SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND UNIVERSAL
BUILDING MAINTENANCE, LLC DBA ALLIED UNIVERSAL JANITORIAL SERVICES
FOR JANITORIAL SERVICES
COVER PAGE
Contractor: Universal Building Maintenance, LLC dba
Allied Universal Janitorial Services
Responsible Principal of Contractor: Mark E. Olivas, President Notice Information - Contractor: Universal Building Maintenance, LLC dba Allied Universal Janitorial Services
300 Pasadena Ave
South Pasadena, CA 91030
Attention: Mark E. Olivas, President
Telephone: (626) 310-8000
Notice Information - City: City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Attention: Daniel Wall,
Director of Public Works
Telephone: (323) 583-8811 ext. 305
Commencement Date: February 4, 2025
Termination Date: February 3, 2028
Consideration:
Records Retention Period
Total not to exceed $375,570.00 (includes
all applicable sales tax); and more
particularly described in Exhibit B
Three (3) years, pursuant to Section 11.20
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND UNIVERSAL BUILDING
MAINTENANCE, LLC DBA ALLIED UNIVERSAL JANITORIAL SERVICES FOR JANITORIAL
SERVICES
This Agreement is made between the City of Vernon, a California charter City and California municipal corporation (“City”), and Universal Building Maintenance, LLC dba Allied Universal Janitorial Services, a limited liability company (“Contractor”).
The City and Contractor agree as follows:
1.0 EMPLOYMENT OF CONTRACTOR. City agrees to engage Contractor to perform the services as hereinafter set forth as authorized by the City Council on February 4, 2025.
2.0 SCOPE OF SERVICES.
2.1 Contractor shall perform all work necessary to complete the services set forth in the City’s Request for Proposals issued on or about October 31, 2025, and titled RFP for Janitorial Services, and Contractor's proposal to the City ("Proposal") dated November 21, 2024, Exhibit “A”, a copy which is attached to and incorporated into this Agreement by reference.
2.2 All services shall be performed to the satisfaction of City.
2.3 All services shall be performed in a competent, professional, and satisfactory manner in accordance with the prevailing industry standards for such services.
3.0 PERSONNEL.
3.1 Contractor represents that it employs, or will employ, at its own expense, all personnel required to perform the services under this Agreement.
3.2 Contractor shall not subcontract any services to be performed by it under this Agreement without prior written approval of City.
3.3 All of the services required hereunder will be performed by Contractor or by City approved subcontractors. Contractor, and all personnel engaged in the work, shall be fully qualified and authorized or permitted under State and local law to perform such services and shall be subject to approval by the City.
4.0 TERM.
The term of this Agreement shall commence on February 4, 2025, and it shall continue until February 3, 2028 unless terminated at an earlier date pursuant to the provisions thereof.
5.0 COMPENSATION AND FEES.
5.1 Contractor has established rates for the City of Vernon which are comparable to and do not exceed the best rates offered to other governmental entities in and around Los Angeles County for the same services. For satisfactory and timely performance of the services, the City will pay Contractor in accordance with the payment schedule set forth in Exhibit “B” attached hereto and incorporated herein by reference.
5.2 Contractor's grand total compensation for the entire term of this Agreement, shall not exceed $375,570.00 without the prior authorization of the City, as appropriate, and written amendment of this Agreement.
5.3 Contractor shall, at its sole cost and expense, furnish all necessary and incidental labor, material, supplies, facilities, equipment, and transportation which may be required for furnishing services pursuant to this Agreement. Materials shall be of the highest quality. The above Agreement fee shall include all staff time and all clerical, administrative, overhead, insurance, reproduction, telephone, air travel, auto rental, subsistence, and all related costs and expenses.
5.4 City shall reimburse Contractor only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City.
Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Contractor:
5.4.1 The actual costs of subcontractors for performance of any of the services that Contractor agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement.
5.4.2 Approved reproduction charges.
5.4.3 Actual costs and/or other costs and/or payments specifically authorized in advance in writing and incurred by Contractor in the performance of this Agreement.
5.5 Contractor shall not receive any compensation for extra work performed without the prior written authorization of City. As used herein, “extra work” means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the time of execution of this Agreement. Compensation for any authorized extra work shall be paid in accordance with the payment schedule as set forth in Exhibit “B,” if the extra work has been approved by the City.
5.6 Licenses, Permits, Fees, and Assessments. Contractor shall obtain, at Contractor’s sole cost and expense, such licenses, permits, and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and
interest, which may be imposed by law and which arise from or are necessary for the performance of the Services by this Agreement.
6.0 PAYMENT.
6.1 As scheduled services are completed, Contractor shall submit to the City an invoice for the services completed, authorized expenses, and authorized extra work actually performed or incurred according to said schedule.
6.2 Each such invoice shall state the basis for the amount invoiced, including a detailed description of the services completed, the number of hours spent, reimbursable expenses incurred and any extra work performed.
6.3 Contractor shall also submit a progress report with each invoice that describes in reasonable detail the services and the extra work, if any, performed in the immediately preceding calendar month.
6.4 Contractor understands and agrees that invoices which lack sufficient detail to measure performance will be returned and not processed for payment.
6.5 City will pay Contractor the amount invoiced within thirty (30) days after the City approves the invoice.
6.6 Payment of such invoices shall be payment in full for all services, authorized costs, and authorized extra work covered by that invoice.
7.0 CITY'S RESPONSIBILITY. City shall cooperate with Contractor as may be reasonably necessary for Contractor to perform its services; and will give any required decisions as promptly as practicable so as to avoid unreasonable delay in the progress of Contractor's services.
8.0 COORDINATION OF SERVICES. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City’s staff, consultants, and other staff at all reasonable times.
9.0 INDEMNITY. Contractor agrees to indemnify City, its officers, elected officials, employees and agents against, and will hold and save each of them harmless from, any and all actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities (herein “claims or liabilities”), including but not limited to professional negligence, that may be asserted or claimed by any person, firm or entity arising out of or in connection with the work, operations or activities of Contractor, its agents, employees, subcontractors, or invitees, provided for herein, or arising from the acts or omissions of Contractor hereunder, or arising from Contractor’s performance of or failure to perform any term, provision, covenant or condition of this Agreement, except to the extent such
claims or liabilities arise from the gross negligence or willful misconduct of City, its officers, elected officials, agents or employees.
10.0 INSURANCE. Contractor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representative, or employees. The policies shall state that they afford primary coverage.
10.1 Automobile Liability Insurance – Primary insurance coverage shall be written on ISO Business Auto coverage form for all owned, hired, and non-owned automobiles or any auto.
The policy shall have a combined single limit of not less than one million dollars ($1,000,000). If Contractor is transporting one or more non-employee passengers in the performance of the services, the automobile liability policy shall have a combined single limit of two million dollars ($2,000,000). If Contractor owns no autos, a hired, non-owned auto endorsement to the General Liability policy is acceptable.
10.1.1 Contractor agrees to subrogate automobile liability resulting from performance under this agreement by agreeing to defend, indemnify, and hold harmless, the City, and its respective employees, agents, and City Council from and against all claims, liabilities, suits, losses, damages, injuries and expenses, including all costs and reasonable attorney’s fees (“Claims”), which are attributable to any act or omission by the Contractor under the performance of the services. The City of Vernon, its directors, commissioners, officers, employees, agents, and volunteers must be endorsed on the policy as additional insureds and, under the Contractors’ policy, there shall be a waiver of subrogation, and the policy shall be primary and non-contributory and will not seek contribution from the City’s insurance.
10.2 Commercial General Liability Insurance – Contractor shall carry General Liability Insurance covering all operations performed by or on behalf of the Contractor providing coverage for bodily injury and property damage with a single limit of not less than one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) general aggregate limit written on an Insurance Services Office (ISO) Comprehensive General Liability "occurrence" Form CG 00 01 or its equivalent for coverage on an occurrence basis. The City of Vernon, its directors, commissioners, officers, employees, agents, and volunteers must be endorsed on the policy as additional insureds with respect to liability arising out of the Contractor's performance of this Agreement. The additional insured coverage under the Contractor’s policy shall be
primary and non-contributory and will not seek contribution from the City’s insurance. The policy shall be endorsed to include a waiver of subrogation.
10.2.1 If Contractor intends to employ other contractors as part of the services rendered, the City must approve and will establish the appropriate insurance requirements.
10.2.2 Contractor agrees to subrogate General Liability resulting from performance under this agreement by agreeing to defend, indemnify, and hold harmless, the City, and its respective employees, agents, and City Council from and against all claims, liabilities, suits, losses, damages, injuries and expenses, including all costs and reasonable attorney’s fees (“Claims”), which are attributable to any act or omission by the Contractor under the performance of the services.
10.3 Umbrella Liability Insurance – An umbrella (over primary) may be used to comply with limits or other primary coverage requirements. When used, the umbrella policy shall apply to bodily injury/property damage and personal injury/advertising injury and shall include a “dropdown” provision providing primary coverage for any liability not covered by the primary policy. The umbrella policy shall have no additional exclusion or coverage difference from the primary policy. The coverage shall also apply to automobile liability.
10.4 Workers’ Compensation/Employers Liability - Contractor shall comply with the applicable sections of the California Labor Code concerning workers' compensation for injuries on the job. Compliance is accomplished in one of the following manners:
10.4.1 Provide a copy of the permissive self-insurance certificate approved by the State of California; or
10.4.2 Secure and maintain in force a policy of workers' compensation insurance with statutory limits and Employer's Liability Insurance with a limit of one million dollars ($1,000,000) per accident. The policy shall be endorsed to waive all rights of subrogation against City, its directors, commissioners, officers, employees, and volunteers for losses arising from performance of this Agreement or
10.4.3 If Contractor has no employees, it may certify or warrant to the City that it does not currently have any employees or individuals who are defined as “employees” under the Labor Code, and the requirement for Workers’ Compensation coverage will be waived by completing the waiver form provided by the City.
10.5 If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
10.6 Each insurance policy included in this clause shall be endorsed to state that coverage shall not be cancelled except after thirty (30) days prior written notice to City.
10.7 Insurance shall be placed with insurers with an A.M. Best rating of no less than A-VIII. Any self-insured retention or deductible in excess of $25,000 must be approved in advance by the City. Any policies written on a claims-based basis must include a minimum of a 3-year tail.
10.8 Prior to the commencement of performance, Contractor shall furnish City with a certificate of insurance for each policy. Each certificate is to be signed by a person authorized by that insurer to evidence coverage on its behalf. The certificate(s) must be in a form approved by City. City may require complete, certified copies of any or all policies upon request.
10.9 Failure to maintain required insurance at all times shall constitute a default and material breach. In such event, Contractor shall immediately notify City and cease all performance under this Agreement until further directed by the City. In the absence of satisfactory insurance coverage, City may, at its option: (a) procure insurance with collection rights for premiums, attorney's fees, and costs against Contractor by way of set-off or recoupment from sums due to Contractor, at City's option; (b) immediately terminate this Agreement and seek damages from the Agreement resulting from said breach; or (c) self-insure the risk, with all damages and costs incurred, by judgment, settlement or otherwise, including attorney's fees and costs, being collectible from Contractor, by way of set-off or recoupment from any sums due to Contractor.
11.0 GENERAL TERMS AND CONDITIONS.
11.1 INDEPENDENT CONTRACTOR.
11.1.1 It is understood that in the performance of the services herein provided for, Contractor shall be, and is, an independent contractor, and is not an agent, officer or employee of City and shall furnish such services in its own manner and method except as required by this Agreement, or any applicable statute, rule, or regulation. Further, Contractor has and shall retain the right to exercise full control over the employment, direction, compensation and discharge of all persons employed by Contractor in the performance of the services hereunder. City assumes no liability for Contractor’s actions and performance, nor assumes responsibility for taxes, bonds, payments, or other commitments, implied or explicit, by
or for Contractor. Contractor shall be solely responsible for, and shall indemnify, defend and save City harmless from all matters relating to the payment of its employees, subcontractors and independent contractors, including compliance with social security, withholding and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.
11.1.2 Contractor acknowledges that Contractor and any subcontractors, agents or employees employed by Contractor shall not, under any circumstances, be considered employees of the City, and that they shall not be entitled to any of the benefits or rights afforded employees of City, including, but not limited to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers' compensation insurance benefits.
11.2 CONTRACTOR NOT AGENT. Except as the City may authorize in writing, Contractor and its subcontractors shall have no authority, express or implied, to act on behalf of or bind the City in any capacity whatsoever as agents or otherwise.
11.3 OWNERSHIP OF WORK. All documents and materials furnished by the City to Contractor shall remain the property of the City and shall be returned to the City upon termination of this Agreement. All reports, drawings, plans, specifications, computer tapes, floppy disks and printouts, studies, memoranda, computation sheets, and other documents prepared by Contractor in furtherance of the work shall be the sole property of City and shall be delivered to City whenever requested at no additional cost to the City. Contractor shall keep such documents and materials on file and available for audit by the City for at least three (3) years after completion or earlier termination of this Agreement. Contractor may make duplicate copies of such materials and documents for its own files or for such other purposes as may be authorized in writing by the City.
11.4 CORRECTION OF WORK. Contractor shall promptly correct any defective, inaccurate or incomplete tasks, deliverables, goods, services and other work, without additional cost to the City. The performance or acceptance of services furnished by Contractor shall not relieve the Contractor from the obligation to correct subsequently discovered defects, inaccuracy, or incompleteness.
11.5 RESPONSIBILITY FOR ERRORS. Contractor shall be responsible for its work and results under this Agreement. Contractor, when requested, shall furnish clarification and/or explanation as may be required by the City, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Contractor occurs, then Contractor shall, at no cost to City, provide all necessary design drawings, estimates and other Contractor professional services necessary to rectify and correct
the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction.
11.6 WAIVER. The City's waiver of any term, condition, breach, or default of this Agreement shall not be considered to be a waiver of any other term, condition, default or breach, nor of a subsequent breach of the one waived. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance.
No waiver of any provision of this Agreement shall be effective unless in writing and executed by a duly authorized representative of the party against whom enforcement of a waiver is sought.
11.7 SUCCESSORS. This Agreement shall inure to the benefit of, and shall be binding upon, the parties hereto and their respective heirs, successors, and/or assigns.
11.8 NO ASSIGNMENT. Contractor shall not assign or transfer this Agreement or any rights hereunder without the prior written consent of the City and approval by the City Attorney, which may be withheld in the City's sole discretion. Any unauthorized assignment or transfer shall be null and void and shall constitute a material breach by the Contractor of its obligations under this Agreement. No assignment shall release the original parties from their obligations or otherwise constitute a novation.
11.9 COMPLIANCE WITH LAWS. Contractor shall comply with all Federal, State, County and City laws, ordinances, rules and regulations, which are, as amended from time to time, incorporated herein and applicable to the performance hereof. Violation of any law material to performance of this Agreement shall entitle the City to terminate the Agreement and otherwise pursue its remedies. Further, if the Contractor performs any work knowing it to be contrary to such laws, rules, and regulations Contractor shall be solely responsible for all costs arising therefrom.
11.10 ATTORNEY'S FEES. If any action at law or in equity is brought to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs, and necessary disbursements in addition to any other relief to which such party may be entitled.
11.11 INTERPRETATION.
11.11.1 Applicable Law. This Agreement shall be deemed an agreement and shall be governed by and construed in accordance with the laws of the State of California. Contractor agrees that the State and Federal courts which sit in the State of
California shall have exclusive jurisdiction over all controversies and disputes arising hereunder, and submits to the jurisdiction thereof.
11.11.2 Entire Agreement. This Agreement, including any exhibits attached hereto, constitutes the entire agreement and understanding between the parties regarding its subject matter and supersedes all prior or contemporaneous negotiations, representations, understandings, correspondence, documentation, and agreements (written or oral).
11.11.3 Written Amendment. This Agreement may only be changed by written amendment executed by Contractor and the City Administrator or other authorized representative of the City, subject to any requisite authorization by the City Council. Any oral representations or modifications concerning this Agreement shall be of no force or effect.
11.11.4 Severability. If any provision in this Agreement is held by any court of competent jurisdiction to be invalid, illegal, void, or unenforceable, such portion shall be deemed severed from this Agreement, and the remaining provisions shall nevertheless continue in full force and effect as fully as though such invalid, illegal, or unenforceable portion had never been part of this Agreement.
11.11.5 Order of Precedence. In case of conflict between the terms of this Agreement and the terms contained in any document attached as an Exhibit or otherwise incorporated by reference, the terms of this Agreement shall strictly prevail. The terms of the City’s Request for Proposals shall control over the Contractor’s Proposal.
11.11.6 Construction. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
11.12 TIME OF ESSENCE. Time is strictly of the essence of this agreement and each and every covenant, term, and provision hereof.
11.13 AUTHORITY OF CONTRACTOR. The Contractor hereby represents and warrants to the City that the Contractor has the right, power, legal capacity, and authority to enter into and perform its obligations under this Agreement, and its execution of this Agreement has been duly authorized.
11.14 ARBITRATION OF DISPUTES. Any dispute for under $25,000 arising out of or relating to the negotiation, construction, performance, non-performance,
breach, or any other aspect of this Agreement, shall be settled by binding arbitration in accordance with the Commercial Rules of the American Arbitration Association at Los Angeles, California and judgment upon the award rendered by the Arbitrators may be entered in any court having jurisdiction thereof. The City does not waive its right to object to the timeliness or sufficiency of any claim filed or required to be filed against the City and reserves the right to conduct full discovery.
11.15 NOTICES. Any notice or demand to be given by one party to the other must be given in writing and by personal delivery or prepaid first-class, registered or certified mail, addressed as follows. Notice simply to the City of Vernon or any other City department is not adequate notice.
If to the City:
City of Vernon
Attention: Daniel Wall, Director of Public Works
4305 Santa Fe Avenue
Vernon, CA 90058
If to the Contractor:
Universal Building Maintenance, LLC dba Allied Universal Janitorial Services Attention: Mark Olivas, President
300 Pasadena Ave
South Pasadena, CA 91030
Any such notice shall be deemed to have been given upon delivery, if personally delivered, or, if mailed, upon receipt, or upon expiration of three (3) business days from the date of posting, whichever is earlier. Either party may change the address at which it desires to receive notice upon giving written notice of such request to the other party.
11.16 NO THIRD PARTY RIGHTS. This Agreement is entered into for the sole benefit of City and Contractor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right or remedy in, under, or to this Agreement.
11.17 TERMINATION FOR CONVENIENCE (Without Cause). City may terminate this Agreement in whole or in part at any time, for any cause or without cause, upon fifteen (15) calendar days' written notice to Contractor. If the Agreement is thus terminated by City for reasons other than Contractor's failure to perform its obligations, City shall pay Contractor a prorated amount based on the services satisfactorily completed and accepted prior to the effective date of termination. Such payment shall be Contractor's exclusive remedy for termination without cause.
11.18 DEFAULT. In the event either party materially defaults in its obligations hereunder, the other party may declare a default and terminate this Agreement by written notice to the defaulting party. The notice shall specify the basis for the default. The Agreement shall terminate unless such default is cured before the effective date of termination stated in such notice, which date shall be no sooner than ten (10) days after the date of the notice. In case of default by Contractor, the City reserves the right to procure the goods or services from other sources and to hold the Contractor responsible for any excess costs occasioned to the City thereby. Contractor shall not be held accountable for additional costs incurred due to delay or default as a result of Force Majeure. Contractor must notify the City immediately upon knowing that non-performance or delay will apply to this Agreement as a result of Force Majeure. At that time Contractor is to submit in writing a Recovery Plan for this Agreement. If the Recovery Plan is not acceptable to the City or not received within 10 days of the necessary notification of Force Majeure default, then the City may cancel this order in its entirety at no cost to the City, owing only for goods and services completed to that point.
11.19 TERMINATION FOR CAUSE. Termination for cause shall relieve the terminating party of further liability or responsibility under this Agreement, including the payment of money, except for payment for services satisfactorily and timely performed prior to the service of the notice of termination, and except for reimbursement of (1) any payments made by the City for service not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by the City in obtaining substitute performance. If this Agreement is terminated as provided herein, City may require, at no additional cost to City, that Contractor provide all finished or unfinished documents, data, and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request.
11.19.1 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
11.20 MAINTENANCE AND INSPECTION OF RECORDS.
The City, or its authorized auditors or representatives, shall have access to and the right to audit and reproduce any of the Contractor's records to the extent the City deems necessary to insure it is receiving all money to which it is entitled under the Agreement and/or is paying only the amounts to which Contractor is properly entitled under the Agreement or for other purposes relating to the Agreement.
The Contractor shall maintain and preserve all such records for a period of at least three (3) years after termination of the Agreement.
The Contractor shall maintain all such records in the City of Vernon. If not, the Contractor shall, upon request, promptly deliver the records to the City of Vernon or reimburse the City for all reasonable and extra costs incurred in conducting the audit at a location other than the City of Vernon, including, but not limited to, such additional (out of the City) expenses for personnel, salaries, private auditors, travel, lodging, meals, and overhead.
11.21 CONFLICT. Contractor hereby represents, warrants, and certifies that no member, officer, or employee of the Contractor is a director, officer, or employee of the City of Vernon, or a member of any of its boards, commissions, or committees, except to the extent permitted by law.
11.22 HEADINGS. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
11.23 ENFORCEMENT OF WAGE AND HOUR LAWS. Eight hours labor constitutes a legal day's work. The Contractor, or subcontractor, if any, shall forfeit twenty-five dollars ($25) for each worker employed in the execution of this Agreement by the respective Contractor or subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Sections 1810 through 1815 of the California Labor Code as a penalty paid to the City; provided, however, work performed by employees of contractors in excess of 8 hours per day, and 40 hours during any one week, shall be permitted upon compensation for all hours worked in excess of 8 hours per day at not less than 1½ times the basic rate of pay.
11.24 EQUAL EMPLOYMENT OPPORTUNITY PRACTICES. Contractor certifies and represents that, during the performance of this Agreement, it and any other parties with whom it may subcontract shall adhere to equal employment opportunity practices to assure that applicants, employees and recipients of service are treated equally and are not discriminated against because of their race, religion, color, national origin, ancestry, disability, sex, age, medical condition, sexual orientation or marital status. Contractor further certifies that it will not maintain any segregated facilities. Contractor further agrees to comply with The Equal Employment Opportunity Practices provisions as set forth in Exhibit “C”.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Commencement Date stated on the cover page.
City of Vernon, a California charter City
and California municipal corporation
By: ____________________________
Daniel Calleros,
Interim City Administrator
Universal Building Maintenance, LLC dba
Allied Universal Janitorial Services, a limited
liability company
By:
Name:
Title:
ATTEST:
_______________________________
Yonnie Parker, Deputy City Clerk
By:
Name:
Title:
APPROVED AS TO FORM:
_______________________________
Zaynah N. Moussa, City Attorney
EXHIBIT A
CONTRACTOR'S PROPOSAL
A Partnership with
RFP for Janitorial Services
Allied Universal Janitorial Services – Confidential 2
TABLE OF CONTENTS
EXECUTIVE SUMMARY........................................................................................4 VALUES 5
SERVICE MAP 5
COMPANY HISTORY 6
PROOF OF INSURANCE 7
MANAGEMENT TEAM ..........................................................................................8 PERSONNEL .........................................................................................................10 EMPLOYEE SCREENING 10
EMPLOYEE BENEFITS 11
ALLIED UNIVERSAL | EDGE® TRAINING ............................................................13 GREEN CLEANING PROGRAM............................................................................15 CLEANING SUPPLIES 16
EQUIPMENT LIST 16
QUALITY ASSURANCE PROGRAM.....................................................................17 TRANSITION PLAN...............................................................................................19 FEES & COSTS .....................................................................................................20 PRICING ESCALATIONS ......................................................................................23 ABILITY OF PROPOSER TO PERFORM / REFERENCES...................................24 CONTRACTS COMPLETED 25
AFFIDAVIT OF NON-COLLUSION........................................................................26 Allied Universal Janitorial Services – Confidential 3
November 21, 2024
Daniel Wall
4305 Santa Fe Avenue
Vernon, CA 90058
Dear Mr. Wall,
Thank you for the opportunity to present our proposal to the City of Vernon. Over the last three years, we have sincerely appreciated the City of Vernon valued business in providing cleaning services to all City buildings. The Allied Universal® team is committed to continuing to deliver a janitorial program specific to the City’s needs. Our relationships with our employees and clients are at the heart of everything we do. The solutions presented in this proposal are designed to provide additional value and help you meet your goals.
Universal Building Maintenance, LLC d/b/a Allied Universal Janitorial Services currently works with many Southern California municipalities, including the City of Los Angeles, City of Inglewood, City of Riverside, County of Los Angeles, and the County of Orange. Each of these accounts has multiple locations throughout their geographic boundaries, with some including up to 70 locations.
Furthermore, Allied Universal understands the varying demands and constantly changing cleaning schedules that each location requires. Allied Universal will take this knowledge, and our capacity to provide all resources necessary, to provide exceptional service levels throughout the City of Vernon. With streamlined schedules and increased efficiency of our cleaning staff, you will find that Allied Universal is There for You®.
We are committed to providing all equipment, training, personnel, and supplies, as outlined in the RFP document, to deliver exceptional janitorial services. Allied Universal Janitorial Services is a part of Allied Universal®, the largest private security company in the world. With this financial backing, our team delivers phenomenal cleaning services with the care and access to senior management typically found at boutique firms. We have been in business since 1965 and are registered with the Department of Industrial Relations in accordance with the Property Service Workers Protection Act, CA Labor Code 1420 – 1434. Our proposal remains valid for ninety (90) days from the date of this letter.
We sincerely appreciate the City’s valued business and the opportunity to present a bid for continued services. Our commitment to the City of Vernon’s complete satisfaction of services will be proven day in and out. We look forward to meeting with you to discuss our overall plan and introduce our team.
Should you have any questions or need clarification, please do not hesitate to contact us.
Sincerely,
Mark E. Olivas Joel Feeser
President Sales & Marketing Manager
(626) 310-8000 (562) 708-2158
[email protected] [email protected]
Corporate Address:
450 Exchange
Irvine, CA 92602
Business Address:
300 Pasadena Ave.
South Pasadena, CA 91030
Phone: (626) 310-8000
Web: www.aus.com
Allied Universal Janitorial Services – Confidential 4
EXECUTIVE SUMMARY
Allied Universal® is uniquely capable and personally committed to delivering exceptional quality service to exceed your expectations. Our team realizes that customer service and customer satisfaction are the number one priority. The “WOW” factor should be experienced at every point of contact, and your customers should expect nothing less from their janitorial partner.
Allied Universal® has thoroughly reviewed and analyzed the criteria required to clean your account. We have a full understanding of the scope of work and expectations. Our enclosed proposal has been customized to provide you with a blueprint to ensure value and quality cleaning solutions.
OPERATING HIGHLIGHTS
Allied Universal® will implement the following to ensure the janitorial program exceeds your expectations for service and quality:
Proactive Management - Support throughout the area with outstanding and experienced management personnel.
Transparent Communication - Open communication is the foundation for a true partnership with 24 hrs./day availability and Quarterly Business Reviews (QBRs) to ensure excellent service delivery.
Training and Development - Provide comprehensive proprietary employee training through Allied Universal | EDGE® program, including bi-monthly safety training modules.
Technology - Provide the latest in technology solutions to enhance your janitorial program.
Quality Assurance - Provide a cloud-based inspection and periodic scheduling program that retain your account’s unique specifications, floor work frequencies, and validation of services.
COVID-19 Disinfecting Cleaning Innovations - Provide latest cleaning innovations in the industry including the Electrostatic sprayers and SCJohnson TruShot Disinfecting products.
Transition and Start-Up - Ensure a seamless transition of services through regular meetings, site visits with tenants, detailed checklists and accountability through entire process.
Because we believe in developing strong partnerships with our clients, we will continue to be immersed in your culture and as dedicated to your program as you are. Allied Universal® has positioned itself as the janitorial provider of choice in your area. We've made an extensive investment in our local management team, which represents the key differentiator between Allied Universal® and our competitors. We do our job, so you can do yours.
Our team is responsible for cleaning high rise office; corporate campuses; government facilities; educational institutions; medical office buildings; industrial buildings; high-rise residential; shopping centers; and LEED certified buildings across the country. Our vast knowledge is invaluable to a seamless transition and immediate enhancement of services at your project.
Allied Universal Janitorial Services – Confidential 5
VALUES
SERVICE MAP
Allied Universal Janitorial Services – Confidential 6
COMPANY HISTORY
In 1965, Universal Services of America began with one idea in mind – to provide unmatched services and solutions for their clientele. Originally started as a janitorial services company serving Southern California, Universal branched out into security in 1977 and operated in both the janitorial and security industries for over a decade, until the janitorial division was sold in 1989. In 2008, Universal reintroduced Universal Building Maintenance, an all-green, environmentally focused version of the original janitorial company. In 2016, Universal Services of America merged with AlliedBarton Security Services. With the merger, Universal Building Maintenance rebranded to become Allied Universal Janitorial Services in the same year.
Allied Universal Janitorial Services currently offers one of the most expansive green cleaning programs available. Allied Universal currently employs over 8,000 cleaning professionals throughout 37 states, who clean over 350 million square feet of commercial buildings; municipalities; corporate campuses; medical office buildings; banks; luxury retail centers; and more. Allied Universal is a proud member of the U.S. Green Building Council and is ISSA CIMS Green-Building certified with Honors. Current revenue tops $320 million annually.
Company Name:
Universal Building Maintenance, LLC dba Allied Universal Janitorial Services, est. 1965 www.AUS.com/Janitorial-Services
Executive Leadership
Steve Jones, Chief Executive Officer
Mark E. Olivas, President
Corporate Headquarters
450 Exchange, Irvine, CA 92612
TRADE ASSOCIATIONS:
Building Owners and Managers Association BOMA
International Facility Managers Association IFMA
Institute of Real Estate Management IREM
National Association of Industrial and Office Properties NAIOP
INDUSTRY RECOGNITION:
Allied Universal takes pride in how we treat our employees. We consistently rank as one of the top places to work.
Allied Universal Janitorial Services – Confidential 7
PROOF OF INSURANCE
Allied Universal Topco, LLC
450 Exchange
Irvine, CA 92612
Allied Universal Janitorial Services – Confidential 8
MANAGEMENT TEAM
We attribute our continued success to the ongoing development and retention of our management teams.
This aspect sets us apart from our competition. All of our managers and supervisors have several years of experience within the building maintenance industry and have a reputation for providing outstanding customer service.
Jason Stapleton - Regional Vice President
Mr. Stapleton began his career in 1994 at Universal City Walk where he attained the position of Assistant General Manager. Jason left Property Management in 1996 to become the Project Manager for The Trans America Center in Los Angeles with International Service Systems (ISS/One Source). Mr. Stapleton was considered one of the brightest young talents within ISS and was soon promoted to Project Manager for one of the largest commercial high rise office projects in Southern California, Wells Fargo Center which set the foundation for his career in the Service Industry. Jason left ISS in 2000 to partner up with another entrepreneur and started a non-union janitorial company based in Orange County. Mr. Stapleton returned to One Source in 2002 as the Project Manager for 601 South Figueroa and was soon promoted to Operations Manager and then District Manager in 2004.
As the District Manager of the largest portfolio in California, Jason was responsible for over 18 million dollars in annual revenues and served the largest landlord on the West Coast. Jason was instrumental in implementing and managing an extremely successful performance-based cleaning program that assisted in the sale of ninety percent of the entire Equity Office Portfolio in the State of California. The program was a groundbreaking event in the Los Angeles cleaning industry and resulted in a 30% savings to his clients while maintaining extremely high cleaning standards. As a result of the success of the program, Jason was sent to New York, New Jersey and Long Island to train other Operators on a program that was developed and launched by him and Mark Olivas. Jason attended both Glendale Community College and California State Northridge.
Miguel Hernandez – Regional Supervisor/Operations
Mr. Hernandez began his career with Allied Universal in 2008 working as a night cleaner in Orange County.
With his hard work ethic, Miguel quickly was promoted to Day Porter after moving his family to Los Angeles.
Miguel worked as a Lead Day Porter for South Bay Center in Gardena. After 7 years as a Day Porter, including work for the City of Burbank, Miguel was promoted again to Project Supervisor for Central City East Association (CCEA), a Business Improvement District located in the heart of Skid Row. Miguel managed the pressure washing and street cleaning contract for the area including Skid Row and East Downtown Los Angeles. Miguel’s management skills were tested as he had to manage 12 employees and provide cleaning of business storefronts throughout Skid Row, dealing with business owners as well as the homeless and mentally ill population.
In 2018, and after successful project oversight at CCEA, Miguel was promoted to Day Porter supervisor for all Allied Universal accounts in the Greater Los Angeles area. Miguel’s responsibilities included handling all call-offs, absence replacement, training, supervision, disciplinary actions, and coaching of day porters.
Mr. Hernandez also currently manages Allied Universal’s Pressure Washing and specialized Floors/Metal/Stone division that includes diamond honing for marble floors, grout restoration, and concrete polishing and resurfacing. Miguel holds a certification in Floor Care by Waxie Sanitary Supply and is pursuing a career in Facility Maintenance & Management.
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Miguel Alferez – Account Manager – City of Vernon
Mr. Hernandez is currently the Account Manager and main point of contact for the City of Vernon. Allied Universal would continue to have Miguel as the main point of contact, adding additional supervision/support where required. His complete resume is included below.
Miguel Angel Alferez Gutierrez
P.O. Box 2327 Twenty-nine Palms, CA. 92277
[email protected]
Career Objective: To utilize my training and skills, while making a significant contribution to the organization.
Employment History
Janitorial District & Operations Manager for Municipalities 10/2018- present • Oversee the custodial operation of the facilities for City of Los Angeles and City of Vernon • Respond to emergencies 24/7.
• Assign, review and evaluate the work performed by the custodial staff. • Monitoring of City compliance and reach target date to completion. • Assist on set up and break downs for city events.
Environmental Services (EVS) Supervisor at Dignity Health Hospital, Long Beach 9/2013 - 9/2016 • Supervise, plan, coordinate the facility operations to improve efficiency and productivity. • Responsible for staff development in areas such safety and performance, compliance with infection prevention programs.
• Identify and resolve project issues.
• Proficient with cleaning chemicals and safety requirements for regular and terminal cleaning. • Support all departments of the Medical Center (ICU, LD, CCU, Trauma unit) • Clean, disinfect and prepare OR Rooms with all the clinical implements (Surgical pack instruments, oxygen tanks, biofluid aspiration systems to be used during surgery)
Janitorial Operations Manager at EQ Office 11/1996 - 9/2018 • Oversee 2.5 million Sf of office Space in Los Angeles and Orange Counties • Responsible for executing janitorial scope of work for all tenants based on their lease contracts. • Bid, negotiate and manage conformity with vendor contracts in accordance with EQ requirements. • Participate in client team meetings.
• Foster positive relationships with tenant and external clients • Develop operating and capital budgets, track variances. • Develop comprehensive monthly inspection process for properties.
Additional Skills
★ Problem Solving/Analysis, Leadership, Customer/Client focus, Teamwork orientation. ★ Fluent English Spanish
Education
• Currently taking classes for sign language via LAPL online. • High School – Diploma (August 2019)- Bright Horizons
• Basic Life Support – Certificate (November 2018)- Red Cross Santa Monica CA • Accounting /bookkeeping – Certificate (July 1995) Technical Institute Roosevelt CDMX Volunteer work
• LUCES (Latinos Unidos contra el SIDA) 2001-2007 worked as outreach ambassador in the Pico Union Area to get the Latino Community Tested for HIV and STDs at the Monsenor Romero Clinic. • Algalita 2010-2013– Marine Research Education- Beach cleaning/trash collection and community education.
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PERSONNEL
Allied Universal believes its employees are the foundation in delivering exceptional cleaning services. It all starts with exceptional talent; hiring only the best, most qualified cleaning professionals. We then provide them with proper training through Allied Universal’s “7 Steps To Success” and support them with the latest technology and equipment to perform their tasks effectively and efficiently. Finally, we ensure the work is completed to your standards by employing experienced
supervisors to oversee all cleaning professionals. By holding our cleaning professionals accountable, we are able to
proactively address quality concerns.
We offer our employees competitive pay wages and
comprehensive health benefit packages to foster a healthy, productive work environment.
EMPLOYEE SCREENING
Application Review and Assessment
Careful analysis focuses on employment history and stability, and on experience/qualifications specific to the job opening.
Interviews
Initial interview assesses punctuality and appearance and clarifies points of the candidate’s application. Multiple interviews may be conducted. Candidate progressing beyond this level attend our orientation program.
Electronic I-9
Employment verification is completed to present proof of eligibility to work in the U.S.
Management Testing
May involve the use of one or more behavioral assessment tools to help assess candidates’ management abilities, drive, maturity and people skills, and evaluate whether they are a good fit for the specific position.
Background Checks
Prior to being assigned to a project, and per contract requirements, employees undergo a background check. Where required, fingerprints are taken and submitted to the appropriate law enforcement agency for a detailed criminal background investigation.
Statewide criminal checks are also conducted as needed.
Pre-employment Drug Testing
Oral ten-panel drug tests are completed prior to assignment for all applicants. Lab urinalysis testing is available at an additional charge.
Education and Employment Verification
If the contract requires education and/or employment verifications, these services can be completed for a nominal fee.
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RECRUITING
Thanks to our broad-spectrum recruiting resources, stringent screening and hiring process, and reputation for attracting top-quality professionals, we can quickly identify and place high-performing cleaning personnel for your account. Some of the recruitment resources we use: jobs.aus.com; promotions and employee referrals; universities and schools; former military/reservists, job fairs and open houses; and professional organizations.
We have a team of full-time recruiters that keep a pipeline of potential cleaners. This allows us to staff our accounts quickly when a permanent employment opportunity arises or when we need to fill a temporary position if an employee is sick or on vacation.
ABSENCE COVERAGE
Allied Universal Janitorial Services requires that each employee give their supervisor a minimum 4 hour notice before the start of their shift if they are not able to report to work. A replacement person is then called immediately to cover the absentee’s shift.
Our pool of employees is properly trained on green cleaning process and safety measures to staff any open position. This will assist in reducing the amount of training time that is spent on replacement workers’ understanding of cleaning procedures when they arrive to work.
EMPLOYEE BENEFITS
Medical Insurance
Medical plans offered to benefit-eligible employees through payroll deduction and/or client contribution. Benefits offered pursuant to eligibility requirements/policy. Detail regarding coverage costs is available. Estimates in proposal based on proposed/evolving regulations; plan structure; estimated participation.
Dental and Vision Insurance
Quality dental insurance and Vision Service Plan offered to all benefit-eligible employees.
Disability, Life, and Accident Insurance
• Benefit-eligible employees have the ability to participate in a Disability Insurance Plan. • AD&D insurance and $10,000 basic life insurance available to employees. • Accident insurance through MetLife offered to benefit-eligible employees.
Paycard
Employees have option to receive their pay through direct deposit or a cash paycard (where permitted by law). Paycards allow immediate access to wages without to incurring check cashing fees.
Commuter Benefits Program
Transit and parking funds deductible via payroll (pre-tax basis) offered to benefit-eligible employees.
401(k)
Employees eligible to enroll anytime following six months of full-time employment.
Holidays*
Janitorial personnel receive time-and-a-half pay when working these holidays: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Allied Universal Janitorial Services – Confidential 12
Labor Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If coverage is required for your building on any of these days, it will be billed outside of the monthly contracted rate. Coverage on these days will be at a rate of time and one half. Allied Universal follows all state laws regarding overtime and pays time and one half for all hours worked over 8 in one work day or over 40 in one work week.
Employee Assistance Program and Legal Services
An employee assistance program and legal service is available to employees.
PerkSpot
Fringe benefits available exclusively to our employees for personal use (e.g., discounts on fitness memberships, cellular phone plans, retail merchandise and credit union access).
NOTE: Allied Universal reserves the right to change, amend or terminate the benefits programs and its options at any time.
*Observed holidays may vary by region. Please confirm observed holidays based on your project’s location.
ELECTRONIC TIMEKEEPING (ETK)
Cleaning professionals need to be on time, every time. This is not an element of janitorial services that you and your team should ever need to think about. You need high quality cleaning professionals committed to being on time, and automated procedures that ensure schedules are easily managed. The result is seamless janitorial program management, and area supervisors who are instantly notified of schedule gaps so they can ensure uninterrupted coverage.
Allied Universal’s automated real-time, schedule monitoring system, TeamTime, captures the arrival and departure times, including meal breaks, of cleaning professionals to deliver precise timekeeping, reduced administrative activities, and ensure accurate employee payroll. Employees utilizes a company-provided phone and call a toll-free number, which will verify the location of the caller to ensure they are onsite. Calls must be made from the company-approved/verified phone, or the employee will be unable to clock in.
The TeamTime program provides the following benefits:
• Reduced payroll discrepancies
• Increased employee satisfaction
• Increased client satisfaction with reduced employee turnover
UNIFORM PROGRAM
The appearance of our employees is a direct reflection of our organization along with our partners. Therefore, we make sure our staff is professionally manicured and outfitted with quality uniforms. We provide each employee with five sets of uniforms to ensure that our crews look professional and have a clean set of uniforms each day.
We have an extensive selection of uniforms that will satisfy ownership requirements of the property.
Employees are required to always wear their uniforms and identification badges while on the property.
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ALLIED UNIVERSAL | EDGE® TRAINING
Allied Universal will offer management training and tracking through EDGE®. This online video-based training program allows training on the following topics to be accurately recorded and reported. Allied Universal’s President and Regional Vice President will be able to track individuals through initial, specialty, and refresher training, verify compliance, and discuss training status with you at any time. The compliance tracker monitors requirements by service location, as well as any state or local regulations. This ensures that Allied Universal’s employees are always the best trained and fully prepared to tackle any challenge.
Training Topics for Project Manager & Building Supervisors • Communications & Public Speaking Professionalism & Ethics • Preventing Discrimination & Harassment Emergency Procedures • Principles of Leadership Effective Listening
• Managing Conflict Customer Service
• Personal Safety Teamwork
Upon completion of each module, employees receive a Certificate of Completion for their file.
TRAINING PROGRAM
Allied Universal Janitorial Services provides an exceptional training program for all of its employees. It begins with an initial orientation, and continues with monthly and quarterly training to comply with all local, state, and federal requirements. All cleaning professionals complete our extensive training program, which includes 8 hours of comprehensive training before starting work.
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SAFETY TRAINING MODULES
In addition to initial and onsite training, Allied Universal employees also complete the following safety training modules annually.
Safety Training Topics through EDGE
• Safety Inspections First Aid
• General Safety Rules Reporting Injuries or Property Damage • Use of Personal Protective Equipment Accident Investigation • Chemical HazComm Return to Work and Modified Duty
• Safety Data Sheets Hand Tools
• Slip, Trips, and Falls Confined Spaces
• Safe Lifting Lockout/Tagout
• Ladder Safety Hearing Conservation
• Bloodborne Pathogens (Universal Precautions) Respiratory Protection • Asbestos Awareness Heat Stress
• Workplace Violence Electric Power Tool Precautions
• Emergency Procedures Sexual Harassment Training
GREEN CLEANING PROGRAM
Allied Universal Janitorial Services understands the importance of first impressions and wants your company to succeed on every level. Every building we clean is done in an environmentally-preferred way, utilizing green cleaning processes, chemicals and equipment. Our commitment to the environment cuts down on waste and advocates a healthy workplace, which saves your business money. We are a proud member of the U.S. Green Building Council and recently received CIMS - Green Building Certification.
The International Sanitary Supply (ISSA) awarded Allied Universal the highest honor you can achieve in the cleaning industry, CIMS - Green Building Certification, with Honors. This honor is difficult to achieve and there are less than 200 maintenance contractors in the country that have achieved this award. To achieve certification, our organization went through a comprehensive assessment and we had to demonstrate first hand compliance of the CIMS elements.
All CIMS assessments are performed by an
ISSA-accredited third party assessor. The
assessor reviews written documentation
supporting compliance with the requirements
described in CIMS' five core sections and
conducts a comprehensive on-site review of the
applicant’s systems, processes and
documentation to ensure compliance. The
assessor also visits individual customer
accounts or locations to ensure that the
organization’s activities are consistent with the
documented systems and processes.
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Compliance with the standard shows that a cleaning organization has the systems in place to deliver consistent, professional services designed to meet customer needs and expectations and is prepared to deliver a comprehensive green-cleaning program based on LEED EB green cleaning criteria.
CLEANING SUPPLIES
Allied Universal is committed to using only the best, most efficient, and environmentally-friendly cleaning solutions. This commitment is made to our clients, as well as the cleaning professionals who we rely on to provide a clean and fresh work environment each and every day. We have partnered with SC Johnson Professional® with the TruShot™ 2.0 Mobile Dispensing System.
No Mixing | No Measuring | No Stopping
The TruShot 2.0™ Mobile Dispensing System
keeps crews moving with the patented spray-andwipe cleaning system that provides optimized dilution delivery. Its fully intuitive design will have cleaning crews using it in minutes.
• High Output Trigger - delivers 1.0CC of
diluted solution
• Rugged Bottle Construction - withstands
6ft drop test
• Durable Trigger Sprayer - lasts up to
250,000 trigger pulls
EQUIPMENT LIST
Allied Universal Janitorial Services provides our employees with exceptional equipment to get the job done.
We believe that a well-structured training program coupled with the most technically advanced cleaning equipment produces a healthier, cleaner, and more welcoming building for your clients and employees.
Allied Universal may utilize the following equipment to complete all cleaning tasks required. • ProTeam Super Coach Pro® HEPA Vacs Advance upright HEPA Vacuums • 3M™ Easy Trap Duster System 3M™ Easy Scrub Flat Mop System • Waxie Floor machines, low/high-speed Burnishers
• Autoscrubbers 20 gal. Wet/Dry vacuum
• Carpet cleaning extractors (Noah/CFR) Pressure Washers • Brooms Wet Floor Signs
• Microfiber towels Corner/grout brushes
• Deck brushes Microfiber extension dusters
• Floor Machine pads Mr. Clean Magic Erasers
• Mop buckets and ringers Squeegees
• Trash barrels Toilet bowl brushes
• Tool caddies for barrels Cotton and nylon mops
• Personal Protective Equipment – Rubber gloves, eye glasses Allied Universal Janitorial Services – Confidential 17
All cleaning tools and equipment utilized by Allied Universal’s cleaning professionals are employed to meet LEED and CIMS standards.
QUALITY ASSURANCE PROGRAM
Allied Universal provides an exemplary quality assurance program. It begins with a well-trained, stable, and reliable work force, delivering consistent job performance and low employee turnover. Our Quality Assurance plan was created to make sure we are exceeding YOUR cleaning expectations, while allowing us to identify any service areas that may need improvement.
We deploy a proactive quality control plan with onsite visits from our management team. Supervision is a key element to an effective quality assurance program. In addition to the onsite supervisor, you will also be assigned an Account Manager who will provide additional supervision and support. They will perform on-site routine inspections based on your needs to ensure expectations are exceeded.
Allied Universal utilizes a cloud-based inspection and work order program that retains your account’s specific scope of work, floor work frequencies, and validation of services. The software provides detailed communication and transparency of quality control inspections and ad-hoc requests. Your Account Manager will have access your unique scope of work through the program on either their smartphone or tablet.
Inspections are performed multiple times per month and results are automatically emailed to the appropriate parties once an inspection is completed.
Allied Universal keeps a history of all inspections and allows for KPI reporting and historical trend analysis.
Pictures can be taken while at a facility to address other building service needs, including plumbing or electrical issues that need to be handled by a trained Engineer. The site contract who oversees the cleaning services will have access to the system with a login and password. All periodic schedules and inspections can be viewed at your convenience.
By tracking all inspections,
historical trends will take shape and
allow Allied Universal’s Account
Manager to identify areas that need
improvement, either by area, or by
type of service delivered. The
Account Manager can then provide
further training and coaching to
those employees. Allied Universal
sets its benchmark with a minimum
of 80% scores for all inspections.
Should any inspection fall below
this rating, email notifications are
automatically generated and sent to the Regional Vice President for review and an action plan is put in place to ensure KPIs increase upon the next inspection.
WORK TICKET PROCESS
Check on the status of an issue at any time by logging into your account. We track how fast it takes us to resolve issues and monitor our average response times to ensure we’re responding quickly.
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QUARTERLY BUSINESS REVIEWS (QBRs)
At the beginning of each month, we will meet with the night crew to recap the previous month’s performance, highlight successes, and address the areas that may need improvement. Periodically, our team will provide dinners for larger crews and recognize outstanding performance by exceptional cleaning professionals.
Allied Universal will also schedule QBRs that will review the following in detail:
• What successes transpired
• What challenges we faced and the solutions implemented • Recognize top performing cleaning professionals with awards • Review further training and development of the crew & identify goals You send an email to
our dedicated
address (or fill out a
quick form).
This automatically
creates a ticket and
assigns it to the right
person.
Our team gets the
request and makes
sure it’s taken care of
fast.
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TRANSITION PLAN
Allied Universal prides itself in smooth transitions as we begin new accounts. Our entire team goes to great lengths to ensure a smooth transition. The transition process typically begins at least 30 days prior to the start date of service. Details of the contract are reviewed upon award of services, and a startup team is placed in motion.
The team will be assigned responsibilities, and a transition checklist with tasks will be tailored for your account. The transition team leader will maintain the transition checklist and will be held accountable for ensuring all transition tasks are completed and nothing is missed during this busy time. Start and completion dates, deliverables and every resource we require will be maintained on this spread sheet and shared weekly with our facility or property manager to ensure they are in the loop with the progress of our transition.
The transition team will consist of personnel from the following departments:
• Operations Team
• Risk Management & Safety
• Training (FLS, Cleaning, Emergency Response)
• Human Resources
• Administration (Billing, payroll, purchasing)
Once everything is in place and we are ready to start, we visit all involved parties to go over their specific needs and details for cleaning their individual areas. By meeting with management before we start service, we avoid the service issues that you may encounter when switching janitorial providers. We feel this is one of the most important pieces of the process to ensure a seamless transition. The transition spread sheet and team leader will continue to keep our client contact informed until all items have been successfully completed.
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ABILITY OF PROPOSER TO PERFORM / REFERENCES
1. City of Los Angeles
Name: César Avalos, Department of General Services Custodial Services Division Address: 111 E. First Street, Rm 501, Los Angeles, CA
Contact: (213) 978-0404; [email protected]
Dates of Service: Oct. 2018 - Present
Allied Universal was awarded the contract for janitorial services in October 2018. The City of Los Angeles contract includes 2 separate districts within the City, East Los Angeles and South Los Angeles. The contract includes a total of over 70 buildings, including numerous libraries, maintenance yards, public work locations, administrative office buildings, police support offices, and community centers. The total cleaning area for the project is approx. 1 million square feet. Allied Universal’s contract includes a fulltime Project Manager who oversees and acts as its representative in all aspects of executing the contract.
Included in the contract are all restroom consumable supplies, which are also directly managed by the Project Manager. With over 70 employees directly related in the cleaning of the contract, Allied Universal provides an array of full-service janitorial cleaning including night and day cleaning services; window washing, hard floor surface refinishing, day porter services; carpet cleaning; etc.
2. City of Inglewood
Name: Dominique Ybarra, Sr. Facilities Manager
Address: 1 Manchester Blvd., Inglewood, CA 90301
Contact: (310) 912-9917; [email protected]
mailto:[email protected]
Dates of Service: Oct. 2021 - Present
Allied Universal was awarded the contract for janitorial services on October 1, 2021, the City of Inglewood contract includes 3 sections. The contract includes a total of over 23 buildings, including City Hall, library, maintenance yards, public work locations, administrative office buildings, police support offices, (6) community centers, and parks & recreation. The total cleaning area for the project is approx. 273,122 square feet.
Allied Universal’s contract includes a full-time Project Manager who oversees and acts as its representative in all aspects of executing the contract. Included in the contract are all restroom consumable supplies, which is also directly managed by the Project Manager. With over 26 employees directly related in the cleaning of the contract, Allied Universal provides an array of full-service janitorial cleaning including night and day cleaning services; window washing, hard floor surface refinishing, day porter services; carpet cleaning; pressure washing; etc.
3. City of Riverside
Name: Jason Bourbonnais, General Services Dept. Building Services Supervisor Address: 3900 Main Street, Riverside, CA
Contact: (951) 351-6255; [email protected]
Dates of Service: Oct. 2019 - Present
Allied Universal was awarded the contract for the City of Riverside, Citywide Janitorial Services in October 2019. The City contract includes a total of 43 buildings, including City Hall, Corporate Yard, eight (8) libraries, and Public Works and Utilities buildings throughout the City. The total cleaning area for the Allied Universal Janitorial Services – Confidential 25
project is approx. 480,000 square feet. Allied Universal’s contract includes an Account Manager who oversees and acts as its representative in all aspects of executing the contract. Allied Universal provides an array of full-service janitorial cleaning including night and day cleaning services; hard floor surface refinishing, day porter services; carpet cleaning; pressure washing; etc.
4. CBRE – Los Angeles Public Works Building
Name: Leo Kwan, Associate Real Estate Manager
Address: 1149 S. Broadway St., Los Angeles, CA
Contact: (213) 202-2674; [email protected]
Dates of Service: August 2008 - Present
Allied Universal was awarded the Public Works Building Los Angeles in August 2008. The building is approx. 600,000 square feet of multi-tenant office space for the Los Angeles Department of Public Works, Los Angeles Police Department administrative and detective offices, a forensic lab, and The Los Angeles Bureau of Street Lighting. Allied Universal provides an array of full service janitorial cleaning including night and day cleaning services; floor care; pressure washing; day porter services; window washing; carpet cleaning; etc.
CONTRACTS COMPLETED
1. City of Newport Beach
Name: Kyle Brodowski – Equipment Maintenance Superintendent Address: 100 Civic Center Drive, Newport Beach, CA
Contact: (949) 718-3464; [email protected]
Dates of Service: Oct. 2018 – Oct. 2022
Allied Universal was awarded the contract for janitorial services in October 2018 and completed the contract in Oct. 2022. The City of Newport Beach contract included a total of 22 buildings, with four libraries, City Civic Center building, ten community centers, one police station, a corporate yard, and a science center. The total cleaning area for the project is approx. 360,000 square feet. Allied Universal’s contract included a full-time Project Manager who oversaw and acted as its representative in all aspects of executing the contract. With over 13 employees directly related in the cleaning of the contract, Allied Universal provided an array of full-service janitorial cleaning including night and day cleaning services; window washing, hard floor surface refinishing, day porter services; carpet cleaning; etc.
Allied Universal held the contract for the full term, a total of three (3) years. The City was required to bid out services at the end of the contract term. Allied Universal was not the lowest bid for the City during the Request for Bid process and was not re-awarded the project.
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AFFIDAVIT OF NON-COLLUSION
EXHIBIT B
SCHEDULE
Allied Universal Janitorial Services – Confidential 20
FEES & COSTS
Allied Universal Janitorial Services – Confidential 21
Allied Universal Janitorial Services – Confidential 22
Allied Universal Janitorial Services – Confidential 23
PRICING ESCALATIONS
Allied Universal has provided additional years of pricing if the City elects to award a multi-year contract. 2025 Pricing $10,026.11
2026 Pricing $10,427.15
2027 Pricing $10,844.24
EXHIBIT C
EQUAL EMPLOYMENT OPPORTUNITY
PRACTICES PROVISIONS
A. Contractor certifies and represents that, during the performance of this Agreement, the contractor and each subcontractor shall adhere to equal opportunity employment practices to assure that applicants and employees are treated equally and are not discriminated against because of their race, religious creed, color, national origin, ancestry, handicap, sex, or age. Contractor further certifies that it will not maintain any segregated facilities.
B. Contractor agrees that it shall, in all solicitations or advertisements for applicants for employment placed by or on behalf of Contractor, state that it is an "Equal Opportunity Employer" or that all qualified applicants will receive consideration for employment without regard to their race, religious creed, color, national origin, ancestry, handicap, sex or age.
C. Contractor agrees that it shall, if requested to do so by the City, certify that it has not, in the performance of this Agreement, discriminated against applicants or employees because of their membership in a protected class.
D. Contractor agrees to provide the City with access to, and, if requested to do so by City, through its awarding authority, provide copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.
E. Nothing contained in this Agreement shall be construed in any manner as to require or permit any act which is prohibited by law.