Att 2 - Agreement — San Mateo City Council, July 28, 2025

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1 AGREEMENT WITH IMPEC GROUP, LLC

FOR CITYWIDE CUSTODIAL SERVICES

FOR THE CITY OF SAN MATEO
This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and IMPEC GROUP, LLC, a corporation (“CONTRACTOR”), whose address is 3350 Scott Blvd.

Bldg. 8, Santa Clara, CA 95054.

RECITALS:

A. CITY desires certain custodial services hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these custodial services by reason of its qualifications and experience for performing such services and CONTRACTOR has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement, which is attached and incorporated by reference.

SECTION 2 - DUTIES OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONTRACTOR under this Agreement. CONTRACTOR shall, without additional compensation, correct or revise any errors or deficiencies in its work.

CONTRACTOR represents that it is qualified to furnish the services described under this Agreement.

CONTRACTOR shall be responsible for employing or engaging all persons necessary to perform the services of CONTRACTOR.

CONTRACTOR shall be in compliance with all laws, including California Labor Code and California prevailing wage laws.

CONTRACTOR shall ensure it procures for the CITY’s use recycled content paper products in compliance with California Senate Bill 1383 California Code of Regulations (CCR), Title 14, Section 18993.3 by providing recycled-content paper products that consists of a specified percentage of post- consumer recycled (PCR) content by fiber weight, postconsumer fiber, if fitness and quality are equal to that of non-recycled item, and available at equal or lesser price or available at no more than ten percent (10%) of the total cost for non-recycled Paper Products as follows:
a) Toilet Paper: 45% PCR
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1 b) Paper towels, general purpose paper wipers: 40% PCR c) Toilet seat covers: 20% PCR
d) Facial tissue: 10% PCR
CONTRACTOR or subcontractor shall not be qualified to bid on, be listed in a bid proposal, or engage in the performance of any contract for public work unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. For the work performed for the City, the CONTRACTOR and his subcontractors shall pay the workers at the prevailing wage rate as determined by the California Department of Industrial Relations, for this locality. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.

CITY shall examine documents submitted by CONTRACTOR and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONTRACTOR's work.

SECTION 4 - TERM
The services to be performed under this Agreement shall be provided starting on August 1, 2025 and ending on June 30, 2028. At the City’s discretion, up to two (2) optional one-year extensions may be granted through amendment of this Agreement.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR a fee in an amount not to exceed $3,581,907 pursuant to rates stated in Exhibit B, attached and incorporated by reference.

SECTION 6 – TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONTRACTOR. CONTRACTOR agrees to cease all work under this Agreement upon receipt of said written notice.

SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONTRACTOR in the performance of this Agreement are and shall be the property of CITY, whether the project for which they are made is executed or not.

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1 SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of this Agreement are confidential until released by CITY to the public. CONTRACTOR shall not make any such documents or information available to any individual or organization not employed by CONTRACTOR or CITY without the written consent of CITY before any such release.

SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONTRACTOR an agent or employee of CITY while providing services under this Agreement.

SECTION 11 - INDEMNITY
CONTRACTOR agrees to hold harmless and indemnify City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONTRACTOR’s performance of this Agreement, except for those claims arising out of CITY’s sole negligence or willful misconduct. CONTRACTOR agrees to defend City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents against any such claims. The CONTRACTOR’S duty to indemnify shall survive expiration or early termination of this Agreement.

SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit C to this Agreement.

SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONTRACTOR and cannot be transferred, assigned, or subcontracted by CONTRACTOR without the prior written consent of CITY.

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1 SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation.

SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once Contract for Services-Estero SB854 (PW) Page 5 of 52
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1 commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY'S request if litigation is brought against CITY in connection with CONTRACTOR'S services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR'S wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR'S standard hourly rates at the time of actual testimony.

SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Attn: Derek Bahamondes, Facilities Maintenance Supervisor City of San Mateo
1961 Pacific Blvd.

San Mateo, CA 94403
To CONTRACTOR: Impec Group, LLC
Attn: Richard Peterson
3350 Scott Blvd. Bldg. 8
Santa Clara, CA 95054
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and CONTRACTOR.

SECTION 22 - CONFLICTS
In the event of any conflict between the provisions of any other referenced exhibit or document attached to this Agreement, the language and terms of this Agreement shall control.

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1 SECTION 23 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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1 IN WITNESS WHEREOF, this agreement has been duly executed by the parties hereinabove named, as of the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matthew Fabry
Public Works Director
Date Raffy Espiritu
Its Authorized Agent
President
If a Corporation, can be either
1) President or 2) Vice
President plus an additional
corporate officer (i.e.,
Secretary, Treasurer) who shall
sign below.

Date

APPROVED AS TO FORM ADDITIONAL CORPORATE

OFFICER
(if necessary per the above)
Linh P. Nguyen
Assistant City Attorney
Date Date
Attachments:

Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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1 EXHIBIT A

SCOPE OF SERVICES
PART I - SECTION 1: GENERAL INFORMATION/LOCATIONS

1.0OVERVIEW: There are specific locations associated with this base-scope of work/services. Each location has unique tasks and requirements associated with them and the specific scope of duties are detailed in this document. There are also three specific levels of cleaning and each location description will identify one of the three levels of cleaning (or a combination of 2 or all). These levels are described in SECTION 3.

Each location has a person assigned as the Building Manager, the Building Manager is the primary “Customer” and is responsible for reviewing the work performed and providing feedback to the City Project Manager who will work with the assigned Contract or Program Manager for the Contractor. There are also Division Managers who oversee multiple sites. As an example, there are three Library locations and each building has an assigned manager; however, all Library functions are overseen by one individual and that person will be involved in quality review as well.

Each location has requirements based on both size of the facility as well as services performed. Therefore, each has differing custodial staffing requirements from night-time cleaning only to full time day porter(s).

2.0LOCATIONS: The following is a list of each location, general size of facility and type of functions associated with that facility (Square Footage numbers listed are approximate).

2.1 City Hall – 330 W. 20 th Ave. 38,000 sf of office and meeting space including a large auditorium, 4 Public Restrooms, 4 Staff restrooms and a large Atrium/Lobby. Operates primarily M-F 8-5 with public meetings on select weekday evenings.

2.2 Main Library – 55 W 3 rd Ave. 93,806 sf of open Library, Meeting Rooms, Lobby and staff offices, 8 public restrooms and 4 staff restrooms. Operates at various hours from 10 AM to 9 PM and weekends. Open to public with significant amount of daily visitors.

2.3 Marina Library Branch – 1530 Susan Court 5,329 sf off primarily open Library space, 2 public, and 1 staff restrooms. Open various hours including some weekend hours.

2.4 Hillsdale Library Branch – 205 W. Hillsdale Ave. 6,468 sf off primarily open Library space, 2 restrooms. Open various hours including some weekend hours.

2.5 Shoreview Recreation Center – 950 Ocean View Dr. 3,820 sf, 2 restrooms, class rooms, offices and kitchen. Operations are M-F 8-5.

2.6 Lakeshore Recreation Center – 1550 Marina Court, 2,400 sf, 2 restrooms, class rooms and kitchen.

Operations are M-F 8-5.

2.7 Beresford Recreation Center – 2720 Alameda De Las Plugas, 34,800 sf, classrooms, auditorium, offices. 4 restrooms, kitchen. Various hours from 8 to 10 M-F and some weekends.

2.8 Senior Center – 2645 Alameda De Las Pulgas, 13,200 sf, meeting rooms, auditoriums, 2 restrooms and kitchen.

2.9 M.L. King Recreation Center – 725 Monte Diablo. This location is for special provision services only as described in site specific details. M-F 9am-9pm

2.10 Police Station Headquarters – 200 Franklin Parkway, 55,000 sf of office space and meeting rooms. 2 public restrooms, 5 staff restrooms, 2 locker rooms. Some operations are 24/7, however, primary operations are M-F 8-5.

2.11 Police Sub-Station - 360 1 st Ave. 324 sf of office space. No restrooms. 24/7 operations

2.12 Police Barracks – 1812 South Norfolk Street. 3,120 Sf. Office space, restrooms, locker room, Conference room, 3 bedrooms. 24/7 operations
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1 2.13 Main Street Garage Restrooms – 300 1 st Ave 100 sf men’s and women’s restrooms (not public). 24/7 Operations

2.14 Municipal Service Center – 1949 Pacific Blvd. Consists of two buildings and 1 office trailer, totaling approximately 6,600 sf. 6 staff restrooms. Operations generally M-F 7-5.

2.15 Park Maintenance Offices – 2001 Pacific Blvd. 2,050 sf, 2 rest rooms. Primarily office space. 2 restrooms. Operations M-5, 7-4.

2.16 Wastewater Treatment Plant – 2050 Detroit Dr. 15,488 sf, meeting rooms and offices, labs, breakrooms, lunchrooms, patios, kitchenettes 14 restrooms and 4 locker rooms. Operations 24/7

2.17 Shoreline Parks – approximately 1020 sf. Seal Point Park 1901 J. Hart Clinton Drive, 4 restrooms total North and South, Ryder Park – approximately 510 sf.- 1801 J. Hart Clinton Drive, 2 restrooms total. Operations 7am-9pm.

2.18 Poplar Creek Golf Course – 1700 Coyote Point Drive. 3 buildings and one trailer restroom. 6 restrooms total, 1 lobby/administrative office area and 1 copy room. Operations 6am-7pm

3.0BUILDING ACCESS and SECURITY: Each on site contractor employee is required to have a City Issued Identification Badge on their person at all times. For those buildings and areas controlled by card access the contractor employee badge will provide access. For those areas not controlled by card-reader keys will be issued to the contractor. The contractor is responsible for maintaining control of all badges and keys issued to their employees.

Exception: For specialty, non-regular work such as annual window washing or carpet cleaning, the crews who perform the work will not be required to have City issued IDs, however at least one lead or supervisor who does have a City Contractor’s Badge must be on-site with the crew at all times.

3.1 All areas shall be locked and the lights turned off when cleaning in each unoccupied area has been completed. Security lights (as directed) shall be turned on prior to leaving the facility.

3.2 Keys or other entry devices required by the Service Provider will be furnished by the City to designated Service Provider employee on a custody receipt and shall be returned to the City on demand.

3.3 Any loss of keys or entry devices must be reported to the City representative immediately. A charge of twenty-five dollars ($25.00) will be made for each lost key or device. Keys are to be made/duplicated by the City ONLY with no exceptions.

3.4 Should a lost or stolen key jeopardize the security of the particular City facility, the Service Provider shall be totally responsible for all costs incurred by the City in re-keying the lock system.

Service Provider is advised that this process could be quite costly.

3.5 Electronic security system (where installed) shall be properly disarmed and armed each time after-hours access is made.

3.6 All exiting doors are to remain locked while the Service Provider is in the space, except for designated doors to remain open for meetings. Do not block open occupant or exterior doors for any reason.

4.0SAFETY REQUIREMENTS AND TRAINING: Service Provider shall provide safety training for its employees as required by federal, state and local laws and/or regulations. Service Provider shall provide documentation of this training to the City of San Mateo, Building Maintenance Supervisor and shall be responsible for all costs associated with this training.

5.0REPORTING REQUIREMENTS: The Service Provider agrees to furnish all information as required by the City in order to fulfill the responsibilities of the City for reporting on compliance with laws and regulations.

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1 PART I - SECTION 2: GENERAL RESPONSIBILITIES AND DUTIES

1.0WORK SCHEDULES: Custodial work is generally to be performed during "off hours" to minimize interference with normal building use. However, this scope of work also includes full time and part time Day Porter service as specified by building in PART II - SECTION 1. Non-weekly services such as carpet cleaning and window service will be performed per agreed to schedules, these schedules will be set in advance with each building manager.

1.1 Other than Day-Porter services, general Custodial work shall be performed between 5:00 PM and 6:00 AM local time Monday through Friday. Exceptions may be noted for specific locations as described in PART II - SECTION 1.

1.2 The custodial Service Provider will provide twenty-four (24) hour emergency response service.

2.0QUALIFICATIONS OF EMPLOYEES: The Service Provider is responsible for the selection of employees and the evaluation of each applicant’s capabilities and experience as related to performance of custodial and day porter services as required in the scope of work. However, the City of San Mateo reserves the right to dismiss from custodial work, day porter and supervision, those employees which it deems incompetent, careless or otherwise objectionable to the public interest.

A. The Service Provider shall provide at the commencement of the contract a complete list of all employees assigned to perform the contract work.

B. All of the Service Provider’s employees will be required to wear a company uniform, identifying Service Provider and employee, and shall carry proper visible identification on their person at all times.

C. Service Provider shall notify the Facility Manager at each service location or his/her representative immediately in writing of all changes in contract personnel by submitting name and address of employee and effective date of employment or termination. A revised and dated complete list of all employees assigned to perform the contract work shall also be provided.

D. When in the opinion of the City, an employee does not constitute a satisfactory security risk, his employment on the contract will be denied.

E. The San Mateo Police Department will run security checks of all personnel assigned to perform janitorial work or supervision at any City facility. The following information must be provided to the SMPD:
a. Full name
b. Social Security Number
c. California Driver’s License or ID number
d. Birth Date
e. Address
The records check will include fingerprinting.

3.0CONTRACT MANAGEMENT: The Service Provider shall designate a “Contract Manager” to be the primary person responsible for providing overall management of the contract relationship and shall be responsible for communicating with the City Project Manager responsible for the contract (Typically the Building Maintenance Supervisor).

3.1 The Contract Manager will inspect the contract work at least once per week and determine if quality of standards are being met.

3.2 The Contract Manager is to inspect the work not less than once a week at a designated time and communicate with each Facility Manager not less than every two weeks.

3.3 The Contract Manager and all supervisory personnel shall have the ability to communicate effectively in the English language.

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1 4.0SUPERVISION: The city considers effective supervision by Service Provider assigned and trained supervisors key to the success of the contract.

4.1 The Service Provider shall arrange for daily on site supervision of the employees performing the contract work.

4.2 The Service Provider or his supervisors shall be available at all times, when the contract work is in progress and during the day when the buildings are occupied by the City, to receive instructions from the Facility Manager at each service location or his/her representative.

4.3 The Service Provider’s supervisor shall be fully and adequately trained and have experience in cleaning supervision, sufficient in scope to meet the approval of the City Project Manager.

4.4 Service Provider’s supervisor will be required to perform daily inspections of all buildings serviced under the contract.

4.5 The Service Provider’s supervisory personnel shall be able to communicate clearly in the English language and with non-English speaking personnel who may be employed by the Service Provider to perform the services described in the contract.

4.6 Service Provider’s employees shall not be accompanied in their work area by acquaintances, family members or any other person unless said person is an authorized employee of the Service Provider.

4.7 The results of each inspection tour will be recorded on an agreed upon inspection form, signed by the supervisor, and stating that the work was completed. The form shall be completed for each facility or site, submitted weekly, and will become part of the contract file. This information shall be available to be faxed or e-mailed to City representatives if requested within 48 hours.

4.8 Service Provider’s monthly invoice will not be approved for payment until the overall performance of the Service Provider is deemed satisfactory by the City Project Manager.

5.0CONFERENCE PRIOR TO START OF WORK: After the contract is awarded, the Custodial Service Provider, or his designated representative and his employees who will be doing the custodial work, shall attend the Conference for the purpose of reviewing the specifications.

5.1 This shall occur at least one week prior to the start of the contract.

6.0COMMUNICATIONS: A binder or a cloud file sharing service will be maintained in a suitable place for the collection of pertinent information such as:

6.1 Schedule of work (Check List)

6.2 Instructions from Service Provider to its employees

6.3 Instructions from City to the Service Provider representative(s)

6.4 Names and Contact information for key persons

6.5 Normal Scheduled Work Hours for each Custodian, Day Porter or Crew

6.6 Report of “Needs” of building occupants.

Day Porters and Supervisors are expected to respond to phone calls from Building Managers at all times during their shifts.

7.0DISPLACED JANITOR OPPORTUNITY ACT: The Custodial Service Provider shall be in compliance with California Labor Code Section 1060 – 1065.

8.0RESTRICTED PERSONNEL: No visitors, guests, pets, or companions other than bonded personnel will be permitted inside any City facility any time the facility is not open to the public at large, nor may such persons enter the areas not open to the public at large at any time.

8.1 Exception: The contractor may bring specialized crews not specifically assigned to the contract with the City for specialized services such as window and carpet cleaning. However, these are restricted to employees of the Service Provider or bonded sub-contractors to the Service Provider. In such cases the Service Provider shall provide a bonded employee assigned to the City contract on site during such work and services, to provide over-sight and security. The Service Provider is Contract for Services-Estero SB854 (PW) Page 12 of 52
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1 responsible for all persons brought on to City Property for the purposes of performing contracted work.

9.0CLEANING SCHEDULES: For non-weekly tasks that are included in the scope of work, which may include, carpet cleaning, resilient floor strip/wax deep clean, window cleaning and or any other specified services.

The Service Provider shall, provide to each Facility Manger a schedule of planned dates for such tasks that meets the contractual requirement.

9.1 Schedules will be provided to Facility Manager within 30 days of the start of the contract. The schedules will be updated on or about July 1 of each succeeding year of the contract or extensions of contract.

9.2 Once schedules are provided any deviation from schedules will require prior approval from the Facility Manager.

9.3 It is understood that un-planned circumstances may cause a missed date of such services, however these should be the exception and very rare. In such an event the Service Provider will work with the Facility Manager to schedule the soonest possible date for the service that does not impact City business needs.

10.0HOLIDAY SCHEDULE: The city observes the following holiday schedule:

New Year’s Day January 1
Martin Luther King Day 3 rd Monday in January
Presidents Day 3 rd Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4 th
Labor Day 1 st Monday in September
Veteran’s Day November 11
Thanksgiving Day 4 th Thursday in November
Day after Thanksgiving Friday after Thanksgiving
Christmas Day December 25
If a holiday falls on a Saturday it is observed the previous Friday, if it falls on a Sunday it is observed on the following Monday.

See Details for Police Department Exceptions to Holiday Schedule.

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1 PART I - SECTION 3: BASE SCOPE OF WORK/REQUIREMENTS

1.QUALITY: As described in EXHIBIT A Scope of work, a component of the contract shall be PERFORMANCED BASE COMPENSATION (PBC). The City has established a Performance Based Compensation (PBC) system whereby a portion of the contractor’s anticipated profit will be based upon satisfactory contract performance and measured performance in selected key performance indicators (KPI). However, general quality and expectations of work performed are a component of the Base Compensation as well. Failure to perform the cleaning levels as described in SECTION 3 to a level of reasonable satisfaction are grounds for withholding of payment or portions thereof as described within the contract agreement. General Cleaning Quality Requirements are as follows:

1.1 Services performed under this contract shall be subject to inspection and approval of the Facility Manager at each service location or his/her representative.

1.2 First quality cleaning and provision of restroom supplies will be required.

1.3 Careless performance of the contract work will not be tolerated.

1.4 Unsatisfactory work will be called to the attention of the Service Provider and he/she will be required to correct the work deficiencies within four (4) hours, and improve the overall work results to the satisfaction of the Facility Manager or his/her representative.

1.5 Service Provider shall respond to the work site within (1) hour should unsatisfactory work cause an emergency condition as determined by the City. Failure by the Service Provider to comply with such requests will result in either the corrective work being performed by other means and the cost charged to the Service Provider or in termination of the contract.

1.6 Notification of unsatisfactory work shall be deemed given as soon as City leaves telephone, e-mail or fax message notifying Service Provider of deficient performance.

1.7 Service Provider shall provide e-mail addresses as well as telephone and fax numbers for this purpose, and shall provide a telephone number for emergency calls, and respond within 15 minutes with a phone call back.

2.LIGHT BULB CHANGE OUT: The contractor shall perform basic light bulb change outs for all ceiling fixtures at twelve (12) feet or below in all assigned work locations and table lamp fixtures at the Main Library. Light bulbs will be provided by the City and are available at the City corporation yard warehouse.

3.RECYCLE/COMPOST: Where provided by the city, recycle and composting containers shall be emptied and materials kept separated and shall be disposed of in proper collection bins. All batteries and fluorescent lamps shall be disposed of properly utilizing recycling containers at the City corporation yard.

4.SUPPLIES AND EQUIPMENT: The delivery of tools, equipment and supplies must be handled by the Service Provider. City staff will not be available to sign for deliveries and unlock storage closets.

4.1 The Service Provider will furnish all necessary tools, equipment and supplies such as mops, vacuum cleaners, brooms, buffer, ladder, and hoses; and will supply all waxes and cleaners, paper and sanitary supplies, urinal blocks and cartridges (for waterless urinals), hand soaps, waste can liners and deodorant blocks and batteries for air freshening units.

4.2 The City will consider product alternatives not included in this list on a case-by-case basis when presented with detailed information by the Service Provider.

4.3 The City may request a change of products to obtain a more satisfactory appearance, odor or other improvement.

4.4 Use of high quality recycled paper products is required.

4.5 If requested by City, the Service Provider shall supply to City the actual monthly cost of bathroom supplies for each facility. In this case, Service Provider and City shall meet no more than two times annually to review such expenditures.

4.6 Should the actual cost vary significantly from Service Provider’s estimated monthly cost, the contract administrator shall negotiate to make equitable adjustments in such situations.

4.7 All products used by the Service Provider shall meet all EPA and Cal OSHA standards. The City will not be held liable for Service Provider’s failure to comply with these requirements.

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1 4.8 All products/chemicals will have proper identifying labels affixed to them as well as secondary containers (i.e. spray bottles).

4.9 Any chemical used in the performance of the contract work shall have the appropriate Material Safety Data Sheet in a labeled safety binder in each area/closet in which they are stored. A list of approved products is attached to this document.

5. STORAGE OF SUPPLIES AND TOOLS: All supplies and equipment shall be stored by the Service Provider in neat and orderly fashion in janitorial closets as designated by Facility Managers at each assigned location.

A central storage area at the City Corporation Yard shall be supplied for the storage of bulk items and back-up stock.

5.1 All equipment and materials shall be used per manufacturer’s directions for each application.

6.SCHEDULE OF WORK TO BE PERFORMED: The following basic services shall be performed in all buildings unless otherwise specified. See the special conditions listed under each building for additional specifications which are specific to each site found in PART II - SECTION 1 and may include or vary from these basic services.

7.CLINICAL LEVEL OF CLEANING: Requires the removal of all dirt of any kind, including bacteria and viruses from all surfaces;

CLINICAL LEVEL OF CLEANING
Restrooms
Fill and clean all dispensers (e.g. soap, paper, sanitary).

Empty, clean and disinfect all waste and recycling receptacles including sanitary containers and insert new liners.

Clean and disinfect all wash basins, counters, and fixtures with nonabrasive cleanser.

Clean all mirrors, chrome, stainless steel, and polish to a shine.

Wash and disinfect all urinals and toilets, removing stains and cleaning under rims and flush holes. Clean and disinfect toilet seats, fixtures and outside surfaces or urinals and toilets.

Dust and spot clean with detergent all partitions, walls, doors and other surfaces.

Daily
Sweep and damp mop floor with disinfectant detergent solution.

Pour deodorizer down floor drains.Weekly
Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Bi-weekly Replace deodorant blocks in urinals.

Monthly Dust, wash and disinfect walls, partitions, frames, and doors. Replace urinal filters and urinal cartridges in waterless urinals (Main Library). Spot clean more frequently as needed.

Annually Machine-wash all ceramic tile walls.

As Needed Change air freshener refills and batteries, as well as urinal/toilet/faucet sensor batteries.

Shower/Locker Rooms
Fill and clean all dispensers.

Empty, clean and disinfect all waste and recycling receptacles and insert new liners.

Scrub and disinfect with antifungal cleanser, all shower areas and fixtures. All surfaces shall be free of soap scum, body oils, mineral deposits, stains and odors.

Daily
Sweep and damp mop floors with disinfectant.

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1 Dust and spot clean lockers and benches. Benches shall be left dry.

Dust and spot clean all doors, walls, partitions, mirrors and other surfaces.

Clean floor drains of hair, soap and all other materials.

Scrub entrances and walk ways with scrub brush and disinfectant cleanser.

Clean and disinfect exterior of all lockers.

Clean and disinfect all doors, walls, partitions, and benches. Leave benches completely dry.

Weekly
Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) As needed Change air freshener refills and batteries, as well as urinal/toilet/faucet sensor batteries.

Lunchroom
Fill and clean all dispensers.

Empty, clean and disinfect all waste and recycling receptacles, and insert new liners.

Clean and disinfect all sinks, counters, and lunch tables Sweep and damp mop floor with disinfectant.

Daily
Dust and spot clean refrigerator, microwave, and vending machines.

Clean inside and outside of refrigerators on Fridays.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Weekly
Empty refrigerators of all expired items.

Monthly Wash exterior of vending machines.

Semi-Annually Strip, seal and buff all resilient and hard surface floors.

8.PRESTIGE LEVEL OF CLEANING: Requires regularly scheduled cleaning of surfaces regardless of whether dirt is visible or not. Examples include daily cleaning of counters and regular vacuuming of carpeted areas.

PRESTIGE LEVEL OF CLEANING
Entry Ways, Lobbies, Hallways, Corridors, Traffic Areas, Stairs Vacuum all carpets and spot clean carpet stains.

Dust mop floors.

Empty and clean wastebaskets, all recycling bins, compost bins, and trash barrels, including those outside entrances, and replace liners if soiled with damp or wet substances. Wastebaskets and trashcans shall be free of stains and odors.

Clean drinking fountains.

Clean doors, door glass, frames, kick plates and adjacent windows on both sides.

Sweep and damp mop stairways, damp wipe handrails.

Dust and wipe clean with damp or treated cloth: partitions, walls, baseboards, counters, cabinets and all other horizontal surfaces. Remove fingerprints and smudges.

Sweep outside entryways.

Daily
Empty and clean ashtrays, screen all sand urns. Replenish sand as needed.

Clean interior windows between offices and open areas/public spaces.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Dust and damp wipe vinyl furniture; vacuum all fabric furniture including all chairs and couches.

Weekly
Clean and disinfect public telephone handsets.

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1 Dust window blinds/shades/covers.

Dust ceiling and remove cobwebs.

Monthly
Clean and disinfect doorknobs or handles.

Strip, seal and buff all resilient and hard surface floors.

Wash all windows, inside and out.

Clean air-conditioning vents, ceiling diffusers, ventilation grilles and Semi-Annually
Shampoo carpets
Office Areas
Empty wastebaskets and replace liners if needed.

Empty and clean all recycling and compost containers. Replace liners is needed.

Wastebaskets shall be free of stains and odors.

Daily
Vacuum traffic lane areas and public spaces.

Dust desks/shelves and all other horizontal surfaces, fixtures & equipment, high and low areas, e.g. pictures, clocks, partition tops. Vacuum office areas.

Weekly
Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Using tank vacuum or backpack, vacuum corner edges and chairs.

Dust window blinds, shades, covers.

Raise chair mats, vacuum carpeted floor under mats and clean mats.

Monthly
Dust HVAC louvers.

Annually Shampoo carpets
Meeting Rooms and Classrooms (such as the PD Classrooms) Vacuum and spot clean carpets.

Push in and arrange all chairs and straighten tables.

Dust mop and damp mop floors.

Empty and clean wastebaskets and replace liners.

Empty and clean all recycling and compost containers. Replace liners is needed.

Dust and wipe clean with damp or treated cloth: tables, counters.

Clean sinks.

Daily
Clean marker boards.

Vacuum chairs.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Weekly
Clean entry doors and glass.

Monthly Dust high and low areas.

Semi-Annually Strip, seal and buff all resilient and hard surface floors if not carpeted.

Clean fabric covered chairs in meeting rooms. Annual
Shampoo carpets.

Elevators
Sweep and mop floors and dust/wipe walls.Daily
Clean all stainless steel elevator with stainless steel cleaner including call button pad (do not spray cleaner directly on buttons).

Sweep outside approach areas to elevators including threshold (especially removing all leaves).

Weekly
Wipe electronic eye in doorjamb area with glass cleaner.

9.BASIC LEVEL OF CLEANING: Entails the cleaning of visible dirt from surfaces.

BASIC LEVEL OF CLEANING (IF NOT ALREADY COVERED BY CLINICAL OR PRESTIGE CLEANING SCHEDULES) Waxed Floor Areas
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1 Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop.

Semi-Annually Complete refinish – strip floors and baseboards, seal, and wax.

As needed Machine buff.

Wood Floor Areas
Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop wax (non-skid where required).

Carpeted Floor Areas
Daily Vacuum.

Semi-Annually Shampoo carpets.

As needed Clean baseboards and door jambs where vacuum mars finish and spot clean.

Furnishing Care
Dust wooden furniture, work surfaces, tables, desks, files, cabinets, bookcases, shelves.

Damp wipe outdoor chairs.

Daily
Spot clean all as needed.

Dust phones and business machines. Weekly
Sanitize phones.

Wax or polish wood furniture. Monthly
Damp wipe all office furniture.

Yearly Wash and scrub outdoor plastic furniture.

As Needed Spot clean surfaces.

Interiors
Remove graffiti immediately upon discovery.Daily
Clean and disinfect drinking fountains.

Dust walls and doors.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Clean entrance glass and passage doors.

Weekly
Wash sills, ledges, and other flat surfaces within reach.

Dust blinds, dust and straighten pictures and hanging objects, dust lighting fixtures.

Monthly
Clean ceilings for cobwebs
Yearly Wash blinds and lighting fixtures.

As Needed Spot clean all surfaces and fixtures.

Exteriors
Daily Remove graffiti immediately upon discovery (or enter work order in city app) Weekly Clean windows and glass entrance.

Monthly Dust doors, clean sills.

Bi-Annually Wash doors and windows.

Spot clean doors, sills, and windows as needed.As Needed Pick up trash on decks.

Janitor Closets
Clean utility sink.

Straighten shelves and tools.

Daily
Sweep floor.

Weekly Mop floor.

Monthly Scrub and bleach floor.

Parking Garages
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1 Empty waste containers, recycling bins, and pick up litter in garage.

Straighten shelves and tools.

Daily
Sweep floor.

Weekly Sweep approaches to elevators and public stairwells.

Monthly Sweep driveway along curbs at Main Library.

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1 PART II - SECTION 1: SPECIFIC SCOPE OF WORK BY LOCATION

1.OVERVIEW: There are specific locations. Each location includes a Level of Cleaning as described in PART I – SECTION 3. Each location may also have specific requirements as well. These specific requirements as listed in this section may be subject to change as City requirements may change. Changes will be reviewed between Service Provider and Project Manager/Facility Manager prior to change. Alterations to costs will be negotiated as described in EXHIBIT B of the contract agreement.

2.CITY HALL – 330 W. 20 th :

GENERAL DESCRIPTION. City Hall houses the administrative and other offices of the various departments of the City of San Mateo and includes a Council Chamber for public meetings. Additionally, there are four smaller Conference Rooms (A, B, and C and Finance Department) for smaller scheduled meetings, and a computer training room. Office areas are clustered around a central Atrium. Floor space to be maintained is approximately 35,774 square feet and is comprised of the following:

AREA SQUARE
FEET

TYPE COMMENTS
Entryways (3) 681 Tile 7 glass doors
Lobby – “Atrium” 4422 Concrete/tile
General Office Area 20,378 Carpet 162 full and part-time employees-78 male; 84 female,
1 sink (in Personnel
Department)
Meeting Rooms
Council Chambers
Conference Rooms (4)
2760
1445
Carpet
Carpet
6 tables; auditorium
14 tables; 83 chairs; 1 sink
Hallways (3) 1023
665
Carpet
Linoleum
Restrooms (8) 1110
128
Tile
Carpet
14 sinks, 14 toilets, 5 urinals, 2
showers
Lunchroom 529 Vinyl 5 round tables, 2 rectangular
tables , 8 chairs
Kitchen 142 Vinyl Appliances: sink, refrigerator, 2
microwaves
Other Areas:

Mail room
Credit Union Office
Gym room
Training room
322
256
326
529
Linoleum
Carpet
Carpet
Carpet
Floor covering is approximately 26,845 square feet of carpet and 8,929 square feet of hard surface.

CLEANING HOURS:

The regular scheduled working hours shall normally be between the hours of 5 p.m. and 6 a.m., Monday to Friday. However, all janitorial cleaning services in the Council Chambers will be performed after scheduled meetings. Window washing may be done at other mutually agreed times. Under special circumstances it may be necessary to delay the Friday night cleaning until Sunday.

LUNCHROOM:

Wiping tables and emptying garbage mid-day and again at end of day is a part of this City Hall Custodial Agreement.

Cleaning of refrigerator to be performed alternate Friday evenings.

SECURITY:

Lock up the City Hall complex at 5:30 p.m. Only the main entrance doors on O’ Farrell and the door to the parking area shall remain unlocked until the conclusion of evening meetings. Special meetings lasting Contract for Services-Estero SB854 (PW) Page 20 of 52
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1 beyond midnight shall be an exception.

All doors are to be checked for security before leaving at night.

LIGHTS:

Turn off lights when leaving an area that has been cleaned, unless it is still occupied. Turn on certain night security lights and turn off all other lights.

ROOM SET-UP:

Proper arrangements of office furniture, daily, shall be included in this agreement. Check binder located at the Public Works counter daily for instructions. Meeting rooms are to be rearranged to standard set-ups unless a special set-up is required.

BATHROOM CLEANING AND SUPPLIES:

For evening cleaning service, bathrooms are to be cleaned toward the end of the shift. This will allow cleanup following evening meetings.

Storage rooms to be kept stocked with supplies provided by the Service Provider. Adequate supplies of paper products are to be maintained in storage rooms at all times.

Maintain batteries and deodorant material in air freshening unit in each restroom.

All restrooms shall be checked and restocked for janitorial supplies on weekdays; mid-day at a time convenient for users, preferably after 1 p.m. Front glass doors shall be cleaned at that time.

CARPETING:

Shampoo all carpeted areas semi-annually.

DUSTING:

Dusting of countertops and file cabinets shall be performed on a weekly basis.

OVERALL LEVEL OF CLEANING SERVICE:

Basic Service Level Required

3.MAIN LIBRARY – 55 W. 3 rd:

GENERAL DESCRIPTION. The Main Library is a 3-story structure that opened in 2006. The facility includes 2½ levels of underground parking and three above ground floors plus a mezzanine level. Above level space consisting of public library spaces and staff offices, two courtyards, a 3rd floor terrace and a Café. The building is staffed with approximately 30 full time and 70, part time employees. The Main Library is a heavily used facility, averaging 1,400 visitors per day. Daytime custodial service is required 7 days per week, with the following schedule:

Monday – Thursday
1 custodian working 3:30 pm – 8:00 pm
Monday – Friday
1 custodian working 6 am – 2:30 pm (1/2 hour lunch break) 1 custodian working 7 am – 3:30 pm (1/2 hour lunch break) Saturday
1 custodian working 6 am – 10:00 am
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1 1 custodian working 7 am – 3:30 pm (1/2 hour lunch break) Sunday
1 custodian working 7 am – 3:30 pm (1/2 hour lunch break) 1 custodian working 8 am – 12:00 pm

Floor space to be maintained is approximately 62,000 square feet and is comprised of the following:

AREA FLOOR SQ FEET TYPE COMMENTS
Public Spaces
Entrance Lobby 1 1,552 Stone
New Books Area 1 516 Carpet
Children’s Library 1 8,757 Carpet
Meeting Rooms (3) 1 3,587 Carpet
Meeting Room Kitchen 1 100 Linoleum
Current Periodicals M 1,637 Carpet
Information Services 2 4,736 Carpet
Copy/Passport Center 2 206 Linoleum
Business Library 2 1,772 Carpet
Adult Non Fiction 2 8,811 Carpet
Student Research Center 2 878 Carpet
Biotech Library 2 648 Carpet
Adult Fiction 3 7,524 Carpet
Media 3 2,843 Carpet
World Languages 3 1,280 Carpet
Teen Library 3 1,305 Carpet
Café 3 456 Linoleum
Staff Spaces
Circulation Staff Workroom &
Accounts Desk
1 2,707 Carpet
Technical Services Workroom 1 1,992 Carpet
Children’s Workroom 1 840 Carpet
Shipping & Receiving 1 546 Carpet
Information Services
Workroom
2 2,323 Carpet
Biotech Seminar Room 2 298 Carpet
Project Read 3 909 Carpet
Training Room 3 834 Carpet
Admin. Office 3 2,331 Carpet
Staff Lounge 3 997 Linoleum
Mail Room 3 150 Linoleum
Misc. Spaces
Restrooms Various
floors (3
staff, 3
public)
1,345 Ceramic Tile Fixtures include: 23
toilets, 4 urinals, 24
lavatories, 5 kitchen sinks,
3 janitor’s sinks, 1 shower
Elevators (3) Ceramic Tile
Parking Structure 3 levels 73,092 Concrete
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1 SPECIAL PROVISIONS:

1. The Main Library’s holiday schedule differs slightly from other City facilities. See notes to City Holiday Schedule in “Definitions” section.

2. The Library is to be staffed with a regularly scheduled crew. Substitutions must be made and advance notice communicated to Library Management if a member of the regular crew is absent.

Shifts cannot go unfilled.

3. All custodians are to be trained to work on the Main Library’s various surfaces with skills assessed periodically.

4. Regular onsite supervision and assessment of custodians’ work is expected for both weekday and weekend crews.

5. A weekly walk-thru is to be scheduled with Library Management to assess building conditions with a follow up e-mail by vendor/Service Provider summarizing agreed to next steps.

6. The library has a sophisticated security system with card key access to the parking garage and building. Keys issued to custodians are not transferrable. If lost or stolen, Library Management is to be informed immediately.

7. All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.

8. Lighting fixtures in this space have specific procedures for lamp changing. A document outlining this process will be provided and must be adhered to in order for them to function properly.

9. The Parking Structure has Sanitary and Storm drains located within the Structure. Contractor must insure no cleaning fluids or water from the power-washing is permitted to enter any drain that discharges to storm drains. Facilities Staff will help identify these drains. It is the responsibility of the Contractor to insure all fluids are disposed of within state and local laws and regulations.

10. A small carpet spot removal machine to be stored at Main Library for use by Custodial Staff for spills between scheduled cleaning.

OTHER TASKS:

In addition to general specifications and special provisions outlined above, Service Provider will:

1. Prioritize Public spaces for cleaning. Daily tasks in Public spaces are to be performed 7 days/week and include: vacuuming, carpet spot cleaning, graffiti removal, cleaning of restrooms, glass front doors, wooden staircase, exterior front entrance area, entry vestibule, elevators and emptying of waste and recycle receptacles in library and parking garage.

2. Daily waste removal and recycling includes garbage, mixed paper, cans/bottles/plastic, composting bin (Staff Lounge) and hardbound books.

3. Clean all exterior windows and interior windows above 8 feet once per year.

4. Public restrooms are to be cleaned twice per day on Fri. Sat. and Sun; once before opening to the public and a second time in the afternoon. On Mon, Tue, Wed, and Thu an additional cleaning is required between 4 and 6PM.

CLEANING SERVICES UNIQUE TO MAIN LIBRARY
Break down all cardboard boxes and place in mixed paper recycling bins in trash enclosure.

Tidy up and compact or empty waste containers throughout day. Can be done by either male or female as long as door is ajar with sign “Restrooms are being cleaned; not accessible”.

Wet mop wooden staircase with special solution.

Daily
Bronze and stainless steel water sculptures – check for and remove debris.

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1 Trash enclosure – keep locked and maintain in neat and safe manner.

Coffee Bar terrace – spot clean floor.

Clean coffee bar terrace tables and chairs and Children’s Courtyard tables and chairs.

Sweep tan bark from sidewalk back into planter beds.

Clean shower.

Dust all window sills (1st floor Saturdays, 2nd floor Sundays, 3rd floor Tuesdays).

Children’s round windows – wash windows and dust sills.

Damp wipe all counters and desks in public areas
Dust end panels on all shelves (do a section per day per assigned schedule) Dust all shelves (do a section per day per assigned schedule) Clean leather chairs with recommended cleaner
Vacuum all upholstered furniture
Weekly
Public areas: dust and clean with recommended cleaner all study tables, reader stables, end tables, equipment tables, built-in counters and casework (rotate by assigned floor/sections - e.g. 1st floor Wed., 2nd floor Fri., 3rd floor Sun.) Sweep and wet mop east and west stairwells to garage
Replace urinal cartridges in waterless urinals, first week of the month.

Shampoo carpets in Oak Conference Room and Hall (1st floor) and in front of public restrooms on floor 2 and 3.

Monthly
Carpet clean trouble areas as identified in weekly review meeting Quarterly Shampoo carpets in heavily trafficked areas.

Shampoo carpets in remaining areas including staff offices.

Coffee Bar Terrace – Scrub and steam clean stone deck.

Semi-Annually
Power-wash all levels of Parking structure.

Change spray deodorizer cartridges mounted on the wall in restrooms.

Set up/take down tables and chairs in meeting rooms per provided diagrams.

As-needed
Wash top and side surfaces of brown trash and recycling containers. Clean exterior surfaces of silver wastebaskets. Clean individual office/waste recycling baskets.

Spot clean mesh fabric on meeting room chairs and all carpets on an on-going basis as stains are noticed.

4.MARINA BRANCH LIBRARY – 1530 SUSAN COURT
GENERAL DESCRIPTION. Marina is one of two branch libraries for the City of San Mateo. The floor space to be maintained will be approximately 5,000 square feet and is comprised of the following:

Floor covering will be approximately 3,880 square feet of carpet and 1,120 square feet of hard surface.

Three restrooms will be provided consisting of: one (1) urinal, three (3) toilets, and three (3) sinks. Two (2) additional sinks are located in the staff lunchroom and janitor’s closet. One small refrigerator will be located in the lunchroom.

CLEANING HOURS:

Clean six (6) days per week on Monday thru Saturday nights. Semi-annual carpet cleaning and semi-annual washing of ceiling windows, interior and exterior to be scheduled with Library Management.

Cleaning will be done after 8:00 p.m. when the library is closed to the public.

Special Provisions:

1. The Marina Library’s holiday schedule differs slightly from other City facilities. See notes to City Holiday Schedule in “Definitions” section.

2. Except for special floor and window cleaning crews, Service Provider will not assign more than Contract for Services-Estero SB854 (PW) Page 24 of 52
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1 two different employees to the library except in emergency relief situations.

3. All custodians are to be trained to work on the Marina Library’s various surfaces with skills assessed periodically.

4. All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.

5. A quarterly walk-thru is to be scheduled with Library Management to assess building conditions with a follow up e-mail by vendor/Service Provider summarizing agreed to next steps.

ADDITIONAL TASKS:

1. Exterior trashcans – empty daily.

2. Dust bookshelves at the library weekly

5. HILLSDALE BRANCH LIBRARY – 205 W. HILLDSALE BLVD.

GENERAL DESCRIPTION. Hillsdale is one of two branch libraries for the City of San Mateo. The floor space to be maintained will be approximately 5,300 square feet.

Floor covering will be approximately 4,100 square feet of carpet and 1,200 square feet of hard surface. Two restrooms will consist of: one (1) urinal, two (2) toilets, and two (2) sinks. Two (2) additional sinks are located in the staff lunchroom and janitor’s closet. One small refrigerator will be located in the lunchroom.

CLEANING HOURS:

Clean six (6) days per week on Monday thru Saturday nights. Semi-annual carpet cleaning, and semi-annual washing of ceiling windows, interior and exterior to be scheduled with Library Management.

Cleaning will be done after 8:00 p.m. when branch libraries are closed to the public.

Special Provisions:

1. The Hillsdale Library’s holiday schedule differs slightly from other City facilities. See notes to City Holiday Schedule in “Definitions” section.

2. Except for special floor and window cleaning crews, Service Provider will not assign more than two different employees to the library except in emergency relief situations

3. All custodians are to be trained to work on the Hillsdale Library’s various surfaces with skills assessed periodically.

4. All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.

5. A quarterly walk-thru is to be scheduled with Library Management to assess building conditions with a follow up e-mail by vendor/Service Provider summarizing agreed to next steps.

ADDITIONAL TASKS:

1. Patio trashcans – empty daily.

2. Dust bookshelves at the library weekly.

6. SHOREVIEW CENTER – 950 OCEAN VIEW
GENERAL DESCRIPTION. Shoreview Center is a recreational and social center for the City of San Mateo. It is a one story building with administrative offices, an assembly room, studio, and kitchen. The gross area of the facility is approximately 7,296 square feet. Floor space to be maintained is approximately 3,806 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryways (2) 4 glass doors
Reception Area 180 Linoleum
General Office Area 545 Carpet 5 employees
Assembly Room 1200 Linoleum
Activity Room & Stage 1096 Hardwood
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1 Restrooms (2) 382 Concrete 6 sinks, 6 toilets, 2 urinals Kitchen 332 Linoleum
Other Areas:

Studio
Mailroom
Toy room
Front sink
374
45 190
52 Linoleum
Carpet
Linoleum
Linoleum
Windows (102)
Floor covering is approximately 590 square feet of carpeting and 3,806 square feet of hard surface.

SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules.

CLEANING HOURS:

Cleaning is to be performed 5 days per week, Monday through Friday during non-program hours.

SECURITY:

All doors to be checked for security before leaving at night.

NO SERVICE NEEDED SCHEDULE:

August (Dates to be provided by Park and Rec) - closed (session break) Labor Day
November 11 - closed (Veteran’s Day)
Thanksgiving
December (Dates to be provided by Park and Rec) - closed (session break) Martin Luther King Day
Presidents Day
April (Dates to be provided by Park and Rec) - closed (session break) Memorial Day
June (Dates to be provided by Park and Rec) - closed (session break)

7. LAKESHORE CENTER – 1550 MARINA COURT
GENERAL DESCRIPTION: Lakeshore Center is a recreational and social center for the City of San Mateo. It is a one story building with an assembly room, activity room, and kitchen. The gross area of the facility is approximately 5,139 square feet. Floor space to be maintained is approximately 2,382 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryways (4) 8 glass doors
Lobby/Hallway 394 Linoleum (100 sq.
ft. carpet
included)
Office Area 114 Carpet 3 employees
Meeting Rooms
Assembly
Activity
Snack Room
1,046
245
214
Hardwood
Linoleum
Linoleum
10 tables, 92 chairs
8 tables, 24 chairs
Kitchen 100 Linoleum Refrigerator, oven, microwave
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1 Windows (30)
Floor covering is approximately 214 square feet of carpeting and 2,168 square feet of hard surface.

SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules.

CLEANING HOURS:

Cleaning is to be performed 5 days per week, Monday through Friday during non-program hours.

SECURITY:

All doors will be checked for security before leaving at night.

NO SERVICE SCHEDULE:

8. BERESFORD CENTER – 2720 ALAMEDA DE LAS PULGAS
GENERAL DESCRIPTI0N. Beresford Center is a recreational and social center for the City of San Mateo. It is a one story building consisting of administrative offices, an assembly room, stage area, activity rooms, court yard, and conference room. Floor space to be maintained is approximately 34,719 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryways (2) 6 glass doors
Lobby/Reception 1248 Carpet 2 drinking fountains
Office Area 1,000 Carpet 12 employees
Meeting Rooms
Social Room
Assembly
Studios A & B
Club Room
Conference Room
Activities Room
1269
3072
1248
420
672
1536
Hardwood
Hardwood
Tile
Tile
Carpet
Tile
1 sink
25 tables, 200 chairs (when set up)
20 tables, 53 chairs,2 sinks
3 tables, 30 chairs (when set up)
10 tables, 40 chairs, 1 sink
19 tables, 53 chairs, 12 Assorted
bookcases, cupboards and children’s
kitchen pieces, 1 sink
Hallways
(4)
(1)
5,267
1334
Carpet
Tile
Restrooms (4) 784 Tile 10 sinks, 9 toilets, 3 urinals
Kitchen 384 Tile 2 ovens, 2 refrigerators, 2 sinks,
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Other Areas
Stage
Court yard
A/V Closet
Table Storage
672
2560
470
4255
Hardwood
Concrete
Concrete
Concrete
Mop & litter pick up
Sweep, litter pick up & empty garbage
Sweep & litter pick up
Sweep & litter pick up
Windows (198) 11,467
Floor covering is approximately 16,715 square feet of carpeting and 18,004 square feet of hard surface.

SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules.

Increase day porter one (1) hour each day, five (5) days a week.

CLEANING HOURS:

Cleaning is to be performed 5 days per week, Monday through Friday starting after 10:00pm. Refresh and restock for main restroom in afternoons between 4:00 and 5:00pm. Refresh is defined as: Restock of all paper goods as needed, pick-up of paper and garbage, wipe clean of sinks and counters as needed.

Calendars will be given with dates for weekly, monthly and yearly tasks.

A weekly walk-thru is to be scheduled with the Building Manager to assess building conditions with a follow up e-mail summarizing agreed upon next steps.

CLEANING PROCEDURES UNIQUE TO BERESFORD RECREATION CENTER:

Activities Room/Studios: Tables to be scrubbed and scraped to remove the paint, glue and other items left from the classes on a daily basis.

Lobby: Carpet to be cleaned on a quarterly basis. To be spot cleaned as needed Rec staff will clear off the front desk counters and Custodial staff will dust on a monthly basis.

Front entrance garbage cans to be emptied daily.

Custodial Closets: Supplies, such as toilet paper, paper towels, etc., to be placed on shelves. All boxes should be broken down and placed in the recycle bin.

Restrooms: The drip mark from the brass handles on the back of the entry doors to be wiped off on a daily basis.

Inner Patio: The patio area to be swept and garbage cans emptied on a daily basis.

Front Entrance: The garbage cans are to be emptied on a daily basis.

ROOM SET UP:

The following is the schedule for after-hours set up needs. All diagrams are located in the set up binder found in the main custodial closet. All rooms to be left empty unless indicated below.

MONDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table, various book cases and play kitchen set up and carpets rolled out.

Studios: Two rows of 4 tables across the room each with a chair on the window side. One head table is set in front of the two rows near the hall door with a chair. Rest of the chairs are stacked in the back against the windows.

Conference Room: Six tables to be set up in an a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

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1 TUESDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table various book cases and play kitchen set up and carpets rolled out.

Conference Room: Six tables to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

WEDNESDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table, various book cases and play kitchen set up and carpets rolled out.

Assembly Room. Set up 14 stacks of 3 chairs each against wall with windows.

Conference Room: Six tables to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

THURSDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten foot table, various book cases and play kitchen set up and carpets rolled out.

Conference Room: Six tables to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

FRIDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table, various book cases and play kitchen set up and carpets rolled out. Once a month, small area carpets will need to be put back into their assigned rooms after being cleaned by another vendor.

Studios: Two rows of 4 tables across the room each with a chair on the window side. One head table is set in front of the two rows near the hall door with a chair. The rest of the chairs are stacked in the back against the windows.

Assembly Room: Push weights from the Exercise Closet to the Assembly Room and place next to the kitchen wall.

Conference Room: Six table to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

Additional rooms special set ups will be requested in advance.

SECURITY:

When entering the building during business hours, Custodial Staff will check in with the front counter receptionist.

When entering the building after Rec Center staff has left, custodial staff will turn-off alarm.

Custodial Staff will sign in and out in the binder provided.

All lights turned off, assembly room fans turned off doors checked for security, and the alarm turned on before leaving at night.

9. SENIOR CENTER – 2645 ALAMEDA DE LAS PULGAS
GENERAL DESCRIPTION: San Mateo Senior Center is a recreational and social center for the City of San Contract for Services-Estero SB854 (PW) Page 29 of 52
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1 Mateo whose main clientele are older adults. It is a one story building consisting of Administrative Offices, an Assembly Room with a stage, a commercial style kitchen, common/lounge areas, a game room, and an Activity Room with a small apartment size kitchen. Floor space to be maintained is approximately 13,175 square feet and is comprised of the following;

AREA SQ FT TYPE COMMENTS
Front Entrance way 450 Tile 4 glass doors
Reception Lobby Area 400 Carpet
Back Lobby Entrance 550 Carpet 2 glass doors
Center Lobby Area 330 Carpet 1 drinking fountain
Lounge/Drop In Areas (2) 970 Carpet 2 glass doors in one, 1 glass door in the other
Activity Room 2,100 Laminate Wood 8 glass doors
Sink, counter space
Activity Room storage closets 50 Laminate Wood 5 storage closets Activity Room Kitchen 150 Laminate Wood 2 wooden doors, sink, counter space, stove, oven,
microwave, refrigerator,
rolling counter shutter
door
Game Room 800 Carpet 2 glass doors, pool table
Game Room storage closets 20 Carpet 2 storage closets with carpet, 1 utility closet with
carpet
Restrooms –
Lady’s-
Men’s –
Unisex -
675
Tile floor
Tile Floor
Tile Floor
6 toilets, 4 sinks
2 urinals, 4 toilets, 4 sinks
1 toilet, 1 sink
Assembly Room 3,150 Hardwood Stage in front half,
Room divider,
8 glass doors, 3 storage
closets, 1 pantry room,
small walk thru storage
area behind stage
Assembly Kitchen 350 Concrete Stainless steel counters, 2 stainless steel portable
work tables, 2 stainless
steel single door
refrigerators, 2 stainless
steel single door freezers, 1
four well steam table, 5
stainless steels sinks,
pantry room. 1 roll-up
counter door.

Conference Room 550 Carpet 6 tables, 18 chairs
Office Area
- 6 offices
- 1 reception area
- Inner Office area
2,600 Carpet
Carpet
Carpet
Carpet
Desk & chairs
Wrap-around desk, chairs
1 desk, 3 tables, chairs
3 tables, 1 desk, 3 chairs,
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1 - Hallway Carpet storage cabinet, office
equipment.

Storage closet, sink
w/counter top
Outdoor areas
- Patio area off assembly room
- Patio area off entrance lobby
- Patio areas off Activity Room and
game room
Concrete
- Three picnic tables
with chairs
- Two benches
- Two areas with 2
benches in each area
Custodial closets 30 1 carpet
1 concrete
1 Tile
3 closets dispersed
throughout center
Windows (39) regular windows
(17) glass doors
(36) floor to door frame
windows
(26) accent/decorative
windows
SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules. Daytime custodial service is required Monday – Friday, 7am – 4pm (1-hour lunch). Personnel must be able to read/write/communicate in English. The Senior Center staff is to be staffed with a regularly scheduled crew. Substitutions must be made and advance notice communicated to the Senior Center management staff if the regular personnel is absent.

Shifts cannot go unfilled.
The Assembly Room kitchen and storage areas adjacent to it must be cleaned and maintained at a level to pass the Health Department inspections.

OTHER TASKS:

This facility requires full-time day-time service as described. Service provider WILL assure coverage for facility in the event of assigned employee illness or vacation. Service provider to provide alternative service plan details to facility manager including emergency contact information.

10. M.L. KING RECREATION CENTER – 725 MONTE DIABLO
GENERAL DESCRIPTION. M.L. King Center is a recreational and social center for the City of San Mateo. It is a one-story building consisting of administrative offices, classrooms, an assembly room with stage area, indoor basketball court, courtyard, kitchen, and rest rooms. The facility is serviced by a full-time city employee for day-to-day janitorial services. Add one (1) day porter for two (2) hours a day, five (5) days a week between the hours of 5pm-7pm M-F. This contract and bid is for SPECIAL PROVISIONS only as described in the second table below:

AREA SQUARE FEET TYPE COMMENTS
Offices 2,485 Carpet 1 drinking fountain
Doors 4 Glass
Windows 45 3 x 8
Windows 26 3 x 6
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1 THESE SPECIAL PROVISIONS APPLY SPECIFICALLY TO KING CENTER:

Interiors
Yearly Wash blinds and lighting fixtures.

Monthly Floor spray buff
Yearly Shampoo All Carpets
Exteriors
Bi-Annually Wash doors and windows.

11. POLICE STATION (HEADQUARTERS) – 200 FRANKLIN PARKWAY GENERAL DESCRIPTION: The Police Headquarters is a 2-story structure that opened in 2009. The facility includes 1 level of underground parking with a firing range, restroom and conference room and 2 above ground levels of public spaces, meeting rooms, atrium and staff offices, several decks, a fitness center with two locker rooms, a jail and a dispatch area.

Square feet of the entire facility is approximately 54,000 square feet. Area to be maintained is comprised of the following:

AREA FLOOR SQ FEET TYPE COMMENTS
Public Spaces
Front Lobby and Restrooms 1 1,521 Ceramic Tile
Staff Spaces
Atrium 1 1,400 Cork
Meeting Rooms and Office
Areas
1,2 17,610 Carpet 1 lavatory in Live-Scan room
Hallways, Storage Areas and
Other
1,2 4,084 Vinyl
Hallways, Storage Areas and
Other
1,2 2,275 Rubber/Elastomeric
Hallways, Storage Areas and
Other
2 1,300 Cork
Jail 1 1,046 Rubber/Elastomeric 4 lavatory/toilet combo units, 1 lavatory
Firing Range Basement Concrete 1 toilet and 1 lavatory
Decks 2 2,500 Elastomeric
Kitchenette/Break Room 2 312 Vinyl Fixtures include: sink and refrigerator.

Upper Lobby 2 477 Ceramic Tile
Restrooms B,1,2 1,573 Ceramic Tile Fixtures include: 21 toilets, 7 urinals, 21 lavatories, 2
janitor’s sinks, 7 showers
Men’s and Women’s Locker
Rooms
1 2,341 Vinyl
Elevators (2) 1
Service Yard and Bulk
Receiving
1 768 Concrete
SERVICE:

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1 Facility to be serviced according to the Clinical, Prestige, and General Facility cleaning schedules.

HOLIDAY EXCEPTIONS:

Areas that require service to cover holiday work schedules include; Patrol, Dispatch, Recreation Room. This requires daily garbage service and restroom re-stocking on these holidays.

THESE SPECIAL PROVISIONS SUPPLEMENT THE GENERAL SPECIFICATIONS:
Some areas will need to be cleaned only by request and when supervision is available. A monthly walk-thru is to be scheduled with Police Management to assess building conditions with a follow up e-mail summarizing agreed to next steps.
The PD has a sophisticated security system with card key access to the parking garage and building.

Keys issued to custodians are not transferrable. If lost or stolen, Police Management is to be informed immediately.
All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.
The jail space has unique needs. Blood and toilet clogs must be cleaned as needed with daily checks. Background checks will be performed on all staff dedicated to/working in this facility including company owner.

CLEANING HOURS AND ADDITIONAL TASKS:

Main schedule is Monday through Friday starting 6:00 A.M. with additional weekend tasks listed below:

DAILY (Seven days per week):
Wipe clean tables and pick up debris in patio area.
Empty and clean outside ashtrays.

WEEKENDS:
Empty garbage cans from all open offices (dispatch, patrol briefing, patrol sergeant’s office, patrol lieutenant’s office, recreation room, men's and women's employee restrooms, jail). Resupply all bathrooms with toilet paper, paper towels, and seat covers. Sweep underneath lockers in both locker rooms.
Sweep all staircases, elevators, entrances, and sally port. Wipe down fridge in recreation room (inside and out).
Clean the internal windowed section of the lobby entrance. Sweep outside building entrances, and entrance areas into the building from the garage area.

MONTHLY ON WEEKENDS:
Pressure Wash patio area
QUARTERLY:
Wash interior windows under 12 feet

12. POLICE SUB-STATION – 360 1 ST AVE
GENERAL DISCRIPTION:

The Police Substation is 324 square feet of carpeted area with 3 work stations. It includes approximately 36 lineal feet of store front glass. This substation is to be cleaned 6 times weekly

13.PD Barracks – 1812 S. Norfolk Street
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1 GENERAL DESCRIPTION:

The Police Barracks is approximately 3,120 square feet with an office area, 3 bedrooms for officers to sleep, conference room, kitchen, men’s and women’s single use bathrooms. These are not public accessed restrooms. Clean PD Barracks mid-day six (6) days a week

AREA SQUARE FEET TYPE COMMENTS
Kitchen 104 Linoleum Sink, stove, oven, etc.

Conference room 192 Carpet Table, Chairs
Office 208 Carpet 5 computer stations
Men’s restroom 66 Linoleum Sink, toilet, shower
Women’s restroom 66 Linoleum Sink, toilet, shower
3 Bedrooms 306 Carpet 6 beds
Locker room 161 Carpet Lockers
Changing room 132 Carpet Bench

14. MAIN STREET GARAGE RESTROOMS – 360 1 ST
GENERAL DESCRIPTION:

These are not public accessed restrooms.

AREA SQUARE FEET TYPE COMMENTS
Men’s restroom 49 Tile 1 toilet, 1 sink
Women’s restroom 49 Tile 1 toilet, 1 sink

BATHROOM CLEANING
Outside restrooms are to be cleaned and checked for supplies at 7:00 p.m. Clean and disinfect toilet
Clean and disinfect and wipe down sink
Pick up trash
Wipe down walls
Mop and clean floors
Replace supplies
Use signs – bathroom being serviced and slippery floors Pick up trash, sweep, clean glass, spot clean walls daily; dust/clean light fixtures and remove spider webs weekly.

15. MUNICIPAL SERVICE CENTER – 1949 PACIFIC BLVD.

GENERAL DESCRIPTION.:

The Municipal Service Center houses the administrative offices of the Public Works Maintenance Division.

This is a two story facility with a conference room, office, and storage room located on the second floor.

In addition, the facility includes a locker area and lunchroom for the field crews, another office area in the old sign shop, and office area for the vehicle maintenance Service Provider. There are approximately 60 employees at the facility, including the vehicle maintenance company employees. Floor space to be maintained is approximately 4,720 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryway 12 Carpet 2 glass doors
Office Area
Downstairs 958 Carpet
8 Employees
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1 Upstairs
Old Sign Shop
402
288
800
Vinyl
Carpet
Carpet and
Linoleum
3 employees
2 employees
Conference Room 231 Carpet 1 table, 14 chairs, 1 sink
Hallway 108 Carpet
Restrooms
Ladies
Men’s
36 312
Vinyl
Concrete
1 sink, 1 toilet
5 sinks, 3 toilets, 1 urinal, 2 showers
Staircase Carpet 1 flight, 15 stairs
Lunchroom 400 Vinyl 4 tables with benches
Other Areas
Assembly Area
Map Room
Locker Room
352
96 725
Concrete
Concrete
Vinyl
Windows (30) 595
Floor covering is approximately 1,597 square feet of carpet and 2,323 square feet of hard surface.

CLEANING HOURS AND ADDITIONAL TASKS: (Schedule is Monday through Friday after 3:30 p.m. unless specified otherwise below - such as warehouse)
Vehicle Service Island & Gas Island
Clean and service to include adding window cleaner and towels.

Locker Room
Pick up clothes hangers and place in holder daily.

Floor Cleaning
Wax and buff all resilient and hard surface floors monthly Strip, seal, and buff semi-annually.

Carpets
Shampoo semi-annually.

Miscellaneous
To be cleaned and serviced Monday through Friday, within the hours of 7 am and 4:30 pm.

15.1 PW CORP. YARD ADMINISTRATION TRAILER – 1949 PACIFIC BLVD.

The PW Administration Trailer area is 2,160 square feet: 1,989 square feet of carpet and 171 square feet of vinyl tile. Kitchenette has 1 sink 1 refrigerator. There are 2 restrooms with a toilet and sink each. The office area is a combination of 7 offices and 6 work stations.

15.2 FIRST VEHICLE AUTO SHOP – 1949 PACIFIC BLVD.

The office area of the facility is approximately 1,200 square feet, consisting of two offices, a conference area, parts room and one restroom.

15.3 COMPLIANCE DIVISION OFFICE – 1949 PACIFIC BLVD.

Office area is 1,070 square feet: 920 square feet of carpet and 150 square feet of vinyl tile.

Kitchenette has 1 sink, 1 water dispenser, and 1 refrigerator. Area consists of 3 offices, 3 work stations and a conference room.

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1 15.4 FACILITIES FLEET SERVICES DIVISION AND WAREHOURSE – 1961 PACIFIC BLVD.

GENERAL DESCRIPTION:

The Purchasing Warehouse houses administrative offices for the Purchasing and Stores Supervisor and assistant, and is the receiving area and storage facility for City supplies and equipment. The gross area of the facility is 7,790 square feet. Floor space to be maintained is approximately 1,681 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Office 1,294 Carpet/resilient tile 8 employees
Restroom 28 Linoleum 1 sink, 1 toilet
Receiving
Area
289 Cement
Floor covering is approximately 1,294 square feet of carpeting and 387 square feet of hard surface.

CLEANING HOURS: M-F after 5:00 pm. Prestige Level of Cleaning. Carpets shampoo annually.

Resilient tile, strip-wax 2x annually.

16. PARK MAINTENANCE BUILDING – 2001 PACIFIC BLVD.

GENERAL DESCRIPTION:

The Park Yard houses the administrative offices of park maintenance and recreation services, and the park maintenance employees and equipment. The facility includes male and female locker rooms and a shower room. The employee count is 22 full-time, 2 part-time, and 12 seasonal workers. The gross area of the facility is 5,320 square feet. Floor space to be maintained is approximately 2,026 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryway 50 Carpet
Reception Area 100 Carpet
General Office Area
481
154
Carpet
Linoleum
12 employees
Conference Room 140 Carpet 1 table, 8 chairs
Hallways (2)
150
300
Carpet
Linoleum
Restrooms (2) 180 Linoleum 6 sinks, 5 toilets, 3 urinals Lunchroom 170 Linoleum 3 tables, 14 chairs
Kitchen 50 Linoleum Sink, countertops
Other Areas
Locker Rooms (2)
Shower Room
206
45 Linoleum
Linoleum 2 showers
Windows (11) 147
Floor covering is approximately 921 square feet of carpet and 1,105 square feet of hard surface.

CLEANING HOURS:

Custodial services are to begin after 5:30 p.m. and before 5:00 a.m. Monday through Friday. The entire area serviced according to Prestige Level Cleaning with the following exceptions:
1) Carpet Cleaning - front entrance and hallway carpet to be shampooed quarterly. 2) Hard surface floors - wax and buff monthly. Strip, seal and buff semi-annually. 3) Window sills - clean weekly.

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1 4) Wash restroom walls weekly, spot-clean daily.

17. WASTEWATER TREATMENT PLANT – 2050 DETRIOIT DRIVE
GENERAL DESCRIPTION. The Wastewater Treatment Plant has numerous offices, conference rooms, locker rooms, and lunchrooms located in several different buildings. All spaces have hard floor surfaces either cement or VCT.

LOCATIONS

1. Administration Building: Offices, Locker Rooms/Restrooms, Lab, Kitchen/Break Room, Common Areas.

2. Main Structure: Offices, Locker Room/Restroom, Lab, Training Room, Common Areas.

3. Maintenance Building: Office Area, Locker Rooms, Restroom, Kitchen/Break Room, Common Areas.

4. Solids Handling Building: Locker Room/Restroom.

5. Conference Trailer Room A and Room B

6. Office Trailer – Contractor

7. New Administration Building: Offices, Locker rooms, Restrooms, Showers, Labs, Kitchenettes, Conference Rooms, Break Rooms, Lunchrooms, Patios, Common Areas, gym, training room, control room, laundry room, library, mud rooms, copy room, bullpen offices etc.

SEMI- ANNUALLY
Strip and wax all hard surfaced floors.
Window cleaning
Carpet cleaning

HOURS OF SERVICE/SUPERVISION/SECURITY
Daily hours shall be Monday through Friday, after 5:00 p.m. and prior to 7:00 a.m., unless otherwise specified.
Janitorial Service Management shall stay in close contact with both management and cleaning personnel concerning all work performance and follow-up procedures. Monthly meetings may be requested between WWTP management and Janitorial Service Management. Janitorial Service shall have a checklist to cover all scope requirements. This list will be utilized by Janitorial Service Personnel and provided to the WWTP Management at the end of each visit. Janitorial Service Personnel shall ensure all locked offices are properly secured upon completion of duties.

SPECIAL-PROVISIONS
1) Mop the floors using clean water and soap nightly.
2) Fill the Shower soap dispensers.
3) Cleaning of the toilets on a nightly basis.
4) Clean windows and cobwebs.
5) Dusting of the appliances on the top in break room areas, dusting of locker tops, dusting of office partition tops.
6) Dusting/Cleaning on top of desks and any break tables. 7) Increase site allocation by one (1) hour each day, five (5) days a week at WWTP for extra detailed cleaning.

18. SHORELINE PARKS

SCOPE OF SERVICES FOR PARKS RESTROOM MAINTEANCE
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1 1. It is the responsibility of the Contractor(s) to determine taxes and include them in the total bid price.

2. This Scope of Service (SOS) is specifically for the scheduling of cleaning for the Shoreline Restrooms in the City of San Mateo.

3. Work is to be scheduled and completed between 9 p.m. and 11p.m., seven (7) days a week.

4. Contractor work must include weekends and holidays.

5. The City shall provide the following to the Contractor(s):
• Approval of the cleaning schedule of required services. • Necessary keys and access codes.
• Storage room for supplies.
• Hand soap and paper disposables (toilet paper and seat covers). • Contact information and instructions to report issues and emergencies.

6. Contractor(s) shall report graffiti immediately found on public property to the City’s Graffiti Abatement Contractor through the mobile application.

7. For the purpose of this Scope of Service, Waste is defined as any garbage, debris, trash, dead animals, fecal matter, refuse, liquids, sludges, or other inherently waste-like materials managed, collected, generated, or disposed as part of performing services and shall be disposed of appropriately by the Contractor.

8. Contractor(s) shall provide all equipment and supplies necessary to perform the services included in this agreement. The schedule shall be included in a Cost Sheet.

9. If any area, or the portion of any area, is not cleaned to the satisfaction of City staff the area shall be re- cleaned at no additional cost to the City of San Mateo.

10. Waste must not contaminate any potable water or surface water sites. Contractor shall not use stormwater drains for capturing wastewater. Whenever possible, Contractor shall utilize environmentally friendly chemical products. The City will provide water for cleaning its facilities. Locations of spigots (or fill locations) will be discussed and agreed upon with the Contractor.

11. Contractor will communicate in advance to the City representative if cleaning schedule is not adhered to.

12. All bids must supply an insurance policy meeting the City’s requirements.

13. Contractor shall include in the invoice details of completed work per location.

14. City and Contractor will meet quarterly onsite to review work and discuss concerns or issues.

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1 15. All described cleaning listed is within the restrooms.

HARD SURFACE FLOORS FREQUENCY:
• Sweep or dry mop all traffic areas seven (7) times per week. • Clean edges and non-traffic areas one (1) time per week. • Mop-Hose down concrete floors seven (7) times per week.

RESTROOMS FREQUENCY:
• Sweep or dry mop all traffic areas seven (7) times per week. • Clean edges and non-traffic areas one (1) time per week. • Mop-Hose down concrete floors seven (7) times per week. • Spot clean vertical surfaces: stainless steel walls, doors, and partitions 7 times per week. • Clean and disinfect stainless steel sink, faucet and surrounding counters 7 times per week.

WIPE DOWN HORIZONTAL SURFACES:
• Stainless steel counter tops, dispensers, toilets, urinals seven (7) times per week. • Clean and disinfect toilets/urinals seven (7) times per week. • Clean all mirrors and surrounding light bulbs (7) times per week. • Dispose of waste and install new liners seven (7) times per week. • Spot clean and/or shine any stainless-steel waste receptacles seven (7) times per week. • Feather dust stainless steel partitions and ledges seven (7) times per week. • Low feather dusting: baseboards, toilet bases and beneath sinks seven (7) times per week. • Wet mop hard surface floors using germicidal product that smells fresh seven (7) times per week. • Restock hand soaps and paper disposables (no hand towels, use hand dryers seven (7) times per week. • High dusting: brush clean air grills, ceiling fixtures & returns once (1) time per month.

OTHER AREAS FREQUENCY:
• Clean doors, wooden barn door to buildings, and surrounding sidelights seven (7) times per week. • Spot clean interior doors/ partitions/mirrors/ interior sidelights seven (7) times per week.

SPECIAL INSTRUCTIONS:
• All trash removed from the restrooms will be disposed of by the Contractor and not in City receptacles. • Use signs posted in the storage area on doors should restroom(s) need to be kept closed should the restroom be unusable.
• Janitorial Services shall be completed seven (7) times per week - Monday-Sunday starting not before 9:00 p.m. and completed by 12 midnight.
• Report any facilities problems to building, such as toilets running, dispensers broken, additional supplies to:
[email protected] or 650-522-7420.

SECURITY PRACTICES:
• All doors are to be locked when work is completed.

MATERIALS AND EQUIPMENT:
• Janitorial provides all cleaning chemicals and equipment. City of San Mateo provides hand soap and paper disposables.

RESTROOM LOCATIONS:

Seal Point Park two (2) buildings at 1901 J. Hart Clinton Drive each with female and male four (4) restrooms total.

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1 Ryder Park one (1) building at 1801 J. Hart Clinton Drive with a female and male two (2) restrooms total.

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1 19. POPLAR CREEK GOLF COURSE- 1700 COYOTE POINT DRIVE

1. It is the responsibility of the Contractor(s) to determine all taxes and include them in the bid price.

2. The scheduling of the cleaning of the Poplar Creek Golf Course on-course restrooms, administrative office, and maintenance building will be coordinated with the City of San Mateo Golf Services Manager.

3. Work will be scheduled after 7:00 pm. and to be completed by 6:00 am.

4. Contractor work must also be scheduled on weekends and holidays.

5. The City shall provide the following to the Contractor(s):
•The approval of a schedule of base services
•Necessary keys and access codes
•Storage room

6. For this scope of work, waste is defined as any garbage, food and beverage debris, trash, dead animals, fecal matter, urine, refuse, liquids, feminine hygiene products, or other inherently waste-like materials managed, collected, generated, or disposed of as part of performing services and shall be disposed of appropriately by the Contractor.

7. Contractor(s) shall provide everything necessary to perform the tasks included in this agreement and the schedule included in – Cost Sheet.

HARD SURFACE FLOORS FREQUENCY
•Sweep or dry mop all traffic areas seven (7) times per week. •Clean edges and non-traffic areas one (1) time per week. •Mop floors seven (7) times per week.

SOFT SURFACE FLOORS (CARPET) FREQUENCY
•Vacuum floors four (4) times per week (Every other day).

RESTROOMS FREQUENCY:
•Sweep or dry mop all traffic areas seven (7) times per week. •Clean edges and non-traffic areas one (1) time per week. •Mop floors seven (7) times per week.
•Spot clean vertical surfaces: walls, doors, and partitions 7 times per week. •Clean and disinfect sinks, faucets, counters, urinals*, toilets*, light fixtures, mirrors, soap dispersers, paper towel and toilet paper holders seven (7) times per week. *Exterior of urinals and toilets included in daily cleaning.
•Dispose of waste from garbage cans and replace trash can liners as needed WIPE DOWN HORIZONTAL SURFACES:
•Desktop surfaces, shelving, break room tables, microwaves seven (7) times per week. •Spot clean and/or shine any stainless-steel waste receptacles seven (7) times per week. •Feather dust ledges seven (7) times per week.
•Low feather dusting: baseboards, toilet bases and beneath sinks seven (7) times per week. •Wet mop hard surface floors using germicidal product that smells fresh seven (7) times per week.

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1 •Restock hand soaps and paper disposables seven (7) times per week. •High dusting: brush clean air grills, ceiling fixtures/fans & returns one (1) time per week.

OTHER AREAS FREQUENCY:
•Clean exterior doors to buildings, and surrounding sidelights seven (7) times per week. Building 1 (3 doors), Building 2 (3 doors), Administration Office (1 door), Maintenance Building (1 door). •Spot clean interior doors, partitions/mirrors, interior sidelights seven (7) times per week. Building 1 (2 doors), Building 2 (3 doors), Administration Office (2 doors), Maintenance Building (5 doors).

SPECIAL INSTRUCTIONS:
•Janitorial Services shall be completed seven (7) times per week - Monday- Sunday only starting after 7:00 pm.
•Report any facilities problems with the building or facilities, such as toilets running, dispensers broken, plumbing issues to:
[email protected] or 650-522-7510
SECURITY PRACTICES:
•Make sure all doors are locked after nightly cleaning.

MATERIALS AND EQUIPMENT:
•Janitorial provides all cleaning chemicals and equipment. City of San Mateo provides paper goods/liners/soaps and vacuum cleaner for administrative office.

If any area, or the portion of any area, is not cleaned to the satisfaction of City staff the area shall be re-cleaned at no additional cost to the City of San Mateo.

LOCATIONS:

Poplar Creek Golf Course: Three (3) buildings and One (1) trailer restroom at 1700 Coyote Point Drive. Buildings 1, 2, and the trailer restroom have one (1) female and one (1) male restroom; Six (6) restrooms total.

Building 3 has one (1) lobby/administrative office area and one (1) copy room.

Trailer restroom is located in the far northwest corner of the parking lot

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1 Poplar Creek Maintenance Building: One (1) building located at 1201 E. Poplar Ave. The building has two (2) restrooms, employee break room, and common areas.

PART II - SECTION 2: ADD ALTERNATE SPECIFIC SCOPE OF WORK

1.OVERVIEW: The following three (3) items are “ADD ALTERNATE” and not part of the basic contract or bid.

Each Add Alternate is to be quoted as a separate line item. Add Alternates may be included, all, some or none. The City reserves the right to exclude Add Alternate from a contract award for the Primary Scope of work and award Add Alternate to other contractors or self-perform at the sole discretion of the City.

2.M. L. KING RECREATION CENTER – 725 MONTE DIABLO:

As described in PART II, Section 1.16. This facility is currently serviced by a regular full time City Custodian/Day Porter. The ADD ALTERNATE QUOTE is to provide pricing for a full time (40-hours per week) Day Porter to fill M-F 8-5 duties which will be detailed should this add alternate be selected.

3. ANNUAL CLEANING OF FIRE STATIONS (AS LISTED IN CHART BELOW):

GENERAL DESCRIPTI0N. There are six (6) fire stations located within the city. These buildings are maintained by city staff for normal day-to-day service. The stations are occupied 24/7/365 providing emergency 9-1-1 services to the city. The contract calls for a “Deep” cleaning of interiors once annually as described below.

HOURS WORK MAY BE PERFORMED. Because the stations are occupied 24-hours a day and because fire- fighters are in residence in the facility the work on these facilities must be conducted between the hours of 7:30 AM and 5:00 PM, however the work can be performed any day of the week. Work must be pre- scheduled with the City Contract Manager at least one week (7-days) in advance.

DEFINITION OF ANNUAL DEEP CLEANING SERVICE:

Carpeted Areas Stain extraction and shampoo
Exercise Room Wet-Mop and sanitize floor surface. Wipe down and sanitize all exercise equipment that has vinyl surfaces (seats, benches etc.) Dust and wipe ceiling fan blades
Upholstered Seating - Cloth Vacuum crevices and under carriage. Stain extraction and steam clean, sanitize and deodorize.

Upholstered Seating – Vinyl
or leather
Vacuum crevices and under carriage. Wipe and clean surfaces with recommended cleaners for specific materials. Oils and stain removal, sanitize and deodorize.

Restrooms/Showers Deep clean of all grout surfaces. Surface stain removal of all surfaces including glass. Wipe and sanitize all surfaces and fixtures.

FIRE STATIONS INCLUDED IN SCOPE OF WORK:

STATION ADDRESS CARPET SF RESTROOM SF/SHWRS/SINKS/TOILETS CHAIRS #21 120 S. Ellsworth St. 4,400 300/5/13/9 (Restrooms on two floors) 8 #23 31 W 27th. 1,200 300/4/5/10 (Restrooms on two floors) 8 #24 319 S. Humboldt St. 520 310/2/4/4 (Restrooms on two floors) 4 #25 545 Barneson 1,020 50/2/3/2 4
#26 1500 Marina Ct. 850 440/3/6/6 (Restrooms on two floors) 6 #27 1801 De Anza Blvd. 200 200/3/5/5 4
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1 4. SEASONAL CLEANING OF CITY PARK RESTROOMS (SEE CHART BELOW FOR LOCATIONS) GENERAL DESCRIPTI0N. There are a total of twenty-one (21) restroom buildings located in eighteen (18) parks throughout the city of San Mateo. Seventeen of the restrooms include two restrooms each, three are single user unisex.

SERVICE. Work to be performed shall include restocking of paper and other supplies (supplied by city and located at each facility). Empty garbage cans and line cans. Spot clean by pick up of loose paper and garbage, wipe-down of sinks and fixtures. Report vandalism, graffiti or other issues to designated park maintenance staff.

SCHEDULE. Work to be performed as per schedule below. Work to be performed from APRIL 1 to OCTOBER 31. Hours of work to be from 11:00 AM to 3:00 PM.

PARK NAME ADDRESS REST ROOM
#

MO TU WE TH FR SA SU
Bay Meadows 28th Ave. 1m 1w X X X X
Bayside/Joinville 2111 Kehoe Ave. 1m 1w X X X X X
Beresford 2720 Alameda De Las
Pulgas
2m 2w X X X X X X X
Casanova 4012 Casanova Dr. 1m 1w X X X X
Central 50 E. 5th Ave. 2m 2w X X X X X X X
Fiesta Meadows 1141 Bermuda 1 unisex X X X X
Harborview 1725 Monte Diablo 1m 1w X X X X X
King 725 Monte Diablo 1m 1w X X X X X X X
Lakeshore 1550 Marina Court 1m 1w X X X X
Laurelwood 3471 Glendora 1m 1w X X X X
Los Prados 1837 Bahia St. 1m 1w X X X X
Mariner’s Island 1550 Shoal Dr. 1 unisex X X X X
Paddock 2900 Blaze Rd. 1 unisex X X X X
Parkside 1595 Seal St. 1m 1w/1uni X X X X X X X
Ryder 1801 J. Hart Clinton Dr. 1m 1w X X X X X X X
Seal Point 1901 J. Hart Clinton Dr. 2m 2w X X X X X X X Shoreview 950 Ocean View Ave. 2 unisex X X X X X X X
Trinta 150 19th Ave. 2 unisex X X X X
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1 Basic Level of Cleaning (if not already covered by Clinical or Prestige Cleaning Schedules) Waxed Floor Areas
Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop
Semi-Annually Complete refinish – strip floors and baseboards, seal, and wax.

As needed Machine buff.

Wood Floor Areas
Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop wax (non-skid where required).

Carpeted Floor Areas
Daily Vacuum.

Semi-Annually Shampoo carpets.

As needed Clean baseboards and door jambs where vacuum mars finish and spot clean.

Furnishing Care
Dust wooden furniture, work surfaces, tables, desks, files, cabinets, bookcases, shelves.

Damp wipe outdoor chairs.

Daily
Spot clean all as needed.

Dust phones and business machines.Weekly
Sanitize phones.

Wax or polish wood furniture.Monthly
Damp wipe all office furniture.

Annually Wash and scrub outdoor plastic furniture.

As needed Spot clean surfaces.

Interiors
Daily Remove graffiti immediately upon discovery.

Clean and disinfect drinking fountains.

Weekly Dust walls and doors.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue).

Clean entrance glass and passage doors.

Wash sills, ledges, and other flat surfaces within reach.

Monthly Dust blinds, dust and straighten pictures and hanging objects, dust lighting fixtures.

Clean ceilings for cobwebs.

Annually Wash blinds and lighting fixtures.

As needed Spot clean all surfaces and fixtures.

Exteriors
Daily Remove graffiti immediately upon discovery (or enter work order in City app) Weekly Clean windows and glass entrance.

Monthly Dust doors, clean sills.

Bi-Annually Wash doors and windows.

Spot clean doors, sills, and windows as needed.As needed Pick up trash on decks.

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1 Janitor Closets
Daily Clean utility sink.

Straighten shelves and tools.

Sweep floor.

Weekly Mop floor.

Monthly Scrub and bleach floor.

Parking Garages
Daily Empty waste containers, recycling bins, and pick up litter in garage.

Straighten shelves and tools.

Sweep floor.

Weekly Sweep approaches to elevators and public stairwells.

Monthly Sweep driveway along curbs at Main Library.

The CONTRACTOR’S amount of labor estimated to perform tasks for each location requested is as follows:

LOCATION TASK NO. OF
STAFF
TOTAL
HOURS
City Hall Weekly Tasks 1

1,274
Monthly Tasks 1

273
Quarterly Tasks 1

182
Semi-Annual Tasks 1

46 Annual Tasks 1

45 Main Library Day Porter Service 2.5

2,220
Weekly Tasks 2.5

2,220
Monthly Tasks 2.5

952
Quarterly Tasks 2.5

634
Semi-Annual Tasks 2.5

159
Annual Tasks 2.5

159

Marina Library Weekly Tasks 1

741
Annual Tasks 1

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1 Hillsdale Library Weekly Tasks 1

741
Annual Tasks 1

39 Shoreview Center Weekly Tasks 1

617
Annual Tasks 1

33 Lakeshore Center Weekly Tasks 1

617
Annual Tasks 1

33 Beresford Center Day Porter Service 1

637
Weekly Tasks 1

637
Monthly Tasks 1

273
Quarterly Tasks 1

182
Semi-Annual Tasks 1

46 Annual Tasks 1

45 Senior Center Day Porter Service 1

728
Weekly Tasks 1

728
Monthly Tasks 1

312
Quarterly Tasks 1

208
Semi-Annual Tasks 1

52 Annual Tasks 1

52 MLK Rec Center Weekly Tasks 1

494
Annual Tasks 1

26 Police Station HQ Day Porter Service 1

1,019
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1 Weekly Tasks 1

1,019
Monthly Tasks 1

437
Quarterly Tasks 1

291
Semi-Annual Tasks 1

73 Annual Tasks 1

73 PD Barracks Weekly Tasks 1

297
Annual Tasks 1

15 PD Substation Weekly Tasks 1

156

Main St Garage R/R Weekly Tasks 1

130

Muni Service Center Weekly Tasks 1

247
Annual Tasks 1

13 Parks Maintenance Building Weekly Tasks 1

123
Annual Tasks 1

7 Wastewater Treatment
Plant Weekly Tasks 1

1,170
Annual Tasks 1

65 Semi-Annual Tasks 1

65 Shoreline Parks Weekly Tasks 1

364
Poplar Creek GC Weekly Tasks 1

328
Semi-Annual Tasks 1

36 CITY OF SAN MATEO COST BY FACILITY

FACILITY ADDRESS MONTHLY COST ANNUAL COST
City Hall 330 W 20th St, San Mateo, CA $ 8,190.00 $ 98,280.00 Contract for Services-Estero SB854 (PW) Page 49 of 52
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1 Main Library 55 W 3rd St, San Mateo, CA
$
28,361.42 $ 340,337.00
Marina Library 1530 Susan Ct, San Mateo, CA $ 3,510.00 $ 42,120.00 Hillsdale Library 205 W Hillsdale Blvd, San Mateo, CA $ 3,510.00 $ 42,120.00 Shoreview Center 950 Ocean View, San Mateo, CA $ 2,925.00 $ 35,100.00 Lakeshore Center 1550 Marina Ct, San Mateo, CA $ 2,925.00 $ 35,100.00 Beresford Center 2720 Alameda De Las Pulgas, San Mateo, CA $ 8,190.00 $ 98,280.00 Senior Center 2645 Alameda De Las Pulgas, San Mateo, CA $ 9,360.00 $ 112,320.00 MLK Rec Center 725 Monte Diablo, San Mateo, CA $ 2,340.00 $ 28,080.00 Police Station HQ 200 Franklin Parkway, San Mateo, CA
$
13,104.00 $ 57,248.00
PD Barracks 1812 S Norfolk St, San Mateo, CA
$
702.00 $ 8,424.00
PD Substation 360 1st Ave, San Mateo, CA $ 1,404.00 $ 16,848.00 Main St Garage R/R 360 1st Ave, San Mateo, CA
$
585.00 $ 7,020.00
Muni Service Center 1949 Pacific Blvd, San Mateo, CA $ 1,170.00 $ 14,040.00 Trailer, Auto Shop, Div Office 1950 Pacific Blvd, San Mateo, CA $ 1,170.00 $ 14,040.00 Facilities Fleet S D &
Warehouse 1961 Pacific Blvd, San Mateo, CA $ 2,340.00 $ 28,080.00 Park Maintenance 2001 Pacific Blvd, San Mateo, CA
$
585.00 $ 7,020.00
Wastewater Treatment Plant 2050 Detroit Ave, San Mateo, CA $ 5,850.00 $ 70,200.00 Shoreline Parks
1901 & 1801 J Hart Clinton Dr, San Mateo,
CA $ 1,638.00 $ 19,656.00
Poplar Creek GC 1700 Coyote Point Dr, San Mateo, CA $ 1,638.00 $ 19,656.00 Annual Total Cost
$
99,497.42 $ 1,193,969.00

Performance Based Compensation (PBC) Percentage 5.5%
Annual PBC Reserve Amount (Annual Total Cost x PBC %) $ 65,668.30

Annual Base Amount (Annual Total Cost - Annual PBC Reserve) $ 1,128,300.70 Year 1 Year 2 Year 3 Total
Annual Base Amount $ 1,128,300.70 $ 1,128,300.70 $ 1,128,300.70 $ 3,384,902.10 PBC Percentage 5.5% 5.5% 5.5%
PBC Reserve
Amount $ 65,668.30 $ 65,668.30 $ 65,668.30 $ 197,004.90 Total Cost $ 1,193,969.00 $ 1,193,969.00 $ 1,193,969.00 $ 3,581,907.00 Contract for Services-Estero SB854 (PW) Page 50 of 52
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1 EXHIBIT B

PAYMENT RATES
The CONTRACTOR’S wages and benefits for staffing are as follows:

JOB TITLE TASK # OF
EMP
BASE

HOUR BENEFIT COST
Night Custodian Cleaning Services 6 $22.25

4.65 H&W, 0.68 Holiday,

0.19 Pension, 0.43 Vacation,

0.45 Sick, 0.1 Training, 0.07
Other
Day Porter Cleaning Services 6 $22.25

4.65 H&W, 0.68 Holiday,

0.19 Pension, 0.43 Vacation,

0.45 Sick, 0.1 Training, 0.07
Other
Carpet/Floor Crew
Lead Worker
Supervisor Assigned On Site
Supervision 1 $30.00
Medical, Dental, Vision
Benefits, 5 Sick, 5 Vac, 5
Holiday
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1 EXHIBIT C

INSURANCE REQUIREMENTS

MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:

1.Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2.Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3.Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

If the contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the contractor.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance as respects the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.

Waiver of Subrogation
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1 Contractor hereby grants to the City of San Mateo and the Estero Municipal Improvement District a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

San Mateo City CouncilJuly 28, 2025

San Mateo City Council
July 28, 2025