ACTION:
____________________________
Clerk/Secretary
Department: Public Works Item No: C6
Prepared by: Leslie Webb-Blanco, Management Analyst Meeting Date: August 22, 2023 Approved by:
Kuna Muthusamy, P.E., Director
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: CITY FACILITY JANITORIAL SERVICES CONTRACT
RECOMMENDATION: Adopt City Council Resolution No. 2023 , approving an agreement with Prizm Janitorial Services, Inc. for City facility janitorial services.
TO CITY COUNCIL GOALS: Routine operational item not directly corresponding to a specific City Council goal.
PRIOR ACTION: On June 26, 2018, adopted City Council Resolution No. 2018-117, approving an agreement with Prizm Janitorial Services, Inc. for janitorial services to the Civic Center and City facilities (Vote: 4-0).
On May 28, 2013, adopted City Council Resolution No. 2013-81, approving an agreement with Prizm Janitorial Services, Inc. for janitorial services to the City of Vista Civic Center (Vote: 3-0, Ritter and Aquilera absent).
For a comprehensive list of additional City Council prior actions, see Exhibit 4.
STATEMENT ON THE SUBJECT: The City contracts out for janitorial services for the Vista Civic Center and select City Facilities, including Gloria E. McClellan Senior Center, Jim Porter Recreation Center, Rancho Buena Vista Adobe, Thibodo Community Center, Avo Playhouse, Moonlight Amphitheatre, Public Works Department Yard, and the Buena Sanitation District Satellite Yard. Services include ongoing janitorial services for the abovementioned facilities, as well as special event cleanings at select sites. The current agreement for these services expires on August 31, 2023, requiring staff to go out to competitive bid for janitorial services at the abovementioned facilities.
Staff prepared a bid package and it was posted on the City’s procurement portal, OpenGov.com on July 27, 2023. Bids were received an opened on August 10, 2023. The following bids were received:
Contractor Base Bid Amount
Prizm Janitorial Services, Inc. (Poway, CA) $103,686.44 Nova Commercial Co., Inc. (San Diego, CA) $211,987.50 T & T Janitorial, Inc. (San Diego, CA) $226,186.67
MEK Enterprises, Inc. (San Diego, CA) $332,056.55 Vested Solutions (Palm Desert, CA) $451,056.49
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted City Council Resolution No. 2023-153. Vote: 5-0
MEETING DATE: August 22, 2023 PAGE 2
SUBJECT: CITY FACILITY JANITORIAL SERVICES CONTRACT
At bid opening, Prizm Janitorial Services, Inc. was determined to be the low bidder with a bid of $103,686.44. After review of the bid package, staff recommends that Prizm Janitorial Services, Inc. be accepted as the lowest responsible and responsive bidder. The agreement is proposed for a period of twenty-four months beginning September 1, 2023 through August 31, 2025, with an option for three additional twelve month extensions at the discretion of the City Manager. In addition, staff recommends that the City Manager be authorized to approve rate increases up to the Consumer Price Index, if requested and only when adequately justified by information from the Bureau of Labor Statistics.
FISCAL IMPACT: The ceiling for the initial 24-month term of the agreement with Prizm Janitorial Services, Inc. is $500,000. Sufficient funding is available in the Fiscal Year 2023/24 and 2024/25 Operating Budget in the Building and Facility Maintenance Service Contract Account (No. 6020155.521040) and Cultural Arts Land & Building Maintenance Services Account (No. 0010560.531700). Funding for subsequent years will be include in future budget preparation.
EXHIBITS:
1. City Council Resolution No. 2023- , approving an agreement with Prizm Janitorial Services, Inc. for City facility janitorial services
2. Agreement with Prizm Janitorial Services, Inc.
3. Prior Actions
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00029213 7
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING AN AGREEMENT WITH PRIZM
JANITORIAL SERVICES, INC. FOR CITY FACILITY JANITORIAL SERVICES The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. The City solicited bids for janitorial services, and on August 10, 2023, public bids for services were opened and Prizm Janitorial Services, Inc. was the lowest bidder.
B. Staff determined that the bid from Prizm Janitorial Services, Inc. is responsive in all material aspects of the request for bids, and that the bid from Prizm Janitorial Services, Inc. is the lowest responsive, responsible bid.
2. Action.
A. The City Council approve the agreement with Prizm Janitorial Services, Inc. for janitorial services at various City facilities.
B. The Mayor is authorized to sign the Agreement on behalf of the City.
B. The City Manager is authorized to execute all amendments extending the term of the agreement and price increases up to the Consumer Price Index.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on August 22, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20230811145908
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
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EXHIBIT 1
City Services (Non-Construction) (RFP) Prizm Janitorial Services, Inc. [22422-6] {00111665 1}
CONTRACT FOR SERVICES
THIS “CONTRACT” is entered into by and between the “Parties” as of September 1, 2023 (“Contract Date”).
1.0 THE “PARTIES”
The “City”:
CITY OF VISTA, a chartered municipal
corporation
200 Civic Center Drive
Vista, CA 92084
Working Contact: Keith Gardner
Billing Contact: Keith Gardner
The “Contractor”
PRIZM JANITORIAL SERVICES, INC., a
California corporation
14781 Pomerado Road #109
Poway, CA 92064
Contact: Johnson Le
2.0 BASIC TERMS
2.1 The “Services” to be performed by Contractor are set forth in City’s Request for Proposals (“Exhibit A”).
2.2 Contractor desires to enter into this “Contract” with City for the Services.
2.3 The “Project” for which the Services are required is described in Exhibit A.
2.4 Contractor has submitted to City a Proposal to perform the Services dated August 10, 2023 (“Exhibit B”).
2.5 The “Contract Ceiling Price” is $500,000 from September 1, 2023, through August 31, 2025. For any contract extensions awarded pursuant to Section 3.2, the City may approve, upon Contractor’s written request, an increase in the Contract Ceiling Price in the amount of the increase in the Consumer Price Index, San Diego Area, for All Urban Customers (CPI-U) as published by the Bureau of Labor Statistics during the preceding year, or 3.0%, whichever is less.
3.0 CONTRACT TERM
3.1 This Contract shall take effect as of September 1, 2023.
3.2 This Contract shall be in effect for 24 calendar months (“Term”). The Term may be extended at the City’s option for an additional 36 months, in increments of City’s choice, for a maximum Term of 60 months from the Contract Date.
3.3 City may terminate this Contract upon 30-days’ written notice to Contractor. In such event, or upon request of City, Contractor shall assemble all City documents in the Contractor's possession, put them in order for proper filing and closing, and deliver the documents to City. In the event of termination, Contractor shall be paid for work performed to the termination date. City shall make the final determination as to the portion of tasks completed and the compensation to be paid.
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EXHIBIT 2
City Services (Non-Construction) (RFP) Prizm Janitorial Services, Inc. [22422-6] {00111665 1}
4.0 SCOPE
Contractor shall perform all Services including, labor, materials, software, supplies, reports, and documents for as may be required from time to time, in accordance with Exhibit A. The Services shall be complete, and all work, material and services not expressly called for in the Proposal which may be necessary to carry out the Contract in good faith, shall be performed by the Contractor at no increase in cost to City. In the event of a conflict between the provisions of Exhibit A and Exhibit B, the provisions of Exhibit A shall control.
5.0 COMPENSATION
5.1 City shall pay Contractor on a time and material rate as set forth in Exhibit B for the Services to be performed.
5.2 An invoice for payment shall be submitted in a form satisfactory to City. At a minimum, the invoice shall include: the purchase order number, the work order number, a description of the work performed, and a total amount.
5.3 Changes in, additions to, or deductions from the Services, including increases or decreases in the quantity of any item or portion of the Services, shall be set forth in a written change order executed by City and by the Contractor which shall specify:
5.3.1 The changes, additions, and deductions to be made.
5.3.2 The increase or decrease in compensation due the Contractor, if any.
5.3.3 Adjustment in the time of completion, if any.
5.4 Contract Ceiling Price
5.4.1 In no event shall City be liable for paying more than the Contract Ceiling Price for Contractor's services rendered under this Contract.
5.4.2 If it becomes foreseeable that Contractor will need to perform services such that the cumulative total of costs to City will exceed the maximum permitted by this Contract, any such cost overrun will be handled pursuant to the change order procedure in Chapter 3.08. City and Contractor recognize that City lacks authority to exceed the cost ceiling without the express authorization of the City Council. If the maximum cost to City for this Contract is exceeded unexpectedly, payment shall be made as mutually agreeable and disputes shall be handled pursuant to this Contract, but work shall cease as soon as is reasonably feasible once the cost ceiling plus allowable change orders, if any, is exceeded.
5.5 Except as provided in Exhibit B, Contractor shall not be reimbursed for any expenses incurred in rendering services under this Contract.
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6.0 CONTRACT DOCUMENTS
The Contract comprises the following documents including all additions, deletions, modifications and appendices and all addenda setting forth any modifications or interpretations of any of these documents: Documents required under Exhibits A–E.
7.0 TIME FOR COMPLETION AND COMMENCEMENT OF SERVICES
All Services under the Contract must be completed in compliance with the schedule in Exhibit B.
8.0 ASSISTANCE BY CITY
All information, data, records, reports, and maps as are in possession of City and necessary for the carrying out of this work shall be available to Contractor without charge. City shall make available to Contractor members of its staff for consultation with Contractor in the performance of this Contract. City does not warrant that the information data, records, reports, and maps heretofore or to be provided to Contractor are complete or accurate and Contractor should satisfy itself as to accuracy and completeness. City and Contractor agree that City shall have no liability should any information, data, records, reports, and maps be inaccurate, incomplete, or misleading. Unless provided in Exhibit A, no other assistance shall be provided by City to Contractor.
9.0 STANDARD OF PERFORMANCE
9.1 Contractor represents and warrants that it has the training, qualifications, experience, and facilities necessary to properly perform the Services required under this Contract in a thorough, competent, and professional manner. At all times Contractor shall faithfully, competently and to the best of its ability, experience, and talent, perform all services described herein. In meeting its obligations under this Contract, Contractor shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Contractor under this Contract.
9.2 Contractor shall keep itself informed of and comply with all applicable federal, state, and local laws, statutes, codes, ordinances, regulations, and rules in effect during the Term of this Contract. Contractor shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this Contract, including any business licenses required by City. Neither City, nor any elected or appointed boards, officers, officials, employees, or agents of City, shall be liable, at law or in equity, as a result of any failure of Contractor to comply with this Section.
10.0 CONTRACTOR’S STATUS; CONTRACTOR’S EMPLOYEES
10.1 Contractor shall perform the services provided for herein in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling. Contractor is not to be considered an employee of City, nor shall any employees of Contractor be considered employees of City, for any purpose. Contractor shall be under the direction and control of City staff only as to the results to be accomplished. This Contract is not intended to create the relationship of partnership, joint venture, or association between City and Contractor.
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10.2 Contractor represents and warrants that all design professional services, if any, shall be provided by a person or persons duly licensed by the State of California to provide the type of services described in Exhibit A.
10.3 Neither Contractor, nor any of Contractor's officers, employees, or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.
10.4 Contractor is aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all of Contractor’s officers, employees, agents, and subcontractors that are included in this Contract.
10.5 The payment made to Contractor pursuant to this Contract shall be the full and complete compensation to which Contractor and Contractor’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Contract. Neither Contractor nor Contractor’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. City will not make any federal or state tax withholdings on behalf of Contractor. City shall not be required to pay any workers' compensation insurance on behalf of Contractor.
10.6 Contractor agrees to defend and indemnify City for any obligation, claim, suit or demand for tax, retirement contribution including any contribution to the Public Employees Retirement System (PERS), social security, salary or wages, overtime payment, or workers' compensation payment which City may be required to make on behalf of Contractor or any employee of Contractor, or any employee of Contractor construed to be an employee of City, for work done under this Contract. This is a continuing obligation that survives the termination of this Contract.
11.0 CIVIL RIGHTS
11.1 Contractor agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations hereinafter enacted.
11.2 Contractor shall not knowingly deny an opportunity or benefit, discriminate against or harass, any employee or applicant for employment on account of the person’s race, color, ethnicity, national origin, ancestry, religion, creed, veteran status, physical disability, mental disability, medical condition, marital status, sex, sexual orientation, age, or other status protected from workplace discrimination by state or federal law.
11.3 Contractor shall not knowingly give preferential treatment to any applicant for employment on the basis of race, color, ethnicity, national origin, ancestry, religion, creed, physical disability, mental disability, medical condition, marital status, sex, or sexual orientation.
11.4 This section shall be interpreted in a manner that is consistent with the California and United States Constitutions and applicable state and federal statutes governing workplace discrimination. The terms used in this section shall have the same meaning as defined in state statutes governing the same subject matter.
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11.5 Nothing in this section shall be interpreted as prohibiting bona fide occupational qualifications consistent with applicable state and federal law and reasonably necessary to the normal operation of Contractor. Nothing in this section shall be interpreted as prohibiting regulations and policies to prevent nepotism or conflicts of interest.
11.6 Nothing in this Section shall be interpreted as prohibiting action taken to establish or maintain eligibility for any federal program, where ineligibility would result in a loss of federal funds to City.
11.7 To the fullest extent permitted by law and without limitation by the other provisions of this Contract relating to indemnification and insurance, Contractor shall also indemnify, defend and hold harmless City, and its directors, officers, employees and agents from and against all liability (including without limitation all claims, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including but not limited to reasonable attorneys' fees, court costs, and costs of alternative dispute resolution) resulting from any claim of discrimination or harassment, including but not limited to sexual harassment, arising from the conduct of the Contractor or any of the Contractor’s officers, employees, agents, licensees, or subcontractors. In the event of a discrimination or harassment complaint against any employee, agent, licensee or subcontractors of Contractor or its subcontractors, Contractor shall take immediate and appropriate action in response to such complaint, including, but not limited to termination or appropriate discipline of any responsible employee, agent, licensee or subcontractors. The provisions of this Section survive completion of the services or termination of the Contract.
12.0 CONTROL OF SERVICES
Each Party shall appoint a representative who shall have the authority to represent and act for that Party (“Representative”). Any written or verbal directions or requests of City's Representative delivered to the Contractor’s Representative shall have the same force and effect as if delivered to the Contractor. The Contractor's Representative shall have the authority to sign any change order, coordinate the work of all subcontractors and make other decisions pertaining to the Contract.
13.0 ASSIGNMENT AND SUBCONTRACTING
13.1 Neither this Contract nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of the City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty-five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Contract shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City.
13.2 Contractor shall be fully responsible to the City for any acts and omissions of Contractor's subcontractor, including persons either directly or indirectly employed by subcontractor, in the event Contractor subcontracts any of the work to be performed under this contract. Contractor's responsibility under this paragraph shall be identical to Contractor's liability for acts and omissions of Contractor and employees of the Contractor. Nothing contained in this Contract shall create any contractual relationship between City and any 08/22/2023 C6 8 of 139
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subcontractor of Contractor, but Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Contractor's work, unless such change, omission, or addition is approved in advance in writing by the City Manager or the City Manager’s designee. All subcontractors are subject to the prior written review and approval of the City Manager or the City Manager’s designee.
14.0 LICENSES
If a license of any kind, which term is intended to include evidence of registration, is required of Contractor, its employees, agents, or subcontractors by federal, state, or local law, Contractor warrants that such license has been obtained, is valid and in good standing, and that any required bond has been posted in accordance with all applicable laws and regulations.
15.0 FINANCIAL RECORDS
15.1 Contractor shall maintain any and all documents, ledgers, books of account, invoices, vouchers, canceled checks, or records demonstrating or relating to Contractor’s performance of services pursuant to this Contract or evidencing or relating to expenditures and disbursements charged to City pursuant to this Contract. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by Contractor pursuant to this Contract. Any and all such documents or records shall be maintained for three years from the date of execution of this Contract and to the extent required by laws relating to audits of public agencies and their expenditures. It is expressly understood and agreed that the provisions of this Section will survive termination of this Contract.
15.2 Any and all records or documents required to be maintained pursuant to this Section shall be made available for inspection, audit and copying, at any time during regular business hours, upon request by City or its Representative. Copies of such documents or records shall be provided directly to the City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at Contractor's address indicated for receipt of notices in this Contract or the primary location from which services are rendered, whichever is closer.
16.0 OWNERSHIP OF DOCUMENTS
16.1 Upon delivery, the work product, including without limitation, all original reports, writings, recordings, drawings, files, computer code, and detailed calculations developed under this contract, are the property of City. Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in City and hereby assigns, waives, and relinquishes all claims to copyright or other intellectual property rights in favor of City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of Services and that Contractor makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of Services. If Contractor is providing copyrighted, proprietary materials in the performance of the Services, then the intellectual property provisions of Exhibit B shall prevail over the provisions of this section.
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in the rendering of services and the production of the work product produced under this Contract, and that City has full legal title to and the right to reproduce such materials. The Contractor covenants to defend, indemnify and hold City harmless of any loss, claim or liability in any way related to a claim that they are violating or have violated any federal, state or local laws, or any contractual provisions, relating to trade names, licenses, franchises, patents or other means of protecting interests in products or inventions. Contractor shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked materials, equipment, devices, or processes used on or incorporated in the services and materials produced under this Contract. In case such materials, equipment, devices, or processes are held to constitute an infringement and their use is enjoined, Contractor, at its expense, shall: (a) secure for City the right to continue using the materials by suspension of any injunction or by procuring a license or licenses for the City; or (b) modify the materials so that they become non-infringing.
17.0 CONFIDENTIALITY
17.1 Contractor shall treat all information obtained from City in the performance of this Contract as confidential and proprietary to City. Contractor shall treat all records and work product prepared or maintained by Contractor in the performance of this Contract as confidential.
17.2 Contractor agrees that it will not use any information obtained as a consequence of the performance of work for any purpose other than fulfillment of Contractor’s scope of Services. Contractor will not disclose any information prepared for City or obtained from City or obtained as a consequence of the performance of work to any person other than City, or its own employees, agents or subcontractors who have a need for the information for the performance of Services under this Contract unless such disclosure is specifically authorized in writing by City.
18.0 CONFLICT OF INTEREST REQUIREMENT
Contractor agrees that, to the extent applicable, it shall comply with and be bound by all laws and regulations deriving from the relationship of the Contractor to the City, including the Political Reform Act (Government Codes Section 87100 et seq.) Chapters 2.32 or 2.33 of the Vista Municipal Code, the Community Redevelopment Act (Health & Safety Code 33000 et seq.) and all regulations promulgated thereunder (collectively “Conflict Laws”). As a condition precedent to the formation of this Contract, Contractor warrants and covenants that it is adequately informed regarding the obligations and duties imposed by the Conflict Laws and that to the best of Contractor's knowledge and belief, there exists no conflict of interest (under the laws) that would disqualify the Contractor from participation in any decisions arising out of the performance of this Contract. Prior to commencement of any work in the performance of this Contract, Contractor shall comply with any applicable requirements of Chapter 2.32 of the Vista Municipal Code, including any requirement to file a financial disclosure statement with the City Clerk.
Contractor further agrees that no employee, agent or subcontractor for Contractor shall perform any work for the City pursuant to this Contract which will violate the Conflict Laws.
19.0 PROHIBITION OF FINANCIAL INTEREST BY CITY OFFICIAL Contractor warrants and covenants to City that no City Official has or will have any current or future financial interest in this Contract as of the date approved, nor shall Contractor promise, offer, or enter into any written, oral or implied Contract, to provide any financial interest or remuneration of any kind or manner to any City official with respect to this Contract. For 08/22/2023 C6 10 of 139
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purposes of this Section, the term “City Official” shall mean and include any elected or appointed officer of City, any employee of City, or any spouse or financial dependent of a City official or employee. A violation of this provision shall render this Contract null and void and Contractor shall be subject to restitution of all fees or money paid or earned under this Contract.
20.0 INDEMNIFICATION
20.1 Contractor shall defend, indemnify and hold City and its officers, officials, employees, and volunteers (collectively, “Indemnitees”) harmless against any and all liability, loss, damage, fine, penalty, expense, claim or cost (including without limitation costs and fees of litigation) of every nature (collectively, “Liability”) arising out of or in connection with this Contract or its performance, including defects in design, except: (1) Liability caused by Indemnitees’ sole negligence or willful misconduct; or (2) for Liability caused by Indemnitees’ active negligence, in which case the indemnity received by Indemnitees shall be reduced by the amount: (i) that Indemnitees’ active negligence contributed to the Liability on a comparative basis; or (ii) such other amount as may be required by law (“Duty of Indemnification”).
20.2 Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Contractor regardless of any prior, concurrent, or subsequent active or passive negligence by the Indemnitees. In the event there is more than one person or entity named in the Agreement as a Contractor, then all obligations, liabilities, covenants, and conditions under this instrument shall be joint and several.
21.0 INSURANCE AND BONDS
Contractor shall comply with the insurance provisions set forth in Exhibit C.
22.0 SERVICE OF NOTICE
22.1 Any notice, which either Party may desire to give to the other Party, must be in writing and may be given by personal delivery to the Party’s Representative or by overnight courier service to the Party’s address set forth in Section 1.0. Notice may also be given by mailing it by registered or certified mail, return receipt requested, to the other Party at the address set forth in Section 1.0. Any notice given by mail will be deemed given 48 hours after such notice is deposited in the United States mail, addressed as provided with postage fully prepaid.
22.2 A Party may change its address by giving notice as provided above, and the changed address shall thereafter be deemed to be the address set forth in Section 1.0.
23.0 LABOR LAW COMPLIANCE
California Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, Contractor hereby certifies as follows:
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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.”
24.0 SURVIVAL OF COVENANTS
Contractor’s obligations under Sections 16, 17 and 20 shall survive the termination of this Contract.
25.0 SPECIAL PROVISIONS
This Contract is subject to, and Contractor shall comply with, the special provisions referenced in Exhibit E, if any.
26.0 EXHIBITS
All documents referenced as exhibits in this Contract, or referenced in an exhibit to this Contract, are incorporated herein.
27.0 APPLICABLE LAW, VENUE
This Contract shall be construed and enforced under the laws of the State of California. If any action is commenced by any Party to this Contract, such action shall be filed in a court of competent jurisdiction within the County of San Diego, California.
28.0 COUNTERPARTS; ELECTRONIC SIGNATURES; ELECTRONIC DELIVERY This Agreement may be executed in separate counterparts, none of which need contain the signatures of both Parties, and each of which, when so executed, shall be deemed an original and all together shall constitute and be one of the same instrument. The Parties agree that this Agreement, whether executed by electronic signature, digital signature, or constituting a scanned or electronically reproduced copy or image of this Agreement bearing the signatures of the Parties, will be deemed an original and will represent competent evidence of the execution, terms and existence of this Agreement notwithstanding the failure or inability to produce an original executed Agreement or counterpart thereof, and without the requirement that the unavailability of such original executed Agreement or counterpart thereof first be proven.
Further, the exchange of this entire executed Agreement (and/or such exhibit(s) or document(s)) that is in photostatic or portable document format (.pdf) form by electronic mail or by another electronic means shall be considered original(s) and shall constitute effective execution and delivery of the original(s).
29.0 MODIFICATIONS
This Contract contains the entire agreement, between the Parties and supersedes all prior negotiations, discussions, obligations, and rights of the Parties in respect of each other regarding the subject matter of this Contract. There is no other written or oral understanding between the Parties. No modification, amendment, or alteration of this Contract shall be valid unless it is in writing and signed by all Parties.
[Continued on page 10.]
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{00111665 1} Exhibit A
EXHIBIT A
REQUEST FOR PROPOSALS
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00107428 2
REQUEST FOR BIDS (RFB)
JANITORIAL SERVCES FOR CITY FACILITIES
THE CITY OF VISTA
July 2023
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00107428 2
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00107428 2
REQUEST FOR BIDS FOR
JANITORIAL SERVICES FOR CITY FACILITIES
TABLE OF CONTENTS
BIDDING AND CONTRACTUAL DOCUMENTS PAGE
Notice Inviting Bids .................................................................................................. 4
Instructions to Bidders ............................................................................................ 7
Instructions for Signing Bids and Contracts .......................................................... 17
Janitorial Service Levels ……………………………………………………………………………… 29
Specifications for Janitorial Service………………………………………………………………..30
Scope of Service……………………………………………………………………………………………37
PROJECT SPECIFICATIONS
General Specifications ............................................................................................ 18
Proposal Forms
Bid Proposal ................................................................................................ 42 Bid Schedule ............................................................................................... 45 Project References ..................................................................................... 49 Non-Collusion Declaration ......................................................................... 50 Contractor's Certificate .............................................................................. 51
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00107428 2
PART I
BIDDING AND CONTRACTUAL
DOCUMENTS NOTICE INVITING
BIDS
PUBLIC NOTICE IS HEREBY GIVEN that sealed bids will be received by chartered City of Vista (“Agency”) for furnishing all plant, labor, services, materials, tools, equipment, supplies, transportation, utilities and all other items and facilities necessary therefore, as provided in the Contract Documents, for the “JANITORIAL SERVICES FOR CITY FACILITIES” in strict accordance with the Project Specifications.
1.DATE OF OPENING BIDS
All Bidders are required to submit their bid electronically through the City’s Electronic Bidding System (OpenGov Procurement). Hardcopy bids will not be accepted. Bidders must register by creating a free account with OpenGov Procurement at: https://secure.procurenow.com/signup .
Registered bidders may obtain bid materials and view submission procedures at:
https://secure.procurenow.com/portal/cityofvista .
Bidders must also download this bid solicitation to appear on the Bidder’s List as a “Prospective Bidder,” receive addenda, and submit a bid. Bids shall be submitted electronically no later than 2:00 PM on Thursday August 10, 2023.
After the bid submission deadline, bids will be unsealed and posted at:
https://secure.procurenow.com/portal/cityofvista . OpenGov Procurement will determine the official time for the advertised bid opening and such determination will be final. Bid Tabulation results will be available through OpenGov Procurement.
Any bids not received in a timely manner on the Bid Opening Date, as described above, will not be considered.
2.SCOPE OF SERVICES
The City is seeking a qualified vendor to provide the following non-professional services:
The specifications are for a full-service janitorial agreement for the following sites; Base Bid1A : Civic Center 200 Civic Center Dr
Base Bid 1B: Gloria McClellan Senior Center. 1400 Vale Terrace Dr Base Bid 1B: Jim Porter Recreation Center, 1200 Vale Terrace Dr Base Bid 1B: Moonlight Amphitheater. 1250 Vale Terrace Dr Base Bid 1B: Public Works Taylor Yard. 1165 E Taylor
Base Bid 1B: Public Works Buena Yard. 2569 Lupine Hills Dr Base Bid 1B: Thibodo Ranch House. 1810 Lupine Hills Dr
Base Bid 1B: Rancho Buena Vista Adobe. 640 Alta Vista Dr Base Bid 1B: AVO Theater. 303 Main Street
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The Janitorial Agreement is to include full service cleaning per the attached specifications for each site.
Proposal must include a complete list of all equipment required and to be used in the performance of this Contract; the list shall include the manufacturer, model/make and number of equipment. Failure to provide this information may be considered as non- responsive and result in disqualification.
Proposal must include a complete list of all chemicals meeting the Green Seal GS34, GS37, GS40 and GS53 standards . The list shall include the manufacturer’s brand name and estimated quantities to be used. Any submission not meeting the Green Seal standards must have certification that it meets an equivalent standard Failure to provide this information may be considered as non-responsive and result in disqualification.
Proposal must be based on the APPA Custodial Cleaning Standard Level 2 – Ordinary standard.
Optional Site visits are available per the schedule below:
Civic Center – Aug. 1st 9am – Main lobby
Jim Porter Recreation Center –Aug. 2nd 9am
Gloria McClellan Senior Center–Aug. 2nd 10am
Moonlight Amphitheater – Aug. 2nd 11:00am
Thibodo Ranch House – Aug. 3rd 9am
Public Works Buena Yard – Aug. 3rd 9:30am
Avo Theater – Aug. 3rd 10:30am
Rancho Buena Vista Adobe – Aug. 3rd 11am
Public Works Taylor Yard – Aug. 3rd 11:30am
3.LOCATION OF WORK
The Work to be performed is located: at various locations in the City of Vista, California.
4.CONTRACT DOCUMENTS
Contract documents are available electronically on the City’s OpenGov Procurement portal at:
https://secure.procurenow.com/portal/cityofvista
5. PRE-BID MEETING
There is no pre-bid meeting for this project.
6.PROJECT ADMINISTRATION
All project related questions and requests for clarifications, changes, exceptions, and deviations to the 08/22/2023 C6 20 of 139
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terms and conditions set forth in this solicitation shall be submitted via “Q&A” through the City’s Electronic Bidding System, OpenGov Procurement.
All questions must be submitted through the City’s Electronic Bidding System by the deadline listed in the City’s Electronic Bidding System, or if no deadline is listed, at least five (5) Working Days prior to the date fixed for opening of bids.
By ORDER of the chartered City of Vista, California
Kathy Valdez, City
Clerk City of Vista,
California
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INSTRUCTIONS TO BIDDERS
1. SITE REVIEW
Contractor is recommended to do site visits on their own prior to submitting a bid. Site maps with locations are provided.
2. LOCAL CONDITIONS AND BID QUANTITIES
Bidders shall read the Project Specifications and documents, examine the Plans, review available documents, and make their own estimates of the existing facilities and the difficulties that will attend the execution of the Work called for by the proposed Contract including federal, state, and local laws and regulations, local conditions, uncertainty of weather, traffic, soil conditions and all other contingencies.
Bidders shall satisfy themselves by personal examination of the location of the proposed Work, and by such other means as they may choose as to actual conditions and requirements, and as to the accuracy of the quantities stated in the BID SCHEDULE. The submission of a bid shall be conclusive evidence that the bidder has investigated and is satisfied as to the conditions to be encountered, as to the character, quality and scope of work to be performed, as to the quantity of materials to be furnished, and as to the requirements of these Contract Documents.
The quantities of work or material stated in the unit price items of the BID SCHEDULE are supplied only to give an indication of the general scope of the Work. The Agency does not expressly or by implication agree that the actual amount of work or material will correspond therewith, but reserves the right to increase or decrease the amount of any unit price item of the Work by an amount up to and including twenty-five percent (25%) of any bid item(s), or to omit portions of such work as may be deemed necessary or expedient by the Engineer without a change in the unit price.
Bidders shall not, at any time after the submission of a bid, make or have any claim for damages or anticipated profits or loss of profit or otherwise because of any difference between the quantities of work actually done and material furnished and those stated in said unit price items of the BID SCHEDULE.
The Bidder understands that the unit prices and total bid amount set forth by the Bidder in the BID SCHEDULE shall include all appurtenant expenses, premiums, taxes, royalties and fees. The Bidder shall make no reference in the BID SCHEDULE to sales tax, use tax, or any other tax. The Bidder shall make no reference in the BID SCHEDULE to any patent fees or royalties on any patented article or process which may be furnished or used or to any premium for insurance or surety bonds in the Bid. All amounts bid shall be deemed and held to include any such taxes, fees, royalties or premiums which may be applicable.
The Contractor shall pay all license fees and royalties and assume all costs incident to the use in the performance of the Work or the incorporation in the Work of any invention, design, process, project, or device which is the subject of patent rights or copyrights held by others.
The Contractor shall pay all sales, consumer, use and other similar taxes for the Work or portions thereof provided by the Contractor which are legally enacted at the time bids are received by the Agency, whether or not yet effective. The total bid amount shall be deemed to include such taxes and the Contractor shall not be entitled to separate compensation for such taxes. 08/22/2023 C6 22 of 139
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3. DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM
This Project is not a Federally-funded project.
The Agency hereby notifies all bidders that it will affirmatively ensure that in any Contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation. Components of the Agency’s Disadvantaged Business Enterprise (DBE) Program can be found in the Appendices (see list of Appendices in Table of Contents on Page 2). The Agency may require of the low bidder and sub-contractors any DBE certification within four (4) Working Days after bid opening.
4. INTERPRETATION OF PROJECT SPECIFICATIONS
If any person contemplating the submittal of a bid for the proposed Contract is in doubt as to the meaning of any requirement of the Plans or Project Specifications, or he finds any discrepancies in or omissions from the Plans or Project Specifications, they shall submit a written request for an interpretation or correction thereof via “Q&A” through the City’s Electronic Bidding System, OpenGov Procurement.
The written request must be received by the deadline listed in the City’s Electronic Bidding System, or if no deadline is listed, at least five (5) Working Days prior to the date fixed for opening of bids. The person making the request will be responsible for its prompt delivery.
Interpretations or corrections will be made only by ADDENDA to the Project Specifications or by dated revisions of the drawings. Addenda will be sent to registered bidders that have downloaded this solicitation through the City’s Electronic Bidding System.
All addenda so issued shall become part of the Contract Documents. Acknowledgement of receipt of any and all addenda is required in the BID SCHEDULE. Failure of any bidder to receive any addenda shall not relieve such bidder from any obligations imposed by such addenda. The effect of all addenda to the Contract Documents shall be considered in the bid and said addenda shall be acknowledged on the Bid Proposal. Before submitting a bid, each bidder shall inform himself as to whether or not any addenda have been issued. Failure to determine the existence of any addenda, to obtain and review such addenda, or to include in the bid any obligations imposed by such addenda issued may render the bid irregular and may result in its rejection.
5. BIDDERS INTERESTED IN MORE THAN ONE BID
No person, firm or corporation shall make, file or be interested in more than one (1) bid for the same work unless alternative bids are specifically requested. A person, firm or corporation who has submitted a sub- proposal to a bidder, or who has quoted prices of materials to a bidder, is not disqualified from submitting a sub-proposal or quoting prices to other bidders.
6. FORM OF BID AND SIGNATURE
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The bids shall be made on the Bid forms provided through the City’s Electronic Bidding System.
These documents shall constitute the bid. The bid shall be submitted electronically for this solicitation on the City’s OpenGov Procurement portal at:
https://secure.procurenow.com/portal/cityofvista .
The Bid for the Work is intended to establish a total cost for the Work in its entirety. The Bidder shall state in the Bid the unit prices or Lump Sums for which he proposes to supply the labor, materials, supplies and equipment necessary to complete the Work required by the Contract Documents. Other required work may not be listed as a separate item in the Bid Schedule but is necessary to complete the Work described in the Plans and/or the Project Specifications. The Bidder shall include the cost of all work not listed as a separate item in the Bid Schedule in the various related items of work listed in the Bid Schedule, so that the Bid for the Project reflects the total cost for completing the Work in its entirety.
If the proposal is made by an individual, it shall be signed and his full name and address shall be given; if it is made by a firm, it shall be signed with the partnership name by a member of the firm, who shall also sign his own name, and the name and address of each member shall be given; and if it is made by a corporation, the name of the corporation shall be signed by its duly authorized officer or officers attested by the corporate seal, and the names and titles of all officers of the corporation shall be given.
7. PREPARATION OF THE BID / REJECTION OF THE BID
The Bid shall be prepared such that it is complete and responsive to all requirements of the Contract Documents. The completed Bid shall consist of the following forms:
a) Bid Proposal
b) Bid Schedule
c) Project References
d) Non-Collusion Declaration
Registered bidders may obtain the Contract Documents through the City’s Electronic Bidding System.
Blank spaces in the Bid shall be properly filled in (using figures in the electronic Bid Schedule). The Bid shall contain an acknowledgment of receipt of all addenda.
The phraseology of the Bid must not be changed, and no addition shall be made to the items mentioned therein. Alternative bids shall not be considered unless specifically requested and authorized by the Agency.
The Bid shall be signed in accordance with the “Instructions for Signing Bids, and Contracts”, included in the Contract Documents, and as required by the City’s Electronic Bidding System.
The bidder shall set forth for each unit basis item of work a unit price and a total for the item, and for each lump sum item a total for the item, all in clearly legible figures in the respective spaces provided for that purpose. In the case of unit basis items, the amount set forth under the "Item Total" column shall be the product of the unit price bid and the estimated quantity for the item. Unit prices shall not exceed two (2) decimal places.
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All extensions of the unit prices bid and sums will be subject to verification by the Agency. If the unit prices entered by the Bidder exceed two (2) decimal places, the Agency will only use the first two (2) digits after the decimal points without rounding up or down.
In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail, except as provided in (a) or (b), as follows:
a) If the amount set forth as a unit price is unreadable or otherwise unclear, or is omitted, or is the same as the amount as the entry in the item total column, then the amount set forth in the item total column for the item shall prevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the unit price;
b) If the product of the entered unit price and the estimated quantity is exactly off by a factor of ten, one hundred, etc., or one-tenth, or one-hundredth, etc. from the entered total, the discrepancy will be resolved by using the entered unit price or item total, whichever most closely approximates percentage-wise the unit price or item total in the Agency's Final Estimate of cost.
Bids on lump sum items shall be item totals only; if any unit price for a lump sum item is included in a bid and it differs from the item total, the item total shall prevail.
If both the unit price and the item total are unclear or are omitted, the bid may be deemed irregular.
Likewise if the item total for a lump sum item is unclear or is omitted, the bid may be deemed irregular unless the project being bid has only a single item and a clear total bid is provided.
A Bid shall be considered irregular if certain situations occur, including, but not limited to, the following:
a) The Bid contains blank spaces that are not properly filled in. b) The Bid contains unauthorized provisions, conditions, limitations, or alternatives. c) The Bid is not properly signed in accordance with the instructions. d) The Bid contains unit prices and/or item totals that are unclear or are omitted. e) The Bid contains a significant “material” difference between the bid total written in figures, the bid total written in words, and/or the sum of the item totals after any math errors are corrected.
Bidder’s failure to submit the Bid on time through the City’s Electronic Bidding System, submit a complete Bid using all of the required Bid forms provided in the Contract documents or addenda, include a price for any Bid item that requires the Bidder to submit a price, acknowledge all addenda, or submit the appropriate Bid Security shall render the Bid non-responsive and shall be cause for its rejection.
The Agency, in its sole discretion, reserves the right to reject any or all bids, and to waive any informalities or minor irregularities in the Bids, unless waiving such irregularity would give a competitive advantage to a Bidder.
8. ALTERNATIVE SCHEDULES
Bidders are directed to review the BID SCHEDULE and the appendices for details regarding the alternate bid items, if included.
The Agency will evaluate the bids based on the total amount of the Base Bid in determining the lowest 08/22/2023 C6 25 of 139
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responsible bidder. The Agency reserves the right to award the Contract on the Base Bid Items, and with or without any or all of the Alternate Bid Item(s). The Agency reserves the right to adjust the quantity of the Alternate Bid Item(s) after the award of contract.
9. NON-COLLUSION DECLARATIONS
The bidder is required to execute a Non-Collusion Declaration in the form attached hereto and submit the form with the bid. The Agency reserves the right to require, before awarding the contract, that the principal Contractor secure from each proposed subcontractor a Non-Collusion Declaration in the form also attached hereto and submit all forms to the Agency.
If at any time it shall be found that the person, firm or corporation to whom the Contract has been awarded has, in presenting any bid or bids, colluded with any other party or parties, then the Contract so awarded shall be null and void, and the Contractor and the Contractor’s sureties shall be liable to the Agency for all loss or damage which the Agency may suffer thereby, and the Agency may advertise anew for bids for such work.
10. PROJECT REFERENCES
All bidders shall provide evidence satisfactory to the Agency that the bidder has prior experience to properly perform in accordance with the terms of these Project Specifications by completing and submitting the PROJECT REFERENCES spreadsheet with his bid. The PROJECT REFERENCES list shall include projects successfully performed by the Bidder of comparable magnitude that he or his associates are personally competent to manage the proposed undertaking, and to carry it forward to a successful conclusion.
11. MODIFICATION AND WITHDRAWAL OF THE BID
Any Bidder may modify his prior to the scheduled closing time for receipt of bids by submitting an amended bid through the City’s Electronic Bidding System.
A bidder may withdraw his bid before the hour fixed for opening bids, without prejudice to himself, by cancelling their bid submission through the City’s Electronic Bidding System.
After the bids have been publicly opened, they shall not be withdrawn by the Bidders for a period of at least ninety (90) calendar days subject to the execution stated in the paragraph below. The ninety (90) calendar day review period may be extended by the Agency and written approval by the Bidder.
A Bidder shall be permitted to withdraw a bid after the opening of the bids only if the Bidder established to the satisfaction of the Agency ALL of the following:
a) A clerical error was made by the Bidder in filling out the bid; and the error was not due to:
1) an error in judgment;
2) an error in inspecting the site of the Work, or;
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3) an error in reading the Plans and Contract Documents. b) The clerical error made the bid materially different than the Bidder intended the bid to be. c) The Bidder gave the Agency written notice within five (5) Working Days excluding Saturdays, Sundays, and State holidays, after the opening of the bids, in which said notice specifies in detail the nature of the error and how the error was made per Public Contract Code 5103(b).
12. PUBLIC OPENING OF BIDS
No bid received after the time named or at any place other than the place stated in the Notice Inviting Bids shall be considered. After the bid submission deadline, bids will be unsealed and posted at:
https://secure.procurenow.com/portal/cityofvista . OpenGov Procurement will determine the official time for the advertised bid opening and such determination will be final. Bid Tabulation results will be available through OpenGov Procurement.
After the bids are publicly opened, the Agency shall review all bids for responsiveness, compare the bids to the Engineer’s Opinion of Probable Cost and investigate the responsibility and qualifications of all Bidders to whom the award is contemplated, for a period not to exceed ninety (90) calendar days after the Bids have been opened. Based on the findings from the review of the Bids, the Agency will provide a Notice of Intent to Award a contract to all bidders.
Following the posting of the Notice of Intent to Award a contract, anyone interested in inspecting bid documents in person or receiving electronic copies shall make a request to the City Engineer following the posting of the Notice of Intent to Award a contract. Bid documents will be sent electronically, and appointments for inspection of the bid documents will be scheduled to occur, within five (5) Working Days after the request is received by the Agency.
13. DISQUALIFICATION OF BIDDERS
Any one or more of the following causes may be considered as sufficient for the disqualification of Bidder and the rejection of the Bidder’s bid or bids:
a) Submittal of more than one (1) bid for the same work from an individual firm, partnership, or corporation under the same or different names.
b) Evidence of collusion among Bidders.
c) Modification of BID SCHEDULE.
d) Submittal of an incomplete or invalid bid, and / or failure to include all required information, which precludes full analysis and review of said Bid and / or which precludes meaningful comparison of the Bid with other bids received by the Agency.
14. BID PROTESTS
Any bidder who submits a valid bid shall have the right to file a bid protest with the Agency before 5:00 p.m. on the fifth Working Day following the posting date of the Notice of Intent to Award a contract.
However, bidder shall receive an extension to this deadline if the Agency has not fulfilled bidder’s request for electronic copies of the bid documents or for an opportunity to inspect the bid documents at least two (2) Working Days prior to the deadline. In such cases, bidder may submit a bid protest before 5:00 p.m. on the fifth Working Day following the date on which bidder receives, or is provided 08/22/2023 C6 27 of 139
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an opportunity to inspect, the bid documents. Bid protests must be submitted in writing to the City of Vista, Public Works Department, 1165 E Taylor Street, Vista, California 92084. The time limits and requirements set forth in this section are mandatory and are the bidder’s sole and exclusive remedy in the event of a bid protest, and failure to comply with these requirements shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings. If a protest is received from anyone other than a bidder, or after the specified time period, the protest shall be invalid. The protest shall conform to the following requirements:
a) The initial protest document shall contain a complete statement of the basis for the protest. b) The protest shall refer to the specific portion, or portions, of the document that form the basis for the protest.
c) The protest shall contain the name, address, and telephone number of the person representing the protesting party.
d) The party filing the protest shall concurrently transmit a copy of the initial protest document, and any attached documentation, to all other parties with a direct financial interest that may be adversely affected by the outcome of the protest. Such parties shall include all other bidders or proposers who appear to have a reasonable prospect of receiving an award depending upon the outcome of the protest.
e) The Agency shall issue a decision on the protest.
15. AWARD OF CONTRACT
No bidder may withdraw its bid for a period of ninety (90) calendar days.
The Contract shall be awarded within ninety (90) calendar days after the opening of bids if it is in the interest of the Agency to do so. The Agency reserves the right to waive any informality or minor irregularities in any bid, to reject any or all bids, to reject one part of a bid and accept the other, except, to the extent that bids are qualified by specific limitations, to take bids under advisement for a period of ninety (90) calendar days after the date the bids are publicly opened, and to make award to the lowest responsible bidder as the interest of the Agency may require.
All terms and conditions contained in the Contract Documents shall become a part of the contract.
16. LOCAL BUSINESS ENTITY PREFERENCE
A Local Business Entity, as defined below, may be entitled to a preference as provided for in Section
3.08.040 of the Vista Municipal Code. If the lowest bid is submitted by someone other than a Local Business Entity, the Local Business Entity who submitted the lowest bid that is within five percent (5%) of the lowest bid shall be given the opportunity to become the lowest bidder by reducing its bid to match the bid of the lowest bidder. In order to be deemed the lowest bidder, the Local Business Entity must agree in writing to reduce its bid to match the bid of the lowest bidder within three (3) Working Days of the City’s request to match. Thereafter, the Contract may be awarded to that Local Business Entity if it otherwise qualifies as the Lowest Responsible Bidder.
A “Local Business entity” is:
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1)
a) A business entity providing services when the entity’s principal place of business is located within the City as identified on a City business license or other official documents; or
b) a vendor making a sale of goods provided that such business or entity possesses a valid and current seller’s permit or equivalent issued by the State Board of Equalization or its successor which identifies the City of Vista as the points of sale for all of its taxable retail sales within the City’s jurisdiction; and
2) Holds a City of Vista business license that has been in effect for at least six (6) months prior to the issuance of a request for bids/proposals for which the company wishes to bid; and
3) Employs at least two (2) full-time, or four (4) part-time employees of the company whose primary residence is located within the City of Vista; or, if the company has no employees, then is at least fifty percent (50%) owned by one or more persons whose primary residences are located within the City of Vista.
17. VETERAN-OWNED BUSINESS ENTITY
A Veteran-Owned Business Entity, as defined below, may be entitled to a preference as provided for in section 3.08.020 of the Vista Municipal Code. Should the bidder who submits the lowest bid not be a Veteran-Owned Business Entity, then the lowest bid submitted by a Veteran-Owned Business Entity which is within two percent (2%) of the lowest bid may be deemed the Lowest Monetary Bidder, whether or not that bidder is the second lowest bidder, if the Veteran-Owned Business Entity agrees, in writing, to reduce
its bid to match the bid of the lowest bidder within three days of the City’s request to match. Thereafter, the Contract may be awarded to the Veteran-Owned Business Entity if it otherwise qualifies as the Lowest Responsible Bidder.
A “Veteran-Owned Business Entity” is
1) Is a business entity which at least fifty one percent (51%) owned by one or more veterans; and
2) Holds a business license for at least 6 months prior to the issuance of the request for bids/proposals in
(a) the City of Vista; or
(b) one of the other Innovate 78 Corridor Economic Development Initiative cities of Carlsbad, Escondido, Oceanside, or San Marcos, provided that the city issuing the business license has enacted a substantially similar veterans business preference program as determined by the City Manager; and
3) Is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned Small Business (VOSB) registered with the Office of Small & Disadvantaged Business Utilization’s 08/22/2023 C6 29 of 139
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Vets First Verification Program, a division of the U.S. Department of Veteran Affairs, or (b) is a disabled Veteran Business Enterprise (DVBE) certified and registered with the Office of Small Business and DVBE Service, a division of the California Department of General Services.
18. EXECUTION OF CONTRACT / FAILURE TO EXECUTE CONTRACT
A bidder whose proposal is being recommended for acceptance shall execute a written Contract with the Agency, in the form of the CONSTRUCTION CONTRACT attached hereto, prior to contract award and within the time requested by the Agency. Thereafter, a bidder to whom an award is made shall secure the payment of Workmen's Compensation, and furnish good and approved bonds and insurance certificates, all as required in the following paragraph and all in accordance with the provisions hereof, within ten (10) Working Days from the date of the mailing of the Notice of Award, or the Notice of Intent to Award, by the Agency to the bidder, according to the address given by him in his proposal.
If a bidder to whom award is made fails or refuses execute the Contract prior to bid award, or to thereafter conform to any of the stipulated requirements in connection therewith, the money represented by his check or bidder's bond shall become the property of the Agency, as provided in the provisions for “Bid Security” herein, any award made will be annulled, and, at the discretion of the Agency, an award may be made to the bidder whose proposal is next most acceptable to the Agency, and such bidder shall fulfill every stipulation embraced herein as if he were the party to whom the first award was made. A corporation whose proposal is being recommended for acceptance may be required, before the Contract is executed, to furnish evidence of its corporate existence, of its right to do business in California, and of the authority of the officer signing the Contract and bonds for the corporation.
19. LIABILITY INSURANCE
Before the Contract is executed on behalf of the Agency, a bidder to whom the Contract has been awarded shall furnish to the Agency a policy or certificate of protective liability insurance in which the Agency shall be named as an additional insured with the bidder. The policy shall insure the Agency, its officers and its employees, the bidder, his employees, and his subcontractors and their employees, and their heirs, agents, and employees, while acting within the scope of their duties, against all claims arising out of or in connection with the Work to be performed and shall remain in full force and effect until the Work is accepted by the Agency. The policy shall provide for the limits stated with any insurance policy carried by the Agency. The public liability insurance shall be in the amounts set forth in of the Supplementary General Provisions. The insurance company shall meet the financial strength rating requirements set forth in the General Provisions.
20. INSURANCE CODE REQUIREMENTS
Attention is called to the provisions of the Insurance Code of the State of California with reference to the writing of insurance policies and bonds covering risks located in this state, and the premiums and commissions thereon. A bidder to whom the Contract is awarded shall furnish, at the time his bond or bonds are submitted for approval, satisfactory evidence that the requirements of said code have been observed.
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21. ASSIGNMENT
In accordance with Section 4552 of the Government Code, the bidder shall conform to the following requirements. In submitting a bid to the Agency, the bidder offers and agrees that if the bid is accepted, it will assign to the Agency all rights, title and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section 15) or under the Cartwright Act [Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code], arising from purchases of goods, services or materials by the Bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.
INSTRUCTIONS FOR SIGNING BIDS AND CONTRACTS
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CORPORATIONS
Give name of corporation.
Proof of authorization shall be established (pursuant to Corporation Code Section 313) when the corporate officers listed below both sign the documents:
Signatures: Chairman of Board or President or Vice-President AND Secretary or Assistant Secretary or Chief Financial Officer or Assistant Treasurer.
Affix corporate seal and Notary's acknowledgment.
Others may sign to bind the corporation if the Agency has been furnished a certified copy of a resolution of the corporate board of directors authorizing them to do so.
PARTNERSHIPS
Signatures: All members of partnership. One may sign if the Agency has a copy of authorization [i.e., a Certificate of Partnership (State form LP-1 for Limited Partnerships) or a copy of the partnership agreement is sufficient to establish the authority of a single general partner to bind the partnership].
Affix Notary's acknowledgment.
JOINT VENTURES
Give the names of the joint ventures.
Signatures: All joint ventures. One may sign if the Agency has a copy of authorization. Affix Notary's acknowledgment.
INDIVIDUALS
Signature: The individual.
Affix Notary's acknowledgment.
FICTITIOUS NAMES
Show fictitious names.
Satisfy all pertinent requirements shown above (note: If the Bidder is a sole proprietorship, either a Fictitious Business Name Statement or a City of Vista business license is sufficient to establish the authority of an individual to bind the sole proprietorship).
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GENERAL SPECIFICATIONS
1. DEFINITIONS
b. CITY - The CITY of Vista.
c. CITY MANAGER - The fully appointed CITY MANAGER of the CITY or his authorized representative.
d. CONTRACT ADMINISTRATOR – The Director of Public Works’ designee for administering the CONTRACTOR’S work under this agreement. e. CONTRACTOR - The managing individual of the contracting entity or his authorized employees
or representatives.
f. PERIODIC INSPECTION – Routinely scheduled or randomly noticed inspection or audit conducted by CITY.
2. STANDARDS OF WORK AND CONTRACTOR RESPONSIBILITY
1.0 GENERAL REQUIREMENTS
The Contractor shall perform janitorial services at the highest standards and not at a lesser frequency than specified in the Part III Service Frequency Schedules in this agreement. It is the responsibility of the Contractor to maintain the building in conformance with attachment “A”, including the standard described in Association of Physical Plant Administrators (APPA) Janitorial Level 2 in the Specifications, The Contractor shall perform a monthly service inspection, during daylight hours, of all assigned facilities on premises. Such inspection shall be visual. Contractor shall take immediate steps to correct any observed irregularities and submit a written report regarding such circumstances to the Contract Administrator or their designated representative. Contractor shall be required to clearly identify and equip each vehicle, used at said facilities, with decals on the exterior right and left front door panels, identifying the Contractor’s name, address, and phone number.
Contractor shall, during the term of this Agreement, respond to all emergencies within two (2) hours of notification.
Contractor shall not interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed.
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Contractor shall not post signs or advertising matter upon the premises or improvements, thereon, unless prior approval, thereof, is obtained from the City.
City, at its discretion, may provide some storage for Contractor’s use within the premises.
In such case, Contractor is prohibited from use of said facilities for the conduct of any of its business interests that are outside the scope of this Agreement. Further, said facilities shall not be used for human habitation.
Contractor, at its own risk, may store equipment and materials required for maintenance of the premises in said facilities. However, Contractor must, at all times, employ the use of such safety standards and handling procedures as are applicable to such equipment and materials. Storage may only occur in City-designated areas.
Contractor shall not dispose of hazardous materials on the premises. All such hazardous materials shall be accompanied by Safety Data Sheets (SDS). All such hazardous materials collected on the premises shall be properly stored on a temporary basis, thereafter, to be disposed of by Contractor at an approved disposal site.
Damage or loss to Contractor’s equipment, materials, and/or personal property shall be at Contractor’s sole risk and expense. Contractor, hereby, agrees to hold City harmless and waives any claims for damage for loss of use of any equipment, materials, and/or personal property that may occur at City provided storage facilities. 08/22/2023 C6 34 of 139
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Contractor will arrange for and provide all trash transportation bins for use at each facility at the Contractor’s expense.
Chemicals/supplies for cleaning purposes, include but are not limited to wax, floor stripper, neutral general purpose cleaner, sanitizer, and glass cleaner used at any City facility must be pre-approved by City designee.
Any chemicals found on city property that are not approved may and will be immediately removed from the premises and may be disposed of at contractors expense. Any unlabeled container, may and will be removed from the premises and disposed of at the contractors expense. Any and all carts, bags, boxes, containers, bags and any other item is subject to inspection by City designee at anytime if said items are on City property.
Products used shall be environmentally safe, bearing the "green seal" and used in the accordance to manufacturer's specifications and shall be pre-approved by the City designee. The Contractor shall provide Safety Data Sheets (SDS) and a copy of the product label for all products to the City designee prior to contract start date.
Contractor shall purchase and issue all chemicals in their original containers. Chemicals/supplies that require precautionary warnings shall have those warnings affixed to all containers as prescribed by law, regulation, or ordinance. All labeling of hazardous, toxic substances, or waste must be in compliance with all Federal, State, and local laws and regulations. Contractor shall only use Sanitizers that bear and EPA REGISTRATION NUMBER.
No materials, treatment, or procedure, shall be used on any floor, stairway, handrails, kitchen appliances, horizontal or vertical surfaces, furniture or fixtures that could cause or contribute to the floor or stairway surface being slippery or unsafe to walk upon during all kinds of weather under normal use, nor will is leave any residue that could be perceived as oily/greasy. Additional information can be found in Attachment B.
CITY PROVIDED MATERIALS
As specified, City shall supply the Contractor with the following materials for which the Contractor will provide labor at no additional cost to the City:
a. Paper supplies, including toilet paper, paper towels, feminine hygiene, and toilet seat covers.
b. Trash can liners
c. Hand & Body soap
d. Waterless urinal liquid (Where applicable)
e. Hand Sanitizer
d. Foaming Soap
As specified the Contractor shall supply all green seal certified cleaning chemicals, tools, consumables and supplies for cleaning purposes.
HOURS AND DAYS OF MAINTENANCE SERVICE
The basic daily hours of service are listed below
Civic Center: Monday - Friday after 5:30pm
On council meeting days (the second and fourth Tuesday of each month) building access shall be no earlier than 9:00 p.m. and the areas occupied/in use during Council meeting that continue past 9pm are to be cleaned after the meeting has adjourned and all participants and guests have vacated the areas completely Jim Porter Recreation Center: After 5pm weekdays
Rancho Buena Vista Adobe: After 5pm weekdays
Moonlight Amphitheater: After 5pm weekdays
Public Works Taylor Yard: After 5pm weekdays 08/22/2023 C6 35 of 139
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Public Works Buena Yard (Lupine Hills): After 5pm weekdays Thibodo Community Center: After 5pm weekdays
Avo Theater: After 5pm weekdays
Gloria McClellan Senior Center: After 5pm weekdays
Other scheduled maintenance services can be authorized by Contract Administrator.
Any changes in the days and hours of operation, heretofore prescribed, shall be subject to written approval by the City.
Per California Labor Code, Contractor is directed to the following prescribed requirement with respect to the hours of employment. Eight (8) hours of labor under this Agreement shall constitute a legal day’s work, and said Contractor shall not require or permit any laborer, worker, or mechanic, or any subcontractor employed by him, to perform any of the work described, herein, to labor more than eight (8) hours during any one (1) day or more than forty (40) hours during any one (1) calendar week, except as authorized by Labor Code Section 1815, under penalty of paying, to the City, the sum of twenty-five dollars ($25.00) for each laborer, worker, or mechanic employed in the execution of said Agreement by him, or any subcontractor under him, upon any of the work included in said Agreement for each calendar day during which such laborer, worker, or mechanic is required or permitted to labor more than eight (8) hours in any one (1) calendar day or forty (40) hours in any one (1) calendar week, in violation of the provision of Section 1811 to 1815, inclusive of the California Labor Code.
MAINTENANCE SCHEDULES
Contractor shall, abide by the schedule set forth in the Service Frequency Schedule
The following conditions will apply to the services detailed in the Bid Schedule:
a.) Failure to notify the city designee of a change and/or failure to perform a task on a scheduled day may result in deduction of payment for that date or week. b.) Contractor shall adjust his schedule to compensate for all holidays.
SECURITY
The City has a security policy that Contractor must adhere to and the Contractor is responsible for being familiar with the policy and informing is personnel of all security procedures.
The City will issue two RFID access cards and 4 keys to the Contractor. The Contractor shall not duplicate any access card or key. All keys and access cards remain the property of the City and all keys and access cards are to be returned to the City at the expiration of the agreement. The City reserves the right to charge Contractor twenty-five dollars ($25.00) per card/key for replacement of keys and/or access cards due to loss, mutilation, or breakage.
The City reserves the right to “re-key” any door at any site, at contractors’ expense due to lost keys.
No exterior doors are to be left or propped open at any time! There may be certain internal doors that are NOT to be left open during nightly cleaning. A city designee will give contractor notice of those internal doors when/if they become apparent.
Supervisory/lead personnel shall include in their responsibilities overseeing that all entrances and exits in each area are secure during nightly operations and checking that all doors and windows are locked prior to exiting. Contractor is responsible for “Arming” and “Disarming” facilities and will be trained on the arming/disarming procedures for each site.
In the event the Contractor or personnel have not properly armed or secured the facility, and City 08/22/2023 C6 36 of 139
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representative(s) are required to respond to the facility after notification from the security service, or if Contractor or his personnel fails to arm the building, the Contractor will be assessed a One Hundred Fifty Dollar ($150.00) charge per occurrence.
The Contractor is responsible for the enforcement of the security rules as they apply to all personnel.
The Contractor shall inform his/her personnel of the following security rules:
a. No guns, illegal knives or other dangerous weapons allowed on premises. b. No dangerous or other prohibited substances, including alcohol or drugs allowed on premises. c. No unauthorized persons, including children, shall be allowed on premises. d. No smoking or vaping allowed inside any facility. And only allowed in designated areas outside the facilities
The use of City telephones is strictly prohibited with the exception of the need for Contractor’s personnel to respond to and report an emergency.
2.0 FACILITIES TO BE MAINTAINED
The Contractor shall perform all of the Ongoing Service Tasks listed in this agreement. Contractor shall be responsible for each facility listed below.
Vista Civic Center
Gloria McClellan Senior Center
Thibodo Community Center
Rancho Buena Vista Adobe
Avo Playhouse
Jim Porter Recreation Center
Moonlight
Public Works Taylor Yard
Public Works Buena Yard
3.0 CERTIFICATIONS/REPORTS
Service Function Report
Contractor shall submit, in writing (Email) any deviation from the set schedule(s) shown in “Part 3: Service Frequency Schedules”, within ten (10) working days prior to scheduled date/time for the service.
Weekly schedule forms shall be provided by the Contractor to the city designee, indicating the services performed on a weekly basis. These forms are the responsibility of the contractor to create, make copies of and submitting copies of, to the City Designee. Copies (paper or digital) must be submitted to the City Designee no later than 10am on Monday’s. Or the next workday, if a city honored holiday falls on a Monday. The form must list the site name, services performed, with no more or less detail in defined area or scope of work than shown in “Part 3: Service Frequency Schedule”. The form must show the day(s) of the week the task was performed, initials and employee number of the employee who completed the work or the employee’s name legibly printed.
This form is not to be filled out until the actual task has been completed.
Contractor must make this form available to city designee within 2 hours of request to view. No requests to view will be made outside of normal business hours. The monthly payment will not be made until the weekly schedule forms are received and deemed acceptable by the city
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4.0 CONTRACT ENFORCEMENT, QUALITY CONTROL, QUALITY LEVEL ASSURANCE, MONITORING AND REVIEW The Contract Administrator shall be responsible for the enforcement of this Agreement on behalf of the City and shall be assisted therein by those officers and employees of the City having duties in connection with the administration thereof. City hereby reserves the right to:
a. Assign such personnel as are needed to serve as Contract Monitor(s) in order to inspect and review Contractor’s performance of, and compliance with, all contractual services, duties, obligations, responsibilities, administrative procedures, and staffing as set forth in this Agreement.
b. Require the Contractor to provide such written documentation and/or regular reports, as City deems necessary to verify and review Contractor’s performance under this Agreement.
The Contractor or his authorized representative shall meet on the site at least once a month, or more frequently at the discretion and convenience of the City, with an authorized representative of the City for a walk-through inspection. All On-going Maintenance Tasks shall be completed prior to this meeting.
The City shall prepare and implement an Inspection Rating Form to be used to verify services performed and/or deductions from payments. This form and system shall be established and/or modified at the discretion of the City. The Contractor, by entering into the contract, agrees to be so evaluated by the system and bound by the ratings and/or deductions from payments indicated in the Inspection Rating Form.
City reserves the right to perform inspections at any time for the purpose of identifying completed on- going service functions and deficiencies.
At the request of the City, the Contractor, or its appropriate representative, shall attend meetings and/or training session, as determined by City, for the purpose(s) of: orientation, information sharing, service agreement revision, and/or description of City policies and procedural standards.
5.0 CONTRACTOR’S RESPONSIBILITIES
Experience/Qualifications
Bidders are required to demonstrate successful performance of janitorial services work of similar size and scope as required of this contract in the Southern California area for the past three (3) years.
Bidders must also demonstrate that they are properly equipped to perform the work of this contract.
To enable the City to evaluate the responsibility, experience, skill, and business standing of the Bidder, the following documents must be included with the bid submittal:
• Bidder’s References
• Bidder’s List of Available Equipment
The City reserves the right to reject any bid when, in its opinion, the Bidder cannot perform the contract in accordance with specifications contained herein. 08/22/2023 C6 38 of 139
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Local Office
A company representative, authorized to discuss matters related to this contract, must be available during normal business hours, Monday through Friday. An answering service in conjunction with a pager for the designated company representative would fulfill this requirement. A mobile telephone shall not fulfill the requirement for a local office. All calls from the Contract Administrator or their designated representative shall be returned within a one (1) hour period.
Emergency Calls
The Contractor shall have the capability to receive and to respond immediately to calls of an emergency nature during normal working hours and outside of normal working hours. Calls of an emergency nature received by the Contract Administrator shall be referred to the Contractor for immediate disposition.
Emergency calls shall be referred to the Contractor. A twenty-four (24) hour emergency telephone number shall be provided by the Contractor for this purpose.
Compliance with the Law
The Contractor shall comply with all applicable Federal, State of California, County and City of Vista laws and regulations.
Subcontractors
All persons assigned to this contract, including Subcontractors, will be considered as employees of the Contractor and the Contractor shall be held directly responsible for their work.
Responsibility for Damages
The Contractor shall be responsible for all damages to people and/or property that occur as a result of the fault or negligence of said Contractor or Contractor’s employees in connection with the performance of this work.
Janitorial personnel will immediately report any hazards, damages, defects, leaks, power outages, or any other problems or irregularities to the City designee.
Staffing
Supervision. The Contractor shall furnish sufficient supervisory and working personnel capable of promptly accomplishing on schedule, and to the satisfaction of the Contract Administrator, all work required under this contract during the regular and prescribed hours.
A minimum of one (1) qualified field supervisor shall be on the job at all times while work is being performed to provide the necessary supervision to ensure work is completed as specified under the contract. This field supervisor must have at least three (3) years of experience overseeing all phases of janitorial services and personnel, on a site of comparable square footage. A resume of the assigned field supervisor must be submitted. The field supervisor will be interviewed by the Contact Administrator prior to acceptance. Payroll records may be utilized to verify experience. The field supervisor must be employed by the successful Bidder at the time this contract is awarded. Any changes in field supervisors must be submitted in writing to the Contract Administrator. In addition, the non-working supervisor shall inspect all areas under the contract a minimum of once a month. These inspections shall include a written punch list (to be completed by the non- working supervisor) of deficient items and dates of correction. Punch lists are to be given to the Contract Administrator on a monthly basis. Date and time to be determined by the Contract Administrator upon award. All major problems shall be reported to the Contract Administrator within twenty-four (24) hours. 08/22/2023 C6 39 of 139
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Physical Ability to Perform Work. All such personnel shall be physically able to do their assigned work.
Proper Conduct. The Contractor and his/her employees shall conduct themselves in a proper and efficient manner at all times and shall cause the least possible annoyance to the public.
Uniforms. Janitorial staff shall work in neat and clean uniforms. The Contractor will furnish their employees with a shirt, or some other type of upper body wear, bearing the company’s identification. An appropriate uniform shall be worn at all times, while on the job site. Failure to do so may result in termination of contract.
Removal of Employee. The Contract Administrator may require the Contractor to remove from the work site any employee(s) deemed careless, incompetent, or otherwise objectionable, whose continued employment on the job is considered to be contrary to the best interest of the City of Vista.
Communication Skills. Contractor will ensure that all supervisors on-site, can communicate in English both verbally and in writing. Supervisor will be capable of completing, in English, legible written forms and will be capable of understanding oral and/or written instructions in English.
Repairs to Existing Facilities
a. All portions of existing structures or facilities, including plumbing fixtures, partitions and dispensers, which are damaged or altered in any way as a result of the performance of contract shall be repaired or replaced in kind and in a manner pre-approved by the contract administrator. All work of this kind shall be at no cost to the City, and shall be as directed by the Contract Administrator.
Repairs to facilities shall be reported immediately to the contract administrator A comprehensive testing and check of all plumbing fixtures, partitions and dispensers shall be made approximately thirty (30) days prior to the end of the contract, and any repairs deemed the responsibility of the Contractor shall be made by the Contractor prior to the end of the contract. If repairs are not made by the Contractor to the satisfaction of the Contract Administrator, deductions shall be made from the contract payment in the amount to cover the cost of repairs, as determined by the Contract Administrator.
b. All portions of existing structures or facilities which are damaged or altered by vandalism or theft shall, as directed by the Contract Administrator, be repaired or replaced in kind and in an approved manner. All work of this kind shall be performed by the City.
c. The Contract Administrator shall be notified within eight (8) hours of any damage caused by accident, vandalism or theft. Time and date stamped voice mail is available on a twenty-four (24) hour basis.
Safety Requirements
All work under this contract shall be performed in such manner as to provide maximum safety to the public and, where applicable, to comply with all safety standards required by OSHA. The Contract Administrator reserves the right to issue restraint or cease and desist orders to the Contractor when unsafe or harmful acts are observed or reported relative to the performance of the work under this contract. 08/22/2023 C6 40 of 139
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Hazardous Conditions
The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from Contractor's operations. Any hazardous conditions noted by the Contractor which are not a result of the Contractor’s operations shall be immediately reported to the Contract Administrator.
Hazardous Wastes Disposal Procedure
In all areas covered by this contract, the Contractor and/or Contractor’s subordinate staff, upon finding illegally dumped debris which might reasonably be considered hazardous to the health and/or safety of Contractor’s staff, the public, the landscape environment and/or adjacent properties, shall adhere to the following procedures:
a. Cordon off the area where the material has been found, to the extent possible; Immediately call 911 (Fire Department) and provide all relevant information possible:
Finder’s name and company
Specific location of material
Try to determine:
1. Number, size, and types of containers
2. Description of labels
3. Spillage to soil, pavement, water
4. Description: solid, liquid, color
5. Any danger to public
b. Inform the appropriate supervisor and the City Contract Administrator as soon as possible.
c. Remain at site until the Fire Department arrives.
d. Do not move, touch, or sniff any of the material.
Use of Chemicals
Prior to signing of contract, the Contractor shall submit product labels and Safety Data Sheets for all chemicals to be used under this contract for approval by the Contract Administrator. All chemicals must be Green Seal GS34, GS37 and or GS53 approved or equivalent Litter
a. Contractor Generated Trash
The Contractor shall promptly remove all debris generated by Contractor’s janitorial and other activities required in the specifications of this contract. b. Litter Pick-Up
In all areas covered by this contract, litter, including bottles, glass, cans, paper, cardboard, fecal matter, metallic items, cigarette butts, and other debris, shall be removed as shown in the Service Frequencies Schedule.
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6.0 ENFORCEMENT, DEDUCTIONS AND LIQUIDATED DAMAGES
a. The contract administrator, or designee, shall be responsible for the enforcement of this Contract on behalf of CITY. In addition to deductions stipulated in other sections of this agreement, the contract administrator, or designee, may enforce deductions.
b. The contract administrator, or designee, shall prepare and implement an Inspection Rating System (see sample Inspection Form Exhibit C). The contractor agrees to be evaluated by said system and bound by the ratings and any resulting payment deductions, subject to cure periods, as described in subsection (d), below. Each location specific Inspection Form has a maximum point score of 100. While any work deficiencies that exist beyond the cure period may result in payment deductions, the CITY intends to focus on payment deductions when contractor receives a rating of less than 70% at a facility. The Inspection Forms shall constitute adequate reason for any imposed deductions. The contract administrator shall determine the frequency of the CITY’s facility Inspections.
c. The contract administrator, or designee, shall maintain a record of complaints filed by CITY staff, members of the public, or deficiencies directly observed by the contract administrator or designee. Each complaint will be forwarded to the contractor. Complaints include, but are not limited, to:
i. The work task in an area was not performed in strict accordance with the performance standards. ii. Work tasks were not performed in their entirety.
iii. The specified equipment, tools and chemicals were not used or were not in good operating condition. iv. The tasks were not performed within the scheduled work shift or within the specified timeframe. v. Failure to respond to a call back within 2-hour time frame.
d. In the event of non-performance of work (“work deficiencies”) by the contractor, the contract administrator, or designee, may do the following:
i. The contract administrator, or designee, may direct the contractor to address the work deficiencies within a City-specified time period (“cure period”). The cure period shall be 2 hours from CITY’s notification to contractor unless a different time period is expressly specified by CITY. ii. If contractor fails to fully address the work deficiencies within the cure period, the CITY may exercise one of the following options:
1. Liquidated Damages. The contract administrator, or designee, may deduct liquidated damages of $50 per day per location, for each day that contractor fails to cure the deficiency after the cure period. The amount of liquidated damages shall be deducted from contractor’s monthly payment for the month during which the deficiency occurred.
City and contractor agree that time is of the essence in the performance of the contractor's duties, and that it will be impractical or extremely difficult to fix the extent of actual damages that resulted from the failure of the contractor to correct a deficiency within the specified cure period. The parties hereby agree that a reasonable estimate of such damages is Fifty Dollars ($50) per day per site, and that contractor shall be liable to City for liquidated damages in said amount. Said amount shall be deducted from City's payment to contractor. Such liquidated damages shall not be construed as a penalty but as an adjustment of payment to contractor to recover the City’s cost due to the failure of the contractor to comply with the provisions of the Agreement.
Examples of deficiencies that may result in liquidated damages include:
Failure to make adequate corrections to an inspection report. Repeated deficiencies highlighted in inspection reports. Receiving repeated complaints about the same deficient service. Not maintaining equipment in a safe of sanitary manner. Not maintaining adequate supplies of cleaning products and consumables. Failure to maintain and provide service records.
2. Alternative Invoice Deductions. In lieu of imposing liquidated damages, and in cases where the value of Contractor’s unperformed services is ascertainable, the City may withhold payments to Contractor in such ascertainable amounts. Such deductions will occur for the month during which the services were not fully performed. Any payment deductions shall not prevent the CITY from proceeding with termination of the 08/22/2023 C6 42 of 139
Agreement.
7.0 METHOD OF PAYMENT/MONTHLY REPORTS
The Contractor will be paid monthly, in arrears, for work performed satisfactorily under this contract. By the first of each month, the Contractor shall submit a detailed invoice and report of services performed.
One invoice per site is required. All daily and weekly services can be stated as such, on invoice, but any monthly or annual services are to be line itemed on the invoice and materials used in the prior month.
Billing shall be in accordance with the awarded contract prices, allowing for City approved adjustments if any.
8.0 EXTRAORDINARY LABOR
All extraordinary labor must be approved in writing by the Contract Administrator prior to commencement of work. Contractor shall not be paid for extraordinary materials or labor that has not been authorized in writing by the Contract Administrator. All extra work shall be completed by experienced employees, and must not disturb regularly scheduled maintenance tasks and crew functions. Contractor must have staffing capable of performing extraordinary labor in an expedient time frame, per the Contract Administer.
A separate invoice for that specific extraordinary labor must be provided.
9.0 GRAFFITI
The Contractor shall notify the Contract Administrator of all types of graffiti identified during the course of performing janitorial services, including but not limited to graffiti etching, pen markings, paint, and stickers. All graffiti incidents shall be reported to the Contract Administrator for removal by City staff.
10.0 STORM WATER POLLUTION REGULATIONS
All Contractors shall comply with Vista Municipal Code Section 13.18, Storm Water Management Discharge Control, and any and all Best Management Practice guidelines and pollution elimination requirements as may be established by the Enforcement Official, in performing or delivering services at City owned, leased, or managed property, or in performance of services and activities on behalf of the City of Vista regardless of location.
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ASSOCIATION OF PHYSICAL PLANT ADMINSTRATORS
(APPA) JANITORIAL SERVICES LEVELS
Level 1 – Orderly Spotlessness
• Floors and base moldings shine and/or are bright and clean; colors are fresh. There is no build up in corners or along walls.
• All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have no accumulated dust, dirt, marks, streaks, smudges, or fingerprints. • Washroom and shower tile and fixtures gleam and are odor free. Supplies are adequate. • Trash containers and pencil sharpeners are empty, clean, and odor free.
Level 2 – Ordinary Tidiness THIS BID LEVEL
When inspected after cleaning has completed and or before the area has foot traffic or occupied, the inspector should find the areas to be as noted below
• Floors and base moldings shine and/or bright and clean. There is no buildup in corners or along walls but there can be up to two days’ worth of dirt, dust, stains and streaks
• All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable upon close observation.
• Washroom and shower tile and fixtures gleam and are odor free. Supplies are adequate • Trash containers are empty, clean and odor free.
Level 3 – Casual intention
• Floors are swept clean, but upon close observation dust, dirt and stains, as well as a buildup of dirt, dust and/or floor finish in corners and along walls can be seen. • There are dull spots and/or matted carpets in walking lanes, and streaks and splashes on base molding.
• All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges, and fingerprints. • Lamps all work and all fixtures are clean.
• Trash containers and pencil sharpeners are empty, clean and odor free. •
Level 4 – Moderate Dinginess
• Floors are swept clean but are dull. Colors are dingy, and there is an obvious buildup of dust, dirt, and/or floor finish in corners and along walls. Molding is dull and contains streaking and splashes.
• All vertical and horizontal surfaces have conspicuous dust, dirt, smudges, fingerprints, and marks that will be difficult to remove.
• Less than 5% of lamps are burned out, and fixtures are dingy. • Trash containers and pencil sharpeners have old trash and shavings. They are stained and marked. Trash can smell sour.
Level 5 – Unkempt Neglect
• Floors and carpets are dirty and have visible wear and/or pitting. Colors are faded and dingy, and there is a conspicuous buildup of dirt, dust, and/or floor finishing corners and along walls. Base molding is dirty, stained and streaked. Gum, stains, dirt, dust balls, and trash are broadcast. • All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges, and fingerprints, as well as damage. It is evident that no maintenance or cleaning is done on these surfaces. 08/22/2023 C6 44 of 139
• More than 5% of lamps are burned out, and fixtures are dirty with dust balls and flies. • Trash containers and pencils sharpeners overflow. They are stained and marked. Trash containers smell sour.
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SPECIFICATIONS FOR JANITORIAL SERVICES
I. GENERAL SPECIFICATIONS
A. CLEANING SUPPLIES
Contractor shall supply all materials for cleaning purposes including but not limited to: wax, floor stripper, germicidal cleaner, general-purpose cleaners, and carpet shampoo.
Any materials not specifically identified in this agreement are subject to the approval of the City.
Products used shall be environmentally safe bearing the “green seal” and used in accordance to manufacturer’s specifications and shall be approved by the City designee. The contractor shall provide Material Safety Data Sheets (MSDS) for all products to the City designee.
Contractor shall purchase and issue all chemicals in their original containers. Chemicals/supplies that require precautionary warnings shall have those warnings affixed to all containers as prescribed by law, regulation or ordinance. All labeling of containers of hazardous, toxic substances or waste must be in compliance with all Federal, State and Local laws and regulations. Contractor shall only use germicidal disinfectants that bear an EPA Registration Number.
No materials, treatment, or procedure should be used on any floor or stairway that will cause or contribute to the floor or stairway surface being slippery or unsafe to walk upon all kinds of weather under normal use.
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Approved chemicals for use at ALL SITES
Must meet Green-Seal GS-34, GS-37, GS-40, GS-51 or GS-53 standards. Other certifications or GS certified chemicals may be approved upon request
NO ENZYME BASED CLEANERS ALLOWED
NO PETROLUEM, CITRUS OR SILICONE BASED CLEANERS/POLISHES ALLOWED
NO ACIDIC CLEANERS TO BE USED ON ANY PORCELAIN, GROUT, TILE OR STONE
GreenSeal certified products https://certified.greenseal.org/directory
Surface/Area
Type
Approved methods/Chemicals
Flooring
Porcelain
Neutral PH floor cleaner or General purpose cleaner
Flooring
Natural stone
PH neutral stone floor cleaner ONLY
Flooring
Laminate/Vinyl
Neutral or General purpose cleaner
Flooring
Carpet
Hot Water Extraction only
Wall tile
Glazed Ceramic
General purpose cleaner and quality Sanitizer/disinfectant appropriate for the material
Wood Furniture/Walls/
Wood laminate/solid surface
Damp Micro fiber followed by dry micro fiber. Neutral or General purpose cleaners can be used for stains, smears and oily/greasy areas. Sanitizer/disinfectant appropriate for the material may be used as well
Handrails
Painted Steel/Stainless steel
Neutral or General-purpose cleaner and
Sanitizer/disinfectant appropriate for the material
Chairs
Fabric
Hot Water Extraction only
Chairs
Vinyl/leather
Damp Microfiber with Saddle Soap or pre-approved
vinyl/leather cleaner
Glass
Glass
Damp Microfiber followed by dry microfiber. Non Ammonia based window cleaner may be used for stubborn glass
Sink bowls
Porcelain/Resin/Solid Surface
Neutral or General purpose cleaner with 3M white scouring pad or equivalent and quality quaternary sanitizer
Sink tops
Solid surface/Resin/laminate
Neutral or General purpose cleaner with 3M white scouring pad or equivalent and quality sanitizer
Toilets/Urinals
Porcelain/resin
Neutral or General purpose cleaner with 3M white scouring pad or equivalent and quality quaternary sanitizer
Restroom fixtures
Chrome
Neutral or General purpose cleaner and quality quaternary Sanitizer
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B. CLEANING EQUIPMENT
All cleaning equipment including power floor scrubbing machines, back pack vacuum, high dusting equipment, waxing and polishing machines, industrial floor and upholstery vacuum cleaners and any other equipment needed to perform the services of this agreement shall be furnished by contractor.
Such equipment shall be the size and type customarily used in work of this kind and no equipment shall be used which is harmful to the building and/or its contents.
Vacuums will be HEPA type, refer to a list of approved HEPA vacuum cleaners at https://carpet- rug.org/testing/seal-of-approval-program/certified-vacuums/
All equipment shall be in good operating condition and physical appearance. All equipment is subject to City approval. If the contractor’s equipment is deemed inoperable or in poor operating condition, it will be considered a validated report of poor performance and/or noncompliance. All equipment must be compatible with the flooring materials and surfaces and all wheels shall be of a type that will not mar or damage flooring.
Contractor shall provide the City free and easy access to inspect and measure the manner and progress of the work at all times and to inspect the types, and quantities of equipment, chemicals, supplies and any other material(s) used in the performance of services
C. JANITORIAL EQUIPMENT LIST
Equipment or tools to be used for this agreement must be provided in quantities needed with the minimum quantity as one and shall meet the requirements of the work and produce a satisfactory quality of work. The City may require the removal and replacement of any unsatisfactory equipment. Note, propane powered equipment is not allowed indoors at any site
D. SUPPLY DISTRIBUTION
Supplies such as toilet tissue, trash can liners, paper towels, toilet seat covers, hand soap, feminine hygiene products, etc., must be installed in dispensers to ensure an adequate supply until the next scheduled service. If the contractor fails to comply with these or similar requirements, the City will promptly notify the contractor to correct the problem(s). Failure by the contractor to comply shall be considered a validated report of poor performance and/or noncompliance.
E. OSHA GUIDELINE COMPLIANCE
• SDS must be updated annually and submitted to the City designee. Any and All cleaning product changes and the SDS must be submitted to the City designee for approval prior to its utilization.
• SDS information must be in compliance with OSHA Regulation 1910.1200 . • Contractor shall comply with OSHA Regulation 1919.1200 paragraph (f), in regards to the labeling of all chemical containers.
• Contractor shall use caution signs as required by OSHA Regulation 1910.144 and 1910.145.
• Contractor shall comply with OSHA Standard 29CFR1910.1039 Blood Borne Pathogens as it pertains to the training, safety and equipment needed for all personnel who are engaged in custodial service.
• Contractor shall provide documentation of compliance with OSHA Regulation 1920.1200.
Failure of the contractor to comply with all applicable laws and regulations shall permit the City to terminate this agreement without liability.
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II. TASK SPECIFICATIONS
A. Maintain hard surface floors using hard surface floor care specifications.
1. Resilient Tile
a) Sweep floor with a dust mop to remove all dirt, dust, trash particles and other debris.
b) Follow flooring manufacturers recommendations for removing scuff marks, scars, streaks, spills, stains, gum, tar and other foreign substances. Then wet mop the floor with approved floor cleaner and a clean mop or other approved method c) BUFFING FLOORS. Damp mop floor, then spray buff floor with an approved floor wax and high-speed polisher with an abrasive pad. The operation shall take place after the daily operational tasks have been completed. Excessive wax build-up shall not be present on floor, corners or baseboards.
e) STRIP & WAX FLOORS. Strip and wax floor with approved stripper and wax. The entire room or corridor shall be completed in one (1) operation and shall be completed with the manufacturer’s recommendation.
1. Stone Floor
Dust mop or vacuum. Clean stains using a quality mop and a neutral floor cleaner. Damp mop floor as needed to remove stains as soon as possible. NEVER utilize vinegar, acid based cleaners or harsh abrasive cleansers. Further detailed care instructions per manufacturer’s recommendation will be provided upon award of agreement. Completed floors must be stain and streak free.
B. Rugs, carpets and floor mats.
1. VACUUM. Remove all paper, gum, rubber bands, staples, paper clips and foreign matter from the carpet. Then use an approved carpet vacuum to remove surface soil and embedded grit from all areas accessible to the vacuum. Chairs and trash receptacles shall be moved to vacuum underneath, and then replaced in their original position. The brush of the vacuum shall be adjusted to correspond to the pile height of the carpet. A crevice tool and or brush attachment shall be used to clean all areas that are inaccessible to the carpet vacuum.
2. EXTRACTION. Thoroughly clean carpet using the water extraction method. Begin the cleaning operation by removing all movable furnishings from the carpeted areas, placing the furnishings in an appropriate temporary location. All paper, gum, rubber bands, staples, paper clips and other debris shall be removed from the carpeted areas. Using an approved vacuum, the contractor shall then use a carpet vacuum to remove all surface soil and embedded grit. All spots and stains shall be treated with an approved spot cleaning solution according to carpet manufacturers recommendations. Hot water extraction equipment shall be operated over the entire carpeted area. After allowing sufficient drying time, the Contractor shall vacuum the carpeted area following a pattern, which will give the carpet pile a uniform appearance. The contractor shall conclude the operation by replacing furnishings in their original locations.
C. Trash Receptacles. Empty all trash receptacles indoors and outdoors and replace liners daily. All trash must be bagged before it is placed in dumpster. The interior and exterior of trash receptacles will be free of trash, liquid, gum, grease and other foreign substances and be odor free. Trash receptacles which are found to contain liquids or other substances, which could cause odors, shall be washed and dried before new liners are installed. No trash should be placed on the ground or on top of the trash container. Break down all cardboard boxes and place in proper recycle bin.
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Paper recycling containers: Empty daily the recycling container into the appropriate collection dumpster.
D. Cigarette Receptacles: Not applicable at the present time; however, the City reserves
E. Spot clean all furnishings such as cabinets, display cases, counter, tables and other furnishings, including legs and bases. Furnishings shall be free from dust, particles, lint, litter, stains, smudges, fingerprints, gum, tar, grease, marks and foreign substances, items on top of furnishings shall not be disturbed during the cleaning procedure. For wood, the contractor shall use a clean damp microfiber cloth followed by a dry microfiber cloth to clean surfaces An approved neutral or general-purpose cleaner and or sanitizer may be used on heavy dirt, grease or stains. Wood furnishings shall not have an oily film when the surface is rubbed lightly with fingertips. For hard surfaces other than wood, the Contractor shall use a neutral or general-purpose cleaner and a microfiber cloth to clean washable surface. NON- Ammonia based Glass cleaner shall be used on all glass surfaces. After cleaning, the surfaces shall be clean, uniform in appearance, free from streaks, spots and other evidence of removable soil. Vinyl shall be cleaned using a damp microfiber cloth and an approved neutral or general-purpose cleaner, wiped with a damp microfiber and dried with a clean dry microfiber cloth. When spot cleaning cloth furnishings follow manufacturer recommendation. The Contractor shall notify the City designee if the spot cleaning effort is not effective.
F. Entrance Glass. Clean the interior and exterior sides of the entrance glass, entrance doors and adjacent windows. The surfaces shall be completely cleaned and dried and shall present a uniform appearance free if all smudges, fingerprints, marks, streaks, graffiti or foreign substance.
G. Stairs and Stairways. Clean stairs and stairways, including landings in accordance with the specifications for Clean Floors as listed in “A.” Clean handrails, using a clean cloth and an approved cleaning solution or a clean, damp microfiber followed by a clean dry microfiber.
H. Interior surfaces. Dust all building surfaces such as rails, ledges, windowsills, partition tops, ceiling vents, baseboards, etc. Wash clean where necessary.
I. Walls, that are not of wood material. Spot clean, to remove dirt, cobwebs, graffiti, grease, marks, stains, smears, and other foreign substances. Ensure they are uniformly clean, and that there are no smudge spots on the wall overlaps, and that water/cleaning fluids are not spilled on the floor or adjacent areas.
J. Wood walls: Clean with a clean, damp microfiber followed by a clean, dry microfiber for any smudges, grease, or oily marks. A suitable duster may be used in lieu of microfibers if surface(s) only have dust. An approved neutral or general-purpose cleaner may be used if deemed necessary.
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K. Glass (Doors and partition glass): (Not including exterior windows). Spot clean to remove all dirt, cobwebs, graffiti, grease, marks, stains, smears, and other foreign substances. Use a clean damp microfiber followed by a clean dry microfiber or use an approved glass cleaner. All glass must be stain clear and clean from top to bottom, regardless of height.
L. Light fixtures. All light fixtures to be dusted with a suitable duster without the need to take apart fixture or cause damage.
M. Microwaves and Refrigerators. Thoroughly clean the exterior surfaces of microwaves and refrigerators with an approved neutral or general-purpose cleaner to remove all dust, dirt, grease, fingerprints, stains, streaks and food particles.
N. Drinking Fountains. Use an approved sanitizer and a clean microfiber following the sanitizer manufacturer instructions for dwell time.
O. Elevator tracks. All tracks are to be vacuumed and all dirt or foreign objects removed.
P. Exterior windows: all windows are to be cleaned inside and out (including frames) according to the frequency in the specification.
Q. Restrooms/Locker rooms: Using approved neutral or general-purpose cleaners and approved sanitizer, clean and disinfect all surfaces of floors, mirrors and frames, tiled walls, sinks, toilets, urinals, flush valves, faucets, stall partitions, grab bars, product receptacles, shower valves, shower seats, benches and locker doors.
R. After cleaning/sanitizing, all items shall present a clean, bright, shiny and streak free appearance. Inoperable or broken fixtures will be immediately reported to the City designee.
S. Contractor shall attempt to clear toilet and sink stoppages by use of a plunger.
If the attempt to clear the stoppage(s) has failed, the Contractor shall post an “Out of Order” sign on the sink, urinal or toilet stall door, and shall report the stoppage to City designee.
T. Contractor shall report any defects/damages to any item or surface to the City designee immediately by email with pictures of the item or surface.
U. Cleaning and sanitizing shall follow the above guidelines and/or the approved chemical manufacturer or furniture/surface manufacturers process/procedure/guidelines.
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V. Metal Surfaces. All metal surfaces around doors, windows, elevator entrances, and all kick plates are to be thoroughly cleaned, to a stain, smudge, and streak free shine, including, handles, sills, frames, hinges, thresholds, pillars, doors, water fountains, elevator interior and exteriors.
W. Exterior. Collect and remove all litter and debris around the entryways. Sweep all outside walk areas, entrance ways and steps within twenty (20) feet of any door.
Remove all cobwebs, dust, and debris from exterior windowsills/ledges according to specifications for that site (if Applicable)
X. DISPENSERS: Contractor shall refill all paper towel, toilet tissue, feminine hygiene products, seat covers, soap/lotion/sanitizer dispensers on each day of service where needed. Contractor should make note of quantity of product used per day and either adjust the replacement/refill quantities/frequencies or report excessive use to City designee. Report all inoperable dispensers to City designee.
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CITY OF VISTA
JANITORIAL SERVICES
SCOPE OF WORK
When contracted work begins the CONTRACTOR shall clean all buildings to the Association of Physical Plant Administrators (APPA) Cleaning Level 2 upon receiving the notice to proceed. When this has been completed the CONTRACTOR and CONTRACT ADMINISTRATOR will inspect the buildings to confirm and agree that this requirement has been met.
Cleaning Scope of Services
Cleaning Products and Consumables
All cleaning products, soap, hand sanitizer, toilet paper, seat covers, paper towels and any related supplies to be provided by CONTRACTOR.
Expectations of Service
The intent of this scope is to provide restrooms that are clean, sanitized, stocked and odor free throughout the day.
The CITY has set minimum standards for the cleanliness of the facilities, these specifications refer to APPA standards.
APPA's Five Levels of Clean.
The following is a summary of key indicators for each of APPA’s five levels of cleanliness and can be found on https://www.appa.org/bok/cleaning-operations/#custodial-audit .
Level 1—Orderly Spotlessness indicators
• Floors and base molding shine and/or are bright and clean; colors are fresh. • There is no buildup in corners or along walls.
• All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have no accumulation of dust, dirt, marks, streaks, smudges, or fingerprints. Lights all work and fixtures are clean. • Washroom and shower fixtures and tile gleam and are odor free. Supplies are adequate. • Trash containers hold only daily waste and are clean and odor free.
Level 2—Ordinary Tidiness indicators
Same as Level 1 with the following exceptions
• There can be up to two days’ worth of dust, dirt, stains, or streaks on floors and base molding • Dust, smudges, and fingerprints are noticeable on vertical and horizontal surfaces
Level 3—Casual Inattention indicators
• Floors are swept or vacuumed clean, but upon close observation, there can be stains. A buildup of dirt and/or floor finish in corners and along walls can be seen. • There are dull spots and/or matted carpet in walking lanes. There are streaks or splashes on base molding.
• All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges, and fingerprints. Lamps all work and fixtures are clean.
• Trash containers hold only daily waste and are clean and odor free.
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Level 4—Moderate Dinginess indicators
• Floors are swept or vacuumed clean, but are dull, dingy, and stained. There is a noticeable buildup of dirt and/or floor finish in corners and along walls.
• There is a dull path and/or obviously matted carpet in the walking lanes. Base molding is dull and dingy with streaks or splashes.
• All vertical and horizontal surfaces have conspicuous dust, dirt, marks, smudges, and fingerprints. Lamp fixtures are dirty, and some lamps (up to 5 percent) are burned out. • Trash containers have old trash. They are stained and marked. • Trash containers smell sour.
Level 5—Unkempt Neglect indicators
• Floors and carpets are dull, dirty, scuffed, and/or matted. There is a conspicuous buildup of old dirt and/or floor finish in corners and along walls. Base molding is dirty, stained, and streaked. Gum, stains, dirt, dust balls, and trash are broadcast.
• All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges, and fingerprints, all of which will be difficult to remove. Lack of attention is obvious. • Light fixtures are dirty with dust balls and flies.
• Trash containers overflow. They are stained and marked. • Trash containers have odor.
The City of Vista requires buildings to be maintained at APPA Level 2 or better standards. If a building is observed to be Level 3 or lower the CONTRACT ADMINISTRATOR will advise the CONTRACTOR to bring the building to an acceptable standard within a cure period.
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Inspection Form
Photos and descriptions of issues and will be provided the City with each Inspection Form.
Contractor’s failure to address reported deficiencies may result in payment deductions as described in the Agreement. The City reserves the right to deduct payments for any continuing deficiency, however the City intends to focus on deficiencies that result in an Inspection Form total score of less than 70%.
Each box is worth 10%, with a total of 10 boxes for a 100%.
CITY OF VISTA JANITORIAL RATING/INSPECTION FORM
SITE: DATE: EMPLOYEE NAME/NUMBER:
FOR EACH AREA INSPECTED, USE 0-10% PER AREA
0% = FAILURE/NEEDS IMMEDIATE ATTENTION 5% = NEEDS IMPROVEMENT 10%=MEETS EXPECTATIONS/SPECIFICATIONS
AREA RATING
RESTROOMS -
FLOORS/SINKS/COUNTERTOPS /URINALS/TOILETS/FLUSH
VALVES/STOCK LEVELS
RESTROOMS - DISPENSERS/STALL
WALLS/PARTITIONS/HVAC VENTS
RESTROOMS - SHOWER
WALLS, FLOORS/BENCHES/LOCKER DOORS
KITCHENETTES - FLOORS/SINKS/COUNTERTOPS/FAUCETS/TRASH
CONTAINERS
OPEN AREAS & CONFERENCE ROOMS -
CARPET/VENTS/DOORS/WALLS/DOOR GLASS & WOOD
LOBBIES - FLOORS/WALLS/COUNTERTOPS/RAILINGS/WINDOW
SILLS
COUNCIL CHAMBERS - FLOORS/SEATING/WALLS/GLASS
DOORS/COUNTERTOPS/FURNITURE
EXTERIOR ENTRIES -
GLASS DOORS/WINDOW LEDGES/FLOORING
COMMUNITY ROOM -
FLOORS/FURNITURE/RESTROOMS/GLASS/DOORS/TRASH CANS
WELNESS CENTER -
FLOORS/EQUIPMENT/DISPENSERS/GLASS/MIRRORS
ADDITIONAL COMMENTS:
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BID PROPOSAL
From: , Bidder,
For:
JANITORIAL SERVICES FOR CITY FACILITIES
as specifically set forth in documents entitled
JANITORIAL SERVICES FOR CITY FACILITIES
The undersigned hereby proposes and agrees that if his bid as submitted in the attached BID SCHEDULE be accepted, he will contract in the form so approved to perform all work for which a Contract may be awarded him, to furnish any and all plant, labor, services, materials, tools, equipment, supplies, transportation, utilities and all other items and facilities necessary therefore as provided in the Contract Documents, and to do everything required therein for the proposed Project as specifically set forth in said Contract Documents, together with appurtenances thereto, all as set forth on the Drawings and in the Project Specifications and other Contract Documents; and he further proposes and agrees to complete all the Work called for by the Drawings, Project Specifications, and other Contract Documents in strict conformity therewith within the time limits set forth therein; and that he will accept as full payment therefore the prices set forth in the BID SCHEDULE forming a part t hereof.
It is understood and agreed that:
1. The undersigned has carefully examined all Bid documents and other Documents which will form the Contract, including all addenda as prepared prior to the date of bid opening setting forth any modifications or interpretations of any said documents.
2. The undersigned has, by investigating the site of work, by reviewing and analyzing the Project Specifications, and by otherwise familiarizing himself with the Project, has satisfied himself as to the nature and location of the Work and has fully informed himself as to all conditions and matters which can in any way affect the Work or the cost thereof.
3. The undersigned fully understands the scope of the Work and has included in the various related items of Work the cost of all work not listed as a separate item so that the Bid for the Project reflects the total cost for completing the Work in its entirety, has checked carefully all words and figures inserted in this Bid, and he further agrees that the Agency shall in no way be responsible for any errors or omissions in the preparation of this proposal.
4. The undersigned will execute the Contract and furnish the required proof of insurance coverage within the stipulated time after the mailing of a notice to him of acceptance of his bid by the Agency; and further, that this bid may not be withdrawn for a period of ninety (90) calendar days after the date set for the opening thereof unless otherwise required by law.
5. The undersigned hereby certifies that this proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not herein named, and the undersigned has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from bidding, and the undersigned has not in any manner sought by collusion to secure for himself an advantage over any other bidder.
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6. In conformance with current statutory requirements of Section 1860, et. seq., of the Labor Code of the State of California, the undersigned confirms the following as his certification:
“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.”
7. Receipt of Addenda No. through is hereby acknowledged. (If none, write “NONE”).
8. In compliance with the Notice Inviting Bids and all the provisions hereinbefore stipulated, the undersigned, with full cognizance thereof, hereby proposes to perform the entire work for the prices set forth in the attached BID SCHEDULE upon which award of the Contract is made.
(Continued on next page)
DATE: , 20 BIDDER’S NAME
BY
Signature
Printed Name
TITLE
BY
Signature
Printed Name
TITLE
(CORPORATE SEAL) BIDDER'S MAILING ADDRESS:
Name and address of all members
of the firm or names of all officers
of the corporation.
CORPORATION ORGANIZED UNDER THE LAWS OF THE
STATE OF
EXPIRATION DATE
INSURANCE COMPANY: 08/22/2023 C6 59 of 139
I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct:
Date CONTRACTOR'S SIGNATURE
08/22/2023 C6 60 of 139
BID SCHEDULE
Pursuant to and in compliance with the Notice Inviting Bids and other Contract Documents relating to the proposal for
JANITORIAL SERVICES FOR CITY FACILITIES
as specifically set forth in documents entitled
JANITORIAL SERVICES FOR CITY FACILITIES
all in accordance with the Project Specifications on file at the City of Vista Public Works Department, the undersigned bidder, having familiarized himself with the terms of the Contract, the local conditions affecting the performance of the Contract and the cost of the Work at the place the Work is to be done; and with the Project Specifications and other Contract Documents, hereby stipulated; the Contractor agrees to complete the Contract, including all of its component parts and everything required to be performed, and to provide and furnish any and all labor, materials, tools, equipment, expendable supplies and all utility and transportation services necessary to perform the Contract, and complete in a workmanlike manner all of the Work required in connection with the Contract, all in strict conformance with the Project Specifications.
Notes:
1] Unit Prices shall be entered to two (2) decimal places only 08/22/2023 C6 61 of 139
BID SCHEDULE
PROJECT NAME:JANITORIAL SERVICES FOR CITY FACILITIES
BEFORE FILLING OUT, READ “INSTRUCTIONS FOR BID CALCULATIONS ON FOLLOWING PAGE
SUMMARY BID SCHEDULE
Base Bid CATEGORIES
SITE DESCRIPTION
TOTAL ANNUAL COST
1A*
Civic Center
$ -
1B*
Other Facilities
$ -
1C* (Alternate Bid Item)
Special Event Cleaning
$ -
*Enter total amount (1A + 1B + 1C) on Bid Sheet
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INSTRUCTIONS FOR BID CALCULATIONS
Bidders shall submit one (1) completed worksheet per Site for Base Bid Level 2 as indicated on the service frequency schedule worksheets. The completed worksheet shall use the “2024 Frequency Schedule” Excel Spreadsheet in the Document Uploads section of OpenGov Procurement. Enter the total one-time cost inclusive of the cost of chemicals (Base Bid Level 2) required to accomplish the specified task one (1) time. Multiply by the yearly frequency to produce the yearly cost.
Example of how, ”2024 Frequency Schedule” (Excel Spreadsheet in Document Uploads Section of OpenGov Procurement) must be completed:
Costs should be inclusive of labor, materials, chemicals, and all other services and materials necessary to perform the described janitorial duties.
Upon completion of the individual Excel worksheets, the cumulative total for the 1A, 1B and 1C categories shall be entered into the BID SCHEDULE.
The information contained in the Excel worksheets will be reviewed to determine a responsive bid. Bidders may be required to justify their Total One (1) Time Cost based on the City’s estimate of reasonable time to perform specific tasks and materials required.
The information in the 2024 Frequency Schedule may be used to determine amounts withheld for non- performance when inspections by City staff indicate a specified task was not performed.
All blank cells on the 2024 Frequency Schedule worksheets must be filled out. If no cost, enter a zero (0). Failure to complete all cells may be cause for rejection.
Avo
Playhouse:
Offices,
Lobby and
Theater
Daily
Weekly
Monthly
Annual
As -
Needed
Annual
Frequency
Unit Cost
Annual Cost
1 Empty all
trash and
recycle
receptacles
and replace
liners.
Dispose of all
trash and
recycle in
provided
dumpsters at
site
2X
24 $ 5.00
$
120.00
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PROJECT REFERENCES
The Bidder shall provide evidence that the Bidder has had the prior experience to properly perform in accordance with the terms of these Project Specifications.
List ALL contracts with public agencies entered within the past five (5) years of the most recent projects for which the Bidder has completed work of similar size and complexity to this project as the General (or Prime) Contractor, and the names and phone numbers of the contracting public agencies. Make copies of this page for listing additional projects.
Project
No. Date Completed Public Agency Name,
Contact Person & Phone
Project Name and Description of
Work Contract Amount
1. 2.
3. 4.
5. 6.
7. Note: Attached pre-printed list to this page to list additional projects. 08/22/2023 C6 65 of 139
NON-COLLUSION DECLARATION
JANITORIAL SERVICES FOR CITY FACILITIES
TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the of , the party making the foregoing bid.
(Title) (Company Name)
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on
, at , .”
(Date) (City) (State)
Signature
Printed Name
Title
08/22/2023 C6 66 of 139
00107428 2
CONTRACTOR'S CERTIFICATE
JANITORIAL SERVICES FOR CITY FACILITIES
CONTRACTOR'S CERTIFICATE PURSUANT TO
SECTION 1861 OF THE LABOR CODE
I am aware of the provisions of Section 3700 of the Labor Code that requires every employer to be insured against liability for Worker's 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.
Name of Contractor
By:
Signature
Printed Name
Title
Date
By:
Signature
Printed Name
Title
Date
00080446 1 08/22/2023 C6 67 of 139
00107428 2
Attachments: A: 2024 Frequency Schedule
B: Sample Services Agreement
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Civic Center & Vistix: Unlocked Offices, Cubicle areas, Elevator Lobbies, main lobby, Floor 2 Lobby, 8 kitchenettes, elevator cars (Interior and exterior), breakroom, lounges, conference rooms, copy rooms, work rooms, archive rooms, drinking
fountains, restrooms, locker rooms and Gym Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings, bookcases, tables, chairs, baseboards, shelves and pictures 2X (Tues &
Thurs)104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.1X (1st Tues)12
3 Remove stains, smudges and fingerprints from all doors, handles, door glass, cabinets, elevator call buttons and surrounds,elevator doors, cubicle tops and counters, lobby countertop and furniture, staircase handrails stils and balusters, Kitchen refrigerator exterior doors and handles, kitchenette faucets sinks and countertops Mon - Fri 260
4 Floors, Carpeted: Vacuum (Including inside 3 elevator cars. Car1, Car2, Car3 and entrance mats)
2X (Tues &
Thurs)104
5 Floors, Carpeted: Hot Water Extraction Method 2X (Aug, Feb)2 6 Floors, Tile/Vinyl/VCT/Hardwood/Rubber: Dry mop and wet mop, using approved cleaner for particular flooring, to a stain and streak free shine, keeping grout clean at all times Mon - Fri 260
7 Floors, Vinyl/VCT (Work rooms and archive rooms): Strip and wax 2X (Aug, Feb) 8 Locker rooms/Restrooms: Clean and sanitize: Counter tops, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, lockers, product dispensers, shower walls and floors, shower heads and valves, shower seats Mon - Fri 260
10 Refill all dispensers with City provided products Mon - Fri 260 11 Gym Equipment: Dust, Clean and sanitize (with approved sanitizer) all handles, seats, seat backs, cup holders horizontal and verticle surfaces and control panels 12 Trash: Empty (Remove and replace liners) in all common area large trash and recycle containers Mon - Fri 260
13 Receptacles: Wash and sanitize to a dirt, and debris free level, all trash and recycle containers 1X (1st Tues)12
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Civic Center: Community Room (Morris B Vance Room)
(Includes meeting space, lobby, hallways and restrooms) Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings, bookcases, tables, chairs, baseboards, shelves and pictures 2X (Tues &
Thurs)104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.1X (1st Tues)12
3 Doors: Interior and exterior, both sides, all types: Remove stains, smudges and fingerprints Mon - Fri 260
4 Wood Walls & Partition glass: remove all stains, smudges, fingerprints and dirt.
No petroleum or citrus based products allowed 1X (1st Tues)12 5 Elevator car (#4): Dust entire interior including ceiling and walls. Clean all walls, handrails and stainless to a streak, stain and oil free shine. Including outside door Mon - Fri 260
6 Restrooms: Clean and sanitize: Counter tops, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, lockers, product dispensers, walls and floors, shower heads and valves, shower seats Mon - Fri 260 7 Floors, Tile/Vinyl/VCT/Hardwood/Rubber: Dry mop and wet mop, using approved cleaner for particular flooring, to a stain and streak free shine, keeping grout clean at all times Mon - Fri 260
8 Floors, Carpeted (Including entrance mats): Vacuum
2X (Tues &
Thurs)104
9 Floors Carpeted: Hot Water Extraction Method
6X (Sep,Nov,Jan,Mar,May,
July)6
10 Community Room Chairs (250): Hot water extraction cleaning 6X (Sep,Nov,Jan,Mar,May,
July)6
11 Trash: Empty (remove and replace liners) all trash and recycle containers Mon - Fri 260 12 Receptacles: Wash and sanitize to a dirt, and debris free level, all trash and recycle containers 1X (1st Tues)12
Civic Center, Council Chambers: Includes Chambers,
kitchenette and surrounding rooms on both sides of Chambers Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
08/22/2023 C6 70 of 139
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings, railings, tables, chairs,furniture and pictures
2X (Mon-
Thur)104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, wood walls, council seating, dias, podiums, theater seating arm rests and backs etc.
2X
(1st & 3rd
Mon)24
3 Remove stains, smudges and fingerprints from all doors,(including glass doors), door handles, window glass, cabinets, walls and furniture 2X (Mon-
Thur)104
4 Floors, Carpeted: Vacuum
2X (Mon-
Thur)104
5 Floors, Carpeted: Hot Water Extraction Method 2X (Aug,Feb)2 6 Kitchenettes: Degrease and sanitize, solid surface counters, sinks, refrigerator doors and handles, faucets, and cabinet doors
2X (Mon-
Thur)104
7 Floors, Tile/Vinyl/Hardwood: Dry mop and wet mop to a stain and streak free shine
2X (Mon-
Thur)104
8 Handrails: degrease and sanitize to a stain, streak and oil free shine 2X (Mon-
Thur)104
9 Dias Counter and conference tables: Clean and sanitize to a stain, haze and streak free shine
2X (Mon-
Thur)104
10 Empty trash and replace liners for all trash and recycle containers 2X (Mon-
Thur)104
11 Wash and sanitize trash and recycle receptacles 1X (1st Tues)12 Civic Center: Interior/Exterior Entrance areas. Both buildings Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Exterior: Window washing/cleaning (Performed when Civic Center is closed).
Ensure all window sills and mullions are clean and streak free 2X (Sep,Mar)2 2 Interior: Window washing/cleaning (Performed when Civic Center is closed).
Ensuring all window sills and furniture is cleaned after. No Furniture will be moved. 2X (Sep,Mar)2
08/22/2023 C6 71 of 139
3 Exterior entrances: Wash and sanitize trash receptacles to a dirt, stain and odor free level
1X (1st
closed
Friday) 12
4 Exterior Floor 2 & 3 Balcony Handrails: Clean to a stain, streak and oil free shine.
No petroleum based products allowed
1X (1st
closed
Friday) 12
5 Floor 2 & 3 Exterior balcony: Sweep full width of balconies from end to end.
Machine sweeper recommended
1X (1st
closed
Friday) 12
08/22/2023 C6 72 of 139
Avo Playhouse: Offices, Lobby and Theater Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in proved dumpsters at site
2X (2nd
& 4th Wed)24
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.
2X (2nd
& 4th Wed)24
3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates
2X (2nd
& 4th Wed)24
4 Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high.
Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves and pictures
2X (2nd
& 4th Wed)24
5 Window Blinds: Remove dust stains, smudges and fingerprints 2X (2nd
& 4th Wed)24
6 Floors, Carpeted: Vacuum
2X (2nd
& 4th Wed)24
7 Floors, Carpeted Clean: Hot Water Extraction Method
2X (Feb
& Jul)2
8 Floors: Hard Surface: Dust with dry mop or vacuum and Damp mop with PH Neutral floor cleaning solution with a clean, sanitized mop head or machine equivelant
2X (2nd
& 4th Wed)24
Avo Playhouse: Restrooms Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high.
Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, and pictures
2X (2nd
& 4th Wed)24
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.
1X (2nd
Wed)12
3 Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, and product dispensers 2X (2nd
& 4th Wed)24
08/22/2023 C6 73 of 139
4 Floors: Sweep and sanitize to a dirt, stain and streak free shine. 2X (2nd
& 4th Wed)24
5 Glass: clean all glass to a haze, streak and stain free level 2X (2nd
& 4th Wed)24
6 Walls (Tiled): Clean and Sanitize to a streak free shine 2X (2nd
& 4th Wed)12
7 Refill all dispensers with City provided products
2X (2nd
& 4th Wed)24
8 Empty trash and replace liners in main trash and feminine hygiene receptacles 2X (2nd
& 4th Wed)24
9 Wash and sanitize trash receptacles and feminine hygiene receptacles 1X (2nd
Wed)12
Avo Playhouse: Special event cleaning. Daily Weekly Monthly Annual Per Event Unit Cost 1 Lobby & Theater: Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high. Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, pictures and artwork, doors, door frames, and door glass X
2 Restrooms: Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers X
3 Restrooms: Empty all trash and feminine hygine receptacles and replace liners.X 4 Refill all dispensers with City provided products X
5 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in proved dumpsters at site X
6 Floors, Carpeted: Vacuum X
7 Floors: Hard Surface (Theater seating area, concessions): Damp mop with PH Neutral floor cleaning solution with a clean, sanitized mop head or machine equivelant, to a streak, stain, and residue free level X 08/22/2023 C6 74 of 139
Jim Porter Recreation Center: Lobby, office, dance studio, auditorium, stage, multipurpose room, hallways, Classrooms, Gymnasium and office Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in provided dumpsters at site Mon-Fri 260
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.
1X (1st
Wed)12
3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates. Mon-Fri 260
4 Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high.
Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, and pictures Mon-Fri 260 5 Window Blinds: Remove dust, stains, smudges and fingerprints Mon-Fri 260 6 Interior glass partitions: clean all glass to a haze, streak and stain free level Mon-Fri 260 7 Floors: Hard Surface: Dust with dry mop or vacuum and Damp mop with PH Neutral floor cleaning solution to a stain and streak free shine Mon-Fri 260 8 Floors: Carpet: Vacuum Mon-Fri 260
9 Walls and misc: remove smudges and stains
1X (1st
Wed)12
10 Empty trash and replace liners in trash and feminine hygiene receptacles Mon-Fri 260 11 Mats/Runners: Vacuum Mon-Fri 260
12 Wash and sanitize trash receptacles and feminine hygiene receptacles (including 30+ gallon rolling trash receptacles)
1X (1st
Wed)12
13 Gymnasium Floor: Dry mop per manufacturers specs. Moving of rolling bleachers included Mon-Fri 260
14 Gymnasium: Machine scrub gym floor. Per flooring manufacture spec 2X
(Mon &
Thur)104
Jim Porter Recreation Center: Interior Restrooms Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
08/22/2023 C6 75 of 139
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings and mirrors Mon-Fri 260
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.1X 12
3 Clean and sanitize to a dirt, stain and streak free shine: entrance doors, door handles, push plates, bottom door guards, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, mirrors, tiled walls, grab bars, and product dispensers Mon-Fri 260
4 Floors: Sweep and sanitize to a dirt and streak free shine (Including grout).
Keeping grout original color without the need for additional cleaning Mon-Fri 260 5 Refill all dispensers with City provided products Mon-Fri 260 6 Empty trash and replace liners in trash and feminine hygiene receptacles Mon-Fri 260 7 Wash and sanitize trash receptacles and feminine hygiene receptacles 1X 12 Jim Porter Recreation Center: Kitchen Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Floor: Sweep or vacuum all debris from entire floor 3X 156 2 Floor: Mop (or equivelant machine) with degreaser and rinse to a haze, dirt, stain and residue free level 3X 156
3 Appliances: Degrease and sanitize to a stain, dirt, oil, grease free level all counters, cabinet fronts and sides, cooktop and stove front, refrigerator/freezer doors, handles and sides, microwave front top and sides 3X 156 Jim Porter Recreation Center: Exterior Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Front Entrance: Sweep from door to sidwalk. Including stairs 1X 52 08/22/2023 C6 76 of 139
2 Trash/Recycle Receptacles: Wash and Sanitize
4X
(Jan, Apr,
Jul, Oct)4
3 Patio: Pressure wash 1X 12
08/22/2023 C6 77 of 139
Moonlight: Offices (Including office restroom)Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle and place in proved dumpsters at site Tue/Thur 104 2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.Tue/Thur 104
3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates Tue/Thur 104
4 Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high.
Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves and pictures Tue/Thur 104 5 Window Blinds: Remove dust stains, smudges and fingerprints Tue/Thur 104 6 Floors, Carpeted: Vacuum Tue/Thur 104
7 Floors Carpeted: Hot water extraction
2X
(Mar, Nov)2
8 Floors: Hard Surface: Damp mop with PH Neutral floor cleaning solution with a clean, sanitized mop head or machine equivelant Tue/Thur 104 9 Clean and sanitize to a dirt, stain and streak free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, and product dispensers Tue/Thur 104 10 Wash and sanitize trash receptacles and feminine hygiene receptacles 1X 12 Moonlight: Stage house & Exterior Restrooms (Public
Accessible)Daily Weekly Monthly Annual Each Event
Annual
Frequency Unit Cost Annual Cost
1 Stage House: Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high. Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, pictures and artwork, doors, door frames, and door glass X
08/22/2023 C6 78 of 139
2 Restrooms (Public Accessible): Clean and sanitize to a streak and oil free shine:
entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers X
3 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.X
4 Floors: Tile/VCT: Sweep and sanitize to a dirt and streak free shine. X 5 Glass: clean all glass to a haze, streak and stain free level X 6 Clean and Sanitize to a streak free shine: all tiled walls X 7 Refill all dispensers with City provided products X
8 Empty trash and replace liners in main trash and feminine hygiene receptacles X 9 Wash and sanitize trash receptacles and feminine hygiene receptacles X 10 Waterless Urinals: Add measured amount of City supplied urinal fluid X 11 Replace all urinal screens with City supplied screens X 08/22/2023 C6 79 of 139
Public Works: Buildings A, B, C Offices, open areas, Wellness room, hallways and breakrooms Daily Weekly Monthly Semi Annual Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings, railings, tables, chairs, furniture and pictures, to a dust, smudge, haze and stain free condition Tue-Thur 104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc. to dust, smudge and stain free condition 1X 12 3 Remove stains, smudges and fingerprints from all doors,(including glass doors), handles, window glass, cabinets, walls and furniture Tue-Thur 104 4 Floors, Carpeted: Vacuum Tue-Thur 104
5 Floors, Carpeted: Hot Water Extraction Method Oct/Apr 2 7 Kitchenettes: Degrease and sanitize, counters, sinks, cabinet faces and doors, faucets, and refrigerator doors and handles Tue-Thur 104 8 Floors, Tile/Vinyl/VCT/Hardwood/concrete/rubber: Dry mop and wet mop with PH neutral cleaner to a stain, streak and residue free shine Tue-Thur 104 9 Empty trash and replace liners for all trash and recycle containers Tue-Thur 104 10 Wash and sanitize trash and recycle receptacles
2x (1st
& 3rd Tue)24
11 Wipe down and sanitize all Gym equipment Tue Thur 104 Public Works: Buildings A, B, C: Restrooms Daily Weekly Monthly Semi Annual Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings and mirrors Tue-Thur 104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, and partition tops
1X (1st
Tue)12
08/22/2023 C6 80 of 139
3 Clean and sanitize to a dirt, stain and streak free level: Entrance doors, Office doors, Door glass, handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, lockers, shower walls and floors, Solid surface walls, shower valves, trash receptacles and product dispensers Tue-Thur 104
4 Restock all liquid and paper products as provided by COV Tue-Thur 104 5 Floors: Sweep and sanitize to a dirt, and streak free level, including grout Tue-Thur 104 6 Window Cleaning: Clean all interior and exterior windows, ledges, sills and mullions to a haze, streak and stain free level
2x (Apr
& Oct)2
8 Trash Receptacles: Replace liners in trash receptacles and feminine hygiene receptacles Tue-Thur 104
9 Wash and sanitize trash receptacles and feminine hygiene receptacles 1x (1st
Tue)12
10 Waterless Urinals (If applicable): Add measured amount of City supplied urinal fluid Tue-Thur 104
11 Urinal screens (If applicable): Replace with City supplied screens Tue-Thur 104 08/22/2023 C6 81 of 139
Public Works Buena (Lupine Hills):Offices, open areas,
Wellness room, hallways and breakrooms Daily Weekly Monthly Semi Annual Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings, railings, tables, chairs, furniture and pictures, to a dust, smudge, haze and stain free condition Tue-Thur 104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc. to dust, smudge and stain free condition 1X 12 3 Remove stains, smudges and fingerprints from all doors,(including glass doors), handles, window glass, cabinets, walls and furniture Tue-Thur 104 4 Floors, Carpeted: Vacuum Tue-Thur 104
5 Floors, Carpeted: Hot Water Extraction Method Oct/Apr 2 7 Kitchenettes: Degrease and sanitize, counters, sinks, cabinet faces and doors, faucets, and refrigerator doors and handles Tue-Thur 104 8 Floors, Tile/Vinyl/VCT/Hardwood/concrete/rubber: Dry mop and wet mop with PH neutral cleaner to a stain, streak and residue free shine Tue-Thur 104 9 Empty trash and replace liners for all trash and recycle containers Tue-Thur 104 10 Wash and sanitize trash and recycle receptacles
2x (1st
& 3rd Tue)24
11 Wipe down and sanitize all Gym equipment Tue Thur 104 Public Works Buena (Lupine Hills): Restrooms Daily Weekly Monthly Semi Annual Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings and mirrors Tue-Thur 104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, and partition tops
1X (1st
Tue)12
3 Clean and sanitize to a dirt, stain and streak free level: Entrance doors, Office doors, Door glass, handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, lockers, shower walls and floors, Solid surface walls, shower valves, trash receptacles and product dispensers Tue-Thur 104
4 Restock all liquid and paper products as provided by COV Tue-Thur 104 5 Floors: Sweep and sanitize to a dirt, and streak free level, including grout Tue-Thur 104 6 Window Cleaning: Clean all interior and exterior windows, ledges, sills and mullions to a haze, streak and stain free level
2x (Apr
& Oct)2
8 Trash Receptacles: Replace liners in trash receptacles and feminine hygiene receptacles Tue-Thur 104
9 Wash and sanitize trash receptacles and feminine hygiene receptacles 1x (1st
Tue)12
10 Waterless Urinals (If applicable): Add measured amount of City supplied urinal fluid Tue-Thur 104
11 Urinal screens (If applicable): Replace with City supplied screens Tue-Thur 104 08/22/2023 C6 82 of 139
Rancho Buena Vista Adobe: All interior areas, including restrooms Daily Weekly Monthly Annual As Needed
Annual
Frequency Unit Cost Annual Cost
1 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in provided dumpsters at site Tue/Thur 104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.
2X (1st
& 4th Tue)12
3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates. Tue/Thur 104
4 Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high.
Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, and pictures Tue/Thur 104 5 Window Blinds: Remove dust, stains, smudges and fingerprints 1X (1st
Tue)12
6 Refinish all wood floors 1X 1
7 Mats/Runners: Vacuum Tue/Thur 104
Rancho Buena Vista Adobe: Exterior areas Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Walkways under verandaPressure wash Veranda walkways. Following all City of Vista stormwater regulations
6X
(Apr, Jun,
Jul, Aug,
Sep, Nov)6
2 Walkways: Remove gum, stains and debris
1X (1st
Tue)12
3 Eaves and Walls: Dust and clean
1X (1st
Tue)12
4 Windows: Wash exterior windows and screens 1X (Mar)1
5 Windows: Wash interior windows 1X (Mar)1
08/22/2023 C6 83 of 139
Rancho Buena Vista Adobe: Restrooms Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings and mirrors Tue/Thur 104
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.
1X
(1st Tue)12
3 Clean and sanitize to a dirt, stain and streak free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, partitions and product dispensers Tue/Thur 104 4 Floors: Sweep and sanitize to a dirt and streak free shine (Including grout).
Keeping grout original color without the need for additional cleaning Tue/Thur 104 5 Glass: clean all glass to a haze, streak and stain free level Tue/Thur 104 6 Tiled walls: Clean and Sanitize to a dirt, haze and streak free shine Tue/Thur 104 7 Refill all dispensers with City provided products Tue/Thur 104 8 Empty trash and replace liners in trash and feminine hygiene receptacles Tue/Thur 104 9 Wash and sanitize trash receptacles and feminine hygiene receptacles 1X
(1st Tue)12
10 Waterless Urinals: (Where Applicable) Add measured amount of City supplied urinal fluid
1X
(Mondays)52
11 Replace all urinal screens with City supplied screens 1X
(Mondays)52
Rancho Buena Vista Adobe: Special event cleaning.
(Interior/Exterior)Daily Weekly Monthly Annual Per Event Unit Cost 1 Remove dust, stains, smudges and fingerprints from tables, chairs, doors, door frames, and door glass X
2 Restrooms: Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers X
08/22/2023 C6 84 of 139
3 Refill all dispensers with City provided products X
4 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in proved dumpsters at site X
5 Floors, Carpeted: Vacuum X
6 Floors: Sweep and sanitize to a dirt and streak free shine (Including grout).
Keeping grout original color without the need for additional cleaning X 7 Kitchen Floor: Mop (or equivelant machine) with degreaser and rinse to a haze dirt, stain and residue free level X
8 Kitchen Counters and cabinets: degrease and sanitize X 9 Exterior: pick up all trash withing 50' of building and remove stains from patio's X 10 Exterior: pick up all trash withing 50' of building and remove stains from patio's X 11 Clean all spills on floors and walls, to a dirt, stain, oil and residue free level X 08/22/2023 C6 85 of 139
Thibodo Community Center: Meeting area, Conference area, brides room, kitchen, and Office Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in provided dumpsters at site 1X (Thur)52
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.1X (Thur)52
3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates. 1X (Thur)52
4 Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high.
Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, and pictures 1X (Thur)52 5 Window Blinds: Remove dust stains, smudges and fingerprints 1X
(1st Thur)12
6 Floors, Carpeted: Vacuum 1X (Thur)52
7 Floors Carpeted: Hot Water Extraction Method
4X (Jan,
Apr, Jul,
Oct)4
8 Floors: Hard Surface: Tile/VCT/Wood/Vinyl: Damp mop with PH Neutral floor cleaning solution and rinse as needed 1X (Thur)52
9 Walls and misc: remove smudges 1X (Thur)52
10 Mats/Runners: Vacuum 1X (Thur)52
11 Windows: Wash exterior & interior windows and screens 1X (Apr)1 12 Kitchen Cabinets, refrigerator, Stove/oven, sink, faucet: Clean and sanitize to a dirt, smudge, stain, oily and grease free shine
08/22/2023 C6 86 of 139
Thibodo Community Center: Exterior Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Walkways and Patios: Remove Gum, spills and stains 1X (Thur)52 2 Patios: Pressure wash both patios and exterior concrete walkways 2X
(Apr,Oct)2
3 Pick up trash around patios and walkways 1X (Thur)52
Thibodo Community Center: Restrooms (Interior & Exterior)Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings and mirrors 1X (Thur)52
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.1X 12
3 Clean and sanitize to a dirt, stain and streak free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, and product dispensers 1X (Thur)52 4 Floors: Sweep and sanitize to a dirt and streak free shine. 1X (Thur)52 5 Glass: clean all glass to a haze, streak and stain free level 1X (Thur)52 6 Tiled Walls: Clean and Sanitize to a streak free shine 1X (Thur)52 7 Refill all dispensers with City provided products 1X (Thur)52 8 Empty trash and replace liners in main trash and feminine hygiene receptacles 1X (Thur)52 9 Wash and sanitize trash receptacles and feminine hygiene receptacles 1X 12 10 Waterless Urinals: Add measured amount of City supplied urinal fluid 1X (Thur)52 08/22/2023 C6 87 of 139
11 Replace all urinal screens with City supplied screens 1X (Thur)52 12 Replace all waterless urinal traps/cartridges with city provided catridges 1X 12 Thibodo Community Center: Special event cleaning. All areas interior & Exterior Daily Weekly Monthly Annual Per Event Unit Cost 1 Remove dust, stains, smudges and fingerprints from tables, chairs, doors, door frames, and door glass X
2 Restrooms: Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers X
3 Refill all dispensers with City provided products X
4 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in proved dumpsters at site X
5 Floors, Carpeted: Vacuum X
6 Floors: Sweep and sanitize to a dirt and streak free shine (Including grout).
Keeping grout original color without the need for additional cleaning X 7 Kitchen Floor: Mop (or equivelant machine) with degreaser and rinse to a haze dirt, stain and residue free level X
8 Kitchen Counters and cabinets: degrease and sanitize X 9 Exterior: pick up all trash withing 50' of building and remove stains from patio's X 10 Tables & Chairs: Clean and sanitize to a streak, dirt and oil free level X 11 Clean all spills on floors and walls, to a dirt, stain, oil and residue free level X 08/22/2023 C6 88 of 139
Gloria McClellan Senior Center: Both Buildings: Offices, lobbies, open spaces, Wellness, hallways, and meeting/function rooms Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in provided dumpsters at site Mon-Fri 260
2 Dust and remove stains from all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, door frames, window sills, shelving, high beams etc.
2X (1st
and 4th
Wed)24
3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates
Mon,Wed,F
ri 156
4 Dust and remove stains, smudges and fingerprints from all surfaces, from floor level to 6' high. Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, pictures, light switches, chair rails, baisters, etc..
Mon,Wed,F
ri 156
5 Window Blinds: Remove dust stains, smudges and fingerprints Mon,Wed,F
ri 156
6 Floors, Carpeted: Vacuum
Mon,Wed,F
ri 156
7 Floors Carpeted: Hot Water Extraction Method
2X (Oct,
Apr)2
8 Floors: Hard Surface: Dry mop or vacuum, degrease and sanitize to smudge, stain and streak free level
Mon,Wed,F
ri 156
9 Exterior: Window washing/cleaning
2X (Oct,
Apr)2
10 Interior: Window washing/cleaning
2X (Oct,
Apr)2
11 Wellness: Sanitize all gym equipment handles, screens, seats and cup holders Mon-Fri 260 Gloria McClellan Senior Center: Park Center: Dining area and ice maker hallway.Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust and remove stains from all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, door frames, window sills, shelving, high beams etc.
2X (1st
and 4th
Wed)24
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2 Doors: Remove stains, smudges and fingerprints from, door frames, window frames, glass, doors, push plates, handles, walls, cabinets and kick plates Mon-Fri 260 3 Doors: Remove stains, smudges and fingerprints from, frames, glass, doors, push plates, handles, and kick plates Mon-Fri 260
4 Dust and remove stains, smudges and fingerprints from all surfaces, from floor level to 6' high. Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, pictures, light switches, chair rails, baisters, etc..Mon-Fri 260
5 Floors: Hard Surface: Sweep, degrease, sanitize and rinse to a stain, smudge, oil, grease and streak free shine.Mon-Fri 260
6 Exterior: Window washing/cleaning
2X (Oct,
Apr)2
7 Interior: Window washing/cleaning
2X (Oct,
Apr)2
Gloria McClellan Senior Center: Both Buildings - Restrooms Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Dust all horizontal and vertical surfaces up to 6' high: Sills, ledges, moldings and mirrors Mon-Fri 260
2 Dust all horizontal surfaces above 6' high: Corners, AC vents, ledges, sills, doors, bookcases, etc.1X (Mondays)52
3 Clean and sanitize to a dirt, stain and streak free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, partitions and product dispensers Mon-Fri 260 4 Floors: Sweep and sanitize to a dirt and streak free shine (Including grout).
Keeping grout original color without the need for additional cleaning Mon-Fri 260 5 Glass: clean all glass to a haze, streak and stain free level Mon-Fri 260 6 Tiled walls: Clean and Sanitize to a dirt, haze and streak free shine Mon-Fri 260 7 Refill all dispensers with City provided products Mon-Fri 260 8 Empty trash and replace liners in trash and feminine hygiene receptacles Mon-Fri 260 08/22/2023 C6 90 of 139
9 Wash and sanitize trash receptacles and feminine hygiene receptacles 1X
(1st Tue)12
10 Waterless Urinals: (Where Applicable) Add measured amount of City supplied urinal fluid 1X (Mondays)52
11 Replace all urinal screens with City supplied screens 1X (Mondays)52 Gloria McClellan Senior Center: Special event cleaning. (Room Specific)Daily Weekly Monthly Annual Per Event Unit Cost 1 Remove dust, stains, smudges and fingerprints from tables, chairs, doors, door frames, and door glass X
2 Restrooms: Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers X
3 Refill all dispensers with City provided products X
4 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in proved dumpsters at site X
5 Floors, Carpeted: Vacuum X
6 Floors: Sweep, degrease and sanitize to a dirt and streak free shine (Including grout). Keeping grout original color without the need for additional cleaning X 08/22/2023 C6 91 of 139
Avo Playhouse: Special event cleaning. Daily Weekly Monthly Annual As Needed Annual
Frequency Unit Cost Annual Cost
1 Lobby & Theater: Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high. Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, pictures and artwork, doors, door frames, and door glass x x x x x x x 2 Restrooms: Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers X X x x x x x
3 Glass: clean all glass to a haze, streak and stain free level X X x x x x x 4 Tiled walls: Clean and Sanitize to a streak free shine X X x x x x x 5 Refill all dispensers with City provided products X X x x x x x 6 Empty trash and replace liners in all receptacles including feminine hygiene receptacles. Dispose of all trash in in provided dumpster X X x x x x x 7 Floors: Hard Surface: Sweep, degrease and sanitize to a dirt and streak free shine. X X x x x x x
8 Floors, Carpeted: Vacuum X X x x x x x
9 Setup tables and chairs and break down, clean and store table and chairs.
Quantity varies by event. Chairs and tables stored onsite X X x x x x x Moonlight (Both Buildings): Special Event Cleaning Daily Weekly Monthly Annual Each Event Annual
Frequency Unit Cost Annual Cost
1 Stage House: Remove dust, stains, smudges and fingerprints from all surfaces up to 6' high. Including, but not limited too, sills, ledges, moldings, bookcases,countertops, tables, chairs, baseboards, shelves, pictures and artwork, doors, door frames, and door glass x x x x x x x 2 Restrooms (ALL): Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers x x x x x x x
3 Glass: clean all glass to a haze, streak and stain free level x x x x x x x 4 Tiled walls: Clean and Sanitize to a streak free shine x x x x x x x 5 Refill all dispensers with City provided products x x x x x x x 6 Empty trash and replace liners in all receptacles including feminine hygiene receptacles. Dispose of all trash in in provided dumpster x x x x x x x 7 Waterless Urinals: Wipe out and sanitize urinal, add measured amount of City supplied urinal fluid and replace urinal screens x x x x x x x 08/22/2023 C6 92 of 139
8 Floors: Hard Surface: Sweep, degrease and sanitize to a dirt and streak free shine. x x x x x x x
9 Floors, Carpeted: Vacuum x x x x x x x
10 Setup tables and chairs and break down, clean and store table and chairs.
Quantity varies by event. Chairs and tables stored onsite x x x x x x x Thibodo Community Center: Special event cleaning. All areas interior & Exterior Daily Weekly Monthly Annual Per Event Annual
Frequency Unit Cost Annual Cost
1 Remove dust, stains, smudges and fingerprints from tables, chairs, doors, door frames, and door glass x x x x x x x
2 Restrooms: Clean and sanitize to a streak and oil free shine: entrance door handles and push plates, counter top, faucets, sinks, flush valves, partitions, toilet seats (top and bottom), toilets, urinals, grab bars, floors and product dispensers x x x x x x x
3 Refill all dispensers with City provided products x x x x x x x 4 Empty all trash and recycle receptacles and replace liners. Dispose of all trash and recycle in proved dumpsters at site x x x x x x x
5 Floors, Carpeted: Vacuum x x x x x x x
6 Floors: Sweep and sanitize to a dirt and streak free shine (Including grout).
Keeping grout original color without the need for additional cleaning x x x x x x x 7 Kitchen Floor: Mop (or equivelant machine) with degreaser and rinse to a haze dirt, stain and residue free level x x x x x x x
8 Kitchen Counters and cabinets: degrease and sanitize x x x x x x x 9 Exterior: pick up all trash withing 50' of building and remove stains from patio's x x x x x x x 10 Tables & Chairs: Clean and sanitize to a streak, dirt and oil free level x x x x x x x 11 Clean all spills on floors and walls, to a dirt, stain, oil and residue free level x x x x x x x 12 Security: Lock all doors, windows, and gates and Arm security system x x x x x x x 13 Setup tables and chairs and break down, clean and store table and chairs.
Quantity varies by event. Chairs and tables stored onsite x x x x x x x 08/22/2023 C6 93 of 139
{00111665 1} Exhibit B
EXHIBIT B
CONTRACTOR’S PROPOSAL
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{00111665 1} Exhibit C, Page 1 of 3
EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. Nothing in these provisions shall limit Contractor’s Duty of Indemnification.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (“CGL”): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products, 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.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), with limits no less than $2,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
Contractor shall also provide the additional coverages checked below and at least as broad as:
4. Professional Liability, with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
If the Contractor maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for 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 City.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either: the Contractor shall cause the insurer to reduce or eliminate such deductibles or self-insured retentions as respects City, its officers, officials, employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to City guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. 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 with respect 08/22/2023 C6 134 of 139
{00111665 1} Exhibit C, Page 2 of 3
to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used), unless otherwise approved in advance by City.
2. For any claims related to this Project, the Contractor’s insurance coverage shall be primary insurance as respects City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by City, its officers, officials, employees, and volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to City.
Claims Made Policies
If any coverage required is written on a claims-made coverage form:
1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to City for review.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to City.
Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by the Contractor, its employees, agents and subcontractors.
Verification of Coverage
Contractor shall furnish City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require 08/22/2023 C6 135 of 139
{00111665 1} Exhibit C, Page 3 of 3
complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a format least as broad as CG 20 38 04 13.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.
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{00111665 1} Exhibit D
AGREEMENT TO COMPLY WITH CALIFORNIA LABOR LAW REQUIREMENTS [Labor Code §§ 1720, 1771.1, 1773.8, 1775, 1776, 1777.5, 1813, 1860, 1861, 3700
NOT APPLICABLE TO THIS CONTRACT
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{00111665 1} Exhibit E
EXHIBIT E
SPECIAL PROVISIONS
This Contract is subject to the following provisions, if checked:
1. State of California grant conditions, as attached.
2. Federal grant conditions, as attached.
3. Other conditions, as attached.
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PRIOR ACTION
JANITORIAL SERVICES AGREEMENT, CITY FACILITIES
On December 11, 2012, adopted City Council Resolution No. 2012- 29, approving an agreement with Prizm Janitorial Services, Inc., for janitorial services to City of Vista facilities (Vote: 5-0).
On May 28, 2013, adopted City Council Resolution No. 2013-81, approving an agreement with Prizm Janitorial Services for custodial services to the City of Vista Civic Center (Vote: 3-0, Ritter and Aguilera absent).
On December 11, 2012, adopted City Council Resolution No. 2012- 29, approving an agreement with Prizm Janitorial Services, Inc., for janitorial services to City of Vista facilities (Vote: 5-0).
On February 14, 2012, adopted City Council Resolution No. 2012-29, approving an agreement with Prizm Janitorial Services, Inc., for janitorial services at City park restrooms (Vote: 5-0).
On December 13, 2011, adopted City Council Resolution No. 2011-180, approving a First Amendment to the agreement with Prizm Janitorial Services, Inc., for janitorial services at the Vista Civic Center (Vote: 5-0).
On May 25, 2010, adopted City Council Resolution No. 2010-73, approving an agreement with Prizm Janitorial Services, Inc., for janitorial services at the Vista Civic Center (Vote: 5-0).
On December 9, 2008, adopted City Council Resolution No. 2008-251, approving an agreement with Prizm Janitorial Services (Vote: 5-0).
On December 13, 2005, adopted City Council Resolution No. 2005-273, approving an agreement with EMS Building Maintenance for custodial services for City Hall (Vote: 5-0).
On December 13, 2005, adopted City Council Resolution No. 2005-273, approving an agreement with EMS Building Maintenance for janitorial services at City Hall (Vote: 5-0).
On August 23, 2005, adopted City Council Resolution No. 2005-201, approving an agreement with EMS Building Maintenance for custodial services for the Public Works Department (Vote: 5- 0).
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EXHIBIT 3