Resolution No. 81742
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RESOLUTION NO. 8174
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN AGREEMENT FOR JANITORIAL SERVICES FOR CITY HALL
AND RELATED FACILITIES BY AND BETWEEN THE CITY OF
VERNON AND GRACE BUILDING MAINTENANCE CO., INC.
WHEREAS, on December 4, 2002, the City Council of the City
of Vernon adopted Resolution No. 8073 approving a janitorial agreement
with Pinnacle Care, Inc. ("Pinnacle"), one of five (5) vendors
submitting a proposal in response to a Request For Proposal for
Janitorial Services ("RFP") and the lowest responsible qualified
vendor submitting a proposal; and
WHEREAS, Pinnacle recently advised the City that it is
unable to perform the janitorial services in accordance with its
agreement with the City without significantly increasing its monthly
16 II fee; and
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WHEREAS, based upon Pinnacle's inability to perform the
janitorial services in accordance with its agreement, the City Council
of the City of Vernon believes it to be in the best interests of the
City to terminate the janitorial agreement with Pinnacle and to award
the janitorial agreement to the second lowest responsible qualified
vendor submitting a proposal, Grace Building Maintenance Co., Inc.,
based upon its proposal of Four Thousand Six Hundred Dollars and No
Cents ($4,600.00) per month; and
WHEREAS, by letter dated March 27, 2003, Bruce V.
Malkenhorst, City Administrator/City Clerk, recommended that the
janitorial agreement with Pinnacle be terminated and an agreement with
Grace Building Maintenance Co., Inc., be approved and executed for the
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janitorial services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the termination of the Agreement for Janitorial Services for
City Hall and Related Facilities with Pinnacle Care, Inc. and directs
the City Administrator/City Clerk, or his designee, to send written
notice to Pinnacle of such termination.
SECTION 3: The City Council of the City of Vernon hereby
accepts the proposal of Grace Building Maintenance Co., Inc. and
approves the Agreement for Janitorial Services for City Hall and
Related Facilities, a copy of which is attached hereto as Exhibit "A"
and made a part.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the Mayor and the City Clerk to execute the Agreement for,
and on behalf of, the City of Vernon.
SECTION 5: The City Council of the City of Vernon hereby
directs the City Clerk, or his designee, to send one fully executed
Agreement to:
Grace Building Maintenance Co., Inc.
Attn: Steve Kim, President
3580 Wilshire Blvd., Ste. 1615
Los Angeles, CA 90010
SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 2 nd day of April, 2003.
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ATTEST:
BRUCE V. MALKENHORST, City Clerk
EONIS C. MA BURG, Mayor
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STATE OF CALIFORNIA
) ss
COUNTY OF LOS ANGELES
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
8174, was duly adopted by the City Council of the City of.Vernon at a
regular meeting of the City Council duly held on Wednesday, April 2,
2003, and thereafter was duly signed by the Mayor of the City of
Vernon.
(SEAL)
BRUCE V. MALKENHORST, City Clerk
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EXHIBIT
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AGREEMENT FOR JANITORIAL SERVICES-
FOR CITY HALL AND RELATED FACILITIES
THIS AGREEMENT is made, entered into and executed in
duplicate originals, either copy of which may be considered and used as
the original hereof for all purposes, as of this day of April,
2003, in the City of Vernon, County of Los Angeles, California
BY AND'BETWEEN THE CITY OF VERNON (hereinafter
referred to as the "City")
4305 Santa Fe Avenue
Vernon, CA 90058
AND GRACE BUILDING MAINTENANCE CO,.'
INC. (hereinafter referred to
as "Grace")
3580 Wilshire Blvd., Ste. 1615
Los Angeles, CA 90010
RECITALS
WHEREAS, on or about June 19, 2002, the City issued a Request
for Proposal for Janitorial Services, to be provided at the Vernon City
Hall and other related City facilities; and
WHEREAS, Grace submitted a proposal to the City on or about
August 26, 2002, as updated on February 26, 2003, hereinafter referred
to as the "Proposal," a copy of which is attached hereto as Exhibit "A
and incorporated herein by reference; and
WHEREAS, the Proposal includes a description of the proposed
services and a cost estimate; and
WHEREAS, Grace has completed a walk through of the facility
to familiarize itself with the building and scope and extent of the
work to be performed and represents that it is qualified to perform
janitorial services under this Agreement for Janitorial Services for
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City Hall and Related Facilities (hereinafter "Agreement"); and
WHEREAS, the City has determined that Grace is qualified to
perform the janitorial services as required by City; and
WHEREAS, the City desires to enter into a contract with Grace
for the provision of janitorial services.
NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS SET
FORTH HEREIN:
1. SCOPE OF SERVICES.
In consideration for the compensation as hereinafter set
forth, Grace shall perform the.janitorial services described in Exhibit
"A," including the provision of all labor and materials, tools,
equipment and transportation services required by and in strict
conformance with the Proposal. Grace shall perform the services
outlined in the Proposal under the general supervision of the City
Administrator and the Director of Community Services. It is understood
and agreed that in the event of a conflict between the Proposal and
this Agreement, the terms of this Agreement shall prevail.
2. PROGRESS REPORTS.
Grace shall meet with City staff, upon City's request, or as
needed, in order to provide reports or information concerning the
services being performed by Grace under this Agreement.
3. TIME OF PERFORMANCE.
A. The term of this Agreement shall commence no
later than thirty (30) days after the City provides Grace with written
notice to begin performance under this Agreement and shall continue
through May 31, 2004, with an option to continue said Agreement on a
year-to-year basis on the same terms and conditions as prescribed in
this Agreement, subject to any change in the rate of compensation to be
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paid to Grace as hereinafter provided in Paragraph 4. If City desires,
at its sole discretion, to exercise its annual renewal option, City
shall advise Grace in writing of its intent to extend the Agreement by
not later than 30 days of the term then expiring. The City
Administrator, or his designee, is authorized to exercise said option
on behalf of City. If Grace desires to adjust the rates as set forth
in the Proposal, Grace shall give City written notice of such
adjustment by 60 days of the term then expiring.
B. The City, at its sole option, and with Grace's
concurrence, may renew this agreement in one year increments, on the
same terms and conditions as provided herein. This option may be
exercised only if Grace demonstrates superior performance in the
provision of janitorial services during the prior year contract term.
4. COMPENSATION.
A. The City will compensate Grace for janitorial
services for a sum not to exceed Four Thousand Six Hundred Dollars and
No Cents ($4,600.00) per month for the services rendered in conformance
with standards set forth in the Proposal.
B. If City gives notice of its intention to extend
the Agreement for an additional year as provided for above, Grace may
adjust the rates by an amount not to exceed the increase (or decrease)
represented in the United States Department of Labor, Bureau of Labor
Statistics Consumer Price Index for All Urban Consumers for the Los
Angeles -Anaheim -Riverside Standard Metropolitan Statistical Area
("Index") for May of the term then expiring from the index for May one
year prior thereto.
5. METHOD OF PAYMENT.
Grace shall submit an itemized written invoice to the City
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within thirty (30) days after the last day of any month in which
services have been performed or costs incurred hereunder. Invoices
shall contain an itemization of services rendered and rates charged in
accordance with Exhibit "A."
Payment of the invoice shall be made after acceptance of work
satisfactory performed and approval by the City within thirty (30) days
of receipt, unless City disputes the amount Grace claims is owed under
this Agreement. The City's approval of the invoice shall not be
unreasonably withheld.
Grace shall not be reimbursed for fees or other expenses
unless authorized in writing by City.
6. CHANGES AND EXTRA SERVICES.
The City reserves the right to request changes in the
services described in Exhibit "A" or additional work not contemplated
by Agreement to be performed by Grace. All such changes shall be
incorporated in written change orders executed.by the City and Grace.
The change orders shall specify the services to be provided, the
adjustment of compensation, and completion time.
Any services added to the scope of this Agreement by a change
order shall be executed under all applicable conditions of this
Agreement. No claim for additional compensation or extension of time
shall be recognized unless contained in a duly executed change order.
7. Standard of 'Care.
All of the work shall be performed by Grace or under
Grace's supervision. Grace represents that Grace employs the
professional and technical personnel required to perform the services
required by the City's Request for Proposal and that Grace possesses
appropriate equipment to perform all services. All services shall be
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performed by qualified and experienced personnel who are not employed
by City nor have any contractual relationship with City. Grace shall
be responsible to City for any errors or omissions in the performance
of this Agreement. Grace represents and warrants that Grace will keep
in effect all licenses, permits, and other approvals required to
perform the described services during the term of this Agreement,.
including any extensions thereto.
8. Character of Workmen.
Only competent workmen shall be employed by Grace to work
under this Agreement. Any person employed,.who is found to be
incompetent, intemperate, troublesome, disorderly or otherwise
objectionable, or who fails or refuses to perform his work properly and
acceptably, shall be immediately removed from the work by Grace and not
be re-employed on the work to be performed under this Agreement.
9. 1 Employee Background Checks.
A background check, including finger printing, shall be
required of each employee. No employee shall be allowed to work on
City property prior to completion of the background check and finger
printing. No employee with a criminal record shall be allowed to work
within the Police Department area..
10. Authority of City Representative.
City's representative shall decide all questions which may
arise.as to the quality or acceptability of materials furnished and
work performed, all questions as to the manner of performance and rate
of progress of the work, all questions as to the interpretation of the
specifications and all questions as to the acceptable fulfillment of
the contract on the part of Grace.
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11. Supervision by Grace.
Before starting the work, Grace shall provide the Director of
Community Services & Water, in writing, with the name, address and
telephone number of a representative who shall have complete authority
to act for him. An alternate representative may be designated. Any
order or communication given to this representative shall be deemed
delivered to Grace. Such order shall be complied with promptly. If the
representative is changed by Grace, Grace shall immediately give notice
to the Director of Community Services & Water of the name, address, and
telephone number of the new representative.
12. Immigration Reform and Control Act of 1986.
Grace shall comply with the provisions of the Immigration
Reform and Control Act of 1986, Public law 99-603. Grace shall provide
the City written documentation certifying compliance with Public law
99-603 within ten (10) days of the City's request. .
13. Workers' Compensation.
By executing this Agreement, Grace certifies that Grace is
aware of and will comply with Section 3700, et seq. of the Labor Code
of the State of California requiring every employer to be insured
against liability for workers' compensation or to undertake self-
insurance before commencing any of the work. Grace shall comply with
Labor Code Section 1861 by signing and filing the workers' compensation
certificate with the City Clerk of City.
14. Bonds.
Grace shall furnish, concurrently with the execution of the
Agreement, with a surety bond in an amount equal to one full year's
compensation to Grace as security for the faithful performance of the
Agreement and a surety bond in that same amount as security for the
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payment of all persons performing labor and furnishing materials in
connection with this Agreement. Both bonds shall be subscribed by a
corporate surety which is authorized to transact surety insurance
business in the State of California. Should any bond or surety become
insufficient, Grace shall furnish City a new bond within ten (10) days
after receiving notice from City. No payments will be due or paid
under the Agreement until any and all deficiencies have been remedied.
15. Nondiscrimination.
Except as provided in Section 12940 of the California
Government Code, during Grace's performance of this Agreement, Grace
shall not discriminate on the grounds of race, religious creed, color,
national origin, ancestry, age, physical disability, mental disability,
medical condition including the medical condition of Acquired Immune
Deficiency Syndrome (AIDS) or any condition related thereto, marital
status, sex or sexual orientation in the selection and retention of
employees and subcontractors and the procurement of materials and
equipment. Such nondiscrimination shall include, but not be limited
to, the following: employment, upgrading, demotion or transfer,
recruitment or recruitment advertising, layoff.or termination, rates of
pay or other forms of compensation, and selection for training,
including apprenticeship. Grace shall also conform to the requirements
of the Americans with Disabilities Act in the performance of this
Agreement.
16. GOVERNING LAW. The validity, interpretation and
performance of this Agreement shall be controlled and construed under
the laws of the State of California.
17. NOTICES. Notices to the parties, unless otherwise
requested in writing, shall be sent to:
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City: THE CITY OF VERNON
ATTN: BRUCE V. MALKENHORST
CITY ADMINISTRATOR
4305 SANTA FE AVENUE
VERNON, CA 90058-0805
Grace: GRACE BUILDING MAINTENANCE CO., INC.
ATTN: DAVID JEONG, PRESIDENT
3580 WILSHIRE BLVD., SUITE 1615
LOS ANGELES, CA 90010
18. GENERAL PROVISIONS.
A. Independent Contractor. At all times during the
term of this Agreement, Grace shall be an independent contractor and
shall not be an employee of the City. The City shall have the right to
control Grace only insofar as the results of Grace's services rendered
pursuant to this Agreement. However, the City shall not have.the right
to control the means by which Grace accomplishes services rendered
pursuant to the Agreement except to the extent that such services
involve the use of City property or Confidential Information.
B. Grace Not Agent. Except as the City may specify
in writing, Grace shall have no authority, express or implied, to act
on behalf of the City in any capacity whatsoever as an agent. Grace
shall have no authority, expressed or implied, pursuant to this
Agreement to bind the City to any obligation whatsoever.
C. Assignment and Subcontracting Prohibited. No
party to this Agreement may assign or subcontract any right or
obligation pursuant to this Agreement except with the express written
consent of the other party. Any other attempted or purported assignment
of any right or obligation pursuant to this Agreement shall be void and
of no effect.
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D. Indemnification. Grace shall indemnify, defend,
protect and hold the City and its officers, agents and employees, free
and harmless from and against any and all claims, demands, losses,
damages, liabilities, fines, charges, penalties, orders, judgments and
all costs and expenses incurred in connection therewith, including
reasonable attorney's fees and costs of defense arising out of the
services performed under this Agreement, except to the extent arising
from or caused by the negligence or willful misconduct of the City, its
officers, agents or employees.
E. Insurance. Prior to commencing work hereunder,
Grace shall provide the City with proof of insurance providing and
maintaining the coverages and endorsements set forth in the Insurance
Schedule attached hereto as Exhibit "B" and made a part hereof by
reference. Said proof of insurance shall also provide that said policy'
or policies shall not be canceled or materially reduced in coverage
without giving at least thirty (30) days prior written notice to the
City. Grace shall not permit a subcontractor or vendor to perform work
on City premises under this Agreement.
19. CONFIDENTIAL INFORMATION.
A. Access to Confidential Information. The City may
provide Grace with, or allow Grace access to, certain information not
available to the public concerning the City, or businesses located in
the City. The information may include company information, taxes,
sales, value of assets, or other such information. All such information
shall be known as "Confidential Information" and shall be marked as
such.
B. No Disclosure. Except as expressly permitted,
Grace shall not disclose, permit the disclosure of, release,
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disseminate, or transfer, whether orally or by any other means, any
part of such Confidential Information to any other person or entity,
whether corporate, governmental, or individual, without the express
prior written consent of an authorized representative of the City.
Grace shall return any written Confidential Information and all copies
made of such items to the City upon the City's written request, but in
any event not later than the date that Grace has performed all services
to be performed pursuant to this Agreement. Grace hereby agrees that
such Confidential Information and any documents provided may be used by
Grace only as authorized by the City. Grace shall take reasonable
measures to avoid any disclosure of any such Confidential Information
to any unauthorized person.
C. Court Ordered Disclosure. Grace shall immediately
notify the City of any court order or subpoena requiring disclosure of
Confidential Information, and shall cooperate with City's legal counsel
in responding to any such order or subpoena. Grace may only disclose
Confidential Information required to be disclosed pursuant to court
order or subpoena after legal counsel has exhausted any lawful and
timely appeal or challenge.
D. Remedies. In addition to any other remedies that
it may have at law or in equity, the City shall be entitled to a
temporary and permanent injunction by a court of competent jurisdiction
against any breach or threatened breach of the Confidential Information
provisions of this Agreement. Grace acknowledges that in of such
breach or threatened breach of said provisions, the City would have no
adequate remedy at law.
20. Entire Agreement. This Agreement is the entire
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OR
Ilagreement of the parties.
Grace represents that in entering into this
IlAgreement, it has not relied on any previous representations or
understandings of any kind or nature.
21. Benefit of Agreement. This Agreement shall bind and
benefit the parties hereto and their heirs, successors, and permitted
IIassigns.
22. Termination. This Agreement may be terminated by the
City without cause on thirty (30) days written notice to Grace. Grace
shall be entitled to the compensation earned by it prior to the date of
the termination notice, computed pro rata up to and including that
date, plus compensation for work performed during the thirty -day notice
period and authorized in the termination notice. Grace may terminate
this Agreement on twenty (20) days written notice to the City if the
City fails to pay Grace's invoice within forty-five (45) days of
receipt by City; provided, that the Agreement shall not be terminated
if the City issues payment within said twenty -day notice period.
23. Amendments. Except as may otherwise be specifically
provided herein, this Agreement may be modified or amended only by a
written document executed by both Grace and the City and approved as to
form by the City Attorney.
24. Forum Selection. Any action brought relating to this
Agreement shall be brought and held exclusively in a State Court in the
County of Los Angeles, California.
25. Recitals. All recitals are incorporated by reference.
26. Waiver. Any waiver at any time by either party of its
rights with respect to a default under this Agreement, or with respect
to any other matters arising in connection with this Agreement, shall
not be deemed a waiver with respect to subsequent default or other
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smatter..
27. Attorney's Fees. In the event that it becomes
necessary for either party to this Agreement to enforce any of the
provisions of this Agreement, the parties agree that.a court of
competent jurisdiction may determine and fix reasonable attorney's fees
to be paid to the successful litigant.
28. Force Majeure. Neither Party shall be considered in
to be in default in any of its obligations under this Contract when a
failure of performance shall be due to an uncontrollable force. The
term "uncontrollable force shall mean any cause beyond the control of
the party affected, including, but not restricted to, flood,
earthquake, storm, fire, lightening, epidemic, war, riot, civil
disturbance or disobedience, labor dispute, labor material shortage,
sabotage, federal, state, or municipal action, statute, ordinance, or
regulation, embargoes of the United States Government or any other
government, which by exercise of due diligence such party could not
reasonably have been expected to avoid and by exercise of due diligence
has been unable to overcome. Either party rendered unable to fulfill
any of its obligations under this Agreement by reason of an
uncontrollable force, shall give written notice within five (5)
business days of such fact to the.other party and shall exercise due
diligence to remove such inability with all reasonable dispatch.
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IN WITNESS WHEREOF, the parties have caused this Agreement to
be executed by and through their authorized officers on the date, month
and year first written above.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
APPROVED AS TO FORM:
EDUARDO OLIVO, City Attorney
CITY OF VERNON
LEONIS C. MALBURG, Mayor
GRACE BUILDING MAINTENANCE CO., INC.
B y :
Steve Kim
Title: prerlWeAl-
By:
Byeong U. Jeong
Title: 677:'O
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EXHIBIT A
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
WM. "BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
February 26, 2003
CITY OF VERNON
REQUEST FOR PROPOSAL
JANITORIAL SERVICES
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
The City of Vernon is seeking proposals and statements of qualifications from qualified firms to
provide janitorial services for the City of Vernon.
PROPOSAL FORMAT
The proposal shall include, at minimum, the following items:
• Letter of Transmittal.
• Executive Summary — Limit to two pages.
• Understanding of, and approach to, the project.
• Experience with similar projects for the past three years and related references.
• Qualifications of the firm members and their commitment to the project.
• A detailed description of the Scope of Work.
• Proposed schedule.
• Professional fees in a separate sealed envelope.
Insurance: Before the contract is awarded, the City of Vernon will require proof of insurance to
be provided, including a standard certificate of insurance, in at least the amounts and coverage
indicated on the insurance schedule. In addition to the standard certificate of insurance, proof of
general and umbrella liability coverage shall also be furnished in the form indicated on the
attached insurance schedule. The Work Task Items described in this Request for Proposal are
only a guide to the anticipated minimum scope of work. In addition to the above items, the
proposal shall include all elements, which can reasonably be anticipated as needed to complete
the services. There is no limit to the total number of pages included in your proposal. However,
proposals should be as concise as possible while still conveying all required information.
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The following items address general proposal preparation issues:
• The consultant is solely responsible for any costs incurred by responding to this Request for
Proposal.
• The proposal shall be signed by an official authorized to bind the firm to the Proposal and
Contract.
• The firm shall comply with all Federal, State and Local regulations governing any aspect of
the project, including conflict of interest laws and regulations.
• The contractor shall, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, state that all qualified applicants will receive consideration for
employment without regard to race, color, religious creed, national origin, ancestry, physical
handicap, medical condition, marital status, or sex.
• The firm shall cooperate with the City and shall promptly and appropriately respond to
feedback made by the City.
• All work shall be performed in accordance with usual and customary standards of care for
similar work performed.
• City action on proposals normally will be taken within 45 days of opening, however, no
guarantee or representation is made herein as to the time between the proposal opening and
subsequent action.
The City reserves the right to accept or reject any and/or all proposals, to waive irregularities and
technicalities, and to request resubmission. There is no obligation on the part of the City to award
the contract to the lowest bidder and the City reserves the right to award the contract to the most
qualified bidder submitting a responsive proposal with a resulting negotiated agreement which is
most advantageous and in the best interests of the City. The City shall be the sole judge of the
proposal and the resulting negotiated agreement that is in its best interest and its decision shall be
final.
2
JANITORIAL SERVICES REQUIRED FOR CITY HALL, POWER Pl< ANT, AND RMI
CLEANING WORK AND QUALITY REQUIREMENTS
1. TOILET ROOMS: (Includes private toilet rooms)
A. Daily:
1) Sweep and wet mop or scrub floors utilizing a cleaner - disinfectant.
Sweeping, Wet Manning Srrnhbing- The floors shall be cleaned with a germicidal
detergent solution and free of dirt, water streaks, mop marks, string, gum, grease, tar, etc.,
and present an overall appearance of cleanliness. All surfaces shall be dry and the corners
clean.
2) Clean and sanitize all fixtures including metal and chrome surface - water closets, urinals,
washbasins, shower stalls, mirrors, waste receptacles, shelving, dispensers and wall
surfaces, utilizing a germicidal detergent solution. .
Fixture Cleaning- All fixtures and metal surfaces (washbasins, urinals, toilets, shower
stalls, etc.) shall be clean with an approved germicidal detergent solution; there shall be no
dust, spots, stains, rust, green mold, encrustation, or excess moisture.
3) Empty waste receptacles, service/supplies, paper towel, soap, toilet paper and seat cover
dispensers. Empty, clean and disinfect sanitary napkin receptacles; replace soiled bags
with new ones. Collect soiled bags in separate containers for disposal.
Servicing- All supplies shall be provided and waste receptacles shall be emptied and
sanitary napkin dispensers emptied, cleaned, disinfected and new bags inserted.
4) . Spot -Clean other Surfaces and Dust Horizontal Surfaces.
Sru,T t-Cleaning_ Smudges, marks or spots shall have been removed without causing
unsightly discoloration.
Thorough T� There shallbe no dust streaks. Corners, crevices, moldings and ledges
shall be free of all dust. There shall be no oils, spots or smudges on dusted surfaces
caused by dusting tools. When inspected with a flashlight, there shall be few traces of
dust on any surface.
B. Weekly:
Damp Mop and Spray Buff all Resilient Floors.
Damp MoMing and Spmy Buffing_ Floors shall be free of streaks, mop -strand marks and
skipped areas. All walls baseboards and other surfaces shall be free of splashings and
markings from the equipment. The finished area should have a uniform luster.
M
Damp wipe the fiill surface area of all stall -partitions, doors, counter tops, shelves, and
wastepaper receptacles utilizing a multipurpose germicidal cleaner.
Damp Wining: All dirt, dust, water stains, spots, streaks, and smudges shall be removed
from the surfaces.
Prime and treat floor drains with and approved liquid enzyme treatment to reduce odors
and gas smells.
C. Monthly:
Damp mop and wax all hard and resilient flooring in remaining room areas.
Damp M��g and Waxing: Damp mop and wax all hard and resilient flooring. The
finished area shall have a uniform luster. Walls, baseboards and other surfaces shall be
free of residue.
CTrnut T,inec- All grout lines shall be free of all stains and discoloration.
D. Quarterly:
Strip and apply four coats of floor finish to resilient floors.
Stripping- All old finish or wax shall have been removed. There shall be no evidence of
gum, rust, burns or scuffmarks. There shall be no buildup in corners or crevices.
Finite Walls, baseboards and other surfaces shall be free of finish residue and marks
from the equipment. Floors shall be free of streaks, mop strand marks and skipped areas.
2. ROOM CLEANING: Includes all office areas, file rooms, conference rooms, kitchens, Council
Chambers, lounges, health units, and the corridor space adjacent to these areas.
A. Daily:
1) Empty wastebaskets and remove trash to designated disposal area. Clean washbasins and
mirrors, as necessary; supply paper towels where dispensers are provided. Clean the areas
used for the collection of solid wastes. Wash or steam clean all cans used for collection of
food remnants, inside and out. No chemicals or cleaners shall be used without the prior
written consent of the manager. (Note: Carts and containers used for the collection and/or
storage of waste material shall be of noncombustible or flame resistant construction.)
Recyclable Waste Collection- All recyclable waste disposed of in designated recycling
bins throughout the buildings shall be collected and removed to an area designated by the
City.
4
T cinch Rnoms- Thoroughly germa-clean lunchroom floors including tables, chairs and
counter tops with approved disinfectant.
Solid Waste Collection- All solid wastes generated in the building shall be collected and
removed to area designated for trash by the City.
Pnrcelain Ware Cleaning: aning; Washbasins shall be clean and bright; there shall be no dust,
spots, stains, rust, green mold, encrustation, or excess moisture.
Damn Wiping Mirmrs- Mirrors shall be clean and free of dirt, dust, streaks and spots.
2) Clean interior of microwaves, sinks, ovens, stoves, refrigerators and coffeepots.
3) Clean both sides of plate glass within the building:
Interior Glass Cleaning- Glass shall be clean and free of dirt, dust, streaks, watermarks,
spots and grime and shall not be cloudy. Cleaners shall be non-abrasive and special care
shall be taken so that glass treatments (tinting) shall not be scratched.
4) In office areas, file rooms, conference rooms, and lounge areas sweep floors, vacuum
carpet and extend the sweep or vacuum to remove obvious dirt from around and under
furniture. Remove gum from under desks and workstations.
Vacuuming; Carpet surfaces shall be free of obvious dirt, dust and other debris.
Note: For the purpose of this contract, whenever the term carpet or carpeting is used, it is
intended to include wall-to-wall carpeting as well as room size rugs and area rugs.
Sweeping- Floor surfaces shall be free of obvious dirt or debris. Sweep with a chemically
treated mop.
usrin • Available horizontal surfaces shall be free of obvious dust. Dust all blinds.
Dust with a treated dust cloth all horizontal surfaces that are readily available and visibly
require dusting.
5) C'arnetSp tting- Excessive buildup spillages or crusted material shall have been removed
along with spots, smears and stains. There shall be no evidence of fuzzing caused by
harsh rubbing or brushing. Cleaned areas shall blend with adjacent areas of carpeting.
Spot cleaning shall be done according to manufacture recommendations.
6 Damp mop lounge areas, including kitchens, and spray buff.
Dam Mn=ningand Spray R»ffin& Floors shall be free of streaks, mop strand marks and
skipped areas. Walls, baseboards and other surfaces shall be free of splashings and
markings from the equipment. The finished area shall have a uniform luster.
5
B. Weekly:
1) In office areas, file rooms, libraries, conference rooms and lounge areas thoroughly dust
horizontal surfaces of furniture and all wall surfaces within approximately 70 inches of the
floor and vertical surfaces and under surfaces (knee wells, chair rungs, table legs, etc.).
Clean glass desktops. Vacuum all carpet.
Thomngh Dusfing- There shall be no dust streaks. Corners, crevices, moldings and ledges
shall be fig of all dust. There shall be no oils, spots or smudges on
Dusted surfaces caused by dusting cycle.
Damp Wining (Gass Desk Tnn1 Glass desktops shall be free of dirt, dust, streaks and
spots.
Thorough V ra mnninoa_ Carpets, including comers, shall be clean and fi-ee from dust balls,
dirt and other debris; nap on carpets shall lie in one direction upon completion of the
vacuuming task.
Sweep full floor area
oro gb'.Rw=ing- Floors shall be clean and free of trash and foreign matter. No dirt
shall be left in corners, under fiuniture or behind doors.
2) Spot clean wall surfaces within approximately 70 inches of the floor.
Snot C'leanin& Smudges, marks or spots shall have been removed without causing
unsightly discoloration.
C. Monthly:
Damp mop and wax all hard and resilient flooring in remaining room areas:
Dam Mnn lg and Waxing- Damp mop and wax all hard and resilient flooring. The
finished area shall have a uniform luster. Walls, baseboards and other surfaces shall be
free of residue.
Tele= hones- Germicide all telephones.
D. Monthly:
In office areas, file rooms, libraries and conference rooms. Damp wipe glass in interior
office doors, partitions and bookcases.
Interior Glass Cleaning_ See quality requirements outlined in room cleaning daily, Section
2.
E. Quarterly:.
Strip and apply four coats of floor finish to all flooring.
0
Stripping: All old finish or wax shall have been removed. There shall be no evidence of
gum, rust burns or scufimarks.
Finishing: Walls, baseboards and other surfaces shall be free of finish residue and marks
from equipment. Floors shall be free of streaks, mop strand marks and skipped areas. The
finished area shall have a uniform luster.
F. Services to be Performed as Required to Maintain Quality Standards:
Wash, damp wipe, or provide plastic liners for wastebaskets to keep them in an acceptable
condition.
Cleaning Wastebaskets- Wastebaskets shall be free of dust, debris and residue. Plastic
liners shall not be torn, wom or contain residue.
Wipe down and treat surfaces of wood paneling.
Cleaning WaM Paneling: Paneling shall be free of dirt, dust, steaks and spots.
3. MAIN ENTRANCES, MAIN LOBBIES AND MAIN CORRIDORS
A. Daily:
1) Sweep bare floors and vacuum carpeted floor areas. Clean and polish metal doorknobs,
push bars, kick plates, railings and other metal surfaces; clean and polish wood handrails,
doors and other wood surfaces; clean spots and marks off walls, dust all surfaces within
approximately 70 inches from the floor.
Thnmilgb Sw ing- Floors shall be clean and free of trash and foreign matter. No dirt
shall be left in comers, under finniture or behind doors.
Thamilgh Vaenuming- Carpets shall be clean and free from dust balls, dirt and other
debris; nap on carpets shall lie in one direction upon completion of the vacuuming task.
Metal Palishin Metal surfaces shall be free of smears, stains and finger marks. They
shall be clean and bright and polished to a uniform luster.
Wench Polishing: Wood surfaces shall be clean and free of smudges and residue.
Snot Cleaning: Smudges, marks or spots shall have been removed without causing
unsightly discoloration.
Thamugh 17nstin - There shall be no dust streaks. Corners, crevices, moldings and
ledges shall be free of all dust. There shall be no oils, spots or smudges on dusted
surfaces caused by dusting tools.
TTelmhr onas- Germacide public telephone.
7
2) Damp mop and spray buff all hard and resilient floors.
Damn- Mal Ong and .Sv R„ffing_ Floors shall be free of streaks, mop strands marks and
skipped areas. Walls, baseboards and other surfaces shall be free of splashing and
markings from the equipment. The finished area should have a uniform luster.
3) Clean both sides of entrance door glass and glass
Surrounding entrance doors within reach.
Glass Clean_ ' All glass shall be clean and free of dirt, grime, dust, streaks, watermarks
and spots and shall not be cloudy.
B. Monthly:
All grout lines shall be clean and free of stains and discoloration.
C. Quarterly:
1) Clean and polish all door thresholds.
Cleaning Thresholds- Thresholds shall be clean and free of oil, grease, dirt and grime.
Strip and apply four coats of floor finish to all hard and resilient floors.
Stripping: All old finish or wax shall have beenremoved. There shall be no evidence of
gum, rust, burns or scuffmarks. Water solutions shall not be used on wood flooring.
Note: Additional coats of finish may be required between this frequency in order to meet
the quality requirements identified in Main Entrances, daily Sec. 2.
Finishing: Walls, baseboards and other surfaces shall be free of finish residue and marks
from equipment. Floors shall be free of streaks, mop strand marks and skipped areas. The
finished area shall have a uniform luster.
4. STAIRWAYS:
A. Three Times Weekly: (Mon -Wed -Fri)
Sweep or vacuum stair landings and steps, dust railings, ledges, grilles, fire apparatus, and
doors.
Sweeping or Vacummingqtairwa3m Landings and treads shall be free of dirt, dust, and
other loose foreign matter.
Dusting- Railings, ledges, grilles, fire apparatus, and doors shall be dust free.
B. Monthly:
Wet mop or scrub steps, risers and landings; clean glass surfaces and polish bright metal
and woodwork. Spot clean walls to a height of approximately 70 inches.
Wet Mmnning mr Scnffibing- Steps, risers and landings shall be clean and free of dirt, water
streaks, mop marks, string, gum, grease, tar, etc., and present an overall appearance of
cleanliness. All surfaces shall be dry and the corners clean.
Cleaning WAass _ Glass shall be clean and free of dirt, dust, streaks and spots.
Th ight Metal Polishing- Bright metal surfaces shall have a polished and lustrous
appearance.
Wmmcl Polishing Surfaces shall be free of dirt, dust, streaks and spots.
Simi Cleaning Smudges, marks, or spots shall have been removed without causing
unsightly discoloration.
5. R.M.I. LOADING AREAS: (Includes platforms and docks)
A. Daily:
RWeP_ ning:. Loading areas, entrances, steps, porches and stairs shall be clean and free of
trash, debris and foreign matter. No dirt shall be left in corners, crevices or where
sweepings were picked up.
►1 IT
Mopping- Mop with a chemical cleanser, bringing all surfaces to a uniform luster.
Spot Cleaning - Loading areas:
Spat Cleaning Spot clean all spots from cement floors by damp mopping or other means
as needed.
Empty Waste Receptacles and Reinsert Trash Liners as needed.
B. Quarterly:
Wet mop or scrub:
Wet MoMing and Scrnhhing: Area shall be clean and free of dirt, string, gum, grease, tar,
oil spots, etc., and present an overall appearance of cleanliness. All surfaces shall be dry
and the corners clean.
9
Strip and reapply cement sealer to all cement flooring.
6. PASSENGER ELEVATORS:
A. Daily:
Clean all surfaces in the interior of the car, including floor track, and polish bright metal
surfaces. Clean exterior surfaces of all doors and frames. ' Vacuum carpets, damp mop
and spray buff resilient floors.
Dusting (Interior Elevator Surfaces): All vertical and horizontal surfaces shall be clean
and free of dirt and dust.
Damp Wining: Damp wipe interior and exterior elevator surfaces using a multipurpose
germicidal cleaner. All surfaces shall be clean and free of finger marks and smudges.
Cleaning (F1 .vatar flmr track)- Floor tracks shall be free and clean of dirt and grime
including miscellaneous debris.
Bright Metal Polishing- Bright metal surfaces shall have a polished and lustrous
appearance.
Vacuuming, Elevator carpets shall be free of dustballs, dirt and other debris.
D=12 Mn=ing and c qp= B� miffing; Furs shall be fee of streaks, mop strand marks and
Skipped areas. Walls, baseboards and other surfaces shall be free of splashings and
markings from the equipment. The finished area should have a uniform luster.
8. DRINI:ING FOUNTAINS
A. Daily:
Clean drinking fountains and replenish paper cups where dispensers are provided.
Cleaning Drinking Fnnntaint• The porcelain or stainless steel surfaces shall be clean and
bright, and they shall be free of dust, spots, stains and streaks. Drinking fountains shall be
kept free of trash, ink, coffee grounds etc.
Metal Pnlishin •Metal surfaces shall have a polished and lustrous appearance.
9. STORAGE SPACE
A. Monthly:
Sweep the full floor area:
Th�r�llgb sweming: Floors shall be clean and free of trash and foreign matter. No dirt
shall be left in corners, under furniture, or behind doors.
10
10. ENTRANCE AND ELEVATOR RUGS
A. Every Two Months:
Clean and shampoo entrance and elevator tugs as required to maintain quality standards
but not less than six times a year.
:Shamnooing (Entrance and Elevator Rags)- Rugs shall be clean and free of dirt, grime,
stains, and excessive buildup and crusted material.
11. WINDOWS AND GLASS
A. Quarterly:
Wash both sides of all exterior -building windows, including spandrel glass, glass over and
in exterior and vestibule doors, and all plate glass around entrances, lobbies and
vestibules.
Window Washing- Washed glass shall be clean and free of dirt, grime, streaks and
excessive moisture and shall not be cloudy. Window sashes, sills, woodwork and other
surroundings of interior glass shall be wiped free of drippings and other watermarks.
12. MINI AND VERTICAL BLINDS
A. ANNUALLY:
1) Remove from the building premises all mini and vertical blinds and wash. Blinds shall be
returned and hung within 3 working days. Clean tapes and cords.
Washing- Both sides of blind slats shall be clean and free of dust and water.
2) Dust or vacuum all blinds at a 6 month interval from washing cycle.
i�„� Both sides of blind slats shall be free of dust.
13. HIGH CLEANING
A. Monthly:
Clean surfaces and objects in the building approximately 70 inches or more from the floor.
This includes but is not limited to the wall and ceiling areas, ventilating and air
conditioning outlets, transoms, clocks, ceiling moldings, tops of partitions, overhead
pipes, wall fans, pictures, plaques, wall or ceiling diffusers, file cases, bookcases, lockers,
etc. Damp wipe and dry high surfaces such as transoms, clock glass, picture frames and
glass, smudged areas surrounding air grilles, diffusers, etc. Drapes shall be vacuumed in
place.
High Cleanin& Surfaces shall be clean and free of dust. Where glass is present, both sides
11
shall be clean and free of streaks.
14. MISCELLANEOUS REQUIREMENTS
1) Lights shall be used only in areas where and at the time when work is actually being
performed.
2) Mechanical equipment controls for heating, ventilation, and air-conditioning systems will
not be adjusted by the workers.
3) Water faucets or valves shall be turned off after the required usage has been accomplished.
4) Windows shall be closed and lights and fans turned off when not in use.
5) Organize and train employees to participate in building fire and civil defense drills.
6) Report fires, hazardous conditions, and items in need of repair to the contracting officer's
representative.
15. SPECIAL JOBS/REQUIREMENTS
Due to other than normal conditions, (types of occupancy, traffic flow, materials of
construction, priority areas, unusual design features, etc.) the following requirements are
designated as special jobs and become a part of this contract.
Modular and/or Systems Furniture and Upholstered Furniture
A. Monthly:
Thoroughly vacuum to remove embedded dirt and dust.
Thomugh Vacuuming- All modular systems and upholstered furniture shall be vacuumed
completely to remove all dirt and dust.
Sent Cleaning: Check and spot clean all modular desks and upholstered furniture with
approved cleaner. All spot cleaning shall be done according to manufacture
recommendations.
16. CARPET SHAMPOOING REQUIREMENTS
A. Weekly:
During the week, check and spot clean, corridors, lobbies, individual areas, conference
rooms, and all other carpeted areas on the floors as needed. Spot clean as per manufacture
recommendation.
12
B. Bi-Annually:
All Carpeted areas in the City Hall, Power Plant offices and RMI building will be
shampooed following the manufacturers recommended procedures.
Carnet Sharr►np owing: All carpets shall be clean, free of spots, spillages and removable
stains. There shall be no evidence of fuzzing caused by harsh rubbing or brushing.
Note: Furnishings moved during the carpet shampoo program will be replaced in their
original position.
17. PHYSICAL FITNESS CENTER
A. Daily:
1) Empty wastebaskets, and remove trash to designated disposal area. Clean washbasins and
mirrors, as necessary. Replenish toilet supplies and provide paper towels for all dispensers
provided. Wash cans for collection of food remnants, inside and out and/or provide
plastic liners as deemed necessary by the Building Maintenance Foreman. Clean
appliances with appropriate cleansers.
Snlid Trash rollectinn- All solid wastes generated at the site shall be collected and
removed to the dumpster.
Clean AWlian .es- Surface areas of appliances will be cleaned with appropriate cleansers.
Surface areas will be grease and dirt free. Appliances will shine, no smears or streaks will
be on surfaces.
Porcelain or Stainless Steel Cleaning: .aning: Washbasins shall be clean and bright, no dust,
spots, stains, green mold, rust, or encrustation and excess moisture.
Damn Wining (Mmrs)- Mirrors shall be clean and free of dirt, dust, streaks and spots..
2) Office Furniture- Doorknobs, hardware, etc. shall be cleaned with appropriate cleaner -
disinfectant. All wall and door surfaces will be cleaned daily to insure dirt of any kind is
removed.
Wall Cleaning: Complete and total wall and door cleaning is required on a daily basis to
include baseboards. No smudges, grease, dirt, dust, etc. are to be accumulated on the
walls surfaces. Only high quality cleaners will be used to accomplish this task.
3) Clean horizontal surfaces including tables, counters, and desk tops. Clean vertical
surfaces of cabinets.
Dusting- All surfaces shall be free of dust. Furniture surfaces will be dusted (see note), to
insure a dust free environment.
4) Vacuum cam
13
Vacuuming-, Carpet and corners shall be clean and free of dustballs, dirt and other debris;
nap on carpet shall lie in one direction upon completion of the vacuuming task.
C. Weekly:
Thoroughly dust vertical surfaces of furniture, knee wells, chair -rungs, table legs, etc.
T h_ omugh T� All surfaces shall be free of dirt and dust.
D. Quarterly:
High cleaning of surfaces and objects approximately 70 inches or more from the floor.
This includes wall and ceiling areas, ventilating and air-conditioning outlets, transcoms,
clocks, ceiling molding, tops of partitions, wall fans, pictures, plaques, all furniture and
window sills. Damp wipe and dry high surfaces.
Nigh C1P_ a_ nines Surfaces shall be clean and free of dust, dirt and smudges, etc.
18. GENERAL REQUIREMENTS:
1) The selected janitorial Service Company will bring to our immediate attention all
observed/needed mamtenance%Ieaning, which may be beyond the scope of the contract.
2) City staff will not have to tell the service company when to perform as needed
maintenance/cleaning, the Service Company will anticipate the need and if within the
scope of the contract, will perform the needed services. A schedule for monthly and
yearly cleaning activities will be provided for the City.
3) The Service Company shall provide a call out list with telephone numbers regularly
updated, to handle emergency or unusual janitorial services.
4) The Service Company shall provide a list of all employees and their supervisors, who may
work upon these premises.
5) A periodic meeting to review service performance will be conducted. Attendees shall
include, the contract administrator, a representative of the Service Company at least one
work area manager who is a resident of the affected spaces.
6) The following products will be supplied by the City of Vernon for janitorial use and
dispensing: Urinal tabs, paper towels, toilet paper, seat covers, liquid hand soap, trash bags
and sanitarynapkins. All other products required to perform the janitorial service as
outlined shall be supplied by the contractor.
M.
14
A log sheet shall be provided for each facility. All employees assigned by the Contractor
to work in each facility shall sign in at the beginning of the work shift and upon leaving
that facility.
• art • A A• A 7• : A i l
It is mandatory that the Contractor have a night-time supervisor on duty 7 days a week and
that a pager is issued to him, and the pager number must be given to the Building
Maintenance Foreman or his designate at the start of the contract.
During and after janitorial services are performed, the contractor's employees shall enter
and leave through only specified locations. Contractor's personnel shall check to be sure
all doors and windows are closed and locked, so that the area is left in a secure condition
against entry.
10) 1 Tniformc-
The Contractor shall provide appropriate work uniforms for all personnel Uniforms shall
be worn at all times while performing work in City facilities. Uniforms shall be Blue
"Jumpsuits". The name of the company and the words "Janitorial Service" in large White
letters must appear on the back of jumpsuit. Each employee shall have a picture
identification nametag with company name pinned on front of uniform at all times.
�:1A aK s • •, i/ • 1 • 1
1) The contractor shall not work or perform any operation during regular business hours
unless instructed by management.
2) The contractor shall be required to assign,a designated English-speaking foreman as
project manager.
3) Contractor shall provide an annual cleaning schedule outlining specific cleaning tasks
to be performed.
4) Maintenance crews shall not use any office equipment i.e., phones, fax machines,
copiers etc.
1) Emergency service notification must be responded to within two hours.
2) Areas impacted and affected by health and safety issues shall be immediately be
barricaded to inform the public and City personnel of potential dangers in that area.
3) All other issues will receive written notification ("Punch List') giving two (2) working
days for completion. If the deficiency is not corrected within the required two-day period,
15
any item that has not been corrected may be completed by the City or by other contractual
services and actual costs will be charged to the Contractor without further notification.
13) General C'.onditions-
1) All damages that, in the City's opinion, are due to the Contractor's operation, shall be
repaired at the contractor's expense.
2) The Contractor agrees to perform all work in a manner as to meet all acceptable
standards for safe practices during maintenance operations.
3) It shall be the Contractor's responsibility to insect and identify any practices and
conditions that render any portion of the maintained areas unsafe.
4) If any person employed by the Contractor, or any subcontractor, shall fail or refuse to
carry out the directions of City management, or in the opinion of management, is
incompetent, disorderly, or uses threatening or abusive language to any person on the
work site, shall be discharged from the project immediately.
5) The Contractor warrants that in the performance of this Agreement, it shall comply with
all Federal, State and local laws and ordinances.
The work hours for each area shall be as follows:
1) 2nd and 3rd Floors: Monday through Thursday 1730 - 0400 hours.
2)1 st and Basement Floors and RMI Building: Monday through Friday
1730 — 0400 hours.
3) RMI Loading Dock area: Monday through Friday 0830 -1130 hours.
FLOORING SURFACE AREA
City Hall Basement:
Carpet: 1,000 sq/ft.
Ceramic Tile: 350 sq/ft.
Vinyl Tile: 3,600 sq/ft.
Concrete: 300 sq/ft.
City Hall First Floor:
Carpet: 5,500 sq/ft.
Ceramic Tile: 2,100 sq/ft.
16
Vinyl Tile:
1,600 sq/ft.
Rubber Tile:
300 sq/ft.
Concrete:
300 sq/ft.
City Hail Second Floor:
Carpet:
17,200 sq/ft.
Ceramic Tile:
8,000 sq/ft.
Vinyl Tile:
1,800 sq/ft.
Rubber Tile:
300 sq/ft.
Concrete:
300 sq/ft.
City Hall Third Floor:
Carpet:
6,000 sq/ft.
Ceramic Tile:
450 sq/ft.
Vinyl Tile:
2,300 sq/ft.
Rubber Tile:
300 sq/ft.
Concrete:
200 sq/ft.
RAM. Building:
Carpet:
1,600 sq/ft.
Ceramic Tile:
125 sq/ft.
Vinyl Tile:
2,380 sq/ft.
Light and Power:
Carpet:
600 sq/ft.
Ceramic Tile:
140 sq/ft.
Vinyl Tile:
3,400 sq/ft.
Concrete:
450 sq/ft.
■
17
PROPOSED BIDDING SCHEDULE
CITY OF VERNON
CITY HALL AND RELATED FACILITIES
FACILITY
AREA INSQUARE FEET
MONTHLY C ST
City Hall
5,250
Basement
398.55
City Hall First
9,800
$
Floor
743.96
City Hall Second
27,600
$
Floor
2095.22
City Hall Third
9,250
$
Floor
702.20
R.M.I. Building
4105
S 311.63
Litzht and Power
4,590348.44
TOTAL COST PER MONTH
1 4 6 0 0.0 0
Submitted by: Grace Building Maintenance Co., Inc.
Address: 3580 Wilshire Blvd #1 5 Los Angeles, CA 90010
Signature:
MISCELLANEOUS JANITORIAL SERVICES (Not Additional Cost Items)
1) FLOORING: Strip and apply four (4) coats of floor finish to flooring.
ITEM l . Ceramic Tile:
• ITEM 2. Vinyl Tile:
TTEM I • Rubber Tile:
Cost Per Quarter Per Square Foot: o. o5
Cost Per Quarter Per Square Foot: 0.05
Cost Per Quarter Per Square Foot: 0.05
' 2) RMI LOADING AREAS: (Includes platforms and docks)
• ITEM 1; Wet mop or scrub platforms and docks and reapply cement sealer to all cement
flooring.
Cost Per Quarter Per Square Foot: 0.0 5
3) ENTRANCE AND ELEVATOR RUGS
• ITEM 1. Clean and shampoo entrance and elevator rugs as required to maintain quality
standards. This shall be performed not less than six times a year.
Cost Bi-Monthly: 5 0.0 0
• TTF.M 1, Exterior Glass: Wash all exterior -building windows leaving no visible -
streaking.
Cost Per Quarter: 350.00
• ITEM I Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Per Quarter: 75.00
5) MINI AND VERTICLE BLINDS
• ITEM_I - Remove from the building premises all mini and vertical blinds and wash.
Blinds shall be returned and hung within 3 working days. Clean tapes and cords.
Cost Annually: 2 5 0.0 0
• TEW 2. (Every Six Months) Dust or vacuum all blinds at a 6-month interval from
washing cycle. Both sides of blind slats shall be free of dust.
Cost Every Six Months: 10 0.0 0
6) CARPET SHAMPOOING REQUIREMENTS (Bi-Annually)
• URM 1. All carpeted areas in the City Hall, Power Plant offices and RMI building shall
be shampooed as per the manufacturers recommended procedures.
Cost Per Square Foot: 450.00
19
' i�Y' iM - E91-139 MAIN
FACSIM]LE
TRANSMISSION
law kior m
To: W. Scott Rigg, Supervisor,. Department of Water & Power
City of Vernon Pages ( I. ) Including -C-9ver
Tel: 323-583-881 Ix279
Fax: 323-8.264435
Re: Amendment to Janitorial Proposat #001
Dear MI : RW:
Grace Building Mai menace Company would like for make an amendment to the Janitorial
Proposal submitted by our company to City of Vernon.
On Page 19 Line. Item #6 Carpet Shampooing Requirement (Bi-Anngally)
Following should be reptacgd as:
1 'nl 1: All carpeted areas is the City Halt, Power Plant offices and RAfl . building shall be
shamp000ed as per the manuiacmrecs recommended procedures.
Cost Per Square Foot: $ 0.04
I thank you for your attention.
Truly Ypurs,
Jack Forest
THIS MESSAGE TS-INTT MED ONLY FOR THE USE OF INDIVIDUAL OR EFITM TO WHICH IT IS ADM 99PD AND MAY
CONTAW INFORMATION THAT IS DREW EGED, CONFIDENTIAL, AND MUNIPT FROM. D19CLC6URR UNDER
APPLICABLE LAW. IF THE READER OF THE; MESSAGE IS NOT THE INTENDED RECIPIENT, YOU ARE HEREBY NOTIFIED
THAT ANY REVIEW, DT^�L'' MWNATION, DISTRIBUTION OR COPYING, OF THIS COMMUMICAAMN •L9 STRICTLY
PROHIBMD. IF YOU HAVE RECEIVED T141S COMMUNICATION IN ERROR, PLEASE NOTIFY US IMMEDIATELY BY
TELEPHONE, AND RETURN THE ORK 1NAL MESSAGE US AT UIE ABOVE ADDRESS .BY US: POSTAL SERVICE
DISSEMINATION OF THIS MESSAGE TU INNS OTHER TFFAN THE INDIVIDUAL TO WHICH IT IS ADDRESSED SHALL
NOT CONSTITUTI. A WAIVER OF ANY PREVIIAM RECOGNIZED By I:AW. THANK YOU.
3580 W1I SHIIsrG' BLVD STATE 1615 L,OS ANGELES, CA 90010-23I 5
TF.I, (213) 386-2= FAX (2I3) 386 2T 19,.EMAII.
EXHIBIT B
1
2
3
4
5
A
7
M.
41
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
EXHIBIT B
INSURANCE SCHEDULE
Grace shall provide proof of insurance, including a standard certificate of insurance, in at least the
following amounts and coverage (combined single limit permitted):
I. Coverage and Limits
Bodily Injury Property Damage
Hazards Each Person EachAccident Each Accident
Automobile Liability
Owned Automobiles $ 500,000 $1,000,000 $ 500,000
Hired Automobiles $ 500,000 $1,000,000 $ 500,000
Non -Owned Automobiles $ 500,000 $1,000,000 $ 500,000
Workers' Compensation $ Statutory
EmployersLiability $1,000,000 per employer
II. General Liability
General Liability
$1,000,000
$2,000,000
$1,000,000
Premises Operations
$1,000,000
$2,000,000
$1,000,000
Elevators (if applicable)
$1,000,000
$2,000,000
$1,000,000
Independent Contractors
$1,000,000
$2,000,000
$1,000,000
Products - Completed Operations
$1,000,000
$2,000,000
$1,000,000
Contractual Liability
$1,000,000
$2.000,000
$1,000,000
Umbrella Liability
$2,000,000
$2,000,000
$2,000,000
a. The general liability policy shall contain the following special endorsements which shall be noted on of
attached to the standard certificate of insurance:
l . An endorsement naming the City of Vernon, its officers, and employees as additional insureds under
the policy.
2. An endorsement providing the City of Vernon thirty(30) days notice of cancellation or material
reduction of coverage.
3. An endorsement providing coverage for all operations under this Agreement:
4. Such other endorsement as may be required by addendum hereto.
b. In addition to the standard certificate of insurance, proof of general and professional liability coverage
shall be furnished in the form checked below. Only certification of the following proofs will be
accepted:
X For each policy, a notarized letter from the underwriter or carrier certifying that the coverage and
statements in the standard certificate of insurance (attached thereto) are true and correct and that
the signator is an officer authorized to so certify.
A copy of each policy certified by an officer of the underwriter or carrier and notarized.
EXHIBIT „B,
SUPPORTING
DOCUMENTS
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY". GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
April 15, 2003
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
Grace Building Maintenance Co., Inc.
Attn: Steve Kim, President
3580 Wilshire Blvd., Ste. 1615
Los Angeles, CA 90010
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
Re: Agreement for Janitorial Services for City Hall and Related
Facilities
Dear Mr. Kim:
In accordance with Section 18.E of said agreement, you are to furnish
the City with proof of Insurance as set forth in the Insurance
Schedule, Exhibit "B" of the agreement.
Please submit your proof of insurance to Joan Francone, Risk Manager,
for review and approval. Upon receipt of said documentation this
office will forward to you a fully executed duplicate original
agreement.
If you should have any questions, please contact Joan Francone at ext.
322.
V!Ne
y truly yours,
1 y 4Gin
Assistant to the Chief Deputy City Clerk
NG/gm
cc: Joan Francone
Kevin Wilson
Dolores Fonseca
Resolution No. 8174
Agreement File No. 03-030
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
May 29, 2003
Grace Building Maintenance Co., Inc.
3580 Wilshire Blvd., Ste. 1615
Los Angeles, CA 90010
Attn: Steve Kim, President
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
Re: Agreement for Janitorial Services for City Hall and Related
Facilities
Dear Mr. Kim:
The insurance requirement has been met. Transmitted herewith is a
duplicate original of the above referenced agreement approved by the
Vernon City Council on April 2, 2003.
If you have any questions regarding this matter, please call Mr. Kevin
Wilson at (323) 583-8811 ext. 245.
Very,,ruly yours,
ief Deputy City Clerk
GJO/gm
CC: Kevin Wilson
Dolores Fonseca
Resolution No. 8174
Agreement No. 03-030
4 .
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Bruce Malkenhorst, Ci
ty Administrator
FROM: Samuel Kevin Wilsr of Community Services & Water
DATE: March 26, 2003
SUBJECT: AGREEMENT FOR JANITORIAL SERVICES FOR CITY HALL AND
RELATED FACILITIES
On February 26, 2003, the City sent Grace Building Maintenance a letter informing them that
the City is looking into the possibility of replacing its current janitorial firm due to their inability to
meet the terms of the contract they entered into with the City. Attached with this letter was a form
asking them to provide an overview of monthly costs and miscellaneous services their firm has to
offer. The sole purpose of the form was to quantify costs of non -routine tasks should the City
determine that such tasks are not required.
On March 10, 2003, the City received a quote from Grace Building informing staff that their
firm could provide janitorial services at $4,600.00 per -month In their quote, Grace also provided the
City with miscellaneous costs for work performed on a non -routine basis. This quote represents a cost
savings of approximately $5,537.38 per -month when compared to Pinnacles recent offer. Although
Pinnacle is bound by the terms of the existing contract, their overall performance appears to have
declined significantly since they requested the $1,598.00 per -month increase. It is therefore my
recommendation that the City release Pinnacle from their contract with the City and award the
contract to Grace Building Maintenance.
The City Attorney's Office has prepared an Agreement for Professional Janitorial Services.
The agreement has been executed by Grace Building Maintenance Company, Inc. Please place this
item on the April 2, 2003 City Council agenda.
SKW/sr
Enclosures
City Attorney
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro—Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
City Council
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
March 27, 2003
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
On December 4, 2002, the City entered into a Janitorial Services
Agreement with Pinnacle Care, Inc. Due to their inability to meet the
terms an the contract, on February 26, 2003, the City of Vernon
informed Grace Building Maintenance, the second lowest bidder, of the
possibility of replacing the current janitorial firm, Pinnacle Care,
Inc. On March 10, 2003, Grace Building Maintenance provided a quote
for janitorial services at a cost of $4,600.00 per month.
This has been reviewed by the Director of Community Services and Water
and the City Attorney and it is hereby recommended that the Janitorial
Services Agreement with Pinnacle Care, Inc., be terminated and an
Agreement for Professional Janitorial Services with Grace Building
Maintenance be approved and executed and a purchase order issued to
retain such services at an approximate cost of $4,600.00 per month.
Very truly yours,
Bruce V. Malkenhorst
City Administrator/City Clerk
BVM/gm