHMENT 1
Agreement with Southern Coast Janitorial
4 City of Goleta
General Services Agreement with Southern Coast Janitorial
Project Name: Custodial Services for Various City Facilities
AN AGREEMENT FOR GENERAL SERVICES
BETWEEN THE CITY OF GOLETA
AND
SOUTHERN COAST JANITORIAL
THIS GENERAL SERVICES AGREEMENT (“Agreement”), made and entered into this ____ day of ________, 2024, by and between the CITY OF GOLETA, a municipal corporation (hereinafter referred to as "City"), and SOUTHERN COAST JANITORIAL, a sole proprietorship (hereinafter referred to as "Service Provider").
SECTION A. RECITALS
1. This Service Provider will be providing Custodial Services at Various City Facilities; and
2. Service Provider represents that it is sufficiently experienced and capable of providing the services agreed to herein and are sufficiently familiar with the needs of the City; and
3. Service Provider was recommended for award of this Agreement in compliance with Goleta Municipal Code Section 3.05.080; and
4. The City Council, on this _____ day of _______, 2024, approved this Agreement and authorized the City Manager to execute the Agreement.
SECTION B. TERMS
1. RETENTION OF SERVICE PROVIDER
City hereby retains Service Provider and Service Provider hereby accepts such engagement to perform custodial services for various City facilities as requested, and attached herein as Exhibit “A.” Service Provider warrants it has the qualifications, experience and facilities to properly and timely perform said services.
2. COMPENSATION AND PAYMENT
(a) Maximum and Rate. The total compensation earned by or payable to the Service Provider, by the City, for any and all services under this Agreement are estimated to be $370,010, and SHALL NOT EXCEED the sum of $370,010 over the life of the Agreement, and shall be earned on the following basis:
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General Services Agreement with Southern Coast Janitorial
The rates and with reimbursement to the Service Provider for those expenses set forth in Service Provider's Schedule of Fees marked Exhibit "B," attached and incorporated herein.
(b) Payment. All payments shall be made within 30 days after the Service Provider has provided the City with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to the City's Project Manager.
3. CITY PROJECT MANAGER AND SERVICES BY CITY
The services to be performed by the Service Provider shall be accomplished under the general direction of, and coordinate with, the City's "Project Manager", as that staff person is designated by the City from time to time, and who presently is Fred Kim.
4. PROGRESS AND COMPLETION
Project Manager shall assign, in writing, Service Provider with discrete small projects, which shall in no event exceed $15,150 per project. Service Provider shall commence work on the services to be performed on each project as requested and authorized by the Project Manager.
For each discrete job requested by the Project Manager, Service Provider must respond to provide at least an initial assessment of the project. Service Provider will provide an estimate to the Project Manager and only start work upon written authorization from the Project Manager.
5. AGREEMENT PERFORMANCE
California Displaced Janitor Opportunity Act. The Service Provider shall comply with the Displaced Janitor Opportunity Act (California Labor Code Section 1060 - 1065).
Non-Exclusivity. This A greement is non -exclusive. City reserves the right to retain, employ, Agreement with other qualified providers of services during the term of this Agreement on such occasions and in such circumstances as City shall determine are appropriate.
Ability to Perform. The Service Provider warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any a nd all federal, state, county, c ity, and special district laws, ordinances, and regulations.
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General Services Agreement with Southern Coast Janitorial
Laws to be Observed. The Service Provider shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of Goleta ordinances, regulations and adopted codes during its performance of the work.
Payment of Taxes. The Agreement prices shall include full compensation for all taxes which the Service Provider is required to pay.
Permits and Licenses. The Service Provider shall procure all permits and licenses, pay all charges and fees, and give all notices necessary.
Prevailing Wage. The Service Provider is obligated to pay prevailing wages under the California Labor Code. Service Provider agrees to indemnify, defend and hold City harmless from any claim that prevailing wages should have been paid, and shall be liable for the p ayment of the same and any penalties thereon. It is the responsibility of the Service Provider to be familiar with the California Labor Code, and failure or neglect of the Service Provider to understand the California Labor Code shall in no way relieve him from any obligations.
Safety Provisions. The Service Provider shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety.
Preservation of City Property. The Service Provider shall provide and install suitable safeguards, approved by City, to protect City property from injury or damage. If City property is injured or damaged as a result of the Service Provider's operations, it shall be replaced or restored at the Service Provider's expense. The facilities shall be replaced or restored to a condition as good as when the Service Provider began work.
Immigration Act of 1986. The Service Provider warrants on behalf of itself and all subcontractor Provider s engaged for the perfo rmance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder.
Service Provider Non-Discrimination. The C ity reaffirms its ongoing commitment to equality in the conduct of City business, and prohibits any policy, plan, program, custom or practice, including harassment, in the conduct of City business. No discrimination or discriminatory practice sha ll occur in either employment of persons for, or completion of, the work contemplated by this Agreement, when such discrimination is based on race, color, national origin, or ancestry; religion; sex; gender, gender identity, gender expression, or gender transitioning status; physical disability, mental disability, medical condition, or DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 7 City of Goleta
General Services Agreement with Southern Coast Janitorial
genetic information; marital or domestic partner status; citizenship status; age; sexual orientation; exercising a legally protected right to an employment leave of absence; status as a victim of domestic violence, sexual assault, or stalking; reproductive health decision -making, or any other classification protected under state or federal law. Among other possible violations of law, a violation of this section exposes Service Provider to the penalties provided for in Labor Code Section 1735.
Paper Products and Printing Requirements. To the extent this contract provides paper products, and printing and writing paper for the City, Service Provider must meet quality standards and criteria specified in SB 1383, Sections 22150-22154 of the Public Contract Code and 16 Code of Federal Regulations (CFR) Section 260.12 by:
a. If fitness and quality are equal, provide recycled products, instead of nonrecycled products whenever recycled products are available at the same or a lesser total cost than nonrecycled items. b. Provide paper products and printing and writing paper that meet Federal Trade Commission recyclability standard as defined in 16 CFR Section 260.12.
c. Certify in writing, under penalty of perjury, the minimum percentage of postconsumer material in the paper products and printing and writing paper offered or sold to the City. This certification requirement may be waived if the percentage of postconsumer material in the paper products, printing and writing paper, or both can be verified by a product label, catalog, invoice, or a manufacturer or vendor internet website.
d. Certify in writing, on invoices or receipts provided, that the paper products and printing and writing paper offered or sold to the City is eligible to be labeled with an unqualified recyclable label as defined in 16 CFR Section 260.12.
e. Comply with any other requirements in Goleta Municipal Code Section 8.10.900(B).
Organic Waste Use Requirements . To the extent this contract provides landscaping maintenance, renovation, and construction services, Service Provider must:
a. Use compost and SB 1383 eligible mulch, as practicable, produced from recovered organic waste, for all landscaping renovations, construction, or maintenance performed for the City, whenever available, and capable of meeting quality standards and criteria specified. SB 1383 e ligible mulch used for land application must DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 8 City of Goleta
General Services Agreement with Southern Coast Janitorial
comply with 14 CCR Section 18993.1 - 18993.4, and must meet or exceed the physical contamination, maximum metal concentration and pathogen density standards specified in 14 CCR Sections 17852(a)(24.5)(A)(1) through (3).
b. Keep and provide records of procurement of recovered organic waste products (either through purchase or acquisition) to the City’s Designated Representative, upon completion of projects. Information to be provided must include:
i. General description of how and where the product
was used and if applicable, applied;
ii. Source of product, including name, physical location, and contact information for each entity, operation, or
facility from whom the recovered organic waste
products were procured;
iii. Type of product;
iv. Quantity of each product; and,
v. Invoice or other record demonstrating purchase or
procurement.
c. Comply with all requirements in Goleta Municipal Code Section
8.10.900(A).
Work Delays. Should the Service Provider be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor d ue to federal government restrictions arising out of defense or war programs, then the time of completion may, at City's sole option, be extended for such periods as may be agreed upon by City and the Service Provider. In the event that there is insufficient time to grant such extensions prior to the completion date of the Agreement, City may, at the time of acceptance of the work, waive liquidated damages which may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same.
Inspection. The Service Provider shall furnish City with every reasonable opportunity for City to ascertain that the services of the Service Provider are being performed in accordance with the requirements and intentions of this Agreement.
All work done and all materials furnished, if any, shall be subject to City's inspection and approval. The inspection of such work shall not relieve Service Provider of any of its obligations to fulfill its Agreement requirements.
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Audit. City shall have the option of inspecting and/or auditing all records and other written materials used by Service Provider in preparing its invoices to City as a condition precedent to any payment to Service Provider.
Interests of Service Provider. The Service Provider covenants that it presently has no interest, and shall not acquire any interest, direct or indirect or otherwise, which would conflict in any manner or degree with the performance of t he work hereunder. The Service Provider further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Service Provider certifies that no one who has or will have any financial interest in performing this work is an officer or employee of City. It is hereby expressly agreed that, in the performance of the work hereunder, the Service Provider shall at all times be deemed an independent Service Provider and not an agent or employee of City.
6. TERM
This Agreement shall expire on June 30, 2027. The City may elect to extend the term of the agreement for a maximum number of two (2) one (1) year terms by written notification by the City’s Project Manager to the Service Provider within 60 days prior to the expiration date of the agreement.
7. OWNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than Service Provider's drafts, notes and internal memorandum), including duplication of same prepared by Service Provider in the performance of these services, shall become the property of the City upon termination of the consulting services pursuant to this Agreement and upon payment in full of all compensation then due Service Provider. If requested by the City, all, or the designated portions of such, shall be delivered to the City. The City agrees to hold the Service Provider harmless from all damages, claims, expenses and losses arising out of any reuse of the plans and specifications for pu rposes other than those described in this Agreement, unless written authorization of the Service Provider is first obtained.
8. PERSONAL SERVICES/NO ASSIGNMENT/SUBSERVICE PROVIDER
This Agreement is for general services which are personal to City. Thomas Ramirez is deemed to be specially experienced and is a key lead for services provided, and shall be directly involved in performing, supervising or assisting in the performance of this work. This key person shall communicate with, and periodically report to, City on the progress of the work. Should any such individual be removed from assisting in this contracted work for any reason, City may terminate this Agreement. Service Provider must ensure that subcontractors must DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 10 City of Goleta
General Services Agreement with Southern Coast Janitorial
adhere to all applicable provisions of this Agreement relating to providing services to City. This Agreement is not assignable by Service Provider without City's prior consent in writing.
9. HOLD HARMLESS AND INDEMNITY
(a) Hold Harmless for Service Provider's Damages. The Service Provider holds the City, its elected officials, officers and employees, harmless from all of Service Provider's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to the Service Provider, to the Service Provider's em ployees, to Service Provider’s Service Provider s or subcontractor, or to the owners of the Service Provider's firm, which damages, losses, injuries or liability occur during the work or services required under this Agreement, or occur while Service Provider is in a City building or on City property, or which are connected, directly or indirectly, with the Service Provider's performance of any activity or work required under this Agreement.
(b) Defense and Indemnity of Third-Party Claims/Liability. Service Provider shall investigate, defend, and indemnify the City, its elected officials, officers and employees, from any claims, lawsuits, demands, judgments and all liability including, but not limited to, monetary or property damage, lost profit, personal injury, wrongful death, general liability, automobile, infringement of copyright/patent/trademark, professional errors and omissions arising out of, directly or indirectly, an error, a negligent act or negligent omission of the Service Provider or of Servi ce Provider’s subcontractor, or the willful misconduct of the Service Provider or Service Provider’s Service Provider s/subcontractor, in performing the services described in, or normally associated with, this type of contracted work. The duty to defend sh all include any suits or actions in law or equity concerning any activity, product or work required under this Agreement, and also include the payment of all court costs, attorney fees, expert witness costs, investigation costs, claims adjusting costs and any other costs required for and related to such litigation.
(c) Nonwaiver . The City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by the City, or the dep osit with the City, of any insurance certificates or policies described in section 10.
10. INSURANCE
Service Provider shall, at Service Provider’s sole cost and expense, provide insurance as described herein. All insurance is to be placed with insurers authorized to do business in the State of California with an A.M. Best and Company rating of A- or better, Class VII or better, or as otherwise approved by City.
Insurance shall include the following (or broader) coverage:
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a) Insurance Services Office Commercial Liability coverage “occurrence” form CG 00 01 or its exact equivalent with an edition date prior to 2004 and with minimum limits of $1,000,000 per occurrence and $2,000,000 in the aggregate.
b) Insurance Services Office form number CA 00 01 or equivalent covering Automobile Liability, including hired and non -owned automobile liability with a minimum limit of $1,000,000 per accident. If the Serv ice Provider owns no vehicles, this requirement may be satisfied by a non -owned and hired auto endorsement to Service Provider’s commercial general liability policy.
c) Workers’ Compensation insurance complying with California worker’s compensation laws, inc luding statutory limits for workers’ compensation and an Employer’s Liability limit of $1,000,000 per accident or disease.
Liability insurance policies required to be provided by Service Provider hereunder shall contain or be endorsed to contain the following provisions:
a) Except for professional liability insurance, City, its employees, officials, agents and member agencies shall be covered as additional insureds.
Coverage shall apply to any and all liability arising out of the work performed or related to the Agreement. Additional insured status under the general liability requirement shall be provided on Insurance Services Office Form CG 20 10, with an edition date prior to 2004, or its equivalent. Additional insured status for completed operations shall be provided either in the additional insured form or throug h another endorsement such as CG 20 37, or its equivalent.
b) General and automobile liability insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer’s liability. Coverage will not be limited to City’s vicarious liability.
c) Except for professional liability insurance, l iability coverage shall be primary and non-contributing with any insurance maintained by City.
d) Evidence of coverage (including the workers’ comp ensation and employer’s liability policies) shall provide that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after 30 days’ prior written notice has been given to City. Such provision shall not include any li mitation of liability of the insurer for failure to provide such notice.
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e) No liability insurance coverage provided to comply with this Agreement shall prohibit Service Provider , or Service Provider’s employees, or agents, from waiving the right of recove ry prior to a loss. Service Provider waives its right of recovery against City.
f) Service Provider agrees to deposit with City within fifteen days of Notice to Proceed of the Agreement certificates of insurance and required endorsements.
g) There shall be no recourse against City for payment of premiums or other amounts with respect to the insurance required to be provided by Service Provider hereunder. Any failure, actual or alleged, on the part of City to monitor compliance with these requirements will not be deemed as a waiver of any rights on the part of City. City has no additional obligations by virtue of requiring the insurance set forth herein. In the event any policy of insurance required under this Agreement does not comply with these requireme nts or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Service Provider or City will withhold amounts sufficient to pay premium from Service Provider payments.
h) Service Provider agrees to provide immediate notice to City of any claim or loss against Service Provider arising out of the work performed under this Agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.
11. RELATION OF THE PARTIES
The relationship of the parties to this Agreement shall be that of independent contractor and that in no event shall Service Provider be considered an officer, agent, servant or employee of City. The Service Provider shall be solely responsible for any wo rkers compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work.
12. TERMINATION BY CITY
The City, by notifying Service Provider in writing, may upon five (5) calendar days notice, terminate any portion or all of the services agreed to be performed under this Agreement. In the event of such termination, Service Provider shall have the right a nd obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 13 City of Goleta
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charges outstanding at the time of termination shall be payable by City to Service Provider within 30 days followi ng submission of a final statement by Service Provider.
13. CORRECTIONS
The Service Provider shall correct, at its expense, all errors in the work which may be disclosed during the City's review of the Service Provider's work.
Should Service Provider fail to make such correction in a reasonably timely manner, such correction shall be made by the City, and the cost thereof shall be charged to Service Provider.
14. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by Service Provider of the final payment made under this Agreement shall operate as and be a release of the City from all claims and liabilities f or compensation to Service Provider for anything done, furnished or relating to Servic e Provider's work or services. Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within five (5) ca lendar days of the receipt of that c heck, whichever occurs first. However, any approval or payment by the City shall not constitute, nor be deemed, a release of the responsibility and liability of Service Provider, its employees, s ubcontractors, agents and Service Providers for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the City for any defect or error in the work prepared by Service Provider, its employees, subcontractor, agents and Service Providers.
15. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified.
16. CONFLICT OF INTEREST
Service Provider is unaware of any City employee or official that has a financial interest in Service Provider's business. During the term of this Agreement and/or as a result of being awarded this Agreement, the Service Provider shall not offer, encourag e DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 14 City of Goleta
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or accept any financial interest in Service Provider's business by any City employee or official. If a portion of Service Provider's services called for under this Agreement shall ultimately be paid for by reimbursement from and through an Agreement with a developer of any land within the City or with a City franchisee, the Service Provider warrants that it has not performed any work for such developer/franchisee within the last 12 months, and shall not negotiate, offer or accept any Agreement or request to perform services for that identified developer/franchisee during the term of this Agreement.
17. GOVERNING LAW
This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California and, should litigation occur, venue shall be in the Superior Court of Santa Barbara.
18. CAPTIONS
The captions or headings in this A greement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.
19. ENTIRE AGREEMENT BETWEEN PARTIES
Except for Service Provider’s proposals and submitted representations for obtaining this Agreement, this Agreement supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services, and contains all of the covenants and agreements between the parties with respect to said services.
20. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
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TO CITY: Robert Nisbet, City Manager
City of Goleta
130 Cremona Drive, Suite B
Goleta, CA 93117
TO SERVICE PROVIDER: Thomas Ramirez, Owner
Southern Coast Janitorial
133 E. De La Guerra #221
Santa Barbara, CA 93101
21. COUNTERPARTS AND ELECTRONIC/FACSIMILE SIGNATURES
This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA SERVICE PROVIDER
_____________________________ ________________________________ Robert Nisbet, City Manager Thomas Ramirez, Owner
ATTEST:
____________________________
Deborah Lopez, City Clerk
APPROVED AS TO FORM:
MEGAN GARIBALDI, CITY ATTORNEY
____________________________
Scott Shapses, Deputy City Attorney
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EXHIBIT A
SCOPE OF WORK
TASK LIST
Regular Custodial Services consisting of three (3) tasks:
TASK 1: City Hall, 130 Cremona Drive, Goleta CA 93117
Full building services are to be completed three (3) days a week: Tuesday, Wednesday, and Friday, with service per the CITY HALL TASK SCHEDULE.
TASK 2: Corporation Yard, 6735 Hollister Avenue, Goleta CA 93117 Full building services to be completed five (5) days per we ek; Monday through Friday, with service per the CORPORATION YARD TASK SCHEDULE.
TASK 3: Goleta Valley Library, 500 North Fairview Avenue, Goleta CA 93117 Full building services to be completed seven (7) days per week; Monday through Sunday, with service per the LIBRARY TASK SCHEDULE.
EXTRA SERVICES
Carpet cleaning for all carpeted areas
Exterior window cleaning
Upholstery cleaning for all fabric chairs
Special events clean up hourly rates
Emergency service hourly rates
Refrigerator interior sanitizing and cleaning
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CITY HALL TASK SCHEDULE
Regular Services: Lobby, Conference Rooms, Council Chambers, Hallways/Corridors, and Staircases
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
2. Dust all exposed furniture including chairs, tables, filing cabinets, bookcases, and shelves
W
3. Dust, clean, and sanitize telephones M
4. Clean and sanitize fountains and water coolers D
5. A complete dusting of ALL horizontal and vertical surfaces below 84” W
6. Spot clean desktops in Council Chambers W
7. Spot clean reception lobby glass including front door and any other partition or door glass
D
8. Clean entire interior glass in partitions and doors M
9. Spot clean interior partition glass W
10. Dust venetian blinds W
11. Remove dust and cobwebs from ceiling areas M
12. Dustmop resilient and hard floors and vacuum carpeted floors in traffic lanes only (Lobby, hallways/corridors, staircases)
D
13. Damp mop resilient and hard floors W
14. Vacuum entire carpeted floors, edge to edge W
15. Dust and clean air diffusers Q
16. Spot clean spills and stains on carpeted and resilient floors W
17. Spot vacuum fabric furniture D
18. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Offices and Cubicle Areas
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
3.Dust venetian blinds W
5.Remove dust and cobwebs from ceilings areas M
6. Edge to edge vacuuming using commercial upright vacuum with beater bar W
7. Spot vacuum fabric furniture W
8. Remove fingerprints and other marks from doors, door frames, light switches, kick and push plates, woodwork, handles, railings, walls, etc.
W
9. Clean and sanitize counter surfaces, cabinet fronts, tables, door thresholds, windowsills and other horizontal surfaces to remove spills, smudge marks, etc. If there are items on the windowsill, they are not to be touched.
W
10. Spot clean doors, partitions, glass, and entry doors W
11. Turn off lights, close and lock doors as required when leaving the floor D
12. Dust and clean air diffusers Q
13. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Restrooms
1. Clean & sanitize hand basins, toilet bowls, urinals, flush values, drains & overflow outlets
D
2. Clean & sanitize toilet seats and leave in the raised position D
3. Clean & sanitize vanity counters D
DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 18 City of Goleta
General Services Agreement with Southern Coast Janitorial
4. Remove spots from wall area near hand basins D
5. Clean and polish full surface of all glass and mirrors D
6. Deck brush all problem grout areas D
7. Empty all waste receptacles and containers, insert liners as required, and spot clean and sanitize containers
D
8. Empty, spot clean, and replace wax bag in sanitary trash receptacle (interior & exterior).
D
9. Clean & sanitize stall partition walls and ledges. D
10. Refill all dispensers to normal limits - napkins, soap, tissue, towel, liners, and seat covers
D
11. Low dust all horizontal surfaces below 36" including sills, moldings, ledges, shelves, frames, ducts, heating outlets
D
12. High dust above hand height all horizontal surfaces including shelves, ledges, moldings
W
13. Sweep, damp mop, sanitize hard floor D
14. Remove fingerprints from entrance doors, door frames and around light switches.
D
15. Shower: Clean and disinfect shower walls, floors, fixtures, handles, showerheads, and soap trays
D
16. Shower: Spot clean and disinfect shower curtain D
17. Dust and clean air diffusers Q
18. Scrub and wax restroom tile SA
19. Strip, seal, and wax restroom tile A
20. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
Needed
Regular Services: Kitchenettes
1. Clean and sanitize refrigerator exterior W
2. Clean and sanitize countertops, tabletops, and cabinet handles D
3. Clean and sanitize sinks, fixtures, and appliance handles and surfaces D
4. Clean and sanitize microwaves – inside and outside D
5. Empty all trash and recycle containers, install liners as required. Spot clean interior and exterior of containers
D
6. Clean and sanitize water cooler D
7. Low dust (below 36") and high dust (above 72") all horizontal surfaces W
8. Dust mop resilient and hard floors D
9. Damp mop resilient and hard floors D
10. Dust and clean air diffusers Q
11. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
D = Daily
W = Weekly
M = Monthly
SA = Semi-Annually
A = Annually
Q = Quarterly
DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 19 City of Goleta
General Services Agreement with Southern Coast Janitorial
CORPORATION YARD TASK SCHEDULE
Regular Services: Lobby, Garage, and Hallways
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
2. Dust all exposed furniture including chairs, tables, filing cabinets, bookcases, and shelves
D
3. A complete dusting of ALL horizontal and vertical surfaces below 84” W
4. Spot clean reception lobby glass including front door and any other partition or door glass
D
5. Clean entire interior glass in partitions and doors M
6. Spot clean interior partition glass W
7. Dust venetian blinds W
8. Remove dust and cobwebs from ceiling areas M
9. Sweep and dustmop resilient and hard floors in garage and vacuum carpeted floors in lobby and hallway
D
10. Vacuum entire carpeted floors, edge to edge W
11. Dust and clean air diffusers Q
12. Spot clean spills and stains on carpeted and resilient floors W
13. Spot vacuum fabric furniture D
14. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Offices
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
3.Dust venetian blinds in offices if doors are unlocked W
5.Remove dust and cobwebs from ceilings areas if doors are unlocked M
6. Edge to edge vacuuming using commercial upright vacuum with beater bar W
7. Spot vacuum fabric furniture if doors are unlocked W
8. Remove fingerprints and other marks from doors, door frames, light switches, kick and push plates, woodwork, handles, railings, walls, etc.
W
9. Clean and sanitize counter surfaces, cabinet fronts, tables, door thresholds, windowsills, and other horizontal surfaces to remove spills, smudge marks, etc. If there are items on the windowsill, they are not to be touched.
W
10. Spot clean doors, partitions, glass, and entry doors W
11. Turn off lights, close and lock doors as required when leaving the floor W
12. Dust and clean air diffusers if doors are unlocked Q
13. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Restrooms and Locker Room
1. Clean & sanitize hand basins, toilet bowls, urinals, flush values, drains & overflow outlets
D
2. Clean & sanitize toilet seats and leave in the raised position D
3. Clean & sanitize vanity counters D
DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 20 City of Goleta
General Services Agreement with Southern Coast Janitorial
4. Remove spots from wall area near hand basins D
5. Clean and polish full surface of all glass and mirrors D
6. Deck brush all problem grout areas D
7. Empty all waste receptacles and containers, insert liners as required, and spot clean and sanitize containers
D
8. Empty, spot clean, and replace wax bag in sanitary trash receptacle (interior & exterior).
D
9. Clean & sanitize stall partition walls and ledges. D
10. Refill all dispensers to normal limits - napkins, soap, tissue, towel, liners, and seat covers
D
11. Low dust all horizontal surfaces below 36" including sills, moldings, ledges, shelves, frames, ducts, heating outlets
D
12. High dust above hand height all horizontal surfaces including shelves, ledges, moldings
W
13. Sweep, damp mop, sanitize hard floor D
14. Remove fingerprin ts from entrance doors, door frames and around light switches.
D
15. Shower: Clean and disinfect shower walls, floors, fixtures, handles, showerheads, and soap trays
16. Shower: Spot clean and disinfect shower curtain D
17. Dust and clean air diffusers Q
18. Scrub and wax restroom tile SA
19. Strip, seal, and wax restroom tile A
20. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
Needed
Regular Services: Kitchenettes
1. Clean and sanitize refrigerator exterior W
2. Clean and sanitize countertops, tabletops, and cabinet handles D
3. Clean and sanitize sinks, fixtures, and appliance handles and surfaces D
4. Clean and sanitize microwaves – inside and outside D
5. Empty all trash and recycle containers, install liners as required. Spot clean interior and exterior of containers
D
6. Clean and sanitize water cooler D
7. Low dust (below 36") and high dust (above 72") all horizontal surfaces W
8. Dust mop resilient and hard floors D
9. Damp mop resilient and hard floors D
10. Dust and clean air diffusers Q
11. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
D = Daily
W = Weekly
M = Monthly
SA = Semi-Annually
A = Annually
Q = Quarterly
DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 21 City of Goleta
General Services Agreement with Southern Coast Janitorial
LIBRARY TASK SCHEDULE
Regular Services: Lobby, Reception Area, and Front Desk
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
2. Dust all exposed furniture including chairs, tables, filing cabinets, bookcases, and shelves
D
3. A complete dusting of ALL horizontal and vertical surfaces below 84” W
4. Spot clean reception lobby glass including front door and any other partition or door glass
D
5. Clean entire interior glass in partitions and doors M
6. Spot clean interior partition glass W
7. Dust venetian blinds W
8. Remove dust and cobwebs from ceiling areas M
9. Sweep and dustmop resilient and hard floors D
10. Vacuum entire carpeted floors, edge to edge D
11. Dust and clean air diffusers Q
12. Spot clean spills and stains on carpeted and resilient floors W
13. Spot vacuum fabric furniture D
14. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Public Service Desks
1. Wipe down and disinfect all public service desks (Not staff desks) D
2. Spot vacuum fabric furniture D
Regular Services: Offices And Staff Work Area
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
2. Dust venetian blinds in offices W
3. Remove dust and cobwebs from ceilings areas D
4. Edge to edge vacuuming using commercial upright vacuum with beater bar W
5. Spot vacuum fabric furniture D
6. Remove fingerprints and other marks from doors, door frames, light switches, kick and push plates, woodwork, handles, railings, walls, etc.
D
7. Clean and sanitize counter surfaces, cabinet fronts, tables, door thresholds, windowsills and other horizontal surfaces to remove spills, smudge marks, etc.
If there are items on the windowsill, they are not to be touched.
D
8. Spot clean doors, partitions, glass, and entry doors D
9. Turn off lights, close and lock doors as required when leaving the floor D
10. Dust and clean air diffusers if doors are unlocked Q
11. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Community Room
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 22 City of Goleta
General Services Agreement with Southern Coast Janitorial
2. Remove dust and cobwebs from ceilings areas D
3.Sweep and damp mop resilient and hard floors D
5. Remove fingerprints and other marks from doors, door frames, light switches, kick and push plates, woodwork, handles, railings, walls, etc.
D
6. Clean and sanitize counter surfaces, cabinet fronts, tables, door thresholds, windowsills and other horizontal surfaces to remove spills, smudge marks, etc. If there are items on the windowsill, they are not to be touched.
D
7. Spot clean doors, partitions, glass, and entry doors D
8. Turn off lights, close and lock doors as required when leaving the floor D
9. Dust and clean air diffusers if doors are unlocked Q
10. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Restrooms
1. Clean & sanitize hand basins, toilet bowls, urinals, flush values, drains & overflow outlets
D
2. Clean & sanitize toilet seats and leave in the raised position D
3. Clean & sanitize vanity counters D
4. Remove spots from wall area near hand basins D
5. Clean and polish full surface of all glass and mirrors D
6. Deck brush all problem grout areas D
7. Empty all waste receptacles and containers, insert liners as required, and spot clean and sanitize containers
D
8. Empty, spot clean, and replace wax bag in sanitary trash receptacle (interior & exterior).
D
9. Clean & sanitize stall partition walls and ledges. D
10. Refill all dispensers to normal limits - napkins, soap, tissue, towel, liners, and seat covers
D
11. Low dust all horizontal surfaces below 36" including sills, moldings, ledges, shelves, frames, ducts, heating outlets
D
12. High dust above hand height all horizontal surfaces including shelves, ledges, moldings
D
13. Sweep, damp mop, sanitize hard floor D
14. Remove fingerprints from entrance doors, door frames and around light switches.
15. Shower clean disinfect wipe down, fixtures, walls, floor D
16. Dust and clean air diffusers Q
17. Scrub and wax restroom tile SA
18. Strip, seal, and wax restroom tile A
19. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
Needed
Regular Services: Kitchenettes
12. Clean and sanitize refrigerator exterior W
13. Clean and sanitize countertops, tabletops, and cabinet handles D
14. Clean and sanitize sinks, fixtures, and appliance handles and surfaces D DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 23 City of Goleta
General Services Agreement with Southern Coast Janitorial
15. Clean and sanitize microwaves – inside and outside D
16. Empty all trash and recycle containers, install liners as required. Spot clean interior and exterior of containers
D
17. Clean and sanitize water cooler D
18. Low dust (below 36") and high dust (above 72") all horizontal surfaces W
19. Dust mop resilient and hard floors D
20. Damp mop resilient and hard floors D
21. Dust and clean air diffusers Q
22. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Community Room Kitchenette
1. Clean and sanitize refrigerator exterior W
2. Clean and sanitize countertops, tabletops, and cabinet handles W
3. Clean and sanitize sinks, fixtures, and appliance handles and surfaces W
4. Clean and sanitize microwaves – inside and outside W
5. Empty all trash and recycle containers, install liners as required. Spot clean interior and exterior of containers
D
6. Low dust (below 36") and high dust (above 72") all horizontal surfaces W
7. Damp mop resilient and hard floors W
8. High Dust 86” and below and remove cobwebs W
9. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
Regular Services: Patio Areas
1. Empty trash and recycle containers and install liners as required. Spot clean interior and exterior of containers
D
2. Pick up loose trash throughout patio area D
3. Spot clean patio glass including doors and any other partition or door glass D
4. Clean entire interior glass in partitions and doors M
5. Remove dust and cobwebs from ceiling areas D
6. Sweep resilient and hard floors D
7. Hose down patio area W
8. Wipe down and disinfect furniture D
9. Spot clean spills and stains on carpeted and resilient floors W
10. Spot vacuum fabric furniture D
11. Report any maintenance needs such as burned-out lights, damaged ceiling tiles, broken plumbing fixtures, trash enclosures, kitchen equipment, etc.
As
needed
D = Daily
W = Weekly
M = Monthly
SA = Semi-Annually
A = Annually
Q = Quarterly
DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 24 City of Goleta
General Services Agreement with Southern Coast Janitorial
EXHIBIT B
SCHEDULE OF FEES
CONSUMABLES
SERVICE PROVIDER shall be responsible for ordering consumables and passing through associated costs/invoices to the City.
TASK LOCATION HOURS PER
MONTH MONTHLY COST ANNUAL COST
1 City Hall 78 $2,600 $31,200
2 Corporation Yard 33 $885 $10,620
3 Library 185 $4,450 $53,400
Totals: 296 $7,935 $95,220
EXTRA SERVICES
Carpet cleaning for all carpeted areas (per SF) $0.12
Exterior window cleaning (per facility) - City Hall $800.00 Exterior window cleaning (per facility) - Library $175.00 Exterior window cleaning (per facility) – Corp Yard $175.00 Upholstery cleaning for all fabric chairs (per chair) $9.00 Special events clean up hourly rates
Normal (per hour): $38.00
Overtime (per hour): $57.00
Emergency service hourly rates
Normal (per hour): $65.00
Overtime (per hour): $120.00
Refrigerator interior sanitizing and cleaning (per unit) $60.00 DocuSign Envelope ID: 123A3C98-7058-432D-82EC-DDC87F411AEB 25