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obligation is reached before the Contractor's Services under this Agreement are completed, Contractor shall complete the Work and City shall not be liable for payment beyond the Maximum Contract Amount.
2.2. Method of Payment. Unless another method of payment is specified in the Schedule of Compensation (Exhibit "D"), in any month in which Contractor wishes to receive payment, Contractor shall submit to the City an invoice for services rendered prior to the date of the invoice. The invoice shall be in a form approved by the City's Finance Director and must be submitted no later than the tenth (10) working day of such month. Such requests shall be based upon the amount and value of the services perfonned by Contractor and accompanied by such reporting data induding an itemized breakdown of all costs incurred and tasks perfonned during the period covered by the invoice, as may be required by the City. City shall use reasonable efforts to make payments to Contractor within forty-five (45) days after receipt of the invoice or as soon as is reasonably practical. There shall be a maximum of one payment per month.
2.3 Changes in Scope. In the event any change or changes in the Scope of Services is requested by City, Parties shall execute a written amendment to this Agreement, specifying all proposed amendments, including, but not limited to, any additional fees. An amendment may be entered into:
A. To provide for revisions or modifications to documents, work product, or work, when required by the enactment or revision of any subsequent law; or B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Contractor's profession.
2.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated by the City Council for each fiscal year covered by the Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the City.
3. SCHEDULE OF PERFORMANCE
3.1 Time of Essence. Time is of the essence in the performance of this Agreement.
The time for completion of the services to be performed by Contractor is an essential condition of this Agreement. Contractor shall prosecute regularly and diligently the Work of this Agreement according to the agreed upon attached Schedule of Performance (Exhibit "E"), incorporated by reference.
3.2 Schedule of Perfonnance. Contractor shall commence the Services under this Agreement upon receipt of a written notice to proceed and shall perform all Seivices within the time period(s) established in the Schedule of Performance. When requested by Contractor, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer, but such extensions shall not exceed one hundred eighty (180) days cumulatively; however, the City shall not be obligated to grant such an extension.
3.3 Force Maieure. The time period(s) specified in the Schedule of Performance for performance of the Seivices rendered under this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor (financial inability excepted) if Contractor, within ten (10) days of the commencement of such delay, notifies the Contract Officer in writing of the causes of the delay.
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Unforeseeable causes include, but are not limited to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, and/or acts of any governmental agency, including the City.
The City Manager shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the enforced delay when and if in the judgment of the City Manager such delay is justified. The City Manager's detennination shall be final and conclusive upon the Parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor's sole remedy being extension of the Agreement under this section.
3.4 !!ml- Unless ear1ier tenninated under this Agreement, this Agreement shall commence on July 1, 2017, and continue in full force and effect through June 30, 2020. Upon mutual agreement of the City and Contractor, this Agreement may be extended for an additional two (2), one (1) year terms, as follows:
(1) Option 1 (Year 4 of Agreement), if exercised, shall be effective July 1, 2020, through June 30, 2021.
(2) Option 2 (Year 5 of Agreement), if exercised, shall be effective July 1, 2021, through June 30, 2022.
3.5 Termination Prior to Expiration of Term. City may terminate this Agreement for its convenience at any time, without cause, in whole or in part, upon giving Contractor thirty (30) days written notice. Where termination is due to the fault of Contractor and constitutes an immediate danger to health, safety, and general welfare, the period of notice shall be such shorter time as may be determined by the City. Upon such notice, City shall pay Contractor for Services performed through the date of termination. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless stated otherwise in the notice or by written authorization of the Contract Officer. After such notice, Contractor shall have no further claims against the City under this Agreement. Upon termination of the Agreement under this section, Contractor shall submit to the City an invoice for work and services performed prior to the date of termination. Contractor may terminate this Agreement, with or without cause, upon sixty (60) days written notice to the City, except that where termination is due to material default by the City, the period of notice may be such shorter time as the Contractor may determine.
4. COORDINATION OF WORK
4.1 Representative of Contractor. The following principal of Contractor is designated as being the principal and representative of Contractor authorized to act in its behalf and make all decisions with respect to the Services to be performed under this Agreement:
Refugio Valtierra, Owner. It is expressly understood that the experience, knowledge, education, capability, expertise, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principal shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services performed hereunder. The foregoing principal may not be changed by Contractor without prior written approval of the Contract Officer.
4.2 Contract Officer. The Contract Officer shall be the City Manager or his/her designee ("Contract Officer"). Contractor shall be responsible for keeping the Contract Officer fully informed of the progress of the performance of the services. Contractor shall refer any Page5of117
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decisions that must be made by City to the Contract Officer. Unless otherwise specified, any approval of City shall mean the approval of the Contract Officer.
4.3 Prohibition Against Subcontracting or Assignments. The experience, knowledge, capability, expertise, and reputation of Contractor, its principals and employees, were a substantial inducement for City to enter into this Agreement. Therefore, Contractor shall not assign full or partial performance of this Agreement, nor any monies due, voluntarily or by operation of law, without the prior written consent of City. Contractor shall not contract with any other entity to perform the Services required under this Agreement without the prior written consent of City. If Contractor is permitted to subcontract any part of this Agreement by City, Contractor shall be responsible to City for the acts and omissions of its subcontractor(s) in the same manner as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the Work will be considered employees of Contractor. City will deal directly with and will make all payments to Contractor. In addition, neither this Agreement nor any interest in this Agreement may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written consent of City. Transfers restricted in this Agreement shall include the transfer to any person or group of persons acting in concert of more than twenty five percent {25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis.
In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release Contractor or any surety of Contractor from any liability under this Agreement without the express written consent of City.
4.4 Independent Contractor. The legal relationship between the Parties is that of an independent contractor, and nothing shall be deemed to make Contractor a City employee.
A. During the performance of this Agreement, Contractor and its officers, employees, and agents shall act in an independent capacity and shall not act or represent themselves as City officers or employees. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, empk>yees, or agents shall have control over the conduct of Contractor or any of its officers, employees, or agents, except as set forth in this Agreement. Contractor, its officers, employees, or agents shall not maintain an office or any other type of fixed business location at City's offices. City shall have no voice in the selection, discharge, supervision, or control of Contractor's employees, servants, representatives, or agents, or in fixing their number, compensation, or ho urs of service. Contractor shall pay all wages, salaries, and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, including but not limited to social security income tax withholding, unemployment compensation, workers' compensation, and other similar matters. City shall not in any way or for any purpose be deemed to be a partner of Contractor in its business or otherwise a joint venturer or a member of any joint enterprise with Contractor.
B. Contractor shall not have any authority to bind City in any manner. This includes the power to incur any debt, obligation, or liability against City.
C. No City benefits shall be available to Contractor, its officers, employees, or agents in connection with any performance under this Agreement. Except for contract fees paid to Contractor as provided for in this Agreement, City shall not pay salaries, wages, or other compensation to Contractor for the performance of Services under this Agreement. City shall Page6 ofl17
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not be liable for compensation or indemnification to Contractor, its officers, employees, or agents, for injury or sickness arising out of performing Services. If for any reason any court or governmental agency determines that the City has financial obligations, other than under Section 2 and Subsection 1.8 in this Agreement, of any nature relating to salary, taxes, or benefits of Contractor's officers, employees, servants, representatives, subcontractors, or agents, Contractor shall indemnify City for all such financial obligations.
5. INSURANCE
5.1 Types of Insurance. Contractor shall procure and maintain, at its sole cost and expense, the insurance described below. The insurance shall be for the duration of this Agreement and includes any extensions, unless otherwise specified in this Agreement. The insurance shall be procured in a form and content satisfactory to City. The insurance shall apply against claims which may arise from the Contractor's performance of Work under this Agreement, including Contractor's agents, representatives, or employees. In the event the City Manager determines that the Work or Services to be performed under this Agreement creates an increased or decreased risk of loss to the City, the Contractor agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt of written notice from the City Manager or his designee. Contractor shall immediately substitute any insurer whose A.M.
Best rating drops below the levels specified in this Agreement. Except as otherwise authorized below for contract liability (errors and omissions) insurance, all insurance provided under this Agreement shall be on an occurrence basis. The minimum amount of insurance required shall be as follows:
A. Errors and Omissions Insurance. Unless otherwise waived by the City's Risk Manager, the Contractor shall obtain and maintain in full force and effect throughout the term of this Agreement, standard industry form oontract liability (errors and omissions) insurance ooverage in an amount of not less than one million dollars ($1,000,000.00) per occurrence and two-million dollars ($2,000,000.00) annual aggregate, in accordance with the provisions of this section.
(1) Contractor shall either: (a) certify in writing to the City that Contractor is unaware of any contract liability claims made against Contractor and is unaware of any facts which may lead to such a claim against Contractor; or (b) if Contractor does not provide the certification under (a), Contractor shall procure from the contract liability insurer an endorsement providing that the required limits of the policy shall apply separately to claims arising from errors and omissions in the rendition of services under this Agreement. (2) If the policy of insurance is written on a "claims made" basis, the policy shall be continued in full force and effect at all times during the tem, of this Agreement, and for a period of three (3) years from the date of the completion of the Services provided hereunder. In the event of termination of the policy during this period, Contractor shall obtain continuing insurance coverage for the prior acts or omissions of Contractor during the course of performing Services under the terms of this Agreement. The coverage shall be evidenced by either a new policy evidencing no gap in coverage, or by obtaining separate extended "tail" coverage with the present or new carrier or other insurance arrangements providing for complete coverage, either of which shall be subject to the written approval by the City Manager. (3) In the event the policy of insurance is written on an "occurrence" basis, the policy shall be continued in full force and effect during the term of this Agreement, or until completion of the Services provided for in this Agreement, whichever is later. In the event Page7 of117
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of termination of the policy during this period, new coverage shall immediately be obtained to ensure coverage during the entire course of performing the Services under the terms of this Agreement.
B. Workers' Compensation Insurance. Contractor shall obtain and maintain, in full force and effect throughout the tenn of this Agreement, workers' compensation insurance in at least the minimum statutory amounts, and in compliance with all other statutory requirements, as required by the State of California. Contractor agrees to waive and obtain endorsements from its workers' compensation insurer waiving subrogation rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. If Contractor has no employees, Contractor shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form.
C. Commercial General Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of at least one million dollars ($1,000,000.00) and two million dollars ($2,000,000.00) general aggregate for bodily injury and property damage induding coverages for contractual liability, personal injury, independent contractors, broad form property damage, products and completed operations.
D. Business Automobile Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of one million dollars ($1,000,000.00) bodily injury and property damage. The policy shall include coverage for owned, non-owned, leased, and hired cars.
E. Employer Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of employer liability insurance written on a per occurrence basis with a policy limit of at least one million dollars ($1,000,000.00) for bodily injury or disease.
5.2 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City Manager or his/her designee prior to commencing any work or services under this Agreement Contractor guarantees payment of all deductibles and self-insured retentions. City reserves the right to reject deductibles or self insured retentions in excess of $10,000, and the City Manager or his/her designee may require evidence of pending claims and claims histoiy as well as evidence of Contractor's ability to pay claims for all deductible amounts and self-insured retentions proposed in excess of $10,000.
5.3 Other Insurance Requirements. The following provisions shall apply to the insurance policies required of Contractor under this Agreement:
5.3.1 For any claims related to this Agreement, Contractor's coverage shall be primary insurance with respect to the City and its officers, council members, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City and its officers, council members, officials, employees. agents, and volunteers shall be in excess of Contractor's insurance and shall not contribute with it.
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5.3.2 Any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City and its officers, council members. officials, employees, agents, and volunteers.
5.3.3 All insurance coverage and limits provided by Contractor and available or applicable to this Agreement are intended to apply to each insured, including additional insureds, against whom a claim is made or suit is brought to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations shall limit the application of such insurance coverage.
5.3.4 No required insurance coverages may include any limiting endorsement which substantially impairs the coverages set forth in this Agreement (e.g., elimination of contractual liability or reduction of discovery period), unless the endorsement has first been submitted to the City Manager and approved in writing.
5.3.5 Contractor agrees to require its insurer to modify insurance endorsements to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the endorsements. Certificates of insurance will not be accepted in lieu of required endorsements, and submittal of certificates without required endorsements may delay commencement of the Project.
It is Contractor's obtigation to ensure timely compliance with all insurance submittal requirements as provided in this Agreement.
5.3.6 Contractor agrees to ensure that subcontractors, and any other parties involved with the Project who are brought onto or involved in the Project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes a ll responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the Project will be submitted to the City for review.
5.3. 7 Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on the City nor does it waive any rights in this or any other regard.
5.3.8 Contractor shall provide proof that policies of insurance required in this Agreement, expiring during the term of this Agreement, have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. Endorsements as required in this Agreement applicable to the renewing or new coverage shall be provided to City no later than ten (10) days prior to expiration of the lapsing coverage.
5.3.9 Requirements of specific insurance coverage features or limits contained Page9 ofJ17
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in this section are not intended as limitations on coverage, limits, or other requirements, or as a waiver of any coverage nonnally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all--inclusive.
5.3.10 The requirements in this section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impair the provisions of this section.
5.3.11 Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the Work pelfonned under this Agreement and for any other claim or loss which may reduce the insurance available to pay claims arising out of this Agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City, or to reduce or dilute insurance available for payment of potential claims.
5.3.12 Contractor agrees that the proV1s10ns of this section shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages resulting from the Contractor's activities or the activities of any person or person for which the Contractor is othetwise responsible.
5.4 Sufficiency of Insurers. Insurance required in this Agreement shall be provided by authorized insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State of California with an AM. Best's Key Rating of B++, Class VII, or better, unless such requirements are waived in writing by the City Manager or his designee due to unique circumstances.
5.5 Verification of Coverage. Contractor shall furnish City with both certificates of insurance and endorsements, including additional insured endorsements, affecting all of the coverages required by this Agreement The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be received and approved by the City before work commences. City reserves the right to require Contractor's insurers to provide complete, certified copies of all required insurance policies at any time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of Liability Insurance Coverage with an approved Additional Insured Endorsement with the following endorsements stated on the certificate:
1. 'The City of Palm Springs, its officials, employees, and agents are named as an additional insured ... " (
n
as respects City of Palm Springs Contract No._" or "for any and all work performed with the Cityn may be included in this statement).
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2. •This insurance is primary and non-contributory over any insurance or self- insurance the City may have ... " ("as respects City of Palm Springs Contract No._" or "for any and all work performed with the en;,- may be included in this statement).
3. "Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the Certificate Halder named." Language such as, �endeavor to" mait and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" is not acceptable and must be crossed out.
4. Both the Workers' Compensation and Employers' Liability policies shall contain the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees, agents, and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the policies. All certificates of insurance and endorsements are to be received and approved by the City before work commences. All certificates of insurance must be authorized by a person with authority to bind coverage, whether that is the authorized agent/broker or insurance underwriter. Failure to obtain the required documents prior to the commencement of work shall not waive the Contractor's obligation to provide them.
6. INDEMNIFICATION
6.1 Indemnification and Reimbursement. To the fullest extent permitted by law, Contractor shall defend (at Contractor's sole cost and expense), indemnify, protect, and hold hannless City, its elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and alt liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to or death of persons (Contractor's employees included), for damage to property, including property owned by City, from any violation of any federal, state, or local law or ordinance, and from errors and omissions committed by Contractor, its officers, employees, representatives, and agents, that arise out of or relate to Contractor's performance under this Agreement. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City, its el ected officials, officers, employees, agents, and volunteers. Under no circumstances shall the insurance requirements and limits set forth in this Agreement be construed to limit Contractor's indemnification obligation or other liability under this Agreement. Contractor's indemnification obligation shall survive the expiration or ear1ier termination of this Agreement until all actions against the Indemnified Parties for such matters indemnified are fully and finally barred by the applicable statute of limitations or, if an action is timely filed, until such action is final. This provision is intended for the benefit of third party Indemnified Parties not otherwise a party to this Agreement.
6.2 Design Contract Services Indemnification and Reimbursement. If the Agreement is detennined to be a "design contr act services agreement" and Contractor is a "design contract• under California Civil Code Section 2782.8, then:
A. To the fullest extent permitted by law, Contractor shall indemnify, defend (at Contractor's sole cost and expense), protect and hold harmless City and its elected officials, officers, employees, agents and volunteers and all other public agencies whose approval of the Page II of 117
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project is required, (individually "Indemnified Party"; collectively "Indemnified Parties") against any and all liabilities, claims, judgments. arbitration awards, settlements, costs, demands, orders and penalties (collectively "Claims"), including but not limited to Claims arising from injuries or death of persons {Contractor's employees included) and damage to property, which Claims arise out of, pertain to, or are related to the negligence, recklessness or willful misconduct of Contractor, its agents, employees, or subcontractors, or arise from Contractor's negligent, reckless or willful perfonnance of or failure to perform any term, provision, covenant or condition of this Agreement ("Indemnified Claims"), but Contractor's liability for Indemnified Claims shall be reduced to the extent such Claims arise from the negligence, recklessness or willful misconduct of the City and its elected officials, officers, employees, agents and volunteers.
B. The Contractor shall require all non-design-contract sub-contractors, used or sub-contracted by Contractor to perform the Services or Work required under this Agreement, to execute an Indemnification Agreement adopting the indemnity provisions in sub-section 6.1 in favor of the Indemnified Parties. In addition, Contractor shall require all non-design-contract sub-contractors, used or sub-contracted by Contractor to perform the Services or Work required under this Agreement, to obtain insurance that is consistent with the Insurance provisions as set forth in this Agreement, as well as any other insurance that may be required by Contract Officer.
7. REPORTS AND RECORDS
7.1 Accounting Records. Contractor shall keep complete, accurate, and detailed accounts of all time, costs, expenses, and expenditures pertaining in any way to this Agreement. Contractor shall keep such books and records as shall be necessary to properly perform the Services required by this Agreement and to enable the Contract Officer to evaluate the performance of such Services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records.
7.2 Reports. Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the Services required by this Agreement, or as the Contract Officer shall require. Contractor acknowledges that the City is greatly concerned about the cost of the Work and Services to be perfonned under this Agreement. For this reason, Contractor agrees that Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the contemplated Work or Services. If Contractor is providing design services, Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost for the project being designed if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the design services.
7.3 Ownership of Documents. All drawings, specifications, reports, records, documents, memoranda, correspondence, computations, and other materials prepared by Contractor, its employees, subcontractors, and agents in the performance of this Agreement shall be the property of City and shall be promptly delivered to City upon request of the Contract Officer or upon the termination of this Agreement. Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials. Any use of such completed documents for other projects and/or use of incomplete documents without specific written authorization by the Contractor will be at the City's sole risk and without liability to Contractor, and the City shall
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indemnify the Contractor for all resulting damages. Contractor may retain copies of such documents for their own use. Contractor shall have an unrestricted right to use the concepts embodied tin this Agreement. Contractor shall ensure that all its subcontractors shall provide for assignment to City of any documents or materials prepared by them. In the event Contractor fails to secure such assignment, Contractor shall indemnify City for all resulting damages. 7 A Release of Documents. All drawings, specifications, reports, records, documents, and other materials prepared by Contractor in the perfonnance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. All infonnation gained by Contractor in the performance of this Agreement shall be considered confidential and shall not be released by Contractor without City's prior written authorization.
7 .5 Audit and Inspection of Records. Mer receipt of reasonable notice and during the regular business hours of City, Contractor shall provide City, or other agents of City, such access to Contractor's books, records, payroll documents, and facilities as City deems necessary to examine, copy, audit, and inspect alt accounting books, records, work data, documents, and activities directly related to Contractor's performance under this Agreement.
Contractor shall maintain such books, records, data, and documents in accordance with generally accepted accounting principles and shall dearty identify and make such items readily accessible to such parties during the term of this Agreement and for a period of three (3) years from the date of final payment by City hereunder.
8. ENFORCEMENT OF AGREEMENT
8.1 C,lifomla Law and Venue. This Agreement shall be construed and interpreted both as to validity and as to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such County, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action.
8.2 Interpretation. This Agreement shall be construed as a whole according to its fair language and common meaning to achieve the objectives and purposes of the Parties. The terms of this Agreement are contractual and the result of negotiation between the Parties.
Accordingly, any rule of construction of contracts (including, without limitation, Galifomia Civil Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be employed in the interpretation of this Agreement. The caption headings of the various sections and paragraphs of this Agreement are for convenience and identification purposes only and shall not be deemed to limit, expand, or define the contents of the respective sections or paragraphs.
8.3 Default of Contractor. Contractor's failure to comply with any provision of this Agreement shall constitute a default.
A. If the City Manager, or his designee, determines that Contractor is in default in the performance of any of the tenns or conditions of this Agreement, he/she shall notify Contractor in writing of such default. Contrador shall have ten (10) days, or such longer period as City may designate, to cure the default by rendering satisfaciory performance. In the event Contractor fails to cure its default within such period of time, City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without
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further notice and without prejudice of any remedy to which City may be entiUed at law, in equity, or under this Agreement. Contractor shall be liable for all reasonable costs incurred by City as a result of such default. Compliance with the provisions of this section shall not constitute a waiver of any City right to take legal action in the event that the dispute is not cured, provided that nothing shall limit City's right to terminate this Agreement without cause under Section 3. 5.
B. If tennination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 8.3A, take over the work and prosecute the same to completion by contract or otherwise. The Contractor shall be liable to the extent that the total cost for completion of the Seivices required hereunder exceeds the Maximum Contract Amount (provided that the City shall use reasonable efforts to mitigate such damages). The City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. The withholding or failure to withhold payments to Contractor shall not limit Contractor's liability for completion of the Seivices as provided in this Agreement.
8.4 Waiver. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. Any waiver by the Parties of any default or breach of any covenant, condition, or term contained in this Agreement, shall not be construed to be a waiver of any subsequent or other default or breach, nor shall failure by the Parties to require exact, full, and complete compliance with any of the covenants, conditions, or terms contained in this Agreement be construed as changing the terms of this Agreement in any manner or preventing the Parties from enforcing the full provisions.
8.5 Rights and Remedies Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
8.6 Legal Action. In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct, remedy or recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement.
8. 7 Attorney Fees. In the event any dispute between the Parties with respect to this Agreement results in litigation or any non-judicial proceeding, the prevailing Party shall be entitled, in addition to such other relief as may be granted, to recover from the non-prevailing Party all reasonable costs and expenses. These include but are not limited to reasonable attorney fees, expert contractor fees, court costs and all fees, costs, and expenses incurred in any appeal or in collection of any judgment entered in such proceeding. To the extent authorized by law, in the event of a dismissal by the plaintiff or petitioner of the litigation or non judicial proceeding within thirty (30) days of the date set for trial or hearing, the other Party shall be deemed to be the prevailing Party in such litigation or proceeding.
9. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
9.1 Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor, or any successor-in-interest, in the event of any
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default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement.
9.2 Conflict of Interest. Contractor acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement nor shall Contractor enter into any agreement of any kind with any such officer or employee during the tenn of this Agreement and for one year thereafter. Contractor warrants that Contractor has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement.
9.3 Covenant Against Discrimination. In connection with its performance under this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race, religion, cofor, sex, age, marital status, ancestry, national origin, sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition. Contractor shall ensure that applicants are employed, and that employees are treated during their employment, without regard to their race, religion, color, sex, age, marital status, ancestry, national origin, sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition. Such actions shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or tennination; rates of pay or other fonns of compensation; and selection for training, including apprenticeship. Contractor shall otherwise fully comply with the provisions of Palm Springs Municipal Code Section 7.09.040 relating to non�discrimination in city contracting.
10. MISCELLANEOUS PROVISIONS
10.1 Patent and Copyright Infringement. To the fullest extent pennissible under law, and in lieu of any other warranty by City or Contractor against patent or copyright infringement. statutory or otherwise:
A. It is agreed that Contractor shall defend at its expense any claim or suit against City on account of any allegation that any item furnished under this Agreement, or the normal use or sale arising out o f the perfonnance of this Agreement, infringes upon any presently existing U.S. letters patent or copyright and Contractor shall pay all costs and damages finally awarded in any such suit or claim, provided that Contractor is promptly notified in writing of the suit or claim and given authority, information and assistance at Contractor's expense for the defense of same, and provided such suit or claim arises out of, pertains to, or is related to the negligence, recklessness or willful misconduct of Contractor. However, Contractor will not indemnify City if the suit or claim results from: (1) City's alteration of a deliverable, such that City's alteration of such deliverable created the infringement upon any presently existing U.S. letters patent or copyright; or (2) the use of a deliverable in combination with other material not provided by Contractor when it is such use in combination which infringes upon an existing U.S. letters patent or copyright B. Contractor shall have sole control of the defense of any such claim or suit and all negotiations for settlement in the event City fails to cooperate in the defense of any suit or claim, provided, however, that such defense shall be at Contractor's expense. Contractor shall not be obligated to indemnify City under any settlement that is made without Contractor's consent, which shall not be unreasonably withheld. If the use or sale of such item is enjoined as a result of the suit or claim, Contractor, at no expense to City, shall obtain for City the right to use and sell the item, or shall substitute an equivalent item acceptable to City and extend this patent and copyright indemnity thereto.
Item 1N - 62
10.2 Notice. Any notice, demand, request, consent. approval, or communication that either party desires, or is required to give to the other party or any other person shall be in writing. All notices shall be personally delivered, sent by pre-paid First Class U.S. Mail, registered or certified mail, postage prepaid, return receipt requested, or delivered or sent by facsimile with attached evidence of completed transmission. All notices shall be deemed received upon the earlier of (i) the date of delivery to the address of the person to receive such notice if delivered personally or by messenger or overnight courier; (ii) five (5) business days after the date of posting by the United States Post Office if by mail; or (iii) when sent if given by facsimile. Any notice, request, demand, direction, or other communication sent by facsimile must be confirmed within forty-eight (48) hours by letter mailed or delivered. Other forms of electronic transmission such as e-mails, text messages, and instant messages are not acceptable manners of notice required hereunder. Notices or other communications shall be addressed as follows:
To City:
To Contractor:
City of Palm Springs
Attention: City Manager & City Clerk
3200 E. Tahquitz Canyon Way
Palm springs, Celifornia 92262
Telephone: (760) 323-8204
Facsimile: (760) 323-8332
R & R Janitorial Service
82491 Garden Avenue
Indio, CA 92201
Attention: Reyna Valtierra
Telephone: 760-799-3210
Cell: 760-861-1003
Email: [email protected]
10.3 Integrated Agreement This Agreement constitutes the entire agreement between the Parties and supersedes all prior negotiations, arrangements, agreements, representations, and understandings, if any, made by or among the Parties with respect to the subject matter in this Agreement.
10.4 Amendment. No amendments or other modifications of this Agreement shall be binding unless through written agreement by all Parties.
10.5 Severability. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. If any provision of this Agreement shall be determined to be invalid by a final judgment or decree of a court of competent jurisdiction, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the reminder of that provision, or the remaining provisions of this Agreement unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
10.5 Successors in Interest. This Agreement shall be binding upon and inure to the benefit of the Parties' successors and assignees.
10.6 Third Party Beneficiary. Except as may be expressly provided for in this Agreement, nothing contained in this Agreement is intended to confer, nor shall this Agreement be construed as conferring, any rights, including, without limitation, any rights as a third-party
Item 1N - 63
beneficiary or otherwise, upon any entity or person not a party to this Agreement.
10. 7 Recitals. The above-referenced Recitals are hereby incorporated into the Agreement as though fully set forth in this Agreement and each Party acknowfedges and agrees that such Party is bound, for purposes of this Agreement, by the same.
10.8. Corporate Authority. Each of the undersigned represents and warrants that (i) the Party for which he or she is executing this Agreement is duly authorized and existing, (ii) he or she is duly authorized to execute and deliver this Agreement on behalf of the Party for which he or she is signing, (iii) by so executing this Agreement, the Party for which he or she is signing is fonnally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which the Party for which he or she is signing is bound.
Item 1N - 64
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates stated below.
Date:_c:s_-:;.../2_.,_%'---'-/-""------
••CITY''
City of Palm Springs
��:;2�-<'� DaMd H. Rea� _,.-__.---
City Manager
N'l'IO/EDBYf
CCIUNCL
� l.E. S t'1 • f\lP£t73
ATTEST
By. �it.adz:
�ie Hart,
Interim City Clerk
APPROVED BY CITY COUNCIL:
Date: ___ Agreement No. __
Corporations require two notarized signatures. One signature must be from Chairman of Board, President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, or Chief Financial Officer.
CONTRACTOR NAME:
R & R Janitorial
Check one: l Individual_ Partnership_ Corporation
Address:
82491 Garden Ave.
Indio, CA 92201
(760) 799-3210
ey4':,�� Sigatureotarized)
By __________ _
Signature (Notarized)
Item 1N - 65
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Item 1N - 66
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EXHIBIT"A"
SCOPE OF SERVICES
SCOPE OF WORK, SERVICES, OBJECTIVES, SPECIFICATIONS AND LOCATIONS:
Generally, the scope of work consists of, but is not limited to, providing the regularly scheduled janitorial services and appropriate supplies to effectively, and safely maintain a high level of deanliness for specified City Facilities in accordance with the best standards of practice. It shall be the successful Contractor's responsibility to furnish at his/her own expense all tools, equipment, Janitorial supplies, labor, fuel, materials, supervision and services necessary for the satisfactory performance of the work as set forth in these specifications.
A. LOCATION AND TOTAL AREA TO BE SERVICED
The total area to be serviced is estimated at 202,307 square feet with the following breakdown per facility:
Sq Ft/Wood
Sq.Ft/ RubberMnyl or Sq. Ft of
Building/ Area/ Location Carpet Concrete/Steel Tile
City Hall: 3200 East Tahquitz Canyon Way (80) 33,658 2,878 City Yard: 425 N. Civic Drive (40) 2,300 3,100
Fleet Bldg.: 425 N. Civic Drive (16) 3,150 2,700
Police Dept.: 200 S. Civic Drive (130) 26,630 8,275
Police Jail: 200 S. Civic Drive (2) 7,520
Police Downtown Sub-Station: 105 S. Indian 1,620 191
Main Library: 300 S. Sunrise Way (20) 31,564 936
Fire Station #2: 300 N. El Cielo (10) Admin only 3,715 445 Pavillion: 401 S. Pavillion Way (1) 4,490 10,126 [w] 4,120 Leisure Center: 401 S. Pavillion Way (13) 1,602 2,648 [w] 4,251 Swim Center: 401 S. Pavillion Way (5) 1,320
Demuth Community Center 3601 E. Mesquite 12,600
Desert Highland Center: 480 Tramview Rd (3) 2,289 6,782 [r] 1,144 Train Station: 6001 Palm Springs Train Stn. Rd. 120
Downtown Parking Structure: 275 Indian Canyon 11,023 [els] 88 Rudy's Store 211 S. Palm Canyon 900 [w]
Welwood Murray Library 100 S. Palm Canyon Dr. 5058[c]
Animal Shelter: 4575 East Mesquite Avenue 4,904
Village Fest Restroom Trailer - 425 N. Civic Drive 160 [v] TOTALS: 111,018 44,217 47,072
NOTE: The approximate number of persons based in each facility is indicated in parentheses. (Next to each street address).
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B. SUPPLIES TO BE PROVIDED BY CONTRACTOR
Contractor's base price shall include rest room supplies to be supplied in sufficient quantities as to be continuously available in all rest rooms included in this Contract. Quality shall not be less than that generally available in a first class American hotel and shall be subject to the approval of the City's Director of Maintenance & Facilities. Supplies shall include the following:
Rest Room Supplies:
• Toilet Tissue, two ply - adequate to restock each dispenser twice a day • Hand Towels - adequate to restock each dispenser twice a day • Feminine sanitary supplies (napkins and tampons)
(Vendor may recover ten cents per item via dispenser charge) • Commode seat covers - adequate to restock each dispenser twice a day • Commode and urinal deodorant bars
• Hand soap, lotion - adequate to restock each dispenser twice a day • Hand soap, foam - adequate to restock each dispenser twice a day • Hand sanitizer, gel
• Air Fresheners
• Waterless Urinal Traps
Other Supplies:
• Plastic Trash Liners (for ALL waste receptacles)
• Cleaners - Green Certified Products as applicable
• Disinfectants & Antimicrobial cleansers
• Strippers & Waxes
• Trash Bags for sanitary napkin disposal bins
Green Products
The City of Palm Springs is concerned with providing and maintaining a clean and safe environment for its employees, City Officials, and visitors. Therefore, the Contractor shall be required to implement a cleaning program where all chemicals and products will be classified as "Green". "Green Productsp are described as those that are safe for the environment and safe for the end user. It is understood that not every cleaning function has an appropriate "green product" but the Contractor should routinely monitor the market for newer and safer chemicals to reduce employee and visitor exposure. The Contractor shall take a pro-active role to achieve compliance in this area. In any event, the Contractor will provide the Director of Maintenance & Facilities with a complete list of cleaning products designating each product as green or non-green and the SOS sheets as required. All products shall be subject to approval by the City for their compliance with this requirement. The City shall determine which certifications and or seal of green certifications are acceptable.
C. STANDARDS AND FREQUENCY OF JANITORIAL SERVICES FOR SPECIFIC LOCATIONS The following standards shall be used by the Contract Administrator in evaluating custodial service:
1. Dusting - A property dusted surface is free of all dirt and dust, streaks, lint and cobwebs. Dusting will be accomplished with proper1y treated cloths.
2. Plumbing Fixtures and Dispenser Cleaning - Plumbing fixtures and dispensers are clean when free of all deposits and stains so that the item is left without dust, streaks, film, odor or stains.
3. SweepingNacuuming - A properly swept floor is free of all dirt, grit, lint, insects and debris, except embedded dirt and grit.
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4. Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits, and is substantially free of cleaning marks.
5. Damp Mopping - A satisfactorily damp mopped floor is without dirt, dust, marks, film, streaks, debris or standing water.
6. Metal Cleaning - All cleaned metal surfaces are without deposits or tarnish and with a uniformly bright appearance. The cleaner used is to be removed from adjacent surfaces.
7. Glass Cleaning - Glass is clean when all glass surfaces are without streaks, film, deposits and stains, and have a uniformly bright appearance and adjacent surfaces have been wiped clean.
8. Floor Finish Removal (Stripping) - Removal is accomplished when surfaces have all finished removed down to the flooring materials including baseboards, are free of dirt, stains, deposits, debris, cleaning solution and standing water, and the floor has a uniform appearance when dry. Plain water rinse and pick-up must follow finish removal operation immediately.
9. Finished Floor (Application) - A floor is satisfactorily finished when all old wax/polish has been completely removed, including in comers and along edges and sufficient coats of sealer and wax/polish have been properly applied with enough drying time between each coat to assure no streaking, bubbling, or yellowing.
10. Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without embedded dirt, cleaning solution, film, debris, stains and marks, or standing water and the floor has a uniformly clean appearance. A plain water rinse must follow the saubbing process immediately.
11. Buffing of Finished Floor Surfaces - All finished floor areas will be spray buffed sufficiently for maximum gloss, removal of surface dirt and have a uniform appearance. Only non-skid and City approved spray-buff products shall be used.
12. Wall Washing - After cleaning, the surfaces of all walls, ceilings, exposed pipes and equipment will have a uniformly clean appearance, free from dirt, stains, streaks, lint and cleaning marks.
Painted surfaces must not be unduly damaged. Hard finish wainscot or glazed ceramic tile surfaces must be bright, free of film streaks and deposits.
13. Spot aeaninq Carpets-A carpet adequately spot cleaned is free of all stains, deposits, gum, and spills. Care will be taken to use a product that will not harm the carpet fibers.
14. Janitorial Personnel - There is to be a janitorial person available during normal business hours Monday through Friday. Transportation is to be provided by the vendor/ personnel.
15. Welwood Murray Library - There are approximately 200+ patrons per day that visit the Welwood Murray Library however there is no public restrooms made available for these patrons.
16. Public Restrooms - Engineering and Planning receives approximately 900-1000 patrons per month that will impact the public restrooms outside of the Engineering and Planning Building.
Approximately 400 patrons per day visit the Police Department.
17. Swim Center - The Palm Springs Swim Center September thru May: Receives 75-150 patrons daily depending upon swim teams. June through August, Monday through Friday approximately 400 plus patrons visit daily. Weekends have less traffic as there are no summer camps using the pool.
Item 1N - 69
18. Desert Highland Unity Center - There are approximately 100 users both male a nd female, Monday thru Friday that utilize the facility. Saturday and Sunday there are approximately 200-300 patrons at the facility.
19. Leisure Center-For all classes, staff and parents, approximately 150-200 patrons per day utilize this center.
20. Demuth Community Center - The Palm Springs Demuth Community Center receives 75-150 patrons daily.
21. Village Fest Restroom Trailer - Every Thursday during the Village Fest event, approximately 700+ patrons utilize the restroom trailer facility. Village Fest ends at 1 0:00PM every Thursday evening.
LOCATIONS:
CITY HALL, CITY YARD, FLEET OPERATIONS BUILDING, MAIN LIBRARY, PAVILION, LEISURE CENTER, SWIM CENTER, FIRE STATION #2 ADMINISTRATION, DEMUTH COMMUNITY CENTER, WELWOOD MURRAY LIBRARY, RUDY'S STORE AND TRAIN STATION.
GENERAL, EXECUTIVE AND LOBBY AREAS OF THE FOLLOWING LOCATIONS:
• CITY YARD, FLEET OPERATIONS BLDG, FIRE STATION #2 ADMINISTRATION TO BE CLEANED FOUR (4) DAYS PER WEEK- MONDAY THROUGH THURSDAY • MAIN LIBRARY, LEISURE CENTER, DEMUTH COMMUNITY CENTER AND THE TRAIN STATION TO BE CLEANED SIX (6) DAYS PER WEEK- MONDAY THROUGH SATURDAY. • CITY HALL, SWIM CENTER. WELWOOD MURRAY LIBRARY AND PAVILION TO BE CLEANED SEVEN (7) DAYS PER WEEK- INCLUDING HOLIDAYS
• RUDY'S STORE: SEASONAL. SEPTEMBER 1 THROUGH JUNE 1, ONE DAY PER WEEK. • VILLAGE FEST RESTROOM TRAILER TO BE CLEANED EVERY FRIDAY MORNING AFTER
VILLAGE FEST EVENT
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners, toilet paper and paper towels as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot dean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture; spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot dean other entry door glass.
Item 1N - 70
11. All vinyl, wood and tile floors must be buffed on an "as needed• basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON THURSDAY:
1. Oust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other office furniture.
2. Clean and mop all hard surface floors; insure high gloss shine.
3. Spot clean and damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and arms.
4. Dust doors and door frames.
5. Clean entry door metal, receptacles and thresholds.
6. Spot clean and vacuum carpeting (prior to 8 a.m. or after 5 p.m.).
7. Damp wipe tables, table tops and chairs and chair legs.
KITCHEN/LOUNGE. LOCKER. WEIGHT ROOM AREAS OF THE FOLLOWING LOCATIONS:
• CITY HALL, CITY YARD, FLEET OPERATIONS BLDG, FIRE STATION #2 ADMINISTRATION TO BE CLEANED FOUR (4) DAYS PER WEEK- MONDAY THROUGH THURSDAY • MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK -
MONDAY THROUGH SATURDAY
• SWIM CENTER AND PAVILION TO BE CLEANED SEVEN (7) DAYS PER WEEK - INCLUDING HOLIDAYS.
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones, sinks and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around aH furniture; spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Oust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other mari<.s.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl, wood and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
WEEKLY - TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE WITH THE CONTRACTOR AND THE CITY):
Item 1N - 71
1. Wipe clean sinks, drain boards, microwaves and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors.
4. Vacuum carpeting.
·-· --- ----- --·--·---· -- --- ---·- ---- ----·---
5. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator, dishwasher, microwave oven).
6. Dust weight room equipment.
RESTROOMS OF THE FOLLOWING LOCATIONS:
• CITY YARD, FLEET OPERATIONS BLOG, FIRE STATION #2 ADMINISTRATION TO BE CLEANED FOUR (4) DAYS PER WEEK - MONDAY THROUGH THURSDAY • MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK -
MONDAY THROUGH SATURDAY
• CITY HALL, SWIM CENTER, PAVILION AND ALL PARK RESTROOMS TO BE CLEANED SEVEN (7) DAYS PER WEEK - INCLUDING HOLIDAYS
1. Empty and wipe clean (inside and out) all waste containers and remove trash to main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect: Wash basins, counter tops, shower stalls toilet bowls (including underside and tops of seats) and urinals.
5. Spot clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with gennicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet cover dispensers.
8. All vinyl and tile floors must be buffed on an •as needed" basis to insure high gloss shine.
WEEKLY - TO BE DONE ON TUESDAY (OR OTHER DAY MUTUALLY AGREEABLE WITH CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust restroom walls.
3. Pour water down floor drains.
4. Clean appropriately rest room chairs, sofas and other furniture.
ALL LOCATIONS:
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Dust mop spot dean and vacuum entire floor area.
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2. High dust wall and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves, and other ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass inside and outside.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY, JUNE AND OCTOBER AT All LOCATIONS:
1. Strip, scrub and re-wax vinyl, tile and terrazzo floors with pre•approved product designated for type of flooring.
2. Scrub, mop and re-seal wood floors with pre•approved product designated for type of flooring.
3. Dust with a treated cloth wall paneling.
4. Vacuum all fabric 1) walls, 2) furniture and 3) drapes.
5. Clean and polish all metal furniture.
6. Dust or damp wipe push•J>'ate, kick•plates, and baseboards and moldings.
7. Damp wipe exterior surface of light fixtures.
8. Clean/shampoo carpeting. Use a vacuum truck•mounted extractor for each cleaning.
9. Clean all windows and glass, inside and outside.
10. Clean all vertical blinds.
FOR THE FOLLOWING LOCATIONS:
POLICE DEPARTMENT (Includes Sub-station, Jall, and the Coachella Valley Narcotics Taskforce office area).
*Please note the Section D., Special Requirements, paragraph 2.3, for contractor's employees working in Police locations.
GENERAL, EXECUTIVE AND LOBBY AREAS
• TO BE CLEANED FIVE (5) DAYS PER WEEK· MONDAY THROUGH FRIDAY: Special Note:
The Coachella Valley Narcotics Taskforce (CVNT) offices located in the basement of the Pofice Department may ONLY be cleaned during NORMAL business hours:
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area. Empty all Recycled paper receptacles into large collection bins provided at each location by the city.
Item 1N - 73
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean with damp cloth, counters, public telephones and glass tops.
4. Spot clean walls, woodwork. and doors; door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean partition glass.
6. Vacuum carpeting (prior to 8 a.m. and after 6 p.m.).
7. Dust mop hard surfaces floors; spot mop where needed for drink spills, mud, etc.
8. Clean and polish drinking fountains and metal housings and trim removing smudges, and other marks.
9. Clean main entry door glass inside and out; spot clean other entry door glass.
10. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
RECORDS, COMMUNICATIONS, AND MAIN LOBBY AREAS:
• TO BE CLEANED SEVEN (7) DAYS PER WEEK {INCLUDING HOLIDAYS):
1. Empty and wipe dean (Inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe dean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones and glass tops.
4. Spot clean walls, woodwori< and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 6 p.m.); include under and around all furniture; spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud, remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an •as needed" basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork.), tables, bookcases, lamps and other office furniture.
Item 1N - 74
2. Damp mop all hard surface floors, including Police Department stairs and stairwell.
3. Damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and arms.
4. Dust door and door frames.
5. Clean entry door metal and thresholds.
6. Vacuum carpeting (prior to 8 a.m. and after 6 p.m.) except Communications area.
7. Clean reception area partition glass, inside and out.
8. Damp wipe elevator car walls and handrails.
9. Vacuum elevator car floor and tracks.
10. Damp wipe stairway handrail.
TO BE CLEANED WEEKLY ON WEDNESDAY OR THURSDAY:
1. Vacuum carpeting in Communications area between 1 a.m. and 5 a.m.
KITCHEN/LOUNGE, LOCKER, WEIGHT ROOM AREAS
• TO BE CLEANED SEVEN {7) DAYS PER WEEK {INCLUDING HOLIDAYS):
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and dean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones and glass tops.
4. Spot dean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 6 p.m.); include under and around all furniture, spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine. In past history, approximately 2 buffing's between re-coats to maintain a high gloss finish is necessary.
TO BE CLEANED WEEKLY ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO THE CONTRACTOR AND THE CITY):
Item 1N - 75
1. Wipe clean sinks, drain board's microwaves, and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors, including weight room.
4. Vacuum carpeting, including Police Department locker room.
5. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator, dishwasher, microwave oven).
6. Dust weight room equipment.
RESTROOMS
• TO BE CLEANED SEVEN (7) DAYS PER WEEK (INCLUDING HOLIDAYS):
1. Em pty and wipe clean (inside and out) all waste containers and remove trash to main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect: wash basins, counter tops, toilet bowls (including underside and tops of seats) and urinals.
5. Spot clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with germicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet seat cover dispensers.
WEEKLY - TO BE DONE ON TUESDAYS {OR OTHER DAY MUTUALLY AGREEABLE TO CONTRACTOR ANO THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust restroom walls.
3. Pour water down floor drains.
4. Clean appropriately restroom chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Dust mop, spot clean and vacuum entire floor area.
2. High dust walls and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
Page29 ofll7
Item 1N - 76
5. Oust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves, and ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass, inside and outside.
8. All vinyl and tile floors must be buffed on an "as needed• basis to insure high gloss shine.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY, JUNE AND OCTOBER:
1. Strip, scrub and re-wax vinyl, tile and terrazzo floors with pre-approved product designated for type of flooring.
2. Dust wall paneling with a treated cloth.
3. Vacuum all fabric 1) walls, 2) furniture, and 3) drapes.
4. Clean and polish all metal furniture.
5. Oust or damp wipe push-plate, kick-plates, and baseboards and moldings.
6. Damp wipe exterior surface of light fixtures.
7. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
8. Clean all windows and glass, inside and outside.
9. Clean all vertical b!inds.
FOR THE FOLLOWING LOCATION: DESERT HIGHLAND UNITY CENTER, GENERAL
ADMINISTRATIVE, AND LOBBY AREA
• TO BE CLEANED FIVE (5) DAYS PER WEEK AFTER 9PM OR A TIME MUTUAI-L Y AGREEABLE TO CONTRACTOR AND CITY:
1. Empty and wipe clean (inside and outside) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays.
3. Clean sand urns and damp wipe exposed area.
4. Clean with damp cloth, counters, public telephones and glass tops.
5. Spot clean walls, woodwork and doors.
6. Spot clean partition glass.
7. Vacuum carpeting
8. Dust mop hard surface floors; spot mop where needed for drink spills, mud, etc.
9. Clean and polish drinking fountains and metal housings.
Item 1N - 77
10. Clean main entry door glass inside and outside; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other office furniture.
2. Damp mop all hard surface floors.
3. Damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and arms.
4. Oust door and door frames.
5. Clean entry door metal and thresholds.
6. Vacuum carpeting.
KITCHEN
• TO BE CLEANED FIVE (5} DAYS PER WEEK:
1. Empty and wipe clean (inside and outside) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Clean with damp cloth, counters, public telephones and glass tops.
3. Spot clean walls, woodwork and doors.
4. Spot clean partition glass.
5. Dust mop hard surface floors; spot mop where needed for drink spills, mud, etc.
6. All vinyl and tile floors must be buffed on an •as needed• basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO CONTRACTOR AND CITY}:
1. Wipe clean sinks, drain boards and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors.
4. Damp wipe and clean tops, s ides and fronts of appliances (stove, refrigerator, dishwasher, microwave oven).
RESTROOMS
• TO BE CLEANED FIVE (5) DAYS PER WEEK:
1. Empty and wipe clean (inside and outside) all waste containers and remove trash to main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
Item 1N - 78
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect: wash basins, counter tops, toilet bowls (including underside and tops of seats) and urinals.
5. Clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with germicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet seat cover dispensers.
WEEKLY - TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUAUY AGREEABLE TO THE CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust rest room walls.
3. Pour water down floor drains.
4. Clean appropriately rest room chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Spot clean, dust mop and vacuum entire floor area.
2. High dust wall and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves, and other ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass inside and outside.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY. JUNE AND OCTOBER:
1. Dust wall paneling with a treated cloth.
2. Vacuum all fabric 1) walls, 2) furniture, 3) drapes.
3. Clean and polish all metal furniture.
4. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
5. Damp wipe exterior surface of light fixtures.
6. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
Item 1N - 79
7. Clean all windows and glass inside and outside.
8. Clean all vertical blinds.
FOR THE FOLLOWING LOCATION: DOWNTOWN PARKING STRUCTURE
• WEEKLY-TO BE DONE ON MONDAYS, WEDNESDAYS AND FRIDAYS {3 DAYS PER WEEK) {OR OTHER DAY MUTUALLY AGREEABLE TO THE CONTRACTOR AND THE CITY):
1. Steam Clean/ Pressure Wash All Stairwells in the down town parking structure.
2. Clean the interior and exterior of all elevators in the downtown parking structure.
3. Steam Clean/ Pressure Wash the downtown trash enclosure.
4. Steam Clean/Pressure Wash the alleyway leading to the downtown trash enclosure and adjacent to the downtown parki_ng structure.
5. Steam Clean/ Pressure Wash the walkway from the parking structure that leads to South Palm Canyon Drive
Item 1N - 80
EXHIBIT "B"
CITY'S REQUEST FOR PROPOSALS
CITY OF PALM SPRINGS, CA
NOTICE INVITING PROPOSALS FOR RFP #02-17
PROVIDING JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES NOTICE IS HEREBY GIVEN that the City of Palm Springs is requesting proposals from qualified firms to provide the City with Janitorial Services for various City of Palm Springs Facilities.
PROJECT LOCATION: Various City owned buildings located throughout the City of Palm Springs.
SCOPE OF SERVICES: The scope of work will consist of providing the regularly scheduled janitorial services and appropriate supplies to effectively, and safely, maintain a high level of cleanliness for specified City Facilities in accordance with the best standards of practice. It shall be the successful Contractor's responsibility to furnish at his/her own expense all tools, equipment, janitorial supplies, labor, fuel, materials, supervision and services necessary for the satisfactory performance of the work as set forth in these specifications.
PRE-PROPOSAL CONFERENCE/WALK THROUGH OF SITE: Prospective Proposers are STRONGLY ADVISED to attend a NON-MANDATORY Pre-Proposal Conference. The Pre Proposal Conference will be held on TUSEDAY, JANUARY 17, 2017. Participants will meet promptly at 8:30am at the City Yard, 425 North Civic Drive, Palm Springs CA, 92262. Please allow 3 hours of your time to visit necessary facilities to be serviced located throughout the City.
No variation in price or condition shall be permitted based on a claim of ignorance. Failure of a Proposer to attend the pre-proposal conference shall constitute acceptance of all pre-existing site conditions and shall constitute a waiver of any and all future claims relating to said conditions.
OBTAINING RFP DOCUMENTS AND ADDENDA: The RFP document may be downloaded via the internet at www.palmspringsca.gov (go to Departments, Procurement, Open Bids & Proposals), or by calling the Office of Procurement and Contracting, (760) 322-8374. Upon downloading the RFP via the internet, contact Leigh Gileno, Procurement Specialist 11, via email at [email protected] to register as a firm interested in this specific project, providing your company name, contact person, contact email address, office address, office phone and office fax. Failure to register as above may result in not receiving addenda to the RFP. Failing to acknowledge addenda may result in your proposal being non-responsive, or may negatively impact the evaluation of your proposal. We strongly advise that you follow the registration instructions above if you are interested in submitting a proposal. *Note - registering for this specific project is a separate process and not the same as registering online in our general vendor database.
EVALUATION OF PROPOSALS AND AWARD OF CONTRACT: This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, finns should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City reserves the right to negotiate the tenns and conditions of any resulting contract. Final contract award, if any, will be made by the Palm Springs City Council. The selected firm will be required to comply with all insurance and license requirements of the City.
Item 1N - 81
DEADLINE: All proposals must be received in the Procurement and Contracting Office, 3200 E. Tahquitz canyon Way, Palm Springs, CA, 92262 by 3:00 P.M., LOCAL TIME, TUESDAY, FEBRUARY 7, 2017. The receiving time in the Procurement Office will be the governing time for acceptability of Proposals. Telegraphic and telephonic Proposals will not be accepted.
Reference the RFP document for additional dates and deadlines. Late proposals will not be accepted and shall be returned unopened.
PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals.
UAl)k 9iktu1
Procurement Specialist II
January 4, 2017
Item 1N - 82
CITY OF PALM SPRINGS, CA
REQUEST FOR PROPOSALS (RFP) #02-17
PROVIDING JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES Requests for Proposals (RFP #02-17), for janitorial services for various city facilities and building located throughout the City of Palm Springs, CA (hereinafter the ·RFP") will be received at the Office of Procurement & Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, California, until 3:00 P.M. LOCAL TIME, TUESDAY, FEBRUARY 7, 2017. It is the responsibility of the respondent to see that any proposal sent through the mail, or by any other delivery method, shall have sufficient time to be received by this specified date and time. The receiving time in the Procurement Office will be the governing time for acceptability of proposals. Telegraphic, telephonic, faxed or emailed proposals will not be accepted. Late proposals will be returned unopened. Failure to register as a Proposer to this RFP process per the instructions in the Notice Inviting Requests for Proposals (under "Obtaining RFP Documents") may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a proposal as being non-responsive or negatively impact the evaluation of a proposal. We strongly advise that interested firms officially register per the instructions in the Notice.
1. PURPOSE AND SCHEDULE: The City of Palm Springs is requesting proposals from qualified firms to provide the City with regularly scheduled janitorial services and appropriate supplies to effectively, and safely maintain a high level of cleanliness for specified City Facilities in accordance with the best standards of practice (hereinafter the "Project"). The selected firm will be expected to provide the required services to maintain all City facilities in a clean, sanitary and safe condition.
SCHEDULE:
Notice requesting Proposals posted and Issued ................................................. January 4, 2017 Pre-Proposal Conference ............................................... Tuesday, January 17, 2017, 8:30AM Deadline for receipt of Questions ................................ Tuesday, January 31, 2017, 3:00 P.M.
Deadline for receipt of Proposals ................................ Tuesday, February 7, 2017, 3:00 P.M.
Short List/ Interviews/, *ff desired by City ......................................................... to be determined Contract awarded by City Council ........... ...... ............ ... . . . ...... ... .. ................... .... to be determined *Dates above are subject to change.
"KEY" TO RFP ATTACHMENTS:
ATTACHMENT "A"- Signature Authorization Form, including Addenda acknowledgment. *Must be completed and included with Work/Technical Proposal envelope.
ATTACHMENT "B" - Non Collusion Affidavit Form. *Must be completed and included with Work/Technical Proposal envelope.
ATTACHMENT "C" - Cost Proposal Form. *Must be completed and included in a separately sealed envelope - do NOT include this with your Work/Technical Proposal.
ATTACHMENT "O'' - Facilities Maps
ATTACHMENT "E" - Sample boilerplate Contract Services Agreement (for reference only)
Item 1N - 83
2. BACKGROUND: The Maintenance & Facilities Department oversees the ongoing maintenance and janitorial services of various city owned facilities (excluding the Airport and Convention Center), that is estimated at a cumulative 202,307 square feet. The previous 5 year contract was based on a cumulative 192,345 square feet and awarded at $234,000 per year for a 3 year tern, with two (2) one (1) year renewal options. Since the prior contract 9,962 square feet have been added to this contract agreement.
3. SCOPE OF WORK, SERVICES, OBJECTIVES, SPECIFICATIONS AND LOCATIONS:
Generally, the scope of work consists of, but is not limited to, providing the regularly scheduled janitorial services and appropriate supplies to effectively, and safely maintain a high level of cleanliness for specified City Facilities In accordance with the best standards of practice. It shall be the successful Contractor's responsibility to furnish at his/her own expense all tools, equipment, janitorial supplies, labor, fuel, materials, supervision and services necessary for the satisfactory performance of the work as set forth in these specifications.
A. LOCATION AND TOTAL AREA TO BE SERVICED
The total area to be serviced is esttmated at 202,307 square feet with the following breakdown per facility:
Sq Ft/Wood
Sq. Ft/ RubberNlnyl or Sq. Ft of
Building/ Areal Location Carpet Concrete/Steel Tile
City Hall: 3200 East Tahquitz Canyon Way (80) 33,658 2,878 City Yard: 425 N. Civic Drive (40) 2,300 3,100
Fleet Bldg.: 425 N. Civic Drive (16) 3,150 2,700
Police Dept.: 200 S. Civic Drive (130) 26,630 8,275
Police Jail: 200 S. Civic Drive (2) 7,520
Police Downtown Sub-Station: 105 S. Indian 1,620 191
Main Library: 300 S. Sunrise Way (20) 31,564 936
Fire Station #2: 300 N. El Cielo (10) Admin only 3,715 445 Pavillion: 401 S. Pavillion Way (1) 4,490 10,126 [w] 4,120 Leisure Center: 401 S. Pavillion Way (13) 1,602 2,648 [w] 4,251 Swim Center : 401 S. Pavillion Way (5) 1,320
Demuth Community Center 3601 E. Mesquite 12,600
Desert Highland Center: 480 Tramview Rd (3) 2,289 6,782 [r] 1,144 Train Station: 6001 Palm Springs Train Stn. Rd. 120
Downtown Parking Structure: 275 Indian Canyon 11,023 [els] 88 Rudy's Store 211 S. Palm Canyon 900 [wJ
Welwood Murray Library 100 S. Palm Canyon Dr. 5058[c]
Animal Shelter: 4575 East Mesquite Avenue 4,904
Village Fest Restroom Trailer - 425 N. Civic Drive 160 [v] TOTALS: 111,018 44,217 47,072
NOTE: The approximate number of persons based in each facility is indicated in parentheses. {Next to each street address).
Item 1N - 84
B. SUPPLIES TO BE PROVIDED BY CONTRACTOR
Contractor's base price shall include rest room supplies to be supplied in sufficient quantities as to be continuously available in all rest rooms included in this Contract. Qua lity shall not be less than that generally available in a first class American hotel and shall be subject to the approval of the City's Director of Maintenance & Facilities. Supplies shall include the following:
Rest Room Supplies:
• Toilet Tissue, two ply - adequate to restock each dispenser twice a day • Hand Towels - adequate to restock each dispenser twice a clay • Feminine sanitary supplies (napkins and tampons)
(Vendor may recover ten cents per item via dispenser charge) • Commode seat covers - adequate to restock each dispenser twice a day • Commode and urinal deodorant bars
• Hand soap, lotion - adequate to restock each dispenser twice a day • Hand soap. foam - adequate to restock each dispenser twice a day • Hand sanitizer, gel
• Air Fresheners
• Waterless Urinal Traps
Other Supplies:
• Plastic Trash Liners (for ALL waste receptacles)
• Cleaners - Green Certified Products as applicable
• Disinfectants & Antimicrobial cleansers
• Strippers & Waxes
• Trash Bags for sanitary napkin disposal bins
Green Products
The City of Palm Springs is concerned with providing and maintaining a clean and safe environment for its employees. City Officials, and visitors. Therefore, the Contractor shall be required to implement a cleaning program where all chemicals and products will be classified as "Green". "Green Products
D
are described as those that are safe for the environment and safe for the end user. It is understood that not every cleaning function has an appropriate "green proctucf' but the Contractor should routinely monitor the market for newer and safer chemicals to reduce employee and visitor exposure. The Contractor shall take a pro-active role to achieve compliance in this area. In any event, the Contractor will provide the Director of Maintenance & Facilities with a complete list of cleaning products designating each product as green or non• green and the SOS sheets as required. All products shall be subject to approval by the City for their compliance with this requirement. The City shall determine which certifications and or seal of green certifications are acceptable.
C. STANDARDS AND FREQUENCY OF JANITORIAL SERVICES FOR SPECIFIC
LOCATIONS
The following standards shall be used by the Contract Administrator in evaluating custodial service:
1. Dusting • A proper1y dusted surface is free of all dirt and dust, streaks, lint and cobwebs.
Dusting will be accomplished with property treated cloths.
Item 1N - 85
2. Plumbing Fixtures and Dispenser Cleaning - Plumbing fixtures and dispensers are clean when free of all deposits and stains so that the item is left without dust, streaks, film, odor or stains.
3. SweepingNacuuming - A properly swept floor is free of all dirt, grit, lint, insects and debris, except embedded dirt and grit.
4. Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits, and is substantially free of cleaning marks.
5. Damp Mopping - A satisfactorily damp mopped floor is without dirt, dust, marks, film, streaks, debris or standing water.
6. Metal Cleaning - All cleaned metal surfaces are without deposits or tarnish and with a uniformly bright appearance. The cleaner used is to be removed from adjacent surfaces.
7. Glass Cleaning - Glass is clean when all glass surfaces are without str eaks, film, deposits and stains, and have a unifonnly bright appearance and adjacent surfaces have been wiped dean.
8. Floor Finish Removal (Stripping} - Removal is accomplished when surfaces have all finished removed down to the flooring materials including baseboards, are free of dirt, stains, deposits, debris, cleaning solution and standing water, and the floor has a unifonn appearance when dry. Plain water rinse and pick-up must follow finish removal operation immediately.
9. Finished Floor (Application) - A floor is satisfactorily finished when all old wax/polish has been completely removed, including in corners and along edges and sufficient coats of sealer and wax/polish have bee
n property applied with enough drying time between each coat to assure no streaking, bubbling, or yellowing.
10. Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without embedded dirt, cleaning solution, film, debris, stains and marks, or standing water and the floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately.
11. Buffing of Finished Floor Surfaces - All finished floor areas will be spray buffed sufficiently for maximum gloss, removal of surface dirt and have a uniform appearance.
Only non-skid and City approved spray•buff products shall be used.
12. Wall Washing - After cleaning, the surfaces of all walls, ceilings, exposed pipes and equipment will have a uniformly clean appearance, free from dirt, stains, streaks, lint and cleaning marks. Painted surfaces must not be unduly damaged. Hard finish wainscot or glazed ceramic tile surfaces must be bright, free of film streaks and deposits.
13. Spot Cleaning Carpets -A carpet adequately spot deaned is free of all stains, deposits, gum, and spills. Care will be taken to use a product that will not harm the carpet fibers.
14. Janitorial Personnel• There is to be a janitorial person availabre during normal business hours Monday through Friday. Transportation is to be provided by the vendor/ personnel.
15. Welwood Murray Library -There are approximately 200+ patrons per day that visit the Welwood Murray Library however there is no public restrooms made available for these patrons.
Item 1N - 86
16. Public Restrooms- Engineering and Planning receives approximately 900-1000 patrons per month that will impact the public restrooms outside of the Engineering and Planning Building. Approximately 400 patrons per day visit the Police Department.
17. Swim Center - The Palm Springs Swim Center September thru May: Receives 75-150 patrons daily depending upon swim teams. June through August, Monday through Friday approximately 400 plus patrons visit daily. Weekends have less traffic as there are no summer camps using the pool.
18. Desert Highland Unity Center - There are approximately 100 users both m ale and female, Monday thru Friday that utilize the facility. Saturday and Sunday there are approximately 200-300 patrons at the facility.
19. Leisure Center - For all classes, staff and parents, approximately 150-200 patrons per day utilize this center.
20. Demuth Community Center - The Palm Springs Demuth Community Center receives 75- 150 patrons daily.
21. Village Fest Restroom Trailer - Every Thursday during the Village Fest event, approximately 700+ patrons utilize the restroom trailer facility. Village Fest ends at 10:00PM every Thursday evening.
LOCATIONS:
CITY HALL, CITY YARD, FLEET OPERATIONS BUILDING, MAIN LIBRARY, PAVILION, LEISURE CENTER, SWIM CENTER, FIRE STATION #2 ADMINISTRATION, DEMUTH
COMMUNITY CENTER, WELWOOD MURRAY LIBRARY, RUDY'S STORE AND TRAIN STATION.
GENERAL, EXECUTIVE AND LOBBY AREAS OF THE FOLLOWING LOCATIONS:
• CITY YARD, FLEET OPERATIONS BLDG, FIRE STATION #2 ADMINISTRATION TO BE CLEANED FOUR (4) DAYS PER WEEK- MONDAY THROUGH THURSDAY • MAIN LIBRARY, LEISURE CENTER, DEMUTH COMMUNITY CENTER AND THE TRAIN STATION TO BE CLEANED SIX (6) DAYS PER WEEK-MONDAY THROUGH SATURDAY.
• CITY HALL, SWIM CENTER, WELWOOD MURRAY LIBRARY ANO PAVILION TO BE CLEANED SEVEN (7) DAYS PER WEEK- INCLUDING HOLIDAYS
• RUDY'S STORE: SEASONAL. SEPTEMBER 1 THROUGH JUNE 1, ONE DAY PER WEEK.
• VILLAGE FEST RESTROOM TRAILER TO BE CLEANED EVERY FRIDAY MORNING
AFTER VILLAGE FEST EVENT
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners, toilet paper and paper towels as needed.
Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exµosed areas.
3. aean and disinfect with damp cloth counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
Item 1N - 87
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture; spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard sulface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl, wood and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON THURSDAY:
1. Oust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other office furniture.
2. Clean and mop all hard surface floors; insure high gloss shine.
3. Spot clean and damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and anns.
4. Dust doors and door frames.
5. Clean entry door metal, reoeptacles and thresholds.
6. Spot clean and vacuum carpeting (prior to 8 a.m. or after 5 p.m.).
8. Damp wipe tables, table tops and chairs and chair legs.
KITCHEN/LOUNGE, LOCKER. WEIGHT ROOM AREAS OF THE FOLLOWING LOCATIONS:
• CITY HALL, CITY YARD, FLEET OPERATIONS BLDG, FIRE STATION #2 ADMINISTRATION TO BE CLEANED FOUR (4) DAYS PER WEEK - MONDAY
THROUGH THURSDAY
• MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK -
MONDAY THROUGH SATURDAY
• SWIM CENTER AND PAVILION TO BE CLEANED SEVEN (7) DAYS PER WEEK - INCLUDING HOLIDAYS.
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
Item 1N - 88
3. Clean and disinfect with damp cloth all counters, public telephones, sinks and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 5 p.m.); include under and around all furniture; spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl, wood and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
WEEKLY· TO BE DONE ON TUESDAYS {OR OTHER DAY MUTUALLY AGREEABLE WITH THE CONTRACTOR AND THE CITY):
1. Wipe clean sinks, drain boards, microwaves and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors.
4. Vacuum carpeting.
5. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator, dishwasher, microwave oven).
6. Dust weight room equipment.
RESTROOMS OF THE FOLLOWING LOCATIONS:
• CITY YARD, FLEET OPERATIONS BLDG, FIRE STATION #2 ADMINISTRATION TO BE CLEANED FOUR (4) DAYS PER WEEK - MONDAY THROUGH THURSDAY • MAIN LIBRARY AND LEISURE CENTER TO BE CLEANED SIX (6) DAYS PER WEEK·
MONDAY THROUGH SATURDAY
• CITY HALL, SWIM CENTER, PAVILION AND ALL PARK RESTROOMS TO BE CLEANED SEVEN (7) DAYS PER WEEK - INCLUDING HOLIDAYS
1. Empty and wipe clean (inside and out) all waste containers and remove trash to main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
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4. Clean and disinfect: Wash basins, counter tops, shower stalls toilet bowls (including underside and tops of seats) and urinals.
5. Spot clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with gennicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet cover dispensers.
8. All vinyl and tile floors must be buffed on an "as needed• basis to insure high gloss shine.
WEEKLY -TO BE DONE ON TUESDAY {OR OTHER DAY MUTUALLY AGREEABLE WITH CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust restroom walls.
3. Pour water down floor drains.
4. Clean appropriately rest room chairs, sofas and other furniture.
ALL LOCATIONS:
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Dust mop spot clean and vacuum entire floor area.
2. High dust wall and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves, and other ledges.
6. Polish meeting room and public area table tops.
8. Clean public access partition glass inside and outside.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY, JUNE AND OCTOBER AT ALL LOCATIONS:
1. Strip, scrub and re-wax vinyl, tile and terrazzo floors with pre-approved product designated for type of flooring.
2. Scrub, mop and re-seal wood floors with pre-approved product designated for type of flooring.
3. Oust with a treated cloth wall paneling.
4. Vacuum all fabric 1) walls. 2) furniture and 3) drapes.
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5. Clean and polish all metal furniture.
6. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
7. Damp wipe exterior surface of light fixtures.
8. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
9. Clean all windows and glass, inside and outside.
10. Clean all vertical blinds.
FOR THE FOLLOWING LOCATIONS:
POLICE DEPARTMENT (includes Sub-Station, Jail, and the Coachella Valley Narcotics Taskforce office area).
*Please note the Section o_, Special Requirements, paragraph 2-3, for contractor's employees working in Police locations.
GENERAL, EXECUTIVE AND LOBBY AREAS
• TO BE CLEANED FIVE (5) DAYS PER WEEK - MONDAY THROUGH FRIDAY: Special Note: The Coachella Valley Narcotics Taskforce (CVNT) offices located in the basement of the Police Department may ONLY be cleaned during NORMAL business hours:
1. Empty and wipe clean (inside and out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area. Empty all Recycled paper receptacles into large collection bins provided at each location by the city.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean with damp cloth, counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors; door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean partition glass.
6. Vacuum carpeting (prior to 8 a.m. and after 6 p.m.).
7. Dust mop hard surfaces floors; spot mop where needed for drink spills, mud, etc.
8. Clean and polish drinking fountains and metal housings and trim removing smudges, and other marks.
9. Clean main entry door glass inside and out; spot clean other entry door glass.
10. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
RECORDS, COMMUNICATIONS, AND MAIN LOBBY AREAS:
• TO BE CLEANED SEVEN {7) DAYS PER WEEK (INCLUDING HOLIDAYS):
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1. Empty and wipe clean (inside end out) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
7. Vacuum carpeting (prior to 8 a.m. or after 6 p.m.); include under and around all furniture; spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud, remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other office furniture.
2. Damp mop all hard surface floors, including Police Department stairs and stairwell.
3. Damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and anns.
4. Dust door and door frames.
5. Clean entry door metal and thresholds.
6. Vacuum carpeting (prior to 8 a.m. and after 6 p.m.) except Communications area.
7. Clean reception area partition glass, inside and out.
8. Damp wipe elevator car walls and handrails.
9. Vacuum elevator car floor and tracks.
1 o. Damp wipe stairway handrail.
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TO BE CLEANED WEEKLY ON WEDNESDAY OR THURSDAY:
1. Vacuum carpeting in Communications area between 1 a.m. and 5 a.m.
KITCHEN/LOUNGE, LOCKER, WEIGHT ROOM AREAS
- ··-·- · ·----···---
• TO BE CLEANED SEVEN (7) DAYS PER WEEK {INCLUDING HOLIDAYS):
1. Empty and wipe clean (inside and out} all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays; sift out cigarette butts and clean sand containers; pick up debris in smoke areas/urns and damp wipe exposed areas.
3. Clean and disinfect with damp cloth all counters, public telephones and glass tops.
4. Spot clean walls, woodwork and doors, door frames and dust clean fingerprints, dust, soil, gum, etc.
5. Spot clean interior glass/frames, sills, glass panels, side glass entry doors and partition glass.
6. Vacuum carpeting (prior to 8 a.m. or after 6 p.m.); include under and around all furniture, spot clean baseboard and carpet for drink, spills, mud, gum, tar, etc.
7. Dust mop hard surface floors; including stairs and landings.
8. Mop hard surface floors where needed for drink spills, mud; remove gum, tar, etc.
9. Clean and polish drinking fountains, metal housings and trim; remove smudges and other marks.
10. Clean main entry door glass inside and out; spot clean other entry door glass.
11. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine. In past history, approximately 2 buffing's between re-roats to maintain a high gloss finish is necessary.
TO BE CLEANED WEEKLY ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO THE CONTRACTOR AND THE CITY):
1. Wipe clean sinks, drain board's microwaves, and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors, including weight room.
4. Vacuum carpeting, including Police Department locker room.
5. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator, dishwasher, microwave oven).
6. Dust weight room equipment.
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RESTROOMS
• TO BE CLEANED SEVEN (7) DAYS PER WEEK (INCLUDING HOLIDAYS):
1. Empty and wipe clean (inside and out} all waste containers and remove trash to main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish all metal, mirrors and dispensers.
4. Clean and disinfect: wash basins, counter tops, toilet bowls (including underside and tops of seats) and urinals.
5. Spot clean walls around wash basin, dispensers and other fixtures.
6. Clean floor with gennicidal solution.
7. Refill soap, sanitary napkin, towel, tissue and toilet seat cover dispensers.
WEEKLY -TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO CONTRACTOR AND THE CITY):
1. Wash down tile walls and toilet partitions.
2. High dust restroom walls.
3. Pour water down floor drains.
4. Clean appropriately restroom chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Dust mop, spot clean and vacuum entire floor area.
2. High dust walls and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves, and ledges.
6. Polish meeting room and public area table tops.
7. Clean public access partition glass, inside and outside.
8. All vinyl and tile floors must be buffed on an °as needed. basis to insure high gloss shine.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY.
JUNE AND OCTOBER:
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1. Strip, scrub and re-wax vinyl, tile and terrazzo floors with pre-approved product designated for type of flooring.
2. Dust wall paneling with a treated cloth.
3. Vacuum all fabric 1) walls, 2) fumiture, and 3) drapes.
4. Clean and polish all metal furniture.
5. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
6. Damp wipe exterior surface of light fixtures.
7. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
8. Clean all windows and glass, inside and outside.
9. Clean all vertical blinds.
FOR THE FOLLOWING LOCATION: DESERT HIGHLAND UNITY CENTER, GENERAL
ADMINISTRATIVE, AND LOBBY AREA
• TO BE CLEANED FIVE (5) DAYS PER WEEK. AFTER 9PM OR A TIME MUTUALLY AGREEABLE TO CONTRACTOR AND CITY:
1. Empty and wipe clean (inside and outside) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Empty and wipe clean ashtrays.
3. Clean sand urns and damp wipe exposed area.
4. Cl ean with damp doth, counters, public telephones and glass tops.
5. Spot clean walls, woodwork and doors.
6. Spot clean partition glass.
7. Vacuum carpeting
8. Dust mop hard surface floors; spot mop where needed for drink spills, mud, etc.
9. Clean and polish drinking fountains and metal housings.
10. Clean main entry door glass inside and outside; spot clean other entry door glass.
11. All vinyl and t ile floors must be buffed on an •as needed" basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON FRIDAY:
1. Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other office furniture.
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2. Damp mop all hard surface floors.
3. Damp wipe plastic, vinyl and leather chairs and/or sofa backs, seats and arms.
4. Dust door and door frames.
5. Clean entry door metal and thresholds.
6. Vacuum carpeting.
KITCHEN
• TO BE CLEANED FIVE (5) DAYS PER WEEK:
1. Empty and wipe clean (inside and outside) all wastepaper and trash receptacles; return to original locations. Replace plastic liners as needed. Remove trash to main waste storage area.
2. Clean with damp cloth, counters, public telephones and glass tops.
3. Spot clean walls, woodwork and doors.
4. Spot clean partition glass.
5. Dust mop hard surface floors; spot mop where needed for drink spills, mud, etc.
6. All vinyl and tile floors must be buffed on an "as needed" basis to insure high gloss shine.
TO BE CLEANED WEEKLY ON TUESDAYS {OR OTHER DAY MUTUALLY AGREEABLE TO CONTRACTOR AND CITY):
1. Wipe clean sinks, drain boards and counter tops.
2. Damp wipe table tops and chairs.
3. Sweep and damp mop floors.
4. Damp wipe and clean tops, sides and fronts of appliances (stove, refrigerator, dishwasher, microwave oven).
RESTROOMS
• TO BE CLEANED FIVE (5) DAYS PER WEEK:
1. Empty and wipe clean (inside and outside) all waste containers and remove trash to main waste receptacle.
2. Empty sanitary napkin containers and replace liner.
3. Polish alt metal, mirrors and dispensers.
4. Clean and disinfect: wash basins, counter tops, toilet bowls (including underside and tops of seats) and urinals.
5. Clean walls around wash basin, dispensers and other fixtures.
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6. Clean floor with gennicidal solution.
8. Refill soap, sanitary napkin, towel, tissue and toilet seat cover dispensers.
WEEKLY - TO BE DONE ON TUESDAYS (OR OTHER DAY MUTUALLY AGREEABLE TO THE CONTRACTOR AND THE CITY):
1. W ash down tile walls and toilet partitions.
2. High dust rest room walls.
3. Pour water down floor drains.
5. Clean appropriately rest room chairs, sofas and other furniture.
ALL AREAS
• TO BE CLEANED MONTHLY DURING THE FIRST WEEK OF THE MONTH:
1. Spot clean, dust mop and vacuum entire floor area.
2. High dust wall and ceilings.
3. Vacuum air grills.
4. Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures.
5. Dust sides and tops of all lockers, file and storage cabinets; dust window sills, shelves, and other ledges.
6. Polish meeting room and pubtic area table tops.
8. Clean public access partition glass inside and outside.
TO BE CLEANED THREE (3) TIMES PER YEAR DURING THE MONTHS OF FEBRUARY, JUNE AND OCTOBER:
1. Dust wall paneling with a treated cloth.
2. Vacuum all fabric 1) walls, 2) furniture, 3) drapes.
3. Clean and polish all metal furniture.
4. Dust or damp wipe push-plate, kick-plates, and baseboards and moldings.
5. Damp wipe exterior surface of light fixtures.
6. Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.
7. Clean all windows and glass inside and outside.
8. Clean all vertical blinds.
FOR THE FOLLOWING LOCATION: DOWNTOWN PARKING STRUCTURE
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• WEEKLY - TO BE DONE ON MONDAYS, WEDNESDAYS AND FRIDAYS (3 DAYS
PER WEEK) (OR OTHER DAY MUTUALLY AGREEABLE TO THE CONTRACTOR AND THE CITY):
6. Steam Clean/ Pressure Wash All Stairwells in the down town parking structure.
7. Clean the interior and exterior of all elevators in the downtown parking structure.
8. Steam Clean/ Pressure Wash the downtown trash enclosure.
9. Steam Clean/Pressure Wash the alleyway leading to the downtown trash enclosure and adjacent to the downtown parking structure.
10. Steam Clean/ Pressure Wash the walkway from the parking structure that leads to South Palm Canyon Drive
D. SPECIAL REQUIREMENTS
1. EMPLOYEE BACKGROUND CHECKS
All contractor employees will be subjected to a background check prior to the commencement of wo rk under this contract conducted by the Palm Springs Police Department. The City will require a list of all employees assigned to this contract along with their social security numbers. Any employee assigned to this contract that is shown to have a felony conviction, or whom the City finds to be unacceptable, will not be allowed to work under this contract. We strongly recommend that contractors are confident that the employees they assign to this contract will pass the required back ground check.
2. EMPLOYEES OF CONTRACTOR:
2.1 Any and all employees of Contractor not satisfactory to the City of Palm Springs will be replaced upoo request as soon as possible by another who will be satisfactory. The question as to whether any employee proves satisfactory to the City of Palm Springs is one which is to be determined solely by the City of Palm Springs with or without cause, and without regard to the basis upon which such decision shall be made.
2.2 The Contractor shall be required to provide on-site supervisory personnel of a high caliber including bilingual communication ability if any contract crew member does not have a working knowledge of English. The supervisory personnel shall conduct regular inspections to detennine that work is being performed in accordance with contract cleaning standards and established work schedules. Said personnel must have the authority to respond immediately to situations upon request by the Contract Administrator.
2.3 The Contractor shall meet special personnel standards for the Public Safety (Police) facilities. All contract employees assigned to these areas must pass a police background investigation prior to entering said facilities. At no time shall the Contractor schedule personnel in the police facilities that have not passed the background check. This provision shall apply even during times of short staffing due to holidays, illness, vacations, no shows, etc.
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2.4 It shall be the responsibility of the Contractor to see that all his/her supeivisory and crew personnel abide by the City of Palm Springs building security regulations and safety standards. The Contractor shall conduct his work operations in such a way as to safeguard the City's personnel, equipment, and property.
2.5 All personnel assigned by the Contractor to perform work for the City of Palm Springs shall not have an arrest record other than minor traffic violations, must be physically capable of performing all duties assigned, and must present a physical appearance acceptable to the City. The final decision as to the acceptability of any individual perfonning work under any contract awarded as a result of this specification shall rest with the City of Palm Springs.
2.6 The Contractor shall provide supervisory personnel of a high caliber. The assigned supervisor shall contact the Contract Administrator or his designee to discuss and clarify any operational problems and to receive instructions. In addition, the assigned supervisor shall physically contact each assigned individual at not less than one (1) time per shift.
2. 7 Contractor shall submit a supervisory chain of command document identifying personnel names and telephone numbers, providing updates as necessary. Said document must be submitted to the Contract Administrator on or prior to the first day of work.
2.8 Contractor shall submit detailed description of all hiring, training, testing and disciplinary policies and procedures used by his/her finn.
2.9 It shall be the responsibility of the Contractor to provide consistent, reliable transportation for equipment and staff to service identified facilities. All costs related to the maintenance and operation of said transportation vehicle(s) shall be the responsibility of the Contractor.
2.10 One worker shall be made available for unscheduled assignments 7:30 A.M. to 4:30 P.M., Monday through Friday. Such work shall be in addition to that outlined in the specifications. This individual must be supplied with a pager unit (or cell phone) and a vehicle for transportation provided by the Contractor. The phone number for the pager (or cell phone) must be provided to the Contract Administrator.
2.11 The Contractor shall provide sufficient personnel to perform all work in accordance with the specification set forth herein. Contractor's employees, whether assigned to any one facility or as part of a crew serving any number of facilities, shall include at least one individual who speaks the English language proficiently.
2.12 The Contract Administrator may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of the Contractor is, in the reasonable betief of the Contract Administrator, detrimental to the interest of the public patronizing the premises.
Contractor shall meet with the Contract Administrator to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure the
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3. 4.
5. Contract Administrator that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the premises.
2.13 Contract Administrator may require the Contractor to establish an identification system for personnel assigned to the facility which clearly indicates to the public the name of the Contractor responsible for the janitorial services. The identification system shall be furnished at the Contractor's expense and may include appropriate attire and/or name badges as specified by the City.
2.14 The Contractor shall require each of his/her employees to adhere to basic public works standards of working attire. These are basically: Unifonns, proper shoes and other gear required by State Safety Regulations, and proper wearing of the clothing. Shirts shall be worn at all times and shall be buttoned.
INSPECTION BY CITY: The work, materials, and supplies to be provided by the Contractor shall be subject to inspection by the City, and/or to tests designated by the City. If the results of such inspection or tests indicate that part of the work, materials, or supplies are deficient in any respect, the City in its sole discretion may reject all or any part of the work, materials or supplies provided by the Contractor.
REJECTION OF WORK: The City has the sole right to make all final determinations as to whether the work has been satisfactorily completed. In the event that the results of the janitorial service are considered unsatisfactory to the City, the Contractor shall be required to immediately re-clean the unsatisfactory area at no cost to the City. Said service shall be performed in addition to, and without interruption to the regular cleaning schedule. The City shall in all cases determine the quantity, quality, and acceptability of the work, materials, and supplies for which payment is to be made under the contract. The City shall decide the questions which arise relative to the fulfillment of the contract or the obligations of the Contractor there under.
IMMEDIATE ACTION DURING BUSINESS HOURS, COUNCIL CONTACT:
5.1 During the nonnal days and hours of operation, whenever immediate action is required to prevent impending injury, death or property damage to the facilities being maintained, City may, after reasonable attempt to notify the Contractor, cause such action to be taken by the City work force and shall charge the cost thereof as determined by the Contract Administrator against the Contractor, or may deduct such cost from an amount due Contractor from the City.
5.2 Contractor and Contractor's personnel shall immediately notify the Contract Administrator upon contact with members of the City Council.
6. SAFETY:
6.1 Contractor shall perform all work specified in any resultant contract in such a manner as to meet alt accepted standards for safe practices during the maintenance operation and to safely maintain stored Page SJ of 117
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equipment, machines, and materials or other hazards consequential or related to the work; and agrees to accept the sole responsibility for complying with all local, County, State or other legal requirements, including but not limited to, full compliance with the tenns of the applicable O.S.H.A and CAL O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at said facilities and keep a log indicating date inspected and action taken.
6.2 It shall be the Contractor's responsibility to inspect and identify any condition(s) that renders any portion of the premises unsafe, as well as any unsafe practice occurring thereon. The Contract Administrator shall be notified immediately of any unsafe condition that required major correction. During nonnal hours Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the premises. Contractor shall cooperate fully with the City in the investigation any accidental injury or death occurring on the premises, including a oomplete written report thereof to the Contract Administrator 'Nithin five calendar days following the occurrence.
6.3 The Contractor shall comply with the OSHA Standard 29 CFR 1910.1200 Hazardous Communications as it pertains to the training, safety and equipment needed for all employees engaged in custodial service. The Contractor shall be responsible for compliance on date of Contract acceptance and shall provide proof to the City.
6.4 The Contractor shall furnish to the City copies of Material Safety Data Sheets (MSDS) for all products used prior to beginning service to any facility. The Material Safety Data Sheets must be organized and include an index. The Material Safety Data Sheets must be in compliance to the OSHA Guidelines, Title 29 of the Code of Federal Regulation, Part 1910.1200, Paragraph G.
6.5 The Contractor shall comply with the OSHA Guidelines, Title 29 of the Code of Federal Regulation, Part 1910.1200, Paragraph F, concerning the labeling of all chemical containers. The Contractor shall use "caution signs" as required by OSHA Guidelines. The Contrador shall furnish these signs at no additional cost to the City. Caution signs shall be on site on Contract start date.
6.6 The Contractor shall comply with the OSHA Standard 29 CFR 1910.1030 Blood borne Pathogens as it pertains to the training, safety, and equipment needed for all employees engaged in custodial service. The Contractor shall be responsible for compliance on date of Contract acceptance and shall provide proof to the City. The custodian is responsible for cleaning bodily fluid spills of a two foot square area, or less. Immediately notify the Contract Administrator for any bodily fluid spills larger than two feet square.
7. MAINTENANCE SCHEDULES: The Contractor shall submit revised schedules when actual performance differs substantially from planned performance. Said revisions shall be submitted to the Contract Administrator for his review, and if
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appropriate, his approval, within five working days prior to scheduled time for the work.
8. NON-INTERFERENCE: Contractor shall not interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed.
9. BUILDING SECURITY: The Contractor shall be responsible for the safekeeping of all areas in which janitorial services are perfonned at times other than the City's regular business hours. This responsibility shall include but not be limited to: (1) barring all unauthorized persons, and (2) locking and securing all doors and windows and turning off lights in these areas when the Contractor leaves the premises, except those lights and equipment designated to be continuously turned on. (3) City Hall shall be unlocked at 7:00 a.m., Monday through Thursday, and shall be locked Monday through Thursday at 6:00 p.m. The Contractor shall follow written instructions for building security and any other security requirements.
10. LOCKS AND KEYS REQUIREMENTS
10.1 The Contractor will be issued keys or Control Access Cards to all areas in which janitorial services are to be perfonned. The Contractor shall maintain control over issued keys and cards:
a. Contractor shall be responsible for the series of keys and access cards assigned to them and will in tum assign these keys and access cards to their personnel for use in maintaining this facility. b. Contractor will be held responsible for the proper use and safe keeping of all keys and access cards issued by the City to the Contractor.
c. Contractor shall report all lost or stolen keys and/or access cards to the Contract Administrator within twenty-four hours of discover of the loss. Contractor shall reimburse the City for the cost as determined by the Contract Administrator of rekeying the facility or duplicating additional keys.
d. Upon termination, cancellation or expiration of the Contract, all keys received by the Contractor shall be returned to the Contract Administrator.
e. Califomia law stipulates that it is unlawful for a person to duplicate any keys without the permission of the owner. The penalty for violation of law is either six months imprisonment or a five hundred dollar fine, or both.
11. HOURS OF WORK: All janitorial services shall be performed during hours to be agreed upon by the Contract Administrator and on the days identified in the Detailed Specifications, including City recognized holidays for those areas operating seven days per week. Such performance shall not disrupt any City functions or business during the times set forth above. In any event, all required janitorial services shall be completed before the next scheduled work day.
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12. DISPLACED JANITOR OPPORTUNITY ACT: Contractors shall comply with Chapter 4.5 (commencing with Section 1060) to Part 3 of Division 2 of the California Labor Code, relating to employment, the Displaced Janitor Opportunity Act. The Displaced Janitor Opportunity Act. enacted by S820, is effective for contracts awarded on or after January 1, 2002, and requires the City to identify the following requirements of the statute in its initial bid package. The statutory obligations apply only to contractors with 25 or more employees.
The requirements include notice to a new contractor that they must retain for sixty (60) days any employees employed at the same site for at least the preceding four (4) months by the previous contractor, absent reasonable and substantiated cause, not to hire based on the employee=s performance or conduct. The City, when awarding a replacement contract, will provide in a timely manner, the name and address of the new contractor to the previous contractor.
The new contractor is not required to pay the same wage or offer the same benefits, but the new contractor must make a written offer of employment to each non-management, non-supervisory service employee in a language in which the employee is literate. The offer shall state the time (of no less than 10 days) within which the employee must accept the offer. The new contractor may not discharge any holdover employees during the first 60 days of their new employment, except for cause. At the end of 60 days, the new contractor must provide a written performance evaluation to each retained employee, and must offer the employee continued employment if the performance was satisfactory.
Empk>yment thereafter may be at will.
E. SCHEDULE OF COMPENSATION
F.
1. Payments will be made by City to the Contractor upon receipt of proper1y executed invoices and in accordance with the provisions of this Contract.
2. For all services which the Contractor is obligated to perform under the terms of this Agreement, the City shall pay to the Contractor a monthly price per facility as set in the Contract.
3. Payments shall be made upon submittal of a detailed monthly statement to the Facilities Maintenance Manager of the City of Palm Springs. Said statement shall be submitted within two weeks following the end of the billing period defined as a calendar month.
4. Prior to City payment of the monthly statement the Facilities Maintenance Manager shall review and approve payment based on the satisfactory completion of service. Payment shall be issued within thirty (30) days of receipt of the monthly statement after services have been rendered. Payments shall not be made in advance of services performed.
5. Monthly price shall be the same for each month of the year regardless of the number of work days in the month.
DEDUCTIONS. ADJUSTMENTS AND DAMAGES The City shall have the right to assess damages for breach of the Contractor's obligations. The exercise of its rights shall not preclude the City's right to terminate or revoke the agreement. Deductions and adjustments (as a credit to the Contractor's invoice) are a valid right of the City. Typical Page S6 of 117
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scenarios in which deductions may be taken and the method of their application include, but are not limited to:
1. If the Contractor fails to perform the work required to achieve the quality specifications, the following schedule of deductions will apply:
• 0-3 deficiencies in a building in a month
• 4-6 deficiencies in a building in a month
building cost
• 7-9 deficiencies in a building In a month
building cost
• 1 O and above deficiencies in a building in a month
no deductions
10% of monthly
20% of monthly
40% of monthly building cost
2. For costs expended by the City to achieve the specifications, the deduction will be 100% of the additional cost to City:
3. For damages caused by the Contractor, its employees, or others under its supervision to City facilities, fixtures, furnishings, equipment, grounds, or personal injury to City employees, visitors, or licensees, the deduction will be 100% of said damages.
In addition to the above, the City shall have the right to dedud monies as a credit from any monthly payments, otherwise due to the Contractor, as may be deemed necessary to protect the City against failure by the Contractor to perform Contractor's obligations, without revoking or terminating the contract.
The City is not restricted to any certain type of inspection to determine if specifications have been achieved. The City may adopt or change inspection method(s), quality assurance procedures, and increase or decrease the degree of inspection based upon contract modifications, lessons learned, technological changes, inspection documentation and changes to Contractor's quality control system.
4. PROPOSAL REQUIREMENTS:
The firm's proposal should describe the methodology to be used to accomplish each of the project tasks. The proposal should also describe the work which shall be necessary in order to satisfactorily complete the task requirements.
Please note: this RFP cannot identify each specific, individual task required to successfully and completely implement this project. The City of Palm Springs relies on the professionalism and competence of the selected firm to be knowledgeable of the general areas identified in the scope of work and to include in its proposal all required tasks and subtasks, personnel commitments, man-hours, direct and indirect costs, etc. The City of Palm Springs will not approve addenda to the selected fim,'s agreement which do not involve a substantial change from the general scope of work identified in this RFP.
5. SELECTION PROCESS: This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, proposers should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City shall review the proposals submitted in reply to this RFP, and a limited number of finns may be invited to make a fonnal presentation at a future date if desired by the City. The fomiat. selection criteria and date of the presentation will be established at the time of short listing, if conducted.
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6. PROPOSAL EVALUATION CRITERIA: An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Finns are requested to submit their proposals so that they correspond to and are identified with the following specific evaluation criteria (100 total points possible):
A. Firm / Staff / Team (including any subcontractors) Qualifications and experience in providing similar services as defined in the RFP, including References (15 POINTS) B. Proposal Organization, conformance with the RFP instructions, and demonstrated Understanding of the overall project and requested Scope of Work (10 POINTS) C. Work Proposal to reflect understanding of the project and include any training the contractor provides their employees. Staffing plan showing the number of employees firm will use to perform the work including the ratio of supervision to employees. (25 POINTS) D. Detailed Project Schedule, including all tasks and sub-tasks to successfully stay on schedule as outlined in the Standards and Frequency of janitorial services for each location. Communication and quality control methods. (15 POINTS) E. Local Preference (5 POINTS)
Finns that qualify as a Local Business, or employ local sub-consultants, and submit a valid business license as more fully set forth in Section F.1 below, pursuant to the City of Palm Springs Local Preference Ordinance 1756). The full local preference, five (5) points, may be awarded to those that qualify as a Local Business. Two (2) points may be awarded to a non-local business that employs or retains local residents and/or finns for this project.
Non-local firms that do not employ or retain any local residents and/or fmns for this project shall earn zero (0) points for this criteria.
F. Cost Proposal (30 POINTS)
PRIOR CITY WORK: If your firm has prior experience working with the City DO NOT assume this prior work is knO't\111 to the evaluation committee. All finns are evaluated solely on the infonnation contained in their proposal, information obtained from references, and presentations if requested. All proposals must be prepared as if the evaluation committee has no knowledge of the finn, their qualifications or past projects.
7. PROPOSAL CONTENTS: Firms are requested to format their proposals so that responses correspond directly to, and are identified with, the specific evaluation criteria stated in Section 6 above. The proposals must be in an 8 ½ X 11 format, minimum 10pt font size, minimum 3/," margins, and may be no more than a total of Twenty-Five (25) sheets of paper, which may be double-sided, including cover letters, organization charts, staff resumes, appendices, and any exceptions to the language in the sample agreement, or to the insurance requirements. NOTE: Dividers, Attachments ·A" & ·s", Addenda acknowledgments, and the Cost Proposal ("in a separate sealed envelope) do NOT count toward the limit (everything else does). Interested firms shall submit SIX (6) copi• Cone marked 110ri9inal" plus five (5) copies) of both your Technical/Work Proposal and your Cost Proposal, and one (1) Thumb Drive or CD of the entire proposal (including the Cost Proposal), by the deadline.
All proposals shall be sealed within one package and be clearly marked, "RFP #02-17,
REQUESTS FOR PROPOSALS FOR JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES. Within the sealed proposal package, the Cost Proposal shall be separately sealed from the Technical/Work Proposal. Proposals not meeOng the above criteria may be found to be non-responsive.
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EACH PROPOSAL PACKAGE MUST INCLUDE TWO (2) SEPARATELY SEALED ENVELOPES:
Envelope #1, clearly marked 'iTechnical/Work Proposal", shall include the following items:
• Completed Signature authorization and Addenda Acknowledgment (see Attachment A) • If applicable, your specific request for Local Preference (see Attachment A) and a copy of a valid business license from a jurisdiction in the Coachella Valley. • Completed, and notarized, Affidavit of Non�Collusion (see Attachment B) In addition to the items alx>ve, at a minimum, finns must provide the infonnation identified below. All such infonnation shall be presented in a fonnat that directly corresponds to the numbering scheme identified here.
TECHNICAL/WORK PROPOSAL; The Technical/Work Proposal (Envelope #1) shall be clearly marked and shall include the Sections A. B, C, D and E (*if Local Preference is applicable) below:
SECTION A:
FIRM, STAFF, TEAM (including any subcontractors) QUALIFICATIONS AND
EXPERIENCE, INCLUDING REFERENCES
A.1 Follow the instructions and property complete and execute both Attachment "A" and Attachment "B" that are provided in the RFP and include them here in your proposal. If applicable, your specific request for Local Preference (reference Attachment A) and a copy of a valid business license from a jurisdiction in the Coachella Valley is to also be included here.
A.2 Describe the firm's background and qualifications in the type of effort that this project will require, specifically identifying experience with relevant projects successfully completed of similar size and scope.
A.3 Indicate the name of any sub--contractor finns or contractors that will be utilized to make up your team. Describe each sub-contractor's qualifications, background and specific expertise that they bring to the Project
A.4 List the name and qualifications of the key staff/team members that will be assigned to the Project Provide detailed qualifications of the Project Manager that will be assigned to the Project.
A.5 Include a minimum of three (3) references of recent customers for who your finn has provided similar janitorial services as contemplated herein. You must include the name of a contact person. their title, and a current phone number, fax number, email address and business address along with a brief description of the scope of work and cost for each successfully completed referenced project.
SECTION B:
PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND
DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED
SCOPE OF WORK
B. 1 Carefully review and verify that your proposal is well organized and follows All OF THE INSTRUCTIONS on proper organization, fonnat, order, and confonnance with all requirements, including any and all required signatures, attachments, acknowledgements, or other documents
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-- ·-- ···- · - --·-·-· --
that are required to be submitted. Failure to follow the instructions may result in your proposal being non-responsive and rejected from consideration.
B.2 Without reciting the information regarding the Project verbatim as contained in this RFP, convey your overall understanding of the Project and an understanding of the City's expectations upon implementation of the Project.
B.3 Identify any "key" or "critical" issues that you believe may be encountered on the Project based on the firm's prior experiences; and provide steps to be taken to ensure the issues identified do not affect the successful delivery of the Project.
SECTION C:
WORK PROPOSAL
C.1 Proposer should refine and/or expand the Scope of Work to reflect their understanding of the project and include a detailed work proposal, inclusive of all necessary materials, detailed proposed equipment list, and all labor (work plan/schedule) necessary to fully execute and provide janitorial services as requested in the scope of work. Identify all tasks and sub-tasks required to successfully implement all phases of the scope of work. Staffing plan showing the number of employees firm will use to perform the work including the ratio of supervision to employees. Provide detailed proposed "Green" products your firm will be using.
SECTION D:
PROJECT SCHEDULE
D.1 Proposer shall provide a detailed Project Schedule, including all tasks and sub-tasks to successfully stay on schedule as outlined in the Standards and Frequency of janitorial services for each location. Discuss key issues that could impact the schedule and ways to minimize or eliminate them.
D.2 Discuss lines of communication necessary to maintain the project schedule. Method by which the City can communicate with Contractor's personnel with authority to direct resources in order to resolve emergency/non-emergency service needs and complaints on a 24hr/day basis.
Dlscuss the key issues that could impact the schedule and ways to minimize or eliminate them.
D.3 Discuss your quality control methods to ensure consistent and accurate final results.
SECTIONE:
LOCAL PREFERENCE
E.1 Pursuant to the City of Palm Springs Local Preference Ordinance 1756. in awarding contracts for services, including consultant services, preference to a Local Business shall be given whenever practicable and to the extent consistent with the law and interests of the public.
The term "Local Business" is defined as a vendor, contractor, or consultant who has a valid physical business address located within the Coachella Valley, at least six months prior to bid or proposal opening date, from which the vendor, contractor, or consultant operates or performs business on a day-to-day basis, and holds a valid business license by a jurisdiction located in the Coachella Valley. "Coachella Valley" is defined as the area between the Salton Sea on the south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino Mountains on the east and north. For the purposes of this definition, "Coachella VaHey" includes the cities of Beaumont and Banning and the unincorporated areas between Banning and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the purpose of establishing such physical address.
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The contractor will also, to the extent legally possible, solicit applications for employment and proposals for subcontractors and sub-consultants for work associated with the proposed contract from local residents and firms as opportunities occur and hire qualified local residents and firms whenever feasible.
In order for a business to be eligible to claim the preference, the business MUST request the preference in the Solicitation response (see Attachment A) and provide a copy of its current business license (or of those it employs for this project) from a jurisdiction in the Coachella Valley. A non-local business that requests the preference based on employing local residents must provide proof of full-time primary residency from a jurisdiction in the Coachella Valley with the proposal. The City reserves the right to determine eligibility.
E.2 List all team members with local expertise. Clear1y define their role in the overall project.
COST PROPOSAL: The Cost Proposal (Envelope #2) shall be clearly marked in a separately sealed envelope and shall include Section F below:
SECTION F:
COST PROPOSAL rsee instructions and Attachment "C'?
F .1 The cost proposal (in a separate sealed envelope) shall be a fim, fixed price per square foot per month for each location to provide janitorial services as specified herein for a 3 year contract. PROPOSERS MUST USE THE COST PROPOSAL FORM, ATTACHMENT "C", PROVIDED BY THE CITY IN THE RFP DOCUMENTS. Failure to use the Cost Proposal form Attachment "C" provided by the City WILL be cause for rejection of a proposal. Do NOT include Attachment HA" or Attachment "B" In the Cost Proposal, Envelope #2, Attachments •A" and "B" are to be included in Envelope #1, "Technical/Work Proposal".
8. GENERAL AND SPECIAL CONDmONS:
DEADLINE FOR SUBMISSION OF PROPOSALS: Proposals will be received in the City of Palm Springs, Office of Procurement and Contracting unti! 3:00 P.M., LOCAL TIME, TUESDAY, February 71 2017. Proof of receipt before the deadline is a City of Palm Springs, Office of Procurement and Contracting time/date stamp. It is the responsibility of the firms replying to this RFP to see that any proposal sent through the mail, or via any other delivery method, shall have sufficient time to be received by the Procurement Office prior to the proposal due date and time. Late proposals will be returned to the firm unopened. Proposals shall be clearly marked and Identified and must be submitted to:
City of Palm Springs
Procurement and Contracting Department
3200 E. Tahqultz Canyon Way
Palm Springs, CA 92262
Attn: Leigh Glleno, Procurement Specialist II
QUESTIONS: Firms, their representatives, agents or anyone else acting on their behalf are specifically directed NOT to contact any city employee, commission member, committee member, council member, or other agency employee or associate for any purpose related to this RFP other than as directed below. Contact with anyone other than as directed below WILL be cause for rejection of a proposal.
Any questions, technical or otherwise, pertaining to this RFP must be submitted IN WRITING and directed ONLY to:
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Leigh Gileno
Procurement Specialist II
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
via FAX (760) 323-8238
or via EMAIL: [email protected]
Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is 3:00 P.M .• Local Time, Tuesday, January 31, 2017. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Division of Procurement and Contracting will be binding. Ora l and other interpretations or clarifications will be without legal or contractual effect.
FORM OF AGREEMENT: The selected firm will be required to enter into a contractual agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance with the standard Contract Services Agreement (see Attachment "E"). Please note that the Exhibits are intentionally not complete in the attached sample standard document. These exhibits will be negotiated with the selected firm, and will appear in the final Contract Services Agreement executed between the parties.
We speclflcally draw your attention to the language in the sections of the sample contractual agreement attached entitled "Conflict of Interest" and ucovenants Against Discrimination" and recommend all finns carefully consider these contractual requirements prior to submitting a proposal in response to this RFP. Finns that submit a proposal in response to this RFP shall certify the following:
Non-Discrimination Certification:
a) Contractor certifies and represents that, during the performance of the Agreement, the Contractor and any other parties with whom it may contract shall adhere to the City's non-disaimination and equal benefits as provided pursuant to Ordinance No. 1896 in the Palm Springs Municipal Code Section
7.09.040 to assure that applicants and employees are treated equally and are not disaiminated against because of their actual or perceived race, color, religion, ancestry, national origin, disability, medical condition, marital status, domestic partner status, sex, gender, gender identity, gender expression, or sexual orientation. Contractor further certifies that it wilt not maintain any segregated facilities.
b) Contractor shall, in all solicitations or advertisements for applicants for employment placed by or on behalf of this Agreement state that it is an "equal opportunity employer" or that all qualified applicants will receive oonsideration for employment without regard to their actual or perceived race, color, religion, ancestry, national origin, disability, medical condition, marital status, domestic partner status, sex, gender, gender identity, gender expression, or sexual orientation.
c) Contractor shall certify that it has not, in the performance of this Agreement, discriminated against applicants or employees because of their actual or perceived race, color, religion, ancestry, national origin, disability, medical condition. marital status, domestic partner status, sex, gender, gender identity, gender expression, or sexual orientation.
Item 1N - 109
d) If requested to do so by the Contract Officer, Contractor shall provide the City with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law. e) Contractor agrees to recruit Coachella Valley residents initially and to give them preference, if all other factors are equal, for any new positions which result from the perfonnance of this Agreement and which are perfonned within the city. The Contract Officer may agree to modify requirement where it is in conflict with federal or state laws or regulations. f) Nothing contained in this Agreement shall be construed in any manner so as to require or permit any act which is prohibited by law.
Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Proposer refuses or fails to execute the Agreement, or negotiations are not successful, or the agreement is terminated, the City may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Proposer, and so on.
The term of the agreement that is awarded as a result of this RFP shall be in effect for Three (3) years with two one (1) year renewal options.
AWARD OF CONTRACT: It is the City's intent to award a contract to the finn that can provide all of the scope of work, equipment and services identified in the RFP document. However, the City reserves the right to award a contract, or to make no award, whichever is in the best interest of the City. It is anticipated that award of the contract will occur at the next regularly scheduled City Council meeting after the evaluation committee has made its final selection of the finn to be recommended for award and a contract has been negotiated and agendized for consideration. The decision of the City Council will be final.
RIGHT TO ACCEPT OR REJECT PROPOSALS: The City of Palm Springs reserves the right to waive any informality or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to cancel all or part of this RFP and seek new proposals, as best serves the interests of the City. The City furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the City.
INSURANCE: Insurance provisions are contained in the Standard Contract Services sample agreement included in the RFP. The successful Proposer will be required to comply with these provisions. It is recommended that Proposers have their insurance provider review the insurance provisions BEFORE they submit their proposal.
RESPONSIBILITY OF PROPOSER: All finns responding to this RFP shall be responsible. If it is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an RFP without an authorized signature, falsified any information in the proposal package, etc.), the proposal shall be rejected.
PUBLIC RECORD: All documents submitted in response to this solicitation will become the property of the City of Palm Springs and are subject to the California Code Section 6250 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, pursuant to CA Government Code 6255 during the negotiation process, may be made pubHc after the City's negotiations are completed, and
Item 1N - 110
-- ··---- ·-- ---------·--- ------·----
staff has recommended to the City Council the award of a contract to a specific firm, but before final action is taken by the City Council to award the contract.
Although the California Public Records Act ("CPRA") recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information submitted in a proposal is a trade secret. If a request is made for information marked "Confidential," "Trade Secret," Proprietary," or any other similar designation, the City will provide the party submitting such information with reasonable notice to allow the party to seek protection from disclosure by a court of competent jurisdiction.
If a submitting party contends that a portion of the proposal is confidential even under the CPRA, the party: 1) must clearly label each document and/or page deemed a confidential document 2) the legal rationale supporting such contention including specific references to applicable provisions of the Public Records laws of the State 3) must actively defend against any request for disclosure of information which the party has determined should not be released, and 4) must indemnify and hold harmless the City from any loss, claim or suit, including attorneys' fees, brought by a person challenging the City's refusal to release the documents. The City will not, under any circumstances. incur any expenses, or be responsible for any damages or losses incurred by a party submitting a proposal or any other person or entity, because of the release of such information. The City will not return the original or any copies of the proposal or other information or documents submitted to the City as part of this RFP process. NOTE THAT THE CITY MAY NOT RECOGNIZE PROPOSALS WHERE ALL
OF THE INFORMATION, VIA A BLANKET STATEMENT, IS SUBMITTED AS PROPRIETARY INFORMATION OR A TRADE SECRET. SUCH PROPOSALS MAY BE FOUND NON RESPONSIVE.
COST RELATED TO PROPOSAL PREPARATION: The City will NOT be responsible for any costs incurred by any firm responding to this RFP in the preparation of their proposal or participation in any presentation if requested, or any other aspects of the entire RFP process.
COMPLIANCE WITH LAW. Proposer warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations.
LICENSES. PERMITS. FEES. AND ASSESSMENTS. Proposer represents and warrants to City that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services requested in this RFP. Proposer represents and warrants to City that Proposer shall, at its sole cost and expense, keep in effect at all times during the term of the Agreement if so awarded, any license, permit, qualification, or approval that is legally required for Proposer to perfoon the Work and Services under the Agreement if so awarded. Proposer shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Proposer's performance of the Work and Services required under the Agreement if so awarded. Proposer shall indemnify, defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law.
BUSINESS LICENSE: The selected firm will be required to be licensed in accordance with the City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96, entitled "Business Tax".
INVESTIGATIONS: The City reserves the right to make such investigations as it deems necessary to detennine the ability of the firms responding to this RFP to perform the Work and the firm shall furnish to the City all such information and data for this purpose as the City may
Item 1N - 111
request. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein.
NONCOLLUSION: The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non Collusion provided as Attachment "B" in the RFP and indude it with their proposal.
PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals.
SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals. and any attached sample agreement. Exceptions to any of the language in either the RFP documents or attached sample agreement, including the insurance requirements, must be induded in the proposal and clear1y defined. Exceptions to the City's RFP document or standard boilerplate language, insurance requirements, terms or conditions may be considered in the evaluation process; however, the City makes no guarantee that any exceptions will be approved.
Page65 ofll7
Item 1N - 112
ATTACHMENT HA"
�HIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAUWORK PROPOSAL (Envelope #1)*
REQUESTS FOR PROPOSALS (RFP) # 02-17
JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES
SIGNATURE AUTHORIZATION
NAME OF COMPANY (PROPOSER):
BUSINESS ADDRESS: _________________________ _
TELEPHONE: _______ CELL PHONE'---________ FAX�-------
CONTACT PERSON __________ _,EMAIL ADDRESS __________ _
A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my proposal.
PRINTED NAME AND TITLE
SIGNATURE AND DATE
B. The following infonnation relates to the legal contractor listed above. whether an individual or a company. Place check marks as appropriate:
1. If successful, the contract language should refer to me/my company as:
An individual;
===A partnership, Partners' names: ___________ _
__ A company;
__ A corporation If a corporation, organized in the state of: ___ _ Please check below IF your flnn qualifies as a local Business as defined In the RFP:
__ A local Business (Licensed within the jurisdiction of the Coachella Valley).
Copy of current business license is required to be attached to this document.
Please check below whichever applies:
__ Yes, our company certifies that it meets the Non-Discrimination and Equal Benefits requirements as provided herein.
__ No, our company does not meet the Non-Discrimination and Equal Benefits requirements as provided herein.
2. My tax identification number is: ___________
ADDENDA ACKNOWLEDGMENT;
Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non responsive.
In the space provided below, please acknowledge receipt of each Addendum:
Addendum(s) # ______ is/are hereby acknowledged.
Item 1N - 113
ATTACHMENT "B"
'll"fHIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAUWORK PROPOSAL (Envelope #1 )•
NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY
PROPOSER AND SUBMITTED WITH PROPOSAL
STATE OF CALIFORNIA) ss
COUNTY OF RIVERSIDE)
The undersigned, being first duly sworn, deposes and says that he or she is of the party making
the foregoing Proposal. That the Proposal is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation. partnership, company, association, organization, Proposal depository, or any other member or agent thereof to effectuate a collusive or sham Proposal.
B:
Title:
Subscribed and sworn to before me this day of
• 2017.
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ATTACHMENT "C'"
.t'fHIS FORM MUST BE COMPLETED AND SUBMITTED IN A SEPERATEL Y SEALED ENVELOPE#2 "Cost Proposal", NOTwith Envelope #1, Technical/Work Proposal,.) REQUEST FOR PROPOSAL (RFP #02-17)
JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES
COST PROPOSAL
Responding to Request for Proposal No. 02-17 Janitorial Services for various City buildings, I/WE will accept as full payment the following lump sum payment for providing all labor, supervision, services, materials equipment, and supplies to complete the Janitorial Services. The undersigned Proposer proposes and agrees to provide all work and services necessary to deliver *describe here* as defined in the Scope of Work herein.
SCHEDULE I - BASE SCHEDULE PRICING SHEET
Base Bid: Firm fixed price per square foot, per month for providing Janitorial Services, as specified, for the following buildings for initial three (3) year Contract term:
LOCATION $ Per SQ FT
City Hall $ PerSq.Ft
City Yard $ Per Sq.Ft
Fleet Operations $ Per Sq.Ft
Police Department $ Per Sq.Ft
Police Downtown Station $ Per Sq.Ft
Main Library $ Per Sq.Ft
Fire Station #2 (administration office) $ Per Sq.Ft
Pavilion $ Per Sq.Ft
Leisure Center $ Per Sq.Ft
Swim Center $ Per Sq.Ft
Demuth Community Center $ Per Sq.Ft
Desert Highland Center $ Per Sq.Ft
Train Station $ Per Sq.Ft
Downtown Parking Structure $ Per Sq.Ft
Rudy's Store $ Per Sq.Ft
Welwood Murray Library $ Per Sq.Ft
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X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
SQFT
36,536 Sq. Ft.
5,400 Sq. Ft.
1810 Sq. Ft.
42,425 Sq. Ft.
1,811 Sq. Ft.
32,500 Sq. Ft.
4160 Sq. Ft.
18,736 Sq. Ft.
8,501 Sq. Ft.
1,320 Sq. Ft.
12,600 Sq Ft.
10,215 Sq. Ft
120 Sq. Ft.
11, 111 Sq. Ft.
900 Sq. Ft.
5058 Sq. Ft.
MONTHLY$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Item 1N - 115
Village Fest Restroom Trailer
1$
Per Sq.Ft
I
X 1160 Sq. Ft. $
SUB TOT AL - ALL LOCATIONS, MONTHLY COST $
Worker available for unscheduled assignment: A Floater @ $ __ p/hr X 8 hrs per day X 21.75 average work days per month=$. ________ _ TOTAL BASE COST PROPOSAL PER MONTH ........................... $ ______ _ TOTAL BASE COST PER YEAR (PER MONTH X 12MONTI-IS) $ _______ _ TOTAL ANNUAL AMOUNT:
(PRICE IN FIGURES)
(PRICE IN WORDS)
SCHEDULE II - OPTIONS PRICING SHEET
OPTION A: Cost to strip, scrub and re-wax vinyl, tile, wood and terrazzo floors if needed each additional time during the year. These are options ONLY. Not to be included in annual cost.
City Hall $
City Yard $
Fleet Operations Bldg $
Police Department (including
Downtown) $
Main Library $
Leisure Center -Wood Floor$ $
Pavilion "Wood Floor$ $
Desert Highland Center $
Train Station $
Demuth Community Center $
Downtown Parking Structure/ Elevators $
Rudy's Store "Wood Floor $ $
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: :
I Village Fest Restroom Trailer
OPTION B: Cost to clean/shampoo carpeting using a vacuum truck-mounted extractor each additional time during the year. These are options ONLY. Not to be included in annual cost.
City Hall $
City Yard $
Fleet Operations Bldg $
Police Department (including
Downtown $
Main Library $
Leisure Center $
Pavilion $
Desert Highland Center $
Train Station $
OPTION C: Cost to clean all windows and glass inside and outside, if needed, each additional time during the year. These are options ONLY. Not to be included in annual cost.
City Hall - Main Building $
City Hall - Engineering $
City Yard $
Fleet Operations Building $
Police Department {including Downtown Station) $
Main Library $
Leisure Center $
Pavilion $
Fire Department Administration Offices $
Desert Highland Center $
Rudy's Store $
Welwood Murray library $
Demuth Community Center $
This is to certify that, to the best of my knowledge and belief, the cost or pricing data submitted in support of Proposal No.02-17 for Janitorial Services for various City of Palm Springs facilities (Schedule I and II of this RFP document) are current, accurate, and complete.
Item 1N - 117
$
PRICING FOR INITIAL 3 YEAR TERM AND CPt ADJUSTMENTS FOR OPTIONAL RENEWALS:
For the initial three (3} years of the Agreement term, the annual amount shall be fixed. For optional years 4 and 5, Contractor may request a price adjustment not to exceed the Bureau of Labor Statistic's Consumer Price Index (CPI) for the LA/Riverside/Anaheim region for the prior 12 month period effective on the anniversary date. Optional renewal years 4 and 5, and any associated CPI increase, are at the mutual consent of the City and the Contractor.
NOTE: This page MUST be manually signed.
Certified by:
Firm Name
Signature of Authorized Person
Printed Name
Title
Date
Item 1N - 118
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RFP #02-17
PROVIDING JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES ADDENDUM NO. 1
This Addendum is being issued for the following changes and infonnational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE SPECIFICATIONS ANO
INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAWINGS ANO SPECIFICATIONS. THIS ADDENDUM SHALL TAKE PRECEDENCE OVER ANYTHING
CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS
AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS.
The City has received the following questions and Is hereby providing answers thereto:
Q 1. Can we please get the prior bid results by line item for each prior bidder. It was Bid No. 03-14 and was for janitorial services at the City of Palm Springs which opened 10-29-2016.
A 1. Pursuant to the Records Retention Policies and Procedures. and consistent with State Law, we only retain the proposals and pricing for ALL vendors on a solicitation for 2 years. After 2 years, we are required to only retain the records of the SUCCESSFUL firm that was awarded the contract. As such, the City will not be able to provide you the information you have requested for all of the unsuccessful firms as we are not required to keep It for more than 2 years.
Q 2. Who is responsible to pay for the background checks that are required for the awarded contractor?
A 2. As per the RFP document on page 18 Section D, Item #1, will be conducted by the Palm Springs Police Department. This will be at the City"s expense. a 3. What is the total count of toilets, urinals, and sink basins for each park? A 3.
Park Name
Victoria Park
Sunrise Park:
Block Restroom: North
West Side
Ruth Hardy Park
Demuth Parle:
Park Restrooms
1 stall
1 stall
1 stall
Womens
Restrooms
2 stalls 1 sink
2 stalls 1 sink
Item 1N - 120
West Side Ball Field 7
&8 2 stalls 2 urinals 2 sinks 4 stalls 2 sinks
AYSO
East Side
2 urinals 1 sink
Blue Block: Family
Restroom
Total
Q 4. Will the city be providing any equipment necessary such as a scissor lift or scaffolding for cleaning of vents in or windows above standard ceiling heights? A 4. No, as stated in the RFP, the contractor is responsible for furnishing & necessary equipment.
Q 5. How many times per week is the Multi-Purpose/Cultural Hall floor at the Pavilion? A 5. As per RFP document on page 9, weekly to be done on Tuesdays (or other day mutually agreeable with the contractor and the City): Item #3 Sweep and Damp Mop Floors.
Q 6. When cleaning the parking structure, is hot or oold water required for pressure washing?
A 6. We do not have a specific requirement on the water temperature other than domestic water port at the parlcing structure is used, as this tasks is part of our health and safety measures to prevent a public safety health issue.
Q 7. Will the city allow for any minimum wage increases due to the Califomia minimum wage increase over the next several years?
A 7. No. As per the RFP document this contract will have a set price tor the Initial three years of the contnlct and allows for a CPI inCINSe in the optional yea,s 4 and S at the request of the contractor not to exceed the Bureau of Labor Statistic's Consumer Price Index for the LA/Riverside/Anaheim region for the prior 12 month period effective on the anniversary date. The optional renewal years 4 & 5 and any associated CPI increase is at the mutual consent of the City and the Contractor.
Q 8. Who is responsible for replacing/ refilling the hand sanitizer dispensers? A B. Refer to page 5 Section B under Rest Room Supplies. Contractor's base price shall include restroom supplies to be supplied in sufficient quantities as to be continuously available in all the rest rooms included in this contract.
Q 9. Who is responsible for supplying the batteries for the automatic dispensers? A 9. The City will supply the batteries for the automatic dispensers.
Item 1N - 121
Q 10. Who is responsible for wiping down the mats in the karate studio at the Demuth Community Center?
A 10. This is done by the Karate Instructor. Not by the janitorial staff.
Q 11. Floater, 22hrs per month, Do we include gas/insurance/car wear on hourly rate? A 11. Refer to page 4 of the RFP document, Item #3. It shall be the successful Contractor's responsibility to furnish at his/her own expense all tools. equipment. janitorial supplies, labor, fuel, materials, supervision and services necessary for the satisfactory perfonnance of the wol1r as set forth in these specifications.
Q 12. Under the different price options, is floor waxing included in the first break-down? A 12. No. As per the cost proposal page provided with this addendum. please refer to only Option A for Floor Waxing Cost Proposal.
Q 13. Under Building Security, it notes locking City hall and unlocking is this our responsibility? A 13. Not for the general public during normal business hours, as that is the City's responsibility. However as per page 21, Item #9 Building Security, the Contractor shall be responsible for the safekeeping (Including unlocking and locking} of all areas in which janitorial services are performed at times other than the City's regular business hours.
Q 14. Responsibilities of floater?
A 14. Refer to page 19, item 2.10 for Employee deemed as Floater.
Q 15. Prevailing wage? Rate?
A 15. This is not a prevailing wage contract
Q 16. Displacement Janitorial Act.? Will they transfer? Is that contract. under prevailing wage? A 16. Refer to page 22-23 regarding the Displaced Janitor Opportunity Act Item# 12, pursuant to the law the successful contractor is obligated to be in compliance with the provisions of the Act As stated In answer# 15, this contract Is not prevailing wage. a 17. Will questions be answered as they come in or wait till end of the month? A 11. Questions will be answered in a timely fashion.
Q 18. Do we need to have all of our insurance certificates for the City in place when we submit our proposal?
A 18. No. This Is only for the successful contractor to provide those documents when the contract is executed.
Item 1N - 122
Q 19. Who is the current contractor and what is the monthly and annual amount of the contract and whether it includes all the services listed in the current RFP, and, if not, which services are not included.
A 19. The cu"ent vendor is Progreen Building Incorporated. The contracted amount based on the square feet for the current contract can be found on page 4, Item #2 Background of the RFP document. Square footage that is not included in this RFP is also documented in this section for your consideration.
CORRECTION:
The standards and frequency for janitorial services at the Animal Shelter are hereby added:
The Following standards shall be used by the Contract Administrator in evaluating custodial service:
LOCATION:
PALM SPRINGS ANIMAL SHELTER
PUBLIC SIDE: LOBBY, CORRIDORS, COMMUNITY ROOM, RESTROOMS, CONFERENCE ROOM, CARPETED OFFICES AND ANIMAL IN-TAKE STAFF AREA.
NON-PUBLIC SIDE: LUNCH ROOM, SHOWER & LOCKER ROOM AND EMPLOYEE RESTROOMS, 3 SURGERY ROOMS AND ALL GREY PAINTED CONCRETE HALLWAYS. (DO NOT ENTER PET AREAS).
PUBLIC AND NON-PUBLIC AREAS AS FOLLOWS:
• TO BE CLEANED 7 DAYS PER WEEK.
1. Dry and wet mop all non-carpeted gray flooring areas only which include bathrooms and locker rooms and staff areas. RED flooring is excluded.
2. Vacuum carpeting in office spaces (approximately 400Sq Ft).
3. Empty and wipe clean trash receptacles and replace plastic liners as needed; remove trash to main waste receptacle
4. Spot clean with damp cloth all counters and window sills in lobby/common areas and public corridors
5. Spot clean walls, woodwork and doors as needed weekly
6. Clean and polish drinking fountains, metal housing and trim; remove smudges and other marks
7. Spot clean main entry door glass inside and out; spot clean other entry door glass
8. Wipe clean counter tops, appliances, drain boards and sinks in community room (dishes excluded)
9. Damp wipe table and chairs in community room as needed
10. Clean and disinfect restroom:
o Wash basins, counter tops, toilet bowls (including underside and tops of seats) and urinals.
o Polish all metal, mirrors and dispensers
o Walls around wash basin, dispensers and other fixtures weekly o Mop Floors with germicidal solution
o Refill soap, towels, tissue paper and toilet cover dispensers o Empty and wipe clean all waste containers and remove trash to main waste receptacle o Empty sanitary napkin containers and replace liner
o Wet mop floors
Item 1N - 123
• TO BE CLEANED EVERY FOUR MONTHS ( APRIL, AUGUST, AND DECEMBER)
1. Light scrub/wax Public Area: Restrooms and community room.
2. Light scrub/wax Non-Public Area: Restrooms, lunch rooms, animal intake room
3. Shampoo office carpet
4. Clean exterior glass windows.
5. Clean interior/exterior partition glass (excluding inside of any animal areas). • TO BE CLEANED EVERY SIX MONTHS
1. Machine scrub and detail clean concrete hallways. This will include cleaning the adjoining thresholds.
2. Detail clean the stainless steel wall moldings and door kick plates in public areas
3. Detail clean the stainless steel wall moldings and door kick plates along the non-public gray concrete hallway areas.
CORRECTION:
Please replace the original Attachment C Page with the REVISED Attachment C Included with Addendum #1. Failure to use this corrected pricing page will disqualify a proposal as being non-responsive.
BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA
Lt-Ujf&,9ae-n11
Procurement Specialist II
DATE: January 19, 2017
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name:
Authorized Signature:
Date: ------
Acknowledgment of Receipt of Addendum 1 is required by signing and returning a copy of this addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deemed non-responsive.
Item 1N - 124
RFP #02-17
PROVIDING JANITORIAL SERVICES FOR VARIOUS
CITY FACILITIES
ADDENDUM NO. 2
This Addendum is being issued for the following changes and informational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE SPECIFICATIONS AND
INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAWINGS AND SPECIFICATIONS. THIS ADDENDUM SHALL TAKE PRECEDENCE OVER
ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND
INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS.
The City has received the following questions and is hereby providing answers thereto:
Q 1. With regards to General Building Section F on page 23 Deductions, I would like a clarification as to how you determine deficiencies? Is it complaints of missed trash, boxes not being taken out, vacuum not being done, etc. There are so many ways that this can work badly for the contractors due to the unknown, such as the trash was taken out but someone else put trash after it was emptied, or the area that was vacuumed someone spilled a whole puncher after the fact etc. Please let me know how the City of Palm Springs will define deficiencies.
A 1. The City of Palm Springs would define deficiencies as a lack of services performed that would be most likely be identifiable based on no products for restocking and/or an obvious lack of custodial cleaning services performed. It would be determined based on the overall condition of the space relative to the last date known that the space had been serviced. Similarly, if there are consistent complaints from a specific location and/or consistent concerns with a specific aspect of the se,v/ces being rendered, then the City of Palm Springs staff would make contact with the vendor to review the issue and identify the solution.
Q 2. The animal shelter is currently cleaned 6 times per week. Are you increasing to 7x's per week? City Hall is currently cleaned 4 times per week and minimum service on Sunday.
Are you increasing to 7 times per week?
A 2. Yes to both locations based on current contract amendments to increase services.
Q 3. Do you have any idea what the previous contractor paid for the supplies? A3. No
Item 1N - 125
Q 4. In the RFP, it requires a copy of the business license from the jurisdiction in the Coachella Valley. What if we do not have a valid Business license within that jurisdiction since we have no business down in that area? A 4. This is only applicable to those requesting a local preference. Those who have a business location in the Coachella Valley that are requesting a local preference are required to provide a copy of their business license to validate their request.
Q 5. I would like to request the price sheets for the successful bidder, Progreen Building Incorporated, on the current janitorial service contract.
A 5. See attached Addendum pages.
CORRECTION:
CORRECTION;
Please replace the Attachment C REVISED Page from Addendum #1 with the REVISED Attachment C included with this AdcJendum #2. Failure to use this corrected pricing page will disqualify a proposal as being non-responsive.
BY ORDER OF THE CITY OF PALM SPRINGS,
CALIFORNIA
Lei1 ft, 9ite:nc,
Procurement Specialist II
DATE: January 31, 2017
ADDENDUM ACKNOWLEDGMENT:
DATE: January 31, 2017
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name:
Authorized Signature:
Date: _____ _
Acknowledgment of Receipt of Addendum 2 is required by signing and returning a copy of this addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deemed non responsive.
Item 1N - 126
ATTACHMENT "C" (REVISED) PER ADDENDUM #2
*THIS FORM MUST BE COMPLETED AND SUBMITTED IN A SEPERATELY SEALED ENVELOPE#2 "Cost Proposal", NOTwith Envelope #1, Technical/Work Proposal"') REQUEST FOR PROPOSAL (RFP #02-17)
JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES
COST PROPOSAL **REVISED"'* PER ADDENDUM #2
Responding to Request for Proposal No. 02-17 Janitorial Services for various City buildings, IANE will accept as full payment the following lump sum payment for providing all labor, supervision, services, materials equipment, and supplies to complete the Janitorial Services.
The undersigned Proposer proposes and agrees to provide all work and services necessary to deliver *describe here* as defined in the Scope of Work herein.
SCHEDULE I - BASE SCHEDULE PRICING SHEET
Base Bid: Firm fixed price per square foot, per month for providing Janitorial Services, as specified, for the following buildings for initial three (3) year Contract tenn:
LOCATION $ Per SQ FT SQFT MONTHLY$
City Hall $ Per Sq.Ft X 36,536 Sq. Ft. $
City Yard $ Per Sq.Ft X 5,400 Sq. Ft. $
Fleet Operations $ Per Sq.Ft X 1810 Sq. Ft. $
Police Deparbnent $ Per Sq.Ft X 42,425 Sq. Ft. $
Police Downtown Station $ Per Sq.Ft X 1,811 Sq. Ft. $
Main Library $ Per Sq.Ft X 32,500 Sq. Ft $
Fire Station #2 (administration office) $ Per Sq.Ft X 4160 Sq. Ft. $ Pavilion $ Per Sq.Ft X 18,736 Sq. Ft. $
Leisure Center $ Per Sq.Ft X 8,501 Sq. Ft. $
Swim Center $ Per Sq.Ft X 1,320 Sq. Ft $
Demuth Community Center $ Per Sq.Ft X 12,600 Sq Ft. $
Desert Highland Center $ Per Sq.Ft X 10,215 Sq. Ft $
Train Station $ Per Sq.Ft X 120 Sq. Ft. $
Downtown Parking Structure $ Per Sq.Ft X 11,111 Sq. Ft. $ Rudy's Store $ Per Sq.Ft X 900 Sq. Ft. $
Welwood Murray Library $ Per Sq.Ft X 5058 Sq. Ft. $
Item 1N - 127
Animal Shelter $ Per Sq.Ft X 4904 Sq. Ft. $
Village Fest Restroom Trailer $ Per Sq.Ft X 160 Sq. Ft. $ Park Restrooms: $ X 30 Days $ Victoria Park
Sunrise Park (Buildina 1J $ X 30 Days $
North West Side (Buildina 2J $ X 30 Days $
Ruth Hardv Park $ X 30 Days $
Demuth Park: (Buildina 1 J $ X 30 Days $
West Side Ball Field 7 & 8 (Building 2} $ X 30 Days $
AYSO (Building 3) $ X 30 Days $
East Side (Building 4} $ X 30 Days $
Blue Block: Family Restroom (Building 5) $ X 30 Days $
SUB TOTAL-ALL LOCATIONS, MONTHLY COST $
Worker available for unscheduled assignment: A Floater@ $ __ p/hr X 8 hrs per day X 21. 75 average work days per month = $ ________ _ TOTAL BASE COST PROPOSAL PER MONTH ........................... $ ______ _ TOTAL BASE COST PER YEAR (PER MONTH X 12MONTHS) $ _______ _ TOT AL ANNUAL AMOUNT:
(PRICE IN FIGURES)
(PRICE IN WORDS)
SCHEDULE II - OPTIONS PRICING SHEET
OPTION A: Cost to strip, scrub and re-wax vinyl, tile, wood and terrazzo floors if needed each additional time during the year. These are options ONLY. Not to be included in annual cost.
Item 1N - 128
City Hall $
City Yard $
Fleet Operations Bldg $
Police Department (including
Downtown} $
Main Library $
Leisure Center 'Wood Floor $ $
Pavilion "Wood Floor$ $
Desert Highland Center $
Train Station $
Demuth Community Center $
Downtown Parking Structure/ Elevators $
Rudy's store "Wood Floor$ $
Village Fest Restroom Trailer $
OPTION B: Cost to clean/shampoo carpeting using a vacuum truck-mounted extractor each additional time during the year. These are options ONLY. Not to be included in annual cost.
City Hall $
City Yard $
Fleet Operations Bldg $
Police Department (including
Downtown $
Main Library $
leisure Center $
Pavilion $
Desert Highland Center $
Train Station $
OPTION C: Cost to clean all windows and glass inside and outside, if needed, each additional time during the year. These are options ONLY. Not to be included in annual cost
I City Hall - Main Building
Item 1N - 129
$
--- -- ·-- --- - -· .. ------
City Hall - Engineering $
City Yard $
Fleet Operations Building $
Police Department (including Downtown Station) $
Main Library $
Leisure Center $
Pavilion $
Fire Department Administration Offices $
Desert Highland Center $
Rudy's Store $
Welwood Murray Library $
Animal Shelter $
Demuth Community Center $
This is to certify that, to the best of my knowledge and belief, the cost or pricing data submitted in support of Proposal No.02-17 for Janitorial Services for various City of Palm Springs facilities (Schedule I and II of this RFP document) are current, accurate, and complete.
PRICING FOR INITIAL 3 YEAR TERM AND CPI ADJUSTMENTS FOR OPTIONAL RENEWALS:
For the initial three (3) years of the Agreement term, the annual amount shall be fixed. For optional years 4 and 5, Contractor may request a price adjustment not to exceed the Bureau of Labor Statistic's Consumer Price Index (CPI) for the LA/Riverside/Anaheim region for the prior 12 month period effective on the anniversary date. Optional renewal years 4 and 5, and any associated CPI increase, are at the mutual consent of the City and the Contractor.
NOTE: This page MUST be manually signed.
Certified by:
Firm Name
Signature of Authorized Person
Printed Name
Title
Date
Item 1N - 130
RFP #02-17
PROVIDING JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES ADDENDUM NO. 3
This Addendum is being issued for the following changes and informational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE SPECIFICATIONS AND
INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAWINGS AND SPECIFICATIONS. THIS ADDENDUM SHALL TAKE PRECEDENCE OVER
ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND
INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS.
CORRECTION:
CORRECTION:
Please replace the Attachment C REVISED Page from Addendum #2 with the REVISED Attachment C included with this Addendum #3. A revision was made to reference a daily rate for Parle Restrooms to renect a monthly total. Failure to use this corrected pricing page will disqualify a proposal as being non-responsive.
BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA
L,,U)4 9ikn,
Procurement Specialist II
DATE: February 1, 2017
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name:
Authorized Signature:
Date: ____ _
Acknowledgment of Receipt of Addendum 3 is required by signing and returning a copy of this addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deemed non-responsive.
Item 1N - 131
ATTACHMENT "C" (REVISED) PER ADDENDUM #3
"THIS FORM MUST BE COMPLETED AND SUBMITTED IN A SEPERATELY SEALED ENVELOPE#2 "Cost Proposal", NOTwith Envelope #1, TechnicalJWork Proposal*) REQUEST FOR PROPOSAL (RFP #02-17)
JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES
COST PROPOSAL -REVISED- PER ADDENDUM #3
Responding to Request for Proposal No. 02-17 Janitorial Services for various City buildings, I/WE will accept as full payment the following lump sum payment for providing all labor, supervision, services, materials equipment, and supplies to complete the Janitorial Services.
The undersigned Proposer proposes and agrees to provide all work and services necessary to deliver *describe here* as defined in the Scope of Work herein.
SCHEDULE 1- BASE SCHEDULE PRICING SHEET
Base Bid: Firm fixed price per square foot, per month for providing Janitorial Services, as specified, for the following buildings for initial three (3) year Contract term:
LOCATION
City Hall $
City Yard $
Fleet Operations $
Police Department $
Police Downtown Station $
Main Library $
Fire Station #2. (administration office) $
Pavilion $
Leisure Center $
Swim Center $
Demuth Community Center $
Desert Highland Center $
Train Station $
Downtown Parking Structure $
Rudy's Store $
Welwood Murray Library $
$PerSQFT
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
Per Sq.Ft X
SQFT
36,536 Sq. Ft.
5,400 Sq. Ft.
1810 Sq. Ft.
42,425 Sq. Ft.
1,811 Sq. Ft.
32,500 Sq. Ft.
4160 Sq. Ft.
18,736 Sq. Ft.
8,501 S q. Ft.
1,320 Sq. Ft.
12,600 Sq Ft.
10,215 Sq. Ft
120 Sq. Ft.
11, 111 Sq. Ft.
900 Sq. Ft.
5058 Sq. Ft.
MONTHLY$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Item 1N - 132
Animal Shelter $ Per Sq.Ft X 4904 Sq. Ft. $
Village Fest Restroom Trailer $ Per Sq.Ft X 160 Sq. Ft. $ Park Restrooms: $ Daily Rate X 30 Days $ Victoria Park
Sunrise Park (Building 1 j $ Daily Rate X 300ays $
North West Side (Building 2) $ Daily Rate X 30Days $
Ruth Hardv Park $ Daily Rate X 30 Days $
Demuth Park: (BuHdina 1) $ Daily Rate X 30 Days $
West Side Ball Field 7 & 8 (Buildino 2j $ Daily Rate X 30 Days $ AYSO (Building 3j $ Daily Rate X 30 Days $
East Side (Buildina 4J $ Daily Rate X 30 Days $
Blue Block: Family Restroom (Building 5) $ Daily Rate X 30 Days $ SUB TOTAL -ALL LOCATIONS, MONTHLY COST $
•• Parle Restrooms daily rates would be charged for those months with 31 days.** Worker available for unscheduled assignment: A Floater @ $ __ p/hr X 8 hrs per day X 21.75 average work days per month = $ _______ _ TOTAL BASE COST PROPOSAL PER MONTH ........................... $ ______ _ TOTAL BASE COST PER YEAR (PER MONTH X 12MON1l-lS) $ _______ _ TOTAL ANNUAL AMOUNT:
(PRICE IN FIGURES)
(PRICE IN WORDS)
SCHEDULE II - OPTIONS PRICING SHEET
OPTION A! Cost to strip, scrub and re-wax vinyl, tile, wood and terrazzo floors if needed each additional time during the year. These are options ONLY. Not to be included in annual cost.
Item 1N - 133
City Hall $
City Yard $
Fleet Operations Bldg $
Police Department (including
Downtown) $
Main Library $
Leisure Center --Wood Floor$ $
Pavilion 'Wood Floor$ $
Desert Highland Center $
Train Station $
Demuth Community Center $
Downtown Parking Structure/ Elevators $
Rudy's Store 'Wood Floor$ $
Village Fest Restroom Trailer $
OPTION B: Cost to clean/shampoo carpeting using a vacuum truck-mounted extractor each additional time during the year. These are options ONLY. Not to be included in annual cost.
City Hall $
City Yard $
Fleet Operations Bldg $
Police Department (including
Downtown $
Main Library $
Leisure Center $
Pavilion $
Desert Highland Center $
Train Station $
OPTION C: Cost to clean all windows and glass inside and outside, if needed, each additional time during the year. These are options ONLY. ,t!e! to be included in annual cost.
I City Hall - Main Building
Item 1N - 134
$
City Hall - Engineering $
City Yard $
Fleet Operations Building $
Police Department (including Downtown Station) $
Main Library $
Leisure Center $
Pavilion $
Fire Department Administration Offices $
Desert Highland Center $
Rudy's Store $
Welwood Murray Library $
Animal Shelter $
Demuth Community Center $
This is to certify that, to the best of my knowledge and belief, the cost or pricing data submitted in support of Proposal No_Q2-17 for Janitorial Services for various City of Palm Springs facilities (Schedule I and II of this RFP document) are current, accurate, and complete.
PRICING FOR INITIAL 3 YEAR TERM AND CPI ADJUSTMENTS FOR OPTIONAL RENEWALS:
For the initial three (3) years of the Agreement tenn, the annual amount shall be fixed. For optional years 4 and 5, Contractor may request a price adjustment not to exceed the Bureau of Labor Statistic's Consumer Price Index (CPI} for the LNRiverside/Anaheim region for the prior 12 month period effective on the anniversary date. Optional renewal years 4 and 5, and any associated CPI increase, are at the mutual consent of the City and the Contract.or.
NOTE: This page MUST be manually signed.
Certified by:
Firm Name
Signature of Authorized Person
Printed Name
Title
Date
Item 1N - 135
EXHIBIT "C"
CONTRACTOR'S PROPOSAL
CONTRACTOR'S PROPOSAL
Request for Proposal
for Janitorial Services
for Various City Buildings
Palm Springs
By
'R&'R Janitoria{ Service
82491 Garden Ave
Indio Ca 92201
(760)799-3210
(760)861-1003
January 12, 2017
Item 1N - 136
Table of Contents
Introduction Letter
Qualifications & Experience
Staff/ Team Members
References
Plan Control
Staffing Plan
Equipment List & Necessary Materials
Training Program
Project Schedule
Local Reference
Cost Proposal (Envelope #2)
Miscellaneous
Item 1N - 137
January 12, 2017
Ms. Leigh Ann Gileno
Procurement Specialist II
City of Palm Springs
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Ms. Gileno,
R&R Janitorial Service would like to thank you for giving us the opportunity to submit our Janitorial proposal for The City of Palm Springs.
R&R Janitorial Service is a company that is just starting its business. The owners of this company Reyna(Isabel) and Refugio (Rey) Valtierra have over 25 years of experience in cleaning. Both have worked in many different Country Clubs, with Private Home Owners, and Restaurants.
Reyna and Refugio Valtierra always make sure that they satisfy their customers making sure everything is always nice and clean. R&R Janitorial Service is a company that will make sure that The City of Palm Springs is always clean and satisfied with our custodial services.
Hopefully we get a chance to continue working for you and the rest of The City of Palm Springs.
Thank you very much,
Reyna & Refugio Valtierra
Page91 of117
Item 1N - 138
Qualifications and Experience
R&R Janitorial Service is a custodian company with many years of experience in cleaning. The owners and its employees have worked most of their lives cleaning for many companies. Our personnel will always be ready to complet.e tasks and all other requirements our clients will demand.
R&R Janitorial Service employees are very responsible and trustworthy The City of Palm Springs will always be able to count on us for any janitorial services.
R&R Janitorial Services also includes window washing, carpet cleaning, waxing and floor stripping, and our custodial services. We have our employees who will be available 24 hours a day fur any situation.
As janitors, we will always make sure that all facilities are clean, stocked up with supplies, clean floors, and clean windows. We will always be ready to help with whatever else there needs to be done.
The City of Palm Springs will be very happy ifR&R Janitorial Service ends up with this proposal.
As a company, we will all work very hard and you will be very proud of having us as your custodian company.
Item 1N - 139
OLGA
BARRIENTOS
FROYLAND
RODRIGUEZ
NICASIO
ROBLES
JOSE LUIS
RODRIGUEZ
GLORIA
LOPEZ
ALMA
BRINGAS
LAURA
ADONES
JOSE
GARCIA
REYNA (ISABEL)
VALTIERRA
REFUGIO (REY)
VALTIERRA
---- ---· ---···-· -- -
Staff I Team Members
··--��-- ·--··-
Janitor
18 years of experience
City Hall & Police Department
Janitor
8 years of experience
Animal Shelter & Demuth
Janitor
12 years of experience
Welwood Murray Library
Janitor
10 years of experience
Leisure & Pavilion Center
Janitor
8 years of experience
Main Library
Janitor
7 years of experience
Desert Highland Center
Janitor
10 years of experience
Engineering & Fire Department
Janitor
6 years of experience
Park Restrooms & Swim Center
Owner/ Janitor
Over 20 years of experience
City Yard & Fleet
Building
Owner/ Janitor
Over 25 years of experience
(floater)
---·-----· -· ····-··-· --·
Item 1N - 140
Jillians Restaurant
Comcor Holding
ProGreen
Shah Management
References for Reyna
74-155 El Paseo, Palm Desert, Ca 92260
Jay and June Trubee
(760)776-8242 Phone
[email protected]
October 2012- Present
$13 an hour/ 5 Days a week
P.O. Box 57310, Lincoln, NE 68505
Paul C. Schorr
(402)464-3456 Phone
2001-Present
$1,800 Monthly
References for Rey
10-834 Whittier Blvd, Whittier, Ca 90606
Mike Sullivan
(562)692-0704
2014-Preaent
$1,000 a month
73-345 Highway 111 Suite 100, Palm Desert Ca 92260
Shure Shah
(760)346-4747 Phone
2001-2013
$2,500 a month
Heather MacPherson (760)285-5325 }ieather.MacPherson@palm§llringaca.gov
Item 1N - 141
Plan Control
R&R Janitorial Service understands the expectations that The City of Palm Springs has for the job to get done. R&R is very capable of meeting with all the obligations that are in the contract. We are also fully capable of using nothing but Green products.
The products that we will be using will continue to be purchased at Waxie and Georgia Pacific. R&R Janitorial Service will be utilizing Palm Springs labor as well as the Coachella Valley.
R&R is a company with people that are always committed to do the job and accomplish the expectations of our contractors. We have designed a work schedule so that we can assure and meet all the requirements that The City of Palm Springs has in this contract.
We will conduct several inspections in every single building to make sure that all things are getting cleaned and done just like it says in the proposal.
Item 1N - 142
Staffing Plan
City Hall 4 days a week Olga Barrientos 7Hours
Monday-Thursday
City Yard 4days a week OPEN 4Hours
Monday-Thursday
Fleet Bldg. 4 days a week OPEN 3 Hours
Monday-Thursday
Police Department & 7 days a week Olga Barrientos 8Hours Jail Facility Monday-Sunday
Subs Station 2 days a week R,ey Valtierra 2Hour
Tuesday & Thursday Floater
Main Library 6 days a week Gloria Lopez 5 Hours
Monday-SatUl'day
Fire Station# 2 4 days a week Laura Adones l.5Hour
Monday-Thursday
Pavilion 7 days a week Jose Luis 4Hours
Monday-Sunday Rodriguez
Leisure Center 6days a week Jose Luis 3Hours
Monday-Saturday Rodriguez
Swim Center 7 days a week Jose Garcia 4Hours
Monday-Sunday
Demuth Community 6days a week Froiland Rodriguez & 4Hours Center Monday-Saturday Arcelia
Desert Highland 5days a week Alma
Bringas 5 Hours
Center Monday-Friday
Train Station 6 days a week Rey Valtierra !Hour
Monday-Saturday fl.oater
Downtown Parking 5 days a week Rey Valtierra 4.5Hours
Structure Monday-Friday Floater
Rudy's Store 1 day a week R,ey Valtierra l.5Hour
Wednesday Floater
Welwood Murray 7
days a week Nicasio Robles 2Hours
Library Mondav-Sunday
Animal Shelter 7
days a week Froyland Rodriguez & 6Hours
Monday-Sunday Arcelia 3Each
Village Fest I day a week Rey Valtierra lHour
Restroom Trailer Fridays Floater
Engineering 4days a week Laura Adones 4 Hours
Monday-Thursday
Park Restrooms 7 days a week Jose Garcia
Monday-Sunday
Page%of117
Item 1N - 143
I;
Equipment List & Necessary Material
Green Cleaning
• Chemicals
o Urinal Deodorant
o Drain Cleaner
o Windex/ Glass Cleaner
o Bleach
o Comet
o Bowl Cleaner
o Degreaser
o Restroom Cleaner
• Cleaning Tools
o Duster
o DustPam
o PushBroom
o Brooms
o Toilet Bowl Brush
o Wiping Ragsffowels
o Gloves
o Squeegee
o Mops & Mop Handles
o Dust Mop Head
o Plunger
o Cleaning Cart
o Spray Bottles
o Scrubbing Sponge
o MopBucket
• Egujpment
o Floor Machines
o Vacuums
o Burnisher
o Carpet Extractor
0 Lift
o Different size of trash bags
-.. Paper Products
o Coreless Bath Tissue
o Seat Covers
o Hand Paper Towels
o Bathroom Tissue (park restrooms)
-.j.. Hand Hygiene
o Hand sanitizer
o Hand Soap
Item 1N - 144
Training Program
R&R Janitorial Service will be training its employees to comply with all OSHA SB198 requirements.
All janitorial staff will be taught the following:
• Proper cleaning techniques
• Properly labeling cleaning products
• Proper use of equipment
• Properly applying and handling cleaning products
• Work safety and work site emergency procedures
• Lifting correctly techniques
• Material safety data sheets
• CAL-OSHA SBI98 requirements
Pre-Employment Procedures
Once an employee fills out an application R&R Janitorial Services will do a complete screening :fur pre-employment including:
• Drug Testing
• Employment Background Check
• Employment Eligibility 1-9 Verification
• DMVCheck
• Criminal Records Check
•
After this whole process R&R will then interview and hire the right candidate who will be able to get the job done and someone who will also be trustworthy, honest and hard worker.
Item 1N - 145
Proiect Schedules
R&R Janitorial Service will always make sure that all employees are always doing their job and that all tasks are getting completed on time.
Tuesday's: (all locations)
• Wash down tile walls and toilet partitions
• High dust restroom walls
• Pour water down floor drains
• Clean appropriately restroom chairs, sofas, and all other furniture • Wipe clean sinks, drain board's microwaves and counter tops • Damp wipe table tops and chairs
• Sweep and damp mop floors, including weight room
• Damp wipe and clean tops, sides, and fronts, of all appliances (stove, refrigerator, dishwasher, microwave over)
1st week of the month: (all locations)
• Dust mop spot clean and vacuum entire floor area
• High dust wall and ceilings
• Vacuum air grills
• Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures • Dust side and tops of all lockers, file and storage cabinets; dust window sills, shelves and other ledges
• Polish meeting room and public area table tops
• Clean public access partition glass inside and outside 3 times a year February. June and October: (all locations) • Strip, scrub, and re-wax vinyl, tile and terrazzo floors • Scrub, mop, and re-seal wood floors
• Dust wall paneling
• Vacuum all fabric 1) walls, 2) furniture, and 3) drapes • Clean and polish all metal furniture
• Dust or damp wipe push-plate, kick plates, and baseboards, and molding • Damp wipe exterior surface of light fixtures
• Clean/ shampoo carpeting
• Clean all windows and glass inside and out
• Clean all vertical blinds
Every Friday: (all locations)
• Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other furniture
• Damp mop all hard surface floors, including Police Department stairs and stairwell • Damp wipe plastic, vinyl and leather chairs/ or sofa. backs, seats and arms • Dust door and door frames
• Clean entry door metal and thresholds
• Vacuum carpeting (before 8am and after 6pm) except Communications area • Clean reception area partition glass, inside and out
• Damp wipe elevator car walls and handrails
• Vacuum elevator car floor and tracks
• Damp wipe stairway handrail
Eyezy 4 months April, August, and December: (Animal Shelter) • Light scrub/wax Public Area restrooms and community room • Light scrub/wax Non-Public Area restrooms, lunch rooms, animal intake room • Shampoo office carpets
• Clean exterior glass windows
Page99 ofll7
Item 1N - 146
• Clean interior/exterior partition glass (excluding inside of animal areas) Every 6 Months: (Animal Shelter)
• Machine scrub and detail clean concrete hallways. This will also include cleaning the adjoining threshold
• Detail clean the stainless-steel wall moldings and door kick plates in public areas. • Detail clean the stainless-steel wall moldings and door kick plates along the non-public gray concrete hallway areas.
Item 1N - 147
ATTACHMENT "A"
"THIS FORM MUST BE COMPLETED ANO SUBMITTED Wml YOUR TECHNICAUWORK PROPOSAL (Envelope #1,.
REQUESTS FOR PROPOSALS (RFPJ # 02-17
JANITORIAL SERVICES FOR VARIOUS CITY FACILITIES
SIGNATUREAUlltORIZATION
NAME OF COMPANY (PROPOSER):12_�· . .
BUSINESS AODRESS:flgcj1 ema® ��=J �&I
TELEPHONE:jio ,�!f C� PHONEJ{dj B'ol l()03 FAX
cONTACT PERSON \kll:hefAA eMAJL ADDRess IAieti:eue. 1b@ eiiea ca,\ A. I hefeby certify that I have the authority to submit this Proposal to lhe City of Palm Springs for lhe aboVe listed individual or company. I certly that I have the authority to I!!!!!! myselfllhis company in a contract should I be successful in my proposal
�io 'lattieeea �g_
P
�
RINT DNAME �LE
l'J � _Q.,,... _______:___ 'Qo-a �- '2DIJ-r ,-....,..,..,_ SIGNATURE AND DA.J tc �
B. The following infoonation relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate:
1. If successful, lhe conllllCt language should refs lo me/my tximP9'1Y as:
✓ An individual;
= A partraship, Partners· names:. __________ _
-� A company;
__ A corporallon If a corporation, organized in Ille state of: ___ _ Pleaee Gheck below JF JCMlr firm quallflas • a LDl:ill Busina&& as daflnacl in Ille RFP:
/A Local Business (licensed wil:tin lhe ji.isdidion of the Coachela Valley).
Copy of cumint business licanse i& raayfqd lo tJe attached 10 this document.
Pl•- d11t11.lc �ow whichever applles:
� Y-. our �any certifies lhat ii meets the Non-DiscrimlnatlGn and Equal Benefits requireme,,ts as provided herein.
__ No, our oompany does not meet the Non-Discrimination and Equal Bellelts requirements as provided herein.
2. My ta,c Identification number Is: 8 l-'Z,Y201S�
ADDSIDA ACKNOWLEDGMENT:
Admowledgment af Rl!Ceipl d any Addenda IS.sued by lhe City kr this RFP iS required by including the acknowledgment will'I your proposal. FailUre lo ;,cknt>MedQ& the Addenda issued may resull in vour prc,posal being dNmed non responsive.
In the space 11rovlded-pl- acknawledge ll!Clllpt af each Addendum:
Addl!ndumla) fl. \, fe� lalant haNby acknowledged.
Page32of58
Item 1N - 148
ATTACHMENT •e"
'TitlS FORM MUSY 8E COMPLETED ANO SUBMITTED WITH YOUR TECHNICAUWORK PROPOSAL CEnvelope #1)*
NON-COLLUSION AFFIDAVIT TO BE E>CECUTEO BY
PROPOSER AND SUBMITTED WITH PROPOSAL
STATE Of CALIFORNIA) ss
COUNTY OF RIVERSIDEI
The undersigned, being flrst duly sworn, deposes and says that he or she is �io \JAl+ierz@ ot :R;t R, J&Jim?/AI ;£evice,. the r>artY makinge Joregoing Propose!. Ttaal the Proposal Is not made in the intem;IS of, or oo the behalf d, imy undisclosed persan, pm1nership. cooipany, essocialioo, orysnizatlon, or corporation; that the Proposal Is genuine and nol oolklsl\'e or sham; that I� Proposer has not directty or indirectly IMuced or sclic:ited any other Prnposet to put in a false or sham Proposal, and has not directly or indirectly colluded, oonspired, oonnhled, or agreed mlh any Propos5 or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the Proposer has not In any manner. direclly or indifecUy, soug� by agreement, communication, or confemm:e with anyone to fix the Proposal price <If Iha Proposer or any other Pmfx,ser. or lo fix any overhead. pro(Tt, 0t cost element of the Propo5al price, or of that Of any other Proposer, or to secure any advantage against the pubic body awarding the amlracl of anyone inleresled in the proposed conlrad; lhat al statements contained in the Proposal .-e true; and. flriler, that the Proposer has not. directly or indirectly, submitte<I his or her Proposal price or any breakdown thereof. or the conl.-its thereof, Of diwlged inlamBtion or data relative thered, or paid, and 'MIi not pay, any fee to any CCJrpllf8tion, partner"$hip, company, assodaUon, organization, Proposal depository, or any othel' member or agent lhereof to effectuate a colusive or sham Proposal.
Tille: Cu,)�r2,
Subscribed and swcm IQ before me this 3 day of Rb 12UAJ?:j ,..__ ...... _. •1111
Page I02 of 117
• 2017.
Item 1N - 149
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i ..
'
CALIFORNIA JURAT WllH AFFIANT STATEMENT GOVERNMENT CODE § 8202 .J-See Attached Document (Notary to aoss out loas 1-o betow) See Stalement Below (Unes 1"'9 lo be completed only by document signef(s}, not Notary) Signature of Document Sfgnar No. 1
------ - . -·-- .. � �· . �. -�·· ..
Signature of Document Signe, No. 2 (if an»
, A rota,y p.01c or otner onica- completing� ceitifocale verif.es on,y the Identity ol ttle individual who !iif,l!!:I the I · ODQJmenl to which 1hsCB111ficale :s atlached, and not the lruthfu.ness, accuracy, or valdlly of that documenl. I -.••-•--• -• -•-•----••••--••••••••-•-•••••••�----••---•-• .. a. ••••• •-�--�--•--•-----•------ ••��•��••�•-�••••M••••' Stale of CaliJprnia
County of .q. t 'f• ';>,, ( 'f
Aace Notary Seal At:1011e
Swscribed and sworn to (or amrmed) before me
on this �-.1._ day of lj,_,, <: t.�-...... , 20 i ;' ,
by Date Mont.'.•· Year
,._.
(l)____j_,_ ;·· ., ... , .. � _ _j ":;";- _. . ( • ::-, -, · . '•F· ' ;/,: . -. ,·· (and (2) ).
Neme{S) of Signer(sJ
proved to me on the basis of satisfactory evidence
lo be the person(s) who appeared before me.
Signature.d��-�"·, / ,.,/ //�, (··�--::./
Signalure of Notaryf'ubfic
--------------OF'l10NAL---------------
Thoogh this secltOfl is 01Jlional, comp/elmg tms information can deter alteration of the document or fraudulent teettachment ol lhis form to an unontSl'lded document.
Desc:rtptlon of Attached Docunent
l ' · 1 1 ' i Teti& or Type of Docuffltlflt/r if f.. Id . .-,, ff · 1-, c ,11, :..- DoctJmentDate:_':_::.--/>: /;;,-... · Number of Pages) 11ti Signer(s) other Than Named Above: _______ _ (:)2016 Nal<>n&I Notary Associiltion • W\WI.Nat-onalNotary.org • 1-800-US NOTARV (1-800-876-6827) ilem 115910
Item 1N - 150
-----------. ·---- -··-· ... ,_
The C r·i of .=-a r:1 Spr ngs
Paul C. Schorr Ill
800 Fifth Avenue, 19•C
New York. NY 100h5
�e·r,o Go LC es :·1rn wo1k:ed v.;:, s nr over O /80 s. '.·'.ie ;,c .. J,� ic•Jr'd h:,r to be ve.·y de per· doh e (�re time y. Sh•-:: k; io·,,_,, nst.''.,c iior:s :::'osely o:1d 'l'le 15ccr'lri1erc: ;·H:::P inu:-.1 · ;J b y.
s·r;core, 'f,
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Item 1N - 151
Reyna Valtierra
February 3, 2017
To Whom It May Concern,
Reyna Valtierra has been employed by liftian's since October 2012 Reyna"s responsibilities includes taking care our restaurant and also taking care of our home.
Reyna is the most loya] and trustworthy employee. It is such a pleasure having her around, she comes to work with a smile and always with a great attitude. She works well with the other staff members.
I trust Reyna completely and would recommend her for any opportunity that she desires.
Slnc:erely,
)�.�51�
aMTrubee
Proprietor.
Page l05 of 117
Item 1N - 152
l -
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CITY OF PALI\tl SPRINGS BUSINESS LICENSE
3100 I· IAHQUITZ Ci\NYO'\J WAY. PALM SPRINGS. CA 92262 (760, 3.!3-S289 Pl fASE NOTE TMAT IT IS YOUR RF.SPO"lSIBll.ll''r TO RENEW ,\�O l. PDATE TIIIS LICEN�E t\NNL\LL 'I' HUSINl:'.SS Nlll\lUl�I(:
Bl!SINESS T\'l'E:;
OW'i:l•:H N.\:\11•::
20020321
JANITORIAL
REPIJlilO VALTIERRA
RCY'-IA VAL TltRRA
BLSINESS NA\m: R & R JA�llORIAL StRVICC
KliSINl�SS AI>IJKK\lS: 82191 GAlmEN A\ �
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R & R JA'llTORIAL SERVICC s:wn GARIJI::N AVE
11\DlO IA 9:l"!Oi
l�X PIRA'FIOI\
f)l!/31/2017
OIUI 1017
08 30/2017
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CERT NO
790}1(,
79087
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79089
ISSl"A �CE
OF THIS LICEXS!i: llOli.S 'SOT Ef."TIT[.F,
THE I.IC:f...,_Sr.r. TO Ol't:RATE OK '11,\INTAI/\ ,\
DUSll\'ESS I'.\ \ IOL,\TION m· Alli\' O'rllEK LA\\'
Oil nlUJl!'.ANC:1':. 171Lli IS ;\l.)'I' AN tMK)MSt:r.u-;ifr 01' THll ,\Clt\TI'\' �OR oi;·rn�: APrLlC,\Jl;'l"'S
UI ,,\I.I lit!:� 110:-;s.
1\lU�'T UI!: J)OSTl!'.D I'.'/ A CONSPICUOUS PLACE
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Item 1N - 153--..J
Cost Proposal
ATTACHMENT "C" (REVISED) PER ADDENDUM #3
"THIS FORM MUST BE COMPLETED AND SUBMITTED IN A SEPERATELY SEALED ENVELOPE#2 aeost Proposal", tlQI.with Envelope #1, TechnicaWJori< Proposart REQUEST FOR PROPOSAL (RFP #02-17) JANITORIAL SERVICES FOR VARIOUS CITY FACILmES
COST PROPOSAL "REVtSED"" PER AOOENDUM 13
Responding to Re quest for Proposal No. 02-17 JanilDriat Services for various C ity buildings, I/WE will a ccept as ful payment l1e ronowi ng lump sum pa ymern for providing all labor , supervision, services, materials equipment, and supplies 10 co mplete the Janitorial Services The undersigned Proposer proposes and agrees to provide all work and services necessary to deliver •describe here• as damed in the Scope of Wortc herein.
SCHEDULE I - BASE SCHEDULE PRICING SHEET
Base Bid: F"inn fixed price per square foot, per month for providing Janitorial Seivices, as specifiad, for the rollowing buildings for initial three (3) year Conlrac:t tenn:
LOCATION $ PerSQFT -�·•�-··
CttyHal $ .ass PerSq.Fl X
PllyYarl'J $.17 PerSq.Fl X
Fleel Operations S .45 Per Sq.Fl �
SQFT
136,538 Sq. Fl.
---···- -�-------- ----
15,400 Sq, Fl.
1810 Sq. FL
MONTHLY$
S 31 05.56
-�--""''" .. -� ··- . -
S 918.00
S 814.50
.Polee Depatonen1 $.096 PerSq.Fl X 142,425 Sq. R. s 40n.&0 Police Downtown StatiOn S.22 PerSq.Fl X
Main Library S.078 PerSq.FI X
�ire Slelion #2. (administration office} S.13 PerSq.FI X Favlion S.10 PerSq.Ft X
�------
�eisure Center S.15 PerSq.FI X
ISwim Center t98 PerSq.A X
Demuto Community Center $ .12 PerSq.A X
-· -� --
Peseri Highland Center $.13 PerSq.A IX
rrrain Station IK.SO PerSq.R
IX
powntown Parking Structure $12 Per Sq.R
IK
•-
Page I07 of 117
� .811 Sq. Ft.
�2.500 Sq. A.
4160 Sq. Ft.
18,736 Sq. Ft
8,501 Sq. Fl
1,320 Sq. R.
12.000Sq Fl
10.215 Sq. Fl
12D Sq. Fl.
11,111 Sq. Ft.
S 398.42
S 2535.00
S 540.80
:StB73-60
$ 1275.15
S 1293.60
$1512.00
$ 1327.95
$ 540.00
$1333.32
i
Item 1N - 154
- - .I
!_
I I
----I------ -- ····-·-··· ·-··
J.1S -,----- --
··-···---
Rudy's Store Per Sq.A K ioooSQ. R. Is 117.00
... ----- '
Welwood Murray Libnny S.20 PerSq.R )( [so585q.R. IS 1011.eo ··-·
Animal Shelter S .31 PerSq.Fl X 4904 Sq. Ft $1520.24
Vllage Fest Restroom Trailer us PerSq.A X 160Sq. Fl. $100.80 Pait Restrooms: 516 Daily Rate X 30Days $480 Victoria Parll 516 OalyRale X 30Days i $480 Suruise Park (&Mld/ng 1)
i
--··-····---- ··-·.
!
:
'
I
-- North West_ Side (Buirdirlg 2)
Ruth Hanly Parll
OemtMIParil: (BtitJhll 1)
west Side Bal Field 7 & 8 (8uildirrQ 2J
AYSO(&Mng3J
East Sida (8uHrv 4)
Blue Block: Family Reslroom (Baildi'lg 5}
SH DallyRale
S18 08ilyRa1e
$11 Daly Rate
J18.67 Daily Rate
f 18.67 Daily Rate
$15.:W. OailyRalB
J19 DailyRale
X 30Days
X 30 Days
X 30Days
X 30 Days
X 30Days
X 30Days
X 30Days
· S420
__ _j I
$540
$330
S 560.10
--··-- ·-
$ 560.10
$460.20
$570
,_., ______ , .....
l
i : SIii TOTAL-ALL LOCATIONS. MONTltl Y COST
j $ 28,690.�� --
;
Wofker available for ooscheduled assignment: A Floater@ $14.00 plhr X 8 l1fS per day X 21. 75 average work days per month = $2,436.00 TOTAL BASE COST PROPOSAL PER MONTH ........................... $31.126.74 TOTAL BASE COST PER YEAR (PER MONTH X 12MONTHS) $ 373.520.88 TOTAL ANNUAL AMOUNT:
s 373.520,88
f PRICE IN FIGURESI
Th,ee Hundied S.venty-lbaw lbOUAlld Fi¥II Hundred lYfeflty dollars & Eighly-Eght Cents (PRICE IN WORDS)
Item 1N - 155
------····•····" .. ··------+-------+---+------+---
SCHEDULE II - OPTIONS PRICING SHEET
OPTION A: Cost to ship, scrub and re.-wax vinyl. tile wood and terrazzo floors if needed each additlonat time during the year. These are options ONLY Not to be included in annual cost.
City Hall ! $750
-·
City Yard ·. $825
Fleet Operations Bldg !
I
$475
Police Department (including
Downtown) 'S900
.......... .,
Main Library
: Leisure Center
Pavilion
Desert Highland Cen1er
Train Station
Demuth Community Center
Downtown Panting Sln.ldure,1 Elevators
Rudy's Store
Village Fest Restroom Trailer
$350
"Wood Floor$ 575 $525
•Wood Floor$ 975 $525
---••-
$600
$225
--·-··-····--
! $650
' ····----
l
I -Wood Floor S 400
l
. ·· ·--··
$425
i
'$250
____...,_
~••••••-••••-• ,n••••-••----
------- ···-·-·-··--·
-,
·--- -
OPTION B: Cost to clean/shampoo carpeting using a vacLUn In.Ide-mounted extractor each additional time during the year. These are options ONLY. Not to be included i1 annual cost.
City Hall
� CttyYard
;
I
Item 1N - 156
i
l
I ...... J
; I l_ __
·-f---------· ..
.
s
i
·····--·----....+1-:-:-::------'
-------~----~········
I Fleet Operations Bldg
Police Depadmerrt (including
·Downtown
I Main Library
Leisunt Center
S 150
····--··
$1100
$1200
$425
�-- ·- ·. ·· -·-
$425
..
-·--- ----·----·-�---·-
.. --· · ..
·-
······-·--
I
?aviion·· _ .. _______
�-.. ---· -- - ·· ·····--·-
: Desert Highland Center $450
Train Slalion SN/A
OPTION C: Cost to dean all windows and glass inside and outside, if needed, each additiona� time during the ye.-. These are options ONLY. Nol to be inclKlad in annual cost.
City Halt - Main Bllilding $ 750
City Hall - Engineering $450
City Yard $400
Fleet Operations Building $275
Police Department (indudi,g Downtown Station) $600
Main Library $800
Leisure Center $550
Pavilion $55D
FH'e Department Administration Ofices $350
Desert Highland Center $350
RUdy's Store $200
Welwcod Murray Library $350
Animal Shelter $500
Demuth Communtty Center $400
This is to certify that, to the best of my knowledge and belief, the cost or p,idng data submitted in support of Proposal No.02-17 for Janilorial Services for various City of Palm Springs facilities (Schedue I and II of this RFP document} are cunent, accurate, atd complete.
Item 1N - 157
PRICING FOR INITIAL 3 VEAR TERM AND CPI ADJU§JNl:tll'S fQB OPTIONAL RENEWALS:
For the initial tmte (3) years of Iha Agreement term, the amual amount shal be fixed. For optional years 4 and 5. Contractor may request a pl'iCe adjusiment not to exceed lhe Bureau of Labor Statistie's Consumer Price Index (CPI) for the LA/River&idelAnahein region for Ole prior 12 montl period effective on ine anniversary dale. Optional renewal years 4 and 5, and any associated CP1 increase, are at lhe mutual consent d 1he City and lhe Conlraclor.
NOTE: This page MUST be manuaJly &iqnad.
Certified by: B & 8 Janitorial Service
Finn Name
Printed me
/") u t-.iea...
�f\Rc h lv JoJ l:
Date
Item 1N - 158
.. '!/ "T;
- .. -·- ,. -------~
EXHIBIT"D"
SCHEDULE OF COMPENSATION
SCHEDULE I - BASE SCHEDULE PRICING SHEET
Firm fixed price per square foot, per month for providing Janitorial Services, as specified, for the following buildings for initial three (3) year Contract term:
LOCATION $ Per SQ FT SQFT MONTHLY$
City Hall $ .085 Per Sq.Ft X 36,536 Sq. Ft. $ 3105.56
City Yard $.17 Per Sq.Ft X 5,400 Sq. Ft. $ 918.00
Fleet Operations $ .45 Per Sq.Ft X 1810 Sq. Ft. $ 814.50 Police Department $.096 Per Sq.Ft X 142,425 Sq. Ft. $ 4072.80 Police Downtown Station $.22 Per Sq.Ft X 1,811 Sq. Ft. $ 398.42 Main Library $.078 Per Sq.Ft X �2,500 Sq. Ft. $ 2535.00 Fire Station #2 (administration office) $.13 Per Sq.Ft X �160 Sq. Ft. $ 540 .80 Pavilion $.10 Per Sq.Ft X 18,736 Sq. Ft. $ 1873.60
Leisure Center $.15 Per Sq.Ft X 8,501 Sq. Ft. $ 1275.15 Swim Center $.98 Per Sq.Ft X 1,320 Sq. Ft. $ 1293.60
Demuth Community Center $.12 Per Sq.Ft X 12,600 Sq Ft. $1512.00 Desert Highland Center $.13 Per Sq.Ft X 10,215 Sq. Ft $ 1327.95 rrrain Station $4.50 Per Sq.Ft X 120 Sq. Ft. $ 540.00
Downtown Parking Structure $.12 Per Sq.Ft X 11, 111 Sq. Ft. $ 1333.32 Rudy's Store $.13 Per Sq.Ft X 900 Sq. Ft. $117.00
Welwood Murray Library $.20 Per Sq.Ft X 5058 Sq. Ft. $ 1011.60 Animal Shelter $.31 Per Sq.Ft X 4904 Sq. Ft. $1520.24
Village Fest Restroom Trailer $.63 Per Sq.Fl X 160 Sq. Ft. $100.80 Park Restrooms: $16 Daily Rate X 30 Days $480.00 Victoria Park $16 Daily Rate X 30 Days $480.00 Sunrise Park (Building 1) North West Side (Building 2) $14 Daily Rate X 30 Days $420.00
Item 1N - 159
Ruth Hardy Park $18 Daily Rate X 30 Days $ 540.00
Demuth Parle (Building 1) $11 Daily Rate X 30 Days $ 330.00 West Side Ball Field 7 & 8 (Building 2) $18.67 Daily Rate X 30 Days $ 560.10 AYSO (Building 3) $18.67 Daily Rate X 30 Days $ 560.10
East Side (Building 4) $15.34 Daily Rate X 30 Days $460.20 Blue Block: Family Restroom $19 Daily Rate X 30 Days $ 570.00 (Building 5, SUB TOTAL-ALL LOCATIONS, MONTHLY COST $28,690.74
** Park Restrooms daily rates would be charged for those months with 31 days** Worker available for unscheduled assignment: A Floater @ $14.00 p/hr X 8 hrs per day X 21.75 average work days per month= $2,436.00 TOTAL BASE COST PROPOSAL PER MONTH ........................... $31.126.74 TOTAL BASE COST PER YEAR (PER MONTH X 12MONTHS) $ 373,520.88 TOTAL ANNUAL AMOUNT:
S 373.520.88
(PRICE IN FIGURES)
Three Hundred Seventy-Three Thousand Five Hundred Twenty dollars & Eighty-Eight Cents
(PRICE IN WORDS)
Item 1N - 160
'
_1
SCHEDULE II - OPTIONS PRICING SHEET
OPTION A: Cost to strip, scrub and re-wax vinyl, tile, wood and terrazzo floors if needed each additional time during the year. These are options ONLY. Not to be induded in annual cost.
City Hall $750
City Yard $ 825
Fleet Operations Bldg $475
Police Department (induding
Downtown) $ 900
Main Library $ 350
Leisure Center 'Wood Floor $ 575 $525
Pavilion 'Wood Floor $ 975 $ 525
Desert Highland Center $600
Train Station $225
Demuth Community Center $650
Downtown Parking Structure/ Elevators $425
Rudy's Store 'Wood Floor $ 400 $
Village Fest Restroom Trailer $250
OPTION B: Cost to clean/shampoo carpeting using a vacuum truck-mounted extractor each additional time during the year. These are options ONLY. Not to be included in annual cost.
City Hall $1200
City Yard $425
Fleet Operations Bldg $150
Police Department (including
Downtown $1100
Item 1N - 161
Main Library $1200
Leisure Center $425
Pavilion $425
Desert Highland Center $450
Train Station $NIA
OPTION C: Cost to dean all windows and glass inside and outside. if needed, each additional time during the year. These are options ONLY. Not to be induded in annual cost.
City Hall- Main Building $ 750
City Hall - Engineering $450
City Yard $400
Fleet Operations Building $275
Police Department (including Downtown Station) $600
Main Library $800
Leisure Center $550
Pavilion $550
Fire Department Administration Offices $350
Desert Highland Center $350
Rudy's Store $200
Welwood Murray Library $350
Animal Shelter $500
Demuth Community Center $400
This is to certify that, to the best of my knowledge and belief, the cost or pricing data submitted in support of Proposal No.02-17 for Janitorial Services for various City of Palm Springs facilities (Schedule I and II of this RFP document) are current, accurate, and complete.
PRICING FOR INITIAL 3 YEAR TERM AND CPI ADJUSTMENTS FOR OPTIONAL RENEWALS:
For the initial three (3) years of the Agreement term, the annual amount shall be fixed. For optional years 4 and 5, Contractor may request a price adjustment not to exceed the Bureau of Labor Statistic's Consumer Price Index (CPI) for the LA/Riverside/Anaheim region for the prior 12 month period effective on the anniversary date. Optional renewal years 4 and 5, and any associated CPI increase, are at the mutual consent of the City and the Contractor.
Item 1N - 162
EXHIBIT "E"
SCHEDULE OF PERFORMANCE
Proiect Schedules
R&R Janitorial Service will always make sure that all employees are always doing their job and that all tasks are getting completed on time.
Tuesday's: (all locations)
• Wash down tile walls and toilet partitions
• High dust restroom walls
• Pour water down floor drains
• Clean appropriately restroom chairs, sofas, and all other furniture • Wipe clean sinks, drain board's microwaves and counter tops • Damp wipe table tops and chairs
• Sweep and damp mop floors, including weight room
• Damp wipe and clean tops, sides, and fronts, of all appliances (stove, refrigerator, dishwasher, microwave over)
1 st week of the month: (all locations)
• Oust mop spot clean and vacuum entire floor area
• High dust wall and ceilings
• Vacuum air grills
• Dust pictures, frames, clocks, panel boxes, fire extinguisher and other wall fixtures • Dust side and tops of all lockers, file and storage cabinets; dust window sills, shelves and other ledges
• Polish meeting room and public area table tops
• Clean public access partition glass inside and outside 3 times a year February. June and October: (all locations) • Strip, scrub, and re-wax vinyl. tile and terrazzo floors • Scrub, mop, and re-seal wood floors
• Dust wall paneling
• Vacuum all fabric 1) walls, 2) furniture, and 3) drapes • Clean and polish all metal fumiture
• Dust or damp wipe push-plate, kick plates, and baseboards, and molding • Damp wipe exterior surface of light fixtures
• Clean/ shampoo carpeting
• Clean all windows and glass inside and out
• Clean all vertical blinds
Every Friday: (all locations)
• Dust thoroughly desks (except when laden with paperwork), tables, bookcases, lamps and other furniture
• Damp mop all hard surface floors, including Police Department stairs and stairwell • Damp wipe plastic, vinyl and leather chairs/ or sofa backs, seats and arms • Dust door and door frames
• Clean entry door metal and thresholds
• Vacuum carpeting (before 8am and after 6pm) except Communications area • Clean reception area partition glass, inside and out
• Damp wipe elevator car walls and handrails
Page U6 of 117
Item 1N - 163
• Vacuum elevator car floor and tracks
• Damp wipe stairway handrail
Every 4 months April, August, and Decemper: (Animal Shelter) • Light scrub/wax Public Area restrooms and community room • Light scrub/wax Non-Public Area restrooms, lunch rooms, animal intake room • Shampoo office carpets
• Clean exterior glass windows
• Clean interior/exterior partition glass (excluding inside of animal areas) Every 6 Months: (Animal Shelter)
• Machine scrub and detail clean concrete hallways. This will also include cleaning the adjoining threshold
• Detail dean the stainless-steel wall moldings and door kick plates in public areas. • Detail clean the stainless-steel wall moldings and door kick plates along the non-public gray concrete hallway areas.
Item 1N - 164
82491 Garden Ave
Indio CA 92201
(760)861-1003
Rvaltierra 16@gmai l. com
To:
City of Palm Springs
Finance Dept
P.O. Box 2743
Palm Springs, California 92263
DESCRIPTION
Downtown Park Restrooms
7 Days a week
Including Holidays
Restock restrooms
-Toilet paper
-Seat covers
-hand soaps
Clean and disinfect restrooms
Fill hand soap dispensers
Clean floors
Close at 1 0:00PM
Ship To:
QUOTE
INVOICE #9542
DATE: NOVEMBER 2,2021
City of Palm Springs California
Facilities Maintenance
Total
TOTAL
$1,650.00
Monthly
THANK YOU FOR YOUR BUSINESS!
Item 1N - 165
82491 Garden Ave
Indio CA 92201
(760)861-1003
Rvaltierra 16@gmai l. com
To:
City of Palm Springs
Finance Dept
P.O. Box 2743
Palm Springs, California 92263
DESCRIPTION
Downtown Subs Station
3 days a week
(M, W, & F)
Restock restrooms
-Toilet paper
-Seat covers
-hand soap
-Hand towels
Clean and disinfect restroom
Vacuum
Mop floors
3 ti mes a year
Shampoo carpets
Clean floors
Clean inside and outside windows
Ship To:
QUOTE I
INVOICE #9544
DATE: NOVEMBER 2,2021
City of Palm Springs California
Facilities Maintenance
Total
TOTAL
$1750.00
Monthly
Item 1N - 166
' I
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82491 Garden Ave
Indio CA 92201
(760)861-1003
Rvaltierra [email protected]
To:
City of Palm Springs
Finance Dept
P.O. Box 2743
Ship To:
QUOTE
INVOICE #9536
DATE: OCTOBER 04,2021
City of Palm Springs California
Facilities Maintenance
Palm Springs, California 92263
DESCRIPTION TOTAL ,, .
Downtown Trash Removal
Empty trash 8: recycle bins when full or more than half Pick up trash from around trash cans
3:00 PM· 5:00 PM
8:00 PM- 10:00 PM
180 bins
Wednesday
Friday
Saturday
Sunday
Total $5000.00
Monthly
THANK vou FOR vouR a�.f\
pproved: ��
Date: @11 d"1 dt
Item 1N - 167
82491 Garden Ave
Indio California 9220 I
(760)861-1003
Rvaltierra I [email protected]
TO:
City of Palm Springs
Finance Dept
P.O. Box 2743
Palm Springs, California 92263
PLAZA THEATER
OCTOBER 202 I
Monthly Cleaning
Clean all restrooms
Vacuum
Disinfect lobby counters
Mop stage
Clean windows
Remove cobwebs
Light Cleaning (once a month)
INVOICE
INVOICE # 81 I 09
V'
B.P.O. #
DATE: NOVEMBER 2 2021 V
SHIP TO:
City of Palm Springs
Facilities Maintenance
Total
TOTAL
$360.00 ,/
THANK YOU FOR YOUR BUSINESS!
Maintenance & Facilities
Approved for Payment
Work Order# -----
Staff Date ----- ---
Sup e rv is o r ____ O. ate __
Item 1N - 168
I
82491 Garden Ave
Indio California 9220 I
(760)86 l- l 003
Rvaltierra I [email protected]
TO:
INVOICE
INVOICE I 81 107 V
B.P.O. I
DATE: NOVEMBER 2 202 l V'
SHIP TO:
City of Palm Springs
Finance Dept
P.O. Box 2743
City of Palm Springs
Facilities Maintenance
Palm Springs, California 92263
PLAZA THEATER
October 202 J
Weekly Cleaning
Making sure outside of theater is always presentable
Removing trash ( outside)
Pressure wash all needed areas
Disinfect outside areas
Check inside areas
$ I 00.00 weekly
l time a week
THANK YOU FOR YOUR BUSINESS!
Maintenance & Facilities
Approved for Payment
Work Order#-____ _
Staff, _____ oate. __ _
supervisor Date __
TOTAL
Total $400.00
Item 1N - 169
CITY COUNCIL STAFF REPORT
01/27/2022 1. O.
City Clerk -
SUBJECT
AUTHORIZE A PURCHASE ORDER IN THE AMOUNT OF $310,362 WITH ALBERT A. WEBB ASSOCIATES, A CALIFORNIA CORPORATION, FOR PRELIMINARY
ENGINEERING AND ENVIRONMENTAL DESIGN SERVICES FOR THE RIM ROAD IMPROVEMENT PROJECT, CITY PROJECT NO. 22-04
RECOMMENDATION:
Authorize a Purchase Order in the amount of $310,362 with the City’s “on-call” civil engineering firm, Albert A. Webb Associates, a California corporation, pursuant to Agreement No. 8356, for preliminary engineering and environmental design services associated with the Rim Road Improvement Project, City Project No. 22-04.
1. Authorize the City Manager to execute all necessary documents.2.
Attachments
Item 1O
CITY COUNCIL STAFF REPORT
DATE: J
anuary 27, 2022 CONSENT CALENDAR
SUBJECT: AUTHORIZE A PURCHASE ORDER IN THE AMOUNT OF $310,362 WITH ALBERT A. WEBB ASSOCIATES, A CALIFORNIA CORPORATION, FOR
PRELIMINARY ENGINEERING AND ENVIRONM ENTAL DESIGN
SERVICES FOR THE RIM ROAD IMPROVEMENT PROJECT, CITY
PROJECT NO. 22-04
FROM: Justin Clifton, City Manager
BY: Development Services Department
SUMMARY:
Approv
al of this item will authorize a purchase order in the amount of $310,362 with Albert A. Webb Associates , a California c orporation, for preliminary engineering and environmental design services associated with the Rim Road Improvement Project , City Project No. 22-04.
RECOMMENDATION:
1. Auth
orize a Purchase Order in the amount of $310,362 with the City’s “on -call” civil engineering firm, Albert A. Webb Associates , a California corporation, pursuant to Agreement No. 8356, for preliminary engineering and environmental design services associated with the Rim Road Improvement Project, City Project No. 22-04; and
2. Authorize the City Manager to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
The Publ
ic Integrity Disclosure Form from Albert A. Webb Associates is included as Attachment A.
BACKGROUND:
In 201
1, Staff successfully submitted an application to the Caltrans Highway Bridge Program (HBP) for $10.1 million dollars toward the design and construction of the Araby Drive Bridge. At the time, the total cost for the design and construction of the bridge was approximately $11.4 million.
As the City had received negative public input relative to the bridge construction, a survey was sent in conjunction with the Araby Cove Neighborhood Association (ACNO) to Item 1O - 1
determine resident support for the project. The survey was sent to all 93 property owners within the Araby Cove; t he results of the survey indicated that 51% of the respondents (property owners) did not support the construction of the bridge.
On June 6, 2012, Staff presented to the City Council the first agreement with Caltrans for $1.3 million towards the Preliminary Engineering (PE) phase of the project. Staff also presented the results of the survey. During this meeting, the City Council (at the request of the neighborhood) made the decision to abandon the project; and s ubsequently, Caltrans defunded the project.
Figure 1.
After the 2019 Valentine's Day flood event, there was renewed interest by the community for the construction of a bridge across Araby Drive. Based on this interest, City S taff submitted an appeal request to Caltrans to reinstate the HBP funding. Caltrans denied the appeal request as the agency no longer funds bridges at low-water crossings.
STAFF ANALYSIS:
Duri
ng deliberations on the bridge project, many residents questioned why the City did not widen Rim Road instead of building a bridge. At the June 2012 Council Meeting, Staff presented the following issues with widening Rim Road and recommended moving forward with the bridge project:
Item 1O - 2
• Rim Road extends from E. Palm Canyon Dr. to Bisnaga Avenue, along the base of Southridge for a distance of 2,300 feet.
• Rim Road between E. Palm Canyon Dr. and the northerly boundary of the Araby Tract, near the residence located at 2103 Rim Road, (a distance of approximately 1,200 feet) is located on private property.
• The City’s rights on the 1,200 feet segment of Rim Road are limited to an easement for emergency access only; this segment of Rim Road is considered a private road. • The City would need to acquire a right-of-way for Rim Road with public funds to widen Rim Road for the benefit of the Araby Cove neighborhood. • Rim Road is a narrow, 10- 14 feet wide (generally one- way) road that does not meet City standards for a public street.
• The Circulation Element of the General Plan requires a minimum width of 28 feet for a public street.
• Widening Rim Road to 28 feet would require major excavations into the side of Southridge, requiring extensive retaining walls and permanently scarring the hillside.
Figure 2.
The ACNO is still in support of the widening of Rim Road as a secondary means of access to the neighborhood. The above- mentioned issues/challenges with widening Rim Road are still present and require extensive preliminary engineering and environmental analysis to determine the potential cost of construction.
In August of 2019, Staff requested proposals from our on-call civil engineering consultants to provide preliminary engineering, mapping and right-of-way services for the widening of Item 1O - 3
Rim Road. Our three consultants provide d proposals for the design services and the estimated cost ranged from $200,000 to $600,000; however, it was determined at that time to suspend work on the project in favor of prioritized capital projects. In August of 2020, Staff was directed to modify the scope of work and request only surv ey and mapping services so that all easements, road features and properties could be accurately mapped. Albert A. Webb Associates (Webb) was awarded the contract for the survey and mapping services in amount of $19,000.
Staff has requested that Webb provide an updated proposal to complete the preliminary design work required to obtain a proper cost estimate, environmental mitigation requirements, and property acquisition expenses. It should be noted that after the preliminary design work is completed, the Council will have an opportunity to evaluate the true cost of the Rim Road project. The Council can choose to move forward with final engineering for the construction of the project or provide alternative direction.
Webb has provided a proposal to complete the preliminary engineering and environmental phase of the Rim Road Improvement project for a not to exceed budget of $310,362. A copy of Webb’s proposal is included as Attachment B. Staff has reviewed the proposal and recommends moving forward with the preliminary engineering design to understand the full scope of work and cost required to improve Rim Road.
ENVIRONMENTAL ASSESSMENT
:
In accordance with the California Environmental Quality Act (“CEQA”) Guidelines the requested City Council action is not a “Project” pursuant to Section 15378(b)(5).
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment are not considered a “Project”.
FISCAL IMPACT:
This is a new capital project that requires appropriation of funding. Staff recommends the City Council approve an appropriation of $400,000 from Capital Project Fund Balance (Fund 261) to cover the design and associated staff costs.
REVIEWED BY:
Department Director: Flinn Fagg
City Manager: Justin Clifton
ATTACHMENTS:
A. Public Integrity Disclosure Form.
B. Webb Proposal.
Item 1O - 4
Attachment A
Item 1O - 5
A3
PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
1. Name of Entity
2. Address of Entity (Principle Place of Business)
3. Local or California Address (if different than #2)
4. State where Entity is Registered with Secretary of State If other than California, is the Entity also registered in California? Yes No
5. Type of Entity
Corporation Limited Liability Company Partnership Trust Other (please specify)
6. Officers, Directors, Members, Managers, Trustees, Other Fiduciaries (please specify) Note: If any response is not a natural person, please identify all of ficers, directors, members, managers and other fiduciaries for the member, manager, trust or other entity _______________________________________________ Officer Director Member Manager [name]
General Partner Limited Partner
Other _______________________________
_______________________________________________ Officer Director Member Manager [name]
General Partner Limited Partner
Other _________________________________
______________________________________________ Officer Director Member Manager [name]
General Partner Limited Partner
June 11, 2019
Albert A. Webb Associates
3788 McCray Street, Riverside, CA 92506
California
X
Matt Webb
X
X
X
Scott Webb
Steve Webb
Item 1O - 6
A4
Other _______________________________
7. Owners/Investors with a 5% beneficial interest in the Applicant Entity or a related entity
EXAMPLE
JANE DOE
[name of owner/investor]
50%, ABC COMPANY, Inc.
[percentage of beneficial interest in entity
and name of entity]
A.
[name of owner/investor]
[percentage of beneficial interest in
entity and name of entity]
B.
[name of owner/investor]
[percentage of beneficial interest in
entity and name of entity]
C.
[name of owner/investor]
[percentage of beneficial interest in
entity and name of entity]
D.
[name of owner/investor]
[percentage of beneficial interest in
entity and name of entity]
E.
[name of owner/investor]
[percentage of beneficial interest in entity
and name of entity]
I DECLARE UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
Signature of Disclosing Party, Printed Name, Title
Date
Matt Webb
Scott Webb
Steve Webb
34%, Albert A. Webb Associates
33%, Albert A. Webb Associates
33%, Albert A. Webb Associates
Item 1O - 7
Attachment B
Item 1O - 8
015007
G:\
Proposals\FORMAL PROPOSALS\City of Palm Springs\015007 Rim Road Widening - Environmental\Rim Road Widening Environmental and Engineering Proposal.docx
November 15, 2021
Revised December 7, 2021
Mr. Joel Montalvo, PE
City Engineer
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Via email: [email protected]
RE: Proposal for Preliminary Engineering, Environmental, and Right-of- Way Services for the Rim Road Widening Project, City of Palm Springs, California.
De a
r Joel:
Albert A. Webb Associates (WEBB) is pleased to provide you with this proposal for Preliminary Engineering, Environmental, and Right-of-Way Services related to the Rim Road Widening Project in the City of Palm Springs, California. Enclosed you will find our Project Understanding (Exhibit “A”), Scope of Work (Exhibit “B”), Compensation for Services (Exhibit “C”), and Project Schedule (Exhibit “D”) for your review and consideration.
We appreciate this opportunity to be of continued service to the City of Palm Sp r
ings and look forward to hearing from you. If you have any questions regarding this proposal, please contact me at 951-686-1070.
Sincerely,
ALBERT A. WEBB ASSOCIATES
Ste
phanie Standerfer
Vice President
Dilesh Sheth
Senior Vice President
Attachments Exhibit “A” – Project Understanding
Exhibit “B” – Scope of Work
Exhibit “C” – Compensation for Services
Exhibit “D” – Project Schedule
Item 1O - 9
A L B E R T A.
WEBB
A S S O C I A T E S
Corporate Headquarters
3788 McCray Street
Riverside, CA 92506
951.6 86.1070
Palm Desert Office
74967 Sheryl Avenue
Palm Desert, CA 92260
951 .686.1070
Murrieta Office
41870 Kalmia Street #160
Murrieta , CA 92562
T: 951.686 .1070
ltlm~~
www.webbassociates.com
g:\proposals\formal proposals\city of palm springs\015007 rim road widening - environmental\rim road widening environmental and engineering p
roposal.docx
EXHIBIT “A” PROJECT UNDERSTANDING
Our understanding of the needs for this proposed development is as follows:
The City plans to widen Rim Road from Bisnaga Avenue to Southridge Drive from its current width to a 36-foot wide Local Street. The City will consider narrower street width to minimize the impact on properties, existing slopes, and resources and reduce the project cost.
Figure 1-Conceptual Site Plan
In preparation for this proposal, the WEBB Team conducted a detailed investigation of the project site to establish the critical issues, project understanding, approach, and scope of work. The Rim Road Widening project length is only 2,500 linear feet but has many critical issues like environmental, biological, geological, steep terrain, right of way, and impact to private properties, so the Project will require much more effort and a higher level of expertise than the typical street widening project. At the end of the Preliminary Engineering, Environmental, and right-of-way services phase, the City will have the scope of the improvement, environmental mitigations, right-of-way impacts, utility relocations, and the total project cost.
Item 1O - 10
g:\proposals\formal proposals\city of palm springs\015007 rim road widening - environmental\rim road widening environmental and engineering p
roposal.docx
EXHIBIT “B” SCOPE OF WORK
WEBB will perform the following Scope of Services for the subject Project:
Task 1 - CEQA Compliance Services
AB 52 Compliance
WEBB staff will coordinate with City staff while they prepare and deliver the AB 52 Consultation Letter(s).
WEBB understands that the City will handle the AB 52 consultation meetings and provide WEBB with a summary/synopsis of issues discussed and decided upon with the Tribes. WEBB will help the City through the AB 52 Consultation process. The City shall provide a summary of the tribal consultations as well as provide the agreed-upon mitigation measures.
Initial Study/Mitigated Negative Declaration Administrative Screencheck The City will provide the necessary CAD and Shapefile data to WEBB with the preliminary design information in order for a Project Description to be drafted by WEBB, but approved by the City. Once the Project Description has been reviewed and “authorized” by the City, WEBB, using the City’s preferred format, will prepare an Initial Study (I.S.) in compliance with the requirements of the 2021 California Environmental Quality Act, California Public Resources Code Sections 21000 et seq., CEQA guidelines, Title 14, California Code of Regulations 15000 et seq., and the City of Palm Springs CEQA procedures.
The I.S. will include a discussion of each potential environmental effect in order to provide a clear understanding to the public and agency reviewers of the issue areas, which in turn will elicit more meaningful, focused comments from the reviewing entities. It is expected that none of the potential impacts identified in the technical analysis will warrant a finding of significance; we expect that the I.S. will support the preparation of a Mitigated Negative Declaration (MND). With the understanding of the City’s processes such as what are typical conditions of approval and by relying on the technical analyses prepared by others, WEBB will propose mitigation measures to be included in the IS/MND as applicable.
WEBB will submit the IS/MND to the City Staff for no more than two (2) rounds of administrative review and revisions, including meetings and/or conference calls as-needed.
IS/MND Public Review Document
Following completion of administrative review (assumes two rounds) by the City, WEBB will produce electronic copies of the final IS/MND for public review that incorporates City comments. WEBB will mail distribute only the Notice of Intent (NOI) to entities listed on the City’s Agency and Local Distribution Lists and State Clearinghouse. Costs for this distribution will be billed on a time and material basis above the costs included below. The NOI will be distributed by WEBB via a proof-of-delivery method such as via Fed Ex. City staff will provide the distribution list for public review, as well as prepare and post the Notice of Intent (NOI) to the County Clerk and local newspaper. City staff will also post the IS/MND on the City Web site during the 30-day public review period.
Final Mitigated Negative Declaration, Mitigation Monitoring and Reporting Program WEBB anticipates that mitigation measures will be identified to reduce potential impacts to less than significant. Thus, a mitigation monitoring and reporting program (MMRP) will be required per Section 15097 of the State CEQA Guidelines. The MMRP will consist of a matrix that identifies, for each impact category (e.g., air quality, noise), mitigation measures, timing for implementation, the party responsible for implementation, and the method of reporting or monitoring to be used. WEBB will prepare a screencheck MMRP for City review and incorporate two (2) rounds of revisions.
Item 1O - 11
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WEBB will review and prepare responses to comments received during the 30-day public comment p
eriod and prepare the Final IS/MND incorporating response to comments, final MMRP and technical appendices via electronic format. This task includes preparation of response from no more than 10 commenting agencies/individuals and/or 20 comments that require answers other than “comment noted.”
WEBB will prepare the Notice of Determination (NOD) as required by Section 15094 of the State CEQA Guidelines on behalf of the City. WEBB will file the NOD with the Riverside County Clerk’s office and State Clearinghouse. The required California Department of Fish and Wildlife Fees and County filing Fees will be invoiced as Expenses to the City.
CEQA Project Management, Coordination, and Public Hearings Preparation of the IS/MND will require review and coordination with the City team and WEBB team throughout the one-year process to complete the CEQA document. This task will include maintaining a general CEQA Schedule including the technical studies. WEBB will attend one (1) public hearing with the Planning Commission related to the Project. WEBB will be prepared to answer any questions and respond verbally to relevant comments related to the CEQA document raised during the public hearing meeting.
The amount of coordination between WEBB’s environmental team with the City is not known at this time. Depending on the responsiveness of the City team, the amount of effort for coordination may be limited. For this reason, we will bill this Task as time and materials.
Task 2 - Technical Studies
2.1 Air Quality/Greenhouse Gas/Energy Analysis
WEBB will prepare an Air Quality/Greenhouse Gas (AQ/GHG) Analysis in accordance with the South Coast Air Quality Management District (SCAQMD) requirements for a single design of the Project. WEBB will prepare a list of assumptions and data required to complete the calculations. If all required data is not available and additional research or coordination is needed to complete the emissions estimates, additional effort may require a contract augment. The analysis will: 1) calculate emissions from construction activities using the SCAQMD’s CalEEMod (version 2020.4.0) program; 2) prepare a regional significance threshold analysis as well as a localized significance threshold analysis using the LST Look Up Tables per SCAQMD requirements; 3) compare project construction emissions to the SCAQMD draft GHG thresholds; and 4) analyze model results and incorporate mitigation measures, as appropriate, into the computer model. The results will be summarized in a technical memorandum to be appended to the IS/MND and include project-related emissions, identification of potential impacts from the Project, and recommend mitigation measures to reduce those impacts, as appropriate. WEBB will also calculate the energy consumption from both construction activities, Energy calculations will be presented in tables and included under separate cover. This scope includes revisions from one round of City comments that are editorial in nature.
2.2 General Biological Habitat Assessment/MSHCP Compliance Report WEBB will team with Dokken, per the City’s direction, to provide the biological analysis needed to support the CEQA document for the Project.
Dokken will prepare Biological Resources Report to document sensitive biological resources within the project study area and quantify project impacts to those resources. This will include an analysis of the potential for endangered and special status species and sensitive habitats to be found within the project area. To support this report, biological database searches will be conducted to identify special status Item 1O - 12
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species that have been found in the project vicinity and a field survey will be completed by Dokken b
iologists to catalogue species presence, describe natural communities, delineate the jurisdictional boundary of the Palm Canyon Wash, and complete vegetation mapping within the project study area.
The Palm Canyon Wash is known to support the endangered Casey’s June beetle (Dinacoma caseyi) (CJB) and a habitat assessment for the species will be included in this report. The Project is not within the Coachella Valley MSHCP reserve network and Casey’s June Beetle is not a covered species listed under the Plan. Coordination with the Coachella Valley Conservation Commission and plan consistency analysis are not anticipated for this Project. Results from online database searches and field surveying efforts will be documented in a Biological Resources Report that will be used to support the Project’s CEQA document and future permit applications.
2.3 Endangered Species & Mitigation Coordination
The Project Area intersects a portion of the Palm Canyon Wash, an area designated as Critical Habitat for Casey’s June beetle (Dinacoma caseyi) (CJB). This species is listed as endangered under the Federal Endangered Species Act and consultation with the United States Fish and Wildlife Service (USFWS) will be required. Based on the City’s preference, consultation may be completed under Section 10 of the Act with the City acting as the lead agency, or under Section 7 of the Act with the Army Corps of Engineers acting as a Federal Lead Agency for the Project. Due to the presence of critical habitat within the project footprint, Consultation with USFWS will be required regardless of species presence. In addition, personal communications with USFWS staff revealed that extant populations of CJB are known to occur within portions of the Project. Protocol surveys are not necessary, and the species is assumed present within the project area. Dokken will assist the City initiating formal consultation by providing a detailed assessment of potential project impacts to CJB habitat to USFWS and the process will ultimately end in USFWS preparing a Biological Opinion (Section 7) or an Incidental Take Permit (Section 10) for project effects to CJB.
There are no established conservation banks within the Palm Canyon Wash or for CJB, which has an extremely limited range. With limited options for conserving Casey’ June beetle habitat, determining appropriate mitigation during Endangered Species consultation will require extensive coordination and negotiation with USFWS to develop a mitigation strategy that preserves the appropriate amount of Casey’s June Beetle habitat to mitigate for project impacts while still meeting the land use and flood protection requirements of the City. Dokken will assist the City in identifying mitigation options that USFWS support. This scope does not include placing conservation easements on land or developing revegetation plans, but either of these scope items can be provided at a later date.
2.4 Protocol Rare Plant Surveys (Optional)
The project area contains potential habitat for several species of plants listed as rare by the California Native Plant Society (CNPS). Under CEQA, project impacts to these species must be considered. As part of the Biological Resources Report, the potential for rare and special status plant species to occur within the project area will be determined by assessing the distribution of known occurrences and the habitat requirements of each species. If rare or special status plant species are found to have a moderate or high potential of occurring on site, Dokken Engineering will complete rare plant surveys following the most recent protocol published by the California Department of Fish and Wildlife. This includes three blooming season surveys timed to fall during the peak bloom period for each species to maximize the potential for positive identification. Survey results will be documented in a survey memorandum that will be provided as an attachment to the Biological Resources Report. This scope assumes that a single Item 1O - 13
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season of protocol surveys will be sufficient to determine presence of rare plants and quantify population s
ize.
2.5 Cultural Resources/Paleontology
WEBB will team with Dokken to provide the cultural resources analysis needed to support the CEQA document for the Project.
Dokken archaeological staff will complete a Cultural Resources Report to evaluate and document the potential for the Project to impact cultural resources. Data Collection for this effort will include obtaining a cultural record search, consulting with Native American Tribes, and completing a pedestrian survey of on-obscured portions of the project area. Dokken will obtain a cultural record search from the Eastern Information Center which is a repository for cultural resources within Riverside County and a branch of the California Historical Resource Information System.
Dokken will invite Native American Tribes that have previous requested to be consulted under AB-52 to consult on the Project by sending out a letter notifying the tribes of the Project and inviting their input.
Dokken’s archeological staff will complete follow ups and coordinate with the Tribes on behalf of the City in accordance with AB-52 regulations.
Dokken will conduct a pedestrian field survey of portions of the project area that are not obscured by asphalt/concrete. The ground surface will be visually examined by an archaeologist for evidence of prehistoric (Native American) or historic (non-Native American) archaeological materials and other potential historic resources. Any previously unrecorded resources identified during the survey will be recorded on State of California DPR 523 forms.
Dokken will document the results of the Native American consultation, pedestrian archaeological field survey, and records search in a single cultural resources report formatted to meet the City’s requirements under CEQA. The report will be written such that it can support further Section 106 compliance that will be necessary during the Section 404 U.S. Army Corps of Engineers permitting process Dokken will also evaluate the significance of any cultural resources identified within the project area, determine the Project’s effect on these resources, and include recommended avoidance and/or minimization measures.
Paleontological Resources Assessment
Dokken’s paleontological sub-consultant will request a record search for paleontological resources from the Western Science Center and conduct research to develop brief contexts for paleontological resources in the project vicinity. A paleontologist will then conduct a pedestrian survey of the exposed ground surfaces within the project area to search for evident signs of paleontological resources. Results will be compiled into a paleontological resources assessment report. The report will characterize the results of the records search, assess potential impacts to paleontological resources resulting from the Project, and make appropriate recommendations to avoid or minimize any potentially significant impacts.
2.6 Noise Impact Analysis
WEBB will team with Dokken to provide the noise study for the Project.
Dokken will prepare a noise model using TNM Software to determine the levels of operational noise as a result of the Project. In addition, noise level calculations will be completed for construction noise impacts, including rock blasting. Noise analysis will be supplemented with on-site noise level measurements at sensitive noise receiver locations and results of the noise model and construction noise analysis will be summarized in a technical memorandum which will be used to support the Project’s CEQA document.
Results of the noise model will be compared to the City’s CEQA noise thresholds of significance to Item 1O - 14
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determine if mitigation will be necessary. Since traffic volumes are expected to remain low, soundwalls a
nd/or noise abatement are not anticipated.
2.7 VMT Analysis and ADT Counts
It is anticipated that the Project will screen out from a full VMT analysis per the City of Palm Springs VMT Guidelines for CEQA. The proposed roadway widening is identified in the City’s General Plan as a local roadway and is less than one mile in length. Since the roadway is not adding any extra capacity over a standard local roadway and already has an existing alignment, it is not expected to increase VMT. Therefore, a full VMT analysis is not required.
• Webb will prepare a VMT screening memo per City of Palm Springs requirements that includes a project description, screening analysis, and recommendations.
Since a Traffic Impact Analysis will not be required by the City for this Project, we have removed that scope from this proposal. However, the collection of daily traffic volumes is still needed in order to support the air quality and noise analyses. Therefore, we have included the follow two tasks to support that work:
• Collect 24-hour traffic counts at on Rim Road for use in determining roadway volumes on Rim Road for existing condition volumes. Two locations to be collected: one near Southridge Drive and one near Bisnaga Avenue.
NOTE: This scope does not anticipate the need for a full VMT analysis or traffic impact analysis. If it is determined that a full VMT analysis or traffic impact analysis is needed, a separate budget will be prepared.
Tak 3 - Project Management and Meetings (Environmental)
Meetings and Coordination with City staff and agencie s.
Task 4 - Preliminary Engineering Services
4.1 Preliminary Street Improvement Plans
• Prepare two concept layouts of Rim Road Street improvements.
1. As a General Plan Local Street - 36’ wide
2. Various street widths to reduce impacts to existing properties, slopes, resources, and costs
3. Perform fire truck vehicle turning analysis using AutoTURN software • Once the preferred alignment and width are selected, WEBB will prepare the preliminary design (Preliminary Plan and Profile) for street improvements. • Prepare plans at a 1”=20’ scale to clearly show the impact on existing properties, slopes and to show additional details. The roadway plans will include, but not be limited to, the construction of new pavement, the removal, and replacement of pavement, reconstruction of driveways, the relocation of existing utilities and mailboxes, slopes, and daylight lines. • Prepare storm drain improvement plans for the existing cross gutter located at the northern curve. • Prepare street cross-sections at 50 FT intervals and existing driveways. • Submit preliminary street improvement plans to the City for review and initial approval.
Item 1O - 15
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4.2 Drainage Report
• D
elineate drainage area tributary to project site.
• Calculate 10-year, and 100-year storm flows for Rim Road. • Calculate street conveyance capacity for Rim Road.
• Size drainage crossing at the northern end of Rim Road. • Prepare a drainage report that documents the results of the hydrology and hydraulics study.
4.3 Geotechnical Investigation
• Perform a site reconnaissance and mark the boring and core locations for USA notification. • Prepare a no-cost City of Palm Springs encroachment permit for our work. • Excavate the geotechnical borings and pavement cores utilizing an 8-inch-diameter drill rig. We expect that the borings will be excavated to depths of 20 to 30 feet, or practical refusal, whichever comes first; and cores will be excavated to depths of 2 to 3 feet. Borings will be logged in accordance with USCS, and soil samples will be collected for laboratory testing. Borings will be backfilled with native soil cuttings and cold asphalt patches (within roadways).
• A traffic control company will be hired to provide manned traffic control during work within the narrow roadway.
• Perform laboratory testing on soil samples to determine the R-value of underlying subgrade, in situ moisture and density, direct shear, maximum density/optimum moisture, and corrosion screening of site soils.
• Prepare a geotechnical investigation report which will include the locations of the cores and borings, excavation logs, laboratory test results, geotechnical analyses and recommendations for retaining wall design, pavement rehabilitation, resurfacing, and replacement, as applicable, and recommendations during grading.
4.4 Utility Research
• C
ollect and review existing data with respect to all public utilities located within the limits of the proposed improvements.
• Conduct a site investigation and review pertinent utility data as made available from the utility companies.
• Plot available utilities of record on our base map.
4.5 Preliminary Signing and Striping Plan
• WEBB will prepare a preliminary striping plan in accordance with Caltrans and MUTCD’s most current standards. The plans will be prepared at a 1”=20’ scale. The signing and striping plans will include the installation of striping, pavement markings, and signage to implement the project roadway improvements.
4.6 Preliminary Cost Estimate
• WE
BB will prepare a quantity breakdown.
• WEBB will prepare a preliminary cost estimate.
Item 1O - 16
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4.7 Preliminary Right of Way Activities
4 .7.1 Prepare Right of Way Impact Exhibits and Easement Documents • WEBB will right of way impact exhibits (10) that shows the existing and proposed right of way, proposed improvements, and dimensions.
• WEBB will prepare ten (10) legal and plats.
4.7.2 Peremit to Enters
• Dokken Engineering will obtain a Permit to Enter from the ten properties to perform necessary field investigations, including, but not limited to, environmental and geotechnical surveys and obtaining geotechnical samples.
• Dokken Engineering will prepare a letter, Permit to Enter document, and exhibit showing the area where access is necessary and identify the type of activities that will take place on each property. As necessary, Dokken Engineering will meet with the property owner to discuss the field investigations to assist in obtaining access.
4.7.3 Obtain Title Reports/Title Research
• Dokken Engineering’s Right of Way Team will obtain and review seven preliminary title reports. These preliminary title reports will be utilized to confirm ownership, determine whether any of the properties have title issues that may require additional clearance, and will be provided to the appraiser so any existing easements located on the property can be taken into account during the valuation process.
4.7.4 Appraisal Services
• The appraiser will provide one report that encompasses all ten properties impacted by the Project.
The purpose and use of these appraisals will be to determine the approximate cost of the right of way needed and will be used to obtain the funding necessary to order to move forward with right of way acquisitions.
• The appraisals will be completed by a licensed General Real Estate Appraiser. • All appraisals will be prepared by an appraiser licensed with the State of California and will comply with all laws applicable to the specific appraisal and the Uniform Standards of Professional Appraisal Practice 49 CFR 24.2(a)(3). Appraisals will include a summary and a complete analysis for all valuation conclusions. Documentation obtained during the inspection, such as pictures, will be included in each report. Title information pertaining to ownership, drawings, and information relative to the parcels will be reviewed by the appraiser.
4.8 Project Management (Engineering Phase)
• W EBB will schedule and attend meetings as follows:
o K
ick-off meeting including sub-consultants and appropriate agencies o Project Development Team (PDT) Meetings - Monthly
o Field meetings
• WEBB will schedule, chair, and prepare meeting agendas and minutes for all meetings. • WEBB will provide the project schedule to the City in both digital and hard copy. An updated schedule is to be handed out during PDT meetings.
• WEBB will set up a field review meeting with City Staff.
Item 1O - 17
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EXHIBIT “C” COMPENSATION FOR SERVICES
Total fees for services shown in the Scope of Work (Exhibit “B”) shall not exceed $ 310,362, without prior authorization from client, not including the Optional Tasks. A conceptual breakdown of our fees is listed below.
We propose to provide CEQA Project Management and Coordination services for the Project as detailed in Exhibit “B” for an initial Time & Material fee of $10,850 to be billed monthly on a time & materials basis in accordance with the attached fee schedule.
Total fees for services shown in the Scope of Work (Exhibit “B”) excluding CEQA Project Management and Coordination ($10,850) shall be provided on a lump sum basis for a total fee of $299,512. Charges for services will be billed monthly on a percent complete basis. A breakdown of our fees is provided below.
Optional Tasks related to biological surveys are listed below as above the quoted costs above. Should these surveys be needed, additional authorizations would be required.
Item 1O - 18
Item Description
Stephanie
Standerfer
Eliza Laws
Monica Tobias
Noemi Avila
Jacqueline Gamboa
Dilesh Sheth
Eugene Abrego
Nicholas Keller
Nicholas Lowe
Kawai Mang
Son Le
Deborah Saulina
Michael Johnson
Jon Ros
Amy Charron
Eric Hays
Joshua O'Rourke
Total Hours
Subtotal - Labor
Sub-consultant
budget
Total/task
Classification
Principal II
Senior I
Associate II
Assistant I
Assistant I
Principal II
Senior III
Associate III
Senior III
Associate I
Assistant V
Project
Coordinator
Principal I
Senior I
Project
Coordinator
Senior III
Assistant V
Billout Rate 273 $ 203 $ 176$ 90 $ 90 $ 273 $ 231 $ 192$ 231 $ 166 $ 155 $ 104 $ 252 $ 203 $ 104 $ 231 $ 155 $ Task 1 - CEQA Compliance Services 8 128 184 16 336 46,168$ -$ 49,757$
1.1Preparation of SC1 IS/MND 2 40 100 142 17,666$ -$ 17,666$
1.2Preparation of SC2 IS/MND 2 40 40 82 12,266$ -$ 12,266$
1.3 Public review Preparation 4 8 12 24 2,612$ - $ 2,612$
1.4Noticing 4 4 4 12 1,532$ -$ 1,532$
1.5RTCs/Final MND 4 40 32 76 12,092$ -$ 15,681$ Task 2 - Technical Studies 10 21 12 4 7 8 8 70 13,271$ 74,379$ 87,650$
2.1AQ/GHG 10 12 4 26 4,502$ -$ 4,502$
2.2Biological Assessment Report - Dokken 2 2 2 6 1,132$ 12,953$ 14,085$
2.3Endangered Specs Mitigation Coord - Dokken 5 2 1 8 1,861$ 19,327$ 21,188$
2.4OPTIONAL TASK - focused Plant surveys - Dokken 1 1 1 3 566$ 11,814$ 12,380$
2.5Cultural Study & Paleo Memo - Dokken 1 2 2 5 859$ 19,758$ 20,617$
2.6Noise - Dokken 1 4 1 6 1,175$ 10,329$ 11,504$
2.7VMT and ADT Counts 8 8 16 3,176$ 198$ 3,374$ Task 3 - Project Management and Meetings 10 40 50 10,850 $ - $ 10,850 $
3.1Meetings/Coordination w/City 10 40 50 10,850$ -$ 10,850$ Task 4 - Preliminary Engineering Services 22 72 216 2 10 24 8 60 8 12 40 474 92,618$ 69,487$ 162,105$
4.1Preliminary Street Improvement Plans 8 24 160 4 16 212 41,852$ -$ 41,852$
4.2Drainage Report 8 24 32 5,568$ -$ 5,568$
4.3Geotechnical Investigation 4 4 8 1,340$ 20,680$ 22,020$
4.4Utility Research 4 8 16 28 4,124$ -$ 4,124$
4.5Preliminary Signing & Striping Plan 2 8 10 1,702$ -$ 1,702$
4.6Preliminary Cost Estimate 2 8 8 2 4 24 4,656$ -$ 4,656$
4.7Preliminary Right-of-Way Activities 4 16 40 8 60 8 136 27,496$ 48,807$ 76,303$
4.8Project Management (Engineering Phase Meetings) 8 16 24 5,880$ -$ 5,880$ 28 189 12 188 23 22 72 216 10 8 10 24 8 60 8 12 40 930 162,907$ 143,866$ 310,362$ Total Preliminary Engineering, Environmental, and Right-of-Way Services - Rim Road Widening City of Palm Springs
G:\Proposals\FORMAL PROPOSALS\City of Palm Springs\015007 Rim Road Widening - Environmental\Cost Estimate - Rim Road - Environmental 11-12-21 11/15/20212:36 PM Item 1O - 19
A L 8 E R T A.
WEBB
ASSOCIATES
ID Task Name Duration Start Finish Predecessors
1 Palm Springs - Rim Road Widening 278 days Tue 2/8/22 Thu 3/2/23 2 City Council Award of Contract with Notice to Proced 1 day Tue 2/8/22 Tue 2/8/22 3 Project Management & Meetings 118 days Wed 2/9/22 Fri 7/22/22 2 4 Task 4: Preliminary Engineering Services 221 days Wed 2/9/22 Wed 12/14/22 5 4.1 Preliminary Street Improvement Plans 50 days Thu 2/10/22 Wed 4/20/22 2 6 4.2 Drainage Report 50 days Wed 2/9/22 Tue 4/19/22 2
7 4.3 Geotechnical Investigation 50 days Wed 2/9/22 Tue 4/19/22 2 8 4.4 Utility Research 50 days Wed 2/9/22 Tue 4/19/22 2 9 4.5 Preliminary Signing & Striping Plan 50 days Wed 2/9/22 Tue 4/19/22 2 10 4.6 Preliminary Cost Estimate 50 days Wed 2/9/22 Tue 4/19/22 2 11 4.7.1 Preliminary Right-of-Way Exhibits 50 days Wed 2/9/22 Tue 4/19/22 2 12 City Review 20 days Thu 4/21/22 Wed 5/18/22 5,6,7,8,9,10 13 4.1 Revise Preliminary Street Improvement Plans 30 days Thu 5/19/22 Wed 6/29/22 12 14 4.5 Revise Signing & Striping Plans 30 days Thu 5/19/22 Wed 6/29/22 12 15 4.6 Revise Cost Estimate 30 days Thu 5/19/22 Wed 6/29/22 12 16 4.7.1 Revise Right of Way Exhibits 30 days Thu 5/19/22 Wed 6/29/22 12 17 City Review and Approval 30 days Thu 6/30/22 Wed 8/10/22 13,14,15,16 18 4.7 Preliminary Right-of-Way Activities 90 days Thu 8/11/22 Wed 12/14/22 17 19 Task 1: CEQA Compliance 130 days Thu 8/11/22 Wed 2/8/23 2 20 1.1 Preparation of SC1 IS/MND 2 mons Thu 8/11/22 Wed 10/5/22 28,29,30,31,33,5 21 City Review SC1 IS/MND 2 wks Thu 10/6/22 Wed 10/19/22 20 22 1.2 Preparation of SC2 IS/MND 4 wks Thu 10/20/22 Wed 11/16/22 21 23 City Review SC2 IS/MND 2 wks Thu 11/17/22 Wed 11/30/22 22 24 1.3 Public Review Preparation 1 wk Thu 12/1/22 Wed 12/7/22 23 25 1.4 Noticing 1 wk Thu 12/8/22 Wed 12/14/22 24
26 1.5 RTCs / Final MND 2 mons Thu 12/15/22 Wed 2/8/23 25 27 Task 2: Technical Studies 80 days Thu 4/21/22 Wed 8/10/22 28 2.1 Prepare AQ/GHG 6 wks Thu 6/2/22 Wed 7/13/22 32,5 29 2.2 Prepare Biological Assessment Report 2 mons Thu 4/21/22 Wed 6/15/22 5 30 2.3 Endangered Specs Mitigation Coordination 2 mons Thu 6/16/22 Wed 8/10/22 29 31 2.5 Prepare Cultural Study & Paleo Memo 3 mons Thu 4/21/22 Wed 7/13/22 5 32 2.6 VMT and ADT Counts 30 days Thu 4/21/22 Wed 6/1/22 5 33 2.7 Prepare Noise Study 6 wks Thu 6/2/22 Wed 7/13/22 32 City Council Award of Contract with Notice to Proced
Project Management & Meetings
4.1 Preliminary Street Improvement Plans
4.2 Drainage Report
4.3 Geotechnical Investigation
4.4 Utility Research
4.5 Preliminary Signing & Striping Plan
4.6 Preliminary Cost Estimate
4.7.1 Preliminary Right-of-Way Exhibits
City Review
4.1 Revise Preliminary Street Improvement Plans
4.5 Revise Signing & Striping Plans
4.6 Revise Cost Estimate
4.7.1 Revise Right of Way Exhibits
City Review and Approval
4.7 Preliminary Right-of-Way Activities
1.1 Preparation of SC1 IS/MND
1.2 Preparation of SC2 IS/MND
1.3 Public Review Preparation
1.4 Noticing
1.5 RTCs / Final MND
2.1 Prepare AQ/GHG
2.2 Prepare Biological Assessment Report
2.3 Endangered Specs Mitigation Coordination
2.5 Prepare Cultural Study & Paleo Memo
2.6 VMT and ADT Counts
2.7 Prepare Noise Study
2/6 2/20 3/6 3/20 4/3 4/17 5/1 5/15 5/29 6/12 6/26 7/10 7/24 8/7 8/21 9/4 9/18 10/210/1610/3011/1311/2712/1112/25 1/8 1/22 2/5 2/19 3/5 3/19 4/2 February 1March 1 April 1 May 1 June 1 July 1 August 1 September 1October 1 November 1December 1January 1 February 1March 1 April 1 Task
Split
Milestone
Summary
Project Summary
External Tasks
External Milestone
Inactive Task
Inactive Milestone
Inactive Summary
Manual Task
Duration-only
Manual Summary Rollup
Manual Summary
Start-only
Finish-only
Deadline
Progress
CITY OF PALM SPRINGS RIM ROAD WIDENING
015007_Rim Road Widening_
2021-12-07
Tue 12/7/21
EXHIBIT "D" - PROJECT SCHEDULE
Item 1O - 20
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CITY COUNCIL STAFF REPORT
01/27/2022 1. P.
City Clerk -
SUBJECT
RESOLUTION IN SUPPORT OF SB 1383 LOCAL ASSISTANCE GRANT
PROGRAM APPLICATION
RECOMMENDATION:
Adopt a Resolution entitled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AUTHORIZING SUBMITTAL OF APPLICATIONS FOR ALL CALRECYCLE GRANTS FOR WHICH THE CITY OF PALM SPRINGS IS ELIGIBLE.”
Attachments
Item 1P
CITY COUNCIL STAFF REPORT
DATE: J
anuary 27, 2022 CONSENT CALENDAR
SUBJECT: RESOLUTION IN SUPPORT OF SB 1383 LOCAL ASSISTANCE GRANT
PROGRAM APPLICATION
FROM: Justin Clifton, City Manager
BY: Development Services Department – Office of Sustainability SUMMARY:
The Cit
y Council is requested to adopt a resolution in support of the California Department of Resources Recycling and Recovery (“CalRecycle”) SB 1383 Local Assistance Grant Program Application and a uthorize Staff to transmit resolution to CalRecycle with the grant application.
RECOMMENDATION:
Adopt
a Resolution entitled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA, AUTHORIZING SUBMITTAL OF APPLICATIONS FOR
ALL CALRECYCLE GRANTS FOR WHICH THE CITY OF PALM SP RINGS IS ELIGIBLE.”
BACKGROUND:
In September
2016, Governor Brown set methane emissions reduction targets for California (SB 1383 Lara, Chapter 395, Statues of 2016) in a statewide effort to reduce emissions of short-lived climate pollutants. Many of these emissions come from landfilled food and green waste, which is why the law is primarily focused on diver ting organic materials from landfills. Through increased recovery of food, green waste, and edible food, the State must:
• Reduce organic waste disposal 50% by 2020 and 75% by 2025. • Rescue at least 20% currently disposed surplus food by 2025 for human consumption.
Item 1P - 1
STAFF ANALYSIS:
The Department of Resources Recycling and Recovery (“CalRecycle”) offers the SB 1383 Local Assistance Grant Program pursuant to Chapter 395, Statues of 2016. This non- competitive grant program will provide one-time funding to local jurisdictions to assist with the implementation of regulation requirements associated with SB 1383.
Eligible Projects/Products include:
• Capacity Planning
• Collection
• Edible Food Recovery
• Education and outreach (includes organic waste and edible food recovery) • Enforcement and Inspection
• Program Evaluation/Gap Analysis
• Procurement Requirements (using recycled organic products – compost, mulch, electricity, and/or renewable gas and recycled paper and paper products) • Record Keeping
It is intended that the grant funding would be used to offset the costs of outreach and education programs, as well as procurement costs.
Applicants of this grant must have an adopted enforceable ordinance, pursuant to Section 18981.2 of Title 14 of the California Code of Regulations. The City of Palm Springs adopted Ordinance No. 2053 on December 9, 2021, which amended Chapter 6.04 of the Municipal Code to implement the requirements of SB 1383.
The Grant Terms for first-round funding begins April 1, 2022 and ends April 2, 2024. The Grant Terms for second-round funding begins September 1, 2022 and ends September 2, 2024. The City of Palm Springs will be applying for first -round funds by submitting the application by February 1, 2022.
FISCAL ANALYSIS:
The City of Palm Springs is eligible to receive grant funding in the amount of $63,654 to offset expenses related to the implementation of SB 1383.
REVIEWED BY:
Department Director: Flinn Fagg
City Manager: Justin Clifton
ATTACHMENT:
1. Resolution in support of SB 1383 Local Assistance Grant Program(s).
Item 1P - 2
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS , CALIFORNIA, AUTHORIZING
SUBMITTAL OF APPLICATIONS FOR ALL CALRECYCLE
GRANTS FOR WHICH THE CITY OF PALM SPRINGS IS
ELIGIBLE.
WHEREAS, Public Resources Code sections 4 8000 et seq. authorize the Department of Resources Recycling and Recovery (CalRecycle) to administer various grant programs (grants) in furtherance of the State of California’s (state) efforts to reduce, recycle and reuse solid waste generated in the state thereby preserving landfill capacity and protecting public health and safety and the environment; and
WHEREAS, in furtherance of this authority CalRecycle is required to establish procedures governing the application, awarding, and management of the grants; and
WHEREAS, CalRecycle grant application procedures require, among other things, an applicant’s governing body to declare by resolution certain authorizations related to the administration of CalRecycle grants.
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. T he City Council of Palm Springs authorizes the submittal of applications to CalRecycle for all grants for which The City of Palm Springs is eligible; and
SECTION 2.
The City Manager , or his/her designee , is hereby authorized and empowered to execute in the name of the City of Palm Springs all grant documents, including but not limited to, applications, agreements, amendments and requests for payment, necessary to secure grant funds and implement the approved grant project; and
SECTION 3. T
hese authorizations are effective for five (5) years from the date of adoption of this resolution.
ADOPTED THIS 27TH DAY OF JANUARY 2022.
Justin Clifton, City Manager
ATTEST:
Anthony J. Mejia, MMC
City Clerk
Item 1P - 3
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
I, ANTHONY J. MEJIA, City Clerk of the City of Palm Springs, hereby certify that Resolution No. ____ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on _______________________, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Palm Springs, California, this ______ day of ______________, _________.
Anthony J. Mejia, MMC
City Clerk
Item 1P - 4
CITY COUNCIL STAFF REPORT
01/27/2022 1. Q.
City Clerk -
SUBJECT
AUTHORIZATION OF A PURCHASE ORDER TO RS&H CALIFORNIA, INC. TO
COMPLETE AN AIRFIELD HOT SPOT STUDY IN AN AMOUNT NOT TO EXCEED $179,802, CITY PROJECT NO. 21-30
RECOMMENDATION:
Authorize a Purchase Order in an amount not to exceed $179,802 with the City’s “on-call” professional aviation consulting services firm, RS&H, a California corporation, pursuant to Agreement No. A7148 for design services for Airport Hot Spot Study, City Project No. 21-30.
1. Authorize the City Manager or his designee to execute all necessary documents.2.
Attachments
Item 1Q
CITY COUNCIL STAFF REPORT
DATE: January 27, 2022 CONSENT CALENDAR
SUBJECT: AUTHORIZATION OF A PURCHASE ORDER TO RS&H CALIFORNIA, INC. TO COMPLETE AN AIRFIELD HOT SPOT STUDY IN AN AMOUNT NOT TO EXCEED $179,802, CITY PROJECT NO. 21-30
FROM: Justin Clifton, City Manager
BY: Development Services Department
SUMMARY:
Approval of this item will authorize RS&H California, Inc. (“RS&H”) to proceed with conducting an airfield hot spot study at the Palm Springs International Airport. This item is 90.66% funded by a Federal Aviation Administration (FAA) Airport Improvement Program (AIP) grant.
RECOMMENDATION:
1. Authorize a Purchase Order in an amount not to exceed $179,802 with the City’s “on- call” professional aviation consulting services firm, RS&H, a California corporation, pursuant to Agreement No. A7148 for design services for Airport Hot Spot Study, City Project No. 21-30.
2. Authorize the City Manager or his designee to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
The Public Integrity Disclosure Form submitted by RS&H is included as Attachment A.
BACKGROUND:
On May 2, 2018, the City Council approved a 5- year on- call agreement with RS&H California, Inc., (Agreement No. A7148) for professional aviation consulting services.
Pursuant to FAA regulations related to on-call service agreements, the on-call agreement with RS&H California, Inc., assigned it responsibility for performing various as -needed services within the Airport, including conducting a Hot Spot Study.
Item 1Q - 1
STAFF ANALYSIS:
The P
alm Springs International Airport is conducting a Hot Spot Study to address areas of concern on the airfield as determined by the FAA. The FAA designates a Hot Spot as a location with a history or risk of potential collision or runway incursion, or where extra attention is required of pilots and airfield drivers. The FAA has identified four Hot Spots at five locations on the Palm Springs International Airport airfield to be evaluated.
The objective of the project is to evaluate and review incident data, if any, related to collisions or incursions and to consider recommendations for modifying airfield geometry, improving signage and lighting, or other solutions to minimize or eliminate the potential for future collisions or incursions.
On December 22 , 2021, RS&H submitted a formal proposal to the City demonstrating their understanding and approach for completion of a Hot Spot Study for a total not to exceed amount of $179,802. A copy of the proposal is included as Attachment B.
Staff reviewed RS&H’s proposal and found the proposal to be qualified and complete.
Staff recommends authorization of a purchase order to RS&H completion of a Hot Spot Study.
Item 1Q - 2
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ENVIRONMENTAL ASSESSMENT:
The requested City Council action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a “Project” does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
FISCAL IMPACT:
This project is 90.66% FAA AIP grant funded with the remaining 9.34% to be locally funded through the Airport Capital Fund. Sufficient funds are budgeted and available.
REVIEWED BY:
Department Director: Flinn Fagg
City Manager: Justin Clifton
ATTACHMENTS:
A. Public Integrity Disclosure Form
B. RS&H Proposal
Item 1Q - 3
Attachment A
Item 1Q - 4
PUBLIC INTEGRITY DISCLOSURE APPLICANT DISCLOSURE FORM
1. Name of Entity
2. Address of Entity (Principle Place of Business)
3. Local or California Address (if different than #2)
4. State where Entity is Registered with Secretary of State If other than California, is the Entity also registered in California? ☐ Yes ☐ No
5. Type of Entity
☐ Corporation ☐ Limited Liability Company ☐ Partnership ☐ Trust ☐ Other (please specify)
6. Officers, Directors, Members, Managers, Trustees, Other Fiduciaries (please specify) Note: If any response is not a natural person, please identify all officers, directors, members, managers and other fiduciaries for the member, manager, trust or other entity ☐ Officer ☐ Director ☐ Member ☐ Manager
☐ General Partner ☐ Limited Partner
☐ Other
☐ Office r ☐ Director ☐ Member ☐ Manager
☐ General Partner ☐ Limited Partner
☐ Other
☐ Office r ☐ Director ☐ Member ☐ Manager
☐ General Partner ☐ Limited Partner
☐ Other
CITY OF PALM SPRINGS – PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM