Lancaster Police Department Custodial Services Agreement: RFP 830-24
AGREEMENT FOR LANCASTER POLICE DEPARTMENT CUSTODIAL SERVICES This agreement for Lancaster Police Department Custodial Services (this “AGREEMENT”) is made and entered into this DATE ________, by and between the CITY OF LANCASTER, a municipal corporation and charter city (the “OWNER”), and Santa Fe Janitorial Services Maintenance Services, Inc. (the CONTRACTOR).
RECITALS
Whereas, OWNER desires to engage CONTRACTOR to perform certain services, as provided herein, identified as:
RFP 830-24 LANCASTER POLICE DEPARTMENT CUSTODIAL SERVICES Whereas, the principal members of CONTRACTOR are qualified and duly registered/licensed under the laws of the State of California, and CONTRACTOR desires to accept such engagement.
Now, therefore, the parties agree as follows:
1.Parties
The parties to this AGREEMENT are:
OWNER: City of Lancaster
CONTRACTOR: Santa Fe Janitorial Services Maintenance Services, Inc.
2.Notices: All written notices required by or related to this AGREEMENT shall be sent by Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed below.
Neither party to this AGREEMENT shall refuse to accept such mail; parties to this AGREEMENT shall promptly inform the other party of any changes of address. All notices required by this AGREEMENT are effective on the day of receipt, unless otherwise indicated herein.
OWNERS PARCS Director
City of Lancaster
44933 North Fern Avenue
Lancaster, CA 93534
CONTRACTOR Santa Fe Janitorial Maintenance Services, Inc.
Guadalupe Medina, President/CEO
15644 Palomino Dr.
Chino Hills, CA 91709
Lancaster Police Department Custodial Services Agreement: RFP 830-24
Phone 909-606-2756
Email [email protected]
3.Successors and Assigns: The terms hereof shall be binding upon and inure to thee benefit of the successors and assigns of the parties hereto; provided, however, that no party hereto shall assign any of the benefits and burdens hereunder, whether voluntarily or by operation of law, without prior written consent of the other party, and any such assignments without said consent shall be void.
4.Incorporation by Reference: The OWNER’S RFP 830-24 and the CONTRACTOR’S proposal is hereby incorporated in and made a part of this AGREEMENT.
CONTRACTOR agrees to comply with all of the requirements set forth therein.
5.Precedence of AGREEMENT Documents: If there is a conflict between AGREEMENT documents, the document highest in precedence shall control. The precedence shall be:
First: This AGREEMENT
Second: The OWNER’S RFP 830-24, all attachments and all addenda Third: The CONTRACTOR’S proposal
6.Description of Work: OWNER hereby engage CONTRACTOR, and CONTRACTOR accepts such engagement, to perform the services set forth in the “Scope of Work and Specifications” attached hereto as EXHIBIT A. CONTRACTOR shall perform and complete, in a manner satisfactory to OWNER, all work and services set forth in the Scope of Services and Specifications. The PARCS Director or her/his designee shall have the right to review and inspect the work during its performance at such times as may be specified by the PARCS Director or her/his designee.
7.Obligations of the OWNER:
a. The total compensation to be paid by OWNER to CONTRACTOR for all work and services described in the Scope of Services and Specifications shall be paid at the rates included in the schedule of pricing, billed per quantity of work actually completed. CONTRACTOR’S fees and charges for the work and services performed shall in no event exceed those set forth in “Term and Payment Clause”, attached hereto as EXHIBIT B and made part hereof. CONTRACTOR must request CPI increase (not to increase more than 5%) for the upcoming year, if option to renew is exercised, sixty (60) days prior to contract renewal.
8.Obligations of the CONTRACTOR
a. CONTRACTOR shall perform as required by this AGREEMENT.
CONTRACTOR also warrants on behalf of itself and all subcontractors engaged in the performance of this AGREEMENT.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
b. CONTRACTOR shall be responsible for payment of all employee’s and subcontractor’s wages and benefits and shall comply with all requirements pertaining to employer's liability, workers’ compensation, unemployment insurance, and Social Security.
9.Payment of Prevailing Wage:
a. The State of California, Department of Industrial Relations, has ascertained the general prevailing rate of wages and employer payments for health and welfare, vacation, pension, and similar purposes applicable to the work to be done. These rates shall be the minimum wage rate for this project. These rates are on file with the OWNER and copies will be made available to any interested party upon request. Attention is directed to the provisions of Section 1777.5 (Chapter 1411, Statutes of 1968) and Section 1777.6 of the Labor Code concerning the employment of apprentices by the CONTRACTOR or any subcontractor under her/him. Section 1777.5, as amended, requires the CONTRACTOR or subcontractor employing tradesmen in any apprentice able occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprenticeship program in that trade for a certificate of approval. The certificate will also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases shall not be less than one to five except:
i. When unemployment in the area of coverage by the joint apprenticeship committee has exceeded an average of 15% in the 90 days prior to the request for certificate; or
ii. When the number of apprentices in training in the area exceeds a ratio of one to five; or
iii. When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis statewide or locally; or
iv. When the CONTRACTOR provides evidence that she/he employs registered apprentices on all of her/his contracts on an annual average of not less than one apprentice to eight journeymen.
The CONTRACTOR is required to make contributions to funds established for the administration of apprenticeship programs if she/he employs registered apprentices or journeymen in any apprentice able trade on such contracts and if other contractors on the public works site are making such contributions.
The CONTRACTOR and any subcontractor under her/him shall comply with the requirements of Section 1777.5 and Section 1777.6 in the employment of apprentices.
Information relative to apprenticeship standards, wage schedules, and other requirements may be obtained from the Director of Industrial Relations, ex officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
b. The provisions of subsection a above shall be included in all solicitations or advertisements placed by or on behalf of CONTRACTOR for personnel to perform any services under this AGREEMENT. OWNER shall have access to all documents, data and records of CONTRACTOR and its subcontractors for purposes of determining compliance with the prevailing wage provisions of this Section.
10.Audit: OWNER shall have the option of inspecting and/or auditing all records and other written materials used by CONTRACTOR in preparing its statements to OWNER as a condition precedent to any payment to CONTRACTOR.
11.Hold Harmless and Indemnification: CONTRACTOR agrees to indemnify and hold harmless the OWNER, its officers and employees, from and against any and all claims, losses, obligations, or liabilities whatsoever, including reasonable Attorneys' fees, incurred in or in any manner arising out of or related to CONTRACTOR’S negligent or willful wrongful acts, errors or omissions, or those of its employees or agents.
CONTRACTOR agrees to defend OWNER, its officers and employees, from and against any and all claims arising from any alleged negligent or wrongful acts, errors or omissions on the part of CONTRACTOR or on the part of its employees.
12.Amendments: Any amendment, modification, or variation from the terms of this AGREEMENT shall be in writing and shall be effective only upon mutual written approval by the PARCS Director and the CONTRACTOR.
13.Non-Discrimination and Equal Employment Opportunity
a. In the performance of this AGREEMENT, CONTRACTOR shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, religion, ancestry, sex, national origin, physical or mental disability or age. CONTRACTOR will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment without regard to their race, color, religion, ancestry, sex, national origin, physical or mental disability or age. Affirmative action relating to employment shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment, layoff or termination, rates of pay or other forms of compensation, and selection for training including apprenticeship. b. The provisions of subsection a above shall be included in all solicitations or advertisements placed by or on behalf of CONTRACTOR for personnel to perform any services under this AGREEMENT. OWNER shall have access to al documents, data and records of CONTRACTOR and its subcontractors for purposes of determining compliance with the equal employment opportunity and non-discrimination provisions of this Section.
14.Termination for Convenience: The OWNER may terminate this AGREEMENT at any time without cause by giving fifteen (15) days written notice to CONTRACTOR of such termination and specifying the effective date thereof. In that event, all finished or unfinished documents and other materials shall, at the option of the OWNER, become the OWNER’S property. If this AGREEMENT is terminated by OWNER as provided herein, CONTRACTOR will be paid a total amount equal to its costs as of the Lancaster Police Department Custodial Services Agreement: RFP 830-24
termination date, plus ten percent (10%) of that amount for profit. In no event shall the amount payable upon termination exceed the total maximum compensation provided for in this AGREEMENT.
15.Default and Termination for Cause
a. In the event CONTRACTOR fails to perform all or any part of this AGREEMENT, OWNER may in its sole and absolute discretion (i) terminate this AGREEMENT pursuant to paragraph B of this Section, (ii) deduct and withhold from the payments otherwise due under this AGREEMENT the applicable unit price set forth in CONTRACTOR’S Schedule of Pricing and Bid Schedule for the number of line items CONTRACTOR has failed to perform and provide written notice to CONTRACTOR of each such deduction as well as the reason(s) therefor, and/or (iii) assess liquidated damages as set forth in in paragraph F of this Section.
b. The City Manager or his/her designee of the OWNER may, by written notice to CONTRACTOR, terminate the whole or any part of this AGREEMENT in any of the following circumstances:
i. If CONTRACTOR fails to perform the services required by this AGREEMENT within the time specified herein or any authorized extension thereof; or
ii. If CONTRACTOR fails to perform the services called for by this AGREEMENT or so fails to make progress as to endanger performance of this AGREEMENT in accordance with its terms, and in either of these circumstances does not correct such failure within a period of ten (10) days (or such longer period that OWNER may authorize in writing) after receipt of notice from OWNER specifying such failure.
c. In the event OWNER terminates this AGREEMENT in whole or in part as provided above in paragraph B of this Section, OWNER may procure, upon such terms and in such manner as it may deem appropriate, services similar to those terminated.
d. If this AGREEMENT is terminated as provided above in paragraph B of this Section, OWNER may require CONTRACTOR to provide all finished and unfinished documents, data, studies, drawings, maps, photographs, reports, etc., prepared by CONTRACTOR. Upon such termination, CONTRACTOR shall be paid an amount equal to the contract amount, less the cost of hiring another CONTRACTOR to complete CONTRACTOR’S services. In the event no new CONTRACTOR is employed, CONTRACTOR shall be paid an amount equal to the value of the work performed. In ascertaining the value of the work performed up to the date of termination, consideration shall be given to completed work and work in progress, complete and incomplete drawings, and other documents whether delivered to OWNER or in possession of CONTRACTOR, and authorized reimbursement expenses.
e. If, after notice of termination of the AGREEMENT under the provisions of this Section, it is determined, for any reason, that CONTRACTOR was not in default, Lancaster Police Department Custodial Services Agreement: RFP 830-24
or that the default was excusable, then the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to Section 14.
16.Non-Satisfactory Performance: The parties recognize and agree that if CONTRACTOR fails to clean or maintain the site as contracted in accordance with the terms of this AGREEMENT, it is or will be impractical to determine the actual amount of damage caused by reason of such failure. It is therefore agreed that that OWNER (City) will deduct from its payments to CONTRACTOR the following sums in the event of the following failures of performance:
a. Failure to complete daily or weekly cleaning requirements $250 per occurrence b. Failure to properly separate trash, recyclables, and organics $500 per occurrence c. ‘Flooding’ floors during top scrubbing or stripping $1,000 per occurrence d. Failure to complete floor cleaning schedules $500 per occurrence
17.Independent Contractor: CONTRACTOR is an independent contractor and shall have no power or authority to incur any debt, obligation or liability on behalf of the OWNER.
It is expressly understood between the parties to this AGREEMENT that no employee/employer relationship is intended; CONTRACTOR is an independent contractor.
18.Insurance
a. The CONTRACTOR, at its expense, shall maintain in effect at all times during the performance of work under this AGREEMENT not less than the following coverage and limits of insurance, which shall be maintained with insurers listed “A-, VIII” or better in the Best’s Key Rating Guide and tat are admitted insurers in the State of California:
Commercial General Liability
Each Occurrence $1,000,000
Per Project General Aggregate $2,000,000
Including products/completed operations
Including contractual liability/independent contractors Including broad form property damage
Commercial Automobile Liability
Combined single limit per accident for
bodily injury and property damage $2,000,000
Workers Compensation
As required by the State of California Statutory Limits Employer’s Liability
Lancaster Police Department Custodial Services Agreement: RFP 830-24
Each accident $1,000,000
Bodily injury by disease $1,000,000
Each employee $1,000,000
b. Insurance shall be at least as broad as ISO form CG 20 10 11 85 or CG 20 10 10 01 and CG 20 37 10 01 covering Commercial General Liability, Commercial Automobile coverage shall be at least as broad as ISO for CA 00 01. c. The CONTRACTOR’S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insured’s liability.
d. A Waiver of Subrogation must be provided on behalf of the Certificate Holder for the Workers Compensation/Employers Liability policies and a copy of the endorsement must accompany the certificate.
e. Any deductibles or self-insurance retentions must be declared and approved by the OWNER. At the option of the OWNER, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respect the OWNER insured entities or the insurer shall procure a bond guaranteeing payment or losses and related investigations, claim administration and defense expenses. f. All insurance shall be primary and non-contributory as respects the OWNER insured entities. Any insurance or self-insurance maintained by the OWNER insured entities shall be in excess of the CONTRACTOR’S insurance and shall not contribute to it.
g. The coverage provided under this contract shall not contain any special limitations on the scope of protection afforded to the OWNER insured entities. h. Insurance provided and maintained by CONTRACTOR must be placed with insurers with a rating of A-, VIII or better by Best’s Key Rating Guide, latest edition, and that are admitted insurers in the State of California. i. Insurance written on a ‘claims made’ basis must be renewed for a period of five (5) years after this contract expires or is terminated. Such insurance must have the same coverage and limits as the policy that was in effect during the term of this contract and will cover CONTRACTOR for all claims made by the OWNER insured entities arising out of any acts or omissions of CONTRACTOR or its officers, employees, or agents during the time this AGREEMENT was in effect. j. CONTRACTOR shall furnish the OWNER with Certificates of Insurance and with original endorsements effecting coverage required by this contract. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates and endorsements are to be received and approved by the OWNER before work commences. The OWNER reserves the right to require complete, certified copies of all required insurance policies at any time.
k. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the OWNER insured entities.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
l. Certificates of Insurance must be deposited with the OWNER for all coverage required by this contract. Certificates shall meet the following requirements:
i. Show that the insurance policy has been endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after 30 days prior written notice (10 days written notice for non- payment) by Certified Mail, return receipt requested to the OWNER. ii. List in the ‘Descriptions of Operations/Locations/Vehicles/Special Items’ section: RFP No. 830-24 Lancaster Police Department Custodial Services City of Lancaster, its elected officials, officers, employees, and volunteers are included as additional covered parties, but only insofar as the operations under this contract are concerned.
iii. List in the ‘Certificate Holder’ section: The City of Lancaster, 44933 Fern Avenue, Lancaster, CA 93534.
iv. List I the ‘Cancellation’ section: Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 written notice (10 days written notice for non- payment) to the Certificate Holders named herein.
m. CONTRACTOR shall include all subcontractors as an insured under its policies or shall furnish separate certificates and endorsements for each subcontractor.
Subcontractors are subject to the same insurance requirements as the CONTRACTOR.
n. The coverage shall contain no special limitations on the scope of protection afforded to the insured entities. The CONTRACTOR’S insurance coverage shall be primary insurance as respects the OWNER’S insured entities.
19.Commencement and Completion of Work: the execution of this AGREEMENT by the parties does not constitute an authorization to proceed. The services of CONTRACTOR shall commence when the OWNER, acting by and through its PARCS Director or her/his designee, has issued the notice to proceed. CONTRACTOR shall have no claim for compensation for any services or work which has not been authorized by the OWNER’S notice to proceed.
20.Data Provided to CONTRACTOR: OWNER shall provide to CONTRACTOR, without charge, all data, including reports, records, maps and other information, now in the OWNER’S possession which may facilitate the timely performance of the work described in the Scope of Services.
21.CONTRACTOR’S Warranties and Representations: CONTRACTOR warrants and represents the OWNER as follows:
a. CONTRACTOR has not employed or retained any person or entity, other than a bona fide employee working exclusively for CONTRACTOR, to solicit or obtain this AGREEMENT.
b. CONTRACTOR has not paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for CONTRACTOR, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the execution of this AGREEMENT. Upon any breach of violation Lancaster Police Department Custodial Services Agreement: RFP 830-24
of this warranty, OWNER shall have the right, in its sole discretion, to terminate this AGREEMENT without further liability, or, in the alternative, to deduct from any sums payable hereunder the full amount or value of any such fee, commission, percentage, or gift.
c. CONTRACTOR has no knowledge that any officer or employee of the OWNER has any interest, whether contractual, noncontractual, financial, proprietary, or otherwise, in this transaction or in the business of the CONTRACTOR, and that if any such interest comes to the knowledge of CONTRACTOR at any time, a complete written disclosure of such interest will be made to OWNER, even if such interest would not be deemed a prohibited ‘conflict of interest’ under applicable laws.
d. Upon the execution of this AGREEMENT, CONTRACTOR has no interest, direct or indirect, in any transaction or business entity which would conflict with or in any manner hinder the performance of services and work required by this AGREEMENT, nor shall any such interest be acquired during the term of this AGREEMENT.
22.Resolution of Disputes
a. Disputes regarding the interpretation or application of any provisions of this AGREEMENT shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties.
b. If the parties cannot resolve the dispute through good faith negotiations, either party may give Notice of Dispute to the other party. The Notice of Dispute shall state the nature of the dispute and the corrective action necessary to remedy the dispute. After Notice of Dispute, the parties shall first attempt to resolve any disputes by mediation. The parties shall agree on a single mediator. Mediation shall be conducted in Lancaster, California. Each party shall pay its own attorneys’ fees and the costs of mediation shall be split equally between the parties. If the dispute has not been resolved by mediation within 45 days after Notice of Dispute, or the parties are unable to agree to a mediator, within 15 days after Notice of Dispute, then, the dispute may, upon agreement of the parties be resolved by binding arbitration.
c. If any action at law or in equity is brought to enforce or interpret any provisions of this AGREEMENT, the prevailing party in such action shall be entitled to reasonable attorney’s fees, cost and necessary disbursements, in addition to such other relief as may be sought and awarded.
23.Exhibits: The following exhibits to which reference is made in this AGREEMENT are deemed incorporated herein in their entirety:
a. Exhibit A: Scope of Services and Specifications
b. Exhibit B: Term and Payment Clause
24.Governing Law: This AGREEMENT shall be governed by the laws of the State of California.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
25.Effective Date: This AGREEMENT shall become effective as of the date set forth below on which the last of the parties, whether OWNER or CONTRACTOR, executes this AGREEMENT.
26.Levine Act Disclosure:
Lancaster Police Department Custodial Services Agreement: RFP 830-24
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed and attested by their respective officers thereunto duly authorized.
CITY OF LANCASTER
By: __________________________________
Trolis Niebla, City Manager
Dated: __________________________________
SANTE FE JANITORIAL MAINTENANCE
SERVICES, INC.
By: __________________________________
Guadalupe Medina, President/CEO
Dated: __________________________________
ATTEST:
___________________________________
City Clerk
APPROVED AS TO FORM:
___________________________________
City Attorney
CONTRACT SUBMISSION APPROVAL:
____________________________________
Department Head
Lancaster Police Department Custodial Services Agreement: RFP 830-24
EXHIBIT A
SCOPE OF WORK AND SPECIFICATIONS
1. SCOPE OF WORK
The services outlined in the RFP shall be performed at the Lancaster Police Department located at 44811 Sierra Highway in Lancaster, CA. This is a two-story building, and custodial services are to be performed on the first floor only. The first floor is approximately 140,000 square feet, with offices, cubicles, restrooms, gym, break rooms, lobby, and other rooms for storage and related functions.
The purpose of these specifications is to provide details and specifications so the Contractor can provide complete and effective custodial services to the site as described in the RFP. In addition to other guidelines and requirements found herein, the Contractor shall follow OSHA’s Housekeeping Guidelines, including 29 CFR 1910.22, with the goal of keeping work surfaces in a clean, orderly, and sanitary condition at all times.
Custodial services shall include General Services as described below. Additive alternates shall include Floor Cleaning Services as described below. The Contractor shall provide the City with a work schedule detailing the sequence, timing, and frequency of the services stated within.
Base Custodial Services
General Services
The Contractor shall perform the following tasks with the frequencies detailed below. All General Services tasks shall be performed between 7:00AM and 5:30PM Monday through Friday. General Services tasks include:
General Cleaning: the following tasks shall be performed daily and as determined by the City:
oEmpty all waste containers at the beginning and end of the workday, and during the day as necessary and place trash in dumpster accordingly. Place waste from ORGANICS or COMPOST bins into Organics disposal dumpster or trash bin.
Place waste from RECYCLE bins into Recycled Waste dumpster or trash bin.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
Place waste from TRASH cans into trash dumpster.
Trash cans shall be cleaned daily to include the bottom of the inside of the can prior to installing liners.
While transporting trash, Contractor shall ensure that there are no liquids dripping.
Remove trash and empty boxes from custodial and janitorial closets daily.
Replace trash bags as needed.
oClean all desks, file cabinets, tables, equipment and other office furniture. oClean all counter tops, removing handprints, ink and other marks. Dust all wood surfaces.
oWipe down the conference and break room tables and ensure that chairs are neatly arranged.
oClean and polish all drinking fountains.
oRemove cobwebs throughout entire facility.
oSweep with chemically treated dust-mop all hard flooring, and damp-mop as needed to remove spills, stains, etc.
oVacuum all carpeted areas. Spot clean as needed to remove spills, stains, etc. oSpot clean windows, partitions and doors.
oThoroughly clean lobby area, including floors, walls, doors and tables. oClean exterior walkways and steps as necessary.
oRemove any graffiti that can be removed with graffiti cleaner and as practical.
Report discovered graffiti to the Project Manager.
oPlace drainage mats in preparation for, and during rain events. oEnsure that publicly accessible areas are dry and safe during rain events. oLock doors and secure the building as instructed by the Project Manager upon leaving facility.
oRelated duties as directed by the Project Manager.
Gym Cleaning: the following tasks shall be performed daily and as determined by the Lancaster Police Department Custodial Services Agreement: RFP 830-24
City:
oEmpty trash bins and replace bags per subsection General Cleaning. oRemove all loose debris and substances from floors.
oWipe down and sanitize all machines, equipment, benches and high touch surfaces.
oClean mirrors, countertops, chairs, and tables.
oDust and wipe down all other surfaces.
oVacuum carpeted areas and mop hard floors.
Restroom Cleaning: the following tasks shall be performed daily and as determined by the City:
oEmpty all waste containers and replace bags per subsection General Cleaning. oWipe down all toilets, urinals, sinks, wall tiles, mirrors, and bathroom fixtures with disinfectant and clean towels.
Toilet seats shall be wiped both at the top and bottom. Toilet bowls shall be cleaned thoroughly to include the underside of the inside of the bowl.
Urinals, sinks, and all protruding fixtures shall be cleaned to include the underside of the units.
oClean and disinfect all urinals, toilets, showers, seating areas, high touch areas.
oClean all restroom partitions, sinks, countertops, mirrors, dispensers, faucets. oClean and polish all chrome and stainless steel.
oClean exterior and interior of all doors.
oClean and disinfect diaper-changing stations.
oSpot clean walls to remove smudges and marks.
oRefill all dispensers, including dispensers for soap, paper towel, toilet paper, seat covers, and any other refillable unit.
oSweep and mop all floors with mop designated exclusively for use in restroom facilities.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
Additive Alternates
Floor Maintenance: The City shall approve in writing the times and dates that the Contractor will perform Floor Maintenance tasks. In general, these tasks shall take place between the hours of 6:00PM and 7:00AM, upon City approval. Floor Maintenance processes include:
oBuff and polish all hard floors 8 times per year; this includes vinyl, wood, ceramic, laminate.
oMachine scrub all tile floors 2 times per year.
Strip and seal restroom ceramic floors.
oStrip and wax all vinyl floors 4 times per year.
oClean carpet 2 times per year using a steam cleaner.
oThe Contractor shall provide for the cleaning of types of flooring not detailed in this section. The frequency and product type shall be determined by the industry’s best practices and upon approval by the Project Manager.
2. SPECIFICATIONS
General Specifications
The City and the selected Contractor will, during the pre-services meeting, confirm and finalize the work schedules and times outlined in the Scope of Work. The Contractor shall provide the City with a complete work schedule, including the daily work that will be performed at the site. Any changes in scheduling shall be requested to and approved by the City in writing prior to the implementation of said changes.
Prior to starting work, the Contractor shall provide the City with copies of Safety Data Sheets for products the Contractor intends to use on site. The Contractor shall at all times have on site all Safety Data Sheets for all products used on site. The City reserves the right to approve the supplies, products, and equipment to be used by the Contractor on site.
Special Conditions
The Contractor will be required to clean up non-close-contact biological hazards such as blood, urine, feces, and vomit from solid surfaces. Contractor’s staff is expected to be trained and able to clean up these types of spills, including when located on carpet, fabric, rugs, furniture, electronics, or any other surface requiring intensive or close-quarters cleaning efforts.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
Custodial Supplies
Supplies and equipment provided by the Contractor include, but are not limited to:
All mops, vacuums, brooms, brushes, cloths, buckets, detergents, wax, scouring powder, polishes, disinfectants, paper and liquid products not provided by the City, waxing machines, scrubbing machines, steam cleaning machines, spill kits, plastic liners for trash receptacles, PPE, and other tools, chemicals, and supplies necessary to satisfy the service requirements of this RFP.
Custodial Equipment
The Contractor is responsible for providing all necessary equipment to perform the services outlined herein. The Contractor is responsible for the repair and replacement of all equipment it owns and utilizes to furnish these services. The City shall not have obligation to repair or replace Contractor’s equipment.
The City will not provide storage for the Contractors equipment, tools supplies, and other items needed to provide the service. The City is not responsible for the damage or loss of Contractor’s supplies or equipment. It is the sole responsibility of the Contractor to procure, secure, maintain, and, if necessary, replace supplies and equipment.
Items Provided by the City
The City will furnish:
• Electrical power, and hot and cold water on site.
• Dispensers for: hand soap, toilet tissue, paper towels, toilet seat covers, and sanitary napkins.
• Paper towels, toilet tissue, toilet seat covers, sanitary napkins, and hand soap. The City will provide storage on site for the items it will furnish to the Contractor.
Scheduling of Work
The City assumes there will be a 45-minute lunch period during each workday, which shall be at the discretion of the Contractor. Contractor staff break times shall be at a consistent time each day and, when on site, shall be monitored by the Field Supervisor.
Exceptions or modifications to the work schedules detailed in the Scope of Work may be made by the Project Manager when circumstances prohibit safe and efficient custodial services to be performed. The City may grant on an individual basis and in writing, permission to perform contract services at other hours. The City reserves the right to change work schedules to meet the needs of the City.
The Contractor shall conduct the work at all times in a manner which will not interfere with the site’s business operations, the public, City staff, or any programs.
Lancaster Police Department Custodial Services Agreement: RFP 830-24
Interruptions to the Work
The City reserves the right to cancel daily work at any time and without prior notice. The Contractor shall bear the cost operations under such circumstances and the City shall make no additional payment.
EXHIBIT B
TERM AND PAYMENT CLAUSE
Contract Term
This agreement shall become effective and shall be in full force and effect upon the execution of the Agreement by the City and the CONTRACTOR. The initial term of the Agreement (the Term) will be for twenty-two (22) months beginning approximately September 1, 2024 and ending June 30, 2026, unless the Agreement is sooner terminated in accordance with the Terms and Conditions in the Agreement. At the option of the City, the Agreement may be extended for three (3) additional one (1) year terms based upon acceptable performance by the Contractor and acceptable fees, and subject to the same terms and conditions of the Agreement. The total term of the Agreement shall not exceed a total of five (5) years.
The contract is subject and contingent upon funds being appropriated by the City Council each fiscal year. If such appropriations are not made, the contract shall automatically terminate without penalty to the City.
Payment. The City of Lancaster shall reimburse the CONTRACTOR for actual costs, including labor costs and employee benefits incurred by the CONTRACTOR in performance of the work, in an amount not to exceed $151,901.12 for contract year one (September 2024- June 2025) and up to a maximum of 5% increase for a cost-of-living increase for contract year two (July 2025-June 2026). There is also an option for 10% contingency approved for additional areas added to the contract for the life of the contract.
Actual costs shall not exceed the estimated rates and other costs as set forth in the CONTRACTOR’S proposal. Any additional work will require a separate Authorization for CONTRACTOR Services signed by both parties.
CONTRACTOR shall not be reimbursed for actual travel expenses incurred in the performance of the work.
Method of Payment and Invoicing
Payment will be made to the Contractor for all work performed and completed to the satisfaction of the City within thirty (30) days of invoicing by the Contractor. The Contractor Lancaster Police Department Custodial Services Agreement: RFP 830-24
shall invoice the City after the work has been completed and within thirty (30) days of completion of work. No advance payments shall be made to the Contractor. The Contractor shall provide a monthly invoice for all work performed, for each Category and Sub-Category listed separately as shown in Schedule of Pricing. The work performed each month must be identified in detail with each invoice. All payment requests for extra work must be accompanied by the City’s written request for such work.
Lancaster Police Department Custodial Services Agreement: RFP 830-24