Hermosa Beach City Council
March 10, 2026

CITY OF HERMOSA BEACH

CITY COUNCIL
Regular Meeting Agenda - Addendum

Tuesday, March 10, 2026
Closed Session at 5:00 PM and Open Session at 6:00 PM
Council Chambers
1315 Valley Drive
Hermosa Beach, CA 90254

CITY COUNCIL
Mike Detoy, Mayor
Michael D. Keegan, Mayor Pro Tem
Ray Jackson, Councilmember
Dean Francois, Councilmember
Rob Saemann, Councilmember
David Pedersen, City Treasurer

APPOINTED OFFICIALS
Steve Napolitano, City Manager
Jason Baltimore, Interim City Attorney

EXECUTIVE TEAM
Brandon Walker, Administrative Services Director
Ann Yang, Interim City Clerk
Alison Becker, Community Development Director
Lisa Nichols, Parks and Recreation Director
Landon Phillips, Police Chief
Joe SanClemente, Public Works Director
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Pages

15. CONSENT CALENDAR
*Removed reference to resolution
*15.g APPROVE THE SECOND AMENDMENT TO THE JANITORIAL
SERVICES CONTRACT WITH XANADU SYSTEM SERVICES - 26-
PW-007
4 CEQA: The action is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15378(b)(5), as it consists of administrative activities that will not result in a direct or indirect physical change in the environment. The amendment pertains to ongoing custodial services within existing facilities.
(Public Works Director Joe SanClemente)
Recommended Action:

Staff recommends City Council:

Determine that the Second Amendment to the Janitorial
Services Contract with Xanadu System Services is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15378 (b)(5) (administrative activities);

1. Approve the second amendment to the agreement with Xanadu Service Systems for janitorial services, adding additional services for the remainder of Fiscal Year (FY) 25-26, extending the contract term through June 30, 2027, and increasing the total not-to-exceed contract amount from $651,696 to
$895,313; (Attachment 1);

2. Authorize the Director of Public Works to increase the established project contingency per year from $10,000 to $15,000 per year starting in FY 26-27; and

3. Authorize the City Manager to execute the proposed
amendment, approve minor non-substantive modifications if necessary, and execute all related documents, with the City Clerk attesting the agreement subject to approval by the City Attorney.

4.

City of Hermosa Beach | Page 1 of 4
Meeting Date: March 10, 2026
Staff Report No. 26-PW-007
Honorable Mayor and Members of the Hermosa Beach City Council

APPROVE THE SECOND AMENDMENT TO THE JANITORIAL SERVICES

CONTRACT WITH XANADU SYSTEM SERVICES
CEQA: The action is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15378(b)(5), as it consists of administrative activities that will not result in a direct or indirect physical change in the environment. The amendment pertains to ongoing custodial services within existing facilities. (Public Works Director Joe SanClemente)
Recommended Action:

Staff recommends City Council:

1. Determine that the Second Amendment to the Janitorial Servies Contract with Xanadu System Services is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15378 (b)(5) (administrative activities);

2. Approve the second amendment to the agreement with Xanadu Service Systems for janitorial services, adding additional services for the remainder of Fiscal Year (FY) 25-26, extending the contract term through June 30, 2027, and increasing the total not-to-exceed contract amount from $651,696 to $895,313; (Attachment 1);

3. Authorize the Director of Public Works to increase the established project contingency per year from $10,000 to $15,000 per year starting in FY 26-27; and

4. Authorize the City Manager to execute the proposed amendment, approve minor non-substantive modifications if necessary, and execute all related documents, with the City Clerk attesting the agreement subject to approval by the City Attorney.

Executive Summary:

At its May 24, 2022 meeting, City Council awarded a maintenance services agreement to Xanadu Service Systems (formerly Valley Maintenance Services, Inc.) for janitorial services at all City facilities for a period of four years starting on June 1, 2022 and ending June 30, 2026, with an option to extend the contract term by one additional year (Attachment 2). Staff is seeking Council approval to amend the agreement to incorporate routine cleaning of the Parking Structure C elevator into the scope of work; increase daily porter coverage by three (3) additional hours; and extend the agreement term for one (1) additional year at updated rates with an added contingency to cover as-needed janitorial needs.

Background:

City of Hermosa Beach | Page 2 of 4
Xanadu Service Systems (formerly Valley Maintenance Services, Inc., see Attachment 3) has provided janitorial services for all City facilities since June 1, 2022. Following a competitive solicitation process that was publicly advertised on April 21, 2022, Xanadu was awarded a contract by City Council at the May 24, 2022, meeting for a four-year period, starting on June 1, 2022 and ending June 30, 2026, with an option to extend the contract term by one additional year. The contract was amended in May 2022, to incorporate the cleaning of two classrooms at the South Park Building at 1645 Valley Drive into the scope of work (Attachment 4).

During the contract period, staff has identified additional service needs, requiring minor modification to the current contract scope, including adjustments to the Parking Structure C elevator cleaning and the City’s daily porter services. The proposed second amendment modifies the agreement to incorporate these expanded services during FY 25-26 and extends the contract term to June 30, 2027 with updated contract rates for FY 26-27.

Past Council Action
Meeting Date Description
May 24, 2022 Award contract for Janitorial Services
Discussion:

The proposed contract amendment adds more structured and enhanced cleaning of the Parking Structure C elevator. The cleaning of the elevator is currently provided by Athen’s Services. The elevator generally experiences a high level of public use, and service requests, which has impacted the City’s maintenance and operations team responding to requests. The elevator is being completely refurbished as part of Capital Improvement Program (CIP) project 699 and staff is recommending transferring the responsibility of elevator cleaning to the City’s janitorial services contractor to better align cleaning expertise with the required cleaning needs for the new elevator once it is re-opened, which is anticipated in late March 2026. The new scope of work would include regular disinfection of high tough areas (e.g., buttons, rails), floors, doors, tracks, sills, walls, and general surfaces, quarterly deep cleaning, and sweeping of the adjacent walkway near the elevator entrance. Cleaning will be completed using non-abrasive cleaners, microfiber clothes and high-efficiency particulate air (HEPA) filtered vacuums with special care for electronics and finishes to prevent damage to the newly renovated elevator. Establishing a defined service schedule enhances sanitation, improves the overall public presentation of the facility, and supports long-term preservation within a highly visible and heavily utilized City asset. If approved by Council, services would begin as soon as the elevator is re-opened for services upon completion of CIP 699, anticipated in late March 2026.

The cost for these services will be prorated for the month based on the start date.

The proposed contract amendment also increases daily porter service coverage by three (3) additional hours to better align custodial operations with current facility usage levels.

The existing contract with Xanadu has a provision to provide a “day person” from 8 AM –

City of Hermosa Beach | Page 3 of 4
2 PM, Monday through Sunday, for “porter services” that are intended for as-needed services during normal operating hours as well as ensuring high-traffic areas are well maintained. Staff has experienced a gap in service from 2 PM until the evening service begins, typically at 7 PM, particularly at the Community Center, which is experiencing a high volume of visitors and programmed events. These additional services are being offered at a rate of $35 per hour, which will increase the monthly cost by $3,150.

Expanded porter coverage will improve responsiveness during peak activity periods, particularly at the Community Center, and allow for more frequent restroom monitoring and restocking, and ensure timely attention to spills or sanitation concerns; these improvements will also reduce requests to the City’s Public Works Operations and Maintenance team that are currently responding to issues. Maintaining adequate custodial presence throughout operating hours is critical to preserving public health standards and ensuring that City facilities remain clean, safe, and welcoming for residents and visitors. These expanded services will be implemented immediately upon City Council approval and execution of the amendment to reduce service gaps and provide an enhanced level of service to meet current demand. The cost for these services will be prorated for the month based on the start date.

The current agreement is set to expire on June 30, 2026. The amendment extends the Agreement for one (1) additional year with updated rates to reflect current market conditions for labor costs to provide services. Staff solicited updated rates from Xanadu Service Systems for the new fiscal year and negotiated a price increase capped at 3.5%, for the current scope of work, which is consistent with the consumer price index (CPI).

The rates for the extended porter service and Parking Structure C will remain unchanged from March 2026 through the end of the agreement on June 30, 2027. Xanadu Service Systems has demonstrated satisfactory performance under the existing agreement and staff recommends Council approve extending the term one additional year. Extending the term provides service continuity, avoids potential disruption associated with rebidding, and allows the City to maintain established custodial standards while continuing to evaluate long-term service delivery strategies. The amendment also includes a contingency increase to $15,000 to provide the City flexibility to address unforeseen or supplemental custodial service needs that may arise during the extended term without requiring additional Council action. Staff intends to issue a Request for Proposals (RFP) for janitorial services in the new fiscal year covering services starting in FY 27-28.

Environmental Analysis:

The proposed action is not a project under the California Environmental Quality Act (CEQA) pursuant to Section 15378(b)(5), as it consists of administrative activities that will not result in a direct or indirect physical change in the environment. The amendment pertains to ongoing custodial services within existing facilities.

Fiscal Impact:

City of Hermosa Beach | Page 4 of 4
For the current FY 2025-26, the second amendment increases the annual contract amount by $15,520 to account for the addition of parking structure elevator cleaning services and the three-hour increase in daily porter coverage which is anticipated to begin this March 2026 month. The amended monthly service cost with the additional service would be $18,497 per month. Staff will transfer $15,520 from available budgeted prospective expenditures to the Building Maintenance budget for the additional services.

The second amendment also extends the service contract one more year for Fiscal Year 2026-27. Starting in July 2026, the cost of services will increase from $18,497 per month to $19,009 per month for a total contract cost of $228,103. In addition, staff is seeking Council approval of a $15,000 contingency to cover as needed emergency cleaning services for a total of $243,103.

Staff will budget the upcoming Fiscal Year 2026-27 extension year service cost as part of the upcoming Fiscal Year 2026-27 budget.

Agreement Modification Request: Amendment 2
Fiscal Year (FY)
Current
Authorized
Amount
Modified
Request
Amount
Budget
Dept. Account
#
Total
Revised
Contract
Amount
FY 2025-26 Year $175,404 $15,520 001-4204-4201 $190,924 FY 2025-26 Contingency $10,000 001-4204-4201 $10,000
FY 2025-26 Total: $185,404 $200,924
FY 2026-27 Year $228,103 001-4204-4201 $228,103
FY 2026-27 Contingency $15,000 001-4204-4201 $15,000
FY 2026-27 Total: $243,103 $243,103
Attachments:

1. Amendment No. 2 with Xanadu Service Systems

2. Agreement with Valley Maintenance Corp.

3. Assignment Agreement with Xanadu Service Systems

4. Amendment No. 1 Valley Maintenance Corp.

Respectfully Submitted by: Michael Dell’Amico, Management Analyst Concur: Joe SanClemente, Public Works Director
Noted for Fiscal Impact: Henry Chao, Finance Manager
Concur: Brandon Walker, Administrative Services Director Legal Review: Jason Baltimore, Interim City Attorney
Approved: Steve Napolitano, City Manager

65270.00001\44524032.1
Civic Center, 1315 Valley Drive, Hermosa Beach, CA 90254-3885 AMENDMENT NO. 2
TO

AGREEMENT FOR JANITORIAL SERVICES

BETWEEN

THE CITY OF HERMOSA BEACH
AND

XANADU SERVICE SYSTEMS
This Amendment No. 2 to the Agreement for Janitorial Services (“Amendment No. 2”) is made and entered into as of March 10, 2026 (“Effective Date”), by and between the City of Hermosa Beach (a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 1315 Valley Drive, Hermosa Beach, California 90254) (“City”) and Xanadu Service Systems (a California Corporation with its principal place of business at 3660 Wilshire Boulevard, Los Angeles, California 90010) (“Consultant”).

City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties”.

Recitals
A. City and Valley Maintenance Corporation (“Valley”) entered an agreement dated May 24, 2022 (“Agreement”), for Consultant to provide janitorial services (“Services”); and
B. City and Valley amended the Agreement on July 1, 2024, to increase contract amount and clarify that the scope of services will reflect an additional two classrooms that will be cleaned at South Park School; and C. Valley merged with Consultant on April 1, 2025, and the terms and conditions of the Agreement remained the same after the merger as set forth in Exhibit A (attached hereto and incorporated herein by reference); and D. The Parties and Valley entered into Assignment and Consent to Assignment Agreement pursuant to Section 8 (Assignment and Subcontracting) of the Agreement on June 24, 2025, whereby Consultant assumed and agreed to be bound by all of Valley’s obligations in the Agreement as set forth in Exhibit B (attached hereto and incorporated herein by reference); and F. The Parties now desire to amend the Agreement a second time in order to extend the term and increase the contract amount for the continued performance of the Services.

NOW, THEREFORE, the Parties mutually agree as follows:

BBK (2026) Page 2 of 9 AMENDMENT NO. 2
65270.00021\44443112.1

AGREEMENT

1. Incorporation of Recitals. The recitals listed above are true and correct, and are hereby incorporated herein by this reference.

2. Amendment. The Agreement is hereby amended as follows:
a. Time of Performance. Section 2 is amended by extending the term to June 30, 2027.
b. Payment of Services. Section 3 is amended by setting the compensation amounts to those listed in Consultant’s Rate Sheet as set forth in Exhibit C (attached hereto and incorporated herein by reference). c. Work Schedule. Section 5.1.5 of Exhibit A is amended by replacing the words “2:00 PM” with the words “5:00 PM” in the second bullet under work hours.
d. Special Requirements. Section 5.2.4 of Exhibit A is amended by adding a new subsection L to read as follows:
“Parking Structure C Elevator”
The Contractor shall perform the following services for the Parking Structure C Elevator:
• High Touch Surface Disinfection - the Contractor shall provide daily disinfection of all high touch surfaces
including but not limited to elevator buttons, control
panels, handrails, and similar contact points.
• Floors, Walls, and General Surfaces - the Contractor shall conduct daily cleaning of elevator floors and walls,
including:
• Vacuuming and/or mopping floors.
• Wiping and spot cleaning wall surfaces to
preserve appearance and hygiene.
• Door Tracks and Sills - the Contractor shall perform daily cleaning of door tracks, sills, and thresholds using HighEfficiency Particulate Air (‘HEPA”) equipped vacuuming equipment to remove accumulated dirt and debris and
ensure proper operation.

BBK (2026) Page 3 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
• Quarterly Deep Cleaning - the Contractor shall
complete a comprehensive deep cleaning of elevator
interiors including cleaning ceilings, light fixtures, and upper surfaces on a quarterly basis.
• For all cleaning activities, the Contractor shall use:
• Non-abrasive cleaners and microfiber cloths to
protect finishes.
• HEPA vacuuming for vents and other elevated
or recessed areas.
• Exercise special care around electronic
components, sensors, and specialty finishes to
prevent damage.
• Adjacent Walkway Maintenance - the Contractor shall
sweep common walkway areas leading to the elevator
daily to prevent dirt migration into the elevator cab.”

3. Continuing Effect of Agreement. Except as amended by this Amendment No. 2, all provisions of the Agreement shall remain in full force and effect; and shall govern the actions of the Parties under this Amendment No. 2.

Whenever the term “Agreement” appears in the original Agreement from and after the date of this Amendment No. 2, it shall mean the Agreement as amended by this Amendment No. 2.

4. Electronic Transmission. A manually signed copy of this Amendment No. 2 which is transmitted by facsimile, electronic mail, or other means of electronic transmission shall be deemed to have the same legal effect as delivery of an original executed copy of this Amendment No. 2 for all purposes. This Amendment No. 2 may be signed using an electronic signature.

5. Counterparts. This Amendment No. 2 may be signed in counterparts, each of which shall constitute an original.

BBK (2026) Page 4 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
IN WITNESS WHEREOF, the Parties hereto have executed this Amendment No. 2 on the Effective Date.

CITY OF HERMOSA BEACH
APPROVED BY:

Steve Napolitano
City Manager
ATTESTED BY:

Ann Yang
Interim City Clerk
APPROVED AS TO FORM:

Jason Baltimore
Interim City Attorney

XANADU SERVICE SYSTEMS
Bruce Hwang
Vice President
Attachments:

Exhibit A – Valley Maintenance/ Xanadu Merger Letter dated April 1, 2025 Exhibit B – Assignment Agreement dated June 24, 2025
Exhibit C – Payment of Services

BBK (2026) Page 5 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
Exhibit A – Valley Maintenance/ Xanadu Merger Letter dated April 1, 2025

BBK (2026) Page 6 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
Exhibit B – Assignment Agreement dated June 24, 2025

BBK (2026) Page 7 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
Exhibit C – Payment of Services

BBK (2026) Page 8 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
Monthly Rates for March 2026 – June 30, 2026
Item Description Monthly
1 City Hall
1315 Valley Drive
$ 1062.00
2 City Yard
555 6th Street
$531.00
3 Clark Building
861 Valley Drive
$534.00
4 Community Center
710 Pier Avenue
$2,995.00
5 Community Services Building
1035 Valley Drive
$265.00
6 Lawn Bowling Green
861 Valley Drive
$158.00
7 Park Restrooms – 5 Locations
-Clark Field
861 Valley Drive
-Fort Lots-of-Fun
1102 6th Street
-Sea View Park
1870 Prospect Avenue
-South Park
425 Valley Drive
-Valley Park
2521 Valley Drive
$1,865.00
8 Police Department, Jail, and Motor Office
540 Pier Avenue
$2,237.00
9 Police Station
1311 13th Street
$260.00
10 South Park School
1645 Valley Drive
$520.00
11 Bard Street Trailers
1315 Valley Drive
$460.00
12 Day Porter Service (8am – 2pm) $3,730.00
13 Parking Structure Elevator Cleaning $730.00
14 Porter Extension Extra 3 hours per day
(2pm – 5pm @ $35/hour per person)
$3,150.00
Total $18,497.00
TOTAL AMOUNT IN FIGURES: $18,497.00_______________________________ TOTAL AMOUNT IN WORDS: eighteen thousand four hundred and ninety-seven dollars

BBK (2026) Page 9 of 9 AMENDMENT NO. 2
65270.00021\44443112.1
Monthly Rates for July 1, 2026 – June 30, 2027
Item Description Monthly
1 City Hall
1315 Valley Drive
$ 1,099.17
2 City Yard
555 6th Street
$549.58
3 Clark Building
861 Valley Drive
$552.69
4 Community Center
710 Pier Avenue
$3,099.82
5 Community Services Building
1035 Valley Drive
$274.27
6 Lawn Bowling Green
861 Valley Drive
$163.53
7 Park Restrooms – 5 Locations
-Clark Field
861 Valley Drive
-Fort Lots-of-Fun
1102 6th Street
-Sea View Park
1870 Prospect Avenue
-South Park
425 Valley Drive
-Valley Park
2521 Valley Drive
$1,930.27
8 Police Department, Jail, and Motor Office
540 Pier Avenue
$2,315.29
9 Police Station
1311 13th Street
$269.10
10 South Park School
1645 Valley Drive
$538.20
11 Bard Street Trailers
1315 Valley Drive
$476.10
12 Day Porter Service (8am – 2pm) $3,860.55
13 Parking Structure Elevator Cleaning $730.00
14 Porter Extension Extra 3 hours per day
(2pm – 5pm @ $35/hour per person)
$3,150.00
Total $19,008.57
TOTAL AMOUNT IN FIGURES: $19,008.57_______________________________ TOTAL AMOUNT IN WORDS: nineteen thousand and eight dollars and fifty-seven cents.

CITY OF HERMOSA BEACH

AGREEMENTFOR JANITORIAL SERVICES
This Agreementfor Janitorial Services(“Agreement”)is made on this 24th day of May 2022, at Hermosa Beach, California, by and between the City of Hermosa Beach, a municipal corporation, 1315 Valley Drive, Hermosa Beach, California 90254 (hereinafter referred to as the “CITY”) and Valley Maintenance Corp. (hereinafter referred to as the “CONTRACTOR”).

RECITALS
A. CITY proposes to contract for Janitorial Services as set forth below in this Agreement;
B. CONTRACTOR is willing to perform such services and has the necessary qualifications by reason of experience, preparation, and organization to provide the services described in Exhibit A.

NOW, THEREFORE,the CITY and the CONTRACTOR mutually agreeas follows:

1. SERVICES. CONTRACTOR shall perform those services set forth in “Exhibit A” (Request for Proposal Document - Janitorial Services) which is attached hereto and incorporated herein by reference. By executing this Agreement, CONTRACTOR represents that it has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

2. TIME OF PERFORMANCE. The services of CONTRACTOR are to commence upon receipt of a notice to proceed from CITY and shall be completed within the time period designated by CITY. The term of this Agreement shall be for the time period beginning July 1, 2022 and ending on June 230, 2026, unless extended in writing in advance by the CITY.

3. PAYMENT FOR SERVICES. CONTRACTOR shall be compensated in an amount not to exceed those amounts as listed on pages P-12B through P-16B of Exhibit A. Compensation shall under no circumstances be increased except by written amendment of this Agreement.

CONTRACTOR shall be paid within thirty (30) days of presentation of an DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

invoice to CITY for services performed to CITY’s satisfaction.

CONTRACTOR shall submit invoices monthly describing the services performed, the date services were performed, a description of reimbursable costs, and any other information requestedby CITY.

4. CONTRACT ADMINISTRATION.

4.1. CITY’s Representative. Unless otherwise designated in writing John Cordova, Public Works Superintendent shall serve as the CITY’s representative for the administration of the project. All activities performed by the CONTRACTOR shall be coordinated with this person.

4.2. Manager-in-Charge. For the CONTRACTOR Bruce M. Hwang, Vice President shall be in charge of the project on all matters relating to this Agreement and any agreement or approval made by her/him shall be binding on the CONTRACTOR. The Manager-inCharge shall not be replaced without the written consent of the CITY.

4.3. Responsibilities of the CITY. The CITY shall provide all relevant documentation in its possession to the CONTRACTOR upon
request in order to minimize duplication of efforts. The CITY’s staff shall work with the CONTRACTOR as necessary to facilitate performance of the services.

4.4. Personnel. The CONTRACTOR represents that it has or will secure at its own expense all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by the CONTRACTOR or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. The CONTRACTOR reserves the right to determine the assignment of its own employees to the performance of the CONTRACTOR’s services under this
Agreement, but the CITY reserves the right, for good cause, to require the CONTRACTOR to exclude any employee from
performing services on the CITY’s premises.

5. TERMINATION.

5.1. Termination for Convenience. Either party may terminate this Agreement without cause and in its sole discretion at any time by giving the other party thirty (30) days' written notice of such DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

termination. In the event of such termination, the CONTRACTOR shall cease services as of the date of termination and shall be compensated for services performed to the CITY's satisfaction up to the date of termination.

5.2. Termination for Cause. All terms, provisions, and specifications of this Agreement are material and binding, and failure to perform any material portion of the work described herein shall be considered a breach of this Agreement. Should the Agreement be breached in any manner, the CITY may, at its option, terminate the Agreement not less than five (5) days after written notification is received by the CONTRACTOR to remedy the violation within the stated time or within any other time period agreed to by the parties. In the event of such termination, the CONTRACTOR shall be responsible for any additional costs incurred by the CITY in securing the services from another contractor.

6. INDEMNIFICATION.

6.1. CONTRACTOR shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, and cost (including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONTRACTOR's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the CITY. Should CITY in its sole discretion find CONTRACTOR’S legal counsel unacceptable, then CONTRACTOR shall reimburse the CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation. The CONTRACTOR shall promptly pay any final judgment rendered against the CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

6.2. The requirements as to the types and limits of insurance coverage to be maintained by CONTRACTOR as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONTRACTOR pursuant to this Agreement, including, without limitation, to the provisions concerningindemnification.

7. INSURANCE REQUIREMENTS.

7.1. The CONTRACTOR, at the CONTRACTOR’s own cost and
expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

7.1.1. Workers’ Compensation Coverage. The CONTRACTOR
shall maintain Workers’ Compensation Insurance and
Employer’s Liability Insurance for its employees in
accordance with the laws of the State of California. In addition, the CONTRACTOR shall require any and every
subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability
Insurance in accordance with the laws of the State of
California for all of the subcontractor’s employees. Any notice of cancellation or non-renewal of all Workers’
Compensation policies must be received by the CITY at
least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising fromwork performedby the CONTRACTOR for City.

7.1.2. General Liability Coverage. The CONTRACTOR shall maintain commercial general liability insurance in an
amount of not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the
general aggregate limit shall be at least twice the
required occurrence limit.

DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

7.1.3. Automobile Liability Coverage. The CONTRACTOR shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the
CONTRACTOR arising out of or in connection with the
work to be performed under this Agreement, including
coverage for owned, hired, and non-owned vehicles, in
an amount of not less than three hundred thousand
dollars ($300,000) combined single limit for each
occurrence.

7.2. Endorsements. Each general liability and automobile liability insurance policy shall be issued by insurers possessing a Best’s rating of no less than A:VII and shall be endorsed with the specific language of Section 8.2.1 below.

7.2.1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as
additional insureds with respect to liability arising out of work performed by or on behalf of the CONTRACTOR,
including materials, parts, or equipment furnished in
connection with such work or operations.”

7.2.2. This policy shall be considered primary insurance as respects the CITY, its elected or appointed officers,
officials, employees, agents, and volunteers. Any
insurance maintained by the CITY, including any selfinsured retention the CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

7.2.3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

7.2.4. The insurer waives all rights of subrogation against the CITY, its elected or appointed officers, officials,
employees, or agents.

7.2.5. Any failure to comply with reporting provisions of the policies shall not affect coverage providedto the City, its DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

elected or appointed officers, officials, employees,
agents, or volunteers.

7.2.6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or
in limits except after thirty (30) days’ written notice has been received by the CITY.

7.3. Deductibles and Self-Insured Retentions. Any deductibles or selfinsured retentions must be declared to and approved by the CITY. At the CITY’s option, the CONTRACTOR shall demonstrate financial capability for payment of such deductibles or selfinsured retentions.

7.4. Certificates of Insurance. The CONTRACTOR shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein.

Certificates of such insurance shall be filed with the CITY on or before commencement of performance of this Agreement.

Current certification of insurance shall be kept on file with the CITY at all times during the term of this Agreement.

7.5. Failure to Procure Insurance. Failure on the part of the CONTRACTOR to procure or maintain required insurance shall constitute a material breach of contract under which the CITY may terminate this Agreement pursuant to Section 6.2 above.

7.6. Nonpayment of Deductible. The commercial general and automobile liability policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the
CONTRACTOR (as the named insured) should CONTRACTOR fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. CONTRACTOR understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement.

Failure by CONTRACTOR as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement.

Should City pay the SIR or deductible on CONTRACTOR’S behalf upon the CONTRACTOR’S failure or refusal to do so in order to secure defense and indemnification as an additional insured DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

under the policy, City may include such amounts as damages in any action against CONTRACTOR for breach of this Agreement in addition to any other damages incurred by City due to the breach.

8. ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to the CITY for entering into this Agreement is the professional reputation, experience, and competence of the CONTRACTOR. Assignments of any or all rights, duties, or obligations of the CONTRACTOR under this Agreement will be permitted only with the express consent of the CITY. The CONTRACTOR shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the CITY. If the CITY consents to such subcontract, the CONTRACTOR shall be fully responsible to the CITY for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between the CITY and subcontractor nor shall it create any obligation on the part of the CITY to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.

9. COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND REGULATIONS. The CONTRACTOR shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.

9.1. Taxes. The CONTRACTOR agrees to pay all required taxes on amounts paid to the CONTRACTOR under this Agreement, and to indemnify and hold the CITY harmless from any and all taxes, assessments, penalties, and interest asserted against the CITY by reason of the independent contractor relationship created by this Agreement. In the event that the CITY is audited by any Federal or State agency regarding the independent contractor status of the CONTRACTOR and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between the CITY and the CONTRACTOR, then the CONTRACTOR agrees to reimburse the CITY for all costs, including accounting and attorneys’ fees, arising out of such audit and any appeals relating thereto.

9.2. Workers’ Compensation Law. The CONTRACTOR shall fully comply with the workers’ compensation law regarding the CONTRACTOR and the CONTRACTOR’s employees. The
DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

CONTRACTOR further agrees to indemnify and hold the CITY harmless from any failure of the CONTRACTOR to comply with applicable workers’ compensation laws. The CITY shall have the right to offset against the amount of any compensation due to the CONTRACTOR under this Agreement any amount due to the CITY from the CONTRACTOR as a result of the CONTRACTOR’s failure to promptly pay to the CITY any reimbursement or indemnification arising under this Section.

9.3. Licenses. The CONTRACTOR represents and warrants to the CITY that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of the CONTRACTOR to practice its profession. The CONTRACTOR
represents and warrants to the CITY that the CONTRACTOR shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of the CONTRACTOR to practice its profession. The CONTRACTOR shall maintain a City of Hermosa Beach business license, if required under CITY ordinance.

10. CONFLICT OF INTEREST. The CONTRACTOR confirms that it has no financial, contractual, or other interest or obligation that conflicts with or is harmful to performance of its obligations under this Agreement.

The CONTRACTOR shall not during the term of this Agreement knowingly obtain such an interest or incur such an obligation, nor shall it employ or subcontract with any person for performance of this Agreement who has such incompatible interest or obligation.

11. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY. The CONTRACTOR represents and agrees that it does not and will not discriminate against any employee or applicant for employment because of race, religion, color, medical condition, sex, sexual orientation and/or gender identity, national origin, political affiliation or opinion, or pregnancy or pregnancy-related condition.

12. RECORDS AND AUDITS. The CONTRACTOR shall maintain accounts and records, including personnel, property, and financial records, adequate to identify and account for all costs pertaining to this Agreement and such other records as may be deemed necessary by the CITY or any DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

authorized representative and will be retained for three years after the expiration of this Agreement. All such records shall be made available for inspection or audit by the CITY at any time during regular business hours.

13. OWNERSHIP OF DOCUMENTS. It is understood and agreed that the CITY shall own all documents and other work product of the CONTRACTOR, except the CONTRACTOR’s notes and workpapers, which pertain to the work performed under this Agreement. The CITY shall have the sole right to use such materials in its discretion and without further compensation to the CONTRACTOR, but any re-use of such documents by the CITY on any other project without prior written consent of the CONTRACTOR shall be at the sole risk of the CITY. The CONTRACTOR shall at its sole expense provide all such documents to the CITY upon request.

14. INDEPENDENT CONTRACTOR. The CONTRACTOR is and shall at all times remain as to the CITY a wholly independent CONTRACTOR. Neither the CITY nor any of its agents shall have control over the conduct of the CONTRACTOR or any of the CONTRACTOR’s employees or agents, except as herein set forth. The CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. The CONTRACTOR shall have no power to incur any debt, obligation, or liability on behalf of the CITY or otherwise act on behalf of the CITY as an agent.

15. NOTICE. All Notices permitted or required under this Agreement shall be in writing and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement.

Additionally, such notices may be given to the respective parties at the following addresses, or at such other addresses as the parties may provide in writing for this purpose.

Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, firstclass postage prepaid, and addressed to the party at its applicable address.

DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

CITY OF HERMOSA BEACH
1315 Valley Drive
Hermosa Beach, CA 90254
Attention: Joe SanClemente, Director
Public Works Department
CONTRACTOR:

Valley Maintenance Corp.
11759 Telegraph Road
Santa Fe Springs, CA 90670
Attention: Bruce Hwang, Vice
President

16. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California.

17. ENTIRE AGREEMENT; MODIFICATION. This Agreement supersedes any and all other agreements, either oral or written, between the parties, and contains all of the covenants and agreements between the parties. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, oral or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. Any agreement, statement, or promise not contained in the Agreement, and any modification to the Agreement, will be effective only if signed by both parties.

18. ATTORNEYS’ FEES. In any action brought to declare the rights granted herein or to enforce any of the terms of this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys’ fees in an amount determined by the court.

19. WAIVER. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this agreement. Payment of any invoice by the CITY shall not constitute a waiver of the CITY’s right to obtain DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

correction or replacement of any defective or noncompliant work product.

20. EXECUTION. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.

21. AUTHORITY TO ENTER AGREEMENT. The CONTRACTOR has all requisite power and authority to conduct its business and to execute, deliver, and perform this Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

IN WITNESS WHEREOF, the parties have executed this Agreement the 24th day of May 2022.

CITY OF HERMOSA BEACH: CONTRACTOR:

Michael Detoy, City Mayor Valley Maintenance Corp.

ATTEST: Bruce Hwang, Vice President
Myra Maravilla, City Clerk Contractor’s State License # APPROVEDAS TO FORM:

Michael Jenkins, City Attorney
DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

NONCOLLUSION AFFIDAVIT TO BE EXECUTED

BY EACHAWARDEE OF A PRINCIPAL CONTRACT

STATEOF CALIFORNIA )
)ss

COUNTY OF )
being first duly sworn,deposes and says that he is
(sole owner, a partner, president, etc.)
of , the party making the
foregoing bid, that such bid is not made in the interest of or behalf of any undisclosed person, partnership, company, association, organization or corporation, that such bid is genuine and not collusive or sham, that said bidder has not directly or indirectly induced or solicited any other bidder to put a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put a sham bid, or that anyone shall refrain from bidding, that said bidder has not in any manner, directly or indirectly, sought by agreements, communication, or conference with anyone to fix the bid price of said bidder or of any other bidder, or to fix the overhead, profit or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the Contractor or anyone interested in the proposed contract; that all statements contained in such bid are true and, further, that said bidder has not, directly or indirectly, submitted his bid price, or any breakdown thereof, of the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith to any corporation, partnership, company, association, organization, bid depository, or to any member or agency thereof, or to any other individual, except to such person or persons who have a partnership of other financial interest with said bidder in his general business.

Signed
Title
Subscribedand swornto beforeme this day of , 2022.

Notary Public
DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

COMPENSATIONINSURANCE CERTIFICATE
Pursuant to Section 1861 of the State Labor Code, each Contractor to whom a public works contract has been awarded shall sign the following certificate and shall submit same to the City of Hermosa Beach prior to performingany work on this contract:

I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.

CONTRACTOR: .
(TITLE)
Date
DocuSign Envelope ID: 4C8C2C3D-D46B-4A4B-9E3C-414AE276BC35

  






 


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-1- Janitorial Services

REQUEST FOR PROPOSALS
AND

CONTRACT DOCUMENTS
FOR

JANITORIAL SERVICES
RFP No. 22-006
Contract No. PW-MSA 22-004

CITY OF HERMOSA BEACH
1315 VALLEY DRIVE
HERMOSA BEACH, CA 90254
Key Information
Submit Written Questions By: 5:00PM on THURSDAY, APRIL 28, 2022 Proposals Due: 2:00PM on WEDNESDAY, MAY 11, 2022

-2- JANITORIAL SERVICES

NOTICE INVITING PROPOSALS
City of Hermosa Beach

REQUEST FOR PROPOSALS
Notice is hereby given that the City of Hermosa Beach will receive sealed proposals at the Office of the City Clerk, City Hall, 1315 Valley Drive, Hermosa Beach, CA 90254, until 2 P.M. on WEDNESDAY, MAY 11, 2022, for JANITORIAL SERVICES.

Contractor shall perform all work necessary to complete the agreement in a manner satisfactory to the Public Works Director or his/her designee. The work to be done under these specifications shall include the furnishing of all labor, material, equipment, tools, disposal site or disposal transfer station expense and any other incidental expense necessary to perform Janitorial Services for the City of Hermosa Beach. The areas to be maintained shall include City Hall, Police Department, Police Motor Office, Police Substation, Community Services Building, Clark Building, Community Center, City Yard, South Park School, Park Restrooms, and Lawn Bowling Green Field, and the Trailers on Bard Street.

The duration of the contract is four (4) years from July 1, 2022 to June 30, 2026. The successful proposer should be prepared with both equipment and man-power to commence July 1, 2022.

All proposals must be submitted in writing, on standard forms found in the Contractual Services’ Contract Documents and Specifications book. All proposals must be sealed and must be plainly marked in the lower left-hand corner “JANITORIAL SERVICES.” The Contractor must be registered with the Department of Industrial Relations at the time of proposal. Contractor’s registration available at:
https://efiling.dir.ca.gov/PWCR/ActionServlet?action=displayPWCRegistrationForm Each Proposer shall possess a valid State of California Contractors License issued by the California State License Board. The successful Contractor must also possess a current City business license.

The City reserves the right to reject any or all proposal and to waive any informality or irregularity in any proposal received and to be the sole judge of the merits of the respective proposals received. The award, if made, will be made to the most qualified proposer. Plans and Specifications will be available for review at City Hall.

The Request for Proposals documents must be downloaded from the City’s website, under the City Departments Tab, select City Clerk from the pull down menu – Bids and Proposals at https://pbsystem.planetbids.com/portal/51313/portal-home. To be considered as a responsive proposer you must email the Public Works Superintendent listed on the Request for Proposals to confirm you downloaded the Plans, Specifications, and Construction Documents from the City website. This action will add your company name to the Plan holder list. All questions regarding this proposal must be submitted in writing no later than 5:00 p.m., THURSDAY, APRIL 28, 2022, to Gloria Ledezma,

-3- JANITORIAL SERVICES

NOTICE INVITING PROPOSALS
Administrative Assistant, at [email protected].

Susan Morrow
Interim City Clerk

END NOTICE INVITING PROPOSALS

-4- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS

INSTRUCTIONS TO PROPOSERS

JANITORIAL MAINTENANCE SERVICES
RFP No. 20-006
Contract No. PW-MSA 22-004
I. GENERAL
The (“City”) is requesting proposals from qualified firms1 (“Proposers”) for maintenance services as further described herein (“Services”). All Proposers shall be properly licensed for the performance of the Services in accordance with California law.

II. SCOPE OF SERVICES/MAINTENANCE SERVICES AGREEMENT
The Proposer selected to provide the Services shall be retained under the City’s Maintenance Services Agreement (“Agreement”), included as part of these Contract Documents. The City will not consider alterations to the Agreement.

This Agreement will be for a period of four years from July 1, 2022, to June 30, 2026, with option to extend for one-year at City’s discretion based on Contractor’s performance.

The successful proposer should be prepared with both equipment and man-power to commence on July 1, 2022.

The Scope of work is to : perform Janitorial Services for the City of Hermosa Beach. The areas to be maintained shall include City Hall, Police Department, Police Motor Office, Police Substation, Community Services Building, Clark Building, Community Center, City Yard, South Park School, Park Restrooms, Lawn Bowling Green Field, and the Trailers on Bard Street per the maintenance agreement.

III. REQUESTS FOR CLARIFICATION
All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to the City Contact, identified above. All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted on the City’s website. Oral statements by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 5:00 p.m. local time on the date identified in the Key Information.

IV. CONTENT AND FORMAT OF PROPOSAL
Qualifying proposals must address all of the following points, in the following order:
1 Use of the term “firm” shall mean individual proprietorship, partnership, Limited Liability Company, corporation, or joint venture.

-5- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS

1. Cover Letter. This letter must be signed, by a member of the Proposer with the authority to commit to a contract on behalf of the Proposer, if applicable, offering the proposal.

2. Services Approach and Scope of Services. Describe how the maintenance services will be planned and controlled. Describe the work plan to be utilized to complete the tasks listed in the Scope of Services. Note any changes or additions to the work descriptions that may have been overlooked or which help clarify the work tasks.

3. Responsible Personnel. List the principal-in-charge and others who will be directly involved with the provision of Services. Provide a concise statement of qualifications, relevant experience and licensure of each person who will contribute to the performance of the Services. List the estimated amount of time each person will contribute in the performance of Services. Include an organizational chart of key personnel involved.

4. Related Experience. On the forms located in the Proposal Submission Forms list at least three (3) jobs under which the proposer has performed maintenance services for a public entity during the past five (5) years. List shall identify the following information for each project:
• Description of services.
• Contract amount and length of contract term.
• Public entity’s name, telephone number and contact person.

5. Contractor’s Industrial Safety Record. The information must include all work undertaken in the State of California by the proposer, partnership, joint venture, or corporation that any principal of the proposer participated in as a principal or owner for the last five calendar years and the current calendar year prior to the date of proposal submittal. Separate information shall be submitted for each particular partnership, joint venture, and corporate or individual proposer. The proposer may attach any additional information or explanation of data, which he/she would like taken into consideration in evaluating the safety record. An explanation must be attached of the circumstances surrounding any and all fatalities.

6. Firm Description and Financial Information. If applicable, provide relevant information regarding the firm and its organizational stability and strength. This includes a statement of organizational ownership (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of the organizational structure (e.g., owner, partners, board of directors, joint venture partners, etc.).

The proposal package must also include the following on the forms located in the Proposal Submission Forms:

7. Cost Proposal

8. Proposal Affirmation.

-6- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS

FAILURE TO PROPOSE ON ALL ITEMS OR SUBMITTING AN INCOMPLETE PROPOSAL PACKAGE MAY RESULT IN THE PROPOSAL BEING REJECTED AS NON-RESPONSIVE.

V. EVALUATION CRITERIA
Responses will be evaluated based on the background, financial capacity, qualifications, services offered and the cost proposal submitted by the respondent.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of City, is in the best interest of the City.

Upon selection of a Proposer, the City will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that the City is unable to reach agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for Services in the manner that most benefits the City including awarding more than one contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

VI. SITE EXAMINATION
Proposers may examine the site and become acquainted with all conditions affecting the work. In submitting a Proposal, Proposers warrant that they have made such site examination as they deem necessary to determine the condition of the site, its accessibility to materials, workmen and equipment, and to determine the proposer’s ability to protect existing surface and subsurface improvements. Proposers shall also familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement. No claim for allowances–time or money–will be allowed as to such matters.

VII. SUBMITTAL INSTRUCTIONS
The proposal must be received no later than 2 P.M. local time, on or before Wednesday, May 11, 2022, at the office of the:

Office of the City Clerk, City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
The envelope or subject line should clearly indicate, "Proposal for Janitorial Maintenance Services” and Proposer's name and address shall appear in the upper left

-7- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS
hand corner of the envelope. If more than one envelope is required, each envelope shall be legibly numbered below the name of the Proposer, e.g., Envelope 1 of 3, as required.

The City will not be responsible for proposals that are delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City.

VIII. ADDENDA
The City reserves the right to revise the Contract Documents prior to the time set to receive proposals. Revisions, if any, shall be made by written Addendum. Any Addendum issued by the City shall be included in the proposal and made part of the Contract Documents. Each Proposer shall leave with the City its name, address, phone and fax numbers, and e-mail address for the purpose of receiving notification of Addendum. Addendum will be published on the City’s website. Proposers are responsible for ensuring that they have received any and all Addendum. Each Proposer should contact the City to verify that it has received all Addendum issued, if any, prior to the proposal opening. Failure to acknowledge receipt of all Addendum may result in proposal rejection.

IX. GENERAL CONDITIONS
A. Amendments to Proposals
Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn, and the replacement proposal must be submitted prior to the deadline stated herein for receiving proposals.

B. Non-Responsive Proposals
A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

C. Costs for Preparing
The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

D. Cancellation
City reserves the right to cancel this request for proposals at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other associated marketing costs.

-8- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS
E. Price Validity
Prices provided by Proposers are valid for 90 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded.

F. No Commitment to Award
Issuance of request for proposals and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received, to negotiate with more than one Proposer concurrently, or to cancel all or part of this request for proposals.

G. Right to Negotiate and/or Reject Proposals
City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public.

H. Non-Discrimination
The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

X. INSURANCE, LIABILITY, SAFETY, AND EMERGENCY REQUIREMENTS Liability Insurance
The Contractor needs to name in their Liability Insurance the “Los Angeles County Regional Park and Open Space District” as additional insured.

The Contractor shall, at its expense, maintain in effect all times during the performance of work under the Contract not less than the following coverage and limits of insurance, which shall be maintained with insurers licensed to sell insurance in the State of California and having a “A“or higher rating in the latest edition of Best’s Insurance Guide, and shall be subject to approval by the City’s Risk Manager:

Workers’ Compensation and Employer’s Liability
• Workers’ Compensation – coverage as required by law
• Employer’s Liability – limits of at least $100,000 per occurrence Comprehensive General Liability
• Combined Single Limit - $2,000,000

-9- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS
Automobile Liability
• Combined Single Limit - $1,000,000
The automobile and general comprehensive liability policies may be combined in a single policy with a combined single limit of $1,000,000.

All of the Contractor’s policies shall contain an endorsement providing written notice shall be given to the City at least 30 calendar days prior to termination, cancellation or reduction of coverage in the policy
The Bodily Injury and Property Damage Liability policies shall contain the following:

1. An endorsement extending coverage to the City as an insured, in the same manner as the named insured as respects liabilities arising out of the performance of any work under the Contract. Such insurance shall be primary insurance as respects the interest of the City, and any other insurance maintained by the City shall be excess and not contributing insurance with the insurance required hereunder.

2. “Severability of Interest” clause.

3. Elimination of any exclusion regarding loss or damage to property caused by explosion or resulting from collapse of buildings or structures or damage to property underground, commonly referred to by insurers as the “XCU” hazards.

4. Provision or endorsement stating that such insurance, subject to all of its other terms and conditions, applies to the liability assumed by the Contractor under the Contract.

Promptly on execution of the Contract, and prior to commencement of any work, the Contractor shall deliver to the City copies of all required policies and endorsements thereto on the forms supplied by the City.

The Contractor shall require and verify similar insurance on the part of its Subcontractors.

The foregoing requirements as to the types, limits, and City approval of insurance coverage to be maintained by the Contractor are not intended to and shall not in any manner limit or qualify the liabilities and obligation assumed by the Contractor under the Contract.

Any policy or policies of insurance that the Contractor or his Subcontractors elects to carry as insurance against loss or damage to their construction equipment and tools or other personal property used in fulfillment of this contract shall include a provision waiving the insurer’s right of subrogation against the City.

-10- JANITORIAL SERVICES

INSTRUCTIONS TO PROPOSERS
The cost of all insurance shall be included in the contractor’s proposal.

Instructions for completing the required endorsements and forms therefore are attached to these Special Provisions as Exhibits A-F.

Safety
The following is in addition to the provisions of Section 5-7:

Emergency Provisions
Unusual conditions may arise on the work which will require that immediate and unusual provision be made to protect the public from danger or loss or damage to life and property, due directly or indirectly to the prosecution of the work, and it is part of the service required of the Contractor to make such provisions and to furnish such protection.

Whenever, in the opinion of the City, an emergency exists of which the City is aware and against which the Contractor has not taken sufficient precaution for the safety of the public or the protection of utilities or of adjacent structures or property which may be injured by the progress of construction; and whenever, in the opinion of the City, immediate action shall be considered necessary in order to protect public or private personnel or property interests, or prevent likely loss of human life or damage on account of the operations under the Contract, then in that event the City may provide suitable protection to said interests by causing such work to be done and material to be furnished, as in the opinion of the City may seem reasonable and necessary, all at the expense of the Contractor.

END INSTRUCTIONS TO PROPOSERS

-11- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS

CITY OF HERMOSA BEACH

PROPOSAL SUBMISSION FORMS

JANITORIAL SERVICES
RFP No. 22-006
Contract No. PW-MSA 22-004

COST PROPOSAL
TO: CITY OF HERMOSA BEACH (“CITY”)
DATE: ________________________________________________________________ PROPOSER: ______________________________________________ (“CONTRACTOR”) The undersigned declares that they have carefully examined the Contract Documents and Addendums No.(s)_______________ and that they are thoroughly familiar with the contents thereof and is authorized to represent the respective firm and propose services to City of Hermosa Beach.

It is understood that the price shown hereon includes all maintenance services described in the Contract Documents and shall be inclusive of all costs for the Proposer to accomplish the work.

The costs of any work shown or required in the Contract Documents, but not specifically identified as a Contract Pay Item are included in the Contract Pay Items, and no additional compensation shall be due Contractor by virtue of Contractor's compliance with the Contract Documents.

In accordance with the Contract Documents prepared by the Engineer and the requirements of the Engineer under said documents, for the prices shown herein.

For each item, the averaged one-month maintenance cost shall be indicated and the total of these costs shall be extended for the term of the Agreement. Proposer must provide costs for all items below.

-12- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
1st Fiscal Year
July 1, 2022 – June 30, 2023

JANITORIAL SERVICES
Item
No. Description Monthly Cost Annual Cost
1 City Hall
1315 Valley Drive
$ $
2 City Yard
555 6th Street
$ $
3 Clark Building
861 Valley Drive
$ $
4 Community Center,
710 Pier Avenue
$ $
5 Community Services Building
1035 Valley Drive
$ $
6 Lawn Bowling Green
861 Valley Drive
$ $
7 Park Restrooms – 5 Locations
• Clark Field
861 Valley Drive
• Fort Lots-of-Fun
1102 6th Street
• Sea View Park
1870 Prospect Avenue
• South Park
425 Valley Drive
• Valley Park
2521 Valley Drive
$ $
8 Police Department, Jail, and Motor
Office
540 Pier Avenue
9 Police Substation
1311 13th Street
$ $
10 South Park School
1645 Valley Drive
$ $
11 Bard Street Trailers
1315 Valley Drive
$
Total $ $
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $ ________________________________________ TOTAL AMOUNT BASE PROPOSAL IN WORDS__________________________________________ In the event of a conflict between the numbers give in figures and in words, the words shall control.

-13- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
2nd Fiscal Year
July 1, 2023 – June 30, 2024

JANITORIAL SERVICES
Item
No. Description Monthly Cost Annual Cost
1 City Hall
1315 Valley Drive
$ $
2 City Yard
555 6th Street
$ $
3 Clark Building
861 Valley Drive
$ $
4 Community Center,
710 Pier Avenue
$ $
5 Community Services Building
1035 Valley Drive
$ $
6 Lawn Bowling Green
861 Valley Drive
$ $
7 Park Restrooms – 5 Locations
• Clark Field
861 Valley Drive
• Fort Lots-of-Fun
1102 6th Street
• Sea View Park
1870 Prospect Avenue
• South Park
425 Valley Drive
• Valley Park
2521 Valley Drive
$ $
8 Police Department, Jail, and Motor
Office
540 Pier Avenue
9 Police Substation
1311 13th Street
$ $
10 South Park School
1645 Valley Drive
$ $
11 Bard Street Trailers
1315 Valley Drive
$ $
Total $ $
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $ ________________________________________ TOTAL AMOUNT BASE PROPOSAL IN WORDS $ ________________________________________ In the event of a conflict between the numbers give in figures and in words, the words shall control.

-14- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
3rd Fiscal Year
July 1, 2024 – June 30, 2025

JANITORIAL SERVICES
Item
No. Description Monthly Cost Annual Cost
1 City Hall
1315 Valley Drive
$ $
2 City Yard
555 6th Street
$ $
3 Clark Building
861 Valley Drive
$ $
4 Community Center,
710 Pier Avenue
$ $
5 Community Services Building
1035 Valley Drive
$ $
6 Lawn Bowling Green
861 Valley Drive
$ $
7 Park Restrooms – 5 Locations
• Clark Field
861 Valley Drive
• Fort Lots-of-Fun
1102 6th Street
• Sea View Park
1870 Prospect Avenue
• South Park
425 Valley Drive
• Valley Park
2521 Valley Drive
$ $
8 Police Department, Jail, and Motor
Office
540 Pier Avenue
9 Police Substation
1311 13th Street
$ $
10 South Park School
1645 Valley Drive
$ $
11 Bard Street Trailers
1315 Valley Drive
$ $
Total $ $
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $ ________________________________________ TOTAL AMOUNT BASE PROPOSAL IN WORDS ______________________________________ In the event of a conflict between the numbers give in figures and in words, the words shall control.

-15- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
4th Fiscal Year
July 1, 2025 – June 30, 2026

JANITORIAL SERVICES
Item
No. Description Monthly Cost Annual Cost
1 City Hall
1315 Valley Drive
$ $
2 City Yard
555 6th Street
$ $
3 Clark Building
861 Valley Drive
$ $
4 Community Center,
710 Pier Avenue
$ $
5 Community Services Building
1035 Valley Drive
$ $
6 Lawn Bowling Green
861 Valley Drive
$ $
7 Park Restrooms – 5 Locations
• Clark Field
861 Valley Drive
• Fort Lots-of-Fun
1102 6th Street
• Sea View Park
1870 Prospect Avenue
• South Park
425 Valley Drive
• Valley Park
2521 Valley Drive
$ $
8 Police Department, Jail, and Motor
Office
540 Pier Avenue
9 Police Substation
1311 13th Street
$ $
10 South Park School
1645 Valley Drive
$ $
11 Bard Street Trailers
1315 Valley Drive
$ $
Total $ $
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $ ________________________________________ TOTAL AMOUNT BASE PROPOSAL IN WORDS ______________________________________ In the event of a conflict between the numbers give in figures and in words, the words shall control.

-16- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
IN WITNESS WHEREOF CONTRACTOR executed this proposal as of date set forth:

Signature of Proposer: _______________________________
Signer’s Name: ______________________________________
Company Name:______________________________
Date:_______________________________________

-17- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS

JANITORIAL SERVICES
RFP No. 22-006
Contract No. PW-MSA 22-004

PROPOSAL AFFIRMATION
With regard to the information provided hereinabove, I affirm that:
• All information provided is true and correct to the best of my knowledge, and; • I understand that a materially false statement willfully or fraudulently made in connection with this Proposal may result in the termination of any contract between the City of Hermosa Beach and _________________________________________, and as a further result, the aforesaid firm may be barred from participation in future City contracts as well as be subject to possible criminal prosecution, and; • I have legal authority to bind ___________________________________________ to the terms of this affirmation.

FOR PROPOSAL TO BE VALID, THIS SHEET MUST BE SIGNED
_____________________________________________________
Signature Date
_____________________________________________________
Printed Name
_____________________________________________________
Title
_____________________________________________________
Company Name

-18- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS

JANITORIAL SERVICES
RFP No. 22-006
Contract No. PW-MSA 22-004

REFERENCES OF WORK
Date: ________________
The following are the names, addresses and phone numbers/ email addresses for three public agencies for which Bidder has performed similar work within the past five years.

1. Name and address of Public Agency – Project Name
Name and Telephone No. of Project Manager
Contract Amount Type of Work Date Completed
---------------------------------------------------------------------------------------------------------------------

2. Name and address of Public Agency – Project Name
Name and Telephone No. of Project Manager
Contract Amount Type of Work Date Completed
---------------------------------------------------------------------------------------------------------------------

3. Name and address of Public Agency – Project Name
Name and Telephone No. of Project Manager
Contract Amount Type of Work Date Completed
For additional References, please add separate sheets

END OF PROPOSAL SUBMISSION FORMS

CITY OF HERMOSA BEACH

SAMPLE AGREEMENT FOR JANITORIAL SERVICES

This Agreement for Janitorial Services (“Agreement”) is made on this ___ day of ____________2022, at Hermosa Beach, California, by and between the City of Hermosa Beach, a municipal corporation, 1315 Valley Drive, Hermosa Beach, California 90254 (hereinafter referred to as the “CITY”) and _________________ (hereinafter referred to as the “CONTRACTOR”).

RECITALS
A. CITY proposes to contract for Janitorial Services as set forth below in this Agreement;
B. CONTRACTOR is willing to perform such services and has the necessary qualifications by reason of experience, preparation, and organization to provide the services described in Exhibit A.

NOW, THEREFORE, the CITY and the CONTRACTOR mutually agree as follows:

1. SERVICES. CONTRACTOR shall perform those services set forth in “Exhibit A” (Request for Proposal Document - Janitorial Services) which is attached hereto and incorporated herein by reference. By executing this Agreement, CONTRACTOR represents that it has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

2. TIME OF PERFORMANCE. The services of CONTRACTOR are to commence upon receipt of a notice to proceed from CITY and shall be completed within the time period designated by CITY. The term of this Agreement shall be for the time period beginning ___________, 2022 and ending on ______________unless extended in writing in advance by the CITY.

3. PAYMENT FOR SERVICES. CONTRACTOR shall be compensated in an amount not to exceed those amounts as listed on pages P-___ through P- ___ of Exhibit A. Compensation shall under no circumstances be increased except by written amendment of this Agreement.

CONTRACTOR shall be paid within thirty (30) days of presentation of an

invoice to CITY for services performed to CITY’s satisfaction.

CONTRACTOR shall submit invoices monthly describing the services performed, the date services were performed, a description of reimbursable costs, and any other information requested by CITY.

4. CONTRACT ADMINISTRATION.

4.1. CITY’s Representative. Unless otherwise designated in writing ___________________, Maintenance Supervisor shall serve as the CITY’s representative for the administration of the project. All activities performed by the CONTRACTOR shall be coordinated with this person.

4.2. Manager-in-Charge. For the CONTRACTOR___________ shall be in charge of the project on all matters relating to this Agreement and any agreement or approval made by her/him shall be
binding on the CONTRACTOR. The Manager-in-Charge shall not be replaced without the written consent of the CITY.

4.3. Responsibilities of the CITY. The CITY shall provide all relevant documentation in its possession to the CONTRACTOR upon
request in order to minimize duplication of efforts. The CITY’s staff shall work with the CONTRACTOR as necessary to facilitate performance of the services.

4.4. Personnel. The CONTRACTOR represents that it has or will secure at its own expense all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by the CONTRACTOR or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. The CONTRACTOR reserves the right to determine the assignment of its own employees to the performance of the CONTRACTOR’s services under this
Agreement, but the CITY reserves the right, for good cause, to require the CONTRACTOR to exclude any employee from
performing services on the CITY’s premises.

5. TERMINATION.

5.1. Termination for Convenience. Either party may terminate this Agreement without cause and in its sole discretion at any time by giving the other party thirty (30) days' written notice of such

termination. In the event of such termination, the CONTRACTOR shall cease services as of the date of termination and shall be compensated for services performed to the CITY's satisfaction up to the date of termination.

5.2. Termination for Cause. All terms, provisions, and specifications of this Agreement are material and binding, and failure to perform any material portion of the work described herein shall be considered a breach of this Agreement. Should the Agreement be breached in any manner, the CITY may, at its option, terminate the Agreement not less than five (5) days after written notification is received by the CONTRACTOR to remedy the violation within the stated time or within any other time period agreed to by the parties. In the event of such termination, the CONTRACTOR shall be responsible for any additional costs incurred by the CITY in securing the services from another contractor.

6. INDEMNIFICATION.

6.1. CONTRACTOR shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, and cost (including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONTRACTOR's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the CITY. Should CITY in its sole discretion find CONTRACTOR’S legal counsel unacceptable, then CONTRACTOR shall reimburse the CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation. The CONTRACTOR shall promptly pay any final judgment rendered against the CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

6.2. The requirements as to the types and limits of insurance coverage to be maintained by CONTRACTOR as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONTRACTOR pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.

7. INSURANCE REQUIREMENTS.

7.1. The CONTRACTOR, at the CONTRACTOR’s own cost and
expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

7.1.1. Workers’ Compensation Coverage. The CONTRACTOR
shall maintain Workers’ Compensation Insurance and
Employer’s Liability Insurance for its employees in
accordance with the laws of the State of California. In addition, the CONTRACTOR shall require any and every
subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability
Insurance in accordance with the laws of the State of
California for all of the subcontractor’s employees. Any notice of cancellation or non-renewal of all Workers’
Compensation policies must be received by the CITY at
least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising from work performed by the CONTRACTOR for City.

7.1.2. General Liability Coverage. The CONTRACTOR shall maintain commercial general liability insurance in an
amount of not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the
general aggregate limit shall be at least twice the
required occurrence limit.

7.1.3. Automobile Liability Coverage. The CONTRACTOR shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the
CONTRACTOR arising out of or in connection with the
work to be performed under this Agreement, including
coverage for owned, hired, and non-owned vehicles, in
an amount of not less than three hundred thousand
dollars ($300,000) combined single limit for each
occurrence.

7.2. Endorsements. Each general liability and automobile liability insurance policy shall be issued by insurers possessing a Best’s rating of no less than A:VII and shall be endorsed with the specific language of Section 8.2.1 below.

7.2.1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as
additional insureds with respect to liability arising out of work performed by or on behalf of the CONTRACTOR,
including materials, parts, or equipment furnished in
connection with such work or operations.”

7.2.2. This policy shall be considered primary insurance as respects the CITY, its elected or appointed officers,
officials, employees, agents, and volunteers. Any
insurance maintained by the CITY, including any selfinsured retention the CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

7.2.3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

7.2.4. The insurer waives all rights of subrogation against the CITY, its elected or appointed officers, officials,
employees, or agents.

7.2.5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its

elected or appointed officers, officials, employees,
agents, or volunteers.

7.2.6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or
in limits except after thirty (30) days’ written notice has been received by the CITY.

7.3. Deductibles and Self-Insured Retentions. Any deductibles or selfinsured retentions must be declared to and approved by the CITY. At the CITY’s option, the CONTRACTOR shall demonstrate financial capability for payment of such deductibles or selfinsured retentions.

7.4. Certificates of Insurance. The CONTRACTOR shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein.

Certificates of such insurance shall be filed with the CITY on or before commencement of performance of this Agreement.

Current certification of insurance shall be kept on file with the CITY at all times during the term of this Agreement.

7.5. Failure to Procure Insurance. Failure on the part of the CONTRACTOR to procure or maintain required insurance shall constitute a material breach of contract under which the CITY may terminate this Agreement pursuant to Section 6.2 above.

7.6. Nonpayment of Deductible. The commercial general and automobile liability policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the
CONTRACTOR (as the named insured) should CONTRACTOR fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. CONTRACTOR understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement.

Failure by CONTRACTOR as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement.

Should City pay the SIR or deductible on CONTRACTOR’S behalf upon the CONTRACTOR’S failure or refusal to do so in order to secure defense and indemnification as an additional insured

under the policy, City may include such amounts as damages in any action against CONTRACTOR for breach of this Agreement in addition to any other damages incurred by City due to the breach.

8. ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to the CITY for entering into this Agreement is the professional reputation, experience, and competence of the CONTRACTOR. Assignments of any or all rights, duties, or obligations of the CONTRACTOR under this Agreement will be permitted only with the express consent of the CITY. The CONTRACTOR shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the CITY. If the CITY consents to such subcontract, the CONTRACTOR shall be fully responsible to the CITY for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between the CITY and subcontractor nor shall it create any obligation on the part of the CITY to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.

9. COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND REGULATIONS. The CONTRACTOR shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.

9.1. Taxes. The CONTRACTOR agrees to pay all required taxes on amounts paid to the CONTRACTOR under this Agreement, and to indemnify and hold the CITY harmless from any and all taxes, assessments, penalties, and interest asserted against the CITY by reason of the independent contractor relationship created by this Agreement. In the event that the CITY is audited by any Federal or State agency regarding the independent contractor status of the CONTRACTOR and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between the CITY and the CONTRACTOR, then the CONTRACTOR agrees to reimburse the CITY for all costs, including accounting and attorneys’ fees, arising out of such audit and any appeals relating thereto.

9.2. Workers’ Compensation Law. The CONTRACTOR shall fully comply with the workers’ compensation law regarding the CONTRACTOR and the CONTRACTOR’s employees. The

CONTRACTOR further agrees to indemnify and hold the CITY harmless from any failure of the CONTRACTOR to comply with applicable workers’ compensation laws. The CITY shall have the right to offset against the amount of any compensation due to the CONTRACTOR under this Agreement any amount due to the CITY from the CONTRACTOR as a result of the CONTRACTOR’s failure to promptly pay to the CITY any reimbursement or indemnification arising under this Section.

9.3. Licenses. The CONTRACTOR represents and warrants to the CITY that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of the CONTRACTOR to practice its profession. The CONTRACTOR
represents and warrants to the CITY that the CONTRACTOR shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of the CONTRACTOR to practice its profession. The CONTRACTOR shall maintain a City of Hermosa Beach business license, if required under CITY ordinance.

10. CONFLICT OF INTEREST. The CONTRACTOR confirms that it has no financial, contractual, or other interest or obligation that conflicts with or is harmful to performance of its obligations under this Agreement.

The CONTRACTOR shall not during the term of this Agreement knowingly obtain such an interest or incur such an obligation, nor shall it employ or subcontract with any person for performance of this Agreement who has such incompatible interest or obligation.

11. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY. The CONTRACTOR represents and agrees that it does not and will not discriminate against any employee or applicant for employment because of race, religion, color, medical condition, sex, sexual orientation and/or gender identity, national origin, political affiliation or opinion, or pregnancy or pregnancy-related condition.

12. RECORDS AND AUDITS. The CONTRACTOR shall maintain accounts and records, including personnel, property, and financial records, adequate to identify and account for all costs pertaining to this Agreement and such other records as may be deemed necessary by the CITY or any

authorized representative, and will be retained for three years after the expiration of this Agreement. All such records shall be made available for inspection or audit by the CITY at any time during regular business hours.

13. OWNERSHIP OF DOCUMENTS. It is understood and agreed that the CITY shall own all documents and other work product of the CONTRACTOR, except the CONTRACTOR’s notes and workpapers, which pertain to the work performed under this Agreement. The CITY shall have the sole right to use such materials in its discretion and without further compensation to the CONTRACTOR, but any re-use of such documents by the CITY on any other project without prior written consent of the CONTRACTOR shall be at the sole risk of the CITY. The CONTRACTOR shall at its sole expense provide all such documents to the CITY upon request.

14. INDEPENDENT CONTRACTOR. The CONTRACTOR is and shall at all times remain as to the CITY a wholly independent CONTRACTOR. Neither the CITY nor any of its agents shall have control over the conduct of the CONTRACTOR or any of the CONTRACTOR’s employees or agents, except as herein set forth. The CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. The CONTRACTOR shall have no power to incur any debt, obligation, or liability on behalf of the CITY or otherwise act on behalf of the CITY as an agent.

15. NOTICE. All Notices permitted or required under this Agreement shall be in writing and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement.

Additionally, such notices may be given to the respective parties at the following addresses, or at such other addresses as the parties may provide in writing for this purpose.

Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, firstclass postage prepaid, and addressed to the party at its applicable address.

CITY OF HERMOSA BEACH
1315 Valley Drive
Hermosa Beach, CA 90254
Attention: Joe SanClemente, Director
Public Works Department
CONTRACTOR:
____________________________
____________________________
____________________________
Attention: ____________________

16. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California.

17. ENTIRE AGREEMENT; MODIFICATION. This Agreement supersedes any and all other agreements, either oral or written, between the parties, and contains all of the covenants and agreements between the parties. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, oral or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. Any agreement, statement, or promise not contained in the Agreement, and any modification to the Agreement, will be effective only if signed by both parties.

18. ATTORNEYS’ FEES. In any action brought to declare the rights granted herein or to enforce any of the terms of this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys’ fees in an amount determined by the court.

19. WAIVER. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this agreement. Payment of any invoice by the CITY shall not constitute a waiver of the CITY’s right to obtain

correction or replacement of any defective or noncompliant work product.

20. EXECUTION. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.

21. AUTHORITY TO ENTER AGREEMENT. The CONTRACTOR has all requisite power and authority to conduct its business and to execute, deliver, and perform this Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

IN WITNESS WHEREOF, the parties have executed this Agreement the _____ day of ________________, 2022.

CONTRACTOR: (Company Name)
_____________________________________
______(TITLE)_________________________
Contractors State License #: ______________
CITY OF HERMOSA BEACH:

City Mayor
ATTEST:

City Clerk
APPROVED AS TO FORM:

City Attorney

PERFORMANCE BOND
(TO BE EXECUTED WITHIN 5 (FIVE) DAYS OF CONTRACT AWARD)

JANITORIAL SERVICES
KNOW ALL PERSONS BY THESE PRESENTS:

THAT WHEREAS the CITY of Hermosa Beach (Owner) has awarded to ____________________ as principal hereinafter designated as the "Contractor," a contract to provide Janitorial Services.

AND WHEREAS, the Contractor is required to furnish a bond in connection with said contract guaranteeing the faithful performance thereof; NOW, THEREFORE, we, the undersigned Contractor and Surety, are held firmly bound unto the Owner in the penal sum of
_______________________________________________ ($_____.__), which is one hundred percent of the total contract amount for the above stated project, to be paid to the Owner, its successors and assigns, for which payment well and truly to be made we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH:

That if said Contractor, its heirs, executors, administrators, successors, or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions, and agreements in the foregoing contract and any alteration thereof made as therein provided on its or their part to be kept and performed at the time and in the manner therein specified and in all respects according to their true intent and meaning, and shall indemnify and save harmless the Owner, its officers, and agents, as therein stipulated, then this obligation shall become and be null and void; otherwise it shall be and remain in full force and effect. In case suit is brought upon this bond, the said surety will pay a reasonable attorney's fee to the Owner in an amount to be fixed by the court. Surety, for value received, hereby stipulates and agrees that no amendment, change, extension of time, alteration, or addition to said contract, and of any feature or item or items of performance required therein or thereunder, shall in any manner affect its obligations on or under this bond; and said surety does hereby waive notice of any such amendment, change, extension of time, alteration, or addition to said contract, and of any feature or item or items of performance required therein or thereunder.

IN WITNESS WHEREOF, we have hereunto set our hands and seals on the _____day of ____________________________, 2022.

CONTRACTOR SURETY
Subscribed and sworn to this day of , 2022.

Notary Public

PAYMENT BOND
(TO BE EXECUTED WITHIN FIVE (5) DAYS OF CONTRACT AWARD)

JANITORIAL SERVICES
THAT WHEREAS, the City of Hermosa Beach (Owner) has awarded to ____________________________., as Contractor, a contract to provide Janitorial Services.

AND WHEREAS, said Contractor is required to furnish a bond in connection with said contract, to secure the payment of claims of laborers, mechanics, materials persons, and other persons as provided by law;
NOW, THEREFORE, we, the undersigned Contractor and Surety, are held firmly bound unto the City of Hermosa Beach as Owner in the penal sum of __________________________________________ Dollars ($______.__) which is 100 percent of the total contract amount for the above stated project, for which payment well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH:

That if said Contractor, its heirs, executors, administrators, successors, or assigns, or subcontractors, shall fail to pay any of the persons named in Civil Code Section 3181, or amounts due under the Unemployment Insurance Code with respect to work or labor performed by any such claimant, or any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of the Contractor and its subcontractors pursuant to Section 13020 of the Unemployment Insurance Code, with respect to such work and labor, that the surety or sureties herein will pay for the same in any amount not exceeding the sum specified in this bond, otherwise the above obligation shall be void. In case suit is brought upon this bond, the said surety will pay a reasonable attorney's fee to the Owner in an amount to be fixed by the court.

This bond shall insure to the benefit of any of the persons named in Civil Code Section 3181 as to give a right of action to such persons or their assigns in any suit brought upon this bond.

IN WITNESS WHEREOF, we have hereunto set our hands and seals on this day of _______________, 2022.

CONTRACTOR SURETY
Subscribed and sworn to this day of , 2022.

Notary Public

NONCOLLUSION AFFIDAVIT TO BE EXECUTED

BY EACH AWARDEE OF A PRINCIPAL CONTRACT

STATE OF CALIFORNIA )
)ss

COUNTY OF )
being first duly sworn, deposes and says that he is
(sole owner, a partner, president, etc.)
of _________________________________________________________________, the party making the foregoing bid, that such bid is not made in the interest of or behalf of any undisclosed person, partnership, company, association, organization or corporation, that such bid is genuine and not collusive or sham, that said bidder has not directly or indirectly induced or solicited any other bidder to put a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put a sham bid, or that anyone shall refrain from bidding, that said bidder has not in any manner, directly or indirectly, sought by agreements, communication, or conference with anyone to fix the bid price of said bidder or of any other bidder, or to fix the overhead, profit or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the Contractor or anyone interested in the proposed contract; that all statements contained in such bid are true and, further, that said bidder has not, directly or indirectly, submitted his bid price, or any breakdown thereof, of the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith to any corporation, partnership, company, association, organization, bid depository, or to any member or agency thereof, or to any other individual, except to such person or persons who have a partnership of other financial interest with said bidder in his general business.

Signed

___
Title
Subscribed and sworn to before me this day of , 2022.

Notary Public

COMPENSATION INSURANCE CERTIFICATE
Pursuant to Section 1861 of the State Labor Code, each Contractor to whom a public works contract has been awarded shall sign the following certificate and shall submit same to the City of Hermosa Beach prior to performing any work on this contract:

I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.

CONTRACTOR: _______________________.
__(TITLE)_______________________
Date

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EXHIBIT A

SCOPE OF SERVICES
Summary of Work Covered by Contract Documents
A. The Work covered under this contract includes landscape maintenance services for the City of Hermosa Beach.

Contractor shall perform all work necessary to complete the agreement in a manner satisfactory to the Public Works Director or his/her designee. The work to be done under these specifications shall include the furnishing of all labor, material, equipment, tools, disposal site or disposal transfer station expense and any other incidental expense necessary to perform Janitorial Services for the City of Hermosa Beach. The areas to be maintained shall include City Hall, Police Department, Police Motor Office, Police Substation, Community Services Building, Clark Building, Community Center, City Yard, South Park School, Park Restrooms, Lawn Bowling Green Field and the trailers on Bard Street.

B. Scope of Work

5.1.1 GENERAL
The intent of this Section, as it applies to this agreement, is to present various work activities as they relate to janitorial services.

The Contractor shall provide, at its own risk and cost, all labor, materials, tools, equipment, transportation, hauling, and other items needed to do janitorial work as directed herein.

5.1.2 SCOPE OF WORK
The Contractor shall perform all work necessary to fulfill the contract in a satisfactory manner.

5.1.3 LEVEL OF MAINTENANCE
A. All work shall be performed in accordance with the maintenance standards at City established frequencies so as to maintain a pleasing aesthetic level. Standards and frequencies may be modified from time to time as deemed necessary by the City for the proper maintenance of these buildings. City reserves the right to renegotiate the unit prices if frequencies change substantially.

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B. Weekly inspections of all areas included in the contract will be made by the City. The results of each inspection shall be recorded and retained for routine reference. The City shall allot ten (10) hours monthly for inspection and contract supervision. The Contractor shall compensate the City for all time required for inspection and supervision in excess of the above specified time, providing that:
(1) The excess time is, in the opinion of the City, required due to an inadequate level of maintenance; as
specified herein;
(2) That the Contractor has failed to correct said deficiencies within five (5) working days after notification.

Compensation shall be charged at a rate including
actual time, mileage and fringe benefit costs incurred by the City.

Notices and penalties for non-performance are set
forth as follows:
(1) Deficiency Notice: The Contractor is required to
correct deficiencies within the time specified by the
City.
(2) Withholding of Payment: Provided work under the
Deficiency Notice has not been completed, payment for
subject deficiency shall be withheld until deficiency is corrected, without right to retroactive payments.

C. The Contractor’s representative shall contact the City on a weekly basis for notification of special maintenance item(s) requiring correction.

D. The Contractor shall provide a field supervisor and
maintenance crew at the work sites during normal working hours. All of the Contractor’s maintenance personnel shall be supervised by a qualified, English-speaking, field supervisor in the employ of the Contractor.

The Contractor must employ sufficient personnel to perform all work as scheduled and approved by the City at all times, including during transitions in Contractor’s personnel.

The City will work with the contractor to develop and maintain a quality to ensure all custodial services are performed in accordance with accepted commercial practices. The

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contractor shall implement procedures to identify, prevent, and ensure non- recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Performance Work Statement.

5.1.4 EXTRA WORK
Work done under this category shall be done on a time and material basis and is not included in the agreement maintenance price. Estimates for any proposed work shall be submitted to the City for approval before any additional extra work is started.

5.1.5 WORK SCHEDULE
Work Hours:
• Night Shift shall work between the hours of 7:00 PM and 7:00 AM daily.
• One (1) Day Person shall work 8:00 AM to 2:00 PM, Monday through Sunday.
• Park restrooms should be cleaned in the morning prior to 8am daily
• All restrooms shall be locked up at night (City will give exact time)

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SCHEDULE OF SERVICE
Location S M T W TH F S
Police Department, Motor
Office, and Substation

X X X X X X X
City Hall and Bard Trailer X X X X X
Community Services Building X X X X X X X
Jail X X X X X X x
City Yard X X X X X X X
South Park Classroom X X X X X
Lawn Bowling Green X X X
Park Restrooms at Clark Field X X X X X X X
Park Restrooms at Fort Lots-ofFunX X X X X X X
Park Restrooms at Sea View
Park

X X X X X X X
Park Restrooms at South Park
(2 Locations)

X X X X X X X
Park Restrooms at Valley Park X X X X X X X
Day Shift X X X X X X X
Note: For the Night Shift, the days shown refer to the start of the shift (i.e., Saturday refers to the shift that starts Saturday night at 7:00 PM and ends Sunday morning).

5.1.5 DAMAGES
The Contractor shall report immediately any damage to City equipment or property. The Contractor shall be liable for damages caused by it personnel. Any repairs and associated costs resulting from Contractor vehicle or equipment damage shall be the responsibility of the Contractor.

5.1.6 MATERIALS TO BE PROVIDED BY CONTRACTOR
The Contractor at its own cost and expense shall furnish all necessary equipment, supplies, and materials of good quality as approved by the Superintendent and in the amounts necessary to fulfill this agreement and to accomplish an acceptable and professional level of maintenance. This includes all janitorial cleaning materials and equipment, i.e., can liners, paper towels, toilet paper, etc. Toilet paper must be two-ply. Each location must have an adequate stock of cleaning supplies and equipment.

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All cleaning products shall be “Green Seal” certified to meet environmental standards.

5.1.7 EQUIPMENT NOISE
Noise level requirement shall apply to all equipment on the project or related to the project including but not limited to trucks, or transient equipment that may or may not be owned by the Contractor. The use of loud sound signals shall be avoided in favor of light warnings except those required by safety laws for the protection of the public or Contractor's personnel.

5.1.8 LEAF BLOWERS
The use of gas and electric leaf blowers within the City was prohibited as of February 2001, Ordinance Number 01-1213.

5.1.9 AIR POLLUTION
Contractor shall comply with all air pollution control rules, regulations, ordinances and statutes which apply to any work performed pursuant to the Agreement and shall not discharge smoke, dust or any other air contaminants into the atmosphere in such quantity as will violate the regulations of any legally constituted authority.

Material to be disposed of shall not be burned.

5.1.10 DISPOSAL OF DEBRIS
The Contractor shall promptly dispose of all debris accumulated as a result of cleaning and must assure recycled items are disposed in the city’s recycle bins.

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5.2.1 PROJECT LOCATIONS, DAYS AND HOURS OF CITY OPERATIONS,

OCCUPANCY/LOADS
Clark Building 861 Valley Drive, between
7:00 A.M. and 11:00 P.M.

Monday through Sunday
100
persons/day
General Services
Building
1035 Valley Drive, between 7:00 A.M. and
4:30 P.M.

Monday through Sunday
14 persons/day
City Yard 555 6th Street, between 7:00 A.M. and 5:30
P.M., Monday through Friday
15 persons/day
City Hall
including
Council
Chambers,
Patio, Public
Restrooms, Bard
Trailer
1315 Valley Drive, Hermosa Beach;
between 7:00 A.M. and 6:00 P.M.; Monday
through Thursday
42 persons/day
150
persons/day
Police Offices,
Motor Office, and
Sub Station
540 Pier Avenue (24 hrs. /day, 7 days/wk.)
Police Department Offices: (7 A.M. to 6
P.M.) Police Secretary’s Office, Police
Chief’s Office, Detectives’ Office,
Detectives’ Admin Office, Police
Conference Room, Trailer office, Sub
Station Office
25 persons/day
Police
Department:

Jail
540 Pier Avenue (24 hrs. /day, 7 days/wk.) Up to 13
persons/day
Community
Center including
Gymnasium and
Theater
710 Pier Ave., 7:00 A.M. to 11:00 P.M.,
Monday through Sunday
1,000
persons/day
South Park
Building
400 Valley Drive, 2:00 P.M. to 6:00 P.M.,
Monday through Friday
40 persons/day
Lawn
Bowling
Club
863 Valley Drive, 10:00 A.M. to 2:00 P.M.,
Tuesday, Thursday, Friday
10 persons/day

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5.2.2 BASIC SERVICE SCHEDULE
A. Daily for ALL areas:

1. Empty all desk and area trash and recycling containers (recycling and organic waste is to be emptied into specific bins provided by the City), including containers exterior of the structures and within 25 feet of entry/exit doors and deposit all wastes in designated exterior dumpsters, putting recycled waste into the appropriate bins. Wash out trash receptacles as necessary.

2. Replace container liners daily in restrooms, kitchenettes, and coffee areas, other as required by observation of staining or tearing.

3. Sweep all uncarpeted floors and stairs with chemically treated dust mops. This is to include behind couches, under tables and chairs.

4. Sweep all bare concrete floors with sweep compound. This is to include behind couches, under chairs and tables.

5. Spot mop or clean spillage from all floors, bare concrete, vinyl tile, or concrete.

6. Dust and soft rag buff all public counters. Use cleanser and damp rag on Formica counters.

7. Spot clean partitions, doors, doorframes, bathroom fixtures, dryers, waste containers, and wall switches with particular attention around door handles.

8. Clean and sanitize all drinking fountains.

9. Vacuum all carpeted floors.

10. Maintain janitorial closets and storage areas in a clean and orderly manner.

12. Secure all exterior doors and windows. Turn off all but security night lighting.

B. Daily for ALL restrooms:

1. Empty all waste containers and replace liners.

2. Wash all consumable product containers: toilet tissue holders, towel dispensers, seat cover dispensers, sanitary napkin dispensers, soap containers, and trashcans.

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3. Refill all consumable product containers mentioned above with your supplied products, approved by the City. Extra toilet paper and paper towels must be available.

4. Clean and disinfect floor drains, all sinks, toilets, urinals, toilet seats - both sides, and exterior surfaces of the above units together with their exposed piping.

5. Clean and polish all metal frames, fixtures, faucets, and containers.

6. Clean and polish all mirrors.

7. Spot clean metal partitions and doors.

8. Clean splash marks on walls adjacent to or over sinks.

9. Spot clean all ceramic tile and walls.

10. Wet mop and disinfect floors. Water must be replaced as it becomes dirty.

11. Replace hanging disinfectant and urinal blocks as needed.

12. Clean all vents of dust, grime and build-up.

13. Clean and disinfect shower facilities within Police Department.

C. Daily for ALL kitchenettes and coffee areas.

1. Empty, wash, disinfect, and replace liners in all trash containers daily.

2. Wash all counter tops, tabletops, coffee machines, and sinks.

3. Leave machines plugged in and in the same on and off position as left by the staff, unless an empty coffee pot has been left on top of an ON element, these shall be removed and set aside, and the coffee machine turned off.

4. Wet mop and disinfect all vinyl floors, and spot clean all carpet adjacent thereto.

5. Restock cabinets with paper towels.

6. No cleaning of dishes, silverware, or coffee pots will be required.

7. Remove and dispose of all food or beverages not in refrigerators or cabinets.

8. Sweep and mop entire kitchen floor, including under the cabinets.

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D. Weekly for ALL areas unless otherwise noted:

1. Spot clean all walls. Remove smudges and all foreign marks.

2. Spot clean all carpeted floors using professional carpet cleaning equipment.

3. Police Offices - Buff the waxed floor upstairs.

4. Water all indoor plants.

5. Clean interior and exterior of all glass panel doors.

6. Perform low dusting, defined as floor level to five feet above floor, including base molding or top set, windowsills, ledges, chairs, railings, partitions, tables, desks, telephones, filing cabinets, and all office furniture.

SPECIAL NOTE: In no case shall any paper, books, documents, or equipment be touched, moved or displaced. Any suspiciously important envelopes or other material found in the containers on the floor shall be left in the area with a note to the using staff member to check for value.

7. Clean stairs and elevators including sweeping and/or damp mopping all stair treads and landings, hand-dusting all handrails, dampmop elevator floor, clean elevator tracks, clean fingerprints from elevator walls, doors, and control panels.

E. Monthly ALL areas unless otherwise noted:

1. Clean ALL windows inside, including interior sills and frames.

2. Polish all drinking fountains.

3. Dust all mini blinds

4. Vacuum and clean all office chairs.

F. Quarterly ALL areas:

1. Strip, wash, apply floor finish, and machine polish (or equivalent) vinyl floors.

2. Complete washing of main walls and painted metal and molded plastic furniture.

3. Shampoo all carpeting with professional carpet cleaning equipment.

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4. Wash outside of all the windows at City buildings except for the upper gym windows. Cleaning must be performed in accordance with OSHA standards.

5. Wax City Hall stairs and the Police Department rear stairs.

6. The City will provide a schedule for quarterly services and inspection upon completion will be required.

G. Semi-annually for ALL areas:

1. Feather dust or wash lighting fixtures.

2. Vacuum or wash all heating and air conditioning vents. Should be done when change over from heating to cooling mode takes place or vice versa.

3. The City will provide a schedule for semi-annual services and inspection upon completion will be required.

H. Annually for ALL areas:

1. Wash and polish lighting fixtures, lamps, and reflectors.

2. Wash all mini blinds.

3. The City will provide a schedule for annual services and inspection upon completion will be required.

5.2.3 EXTRA SERVICE AND ON-CALL SERVICES
The Contractor shall indicate on the proposal the costs for furnishing all labor and equipment to perform on-call and extra services listed below. The City will monitor all cleaning materials. Extra services other than those listed shall be negotiated on a time and material basis with a not to exceed amount.

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5.2.4 SPECIAL REQUIREMENTS
A. CLARK BUILDING
Clark Building is a one-story building located at 861 Valley Drive, approximately 2 to 2½ blocks south of City Hall. It consists of an auditorium, a men’s restroom, a women’s restroom, a kitchen, a utility room and a storage room.

The auditorium is approximately 3,354 sq. ft. in size and has a wood floor.

The men’s and women’s restrooms are approximately 160 sq. ft. in size each, and have concrete floors. The utility room (seniors’ room) is approximately 200 sq. ft. in size and is carpeted. Total square footage is approximately 3,900 sq. feet.

Cleaning of the Clark Building should be done after 11:00 P.M. as it is often used for public events. All coordination is to be made through the Public Works Department.

1. Vinyl Flooring: wet mop daily.

2. Secure exterior windows in closed position every night when leaving.

3. Clean front entrance windows every Friday night.

4. Clean restroom floors daily assuring grout is clean.

5. Sweep the sidewalk, stairs, and front entrance of the building entrance.

6. Cleaning shall be done after 11:00 P.M. on weeknights.

B. GENERAL SERVICES BUILDING
The General Services Building is a two-story office building located 2 blocks south of City Hall at 1035 Valley Drive. The lower floor has several offices with a total area of 1,750 sq. ft. The upper floor has several offices and a total area of 1,150 sq. ft. Men’s and women’s restrooms in the building are located on the ground floor.

All coordination for cleaning the General Services Building shall be made through the Public Works Department.

1. Vinyl Flooring: wet mop daily.

2. Clean restrooms: daily.

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C. CITY HALL, COUNCIL CHAMBERS, PATIO, AND PUBLIC RESTROOMS The City Hall area has two floors, and a basement with offices and two lunchrooms (one on the basement level, one on the second floor). The patio, Council Chambers and public restrooms shall be included. All cleaning of City Hall offices shall commence after 7:00 P.M; except the first floor of City Hall for which cleaning shall commence after 7:00 P.M. or after Council meetings adjourn on the second and fourth Tuesday of the month, whichever is later.

The City Hall Council Chambers is often used for public events and cleaning of the Council Chambers shall be performed after midnight or after council meetings adjourn. There is a total of 16,632 sq. ft. in City Hall, which includes all floors, public, and inside restrooms, elevator, stairwells, and lunchrooms.

1. Clean both sides of lobby door glass weekly and clean both sides of all courtyard-facing windows monthly.

2. Upholstery - spot clean monthly or as needed.

3. Clean dust from lighting, vents and ceilings each month.

4. Remove any cobwebs from the open face brick weekly.

5. Remove cigarette butts and trash from outside planter areas.

6. Sweep the sidewalk and stairs located in the front and rear of the building entrance daily.

7. Service City Hall on Sundays.

8. Wipe down all railings daily.

D. POLICE DEPARTMENT

1. The Police Department is located in the north portion of the City Hall complex and occupies the ground floor and basement levels. Areas to be cleaned shall include all offices (i.e., Chief's office and the Detective Bureau), all restrooms, locker rooms including restroom with shower, hallways, dispatcher's room, booking area, interior and exterior entrance areas (both front and rear including cigarette butt containers), sweep the sidewalk in front the building entrance, and mop the rear stairs. There is a total of 11,812 sq. ft. in the Police Department, on two floors, excluding the Jail.

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Scheduling of cleaning within the Police Department shall be coordinated with the Chief of Police or City Representative.

2. The Motor Office areas to be cleaned are the office and restroom located in the trailer. The front garage/floor area needs to be dust mopped and wet mopped. There is a total of 1,000 sq. ft.

3. The Police Department Substation is located at 1301 Hermosa Avenue. The areas that need to be cleaned are the office and the restroom. There is a total of 320 sq. Ft.

E. JAIL
The Jail is located on the ground floor of the Police Department, just south of and attached to the front entrance to the Police Department.

Scheduling of cleaning within the Police Department shall be coordinated with the Chief of Police or City Representative.

DAILY WORK (Approx. sq. ft. = 1,398)

1. Sweep out all jail cells, all hallways and processing areas of the jail.

2. Clean and disinfect all water closets and shower stalls within the Jail facility.

3. Disinfect all bunks and wipe mattresses clean.

4. Mop and disinfect each jail cell, all hallways, and processing areas of the Jail.

5. Empty all trash receptacles and remove all trash and refuse from the Jail facility.

6. Clean microwave ovens daily.

MONTHLY WORK

1. Wash down the walls of the jail cells and jail hallways.

2. Wash and clean the jail mattresses.

3. Vacuum clean property boxes.

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F. COMMUNITY CENTER (THIS INCLUDES THE GYMNASIUM AND THE THEATER) DAILY/WEEKLY WORK (Approx. sq. ft. = 20,812)

1. Vacuuming - detail vacuuming daily.

2. Dusting - daily.

3. Buff waxed floors - ONCE A WEEK.

4. Must clean after midnight when evening events are
scheduled.

5. Dust mop gymnasium floor weekly.

6. Sweep the sidewalk in front of the building entrance.

MONTHLY WORK

1. Wax floors once each month.

G. CITY YARD
The City Yard is located at 555 6th Street. There is an area of approximately 3,200 sq. ft. to be cleaned that includes 1 trailer, 2 restrooms, a copy room, a lunchroom, an office with two desks, and upstairs offices and break room.

H. Bard Street Trailers
There are a total of 1,254 sq. ft. to be cleaned in the Bard Trailer, which include four offices, a computer room, an administrative area, a hallway, and restrooms. Spot clean all carpeted floors using professional carpet cleaning equipment weekly. Shampoo all carpeting with professional carpet cleaning equipment quarterly.

I. SOUTH PARK
There are 896 sq. ft. to be cleaned which includes the classroom only.

J. LAWN BOWLING BUILDING
There are 846 sq. ft. in this building

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K. DAY PERSON
The day person is assigned to the Community Center but may be assigned to other areas as directed by the Superintendent of Public Works. Break times and lunch times will be determined by the City and any changes will need to be approved by the City.

Basic duties include those specified in Section 5.2.2 A, B and C.

5.2.5 CITY PROVIDED FACILITIES
The City shall provide at no cost to the Contractor the following:

A. Electricity
B. Water
C. Various janitorial storage spaces. All equipment and supplies must be kept only in the designated spaces and the areas must be kept clean.

D. Dumpster bins exterior of the buildings for disposal of trash.

5.2.6 CONTRACTOR’S RESPONSIBILITY
The Contractor shall inform the City of additional concerns beyond the Contractor's responsibility, which require action by the City to correct deficiencies. Examples include defective fixtures, raised floor coverings, lack of power or water, any plumbing issues, etc.

The Contractor shall be responsible for securing any and all buildings that he/she leaves after work has been completed. This is to include locking all doors and windows and setting proper alarm codes.

5.3 CLOSED BUILDINGS
In the event a city facility is closed for remodel, construction, emergency where work cannot be performed, there shall be a credit for the days of no work on such facility.

5.2.7 OFFICE FOR INQUIRIES AND COMPLAINTS
The Contractor shall maintain an office at some fixed place and shall maintain a telephone therein, listed in the telephone directory in his/her own name or in the file name by which he/she is commonly known, and shall at all time during the

16A
hours between 8:00 AM and 5:00 PM of each working day have a full-time employee at said office for the answering of inquiries and for receiving complaints from the Director of Public Works. The Contractor shall maintain a written log of all complaints, the date thereof, and the action taken pursuant thereto or the reason for non-action. Such a log of complaints shall be open to the inspection of the Director of Public Works.

The Contractor shall make every reasonable effort to respond to complaints on the same day they are received and shall report to the Director of Public Works within twenty-four (24) hours as to the action taken concerning each complaint.

5.2.8 PUBLIC RELATIONS
Contractor shall, in person or through his/her agent, investigate any complaint, which may concern, or be involved in, the performance of the contract.

Contractor shall report to the Director of Public Works, or designee, the following working day as to the action taken with reference to the complaint and, when necessary, complete a Service Request, which will remain on file at City Hall.

Complaints received before noon shall be answered the same day; complaints received after noon shall be answered the following day.

5.2.9 EMERGENCY CALL BACK
The Contractor shall provide employees and equipment to respond to any after hour emergency, sewer plug or spill. A 24-hour contact phone number shall be provided by the Contractor. Contractor must respond within 30 minutes after being contacted by the City. Contractor must mobilize and have the appropriate personnel and equipment in the City of Hermosa Beach within two (2) hours from when the emergency phone call was received per the base proposal or within one (1) hour from when the emergency phone call was received per the alternative proposal. The emergency may require as Vactor truck and video camera vehicle. This response requirement includes nights, weekends, holidays, and all hours. For proposal purposes, costs for this service shall include all mobilization and hourly costs using a two-man, two-hour minimum service.

5.3.0 DAMAGES
The Contractor shall report without delay any damage to City equipment, City property or private property. The Contractor shall be liable for damages caused by his/her actions. Any repairs and associated cost resulting from Contractor caused damage shall be the responsibility of the Contractor.

FIRST AMENDMENT TO AGREEMENT FOR JANITORIAL SERVICES BETWEEN THE CITY OF HERMOSA BEACH AND VALLEY MAINTENANCE CORP.

This First Amendment to the Agreement for Janitorial Services (“First Amendment”) is entered into by and between the City of Hermosa Beach, a municipal corporation (“City”) and Valley Maintenance Corp. (“CON TRACTOR”) as of July 1, 2024.

RECITALS
A. City and Contractor are parties to Agreement dated May 24, 2022 (the “Agreement”) by which City engaged Contractor to provide janitorial services for the City.

B. City and Contractor now desire to amend the Agreement to increase the 2024-25 and 2025-26 contract amounts to $175,404.

C. City and Contractor now desire to clarify that the Scope of Services will reflect an additional two classrooms, or four in total, that will be cleaned at South Park School, 1645 Valley Drive.

NOW, THEREFORE, in consideration of the foregoing, the Agreement is amended to reflect the revised rates as reflected in Exhibit A:

Except as above modified, in all other respects the Agreement is hereby reaffirmed in full force and effect.

CITY OF HERMOSA BEACH CONTRACTOR
________________________________ _______________________________ Suja Lowenthal, City Manager Bruce Hwang, Vice President ATTEST: APPROVED AS TO FORM:
_________________________________ ____________________________________ Myra Maravilla, City Clerk Patrick Donegan, City Attorney DocuSign Envelope ID: 235EEB5E-2488-4B45-BA55-4FC23F1ABD41

-14B- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
3rd Fiscal Year
July 1, 2024 – June 30, 2025

JANITORIAL SERVICES
Item
No. Description Monthly Cost Annual Cost
1 City Hall
1315 Valley Drive
$ $
2 City Yard
555 6th Street
$ $
3 Clark Building
861 Valley Drive
$ $
4 Community Center,
710 Pier Avenue
$ $
5 Community Services Building
1035 Valley Drive
$ $
6 Lawn Bowling Green
861 Valley Drive
$ $
7 Park Restrooms – 5 Locations
• Clark Field
861 Valley Drive
• Fort Lots-of-Fun
1102 6th Street
• Sea View Park
1870 Prospect Avenue
• South Park
425 Valley Drive
• Valley Park
2521 Valley Drive
$ $
8 Police Department, Jail, and Motor
Office
540 Pier Avenue
9 Police Substation
1311 13th Street
$ $
10 South Park School
1645 Valley Drive
$ $
11 Bard Street Trailers
1315 Valley Drive
$ $
12 Day Porter Service $ $
Total $ $
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $
TOTAL AMOUNT BASE PROPOSAL IN WORDS $
In the event of a conflict between the numbers give in figures and in words, the words shall control.
1,062 12,744 531 6,372 534 6,408 2,995 35,940 265 3,180 158 1,896 1,865 22,380 $ 2,237 $ 26,844 260 3,120 520 6,240 460 5,520 3,730 44,760 14,617 175,404 $175,404.00 One hundred seventy five thousand four hundred
four dollars.

-15B- JANITORIAL SERVICES

PROPOSAL SUBMISSION FORMS
4th Fiscal Year
July 1, 2025 – June 30, 2026

JANITORIAL SERVICES
Item
No. Description Monthly Cost Annual Cost
1 City Hall
1315 Valley Drive
$ $
2 City Yard
555 6th Street
$ $
3 Clark Building
861 Valley Drive
$ $
4 Community Center,
710 Pier Avenue
$ $
5 Community Services Building
1035 Valley Drive
$ $
6 Lawn Bowling Green
861 Valley Drive
$ $
7 Park Restrooms – 5 Locations
• Clark Field
861 Valley Drive
• Fort Lots-of-Fun
1102 6th Street
• Sea View Park
1870 Prospect Avenue
• South Park
425 Valley Drive
• Valley Park
2521 Valley Drive
$ $
8 Police Department, Jail, and Motor
Office
540 Pier Avenue
9 Police Substation
1311 13th Street
$ $
10 South Park School
1645 Valley Drive
$ $
11 Bard Street Trailers
1315 Valley Drive
$ $
12 Day Porter Service $ $
Total $ $
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $
TOTAL AMOUNT BASE PROPOSAL IN WORDS $
In the event of a conflict between the numbers give in figures and in words, the words shall control.
1,062 12,744 531 6,372 534 6,408 2,995 35,940 265 3,180 158 1,896 1,865 22,380 $ 2,237 $ 26,844 260 3,120 520 6,240 460 5,520 3,730 44,760 14,617 175,404 $175,404.00 One hundred seventy five thousand four hundred four
dollars.