1 SERVICES AGREEMENT
UNI
SERVE FACILITIES SERVICES LLC
C
ustodial Services for Various City Facilities – RFP No. 2468 O
n this _____ day of _______________, 20___ (“Effective Date”), the CITY OF RIVERSIDE, a California charter city and municipal corporation (“City”), and UNISERVE FACILITIES SERVICES LLC, a Delaware limited liability company authorized to do business in California (“Contractor”), mutually agree as follows:
1. S
cope of Services. Contractor shall furnish all labor, materials and equipment for and perform the work of Custodial Services for Various City Facilities – RFP No. 2468 (“Services”). Contractor shall perform the Services in accordance with the provisions and requirements of the Scope of Services attached hereto as Exhibit “A” and incorporated herein by reference.
2. T
erm. This Agreement shall be in effect beginning October 1, 2026, and shall remain in effect until June 30, 2029, unless otherwise terminated pursuant to the provisions herein.
3. C
ompensation. City shall pay Contractor for the performance of the Services during the initial term of this Agreement a Contract Price not to exceed amount of Three Million Three Hundred Ninety -Two Thousand Five Hundred Sixty Dollars and Thirty Cents ($3,392,560.30), unless an increase is agreed to by the parties . City shall pay Contractor for Services performed to City’s satisfaction on a monthly basis in accordance with the provisions of the Compensation Schedule attached hereto as Exhibit “B” and incorporated herein by this reference. If the term of the Agreement is extended, Contractor’s compensation for the extended term shall be mutually agreed upon in writing by the parties.
4. G
eneral Compliance with Laws. Contractor shall keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of Services by Contractor pursuant to this Agreement. Contractor shall at all times observe and comply with all such laws, ordinances and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances and regulations.
5. B
usiness Tax Certificate. As a condition of this Agreement, Contractor shall secure a business tax certificate to operate in the City of Riverside pursuant to Chapter 5.04 of the Riverside Municipal Code, and shall also secure any other licenses or permits which may be required.
6. B
usiness Tax and Penalties. Contractor acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which is owed, or which becomes owed, by Contractor to City, City reserves the right to withhold and offset said amounts from any payments, refunds or reimbursements owed by City to Contractor under the Agreement. Notice of such withholding and offset shall promptly be given to Contractor by City in DRAFT
2 writing. In the event of a dispute as to the amount owed or whether such amount is owed to City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved.
7. Personnel. Contractor shall furnish all personnel necessary to perform the Services and shall be responsible for their performance and compensation. The key personnel are listed in Exhibit “C,” attached hereto and incorporated herein by reference. Contractor shall furnish qualified personnel to perform the Services.
8. Assignment and Subcontracting. Neither party shall assign any right, interest, or obligation in or under this Agreement to any other entity without prior written consent of the other party. In any event, no assignment shall be made unless the assignee expressly assumes the obligations of assignor under this Agreement, in a writing satisfactory to the parties. Contractor acknowledges that any assignment may, at the City’s sole discretion, require City Manager and/or City Council approval. Contractor shall not subcontract any portion of the work required by this Agreement without prior written approval by the responsible City Contract Administrator.
Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 11. The Contractor acknowledges and agrees that the City is an intended beneficiary of any work performed by any subcontractor for purposes of establishing a duty of care between any subcontractor and the City.
9. Independent Contractor. In the performance of this Agreement, Contractor, and Contractor’s employees, subcontractors and agents, shall act in an independent capacity as independent contractors, and not as officers or employees of the City of Riverside. Contractor acknowledges and agrees that the City has no obligation to pay or withhold state or federal taxes or to provide workers’ compensation or unemployment insurance to Contractor, or to Contractor’s employees, subcontractors and agents. Contractor, as an independent contractor, shall be responsible for any and all taxes that apply to Contractor as an employer.
10. Indemnification. Except as to the sole negligence or willful misconduct of the City, Contractor shall indemnify and hold harmless the City, and the City’s employees, officers, managers, agents and council members from any liability, claim, damage or action whatsoever, to the extent it is based or asserted upon any wrongful act or omission of Contractor, its officers, employees, subcontractors, agents or representatives, or arises out of or in any way relates to this agreement including but not limited to property damage, bodily injury, or death. Contractor shall defend, at its sole cost and expense, including but not limited to attorney fees, cost of investigation, defense and settlement or awards, the City and the City’s employees, officers, managers, agents and council members in any such action or claim. With respect to any action or claim subject to indemnification herein by Contractor, Contractor shall, at its sole cost, have the right to use counsel of its own choice and shall have the right to adjust, settle, or compromise any such action or claim without the prior consent of City; provided, however, that any such adjustment, settlement or compromise in no manner whatsoever limits or circumscribes Contractor’s indemnification of City. Contractor’s obligations hereunder shall be satisfied when Contractor has provided to City the appropriate form of dismissal (or similar document) relieving the City from any liability for the action or claim 3 involved. The specified insurance limits required in this Agreement shall in no way limit or circumscribe Contractor’s obligations to indemnify and hold harmless the City.
11. Insurance.
11.1 General Provisions . Prior to the City’s execution of this Agreement, Contractor shall provide satisfactory evidence of, and shall thereafter maintain during the term of this Agreement, such insurance policies and coverages in the types, limits, forms and ratings required herein. The rating and required insurance policies and coverages may be modified in writing by the City’s Risk Manager or City Attorney, or a designee, unless such modification is prohibited by law.
11.1.1 Limitations. These minimum amounts of coverage shall not constitute any limitation or cap on Contractor’s indemnification obligations under Section 10 hereof.
11.1.2 Ratings. Any insurance policy or coverage provided by Contractor or subcontractors as required by this Agreement shall be deemed inadequate and a material breach of this Agreement, unless such policy or coverage is issued by insurance companies authorized to transact insurance business in the State of California with a policy holder’s rating of A or higher and a Financial Class of VII or higher.
11.1.3 Cancellation. The policies shall not be canceled unless thirty (30) days’ prior written notification of intended cancellation has been given to City by certified or registered mail, postage prepaid.
11.1.4 Adequacy. The City, its officers, employees and agents make no representation that the types or limits of insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage as Contractor deems adequate, at Contractor’s sole expense.
11.2 Workers’ Compensation Insurance . By executing this Agreement, Contractor certifies that Contractor is aware of and will comply with Section 3700 of the Labor Code of the State of California requiring every employer to be insured against liability for workers’ compensation, or to undertake self-insurance before commencing any of the work. Contractor shall carry the insurance or provide for self-insurance required by California law to protect said Contractor from claims under the Workers’ Compensation Act. Prior to City’s execution of this Agreement, Contractor shall file with City either 1) a certificate of insurance showing that such insurance is in effect, or that Contractor is self-insured for such coverage, or 2) a certified statement that Contractor has no employees, and acknowledging that if Contractor does employ any person, the necessary certificate of insurance will immediately be filed with City. Any certificate filed with City shall provide that City will be given ten (10) days’ prior written notice before modification or cancellation thereof.
11.3 Commercial General Liability and Automobile Insurance . Prior to City’s execution of this Agreement, Contractor shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability insurance and automobile liability insurance as 4 required to insure Contractor against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Contractor.
The City, and its officers, employees and agents, shall be named as additional insureds under the Contractor’s insurance policies.
11.3.1 Contractor’s commercial general liability insurance policy shall cover both bodily injury (including death) and property damage (including, but not limited to, premises operations liability, products -completed operations liability, independent contractor’ s liability, personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the amount of not less than $2,000,000.
11.3.2 Contractor’s automobile liability policy shall cover both bodily injury and property damage in an amount not less than $1,000,000 per occurrence and an aggregate limit of not less than $1,000,000. All of Contractor’s automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with Contractor’s performance of this Agreement, which vehicles shall include, but are not limited to, Contractor owned vehicles, Contractor leased vehicles, Contractor’s employ ee vehicles, non- Contractor owned vehicles and hired vehicles.
11.3.3 Prior to City’s execution of this Agreement, copies of insurance policies or original certificates along with additional insured endorsements acceptable to the City evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and its officers, employees and agents, as additional insureds. Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions:
It is agreed that the City of Riverside, and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Riverside.
11.3.4 The insurance policy or policies shall also comply with the following provisions:
a. If the policy is written on a claims made basis, the certificate should so specify and the policy must continue in force for one year after completion of the services.
The retroactive date of coverage must also be listed.
b. The policy shall specify that the insurance provided by Contractor will be considered primary and not contributory to any other insurance available to the City and Endorsement No. CG 20010413 shall be provided to the City.
12. Termination. City shall have the right to terminate any or all of Contractor’s Services and work covered by this Agreement at any time upon thirty (30) calendar days’ written notice to Contractor. In the event of such termination, Contractor shall submit Contractor ’s final written statement of the amount of services provided as of the date of such termination for payment 5 by the City.
Notwithstanding the foregoing, the City may terminate Contractor’s performance of this Agreement upon five (5) calendar days’ written notice if:
(1) Contractor fails to promptly begin performance of the Services;
(2) Contractor fails to perform the Services;
(3) Contractor discontinues performance of the Services;
(4) Contractor fails to make payment to employees in accordance with applicable law;
(5) Contractor disregards laws, ordinances, or rules, regulations, or orders of a public authority having jurisdiction;
(6) Contractor otherwise is guilty of breach of a provision of this Agreement;
(7) Contractor becomes insolvent, is adjudicated bankrupt, or makes a general assignment for the benefit of creditors and fails to provide City with adequate assurances of Contractor’s ability to satisfy its contractual obligations.
(8) A receiver, trustee, or other judicial officer shall not have any right, title, or interest in or to this Agreement. Upon that person’s appointment, City has, at its option and sole discretion, the right to immediately cancel the Agreement and declare it null and void.
13. Non-Discrimination. During Contractor’s performance of this Agreement, Contractor shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, gender, gender identity, genetic information, gender expression, sex or sexual orientation, military and veteran status, in the selection and retention of employees and subcontractors and the procurement of materials and equipment, except as provided in Section 12940 of the California Government Code. Further, Contractor agrees to conform to the requirements of the Americans with Disabilities Act in the performance of this Agreement.
14. City’s Right to Employ Other Consultants/Contractors. City reserves the right to employ other Contractors in connection with the Services. If the City is required to employ another contractor to complete Contractor’s work, due to the failure of the Contractor to perform, or due to the breach of any of the provisions of this Agreement, the City reserves the right to seek reimbursement from Contractor.
6 15. Conflict of Interest. Contractor, for itself and on behalf of the individuals listed in Exhibit “C”, represents and warrants that by the execution of this Agreement, they have no interest, present or contemplated, affected by the above -described Services. Contractor further warrants that neither Contractor, nor the individuals listed in Exhibit “C” have any real property, business interests or income interests that will be affected by this project or, alternatively, that Contractor will file with the City an affidavit disclosing any such interest.
16. Solicitation. Contractor warrants that Contractor has not employed or retained any person or agency to solicit or secure this Agreement, nor has it entered into any agreement or understanding for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement. For breach of this warranty, City shall have the right to terminate this Agreement without liability and pay Contractor only for the value of work Contractor has actually performed, or, in its sole discretion, to deduct from the Agreement price or otherwise recover from Contractor the full amount of such commission, percentage, brokerage or commission fee. The remedies specified in this section shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement.
17. Prevailing Wage. If applicable, pursuant to Section 1771 of the California Labor Code, Contractors are required to pay the general prevailing rates of per diem wages, overtime and holiday wages as determined by the Director of the Department of Industrial Relations and implemented by Resolution No. 13346 of the City Council of the City of Riverside. The Director’s determination of prevailing wage rates is available on -line at www.dir.ca.gov/dlsr/DPreWageDetermination.htm, and is referred to and made a part hereof as though fully set forth herein. Contractor is aware of and stipulates that Contractor will also comply with California Labor Code Sections 1725.5 and 1771.1 requiring all general contractors and subcontractors to be registered with DIR, when applicable. Registration can be accomplished through the DIR website by using this link: http://www.dir.ca.gov/Public - Works/PublicWorks.html.
18. Notices. Service of any notices, bills, invoices or other documents required or permitted under this Agreement shall be sufficient if sent by one party to the other by United States mail, postage prepaid and addressed as follows:
To City To Contractor
General Services Department
City of Riverside
Attn: Frederick Tobar
3900 Main Street
Riverside, CA 92522
Uniserve Facilities Services LLC
Attn: Anthony Santana
2363 South Atlantic Blvd
Commerce, CA 90040
19. Venue. Any action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in the Superior Court of California, County of Riverside and the parties hereby waive all provisions of law providing for a change of venue in such proceedings to any other county.
7 20. Waiver. No action or failure to act by the City shall constitute a waiver of any right or duty afforded City under this Agreement, nor shall any action or failure to act constitute an approval of or acquiescence in any breach thereunder, except as may be specif ically provided in this Agreement or as may be agreed in writing.
21. Severability. Each provision, term, condition, covenant and/or restriction, in whole and in part, in this Agreement shall be considered severable. In the event any provision, term, condition, covenant and/or restriction, in whole and/or in part, in this Agreement is declared invalid, unconstitutional, or void for any reason, such provision or part thereof shall be severed from this Agreement and shall not affect any other provision, term, condition, covenant and/or restriction of this Agreement and the remainder of the Agreement shall continue in full force and effect.
22. Amendments. This Agreement may be modified or amended only by a written agreement and/or change order executed by the Contractor and City.
23. Authority. The individuals executing this Agreement and the instruments referenced herein on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions hereof and thereof.
24. Entire Agreement. This Agreement constitutes the final, complete, and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement, and supersedes all prior and contemporaneous understandings or agreements of the parties. Neither party has been induced to enter into this Agreement by, and neither party is relying on, any representation or warranty outside those expressly set forth in this Agreement.
25. Digital and Counterpart Signatures. Each party to this Agreement intends and agrees to the use of digital signatures that meet the requirements of the California Uniform Electronic Transactions Act (Civil Code §§ 1633.1, et seq.), California Government Code § 16.5, and California Code of Regulations Title 2 Division 7 Chapter 10, to execute this Agreement. The parties further agree that the digital signatures of the parties included in this Agreement are intended to authenticate this writing and to ha ve the same force and effect as manual signatures for purposes of validity, enforceability, and admissibility. For purposes of this section, a “digital signature” is defined in subdivision (d) of Section 16.5 of the Government Code and is a type of “electronic signature” as defined in subdivision (h) of Section 1633.2 of the Civil Code. This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each certified or authenticated electronic copy of an encrypted digital signature shall be deemed a duplicate original, constituting one and the same instrument and shall be binding on the parties hereto.
26. Interpretation. City and Contractor acknowledge and agree that this Agreement is the product of mutual arms-length negotiations and accordingly, the rule of construction, which provides that the ambiguities in a document shall be construed against the drafter of that document, shall have no application to the interpretation and enforcement of this Agreement.
8 26.1 Titles and captions are for convenience of reference only and do not define, describe or limit the scope or the intent of the Agreement or any of its terms. Reference to section numbers, are to sections in the Agreement unless expressly stated otherwise.
26.2 This Agreement shall be governed by and construed in accordance with the laws of the State of California in effect at the time of the execution of this Agreement.
26.3 In the event of a conflict between the body of this Agreement and Exhibit “A” - Scope of Services hereto, the terms contained in Exhibit “A” shall be controlling.
27. Exhibits. The following exhibits attached hereto are incorporated herein to this Agreement by this reference:
Exhibit “A” - Scope of Services
Exhibit “B” - Compensation
Exhibit “C” - Key Personnel
[SIGNATURES ON FOLLOWING PAGE]
9 I
N WITNESS WHEREOF the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF RIVERSIDE, a California charter city
and municipal corporation
B
y:_________________________________
City Manager
A
ttest:_______________________________
City Clerk
C
ERTIFIED AS TO AVAILABILITY OF
FUNDS:
B
y:_________________________________
Chief Financial Officer
D
epartment Head Approval:
B
y: _________________________________
Department Head
AP
PROVED AS TO FORM:
B
y:___________________________
Deputy City Attorney
UNISERVE FACILITIES SERVICES
LLC, a Delaware limited liability
company authorized to do business in
C
alifornia
By: _____________________________
Print Name: ______________________
Title: ___________________________
and
By: _____________________________
Print Name: ______________________
Title: ____________________________
CA #315007 RMS/jv 08/12/26
EXHIBIT “A”
SCOPE OF SERVICES
RFP No. 2468
EXHIBIT “A”
Scope of Services
Companies shall submit a detailed description of custodial services for the City of Riverside. The selected Company shall furnish all labor, insurance, supervision, training, and incidentals necessary to provide said service for locations listed below.
Facility & Frequency Table
No. Facility Address
Cleanable
Area
(Sq. Ft.)
Restrooms Frequency
(per week)
01 MKTG Riverside TV 980 Dalton Road 1,800 1 2x
Sub Total - A 1,800 1
02 Corp Yard Breezeway
Restrooms 8095 Lincoln Ave 3,000 2 5x
03 Corp Yard Central Stores 8095 Lincoln Ave 400 - 3x
04 Corp Yard Fire Bay 8095 Lincoln Ave 3,817 2 3x
05 Corp Yard Emergency OPS
Center (EOC) 8095 Lincoln Ave 10,445 4 3x
06 Corp Yard Guard Shack
Restrooms 8095 Lincoln Ave 148 2 3x
07 Corp Yard Main Building (GS) 8095 Lincoln Ave 12,000 2 3x 08 Corp Yard Main Building
(Parks) 8095 Lincoln Ave 12,000 - 3x
09 Corp Yard Main Building (PW) 8095 Lincoln Ave 12,000 - 3x 10 Corp Yard Transit Bay 8095 Lincoln Ave 400 2 3x
Sub Total - B 54210 14
11 Corp Yard Transit Office 8095 Lincoln Ave 3817 2 3x
Sub Total - C 3817 2
12 Corp Yard Fire Maintenance 8095 Lincoln Ave 920 2 2x Sub Total - D 920 2
13 DEV Hulen Place (DEV) 2880 Hulen Place 3,000 4 7x
Sub Total - E 3,000 4
14 FIR Fire Station #1 3401 University Ave 6,760 2 3x
Sub Total - F 6,760 2
15 PW WQCP Management
Facility 5950 Acorn Street 3,600 2 5x
16 PW WQCP Water Quality
Control Plant 5950 Acorn Street 33,662 4 5x
17 PW WQCP Conference Tower 5950 Acorn Street 1,500 2 5x 18 PW WQCP Admin 5950 Acorn Street 10,500 2 5x
19 PW WQCP Tertiary 5950 Acorn Street 75 1 5x
20 PW WQCP Power Generation 5950 Acorn Street 100 1 5x
21 PW WQCP Processing
Structure 5950 Acorn Street 750 2 5x
22 PW WQCP Pumping Structure 5950 Acorn Street 75 1 5x
Sub Total - G 50,262 15
RFP No. 2468
23 PW Central Parking Concepts 3751 Market Street 1,776 - 5x 24 PW Mission Inn Foundation 3750 Market Street 6,018 2 5x 25 PW SBCD/Tritech - Rodney
Danielson Trustee 3752 Market Street 2,325 2 5x
Sub Total - H 10,119 4
26 LIB Arlanza Library 8267 Philbin Ave 10,000 3 5x
27 LIB Arlington Library 9556 Magnolia Ave 12,000 5 6x
28 LIB Casa Blanca Library 2985 Madison Street 9,000 4 5x 29 LIB La Sierra Library 4600 La Sierra Ave 9,947 4 5x
30 LIB Main Library 3581 Mission Inn Ave 37,000 8 6x
31 LIB Marcy Library 6927 Magnolia Ave 9,000 6 5x
32 LIB Orange Terrace Library 20010-A Orange
Terrace Pkwy 13,026 3 6x
33 LIB Eastside Library
(Under construction, projected
opening date is February 2027,
excluded from scope until added
by Amendment)
2060 University Ave 15,000 4 5x
Sub Total - I 114,973 37
34 PAR Park & Recreation Admin 6927 Magnolia Avenue 9,000 2 5x Sub Total - J 9,000 2
35 CH City Hall 3900 Main Street 110,000 18 5x
36 CH City Council Chambers 3900 Main Street 6,000 4 5x Sub Total - K 116,000 22
37 RPU Casa Blanca CRC (PU) 3025 Madison Street 11,659 2 5x 38 RPU Gateway Building 3534 14th Street 11,237 4 5x
39 RPU Orange Square (PU) 3901 Orange Street 33,000 4 6x 40 RPU POE Building (PU) 3902 Mulberry Street 7,241 2 5x 41 RPU UOC Electric Substation 2911 Adams Street 1,000 2 5x 42 RPU UOC Main Building 2911 Adams Street 33,400 6 5x
43 RPU UOC Men’s Locker
Room 2911 Adams Street 1,340 - 5x
44 RPU UOC Technician’s Office 2911 Adams Street 406 - 5x 45 RPU UOC Trailer (PU) 2911 Adams Street 1,000 2 5x
46 RPU UOC Water Meter Shop 2911 Adams Street 446 - 5x
47 RPU UOC Water Ops Main 2911 Adams Street 865 - 5x
Sub Total - L 101,594 22
48 RPU RERC and Clearwater 5901 Payton Avenue 9,000 5 3x 49 RPU 1700 Railroad Street 1700 Railroad Street 1,900 1 1x 50 RPU 2201 Railroad Street 2201 Railroad Street 700 2 1x Sub Total - M 11,600 8
Grand Total: 484,055 135
1. Hours of Operation
The Company shall accomplish all custodial services required under this RFP between the hours of 8:00 p.m. and 5:00 a.m., Monday through Sunday , including holidays, except where noted in the Facility and Minimum Frequency Schedules in Exhibit “A.” RFP No. 2468
Exceptions may be made to normal work hours where incidence of use may be too great during the specified hours to allow for proper maintenance. The City may grant, on an individual basis, permission to perform maintenance at other hours.
Special notification listing exact dates for infrequent operations shall be furnished to the General Services Maintenance Supervisor at least five (5) days prior to performing these operations.
The City shall have the authority to suspend the work, wholly or in part, for such a period as may be deemed necessary due to renovation or construction, or to such other conditions as are considered unfavorable for the suitable performance of the work.
2. Proposed Cost
The total annual amount for providing services for the areas listed in the Compensation Schedules shall include a total cost for furnishing all labor, materials, supplies, cleaning supplies, trash bags, vehicles, equipment, and incidentals necessary to complete the work under the Contract and shall remain at the proposed fixed rate. This amount shall include the Company's costs involved with bonding, insurance, worker's compensation, overhead, financing, mobilization, public convenience, safety, storage of equipment and materials, security against theft and vandalism, clean-up, and all other items incidental to the work. The Company will invoice in arrears in 12 equal installments, and the locations listed in the invoice must adhere to the order of the attached facility list.
3. Work to be Done by Company
3.1. Communication: Company shall use a cleaning management software system to track work, communicate with the City, provide regular reporting, and reporting on an as- needed basis when requested. The software should schedule tasks, including those occurring monthly or less often, document inspection notes, communicate repair needs such as a leaking toilet or faucet, and document deficiencies. The software should also allow for photo documentation.
3.2. General: The work consists of complete and thorough custodial maintenance of the City’s various facilities. Said custodial services shall include but not be limited to libraries, lobbies, kitchens; restrooms; showers; offices and classrooms; granite counters, ceramic tile, carpet and upholstery cleaning; cleaning and polishing drinking fountains and other metal surfaces; window washing; litter and debris removal; restocking restroom and kitchen soap and paper supplies; clean, sweep, dry mop, wet mop, strip, wax, sanitize, scrub and vacuum floors; clean, scrub and maintain walls; clean ceiling vents; remove cobwebs; clean window sills, windows, light fixtures, plumbing fixtures and window coverings; graffiti removal; and other maintenance required to maintain the facilities listed in the RFP. All facilities are to be cleaned and prepared for business by 5:00 a.m.
RFP No. 2468
3.3. Quality Control Program: Implement a robust quality assurance program to ensure customer satisfaction and meet service expectations. Program shall include initial site inspections to identify cleaning needs and assess the current conditions, quality control checklist, a thorough training and onboarding program to ensure that all personnel understand the work requirements and quality standards, and regular inspections with a City representative to verify compliance with quality requirements.
3.4. Cleaning Products, Paper Goods, and Supplies: All cleaning products, supplies, and paper goods shall be Waxie products or City-approved equal. No substitutions shall be made without the prior approval of the General Services Representative. The company shall submit a list of all cleaning products and paper products prior to the start of work.
Toilet tissue, paper towels, seat covers, sanitary supplies, hand soap, and deodorizers shall be restocked on all service days unless specified in the Minimum Frequency Schedule.
The City is committed to using recycled paper products whenever possible, in support of City sustainability goals.
Paper products shall consist of at least 30 percent, by fiber weight, of postconsumer recycled content fiber, except as specified below:
o Toilet paper shall consist of at least 45 percent, by fiber weight, postconsumer recycled content fiber
o Paper towels shall consist of at least 40 percent, by fiber weight, postconsumer recycled content fiber
o Facial tissue shall consist of at least ten percent, by fiber weight, postconsumer recycled content fiber
o Toilet seat covers shall consist of at least 20 percent, by fiber weight, postconsumer recycled content fiber
o General purpose paper wipers shall consist of at least 40 percent, by fiber weight, postconsumer recycled content fiber
Paper products shall be eligible to be labeled with an unqualified recyclable label as defined in 16 Code of Federal Regulations (CFR) Section 260.12 as published January 1, 2013.
The minimum postconsumer recycled content fiber requirements are required when:
o Available at no greater cost than nonrecycled products, and o Fitness and quality are equal to nonrecycled products
3.5. Painted/Hard Surfaces and Fixtures: The company shall thoroughly wash all interior painted surfaces with an approved cleaner following the Minimum Frequency Schedules. Additionally, walls, showers and counter surfaces shall be spot-cleaned to remove spills, finger marks, ink and pencil marks, and other dirty areas. Counter surfaces will be polished twice weekly or more often to maintain a clean surface area.
RFP No. 2468
Mirrors, powder shelves, plumbing fixtures, light fixtures, ceiling grates, etc., shall be cleaned and dusted in accordance with the Minimum Frequency Schedules. The Minimum Frequency Schedules include all increased cleaning schedules for specialty areas.
All stainless steel surfaces shall be cleaned and polished with an approved polish. All basins, countertops, fixtures, toilet bowls, and urinals shall be cleaned with an approved germicidal detergent solution. All dispensers shall be cleaned, disinfected, and refilled with approved solutions per the Minimum Frequency Schedule.
3.6. Floors: Restroom floors shall be thoroughly cleaned with an approved germicidal detergent solution. Floors shall be waxed and polished to maintain a high-luster gloss finish. Special attention shall be paid during floor cleaning and waxing to remove grout stains and prevent wax from building up at the base of the fixtures and on baseboards.
All non-skid mats shall be rinsed and disinfected on all service days.
Carpeted areas and rugs shall be thoroughly vacuumed on all service days, and any staples, paperclips, etc., shall be removed from the floor. Carpet stains shall be spot cleaned with a rug spotter at detection time. Carpeted surfaces shall be cleaned as needed to maintain a clean appearance. Doormats and chair mats shall be cleaned concurrently with vacuuming. Carpet cleaning methods shall be consistent with the carpet manufacturer’s recommendations or as otherwise approved by the General Services Maintenance Supervisor.
Hard surface floors shall be swept and/or dust mopped using dust control sweeping mops. Special attention shall be paid during floor cleaning and waxing to prevent wax from building up on baseboards. All hard surface floors shall be stripped and waxed in accordance with the Minimum Frequency Schedule, or more often if necessary, to maintain a high-luster finish. All baseboards and molding strips shall be cleaned as needed to remove stains, spots, and dust.
Special attention shall be paid during floor cleaning and waxing to remove grout stains and prevent wax from building up at the base of the fixtures and on baseboards. Floors (ceramic tile) will be machine scrubbed by the minimum frequency schedule to keep grout lines clean and free of stains.
Wood floors shall be maintained according to the manufacturer’s recommendations.
Concrete floors shall be maintained in a manner consistent with composite flooring material.
Heel marks shall be removed from all floors upon detection.
RFP No. 2468
3.7. Kitchens/Break Rooms: Floors shall be thoroughly cleaned with a germicidal detergent solution. Floors shall be waxed and polished to maintain a high luster gloss finish. Special attention shall be paid during floor cleaning and waxing to remove grout stains and to prevent wax from becoming built up at the base of the fixtures and on baseboards. Exterior surfaces of all appliances, including stove, refrigerator and microwave shall be cleaned all service days. Inside of all stoves and ovens shall be thoroughly cleaned quarterly. Tables and chairs shall be cleaned quarterly. Sinks shall be thoroughly cleaned all service days using an approved detergent.
3.8. Restrooms. The Company shall clean basins, fixtures, countertops, partitions, toilet bowls, and urinals with an approved germicidal detergent solution each service day.
Urinal holes will be scrubbed on all service days to keep them free from odors and scale build-up. All restroom dispensers shall be disinfected and refilled on all service days.
All paper and soap supplies shall be restocked as needed, including toilet tissue, hand soap, seat covers, sanitary supplies, and deodorizers.
The Company shall wash and polish mirrors, powder shelves, bright work, etc., including flushometers, piping and toilet seat hinges, light fixtures, disposal bins, and tops of stall partitions. On all service days, both sides of toilets shall be washed with an approved germicidal solution. Upon discovery, the Company shall report any leaks or plugged drains to the General Services Maintenance Services Manager. On all service days, spit wads and other debris on ceilings and walls shall be removed, and walls and ceilings shall be cleaned to maintain a clean surface.
All restroom drains shall receive an enzyme treatment weekly or more often if requested by the City. Enzyme product must be approved by City prior to use. Deodorant aerosol cans shall be replaced as needed. The City must approve all deodorant scents before installation. Batteries for the deodorant dispensers shall be replaced as needed.
Please refer to Section 3.6 for cleaning of restroom floors and adhere to the frequency.
3.9. Doors, Switch Plates and Drinking Fountains: All doors, door frames, kick plates, door hardware, switch plates, and drinking fountains shall be cleaned on all service days to remove any spillage, smudge marks, and ink and pencil marks. Stainless steel and brass hardware shall be cleaned and polished as needed to maintain a shiny appearance and to prevent scale and rust from forming.
Drinking fountains shall be kept clean at all times. Every instance of damage and/or inoperable drinking fountains shall be reported to the General Services Maintenance Services Manager.
3.1. Trash Receptacles: The Company shall empty all trash receptacles and replace liners on all service days. All trashcan liners shall be replaced at Company’s expense.
RFP No. 2468
Trashcans shall be wiped down to remove spills, smudges or ink/pencil marks as needed.
3.10. Windows, Glass Doors and Partitions: The Company shall clean all interior and exterior windows in accordance with the Minimum Frequency Schedule.
Finger marks, smudges, and spills shall be cleaned from all glass surfaces and mirrors at the time of detection. Cleaners shall be non-abrasive and special care shall be taken so that glass treatment (tinting) is not scratched, damaged or removed.
3.11. Dusting: The Company shall dust all exposed surfaces all service days, including desks, filing cabinets, cabinets, tables and chairs, telephones, bookcases and other office equipment using specially treated dust cloths or feather dusters, with the exception of desks and tables covered with papers and other work materials. Desk or cabinet tops will be thoroughly cleaned when left cleared. High dusting shall be performed twice monthly and shall include tops of doorframes, partitions, air vents, overhead shelves, special molding, and inside of florescent light coverings. High dusting may require an extension pole. All blinds shall be cleaned (dusted and washed) twice monthly. Vending machines shall be dusted on a weekly basis.
3.12. Performance of the Work: The Company shall furnish all labor, materials, supplies and equipment needed to complete the work required under the terms of the Contract Documents, except those materials specified to be furnished by the City.
3.13. Standard of Performance: The Company shall submit satisfactory evidence of compliance with this RFP of such materials to be furnished and used in the work as the General Services Maintenance Services Manager may require. Materials incorporated in the work and not specifically covered in this RFP shall be the best of their kind.
3.14. Standard Operational Hours: The Company shall schedule its operations between the hours of 8:00 pm - 5:00 am so as not to interfere with the public’s use of the Maintained Areas. Company shall conduct its operations so as to provide the maximum safety for the public and to offer the least possible obstruction and inconvenience to the public, or disruption to the peace and quiet of the area around which the services are performed.
3.15. Protection of Property: All public and private property or improvements shall be safely guarded from damage or loss in connection with this Contract by the Company at all times. Should any facility, structure, or property be damaged during operations of the Company, it shall immediately notify the proper owners or authorities. The Company shall pay all damages and losses incurred.
3.16. Defective Work: The Company shall redo at its own expense any part of the work that has been improperly executed, even though it has been included in the monthly estimates. If Company refuses or neglects to redo such defective work, prior to RFP No. 2468
acceptance of the work, it may be performed by the City at the expense of the Company, plus 30% for overhead expenses, and Company’s sureties shall be liable.
3.17. Withholding and Deductions: The City may withhold and/or deduct payment to such extent as may be necessary to protect the City from loss due to:
a. Work required in the RFP which is defective, incomplete, or not performed. Failure to stock consumable products daily will result in an automatic deduction. An additional deduction will result if consumable products are not stocked within two (2) hours of notification.
b. Claims filed, or reasonable evidence indicating probable filing of claims, for damages caused by the Contractor to private or public property.
c. Expenses incurred by the City to perform work required in the RFP that the Contractor performed in a defective or incomplete manner. The Contractor shall be required to pay all excess costs for completing work that is incomplete, not performed or not satisfactorily performed to the City, even if the costs exceed the Contractor’s proposed prices.
d. Failure to participate in, fulfill, and/or respond to the scheduled maintenance inspections.
e. Costs incurred by the City due to extra administration and/or inspection times.
f. Failure to notify the City of damage or vandalism, costs for any remedial work in excess of the original cost for repairs may also be deducted and withheld from payments.
g. Failure to submit required maintenance schedules and reports. i. $100 shall be deducted for each day that the schedules are not received by the City indicating work to be accomplished by the Contractor. ii. $100 shall be deducted from the Contractor’s monthly invoice for each report that is not submitted by the Contractor identifying facility conditions during Contractor’s inspections.
h. Due to the nature of the work, an exact cost cannot be assigned to each task.
Therefore,
i. $100 per day will be deducted for each deficiency that is not corrected by the Contractor.
3.18. Communications Regarding the Work: After award of the Contract, all communications regarding the work covered by this RFP shall be addressed and mailed, emailed, or delivered to the appropriate Department contact.
Any changes to the scope of service (addition/deletion/increase) requested by General RFP No. 2468
Services or by service location contact must include a Cost Breakdown in Exhibit “B” before the commencement of work. This work will not commence until approved in writing/email from the General Services representative.
4. Emergency Work
In case of an emergency that threatens loss or injury of property and/or safety of life, the Company shall act, without previous instructions from the City, as the situation may warrant.
The Company shall notify the City of the emergency and the action taken immediately thereafter. Any compensation claimed by the Company and substantiating documents regarding expense shall be submitted to the General Services Maintenance Supervisor within fifteen (15) calendar days after the emergency. Compensation, if allowed, will be paid for as Extra Work.
If such an emergency arises out of or is the result of operations by the Company, the cost of the corrective measures will be billed to the Company and deducted from Company’s payment as provided in the Contract Documents. The performance of emergency work by City forces will not relieve the Company of any of its responsibilities, obligations, or liabilities under the Contract.
5. Extra Work
Extra Work, may include, but not be limited to, an extra service day, additional service after a special event, deep cleaning, or following construction and/or maintenance activities.
5.1. Extra work will not be initiated without written authorization.
5.2. An estimate of the costs and time for completion will be submitted for approval prior to work being done. The Company shall maintain records sufficient to distinguish the direct cost of other operations. Contractor shall furnish reports of Extra Work on forms furnished by the Contractor, itemizing all costs for labor, materials, and equipment rental. The report shall include hours worked.
5.3. Work will be executed under the direction of the General Services Maintenance Services Manager or his/her designated representative on a time and materials basis or an agreed upon lump sum price depending on the nature of the work.
5.4. The Company shall be required to begin extra work promptly once authorization is obtained.
5.5. Labor costs will be billed at the rates listed in the Compensation Schedule. Company shall process a separate invoice requesting payment for approved Extra Work.
5.6. No work of any kind shall be considered as extra unless written authorization is issued by the City for said work before work commences. The City is not compelled to award RFP No. 2468
all Extra Work to Company. In some instances, additional bids may be solicited from other vendors or the work may be completed by City staff.
6. Extra Work Inspection
Company shall perform a weekly inspection of the complete Maintenance Areas. A written report shall be submitted to the City during the business day following the Company’s inspection. The written report shall include all items needing improvement and dates for corrective action.
6.1. The inspection and administration costs indicated in this Article shall require a maximum of five (5) hours per week of City staff time. The cost of all time in excess of the 5-hour maximum incurred due to inadequate level of maintenance and/or poor administrative preparation on the part of the Company shall be deducted from the monthly payment. The cost of the City labor shall be as specified in Exhibit B of this RFP plus cost for needed equipment. The City shall maintain an accurate log of inspection and administrative time, which will be available for review by the Company.
6.2. The cost for all time in excess of the stated criteria required due to inadequate level of maintenance and poor administrative preparation on the part of the Company, shall be deducted and forfeited from payments. The actual cost computation shall be made using the Inspector’s costs including all direct and indirect administrative costs at the time costs are incurred.
6.3. The Company Representative shall meet on site with an authorized representative of the City on a weekly basis for a daytime walk-through inspection of selected facilities.
Said meeting shall be at the convenience of the City. Any corrective work required as a result of an inspection, or any interim inspection by the City, shall be accomplished to the satisfaction of the City as follows:
6.3.1. The City will provide a written notice (“Punch List”) to the Company to correct the deficiencies within specified time frames. Said specified time frames shall be reasonable, as determined by the City. Should the Company fail to correct the deficiencies within said time frames, the City may perform the work utilizing City employees and/or contract labor. The cost for corrective measures will be deducted and forfeited from the payments to the Company by the City. Should it become necessary for the City to provide personnel to assist or complete a task as per the Contract Documents, the Company will be billed for all costs, plus a 30% administrative fee.
6.3.2. Any action taken by the City pursuant to this Article shall not be construed as a penalty but as an adjustment of payment to the Company for the purpose of recovering the costs incurred by the City due to the failure of the Company to comply with the provisions of the Contract Documents. Materials furnished and work done under the Contract will be subject to rigid inspection. Work or material that does not conform to this RFP, although accepted through RFP No. 2468
oversight, may be rejected at any stage of the work. Whenever the Company is permitted or directed to do work during regular City business hours or to vary the period during which work is carried on each day, it shall give the Building Services Supervisor due notice, so that inspection may be provided. Such work shall be done under regulations to be furnished in writing by the Building Services Supervisor.
6.3.3. The City’s authorized representative shall at all times have access to the work.
6.4. Reasonable time frames for correcting deficiencies / Punch List items are as follows:
6.4.1. Emergency service notification or attempted notification must be responded to within 2 hours. No further notification will be given.
6.4.2. Restroom and litter work is to be completed within 2 hours of notification.
6.4.3. Areas impacted and affected by health and safety issues shall immediately be barricaded to inform the public and City personnel of potential dangers in that area. Repairs must be completed within one (1) working day. No further notification will be given.
6.4.4. All areas missed and not maintained shall be required to be addressed within (2) hours of notification. If the Company is not able to respond within the specified timeframe, the City may either hire another company or accomplish the work using City forces. All costs incurred by the City shall be deducted from the Company’s monthly invoice.
6.4.5. All other issues will receive written notification (“Punch List”) giving two (2) working days for completion. If the deficiency is not corrected within the required two-day period, any item which has not been corrected may be completed by the City or by other contractual services and actual costs will be charged to the Company without further notification.
6.4.6. Cost of Overtime Inspection. Overtime work performed at the option of, or for the convenience of the Company will be inspected by the City at the expense of the Company. For any such overtime beyond the regular 8-hour day and for any time worked on Saturday, Sunday, or holidays the charges will be as shown in the following schedule with the exception of administrative personnel:
Classification Charge Per Hour
General Services Maintenance Manager $100.00
Project Manager $100.00
Administrative Analyst $100.00
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7. Schedules
Initial Schedules: Within 48 hours after the Notice to Proceed has been given, and prior to the start of any work, the Company shall submit to the City Representative for approval one copy of its proposed weekly schedule with sub-schedules of periodic activities. If the City Representative notifies the Company that the schedule is unacceptable, the Company shall submit a revised schedule within 48 hours thereafter.
7.1. The schedules shall be in a form acceptable to the City Representative.
7.2. The schedule shall also contain a list of all applicable tasks including the time and location of the task, and the labor force used to complete the task.
8. Revised Schedules
After start of the work, the Company shall submit revised service schedules to the City Representative not later than the first workday of each month thereafter until completion of the Contract.
The revised schedules should show any significant changes in activities since submission of the previous schedule with revised projections of progress and upcoming seasonal periodic work.
9. Minimum Service Frequencies
In no event shall the Company provide services less than those identified in the contract Exhibit “A.” However, increased service frequencies may be required at times to provide an acceptable level of service, to maintain the facilities in an acceptable condition. If additional frequencies are necessary, it shall be at no additional cost to City.
If extensive use requires that the Company increase frequency schedules for an extended period of time, (three to four months) the Company may submit to the City a request for a Change Order. The issuance of a Change Order shall be at the sole discretion of the City Representative.
10. Maintenance Schedules and Reports
On the first workday of each month, the Company shall submit the required monthly service schedule illustrating all areas listed in the contract and the expected day(s) of completion. No later than the fifth day of each month, the company shall submit a monthly report of work completed the previous month.
11. Company’s Responsibilities for Losses or Liabilities
11.1. Risk of Loss: Except as otherwise provided in the Contract Documents and except as to the cost of repair or restoration of damage to the work caused by force majeure, the Company shall bear all losses resulting from the amount or character of the work, or RFP No. 2468
from any unforeseen obstructions or difficulties which may be encountered, or from any encumbrances on the line of the work, or because the nature of the work is different from what is assumed. The Company shall bear the risk for any City equipment, material, or supplies with which it has been entrusted. “Force majeure” shall include, but not be limited to, declared or undeclared war, sabotage, insurrection, riot, or other acts of civil disobedience, labor disputes, fires, explosions, floods, earthquakes or other acts of God.
11.2. Materials and Facilities: The Company shall be responsible for materials and facilities as hereinafter provided and in the event of its failure to carry out said responsibilities, the same may be carried out by the City at the expense of the Company:
11.3. Equipment & Supplies: The Company shall be responsible for any materials, equipment and/or supplies so furnished and for the care of all work until its completion and final acceptance. Company shall at its own expense replace damaged or lost materials and repair damaged parts of the work.
11.4. Damages: The Company shall protect City facilities from damage resulting from its work. City facilities damaged by, or as a result of, the Company's work under this Contract shall be repaired or replaced, as directed by the General Services Maintenance Supervisor at the Company's expense.
11.5. All damages that, in the City's opinion, are due to the Company's operations shall be repaired at the Company's expense.
11.6. Rubbish/Trash: The Company shall remove from the vicinity of the completed work all rubbish, unused material, and other materials belonging or used under its direction during work.
11.7. Storage Facilities: No facilities will be available for the storage of materials or supplies used in connection with the performance of the work.
11.8. Company Staff/Employees: The Company shall provide sufficient personnel to perform all work in accordance with this RFP. At no time, will the Company allow its crew to be diminished in size or labor hours so as to not effectively complete the assigned maintenance tasks.
11.8.1. A qualified, English-speaking foreman in the employ of the Company shall supervise all of the Company’s maintenance personnel. At least one (1) member of each crew working at each site shall be able to communicate both orally and in writing in English and a crew shall consist of no less than two (2) employees. At no time, shall the Company provide less than two persons at each site.
11.8.2. Company shall provide the names of each employee assigned to their RFP No. 2468
regular work location/s and a current photo.
11.8.3. Company shall require employees to wear a uniform identifying them as an employee of the Company while working in the City. This shall include proper work shoes and uniform clothing with a name badge and photo ID.
11.8.4. If any person employed by the Company or any subcontractor shall fail or refuse to carry out the directions of the General Services Maintenance Supervisor, or is in the opinion of the General Services Maintenance Supervisor, incompetent, intemperate, or disorderly; or uses threatening or abusive language to any person on the work site; or is otherwise unsatisfactory, he/she shall be discharged from the project immediately, and shall not again be employed on the work except with the written consent of the General Services Maintenance Supervisor.
11.8.5. The Company or Project Manager shall be available twenty-four (24) hours a day, seven (7) days a week to respond to all emergencies within two (2) hours of notification or attempted notification. If Company cannot be notified or does not respond in a timely manner, the City will respond and all costs will be charged to the Company.
Company shall be required to assign a Company Representative capable of communicating in English, both orally and in writing. This individual will be the contact person for this project, and must be available to respond to inquiries, walk-throughs and inspections, as required. Company Representative shall be on site for a minimum of fifteen (15) hours per week. At least one member of any member of Company’s crew at each maintenance site shall be able to read and speak English fluently.
11.8.6. The Company Representative shall prepare and submit to the City Representative, via the Company’s cleaning management software system, a weekly summary report. Said report shall indicate the overall condition of the Maintained Areas and shall list specifically any unusual or problem areas/situations. The report shall also include action to be taken by Company to rectify said situation and indicate the anticipated timeframe for compliance.
12. Subcontractors
12.1. All subcontracts, if any, shall contain a reference to the Contract between the City and the Company, and the terms of the Contract and all parts thereof shall be made part of each subcontract insofar as applicable to the work covered thereby.
12.2. Nothing contained in this RFP shall be construed as creating any contractual relationship between any subcontractor and the City.
RFP No. 2468
12.3. The Company shall be considered the employer of any subcontractor, and as fully responsible to the City for the acts and omissions of persons employed by them as he/she is for the acts and omissions of persons directly employed by Company.
12.4. The Company shall be responsible for the coordination of the subcontractors, and material suppliers engaged upon its work. It shall be Company’s duty to see that all of its subcontractors commence their work at the proper time and carry it on with due diligence so that they do not delay or injure either the work or materials; and that all damage caused by them or their workers are remedied at Company’s expense.
12.5. The City will not undertake to settle differences between the Company and its subcontractors or between subcontractors.
12.6. The Company shall utilize the services of specialty subcontractors, without additional expense to the City, on those parts of the work, which are specified to be performed by specialty subcontractors.
12.7. The Company shall at no time drive vehicles on turf for any reason.
13. Cooperation with Other Work Forces
13.1. The City reserves the right to perform other work at or near the Maintenance Areas at any time by the use of its own forces or other contractors.
13.2. Other contractors, utilities and/or public agencies and their contractors, and City personnel may be working in the vicinity during the Contract term. There may be some interference between these activities and the work completed under this RFP. The Company shall cooperate and coordinate its work with that of other work forces to assure timely completion of work.
14. Safety
14.1. General: Company agrees to perform all work outlined in this RFP in such a manner as to meet all accepted standards for safe practices during maintenance operations and to safely maintain and operate all equipment, machines, and materials consequential or related to the work; and is solely responsible for complying at all times with all local, County, State, Federal, or other legal requirements including, but not limited to California Department of Food and Agriculture, OSHA Orders, Department of Transportation Drug and Alcohol testing provisions, NPDES rules, regulations and “Best Management Practices, Caltrans Traffic Control Manuals, and APWA Traffic Control Handbook, so as to protect all persons, including Company's employees, agents of the City, vendors, members of the public and others from foreseeable injury to themselves or damage to their property. Company shall inspect all hazards and potential hazards in Maintained Areas and is required to keep a log indicating the date inspected and action taken.
RFP No. 2468
14.2. It shall be the Company's responsibility to inspect and identify any practices and conditions that render any portion of the Maintained Areas unsafe. The City shall be notified immediately of any unsafe condition that requires major correction. Company shall be responsible for making minor corrections so as to protect members of the public or others from injury. Company shall cooperate fully with City in the investigation of any accidental injury or death occurring in any of the Maintained Areas, including a complete written report thereof to the City within three (3) calendar days of the injury or death.
14.3. Prior to the start of any work under the Contract, Company shall submit one copy of their Injury Illness Prevention Plan as required by Senate Bill 198.
14.4. Protection of Persons and Property. Company's Responsibility: Notwithstanding any other provision of this RFP, the Company shall be solely and completely responsible for conditions of the Maintenance Areas, including safety of all persons and property, during performance of the work. This requirement will apply continuously and will not be limited to normal working hours. Safety and sanitary provisions shall conform to all applicable Federal, State, County, and local laws, regulations, ordinances, standards, and codes. Where any of these are in conflict, the more stringent requirement shall be followed.
14.5. Protection from Hazards. Company shall comply with all of the provisions of General Industry Safety Orders of the California Administrative Code. The Company shall submit to the General Services Maintenance Services Manager a Safety Data Sheet (SDS) for each hazardous substance proposed to be used, ten (10) calendar days prior to the delivery of such materials to the job site or use of such materials at a manufacturing plant where City Representative can perform an inspection. For materials that are to be tested in City laboratories, the SDS shall be submitted with the sample(s). Hazardous substance is defined as any substance included in the list (Director's List) of hazardous substances prepared by the Director, California Department of Industrial Relations, pursuant to Labor Code Section 6382. Failure to submit an SDS for any hazardous substance may result in actions as provided in Article 5, "SUSPENSION OR TERMINATION OF CONTRACT," of this RFP.
15. Differing Site Conditions
Before such conditions are disturbed, the Company shall promptly notify the General Services Maintenance Supervisor in writing of any material that the Company believes may be hazardous waste that is required by law to be removed.
15.1. The General Services Maintenance Manager will promptly investigate the conditions and if he/she finds that such conditions do materially differ, or do involve hazardous waste, and do cause an increase or decrease in the Company's cost of, or time required for, performance of any part of the work under the Contract, an equitable adjustment will be made, as determined by the General Services Maintenance Supervisor.
RFP No. 2468
15.2. In the event of disagreement between the Company and the General Services Maintenance Supervisor whether the conditions do materially differ or whether a hazardous waste is involved or whether the conditions cause an increase or decrease in the Company's cost of, or time required for, performance of any part of the work, the Company shall not be excused from any completion date required by the Contract, but shall proceed with all work to be performed under the Contract.
16. Cleaning and Environmental Controls
16.1. Company shall maintain areas in a clean and orderly condition, free of waste materials, debris, and rubbish. Company shall remove waste materials, debris, and rubbish from maintenance areas and dispose of all trash collected in the maintenance area at the Company’s expense.
16.2. The Company shall take appropriate action to ensure that no dust originates from the Maintenance Areas.
16.3. Company shall ensure that all wash water and/or wastewater is captured and properly disposed of. No wash water and/or wastewater shall be allowed to enter the City’s storm drain system or local waterways. The Company shall employ appropriate Best Management Practices (BMPs) to ensure non-storm water runoff does not enter any City storm drains.
16.4. Any equipment or vehicles driven and/or operated within or adjacent to a street gutter, storm drain, runoff conveyance, or local waterways shall be checked by Company and maintained all service days to prevent leaks or spills of materials. Company shall ensure proper capture, containment, collection, and disposal of any leaks, spills, or material deposits onto any surface.
16.5. No debris, soil, silt, sand, bark, slash, sawdust, rubbish, cement or concrete or washings thereof, oil or petroleum products, or any other materials shall be allowed to enter into or be placed where it may be washed by rainfall or runoff into City storm drains, runoff conveyances, or local waterways. When operations are completed, any excess materials or debris shall be removed from the work area.
16.6. The Company shall comply with all litter and pollution laws. All contractors, subcontractors and employees shall also obey these laws and it shall be the responsibility of the Company to ensure compliance.
17. Recycled, Reusable and Recyclable Products
The Company is encouraged to support the City of Riverside in recycling efforts. It is City policy that all City divisions shall utilize recycled, reusable, and recyclable products to the maximum extent practicable. Preference will be given to recycled, reusable and recyclable products, over non-recycled, non-reusable and non-recyclable products, fitness and quality RFP No. 2468
being equal, whenever available at no more than the total cost of non-recycled, non-reusable and non-recyclable products.
Companies are encouraged to propose recycled, reusable and recyclable products for use by the City of Riverside. Those items should be clearly identified. The City of Riverside may require further information or documentation to ascertain the suitability/appropriateness of a proposed product.
Refer to Section 3.4 Cleaning Products, Paper Goods, and Supplies for postconsumer recycled content information. All companies that provide goods, supplies, or equipment to the City that contain recycled material shall provide the following information, in writing, to the General Services Maintenance Services Manager:
17.1. The minimum, if not the exact, percentage of recycled material, both postconsumer waste and/or secondary waste (listed separately), in the goods, supplies, or equipment; and
17.2. The quantity and total dollar amount of the goods, supplies or equipment provided to the
18. Materials Storage
No facilities will be available for the storage of materials or supplies used in connection with the performance of the work.
19. Replacement Parts and Supplies
Company shall maintain a stock of high-use items (including cleaning supplies and paper products) for repair or replacement. Costs for repair/replacement items for Extra Work or damage repairs will be reimbursed to Company at Company’s wholesale cost. Invoices showing actual cost paid by Company must be submitted with monthly billing statement.
20. Vehicle Limitation
The Company shall at no time drive vehicles on turf for any reason. Vehicles shall not be parked on sidewalks or at facility entryways unless approved by the City.
21. Traffic Control, Public Convenience and Safety
The Company shall conduct its operations so as to offer the least possible obstruction and inconvenience to the public, and shall have underway, no greater length or amount of work than can be prosecuted properly with due regard to the rights of the public. The Company shall furnish and maintain all signs to safely guide the public through the Maintenance Areas, and as directed by the Building Services Maintenance Supervisor.
22. Waiver
RFP No. 2468
A waiver by the City of any breach of any term, covenant, or condition contained in the Contract Documents shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained therein, whether of the same or a different character. Contract Documents shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained therein, whether of the same or a different character.
23. Data to Be Furnished By Company
The Company shall furnish the General Services Maintenance Supervisor with such information as it may desire respecting the progress and manner of the work, including all information necessary to determine its costs, such as the number of persons employed, their pay, the time during which they worked on site and other pertinent data. This may be requested at any time, and must be turned over to the City within five (5) days of request. Failure to comply with this provisions is a material breach of the Agreement and may result in its termination.
24. Signage
Company shall display a sign indicating Company's name and license number on both sides of all maintenance vehicles. Said sign shall be approved by the City.
24.1. Company shall not post advertising signs and banners within the Maintenance Areas.
All signs used by the Company shall be kept “graffiti free” at all times.
24.2. Company shall remove all unauthorized signs and advertising within the Maintenance Areas. Company shall also be responsible for the removal of debris.
25. Company Customer Service Standards
The Company shall at all times represent the City in a professional, friendly, efficient and cost-effective manner, and will be required to comply with the requirements of the enclosed City of Riverside Contractor Service Standards Acknowledgment, which is hereby made a part of this RFP (Exhibit “H”).
26. Minimum Frequency Schedule
26.1. Maintenance Days are Monday through Sunday, including holidays, between the hours of 8:00 p.m. to 5:00 a.m.
26.2. Daily Custodial Duties:
26.2.1. General Buildings / Facilities:
26.2.1.1. Dust all desks, tables, chairs, filing cabinet tops, cabinets, telephones, bookcases and other office equipment using
RFP No. 2468
specially treated dust cloths or feather duster. Feather dust around computers and computer equipment.
26.2.1.2. Empty and reline all wastebaskets and trashcans. Place trash in trash dumpsters. Wipe inside and outside of garbage cans and spray with disinfectant.
26.2.1.3. Polish and wipe windows, glass countertops, top desks and/or counter areas.
26.2.1.4. Remove fingerprints, smudges and spills from glass windows, doors and partitions, and mirrored walls.
26.2.1.5. Remove smudges, ink, and finger marks from doors, doorframes, tabletops, walls, handles, knobs, bars, woodwork and wall switches.
26.2.1.6. Clean, polish and sanitize drinking fountains.
26.2.1.7. Clean hard surface areas, partitions, doors (including glass doors) and walls, etc.
26.2.1.8. Clean windowsills and ledges.
26.2.1.9. Clean baseboards and molding strips
26.2.1.10. Remove cobwebs.
26.2.1.11. Restock paper towel and hand soap dispensers every service day
26.2.1.12. Wash tables and chairs when necessary.
26.2.1.13. Return all chairs to proper locations.
26.2.1.14. Clean door thresholds/plates and door frames.
26.2.1.15. Wipe down padded surfaces.
26.2.1.16. Clean and polish stainless steel surfaces and fixtures.
26.2.1.17. Remove graffiti from walls, fixtures and furniture. Notify City of any graffiti that cannot be removed with normal graffiti cleaning solutions.
26.2.2. Kitchens
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26.2.2.1. Thoroughly clean kitchen with approved disinfectant.
26.2.2.2. Clean exterior surfaces and handles of all appliances (i.e. microwaves, stoves, refrigerators, etc.)
26.2.2.3. Clean sinks, counters, cabinets and fixtures. No cleaning of dishes, silverware, or coffeepots will be required.
26.2.2.4. Spot clean doors and walls.
26.2.2.5. Notify City of any leaks or plugged drains.
26.2.3. Restrooms
26.2.3.1. Sanitize restroom floors, basins, countertops, fixtures, toilet seats and bowls, and urinals with germicidal detergent solution and hot water and remove grout stains
26.2.3.2. Clean, disinfect and refill restroom dispensers. Restock toilet tissue, hand soap, seat covers, paper towels, sanitary supplies and deodorizers. Toilet tissue to be replaced when more than 1/2 of the roll is gone.
26.2.3.3. Wash and polish mirrors, powder shelves, bright work, etc., including flushometer, piping and toilet seat hinges, light fixtures, disposal bins and tops of stall partitions.
26.2.3.4. Spot clean restroom doors, walls and partitions.
26.2.3.5. Notify City of any leaks or plugged drains.
26.2.3.6. Remove all spit and paper wads from ceilings, walls, partitions, etc.
26.2.4. Floors
26.2.4.1. Sweep and/or dust mop all hard surfaces using dust control sweeping mops and use specially developed mops to dust mop wood floors.
26.2.4.2. Clean and vacuum floor mats. All non-skid mats shall be rinsed and disinfected.
26.2.4.3. Wet mop hard surfaces and composite floors with an approved cleaner.
RFP No. 2468
26.2.4.4. Vacuum carpets and rugs COMPLETELY. Remove any staples, paper clips, etc., from carpets.
26.2.4.5. Spot clean carpet stains with rug spotter.
26.2.4.6. Remove any spillage, skid marks, and heel marks on floors.
26.2.4.7. Pour clean water in all floor drains to flush traps.
26.3. Weekly Custodial Services
26.3.1. Clean and dust vending machines.
26.3.2. Buff all vinyl floors.
26.3.3. All unsealed/finished ceramic tile, entryways, and public restroom tiles will be machine scrubbed with germicidal/disinfectant.
26.3.4. Staff restrooms will be machine scrubbed weekly or more often as needed.
26.4. Bi-Monthly Custodial Services (Two times per month)
26.4.1. Polish all metal doorframes and kick plates.
26.4.2. Vacuum all upholstered furniture, such as desk chairs and guest chairs, etc.
26.4.3. Dust all blinds and window coverings.
26.4.4. Perform high dusting, such as tops of doorframes, partitions, air vents, overhead shelves, special molding, etc. High dusting may require the use of an extension pole.
26.4.5. Clean inside/outside of florescent light covers.
26.5. Monthly Custodial Services (One time per month) – provide schedule separate from daily cleaning tasks
26.5.1. Clean and machine polish all hard surface floors. (scrubbing weekly above, polish monthly)
26.6. Quarterly Custodial Services (Four times per year) – provide schedule separate from daily cleaning tasks
26.6.1. Strip, wax and machine polish hard surface floors.
RFP No. 2468
26.6.2. Clean inside of stoves and ovens.
26.6.3. Clean tables and chairs.
26.6.4. City Hall - Degreasing of City Hall, including counters, tables and breakrooms and kitchens
26.7. Twice Yearly (Two times per year) – provide schedule separate from daily cleaning tasks
26.7.1. Clean interior and exterior windows of all facilities including hard water deposits.
26.7.2. All upholstered furniture shall be cleaned twice per year and all spots shall be removed at the time of detection.
26.8. Thrice Yearly (Three times per year) – provide schedule separate from daily cleaning tasks
26.8.1. All carpeted areas shall be thoroughly cleaned three times per year. All spots shall be removed at the time of detection.
All carpet /soft furnishing cleaning must be completely dry before the start of a business day (allow 24 hours of drying time) and scheduled between Friday 8:00 p.m. through Sunday 5:00 a.m.
26.9. Annually (One time per year) – provide schedule separate from daily cleaning tasks
26.9.1. Deep clean all restrooms by steam cleaning grout on walls and floors at the start of each calendar year following contract approval
27. Building Security
27.1. All exterior doors are to remain locked at all times while cleaning crew is in the building. NO EXCEPTIONS.
27.2. Secure all exterior and interior doors and windows. Turn off all but security night lighting.
27.3. Reset alarms when leaving the buildings.
EXHIBIT “B”
COMPENSATION
No Job Site Address Frequency
per Wk
Initial Year
(9-mths) Base Cost Year 2 Base Cost Year 3 Total 3 Year Term* 1 MKTG Riverside TV 980 Dalton Road 2X $ 4,759.25 $ 6,536.04 $ 6,732.12 $ 18,027.41 Sub Total A $ 4,759.25 $ 6,536.04 $ 6,732.12 $ 18,027.41 2 Corp Yard Breezeway Restrooms 8095 Lincoln Avenue 5X $ 7,438.54 $ 10,215.59 $ 10,522.06 $ 28,176.19 3 Corp Yard Central Stores 8095 Lincoln Avenue 3x $ 1,152.80 $ 1,583.17 $ 1,630.67 $ 4,366.64 4 Corp Yard Fire Bay 8095 Lincoln Avenue 3X $ 4,759.25 $ 6,536.04 $ 6,732.12 $ 18,027.41 5 Corp Yard Emergency OPS Center (EOC) 8095 Lincoln Avenue 3X $ 10,554.97 $ 14,495.49 $ 14,930.35 $ 39,980.81 6 Corp Yard Guard Shack Restrooms 8095 Lincoln Avenue 3X $ 1,152.80 $ 1,583.17 $ 1,630.67 $ 4,366.64 7 Corp Yard Main Building (GS) 8095 Lincoln Avenue 3X $ 24,536.60 $ 33,696.93 $ 34,707.84 $ 92,941.37 8 Corp Yard Main Building (Parks) 8095 Lincoln Avenue 3X $ 14,383.52 $ 19,753.37 $ 20,345.97 $ 54,482.86 9 Corp Yard Main Building (PW) 8095 Lincoln Avenue 3x $ 14,383.52 $ 19,753.37 $ 20,345.97 $ 54,482.86 10 Corp Yard Transit Bay 8095 Lincoln Avenue 3X $ 1,152.80 $ 1,583.17 $ 1,630.67 $ 4,366.64 Sub Total B $ 79,514.79 $ 109,200.30 $ 112,476.32 $ 301,191.41 11 Corp Yard Transit Office 8095 Lincoln Avenue 3X $ 9,148.34 $ 12,563.73 $ 12,940.64 $ 34,652.71 Sub Total C $ 9,148.34 $ 12,563.73 $ 12,940.64 $ 34,652.71 12 Corp Yard Fire Maintenance 8095 Lincoln Avenue 2X $ 1,561.74 $ 2,144.79 $ 2,209.13 $ 5,915.66 Sub Total D $ 1,561.74 $ 2,144.79 $ 2,209.13 $ 5,915.66 13 DEV Hulen Place (DEV) 2880 Hulen Place 7x $ 10,117.82 $ 13,895.14 $ 14,312.00 $ 38,324.96 Sub Total E $ 10,117.82 $ 13,895.14 $ 14,312.00 $ 38,324.96 14 FIR Fire Station #1 3401 University Avenue 3X $ 7,657.11 $ 10,515.77 $ 10,831.24 $ 29,004.12 Sub Total F $ 7,657.11 $ 10,515.77 $ 10,831.24 $ 29,004.12 15 PW WQCP Management Facility 5950 Acorn Street 5X $ 13,572.69 $ 18,639.83 $ 19,199.02 $ 51,411.54 16 PW WQCP Water Quality Control Plant 5950 Acorn Street 5X $ 2,414.88 $ 3,316.44 $ 3,415.93 $ 9,147.25 17 PW WQCP Conference Tower 5950 Acorn Street 5x $ 11,527.97 $ 15,831.75 $ 16,306.70 $ 43,666.42 18 PW WQCP Admin 5950 Acorn Street 5x $ 27,885.71 $ 38,296.37 $ 39,445.26 $ 105,627.34 19 PW WQCP Tertiary 5950 Acorn Street 5x $ 2,414.88 $ 3,316.44 $ 3,415.93 $ 9,147.25 20 PW WQCP Power Generation 5950 Acorn Street 5x $ 2,414.88 $ 3,316.44 $ 3,415.93 $ 9,147.25 21 PW WQCP Processing Structure 5950 Acorn Street 5x $ 2,785.04 $ 3,824.80 $ 3,939.54 $ 10,549.38 22 PW WQCP Pumping Structure 5950 Acorn Street 5x $ 2,414.88 $ 3,316.44 $ 3,415.93 $ 9,147.25 Sub Total G $ 65,430.93 $ 89,858.51 $ 92,554.24 $ 247,843.68 23 PW Central Parking Concepts 3751 Market Street 5x $ 8,742.93 $ 12,006.95 $ 12,367.16 $ 33,117.04 24 PW Mission Inn Foundation 3750 Market Street 5X $ 9,853.42 $ 13,532.03 $ 13,937.99 $ 37,323.44 25 PW SBCD/Tritech - Rodney Danielson Trustee 3752 Market Street 5X $ 17,485.85 $ 24,013.90 $ 24,734.32 $ 66,234.07 Sub Total H $ 36,082.20 $ 49,552.88 $ 51,039.47 $ 136,674.55 26 LIB Arlanza Library 8267 Philbin Avenue 5x $ 25,886.82 $ 35,551.23 $ 36,617.77 $ 98,055.82 27 LIB Arlington Library 9556 Magnolia Avenue 6X $ 35,112.72 $ 48,221.47 $ 49,668.11 $ 133,002.30 28 LIB Casa Blanca Library 2985 Madison Street 5x $ 25,664.72 $ 35,246.22 $ 36,303.60 $ 97,214.54 29 LIB La Sierra Library 4600 La Sierra Avenue 5x $ 29,013.83 $ 39,845.65 $ 41,041.02 $ 109,900.50 30 LIB Main Library 3581 Mission Inn Avenue 6x $ 70,098.53 $ 96,268.65 $ 99,156.71 $ 265,523.89 31 LIB Marcy Library 6927 Magnolia Avenue 5x $ 25,664.72 $ 35,246.22 $ 36,303.60 $ 97,214.54 32 LIB Orange Terrace Library 20010 A Orange Terr Pkw 6X $ 35,334.82 $ 48,526.49 $ 49,982.28 $ 133,843.59 33 LIB Eastside Library (Projected Opening Date Feb 2027) 2060 University Ave 0x $ - $ - $ - $ - Sub Total I $ 246,776.16 $ 338,905.93 $ 349,073.09 $ 934,755.18 34 PAR Park & Recreation Admin. Marcy 2nd 6927 Magnolia Avenue 5x $ 22,315.61 $ 30,646.78 $ 31,566.18 $ 84,528.57 Sub Total J $ 22,315.61 $ 30,646.78 $ 31,566.18 $ 84,528.57 35 CH City Hall 3900 Main Street 5X $ 161,462.12 $ 221,741.30 $ 228,393.54 $ 611,596.96 36 City Council Chambers 3900 Main Street 5x $ 14,877.08 $ 20,431.19 $ 21,044.12 $ 56,352.39 Sub Total K $ 176,339.19 $ 242,172.49 $ 249,437.66 $ 667,949.34 37 RPU Casa Blanca CRC (PU) 3025 Madison Street 5X $ 32,955.20 $ 45,258.46 $ 46,616.22 $ 124,829.88 38 RPU Gateway Building 3534 14th Street 5X $ 29,532.05 $ 40,557.36 $ 41,774.08 $ 111,863.49 39 RPU Orange Square (PU) 3901 Orange Street 6X $ 69,062.07 $ 94,845.24 $ 97,690.60 $ 261,597.91 40 RPU POE Bldg. (PU) 3902 Mulberry Street 5X $ 18,522.32 $ 25,437.31 $ 26,200.43 $ 70,160.06 41 RPU UOC Electric Substation 2911 Adams Street 5X $ 3,571.20 $ 4,904.45 $ 5,051.59 $ 13,527.24 42 RPU UOC Main Bldg. 2911 Adams Street 5X $ 46,217.65 $ 63,472.24 $ 65,376.40 $ 175,066.29 43 RPU UOC Men's Locker Room Bldg. B 2911 Adams Street 5X $ 5,319.79 $ 7,305.84 $ 7,525.02 $ 20,150.65 44 RPU UOC Technicians Office Bldg. B 2911 Adams Street 5X $ 1,822.62 $ 2,503.06 $ 2,578.15 $ 6,903.83 45 RPU UOC Trailer (PU) 2911 Adams Street 5X $ 1,896.65 $ 2,604.73 $ 2,682.88 $ 7,184.26 46 RPU UOC Water Meter Shop Bldg. B 2911 Adams Street 5X $ 1,822.62 $ 2,503.06 $ 2,578.15 $ 6,903.83 47 RPU UOC Water Ops Maint Ofc Bldg. B 2911 Adams Street 5X $ 2,157.53 $ 2,963.01 $ 3,051.90 $ 8,172.44 Sub Total L $ 212,879.69 $ 292,354.76 $ 301,125.42 $ 806,359.87 48 RPU RERC and Clearwater Cogen 5901 Payton Avenue 3X $ 18,296.69 $ 25,127.45 $ 25,881.28 $ 69,305.42 49 RPU 1700 Rail Road St RPU 1700 RAIL RD ST CORONA 1X $ 3,271.55 $ 4,492.92 $ 4,627.71 $ 12,392.18 50 RPU 2201 Rail Road St RPU 2201 RAIL RD ST CORONA 1X $ 1,487.71 $ 2,043.12 $ 2,104.41 $ 5,635.24 Sub Total M $ 23,055.95 $ 31,663.49 $ 32,613.40 $ 87,332.84 Total Lump Sum Amount 895,638.78$ 1,230,010.61$ 1,266,910.91$ 3,392,560.30$ $3,392,560.30
Additional/Subtracting Items Initial Term -
Ad Hoc scrubbing for City Hall 7th floor Grier Pavilion outdoor deck $ 152.73 Additional areas/facilities, per square foot $ 0.19 Additional stripping, waxing, and sealing floors, per square foot $ 0.35 Additional window washing, per hour $ 44.55 Additional cleaning (sweeping, mopping, dusting, kitchen, restroom, and shower), per square foot $ 0.25 Additional carpet and upholstery cleaning, per square foot $ 0.30 Emergency services, per hour 53.45$
Additionasl labor, per person per hour (day porter) 32.33$ Additional labor, per person per hour (custodian) 32.33$ Additional Supervisor, per person per hour 43.10$
EXHIBIT “C”
KEY PERSONNEL
James Jeon, Contact
Email: [email protected]
Phone: (213) 533-1000