San Pablo City Council
June 20, 2023

MAINTENANCE AND TRADE SERVICES AGREEMENT 1

MAINTENANCE AND TRADE SERVICES AGREEMENT

THIS AGREEMENT, dated and effective this 1 st day of July, 2023 (“Effective Date”), is by and the CITY OF SAN PABLO, a municipal corporation organized and existing under the laws of the State of California, ("City"), and Karla’s Janitorial Services and Suppliers, LLC , a limited lia bility company , (“Service Provider”).

RECITALS

A. Service Provider is qualified and expe rienced in providing services for the purposes specified in this Agreement.

B. City finds it necessary and advisable to obtain these services from Service Provider for the purposes provided in this Agreement.

NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Service Provider agree as follows:

1. Services to be Performed. The work will consist of providing services for the City of San Pablo to provide janitorial services for City facilities as described further in Exhibit A, Scope of Work, which is attached and incorporated to the extent consistent with this Agreement.

2. Compensation. The total compensation under this Agreement shall not exceed One Million One Hundred Eighteen Thousand Eight Hundred Sixty Dollars ($1,118,860) , with the details set forth in Exhibit B, which is attached and incorporated to the extent consistent with this Agreement.

3. Term. The term of this Agreement (“Term”) begins on the Effective Date set forth above, and expires on June 30, 2028 . If the Term expires later than the end of the City’s fiscal year, the continuation of the Term into the next fiscal year will be contingent upon the City’s lawful encumbrance or appropriation of new funds for the Agreement.

4. Method of Payment. Payment shall be made within thirty (30) days of receipt of Service Provider invoice and approval by City. Delivery of any goods shall not constitute acceptance of any goods.

5. Indemnification. Service Provider shall indemnify, save and hold harmless from and defend the City, its officers, agents and employees, against any and all claims, costs, demands, causes of action, suits, losses, expense or liability arising from, or alleged to have arisen, from any acts or omissions of Service Provider, its agents, sub-contractors, officials or employees, in connection with the execution of the work covered by this Agreement, as it may be amended, except for the sole negligence or willful misconduct of City. This indemnification includes any claim that the materials or equipment provided under this Agreement, or any tool, article or process used in manufacture of such tools or equipment, constitutes an infringement of any patent issued by the United States. This entire indemnification provision shall survive

MAINTENANCE AND TRADE SERVICES AGREEMENT
2 termination or cancellation of this Agreement.

6. Insurance. During the term of this Agreement, Service Provider shall maintain at its own cost and expense the following insurance coverage against claims for injuries to persons or damages to property that may arise from or in connection the performance of the work under this Agreement and the results of that work by the Service Provider, its agents, representatives, employees or subcontractors, with insurers with an A.M. Best's rating of no less than A:VII unless otherwise accepted by the City in writing:

a. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and 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.

b. Railroad Protective Liability. If Servi ce Provider services include work within 50 feet of a railroad right of way, the Service Provider shall have removed any exclusion on their liability policy limiting coverage for work near a railroad, or shall provide a Railroad Protective Liability policy in favor of the City. Limits for such coverage shall be no less than $5,000,000.

c. Automobile Liability Insurance. IS O Form Number CA 00 01 covering any auto (Code 1), or if Service Provider 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.

d. Workers' Compensation Insurance. 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. For services deemed public works, by signing this agreement, Service Provider is certifying, pursuant to Section 1861 of the California Labor Code, that: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract."

e. Other Insurance Provisions. The insu rance policies are to contain, or be endorsed to contain, the following provisions:

i. Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Service Provider 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 Service Provider’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used).

MAINTENANCE AND TRADE SERVICES AGREEMENT
3 ii. Primary Coverage. For any claims related to this contract, the Service Provider’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Service Provider’s insurance and shall not contribute with it.

iii Notice of Cancellation. Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

iv Waiver of Subrogation . Service Provider hereby grants to City a waiver of any right to subrogation which any insurer of said Service Provider may acquire against the City by virtue of the payment of any loss under such insurance. Service Provider agrees to obtain any endorsement that may be necessary to affect 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.

v. 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 Service Provider 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.

e. Certificate of Insurance and Endorseme nts. Service Provider 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 Service Provider’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.

f. Subcontractors. Service Provider shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited to naming additional insureds.

g. Higher limits. If the Service Provider maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Service Provider. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

7. Independent Contractor. At all times during the term of this Agreement, Service Provider shall be an independent contractor and shall not be an employee of City. City shall have the right to control Service Provider only insofar as the results of Service Provider’s services rendered pursuant to this Agreement and other requirements set forth in the bid or contract documents; otherwise City shall not have the right to control the means by which Service Provider accomplishes services rendered pursuant to this Agreement. Notwithstanding

MAINTENANCE AND TRADE SERVICES AGREEMENT
4 any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Service Provider and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits.

8. Warranty. Against Defects. Service Provider warrants all work done and goods provided under this Agreement shall: a) meet all conditions of the Agreement; b) shall be free from all defects in design, material and workmanship; and 3) shall be fit for the purposes intended. If any defects occur within 12 months following acceptance or any longer period of time provided by Service Provider’s or manufacturers standard warranty, Service Provider shall be solely responsible for the correction of those defects.

9. Labor Code Prevailing Wage. To the extent applicable, Service Provider shall comply with the requirements of the California Labor Code including but not limited to hours of labor, nondiscrimination, payroll records, apprentices, workers' compensation and prevailing wages including:

a. No less than the gene ral prevailing rate of per diem wages, and not less than the general prevailing rate of per diem wages for holidays and overtime work, for each craft, classification or type of worker needed to execute the work under this Agreement shall be paid to all workers, laborers and mechanics employed in the execution of the work by the Service Provider or any subcontractor doing or contracting to do any part of the work. The appropriate determination of the Director of the California Department of Industrial Relations shall be filed with, and available for inspection, at the City offices. Service Provider shall post, at each job site, a copy of the prevailing rate of per diem wages. The Contractor shall forfeit fifty dollars ($50.00) for each calendar day or portion thereof for each worker paid less than the stipulated prevailing rates for any public work done under the Agreement by it or by any subcontractor under Service Provider.

b. City will not accept a bid proposal or ente r into Agreement, without proof that the Service Provider and its subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work under Labor Code Section 1725.5, subject to limited legal exceptions.

10. Notices. This Agreement shall be administered by Daniel Gomez, Maintenance & Operations Superintendent ("Contract Administrator"). Any formal written notice to Service Provider shall be sent to:

Sheyla Garcia, Account Manager
Karla’s Janitorial & Suppliers, LLC
1485 Bayshore Blvd., M.B. 205
San Francisco, CA 94124

MAINTENANCE AND TRADE SERVICES AGREEMENT
5 Any formal written notice to City shall be sent to:

City Manager
City of San Pablo
San Pablo City Hall
1000 Gateway Avenue
San Pablo, CA 94806

11. Federal Funding Requirements (if applicable). If this Agreement is subject to federal funding, in whole or in part, it must comply with the uniform federal award procurement requirements set forth in 2 CFR §§ 200.318 – 200.326, as may be amended from time to time, and contain the applicable provisions described in Appendix II to Part 200 – Contract Provisions for non-Federal Entity Contracts Under Federal Awards, which are attached to this Agreement as Exhibit B.

This Agreement is subject to federal funding. .
□
This Agreement is not subject to federal funding. 

12. Employment Practices.

a. Employment of Local Residents . Pursuant to the San Pablo Economic Opportunity Policy, the Contractor and any subcontractors shall contact the San Pablo Economic Development Corporation (“EDC” at [email protected] or 510-215-3200) at least ten business days prior to hiring or staffing for fulfillment of the Contract, describing number, duties and qualifications needed for available positions, and shall fairly consider for employment any workers referred by the EDC within three business days. “Local Resident” means an individual having an adjusted household income of less than the Area Median Income for Contra Costa County, and domiciled in the City of San Pablo as of the relevant hiring date, with “domiciled” as defined by Section 349(b) of the California Election Code. Discrimination against Local Residents on the basis of their local status is prohibited.

b. Compliance With Law. Contractor represents that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal opportunity employment.

Contractor shall not discriminate in the employment of any person because of race, color, national origin, ancestry, physical or mental disability, medical condition, marital status, sex, age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act. Contractor shall comply with all applicable provisions of the Americans with Disabilities Act of 1990 (ADA) in performing its obligations under this Agreement. Failure to comply with the provisions of the ADA shall be a material breach of, and grounds for the immediate termination of, this Agreement. In performing work and providing services under this Agreement, Contractor shall, at its sole cost and expense, comply with all applicable laws of the United States and the State of California; the Ordinances of the City of San Pablo; and the rules, regulations, orders and directories of their respective administrative agencies and the officers thereof.

13. Local Subcontracting – Outreach. Contractor shall contact the San Pablo Economic Development Corporation (the “EDC” at [email protected] or 510-215-3200) at least two

MAINTENANCE AND TRADE SERVICES AGREEMENT
6 weeks prior to any subcontract award, providing notice and details regarding subcontracting opportunity. The EDC shall notify qualified local businesses of subcontracting opportunities, and provide technical assistance to qualified local businesses during the subcontracting bidding process.

14. Miscellaneous Provisions.

a. City may terminate this Agreement at any time for cause or for convenience by mailing a notice to Service Provider. Service Provider shall be paid for that portion of goods accepted and/or services satisfactorily completed when notice is received. Service Provider may not terminate this Agreement.

b. Service Provider shall not assign or transfer this Agreement.

c. City reserves all rights and remedies available under the law and pursuant to the terms of this Agreement. If either City or Service Provider waive a breach of this Agreement, such waiver shall not constitute a waiver of other or succeeding breaches of this Agreement.

d. This Agreement constitutes the entire understanding of the parties.

e. This Agreement may only be modified by a writing signed by the authorized representative of both parties.

f. Each of the signatories to this Agreem ent warrants that he or she has the authority to enter into and execute this Agreement and to bind the entity or entities on whose behalf they sign.

g. This Agreement may be executed in duplicate counterparts.

h. Multiple copies of this Agreement may be executed but the parties agree that the Agreement on file in the office of the City Clerk is the version of the Agreement that shall take precedence should any differences exist amount counterparts of the document.

i. Service Provider covenants that it ha s obtained all certificates, licenses, including a City Business License, permits or the like required by any federal, state or local regulatory agency in order to perform the work under this Agreement.

j. Service Provider shall comply with all federal, state and local laws, regulations and rules, including but not limited to applicable safety and environmental laws. Service Provider shall bear full and exclusive responsibility for any release of hazardous or non- hazardous substances and disposal of hazardous wastes.

k. Service Provider shall comply with current COVID-19 health orders issued by Contra Costa County Health Services at: https://www.coronavirus.cchealth.org/health-orders.

Service Provider shall comply with these requirements and contact City staff immediately if there is any issue with compliance. In addition, the City requires all contractors/consultants

MAINTENANCE AND TRADE SERVICES AGREEMENT
7 providing services at City facilities or City worksites to comply with all City’s current COVID policies on-site as they may be amended from time to time.

l. The Service Provider will permit the C ity to audit, examine and make copies of all contracts, invoices, payrolls and other documents or data relating to this Agreement. Such records shall be maintained for three years from the date of final payment under this Agreement.

m. This Agreement shall be governed by th e laws of the State of California, with venue for any action under this Agreement in Contra Costa County, California.

MAINTENANCE AND TRADE SERVICES AGREEMENT
8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

CITY OF SAN PABLO: KARLA’S JANITORIAL &
S U P P L I E R S , L L C :

B y : B y :

Matt Rodriguez, City Manager Name, Title: Karla Meija, M a n a g i n g M e m b e r

Dated: (Second signat ure required if a corporation)

B y :

Name, Title Luis Garcia,
G e n e r a l M a n a g e r

D a t e d :

ATTEST:

Dorothy Gantt, City Clerk of City of San Pablo

APPROVED AS TO FORM:

Teresa L. Stricker, City Attorney

City of San Pablo – 2023 RFP for Janitorial Services 1

REQUEST FOR PROPOSAL

JANITORIAL SERVICES FOR CITY FACILITIES

Proposal Opening Date: Wednesday, May 24, 2023
Proposal Opening Time: 2:00 PM

Mandatory Pre-Proposal Conference: Thursday, May 11 at 8:30 AM

Location of Proposal Submittal:

City Clerk
Attention: Melissa Garibay
San Pablo City Hall
1000 Gateway Avenue
San Pablo, CA 94806

City of San Pablo – 2023 RFP for Janitorial Services 2

CITY OF SAN PABLO

PUBLIC WORKS DEPARTMENT

JANITORIAL SERVICES FOR CITY FACILITIES

NOTICE TO PROPOSERS

Contract Period July 1, 2023 - June 30, 2028
This is a 5-year Contract

The City of San Pablo is requesting proposals from qualified firms to provide professional janitorial services for all City of San Pablo facilities. The sites consist of:

Facility Name Location

1. City Hall – Staff Area and Gym 1000 Gateway Avenue

2. City Hall – Council Chambers 1000 Gateway Avenue

3. City Hall – Maple Hall and Lobby 1000 Gateway Avenue

4. County Library San Pablo Branch 13751 San Pablo Avenue

5. Church Lane Senior Center 1943 Church Lane

6. Police Department 13880 San Pablo Avenue

7. Police Annex 13928 San Pablo Avenue

8. Police Training site (escort required) 2300 El Portal Drive

9. Community Center at 2450 Road 20 2450 Road 20

10. Wanlass Park Environmental Education Center 2999 21st Street

11. Corporation Yard 1515 Folsom Ave

12. Davis Park Multipurpose Building 1667 Folsom Avenue

13. Davis Park Senior Center 1651 Folsom Avenue

Enclosed are the specifications for the cleaning of the facilities. The City is seeking a price to provide general janitorial services, as outlined in the specifications, to be provided daily, weekly, monthly and as scheduled dependent on the task. The facilities are highly used and very visible public facilities; the standards of service will be high. All Contractors submitting a proposal shall maintain the appropriate State Contractor’s license and will comply with all other labor, license and insurance and permit requirements of the City, State and Federal governments, as well as all other requirements of the law.

Proposals should be completed and delivered in a sealed envelope to the City Clerk of the City of San Pablo located at 1000 Gateway Avenue, San Pablo CA 94806, clearly marked “RFP FOR CITY FACILITIES JANITORIAL SERVICES Attention: Melissa Garibay” no later than 2:00 PM, Wednesday, May 24, 2023. Proposal opening will occur at 2:00PM at the same address. Incomplete proposals will not be considered. Candidates need not be present for consideration. Failure to use the attached forms provided will result in a proposal being deemed incomplete.

A mandatory pre-proposal meeting and walkthrough will be conducted by the City of San Pablo Public Works Department on Thursday, May 11, 2023. The pre-proposal meeting will begin at 8:30 AM, 1000 Gateway Avenue, San Pablo CA 94806, in front of the main entrance near the fountain. The group will travel by vehicle to the other 9 properties. All prospective Proposers must sign in and participate in the meeting and walkthrough in order to be considered for contract award.

If you need any more information pertaining to this project, please contact Daniel Gomez,

City of San Pablo – 2023 RFP for Janitorial Services 3

Maintenance and Operations Superintendent at (510) 215-3073.

TABLE OF CONTENTS

NOTICE TO PROPOSERS

GENERAL CONDITIONS

1 Part A Introduction and General Information
1-1 Pre-proposal Conference ..................................................................................... 1 1-2 Contact Person ..................................................................................................... 1 1-3 Proposal Forms ..................................................................................................... 1 1-4 Evaluation Criteria and Award of Contract ..........................................................1 -2 1-5 City Contractors and San Pablo EDC .................................................................... 2 1-6 Single Proposal Response .................................................................................... 2 1-7 Proposals Shall Be For the Total Net Price Include All Applicable Taxes and Charges ................................................................................................................ 2 1-8 Non-Responsive Proposals ............................................................................................. 2 1-9 Contract Signatory ................................................................................................. 2 2 Part B STANDARD SPECIFICATION AND INSTRUCTIONS TO BIDDERS 2-1 Acknowledgement of Addendum ........................................................................... 3 2-2 Proposal Acceptance Period ................................................................................. 3 2-3 Proposal Form Submission ................................................................................... 3 2-4 Collusion Among Proposers ................................................................................. 3 2-5 Late Submissions .................................................................................................. 4 2-6 Qualifications & Requirements of Contractor ......................................................4 -5 2-7 Immigration Reform and Control Act of 1986 ......................................................... 5

3 Part C GENERAL TERMS AND CONDITIONS
3-1 Antitrust ................................................................................................................. 6 3-2 Applicable Law ...................................................................................................... 6 3-3 Assignment ........................................................................................................... 6 3-4 Certificates and Licenses ..................................................................................... 6 3-5 Change in Scope of Work ...................................................................................... 6 3-6 Cost Reimbursement ............................................................................................. 6 3-7 Employment Discrimination ................................................................................6 -7 3-8 Failure to Enforce .................................................................................................. 7 3-9 Indemnification ...................................................................................................... 7 3-10 Independent Contractors ....................................................................................... 7 3-11 Non-Appropriation ................................................................................................ 7 3-12 Oral Statements .................................................................................................... 7 3-13 Recovery of Money ............................................................................................... 7 3-14 Requirements Contract ......................................................................................... 8 3-15 Insurance Requirements ....................................................................................... 8 3-16 Compliance with Applicable Laws ......................................................................... 8 3-17 Non-Discrimination ................................................................................................ 8 3-18 Permits .................................................................................................................. 8 3-19 Confidentiality ........................................................................................................ 8

City of San Pablo – 2023 RFP for Janitorial Services 4

SPECIAL PROVISIONS
4 Part D INTRODUCTION TO GENERAL INFORMATION
4-1 Scope of Work ....................................................................................................... 9 4-2 Term of Service ..................................................................................................... 9 4-3 Janitorial Specifications ....................................................................................... 10 4-4 Workmanship and Quality Level ......................................................................... 10 4-5 Work Schedule .................................................................................................... 10 4-6 Meetings and Reports ......................................................................................... 10 4-7 Corrective Work .................................................................................................. 11 4-8 Liquidated Damages ........................................................................................... 11 4-9 Damage to Existing Property ............................................................................... 11 4-10 Materials and Equipment ..................................................................................... 11 4-11 Recycled Content and Recyclability ............................................................... 11-12 4-12 Safety and Security ........................................................................................ 12-13 4-13 Exclusions ........................................................................................................... 13 4-14 Emergency Situations ......................................................................................... 13

5 Part E JANITORIAL SPECIFICATION AND SCHEDULE

5-1 City Hall and Lobby, Gym and Locker rooms .................................................. 14-15 5-2 Council Chambers ............................................................................................... 15 5-3 Maple Hall and Lobby .......................................................................................... 16 5-4 Library, San Pablo Branch and Community Room .......................................... 16-17 5-5 Church Lane Senior Center ............................................................................ 17-18 5-6 Police Department .......................................................................................... 18-19 5-7 Police Annex Building .......................................................................................... 19 5-8 Police Training Site 2300 El Portal Drive ............................................................ 20 5-9 San Pablo Community Center – 2450 Road 20 .............................................. 20-21 5-10 Wanlass Park Environmental Education Center ................................................. 21 5-11 Public Works Corporation Yard .......................................................................... 22 5-12 Davis Park Multipurpose Building ........................................................................ 22 5-13 Davis Park Senior Center ............................................................................... 22-23 5-14 Miscellaneous Services to be Performed Daily ................................................... 23

PROPOSAL
A. Proposal Acceptance .......................................................................................... 24 B. Statement of Proposer’s Qualifications ........................................................... 25-27 C. Facility Proposal Sheets ................................................................................. 28-31 D. Non-collusion Affidavit ........................................................................................ 32 E. Acknowledgment of Addenda ............................................................................. 33

MAINTENANCE AND TRADE SERVICES AGREEMENT

City of San Pablo – 2023 RFP for Janitorial Services 5

CITY OF SAN PABLO

PUBLIC WORKS DEPARTMENT

JANITORIAL SERVICES FOR CITY FACILITIES

REQUEST FOR PROPOSAL

Contract Period July 1, 2023 - June 30, 2028
This is a 5-year Contract

GENERAL CONDITIONS

Part A

INTRODUCTION AND GENERAL INFORMATION

The City of San Pablo is seeking proposals for a contract for janitorial services at all City facilities.

It is the intent of the City of San Pablo to identify and establish long term relationships with highly qualified Contractors. To achieve the best level of service, the City believes that the relationship must be based on mutual trust and respect. The performance of the successful Contractor will have a direct impact on the City's provision of quality service to the residents of San Pablo. As such, teamwork, flexibility, and cooperation will be essential characteristics of the successful Contractor.

1-1. PRE-PROPOSAL CONFERENCE / WALK -THROUGH. A pre -proposal conference/walk-through will be held at 8:30AM., Thursday, May 11, 2023 by the City of San Pablo at 1000 Gateway Avenue, San Pablo CA, 94806. The group will travel by vehicle to the other 9 sites. All prospective Contractors must sign in and participate in the walk- through in order to be considered for contract award. The mandatory site inspection/pre- proposal meeting will allow the perspective Contractors to familiarize him/herself with all conditions that may affect the performance and cost of the contract. Failure to familiarize oneself with all conditions shall not constitute a basis for subsequent contract adjustment.

1-2. CONTACT PERSON. Any questions relative to the proposal should be directed to Daniel Gomez , Maintenance and Operations Superintendent, by e mail at [email protected]. Questions regarding documents, discrepancies, omissions, or doubt as to meaning will be clarified for all proposers at the Pre- proposal Walk-Through.

1-3. PROPOSAL FORMS. P roposals must be subm itted on the provided Proposal Forms prepared by the City and included in this packet. All items on all forms must be completed. Numbers should be stated in figures and signatures of individuals must be legible.

1-4. EVALUATION CRITERIA AND AWARD OF CONTRACT . The City reserves the right to reject any and all proposals and to waive irregularities in the proposal procedure. All proposals will be compared on the basis of the services to be provided detailed in the Contractor’s pr oposal and the services required in the contract documents. The award of the contract, if awarded, will be to the most qualified Contractor, whose proposal complies with the requirements prescribed.

City of San Pablo – 2023 RFP for Janitorial Services 6

Award will not be made solely on the basis of the lowest price.

The following criteria will be considered, although not exclusively, in determining the selected firm.

Criteria Points
Experience, References and Past Work Performance 40
Cost 30
Qualifications of Bidder and Supervisor 25
Local Business Outreach
(Per the City of San Pablo Municipal Code 3.16.100)

5 Such award, if made, will be made within 30 calendar days after contract approval of City Council.

1-5. CITY CONTRACTORS AND SAN PABLO EDC. The City is interested in encouraging City contractors and service providers to use City residents in the performance of this Agreement. The successful Contractor will be required to contact the San Pablo EDC (Economic Development Corporation) at 510-215-3200 or [email protected] (www.sanpabloedc.org ) if it has employment vacancies for providing services under this Agreement. If the EDC has qualified and trained residents, they will be referred to the Contractor. The Contractor retains all authority to make its own hiring decisions. However, the Contractor will be required to demonstrate such notice efforts to the EDC prior to any contract renewal.

1-6. SINGLE PROPOSAL RESPONSE. If only one proposal is received in response to the Request for Proposals, a detailed cost proposal may be requested of the single Contractor. A cost/price analysis and evaluation and/or audit may be performed of the cost proposal in order to determine if the price is fair and reasonable.

1-7. PROPOSALS SHALL BE FOR THE TOTAL NET PRICE INCLUDING ALL APPLICABLE TAXES AND CHARGES. All prices and proposals must be in ink or typewritten. No pencil figures or erasures are permitted. Mistakes may be crossed out and corrections inserted adjacent thereto and must be initialed in ink by person signing the proposal. No telegraphic, telephone or facsimile of proposals will be accepted. If a photocopy is to be submitted, it must be signed in original, in ink.

1-8. NON-RESPONSIVE PROPOSAL. Information must be furnished complete and in compliance with the terms, conditions, provisions, and specification of the Request for Proposals. The information requested and the manner of submission is essential to permitting a prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the City reserves the right to declare a proposal as non- responsive and reject any proposal in which material information requested is not furnished or where indirect or incomplete answers or information are provided.

1-9. CONTRACT SIGNATORY. All proposals must be signed with the firm’s name by a responsible officer or employee. Obligations assumed by such signature must be fulfilled.

City of San Pablo – 2023 RFP for Janitorial Services 7

Part B

STANDARD SPECIFICATION AND INSTRUCTIONS TO PROPOSERS

2-1. ACKNOWLEDGMENT OF ADDENDA. Proposers shall acknowledge receipt of any addendum to the solicitation by signing and returning the addendum with the proposal. The acknowledgment must be received by the City of San Pablo by the time and at the place specified for receipt of proposals. Failure to do so will result in proposal being considered non-responsive.

2-2. PROPOSAL ACCEPTANCE PERIOD. Any proposal submitted as a result of this solicitation shall be binding on the proposer for 120 calendar days following the proposal opening date. Any proposal for which the proposer specifies a shorter acceptance period may be rejected.

2-3. PROPOSAL FORM SUBMISSION. Proposals must be submitted to the City Clerk, City of San Pablo, 1000 Gateway Avenue, San Pablo, CA 94806, no later than the time and date specified for receipt of proposals. Timely submission of the proposal form is the responsibility of the proposer. Proposals received after the specified time shall be rejected and returned to the proposer unopened. The time and date of receipt shall be indicated on the envelope or package by the City Clerk's Office.

Failure to submit prices on the proposal forms provided shall be considered just cause for rejection of the proposal. Modifications or additions to any portion of the proposal document may be cause for rejection of the proposal . The City of San Pablo reserves the right to decide, on a case- by-case basis, whether to reject a proposal with modifications or additions as non- responsive. As a precondition to proposal acceptance, the City of San Pablo may request the proposer to withdraw or modify those portions of the proposal deemed non-responsive that do not affect quality, quantity, price or delivery of the service.

2-4. COLLUSION AMONG PROPOSERS. Each p roposer, by submitting a proposal, certifies that it is not a party to any collusive action or any action that may be in violation of the Sherman Antitrust Act. Any or all proposals shall be rejected if there is any reason for believing that collusion exists among the bidders. The local government may or may not, at its discretion, accept future proposals for the same work from participants in such collusion.

More than one proposal from an individual, firm, partnership, corporation, or association under the same or different name may be rejected. Reasonable grounds for believing that a bidder has interest in more than one proposal for the work being proposal may result in rejection of all proposals in which the bidder is believed to have interest.

Nothing in this clause shall preclude a firm acting as a subcontractor to be included as a subcontractor for two or more primary contractors submitting a proposal for the work.

2-5. LATE SUBM ISSIONS. A proposal received at the place designated in the solicitation for receipt of proposals after the exact time specified for receipt will not be considered.

2-6. QUALIFICATIONS & REQUIREMENTS OF CONTRACTOR. The proposer may be required before the award of any contract to show to the complete satisfaction of the City of San Pablo that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The

City of San Pablo – 2023 RFP for Janitorial Services 8

proposer may also be required to give work/client history and references in order to satisfy the City of San Pablo in regard to the proposer's qualifications. The City of San Pablo may make reasonable investigations deemed necessary and proper, including visiting the propos er's facilities and contacting references, to determine the ability of the proposer to perform the work, and the proposer shall furnish to the City of San Pablo all information for this purpose that may be requested. The City of San Pablo reserves the right to reject any proposal if the evidence submitted by, or investigation of, the proposer fails to satisfy the City of San Pablo that the proposer is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the proposer's qualifications shall include:

1. The ability, capacity, skill, and financial resources to perform the work or provide the service required.

2. The ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, experience, and efficiency of the bidder.

4. The quality of performance of previous contracts or services.

5. All work will be accomplished by qualified personnel. In the event uncorrected workmanship continues for the same cause after three (3) written notices to the Contractor from the Public Works Maintenance and Operations Supervisor or their designee, such continued failure to correct shall constitute grounds for termination of the contract.

6. All Contractor personnel who will be working in City of San Pablo facilities during this contract are required to be fingerprinted and have a background check by a City of San Pablo public safety official. All persons under employment of the Contractor and working in a City facility must be a United States citizen or be an individual who has a legal right to work in the United States. The Contractor must verify citizenship or legal right to work in the United States and retain an I-9 form for each person under employment of the Contractor and working in a City facility. On the I-9 form, the Contractor must verify the employment eligibility and identity documents presented by the employee and record the document information on the Form I -9. This security check must be completed, and a security clearance badge issued prior to said personnel beginning any work.

Contractor personnel who do not have clearance will not be allowed in any City facility. Repeated failure to perform the janitorial maintenance, as outlined, can be grounds for termination of this contract.

7. The Contractor will cover the current cost, as determined by the San Pablo Police Department for each fingerprint and background check. Estimated cost for the Livescan check is $35.00 for each employee.

8. The City reserves the right to deem felony convictions or misdemeanors related to theft or violence to be relevant to the work to be provided by Contractor and to have the Contractor not allow that person to work at the City’s facilities. City facilities are drug-free facilities.

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2-7. IMMIGRATION REFORM AND CONTROL ACT OF 1986. The contractor certifies that it does not and will not during the performance of the contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

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Part C

GENERAL TERMS AND CONDITIONS

3-1. ANTITRUST. By entering into a contract, the C ontractor conveys, sells, assigns, and transfers to the City of San Pablo all rights, titles, and interest it may now have or hereafter acquire under the antitrust laws of the United States and the State of California that relate to the particular goods or services purchased or acquired by the City of San Pablo under said contract.

3-2. APPLICABLE LAW. The contract shall be governed in all respects by the laws of the State of California, and any litigation with respect thereto shall be brought in the courts of the State of California. The Contractors shall comply with applicable federal, state, and local laws and regulations.

3-3. ASSIGNMENT. The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of any award or any or all of its rights, title, or interest therein, without the prior written consent of the City of San Pablo.

3-4. CERTIFICATES AND LICENSES. The Contractor shall provide copies of all valid licenses and certificates required for performance of the work. The copies shall be delivered to the City of San Pablo no later than ten days after the Contractor receives the notice of award from the City of San Pablo. Current copies of licenses and certificates shall be provided to the City of San Pablo within twenty-four hours of demand at any time during the contract term.

3-5. CHANGE IN SCOPE OF WORK. The City of San Pablo may order changes in the work consisting of additions, deletions, or other revisions within the general scope of the contract. No claims may be made by the Contractor that the scope of the project or of the Contractor's services has been changed, requiring changes to the amount of compensation to the C ontractor or other adjustments to the contract, unless such changes or adjustments have been made by written amendment to the contract signed by the City of San Pablo and the Contractor.

If the Contractor believes that any particular work is not within the scope of the project, is a material change, or will otherwise require more compensation to the Contractor, the Contractor must immediately notify the City of San Pablo in writing of this belief. If the City of San Pablo believes that the particular work is within the scope of the contract as written, the Contractor will be ordered to and shall continue with the work as changed and at the cost stated for the work within the scope.

3-6. COST REIMBURSEMENT. The City is not liable for any cost incurred by a firm responding to this Request for Proposal.

3-7. EMPLOYMENT DISCRIMINATION. During the performance of the contract, the Contractor agrees to the following:

1. The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, handicap, or national origin except when such condition is a bona fide occupational qualification reasonably necessary for the nor mal operations of the C ontractor. The Contractor agrees to post in conspicuous places, visible to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2. The Contractor, in all solicitations or advertisements for employees placed by

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or on behalf of the C ontractor, shall state that such C ontractor is an Equal Opportunity Employer.

3. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

4. The Contractor shall include the provisions of the foregoing paragraphs (a), (b), and (c) in every subcontract or purchase order of more than $10,000 so that the provisions will be binding upon each subcontractor or vendor.

3-8. FAILURE TO ENFORCE. Failure by the City of San Pablo at any time to enforce the provisions of the contract shall not be construed as a waiver of any such provisions. Such failure to enforce shall not affect the validity of the contract or any part thereof or the right of the City of San Pablo to enforce any provision at any time in accordance with its terms.

3-9. INDEMNIFICATION. [As set forth in the Contract]

3-10. INDEPENDENT CONTRACTOR. The C ontractor shall be legally considered an Independent Contractor and neither the Contractor nor its employees shall, under any circumstances, be considered employees of the City of San Pablo; and the City of San Pablo shall be at no time legally responsible for any negligence or other wrongdoing by the Contractor, its servants, or agents. The City of San Pablo shall not withhold from the contract payments to the contract any federal or state unemployment taxes, federal or state income taxes , Social Security tax, or any other amounts for benefits to the C ontractor. Further, the City of San Pablo shall not provide to the C ontractor any insurance coverage or other benefits, including Workers' Compensation, normally provided by the City of San Pablo for its employees.

3-11. NON-APPROPRIATION. All funds for payment by the City of San Pablo under this contract are subject to the availability of an annual appropriation for this purpose by the City of San Pablo. In the event of non-appropriation of funds by the City of San Pablo for the services provided under the contract, the City of San Pablo will terminate the contract, without termination charge or other liability, on the last day of the then-current fiscal year or when the appropriation made for the then-current year for the services covered by this contract is spent, whichever event occurs first.

If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Contractor on thirty days' prior written notice, but failure to give such notice shall be of no effect and the City of San Pablo shall not be obligated under this contract beyond the date of termination.

3-12. ORAL STATEMENTS. No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in this contract. All modifications to the contract must be made in writing by the City of San Pablo.

3-13. RECOVERY OF MONEY. Whenever, under the contract, any sum of money shall be recoverable from or payable by the Contractor to the City of San Pablo, the same amount may be deducted from any sum due to the Contractor under the contract or under any other contract between the C ontractor and the City of San Pablo. The rights of the City of San Pablo are in addition and without prejudice to any other right the City of San Pablo may have to claim the amount of any loss or damage suffered by the City of San Pablo on account of the acts or omissions of t he Contractor.

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3-14. REQUIREMENTS CONTRACT. During the period of the contract, the C ontractor shall provide all the services described in the contract. The Contractor understands and agrees that this is a requirements contract and that the City of San Pablo shall have no obligation to the Contractor if no services are required. Any quantities that are included in the scope of work reflect the current expectations of the City of San Pablo for the period of the contract. The amount is only an estimate and the Contractor understands and agrees that the City of San Pablo is under no obligation to the Contractor to buy any amount of the services as a result of having provided this estimate or of having any typical or measurable requirements in the past. The Contractor further understands and agrees that the City of San Pablo may require services in an amount less than or more than the estimated annual contract amount and that the quantity actually used, whether in excess of the estimate or less than the estimate, shall not give rise to any claim for compensation other than the total of the unit prices in the contract for the quantity actually used.

3-15. INSURANCE REQUIREMENTS. [As set forth in the Contract]

3-16. COMPLIANCE WITH APPLICABLE LAWS . Contractor shall comply with all Federal, State and Local laws, statutes, ordinances, rules and regulations affecting the performance of this contract.

3-17. NON-DISCRIMINATION. The Contractor shall comply with all applicable laws, rules and regulations barring discrimination based on race, creed, color, sex, age, marital status, physical or mental disability, national original or other prohibited bases.

Except as otherwise expressly required by applicable laws and regulations, the City shall not be responsible for monitoring the Contractor's compliance with any applicable laws, rules, and regulations.

3-18. PERMITS. The contractor shall procure all permits and licenses, pay all charges and fees therefore, and give all notices necessary and incidental to the due and lawful prosecution of the work.

3-19. CONFIDENTIALITY. In the course of providing services for the City of San Pablo, Contractor may have access confidential information, disclosure of which is protected or limited by law. Contractor shall not directly or indirectly disclose or use any such confidential information, except as required for the performance of the services.

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CITY OF SAN PABLO

PUBLIC WORKS DEPARTMENT

JANITORIAL SERVICES FOR CITY FACILITIES

REQUEST FOR PROPOSAL

Contract Period July 1, 2023 - June 30, 2028
This is a 5-year Contract

SPECIAL PROVISIONS

Part D

4-1. SCOPE OF WORK. The Contractor shall furnish all labor, equipment, cleaning solutions, and other services required to satisfactorily perform the janitorial services required to the Public Works Maintenance and Operations Superintendent, as outlined in this document.

The Contractor shall furnish the City within fifteen (15) days after approval of the contract, a work schedule showing the proposed dates and time of work for the locations shown in the proposal.

4-2. TERM OF SERVICE. The term of the contract will be July 1, 2023 - June 30, 2028.

The contract may be canceled or any portion thereof at any time during the term of service by the City and such cancellations shall be effective upon giving sixty (60) days written notice.

1. Pricing entries in Price Proposal applies to the period of July 1, 2023 - June 30, 2028. The Contractor may request a percentage adjustment to the pricing for all services equal to the U.S. Bureau of Labor Statistics Consumer Price Index (CPI) for the San Francisco Bay Area Counties. This request must be made in writing ninety (90) days prior to each fiscal year, June 30th.

2. WORK HOURS. The starting time for all janitorial services shall be no earlier than the closing time for the facility and shall be completed prior to the opening time for the next day. Janitorial Services ar e to be performed after normal business hours, which are 7:30 a.m. to 6:00 p.m. Monday through Friday.

Contractor’s personnel shall leave the facility no later than midnight unless prior authorization is given. A number of locations require a late start (as noted) in order to accommodate after-hours facility use.

3. Deviation from the above will not be permitted except by written permission of the Maintenance and Operations Superintendent designated representative from the facility.

4. From time to time the City may take on improvement projects or other construction. The Contractor shall cooperate with the City or its agents while said work is underway.

4-3. JANITORIAL SPECIFICATIONS. The Contractor shall furnish all labor, materials, tools, services and special skills necessary for the provision of janitorial services

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from beginning to end of the contract. The work shall include, but is not limited to:
cleaning, sanitizing an d stocking restrooms, empt ying and cleaning trash containers, removing trash to designated disposal area, vacuum common areas, spot treatment of carpet stains, spot dust horizontal surfaces in common areas, sweep/mop all accessible common areas and hallways, vacuuming or sweeping of stairwells, clean/disinfect lobby counters and furniture, at the following locations:

Facility Name Location

1. City Hall – Staff Area and Gym 1000 Gateway Avenue

2. City Hall – Council Chambers 1000 Gateway Avenue

3. City Hall – Maple Hall and Lobby 1000 Gateway Avenue

4. County Library San Pablo Branch 13751 San Pablo Avenue

5. Church Lane Senior Center 1943 Church Lane

6. Police Department 13880 San Pablo Avenue

7. Police Annex 13928 San Pablo Avenue

8. Police Training site (escort required) 2300 El Portal Drive

9. Community Center at 2450 Road 20 2450 Road 20

10. Wanlass Park Environmental Education Center 2999 21st Street

11. Corporation Yard 1515 Folsom Ave

12. Davis Park Multipurpose Building 1667 Folsom Avenue

13. Davis Park Senior Center 1651 Folsom Avenue

4-4. WORKMANSHIP AND QUALITY LEVEL . All work shall be performed by staff directly employed and supervised by the Contractor. The Contractor shall provide management and technical supervision through competent supervisors as required to provide the specified janitorial services. The Contractor shall be responsible for the skills, methods and actions of all employees, subcontractors and for all work done. Work performed under this contract shall be subject to inspection and approval of the City representative. High quality cleaning will be required. Careless performance of the contract work will not be tolerated.

4-5. WORK SCHEDULE

1. All janitorial work shall be performed in accordance with the work schedule and specifications included herein.

2. Contractor is responsible for posting the frequency schedule in a suitable location to be agreed upon with Superintendent.

4-6. MEETINGS AND REPORTS . The Contractor shall cooperate with the representative authorized by the City to enable them to determine the Contractor's conformity with these specifications and the adequacy of the work being performed.

The Contractor shall give personal supervision to the work and will meet with the Public Works Maintenance and Operations Supervisor, a minimum of twice per month, at a schedule mutually agreed upon.

A monthly report shall be prepared on the preceding month's work and submitted with the invoice submitted for payment . N o payment will be made without said report to the Public Works Maintenance and Operations Superintendent.

4-7. CORRECTIVE WORK . The Contractor shall perform the work specified herein under the direction, and to the satisfaction, of the Public Works Maintenance and Operations Supervisor or designated representative. Inspections may be made by

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the City any time and request from the Contractor corrective work. If corrective work is required, the City will provide a written list of items, and the Contractor shall correct the deficiencies within 24 hours. If deficiencies are not corrected, the City will deduct Liquidated Damages as described in the Liquidated Damages section.

4-8. LIQUIDATED DAMAGES. The parties recognize that it is difficult to ascertain the amount of damage to the City for Contractor’s failure to perform the work under this contract. Accordingly, the parties agree that as liquidated damages, contractor shall pay a sum of $100 for each occurrence where the City finds that the work has not been accomplished when scheduled or as requested. Such amounts may be withheld from any amounts due to the Contractor.

4-9. DAMAGE TO EXISTING PROPERTY. The Contractor will be held responsible for any damage to existing real property, work, materials, or equipment, due to Contractor’s operations, and shall repair or replace any damaged real property, work, materials or equipment to the satisfaction of, and at no additional cost to the City.

4-10. MATERIALS AND EQUIPMENT

1. The Contractor shall, at all times, furnish and maintain equipment necessary to perform work under this contract. If equipment breaks down, the Contractor is responsible to complete the work within 24 hours. If the Contractor is unable to complete the work within that time period, the City may deduct the applicable portions, pro rata, from the payment to the Contractor.

2. The Custodial Contractor is to supply all cleansers, disinfectants, solvents , waxes, cleaning tools, equipment and any additional supplies that may be necessary for contractor to perform to contract specifications. In some cases, the City may require specific products to be used. The Public Works Maintenance and Operations Super visor – or designee shall approve all cleaning products and solutions in advance of their use.

4-11. RECYCLED CONTENT AND RECYCLABILITY

NOTE: It is the intent of the provision described below to inform prospective Contractors that the City will expect the successful Contractor to use, whenever possible, recycled and/or recyclable products during the performance of the contract.

1. RECYCLED CONTENT PREFERENCE: It is the City policy, whenever practicable, to purchase functional products which contain, in order of preference:
a. The highest percentage of post -consumer recovered material available in the marketplace; and
b. The highest percentage of secondary waste recovered material available in the marketplace.

2. RECYCLABILITY AND WASTE REDUCTION: In addition to the recovered material content of a product, important criteria in selecting products shall also be:
a. The ability of the product and its packaging to be reused, reconditioned for

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use, or recycled through existing recycling collection programs; and b. The volume and toxicity of waste and by -product a given product and its packaging generate in their manufacture, use, recycling, and disposal.

Products and packaging designed to minimize waste and toxic by-products in their manufacture, use, recycling, and disposal shall be preferred.

3. WASTE CONTENT
a. Purchase paper towels with 35% post-consumer waste content b. Use recycled content garbage bag liners.

4. POLLUTION
a. Use no products with added antibacterial agents, such as Triclosan. This includes products used for hand washing, dishwashing and cleaning. b. Use low toxic cleaning products such as those that are SF Approved (www.sfapproved.org), Green Seal certified ( www.greenseal.org), or receive at least an 8.1 rating on the GoodGuide ( www.goodguide.com), in non-aerosol containers. (The company from which the janitorial service buys its cleaning products offers a number of Green Seal Certified products to use.

5. EQUIPMENT COMPATIBILITY: Equipment shall be compatible, whenever practicable, with the use of recycled-content products.

6. DEFINITIONS: For the purpose of this general provision, a "recycled product" means all materials, goods, and supplies, no less than 50% of the total weight of which consists of secondary and post -consumer waste with not less than 10% of its total weight consisting of post -consumer waste. "Post -consumer waste" means a finished material which would normally be disposed of as solid waste, having completed its life cycle as a consumer item, and does not include manufacturing waste. "Secondary waste" means fragments of products or finished products of a manufacturing process which has converted a virgin resource into a commodity of real economic value, and includes post-consumer waste, but does not include excess virgin resources of the manufacturing process.

4-12. SAFETY & SECURITY

1. All persons under employment of the Contractor, who will be considered for employment to work in any City facilities, shall wear Contractor supplied uniforms which identify them as Contractor’s employees, and shall always wear a City-issued contract employee ID badge while working in a City facility. a. Any persons under employment of the Contractor who no longer work at a City facility, shall return to the Public Works Maintenance and Operations Supervisor or his representative the City-issued ID badge. b. Only persons hired by the Contractor may be allowed on the premises. No other family members or friends can be on the premises. Violation of this requirement may require replacement of the offending person servicing City facilities.

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2. The Contractor and staff shall follow all established safety procedures and shall take special care not to endanger the public in any way. All floors should be completely dry by the opening of facilities each day.

3. Contractor shall be responsible for ensuring that all doors are locked at all times when work is performed outside of regular operating hours. Contractor shall be responsible for reporting any property damage or vandalism at a facility to the City of San Pablo Police Department. Neither Contractor nor its employees shall admit any person into any facility (including grounds) on which work under the agreement is being performed who is not an active employee of the Contractor and in possession of a City -issued contract badge. All Contractor employees shall be required to wear identification patches or badges which are to be furnished by the Contractor.

4. Keys and alarm codes required by the Contractor will be issued by the City to a designated Contractor employee underwritten custody receipt and shall be returned to the City on demand. Contractor will be responsible for maintaining any building keys issued. Any lost keys must be reported to the City representative immediately. Contractor shall not copy any City keys. Keys are to be made or copied only by the City. If keys are lost, Contractor will be responsible for all costs associated with re-keying the facility(ies).

5. Contractor will also be required to pay any costs incurred by the City of San Pablo because of Contractor’s failure to utilize proper alarm codes at those facilities which have alarm systems.

6. The Contractor is responsible for the security of all doors at the conclusion of work in each room. All exterior doors should always remain locked . Interior doors that are found open or unlocked shall be left in the same position/condition in which they were found.

7. Contractor shall physically turn off lights at wall switch (do not rely on sensors) when cleaning in each area is completed. Alarms (as directed) shall be turned on prior to leaving the facility.

4-13. EXCLUSIONS. T he exterior building, parking areas and landscaped areas are excluded from this contract.

4-14. EMERGENCY SITUATIONS. For medical or public safety emergencies occurring at the Facilities call 9-1-1. For all building maintenance emergencies (water leaks, etc.) contact the Public Works Maintenance and Operations Supervisor or designated staff to report the issue immediately (24-hours/day).

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Part E

Janitorial Specifications and Schedule

The following services shall be provided per the indicated days of service for each area.

All “Other Services” must be scheduled with City staff to ensure the work will not conflict with planned activities and that any room coordination is addressed.

5-1. Main City Hall:

Schedule: 2 days per week service (Tuesday & Thursday evenings,

Routine Janitorial:
5-1.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-1.2. Dust, wipe down or vacuum all furniture, cabinets, and countertops. 5-1.3. Clean all entry/exit door windows inside and out. 5-1.4. Vacuum carpeted area of floor and entry mats.
5-1.5. Spot clean all carpets as necessary with approved cleaner. 5-1.6. Spot clean walls and windows with approved cleaner. 5-1.7. Clean door handles with approved cleaner
5-1.8. Clean all mirrors and surrounding fixtures with approved cleaner. 5-1.9. Sweep and then mop floors with disinfectant (Restroom s and other solid surface floor area)
5-1.10. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-1.11. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-1.12. Clean all counters, fixtures, and dispensers with approved cleaner/ 5-1.13. Clean door handles with approved cleaner.
5-1.14. Replenish all paper supplies and soap dispensers. 5-1.15. Sweep and then mop floors with disinfectant.
5-1.16. Remove all hair and debris from shower drains. (City Manager’s office) 5-1.17. Wash all shower walls and floors with shower foam disinfectant (approved by the City) (City Manager’s office).
5-1.18. Clean and disinfectant lobby counters top and furniture 5-1.19. Clean and disinfectant all conference tables
5-1.20. Clean all counters, sinks and appliances surfaces (stove top, oven front, refrigerators, etc.) with approved cleaner (staff lunchroom). 5-1.21. Sweep staircases (main and both sides of the building) Clean handrails.

Number of Restrooms: 5

Gym and Locker rooms:

Schedule: 2 days per week service (Tuesday & Thursday evenings)

Routine Janitorial:
5-1.22. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-1.23. Dust, wipe down or vacuum all furniture, cabinets, and countertops. 5-1.24. Gym floor - Sweep and mop floor.
5-1.25. Spot clean walls and windows with approved cleaner. 5-1.26. Clean door handles with approved cleaner.
5-1.27. Clean all mirrors and surrounding fixtures with approved cleaner.

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5-1.28. Locker room - Sweep and then mop floors with disinfectant (Restroom and other solid surface floor area)
5-1.29. Wipe and dry all benches.
5-1.30. Wipe all lockers (front and top) with a damp cloth and disinfectant. 5-1.31. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-1.32. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-1.33. Clean all counters, fixtures, and dispensers.
5-1.34. Clean door handles with approved cleaner.
5-1.35. Replenish all paper supplies and soap dispensers. 5-1.36. Sweep and then mop floors with approved cleaner. 5-1.37. Remove all hair and debris from shower drains.
5-1.38. Wash all shower walls and floors with shower foam cleaner.

Number of Restrooms: 2

Other Services:
• Deep cleaning entire gym, top-down cleaning to include ceilings, HVAC grill, light covers, walls, counter tops, cabinets, etc.
2 x per year
• Window Cleaning/washing interior and exterior 4 x per year

Total Number of Restrooms: 7

5-2. Council Chambers, conference room, restroom and office:

Schedule: 1 day/week service (Late Sunday evenings)

Routine Janitorial:
5-2.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-2.2. Sweep and then damp mop floors with approved cleaners. 5-2.3. Dust, wipe down or vacuum all furniture, cabinets, Council desks and countertops.
5-2.4. Clean all entry/exit door windows inside and out. 5-2.5. Vacuum carpeted area of floor and entry mats.
5-2.6. Spot clean walls and windows with approved cleaner. 5-2.7. Clean door handles with approved cleaner.
5-2.8. Spot clean and remove any gum, residue, or stains from all areas with approved methods.
5-2.9. Remove cobwebs from windows ledges, walls, doors, and ceiling.

Number of Restrooms: 1

Other Services:
• Deep cleaning Council Chambers , top-down cleaning to include ceilings, HVAC grill, light ing fixtures , walls, desk counter tops, etc.
2 x per year
• Window Cleaning/washing interior and exterior 4 x per year • Spray Buffing Floors (VTC flooring maintenance) 2 x per year • Full carpet cleaning 1 x per year
• Spot clean carpet 6 x per year

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5-3. Maple Hall and Lobby:

Schedule: 3 days per week service (Tuesday, Thursday, Sunday evenings after 10:00 pm)

Routine Janitorial:
5-3.1. Empty and clean wastebaskets and recycle containers; replace and secure plastic liners. Wipe down outside of trash bins as needed. 5-3.2. Clean and disinfect all countertops, fixtures, cabi nets, and dispensers with approved cleaner.
5-3.3. Clean all entry/exit door windows inside and out. 5-3.4. Clean door handles with approved cleaner
5-3.5. Vacuum stage and entry mats.
5-3.6. Spot clean stage carpet as necessary with approved cleaner. 5-3.7. Spot clean walls and windows with approved cleaner. 5-3.8. Clean door handles with approved cleaner
5-3.9. Clean all mirrors and surrounding fixtures with cleaner. 5-3.10. Sweep and then mop floors with disinfectant (Restrooms and other solid surface floor area)
5-3.11. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-3.12. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-3.13. Clean all counters, fixtures and dispensers with approved cleaner/ 5-3.14. Clean door handles with approved cleaner.
5-3.15. Replenish all paper supplies and soap dispensers. 5-3.16. Sweep and then mop floors with disinfectant.
5-3.17. Clean Elevator Car/lift.

Number of Restrooms: 2

Other Services:
• Deep cleaning Council Chambers , top-down cleaning to include ceilings, HVAC grill, light covers, walls, counter tops, cabinets, etc.
2 x per year
• Window Cleaning 2 x per year
• Strip and Wax tile main hall, first floor lobby and hallway restrooms
2 x per year
• Spot clean Stage carpet 2 x per year

5-4. Library San Pablo Branch and Community Room:

Schedule: 5 days/week service (Tuesday – Saturday)

Routine Janitorial:
5-4.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-4.2. Clean all mirrors and surrounding stainless steel/chrome with disinfectant. 5-4.3. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-4.4. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-4.5. Clean all counters, fixtures, and dispensers.
5-4.6. Clean door handles with approved cleaner.
5-4.7. Replenish all paper supplies and soap dispensers. 5-4.8. Damp wipe/disinfect partitions (inside and out), doors, walls and tile.

City of San Pablo – 2023 RFP for Janitorial Services 21

5-4.9. Sweep and then mop floors with disinfectant (Restroom and other solid surface floor area)
5-4.10. Spot clean and remove any gum, residue, or stains from all areas with approved methods.
5-4.11. Clean glass entryway doors and reception countertop (with disinfectant) and 5-4.12. Dust, wipe down or vacuum all furniture, cabinets, bookshelves, and countertops.
5-4.13. Clean all entry/exit door windows inside and out. 5-4.14. Vacuum carpeted area of floor and entry mats.
5-4.15. Spot clean all carpets as necessary with approved cleaner. 5-4.16. Spot clean walls and windows with approved cleaner. 5-4.17. Clean door handles with approved cleaner.
5-4.18. Clean glass entryway doors and reception countertop and windows 5-4.19. Sweep and then mop floors with disinfectant (Restroom and other solid surface floor area)
5-4.20. Remove cobwebs from windows ledges, ceiling and beams.

Number of Restrooms: 4

5-5. Church Lane Senior Center:

Schedule: 6 days per week service (Monday – Saturday)

Routine Janitorial:
5-5.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-5.2. Dust, wipe down or vacuum all furniture, cabinets, and countertops. 5-5.3. Clean all entry/exit door windows inside and out. 5-5.4. Sweep and mop floor and entry way.
5-5.5. Spot clean walls and windows with approved cleaner. 5-5.6. Clean door handles with approved cleaner.
5-5.7. Clean all mirrors and surrounding fixtures disinfectant. 5-5.8. Sweep and then mop floors with disinfectant (Restroom and other solid surface floor area)
5-5.9. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-5.10. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-5.11. Clean all counters, fixtures, and dispensers.
5-5.12. Clean door handles with approved cleaner.
5-5.13. Replenish all paper supplies and soap dispensers. Leave backup supply of paper supplies, soap and garbage can liners.
5-5.14. Clean and disinfectant lobby/reception area counters top and furniture.

Number of Restrooms: 2

Other Services:
• Deep cleaning entire building, top-down cleaning to include ceilings, HVAC grill, light ing fixtures /covers, walls, desk counter tops, cabinets, etc.
3 x per year
• Window Cleaning/washing interior and exterior 4 x per year • Spray Buffing floors 12 x per year

5-6. Police Department:

Schedule: 7 days per week service (Monday - Sunday)

City of San Pablo – 2023 RFP for Janitorial Services 22

Routine Janitorial:
5-6.1. Empty wastebaskets, shredders and recycle containers; replace plastic and secure liners in all facilities, Jail, vehicle and Sally port and all exterior receptacles.
5-6.2. Wipe clean tops of wastebaskets with flip tops or doors. 5-6.3. Clean all mirrors and surrounding stainless steel/chrome with disinfectant. 5-6.4. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-6.5. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-6.6. Clean all counters, fixtures, and dispensers.
5-6.7. Clean door handles with approved cleaner.
5-6.8. Replenish all paper supplies and soap dispensers. 5-6.9. Damp wipe/disinfect partitions (inside and out), doors, walls and tile. 5-6.10. Sweep and then mop floors with disinfectant (Restroom and other solid surface floor area, as well as Jail Facility).
5-6.11. Wipe and dry all benches.
5-6.12. Wipe all lockers (front and top) with a damp cloth and disinfectant. 5-6.13. Remove all hair and debris from shower drains.
5-6.14. Wash all shower walls and floors with shower foam disinfectant (approved by the City).
5-6.15. Spot clean and remove any gum, residue, or stains from all areas with approved methods.
5-6.16. Clean glass entryway doors and reception countertop (with disinfectant) and window
5-6.17. Dust, wipe down or vacuum all furniture, cabinets, and countertops. 5-6.18. Clean all entry/exit door windows inside and out. 5-6.19. Vacuum carpeted area of floor and entry mats.
5-6.20. Spot clean all carpets as necessary with approved cleaner. 5-6.21. Spot clean walls and windows with approved cleaner. 5-6.22. Clean door handles with approved cleaner.
5-6.23. Sweep and t hen mop floors with disinfectant (Restroom and other solid surface floor area as well as Jail Facility).
5-6.24. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-6.25. Clean Elevator Car
5-6.26. Clean all counters, sinks with approved cleaners (Kitchenette). 5-6.27. Remove any visible dust or cobwebs for ceilings and HVAC vents. 5-6.28. Pour water or odor-eliminator in floor drains in restrooms and jail area.

Number of Restrooms: 10
Number of Locker rooms: 3
Number of Jails Ceils: 4

Other Services:
• Deep cleaning entire building , top-down cleaning to
include ceilings, HVAC grill, light ing fixtures/covers , walls, desk counter tops, cabinets, etc.
3 x per year
• Window Cleaning/washing interior 4 x per year
• Clean glass entryway doors & reception countertop &
windows
3 x per year
• Spray Buffing floors 4 x per year
• Strip/Wax floors 3 x per year
• Full carpet cleaning 2 x per year
• Dust artificial plants 1 x per month

City of San Pablo – 2023 RFP for Janitorial Services 23

5-7. Police Annex Building:

Schedule: 4 days per week service (Monday - Thursday evenings)

Routine Janitorial, including Kitchen:
5-7.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-7.2. Dust, wipe down or vacuum all furniture, cabinets, and countertops. 5-7.3. Clean all entry/exit door windows inside and out. 5-7.4. Vacuum carpeted area of floor and entry mats.
5-7.5. Spot clean all carpets as necessary with approved cleaner. 5-7.6. Spot clean walls and windows with approved cleaner. 5-7.7. Clean door handles with approved cleaner/disinfectant. 5-7.8. Clean and disinfectant conference table
5-7.9. Clean all counters, sinks with approved cleaners for Kitchenette and break room.
5-7.10. Sweep and mop conference room epoxy flooring with city approved cleaner. 5-7.11. Clean all mirrors and surrounding fixtures with approved cleaner/disinfectant. 5-7.12. Sweep and then mop floors approved cleaner/disinfectant (Restroom and other solid surface floor area)
5-7.13. Wash out basins with approved cleanser, rinse and dry; damp dry basin traps. 5-7.14. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-7.15. Clean all counters, fixtures and dispensers with approved cleaner/disinfectant.
5-7.16. Clean door handles with approved cleaner/disinfectant. 5-7.17. Wash the two showers walls and floors with shower foam disinfectant (approved by the City).

Number of Restrooms: 2
Number of Showers: 2

Other Services:
• Deep cleaning entire building, top-down cleaning to include ceilings, HVAC grill, light ing fixtures/switches, walls, desk counter tops, etc.
2 x per year
• Window Cleaning/washing interior and exterior 2 x per year • Spray Buffing floors 2 x per year
• Full carpet cleaning 2 x per year

5-8. PD Training Site 2300 El Portal Drive:

Schedule: 1 day/week service (Day and time to be determined by PD as this cleaning has to be escorted by an Officer)

Routine Janitorial:
5-8.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-8.2. Sweep and then damp mop floors with approved cleaners. 5-8.3. Clean all entry/exit door windows inside and out.

City of San Pablo – 2023 RFP for Janitorial Services 24

5-8.4. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-8.5. Clean all counters, sinks and appliances with approved cleaners. 5-8.6. Spot clean walls and windows with approved cleaner. 5-8.7. Clean door handles with approved cleaner.
5-8.8. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-8.9. Remove cobwebs from windows ledges and ceiling.

Number of Restrooms: 2

5-9. San Pablo Community Center at 2450 Road 20:

Schedule: 4 days per week service, including Monday, Wednesday , Friday, and Sunday late evenings (after 10PM)

Routine Janitorial, including Kitchen:
5-9.1. Empty wastebaskets and recycle containers; replace plastic and secure liners.
5-9.2. Clean all mirrors and surrounding stainless steel/chrome with approved cleaner.
5-9.3. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-9.4. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-9.5. Clean all counters, fixtures, and dispensers.
5-9.6. Clean door handles with approved cleaner.
5-9.7. Damp wipe/disinfect partitions (inside and out), doors, walls, and tile. 5-9.8. Sweep and then mop floors with disinfectant (Restroom and other solid surface floor area)
5-9.9. Spot clean interior and exterior of entryway of bldg. and remove any gum, residue, or stains from all areas with approved methods. 5-9.10. Clean glass entryway doors and reception and the teen lounge windows countertop (with disinfectant) and window
5-9.11. Clean the acrylic divider at the front desk.
5-9.12. Dust, wipe down or vacuum all furniture, cabinets, and countertops. 5-9.13. Clean all entry/exit door windows inside and out. 5-9.14. Vacuum carpeted area of floor and entry mats.
5-9.15. Spot clean all carpets as necessary with approved cleaner. 5-9.16. Clean door handles with approved cleaner.
5-9.17. Clean glass entryway doors and reception countertop and windows. 5-9.18. Remove cobwebs from interior windows ledges, skylights ceiling and beams.

Replenish all paper supplies and soap dispensers. Leave backup supply of paper supplies, soap and garbage can liners.

Number of Restrooms: 3

Other Services:
• Deep cleaning Community Center , top-down cleaning to include ceilings, HVAC grill, lighting fixtures/switches, walls, counter tops, cabinets, etc.
2 x per year
• Strip/Wax floors 2 x per year
• Spray Buffing floors 2 x per year
• Window Cleaning/washing interior and exterior 4 x per year • Full carpet cleaning 2 x per year

City of San Pablo – 2023 RFP for Janitorial Services 25

5-10. Wanlass Park Environmental Education Center:

Schedule: 5 days/week service (Monday through Friday)

Routine Janitorial:
5-10.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-10.2. Sweep and then damp mop floors with approved cleaners. 5-10.3. Clean all entry/exit door windows inside and out. 5-10.4. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-10.5. Clean all counters, sinks and appliances (microwave, refrigerators, etc.) with approved cleaners.
5-10.6. Spot clean walls and windows with approved cleaner. 5-10.7. Clean door handles with approved cleaner.
5-10.8. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-10.9. Remove from interior of bldg. cobwebs from windows ledges, ceiling, skylights, and beams.
5-10.10. Replenish all paper supplies and soap dispensers. Leave backup supply of paper supplies, soap and garbage can liners in designated storage area provided by staff.

Number of Restrooms: 2

Other Services:
• Deep cleaning entire building, top-down cleaning to include ceilings, HVAC grill, light ing fixtures/switches, walls, desk counter tops, cabinets, etc.
2 x per year
• Window Cleaning/washing interior and exterior 4 x per year • Spray Buffing floors 2 x per year
• Strip/Wax floors 2 x per year

5-11. Public Works Corporation Yard:

Schedule: 5 days/week service (Monday - Friday)

Routine Janitorial:
5-11.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-11.2. Sweep and then damp mop floors with approved cleaners. 5-11.3. Clean all entry/exit door windows inside and out. 5-11.4. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-11.5. Clean all counters, sinks and appliances (microwave, refrigerators, etc.) with approved cleaners.
5-11.6. Spot clean walls and windows with approved cleaner. 5-11.7. Clean door handles with approved cleaner.
5-11.8. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-11.9. Remove cobwebs from windows ledges and ceiling.

Number of Restrooms: 2

Other Services:
• Deep cleaning entire building, top-down cleaning to include 3 x per year

City of San Pablo – 2023 RFP for Janitorial Services 26

ceilings, HVAC grill, light ing fixtures/switches, walls, desk counter tops, cabinets, etc.
• Strip/Wax floors 4 x per year

5-12. Davis Park Multipurpose Building:

Schedule: Summer (mid-June to mid- August) 5 days/week service ( Monday- Friday)
Rest of the year 1 day/week service (Fridays)

Routine Janitorial:
5-12.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-12.2. Sweep and then damp mop floors with approved cleaners. 5-12.3. Clean all entry/exit door inside and out.
5-12.4. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-12.5. Clean all counters, fixtures, and dispensers.
5-12.6. Spot clean walls and windows with approved cleaner. 5-12.7. Clean door handles with approved cleaner.
5-12.8. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all stainless steel/chrome.
5-12.9. Remove cobwebs from windows ledges, ceiling and beams at entrances and dumpster area.
5-12.10. Replenish all paper supplies and soap dispensers. Leave backup supply of paper supplies, soap and garbage can liners.

Number of Restrooms: 2

Other Services:
• Deep cleaning entire building, top-down cleaning to include ceilings, HVAC grill, light ing fixtures/switches, walls, desk counter tops, cabinets, etc.
2 x per year
• Window Cleaning/washing interior and exterior 2 x per year • Spray Buffing floors 2 x per year
• Strip/Wax floors 2 x per year

5-13. Davis Park Senior Center:

Schedule: Summer (mid -June to mid- August) 5 days/week service (Monday- Friday)
Rest of the year 2 day/week service (Thursday & Friday)

Routine Janitorial:
5-13.1. Empty wastebaskets and recycle containers; replace and secure plastic liners.
5-13.2. Sweep and then damp mop floors with approved cleaners. 5-13.3. Clean all entry/exit door windows inside and out. 5-13.4. Wash out basins with approved cleanser, rinse and dry, damp dry basin traps. 5-13.5. Clean all counters and appliances (stove top, oven front, refrigerators, etc.) with approved cleaners.
5-13.6. Spot clean walls and windows with approved cleaner. 5-13.7. Clean door handles with approved cleaner.
5-13.8. Clean/disinfect all toilets and urinals; damp dry all external surfaces; clean all

City of San Pablo – 2023 RFP for Janitorial Services 27

stainless steel/chrome. And provide additional /backup Liners/hand soap etc., 5-13.9. Remove cobwebs from windows ledges, ceiling, and beams.

Number of Restrooms: 2

Other Services:
• Deep cleaning entire building, top-down cleaning to include ceilings, HVAC grill, light ing fixtures/switches, walls, desk counter tops, cabinets, etc.
2 x per year
• Window Cleaning/washing interior and exterior 4 x per year • Spray Buffing floors 2 x per year
• Strip/Wax floors 2 x per year

5-14. MISCELLANEOUS SERVICES TO BE PERFORMED DAILY

1. Janitorial supply rooms are to be always kept clean and orderly . Tools and equipment should be properly labeled and stored.

2. All doors and windows are to be checked, closed, and locked securely.

3. Clean all drinking fountains.

4. Flatten and place cardboard boxes in recycling bins

5. Restock all paper products and refill/top off all soap dispensers.

CITY OF SAN PABLO
Public Works Maintenance Department

1000 Gateway Avenue, ● San Pablo, CA 94806
Main: 510-215-3070 ● Fax: 510-232-2484
www.SanPabloCA.gov

May 24, 2023
SUBJECT: ADDENDUM NO. 2
RFP Janitorial Services for City Facilities

To Prospective Bidders:

The following are changes to the contract specifications and plans for the above referenced project:

This addendum is hereby made a part of the RFP documents to the same extent as if they were originally included therein. Receipt of this addendum shall be acknowledged with the bid for Janitorial Services for City Facilities.

BID OPENING

1. Bid opening remains unchanged. Date: June 1,2023, 2:00PM

QUESTIONS FROM PROSPECTIVE BIDDERS:

The following are responses to some of the questions submitted prior to the May 17th due date.

2. Question: The RFP does not s pecify whether the contractor is responsible for the following supplies, such as toilet paper, paper towels, seat covers, hand soap, urinal screens, and liners

Answer: The contractor shall be responsible for providing the following supplies - hand soap, disinfectants, urinal screens, trash bags and liners. Please note in Section 4-10, Materials and Equipment, page 15 of the RFP, it states under #2, “…The Public Works Maintenance and Operations Supervisor or designee shall approve all cleaning products and solutions prior to their use.”
The City shall provide toilet paper, paper towels and toilet seat liners .

3. Question: From Addendum No 1, question #4, can you please clarify the facility square measurements? Will the City of San Pablo provide the square feet or schedule a second site walk to measure the facilities?

Addendum No. 2
RFP Janitorial Services for City Facilities
May 24, 2023

Answer: The City will not be providing square footage. A second site walk will not be held.

4. Question: City Hall – 2nd-floor wi ndows, above Maple Hall and Lobby – Can we walk on the roof tiles in order to reach the 2nd-floor windows to clean?

Answer: The City will permit janitorial to walk on the roof tiles to clean the 2
nd-floor windows on the front (north, side of water fountain) side of the building. However, janitorial will be responsible for any tile that is broken when they are walking there to clean the windows near the lobby of the second floor.

SPECIFICATIONS: Part E, Janitorial Specifications and Schedule

5. Reference Section 5-1 Main City Hall, page 18;
Add: Other Services: Window Cleaning, washing interior and exterior

6. Reference Section 5-2 Council Chamber, confer ence room, restroom and office, page 19, Other Services;
Replace the words, “Spray Buffing Floors” with “scrubbing floors”

7. Reference Section 5-3 Maple Hall and Lobby, page 20; Replace the words, “Strip and Wax” with “scrubbing floors” for the “tile main hall, first floor lobby and hallway restrooms”

8. Reference Section 5-4 Library San Pablo branch and Community Room, page 21;
Full Carpet cleaning two times (2x) per year
Window Cleaning / Washing interior and Exterior two times (2x) per year

9. Reference Section 5-5 Church Lane Senior Center, page 21 Replace the words, “Spray buffing floors” with “scrubbing floors”

10. Reference Section 5-6 Police Department, Other Services, page 22 Location Specifics, “Strip/Wax floors” and “Spray Buffing floors” “by the back door by the Elevator, the officer mail room, the locker room, and the Second floor Kitchen,”
Add “Scrubbing floors” for the location of the First-floor main hallway two times (2x) per year

11. Reference Section 5-7 Police Annex Building, Other Services, page 23 Addendum No. 2
RFP Janitorial Services for City Facilities
May 24, 2023

Replace the words, “Spray Buffing floors” with “scrubbing floors”

12. Reference Section 5-8 PD Training Site
5-8.10, page 24, Add: “Wipe tables and bathroom”
5-8.11, page 24, Add: “Wipe Kitchen countertop”
5-8.12, page 24, Add: “Vacuum carpeted floors”

Add Other Service:

Spot Clean Carpeted areas two times (2x) per year
Full Carpet Cleaning one time (1x) per year
Spray Buffing floors two times (2x) per year
Strip/Wax Floors one time (1x) per year

13. Reference Section 5-9 San Pablo Community Center, page 24, Remove: “including Kitchen” after Routine Janitorial
Other Services, page 24,
Replace the words, “Strip/Wax fl oors” and “Spray buffing floors” with “Scrubbing floors”

14. Reference Section 5-10 Wanlass Park Environmental Education Center,

Remove “HVAC GRILL” There is no HVAC grill
Replace the words, “Strip/Wax floors” with “Scrubbing floors”

15. Reference Section 5- 12 Davis Park Multipurpose Building, Page 26, Replace the words, “Strip/Wax Floor s” and “Spray buffing floors” with “Scrubbing floors”

16. Reference Section 5-13 Davis Park Senior Center, Other Services, page 27 Replace the words, “Strip/Wax Floor s” and “Spray buffing floors” with “Scrubbing floors”

17. Reference: Section 6.1 Sign Off

Add new paragraph to new section:

All other services will be signed o ff by a Maintenance Supervisor for approval.

18. Reference: PROPOSAL FORM

Delete the words “Contract Period July 1, 2020 – June 30, 2028”

Addendum No. 2
RFP Janitorial Services for City Facilities
May 24, 2023

And replace with “Contract Period Jluly 1, 2023 – June 30, 2028”

If you have any questions regarding this addendum, please contact, Daniel Gomez, Maintenance and Operations Superintendent at
[email protected] or 510-215-3073.

Sincerely,

ALLAN A. PANGANIBAN, P.E.

Public Works Director/City Engineer

Cc: PW Chron.file

Fiscal Year

Amount
2023/24

$223,772.00
2024/25

$223,772.00
2025/26

$223,772.00
2026/27

$223,772.00
2027/28

$223,772.00
Total

$1,118,860.00