Resolution No. 2012-047RESOLUTION NO. 2012-47
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON AUTHORIZING THE ISSUANCE OF A REQUEST FOR
PROPOSALS FOR JANITORIAL SERVICES
WHEREAS, the City of Vernon is interested in obtaining
proposals from qualified contractors to provide janitorial services
for the Vernon City Hall, Public Works Building, Vernon Light & Power
and the Petrelli Building; and
WHEREAS, the Director of Community Services & Water is
seeking permission for the issuance of a request for proposals for
janitorial services (the "RFP").
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
instructs the City Administrator, or his designee, to issue in
accordance with Vernon City Code Section 2.29-2 the RFP, a copy of
which is attached hereto as Exhibit A, to one or more qualified
contractors, and to report to the City Council on the proposals
received with a recommendation for action.
SECTION 3: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of
Resolutions of the Council of this City.
APPROVED AND ADOPTED this 3rd day of April, 2012.
� y �
Name: William J. Davis
Title:cMay / Mayor Pro-Tem
- 2 -
STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2012-47, was duly passed, approved and adopted by the City Council
of the City of Vernon at a regular meeting of the City Council duly
held on Tuesday, April 3, 2012, and thereafter was duly signed by the
Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this day of April,,f012, at Vernon, California.
,,
(SEAL)
llar8G:/YXma'guc]Xi ) City Clerk
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EXHIBIT A
City of Vernon
Request for Proposals (RFP)
For Janitorial Services
City of Vernon
Community Services Department
4305 Santa Fe Avenue, Vernon Ca 90058
Phone: (323) 583-8811
April 2012
I. INTRODUCTION AND PROJECT
The City of Vernon is seeking proposals and statements of qualifications from qualified
firms to provide janitorial services to the City of Vernon.
II. PROPOSAL PREPARATION AND SUBMISSION
The proposal shall include, at minimum, the following items:
1. Title Page
The title page shall show the Proposer's name, title of the service requested, local
address, telephone number, and date of submittal.
2. Table of Contents
A comprehensive table of contents shall list all materials included in the Proposal.
Letter of Transmittal
A person legally authorized to enter into contracts for the Proposer shall sign the Letter of
Transmittal. The letter must include a brief statement of the Proposer's understanding of
the work to be accomplished and a list of names of individuals authorized to make
representations for the Proposer, their titles, addresses, and telephone numbers.
4. Experience
Proposer's capabilities and experience shall be described in detail in order to provide for
meaningful evaluation and assessment. The narrative should discuss each of the following
subject areas:
• Background;
• Organization (provide a chart or outline of the firm's organizational structure showing
the roles of all personnel involved with this contract, if awarded, identifying each by
name/position); and
• On a separate subheading provide a Staffing Plan listing specific information regarding
the length and quality of experience performing janitorial services for a public agency.
S. Work Plan
Describe in detail how the service will be performed to meet and exceed the requirements
reflected in the Scope of Work. Prepare and include a Staffing Plan that specifically
describes the number of staff who will be committed to the project and their qualifications.
If possible, list them by name. Describe and include the schedules, procedures, techniques,
and methods that will be employed in meeting the objectives outlined in the Scope of
Work. These may include personnel management, training, subcontracting, emergency and
contingency planning, recruitment and replacement, supervision, supplies, equipment,
uniforms, identification badges, safety, communications, and quality control.
6. Quality Assurance Program
Describe Proposer's Quality Assurance Program (Program) that will be utilized by the
Proposer as a self -monitoring tool to ensure that these services are performed in
accordance with the City contract requirements. The Program must ensure service
deliveries outlined in the Scope of Work, are completed in a timely fashion, the services
will be free of defects, and how those results will be achieved. The Program must
comprehensively address the Proposer's organization process for consistently delivering
results.
The Proposer's Staffing Plan must include a qualified inspector to monitor compliance
with the Program. At minimum, the Program shall address the following in detail: .
• Policies and Procedures — Quality control procedures for the Proposer, subcontractors,
if any, and suppliers must be described. If a subcontractor is to perform work, the
Program must detail how that subcontractors will interface with the Proposer and how
the Proposer will ensure that he subcontractor complies with the Program;
Inspection Fundamentals — The Proposer shall provide samples of forms that outline
required operations and quality levels. The Proposal must indicate the Proposer's
inspection schedules, a methodology to correct deficiencies, level of supervision, and
how the inspections are to be performed. The Proposal shall document the name,
authority, relevant experience, and qualifications of the person with overall
responsibility for the inspections system;
• Quality Control Documentation, Review and Reporting — The Program shall describe
and list the records to be maintained. The Program shall detail how the Proposer will
maintain inspection records and make them available to the City;
Professional fees
Professional fees shall be in a separate sealed envelope.
III. PROPOSAL SELECTION
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. 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 Bidding Schedule is set forth in
Attachment B. As part of the selection process, the City utilizes a Scoring Sheet to rate Proposals;
set forth in Attachment C. The Proposals will receive a score (rating) and be ranked from high to
low on the following criteria:
1. Cost (65 points)
The score shall be calculated by taking the lowest contractor's annual or projected price
and dividing by the subject contractor's price than multiplying the results by the maximum
score.
2. References (10 points)
Three references shall be checked. The contractor shall receive a maximum of 10/3 of a
point for each reference. Points may be deducted for contracts that have been terminated
and for references that fail to support contractors that have been terminated and for
references that fail to support contractors claim of capababilites, production, or skilled
personnel or services. A significant unacceptable weakness may result in a zero score. A
zero score in this category may result in rejection of the proposal as nonresponsive.
3. Experience (10 points)
Proposers or its managing employees must have a minimum of three years experience.
Failure to demonstrate minimum lengths of experience may results in rejection of the
Proposal. Higher points will be given to contractors who have provided like services to
similar agencies, other considerations include experience and capabilities of key personnel,
and subcontractors, if any.
4. Work Plan (15 points)
The score will be based on the extent in which the contractor demonstrates its likeliness to
meet or exceed performance requirements set forth in the scope of work, including ability
to render timely and responsive work, to respond to emergencies, and to provide a
professional level of quality in the service and work product provided. The highest scores
will be awarded to the most detailed and comprehensive work plans, including but not
limited to specific discussion of relevant work, staffing plans, quality assurance plans,
schedules, management, subcontracting, training, and communications.
IV. FORM OF CONTRACT
The City's standard form of contract shall be used, and includes other provisions not
described here. A standard professional service contract is attached for reference
(Attachment A). Please review this very carefully and note in body of response any
exceptions or alterations to the agreement. Alterations or Changes to the agreement which
were not in the Janitorial Firm's response will not be made after the selection of the
Janitorial Firm. This includes alterations, exceptions, or changes to the insurance and
indemnity provisions. By requiring these requests up front, the City can compare all
respondents on an equal footing.
V. JOB WALK
A Job Walk will be held on Monday, April 23, 2012 at 10:00 AM. Please contact Scott Rigg for
further details.
VI. PROPOSAL SUBMITTAL
The Proposal and fees shall be submitted to Samuel Kevin Wilson, Director of Community Services,
4305 Santa Fe Avenue, Vernon, CA 90058, no later than 2:00 P.M. on Monday, April 30, 2012. The
contractor shall submit four (4) copies of the subject proposal and fee schedule. The fee schedule
shall be submitted in a separate sealed envelope.
VII. SCOPE OF WORK
JANITORIAL SERVICES REQUIRED FOR CITY HALL, PUBLIC WORKS
FACILITIES, LIGHT & POWER BUILDING, AND PETRELLI BUILDING
CLEANING WORK AND QUALITY REQUIREMENTS
1. TOILET & LOCKER ROOMS: (Includes private toilet rooms)
A. Daily:
1) Sweep and wet mop or scrub floors utilizing a cleaner - disinfectant.
Sweeping Damp Mopping Scrubbing: The floors shall be cleaned with a germicidal
detergent solution, be 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 comers clean. The contractor shall use designated mops for bathrooms, hallways,
and break rooms.
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, lockers,
shower stalls, etc.) shall be cleaned with an approved germicidal detergent solution.
There shall be no dust, spots, stains, rust, green mold, encrustation, or excess
moisture.
3) Empty waste receptacles and refill 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. Black trash bags shall be used for regular trash dispensers and clear bags
shall be used for recycled materials.
Servicing: All supplies shall be provided, and waste receptacles and sanitary napkin
dispensers emptied, cleaned, disinfected and new bags inserted.
4) Spot -clean other surfaces and dust horizontal surfaces.
Spot -Cleaning: Smudges, marks or spots shall be removed without causing unsightly
discoloration.
Thorough Dusting_ There shall be no dust streaks. Comers, 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 no
traces of dust on any surface.
B. Weekly:
1) Wet mop and spray buff all resilient floors.
Wet Mopping and Spray Buffing: Floors shall be free of streaks and mop -strand
marks. There shall be no skipped areas. All walls, baseboards and other surfaces
shall be free of splashings and markings from the equipment. The finished area shall
have a uniform luster.
2) Wet wipe the full surface area of all stall partitions, doors, countertops, shelves, and
wastepaper receptacles utilizing a multipurpose germicidal cleaner.
Wet Wiping: All dirt, dust, water stains, spots, streaks, and smudges shall be removed
from the surfaces.
Prime and Treat Floor Drains:
3) Prime and treat floor drains with an approved liquid enzyme treatment to reduce odors
and gas smells.
C. Monthly:
1) Wet mop and wax all hard and resilient flooring in remaining room areas.
Wet Mopping 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.
Grout Lines: All grout lines shall be free of all stains and discoloration. The
contractor shall use the proper cleaning agents and removal techniques to ensure
the grout lines are kept in pristine condition.
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D. Quarterly:
1) Strip and apply four coats of floor finish to resilient floors using a non -slip floor wax.
Stripping: All old finish or wax shall be removed. There shall be no evidence of
gum, rust, burns or scuffinarks. There shall be no buildup of old finish or wax in
comers or crevices.
Finishing: Walls, baseboards and other surfaces shall be free of finish or waxy
residue and marks from the equipment. Floors shall be free of streaks, mop strand
marks. There shall be no skipped areas.
2. ROOM CLEANING: Includes all office areas, file rooms, conference rooms, kitchens, city
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 Public Works & Water Superintendent.
(Note: Carts and containers used for the collection and/or storage of waste material
shall be of non-combustible 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.
Lunch Rooms: 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.
Porcelain Ware Cleaning: Washbasins shall be clean and bright; there shall be no
dust, spots, stains, rust, green mold, encrustation, or excess moisture.
Damn Wiping Mirrors: Mirrors shall be clean and free of dirt, dust, streaks and spots
2) Clean interior of microwaves, sinks, ovens, stoves, refrigerators and coffee-pots.
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
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and special care shall be taken so that glass treatments (tinting) are not scratched. The
contractor shall use a specified cleaner and towels, supplied by the City, to clean the
bullet resistant glass in the Vernon Police Department.
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.
Heva Vacuuming: Carpet surfaces shall be free of obvious dirt, dust and other debris
utilizing a Hepa equipped vacuum.
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.
Dusting: 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.
Carpet Spotting: Excessive buildup spillages or crusted material shall be 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 manufacturer recommendations.
5) Damp mop and spray buff lounge areas, including kitchens.
Damp Mopping and Spray Buffing: 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.
B. Weekly:
1) In office areas, file rooms, city council chambers, conference rooms and lounge areas
thoroughly dust horizontal surfaces of fumiture 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 carpets.
Thoromh Dusting: 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 cycle.
Wet Wining (Glass Desk Top) Glass desktops shall be free of dirt, dust, streaks and
- --- spots.
Thorough Vacuuming: Carpets, including corners, 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.
2) Sweep full floor area.
Thorough Sweeping; Floors shall be clean and free of trash and foreign matter. No
dirt shall be left in corners, under furniture or behind doors.
3) Spot clean wall surfaces within approximately 70 inches of the floor.
Spot Cleaning: Smudges, marks or spots shall be removed without causing unsightly
discoloration.
C. Monthly:
1) Wet mop and wax all hard and resilient flooring in remaining room areas:
Wet Mopping 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.
Telephones: Use germicidal cleaner to clean all telephones.
D. Monthly:
1) In office areas, file rooms, and conference rooms, damp wipe glass in interior office
doors, partitions and bookcases.
E. Quarterly:
1) Strip and apply four coats of floor finish to all flooring using a non -slip wax.
Stripping: All old finish or wax shall be removed. There shall be no evidence of
gum, rust bums or scuffhwks.
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.
3. MAIN ENTRANCES, MAIN LOBBIES AND MAIN CORRIDORS
A. Daily:
1) Sweep and damp mop bare floors, and vacuum carpeted floor areas. Clean and
polish metal doorknobs, push bars, kick plates, railings and other metal surfaces;
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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.
Thorough Sweeping: Floors shall be clean and free of trash and foreign matter. No
dirt shall be left in comers, under furniture or behind doors.
Thorough Vacuuming; 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 Polishing: Metal surfaces shall be free of smears, stains and finger marks.
They shall be clean and bright and polished to a uniform luster.
Wood Polishing: Wood.surfaces shall be clean and free of smudges and residue.
Spot Cleaning_ Smudges, marks or spots shall be removed without causing unsightly
discoloration.
Thorough Dusting: There shall be no dust streaks. Comers, 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.
2) Damp mop and spray buff all hard and resilient floors.
Damp Moving and Spray Buffing: Floors shall be free of streaks, and mop strands
marks. There shall be no 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 Cleaning: All glass shall be clean and free of dirt, grime, dust, streaks,
watermarks and spots and shall not be cloudy.
B. Monthly:
1) All grout lines shall be clean and free of stains and discoloration utilizing proper
cleaning agents and techniques to ensure they remain in pristine condition.
C. Quarterly:
1) Clean and polish all door thresholds.
Cleaning Thresholds: Thresholds shall be clean and free of oil, grease, dirt and grime.
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2) Strip and apply four coats of floor finish to all hard and resilient floors using a
non -slip wax.
Stripping: All old finish or wax shall have been removed. There shall be no
evidence of gum, rust, bums or scuffmarks. Water solutions shall not be used on
wood flooring.
Note: Additional coats of finish may be required between quarterly applications in
order to meet the quality requirements identified in Part 3 (Main Entrances, Main
Lobbies and Main Corridors).
Finishing: Wails, 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)
1) Sweep or vacuum stair landings and steps; dust railings and ledges.
Sweeping or Vacuuming Stairways: Landings and treads shall be free of dirt, dust,
and other loose foreign matter. The contractor shall take precautions to ensure the
non -slip tape is not damaged during cleaning operations.
B. Monthly:
1) 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 Mopping or Scrubbing: 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 comers clean.
Cleaning (Glass): Glass shall be clean and free of dirt, dust, streaks and spots.
Bright Metal Polishing: Bright metal surfaces shall have a polished and lustrous
appearance.
Spot Cleaning: Smudges, marks, or spots shall have been removed without causing
unsightly discoloration.
5. PASSENGER ELEVATORS:
A. Daily:
I
1) 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.
Dusting (Interior Elevator Surfaces): All vertical and horizontal surfaces shall be
clean and free of dirt and dust.
Damn Wiping: 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 (Elevator floor 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
Spot Clean Carpets: Carpets shall be kept free of any stains or spots
6. DRINKING FOUNTAINS
A. Daily:
1) Clean drinking fountains using appropriate cleaning agents.
Cleaning Drinking Fountains: The surfaces shall be clean and bright, and they shall be
free of dust, spots, stains and streaks.
Metal Polishing: Metal surfaces shall have a polished and lustrous appearance.
7. STORAGE SPACE/JANITORIAL ROOMS
A. Monthly:
1) Sweep the full floor area:
Thorough Sweeping: Floors shall be clean and free of trash and foreign matter. No
dirt shall be left in comers, under furniture, or behind doors.
8. ENTRANCE
A. Every Two Months:
1) No less than six times a year, clean and shampoo entrance rugs as required to maintain
quality standards.
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Shampooing_ Entrance rugs shall be clean and free of dirt, grime, stains, and
excessive buildup and crusted material.
9. EXTERIOR WINDOWS
A. ANNUALLY:
1) The exterior windows of City Hall, Light & Power Building (first floor), Fire Station
No. 2, and Petrelli Building shall be cleaned one (1) time annually on the following
month:
• June
10. 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.
Dusting: Both sides of blind slats shall be free of dust.
11. HIGH CLEANING
A. Monthly:
1) 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.
Hi Cleaning: leaning: Surfaces shall be clean and free of dust. Where glass is present, both
sides shall be clean and free of streaks.
12. MISCELLANEOUS REQUIREMENTS
1) Lights shall be used only in areas where and at the time when work is actually being
performed.
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2) Mechanical equipment controls for heating, ventilation, and air-conditioning systems
shall 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.
Modular and/or Systems Furniture and Upholstered Furniture
A. Monthly:
1) Thoroughly vacuum to remove embedded dirt and dust.
Thorough Vacuuming_ All modular systems and upholstered furniture shall be
vacuumed completely to remove all dirt and dust.
Spot Cleaning: Check and spot clean all modular desks and upholstered furniture with
approved cleaner. All spot cleaning shall be done according to manufacture
recommendations.
13. CARPET SHAMPOOING REQUIREMENTS
A. Weekly:
1) 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 manufacturer recommendation.
B. Bi-Annually:
1) All Carpeted areas in the City Hall, Power Plant offices and Petrelli building will be
shampooed following the manufacturer's recommended procedures.
Carpet Shampooing_ 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 carpet shampooing shall be replaced in their
original position.
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14. GENERAL REQUIREMENTS:
1) City staff shall not be required to inform contractor when to perform as needed
maintenance/cleaning; the contractor is expected to anticipate the need and, if
within the scope of the Agreement, perform the required services. A schedule for
monthly and yearly cleaning activities will be provided by contractor for the City.
2) The contractor shall provide a call out list with regularly updated telephone numbers
to handle emergency or unusual janitorial services.
3) The contractor shall provide a list of all employees and their supervisors who may
work upon the City's premises. All of contractor's employees must successfully
complete a background investigation by the Vernon Police Department, which
includes a fingerprint Live -Scan process. The Live -Scan cost will be incurred by the
contractor.
4) A periodic meeting to review service performance will be conducted at the request of
the City. Attendees shall include the City's Public Works & Water Superintendent, a
representative of the contractor, and City Foreman or his designee.
5) 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 sanitary napkins. All other products required to perform the janitorial
service as outlined shall be supplied by the contractor.
6) Sign -in Requirement:
A log sheet shall be provided by the City 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.
7) Supervision and Ins ep ction:
It is mandatory that the contractor have a night-time supervisor on duty 7 days a week
and that a pager be issued to him/her. The pager number must be given to the Building
Maintenance Foreman or his designee on the effective date of the Agreement or
before services under the Agreement are performed.
8) Securing of Buildings:
During and after janitorial services are performed, the contractor's employees shall
enter and leave only through 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 to protect against unauthorized entry.
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9) Uniforms:
The contractor shall provide appropriate work uniforms for all personnel. Uniforms
shall be worn at all times while performing work in City facilities. Each employee
shall have a picture identification nametag with company name pinned on front of
uniform at all times.
10) General Work Provisions:
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) The 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.
11) Reasonable Time Frames are defined as follows:
1) Emergency service notification must be responded to within two hours.
2) Areas impacted and affected by health and safety issues shall 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, 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.
12) General Conditions:
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 inspect and identify any practices and
conditions that render any portion of the maintained areas unsafe.
16
4) If any person employed by the contractor or any subcontractor, fails or refuses to
carry out the directions of City management or, in the City's opinion, is incompetent,
disorderly, or uses threatening or abusive language to any person on the work site, that
employee or subcontractor 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 (Monday through Sunday) and Petrelli Building: Monday
through Friday 1730 — 0400 hours.
3) Petrelli: Monday through Friday 0830 - 1130 hours.
FLOORING SURFACE AREA
City Hall Basement:
Carpet: 1,000 sq/ft.
Ceramic Tile: 350 sq/ft.
Vinyl Tile:
Concrete:
3,600 sq/ft.
300 sq/ft.
City Hall First Floor:
Carpet:
5,500 sq/ft.
Ceramic Tile:
2,100 sq/ft.
Vinyl Tile:
1,600 sq/ft.
Rubber Tile:
300 sq/ft.
Concrete:
300 sq/ft.
City Hall Second Floor:
Carpet:
17,200 sq/ft.
Ceramic Tile:
8,000 sq/ft.
Vinyl Tile:
1,800 sq/ft.
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Rubber Tile:
300 sq/ft.
Concrete:
300 sq/ft.
City Hall Third
Floor:
Carpet:
6,378 sq/ft.
Ceramic Tile:
320 sq/ft.
Vinyl Tile:
424 sq/ft.
Rubber Tile:
589 sq/ft.
Concrete:
165 sq/fft.
Petrelli Building:
Carpet:
1,808 sq/ft.
Vinyl Tile:
1,250 sq/ft.
Leonis Building:
Carpet:
2,650 sq/ft.
Vinyl Tile:
162 sq/ft.
Light and Power:
Vinyl Tile:
3,162 sq/ft.
Public Works Building:
Rubber Tile:
3,710 sq/ft.
Ceramic Tile:
117 sq/ft.
Concrete:
68 sq/ft.
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VIII. ADDENDA, CHANGES, AND AMENDMENTS TO THIS SOLICITATION
At any time prior to the due date for responses, the City may make changes, amendments,
and addenda to this solicitation, including changing the date due to allow respondents time
to address such changes. Addenda, changes, and amendments, if made, will be posted on
the City's website (www.cityofvernon.org), which is deemed adequate notice. A Proposer
may make a request to the City's project coordinator to be placed on a list of persons to
receive notice of any such addenda, changes, or amendments. The preferred manner of
communications is via e-mail due to its timeliness.
IX. CONDITIONS FOR RESPONSES TO RFP
The following conditions apply to this RFP process:
A. Nothing contained in this RFP shall create any contractual relationship between the
respondent and the City.
B. This RFP does not obligate the City to establish a list of service providers qualified
as prime contractors, or award a contract to any respondent. The City reserves the
right to amend or cancel this RFP without prior notice, at any time, at its sole
discretion.
C. The City shall not be liable for any expenses incurred by any organization in
connection with this RFP.
D. No conversations or agreements with any officer, agent, or employee of the City
shall affect or modify any terms of this RFP. Oral communications or any
written/e-mail materials provided by any person other than designated contact staff
of City shall not be considered binding.
E. The City reserves the right, in its sole discretion, to accept or reject any or all
Proposals without prior notice and to waive any minor irregularities or defects in a
Proposal. The City reserves the right to seek clarification on a Proposal with any
source.
F. The dates, times, and sequence of events related to this REP shall ultimately be
determined by the City. The schedule shown above is subject to change, at the sole
discretion of the City, although the City will attempt to follow it and, if it must be
altered, will attempt to provide reasonable notice of the changes.
G. Respondents shall not issue any news release pertaining to this RFP, or the City
without prior written approval of the City.
H. All submitted proposals and information included therein or attached thereto shall
become public record upon delivery to the Community Services Department.
9
X. LIVING WAGE ORDINANCE
The selected contractor shall pay qualifying employees a wage of no less than $10.30 per
hour with health benefits, or $11.55 per hour without health benefits. Employers shall also
provide qualifying employees at least twelve compensated days off per year for sick leave,
vacation, or personnel necessity, and an additional ten days a year of uncompensated time
for sick leave. In addition, the employer shall not retaliate against employees complaining
to the City with regard to consultant's compliance with the Living Wage Ordinance.
Employees may bring action in Superior Court against an employer for back pay, treble
damages for willful violations, and attorney's fees, or to compel City officials to terminate
the service contract of violating employers.
XI. RIGHT BY THE CITY TO WITHDRAW THIS REQUEST
The City may, at its sole discretion and for any reason whatsoever, withdraw this
solicitation at any time.
XII. ATTACHMENTS
1. Attachment A: Sample Services Agreement
2. Attachment B: Proposed Bidding Schedule
3. Attachment C: City of Vernon Contractor RFP Scoring Sheet
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Attachment A (Sample Agreement)
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND [CONTRACTOR'S
NAME] FOR [BRIEF DESCRIPTION OF SERVICES]
Contractor:
Responsible Principal of Contractor:
Notice Information - Contractor:
Notice Information - City:
Commencement Date:
Termination Date:
Consideration:
Records Retention Period
COVER PAGE
21
[insert name of contractor]
[insert name, title]
[insert name of contractor]
[insert street address]
[insert city, state, zip code]
Attention: [insert name, title]
Phone: [insert phone number]
Facsimile: [insert fax number]
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Attention: Samuel Kevin Wilson,
Director of Community Services
and Water
Telephone: (323) 583-8811 ext. 245.
Facsimile: (323) 826-1435
[insert commencement date]
[insert termination date], unless extended
pursuant to Section 1
Total not to exceed $[insert amount]
(includes all applicable sales tax); and more
particularly described in Exhibit B
[insert number of years contractor must
retain records]
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND [CONTRACTOR'S
NAME] FOR [BRIEF DESCRIPTION OF SERVICES]
THIS AGREEMENT is made and entered into as of ("Effective Date"), by
and between the City of Vernon, a California charter City and California municipal corporation
("City"), and [Contractor's Name], a [State incorporated in] corporation ("Contractor'). City and
Contractor are collectively referred to herein as the "Parties."
RECITALS
A. City desires to have certain [brief description of services] services provided as
more fully set forth in the Scope of Services, attached hereto and incorporated herein as Exhibit
A.
B. Contractor represents it is qualified and capable of furnishing the labor, materials,
and expertise necessary to perform such services in accordance with the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, the Parties agree as follows:
Section 1. Term and Time of Performance.
(a) This Agreement shall commence upon the Commencement Date listed on
the Cover Page, and shall remain and continue in effect through the Termination Date listed on
the Cover Page, unless sooner terminated pursuant to the provisions of this Agreement. City
may renew this Agreement on a year-to-year basis at,its discretion.
(b) In the event that City renews this Agreement, Contractor may submit a
proposal to increase its rates no later than thirty (30) days after receiving notice of City's intent to
renew. Any increase in rates must be approved by City before such increase can take effect. If
City fails to approve the proposed increase within thirty (30) days of receipt, Contractor may
terminate the renewal by giving thirty (30) days written notice.
Section 2. Performance.
(a) Contractor shall perform the services and tasks described and set forth in
the Scope of Services, Exhibit A ("Services"). Additional services must be mutually agreed upon
in writing signed by both Parties prior to performance of those additional services.
(b) Contractor shall at all times faithfully, competently and to the best of its
ability, experience, and talent, perform all Services under this Agreement in accordance with the
standard of care and skill ordinarily exercised by members of the profession currently practicing in
the same locality as the City under similar circumstances and in a manner reasonably satisfactory
to City. Contractor shall at all times comply with the highest ethical standards when performing
Services for the City.
(c) Contractor shall keep itself informed of all local, state, and federal
ordinances, laws and regulations which in any manner affect those employed by it or in any way
affect the performance of its Services pursuant to this Agreement. Contractor shall at all times
observe and comply with all such ordinances, laws and regulations. City, and its officers,
officials, employees, agents or volunteers shall not be liable at law or in equity occasioned by
failure of Contractor to comply with this section.
22
(d) Contractor will not be compensated for any work performed not specified in
Exhibit A unless City authorizes such work in advance and in writing.
Section 3. Compensation.
(a) City agrees to compensate Contractor, and Contractor agrees to accept in
full satisfaction for the services and any supplies or goods required by this Agreement, a sum not
to exceed the Consideration set forth on the Cover Page and more particularly described in
Exhibit B. The Consideration shall constitute reimbursement of Contractor's fee for the Services
as well as for all actual and necessary expenditures reasonably incurred in the performance of
this Agreement (including without limitation, all labor, materials, equipment, supplies, delivery,
tax, assembly, and installation, as applicable).
(b) There shall be no claims for additional compensation for reimbursable
expenses and Contractor shall not be reimbursed for any additional expenses.
(c) Change in the scope of services, duties, obligations, durations or total
compensation, shall be by written authorization only by the City. A form of Change Order is set
forth in Exhibit C attached hereto and incorporated by reference.
Section 4. Method of Payment. City shall pay Contractor the Consideration in
accordance with the Cost Schedule set forth in Exhibit B.
Section 5. Responsible Principals.
(a) Contractor's Responsible Principal set forth on the Cover Page shall be
principally responsible for Contractor's obligations under this Agreement and shall serve as
principal liaison between City and Contractor. Designation of another Responsible Principal by
Contractor shall not be made without prior written consent of City.
(b) City's Responsible Principal shall be the City Administrator or his designee
who shall administer the terms of the Agreement on behalf of City.
Section 6. Personnel.
(a) All persons performing Services shall have all the necessary technical
expertise, permits, professional licenses, certificates, training, and other qualifications required by
this Agreement or other applicable laws. Contractor shall provide City with said permits,
licenses, and certificates at the request of City.
(b) Contractor represents that it has, or shall secure at its own expense, all
personnel required to perform Contractor's Services under this Agreement. All personnel
engaged in the work shall be qualified to perform such Services.
Section 7. Permits and Licenses. Contractor shall obtain and maintain during the
Agreement term all necessary licenses, permits and certificates required by law for the provision
of services under this Agreement, including a business license.
Section 8. Access. Contractor shall comply with all reasonable access and other
restrictions that City may impose. No access to City property for performance of the Services
shall be permitted prior to delivery to City of proof of insurance paid and maintained by Contractor.
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Section 9. Contractor's Duties and Representations.
Contractor represents, covenants and agrees as follows:
(a) There are no obligations, commitments, or impediments of any kind that
will limit or prevent performance of the Services.
(b) Contractor presently has no interest and shall not have any interest, direct
or indirect, which would conflict in any manner with the performance of the Services contemplated
by this Agreement. No person having any such interest shall be employed by or be associated
with Contractor.
(c) There is no litigation pending against Contractor and Contractor is not the
subject of any criminal investigation or proceeding, and neither Contractor nor its personnel, to its
actual knowledge, have been convicted of a felony.
Section 10. Independent Contractor.
(a) Contractor is and shall at all times remain, as to
shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its
officers, officials, employees, agents, or volunteers shall have control over the conduct of
Contractor or any of Contractor's officers, employees, or agents except as set forth in this
Agreement. Contractor shall not at any time or in any manner represent that it or any of its
officers, employees, or agents are in any manner officers, officials, employees, agents, or
volunteers of City. Contractor shall not incur or have the power to incur any debt, obligation or
liability whatsoever against City, or bind City in any manner.
(b) No employee benefits shall be available to Contractor or its officers,
employees, or agents in connection with the performance of this Agreement. Except for
Consideration paid to Contractor as provided in the Agreement, City shall not pay salaries,
wages, or other compensation to Contractor for performing services hereunder for the City. City
shall not be liable for compensation or indemnification to Contractor or its officers, employees, or
agents for injury or sickness arising out of performing services hereunder.
(c) Contractor agrees to pay and be responsible for paying all Federal, State
and local taxes for compensation received by Contractor from City while performing services for
City.
Section 11. Termination.
(a) Termination Right. City may, at anytime, for any reason or for no reason,
with or without cause, terminate this Agreement, by serving upon the Contractor at least five (5)
calendar days prior written notice. Upon receipt of such notice, Contractor shall immediately
cease all work under this Agreement, unless the notice provides otherwise.
(b) In the event of termination or cancellation of this Agreement by City, due to
no fault or failure of performance by Contractor, Contractor shall be paid based on the percentage
of work satisfactorily performed at the time of termination. In no event shall Contractor be
entitled to receive more than the amount that would be paid to Contractor for the full performance
of the services required by this Agreement. Contractor shall have no other claim against City by
reason of such termination, including any claim for compensation.
24
(c) Actions Subsequent to Termination. In the event of termination of this
Agreement, Contractor shall deliver all Confidential Information, as defined in Section 13 below,
to City within thirty (30) days after the termination of this Agreement. Contractor shall also take
all such other action as City reasonably requires and shall cooperate with City to effectuate an
orderly and systematic termination of Contractor's duties and activities hereunder.
(d) All of the terms and conditions in the Agreement related to payment,
confidentiality, indemnification, dispute resolution and waiver shall survive termination of this
Agreement.
Section 12. Limitation of City's Liability. City's liability on any kind of claim for any loss
or damage arising out of, in connection with, or resulting from this Agreement, shall in no case
exceed the amount that would be paid to Contractor for the full performance of the services
required by this Agreement. In no event shall City be liable for anticipated profits or for incidental,
consequential or punitive damages. City shall not be liable for penalties of any description.
Section 13. Confidential Status: Disclosure of Information.
(a) Confidential Status; Disclosure of Information. All data, customer
information, business practices, business methods, privileged information, trade secrets, financial
statements, floor plans, designs, blueprints, maps, surveys, drawings, models, reports,
correspondence, logs, documents, materials or other information developed or created by
Contractor, received by Contractor, revealed to Contractor, or provided to Contractor for the
performance of this Agreement ("Confidential Information") are deemed confidential and shall not
be disclosed by Contractor to any third party without City's prior written consent. City reserves all
rights to Confidential Information. City shall grant consent if disclosure is legally required. All
Confidential Information shall be returned to City upon completion or termination of this
Agreement. Contractor's covenant under this section shall survive the termination of this
Agreement. City may disclose to third parties any Confidential Information at its sole discretion.
(b) Contractor's obligation not to disclose any Confidential Information shall
not extend to information that:
i. was in the possession of, or was rightfully known by, the Contractor
without an obligation to maintain its confidentiality prior to receipt from City;
ii. is or becomes generally known to the public without violation of this
Agreement;
iii. is obtained without an obligation of confidentiality by the Contractor
in good faith from a third party having the right to disclose it without an obligation of confidentiality;
or
iv. information which is required to be disclosed pursuant to any court
order or directive having the force of law.
(c) The provisions of this section shall survive the termination of this
Agreement.
Section 14. Technical Materials. City reserves all rights to any and all tools, dies,
patterns, plates or other similar technical materials furnished or paid for by City, and Contractor
25
shall use such materials in strict confidentiality and shall return the same to City at its request
upon completion or termination of this Agreement. Contractor shall not copy or otherwise use
any such materials for any purposes other than the completion of this Agreement. Contractor's
covenant under this section shall survive the termination of this Agreement.
Section 15. Records and Inspections. Contractor shall maintain full and accurate
records with respect to all matters covered under this Agreement for Records Retention Period.
City shall have access, without charge, during normal business hours to such records, and the
right to examine and audit the same and to make copies and transcripts therefrom, and to inspect
all program data, documents, proceedings and activities.
Section 16. Default. Contractor's failure to comply with the provisions of this
Agreement shall constitute a default. In the event that Contractor is in default under the terms of
this Agreement, City shall have no obligation or duty to continue compensating Contractor for any
work performed after the date of default and can terminate this Agreement immediately by written
notice to Contractor.
Section 17. Indemnification. Contractor agrees to defend, indemnify, protect and hold
harmless City, its officers, officials, employees, agents, and volunteers from and against any and
all claims, suits, demands, actions, losses, damages, judgments, settlements, penalties, fines,
defensive costs or expenses, including without limitation, interest, attorneys' fees and expert
witness fees, or liability of any kind or nature arising out of or attributable to the acts or omissions
of Contractor, or Contractor's officers, employees, or agents which in any way arise out of, result
from, or are in any way related to the performance or non-performance of this Agreement,
excepting only liability arising out of the sole negligence or willful misconduct of City, its officers,
officials, employees, agents, or volunteers.
THE PROVISIONS OF THIS SECTION SHALL NOT TERMINATE OR EXPIRE, SHALL
SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT AND
SHALL BE GIVEN THE BROADEST POSSIBLE INTERPRETATION.
The obligations in this section are in addition to Contractor's duty to provide insurance and shall
not be limited by any limitation on the amount or type of insurance coverage carried by Contractor.
Section 18. Insurance.
(a) Contractor shall at all times during the term of this Agreement carry,
maintain, and keep in full force and effect, a policy or policies of Comprehensive General Liability
Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence,
combined single limit, against any personal injury, death, loss or damage resulting from the
wrongful or negligent acts by Contractor or Contractor's officers, employees, or agents.
(b) Contractor shall at all times during the term of this Agreement carry,
maintain, and keep in full force and effect, a policy or policies of Comprehensive Vehicle Liability
insurance covering personal injury and property damage, with minimum limits of One Million
Dollars ($1,000,000) per occurrence, combined single limit, covering any vehicle utilized by
Contractor or Contractor's officers, employees, or agents in performing the services required by
this Agreement.
(c) Contractor agrees to maintain in force at all times during the performance
of work under this Agreement workers compensation insurance as required by law.
26
(d) Contractor shall at all times during the term of this Agreement carry,
maintain, and keep in full force and effect, a policy or policies of Excess Liability Insurance, with
minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit,
and provide policy coverage and terms at least as broad as those required in the primary
insurance.
(e) Contractor shall require each of its sub -consultants or sub -contractors to
maintain insurance coverage that meets all of the requirements of this Agreement.
(f) The policy or policies required by this Agreement shall be issued by an
insurer admitted in the State of California and with a rating of at least a B+; VII in the latest edition
of Best's Insurance Guide.
(g) Contractor agrees that if it does not keep the aforesaid insurance in full
force and effect City may either immediately terminate this Agreement or, if insurance is available
at a reasonable cost, City may take out the necessary insurance and pay, at Contractor's
expense, the premium thereon.
(h) At all times during the term of this Agreement, Contractor shall maintain on
file with the Risk Manager, a certificate or certificates of insurance, satisfactory to the City
Attorney and Risk Manager, along with a copy of the policy declarations page for each policy
showing that the aforesaid policies are in effect in the required amounts. Upon request by City,
Contractor shall cause its insurers to issue certified copies of the insurance policies evidencing
that the coverage and policy endorsements required under this Agreement are maintained in
force. Contractor shall, prior to commencement of work under this Agreement, file with the Risk
Manager, such certificate or certificates and a copy of the policy declarations page for each policy.
The policies of insurance required by this Agreement shall contain an additional insured
endorsement naming the City, its officers, officials, employees, agents, and volunteers as
insured's. All of the policies required under this Agreement shall contain an endorsement
providing that the policies cannot be canceled or reduced except on thirty (30) days prior written
notice to City, and specifically stating that the coverage contained in the policies affords insurance
pursuant to the terms and conditions as set forth in this Agreement.
(i) The insurance provided by Contractor shall be primary to any coverage
available to City, and any insurance or self-insurance maintained by City, its officers, officials,
employees, agents, or volunteers shall be excess of Contractor's insurance and shall not
contribute with it. The policies of insurance required by this Agreement shall include provisions
for waiver of subrogation. Contractor hereby waives all rights of subrogation against City, its
officers, officials, employees, agents, and volunteers.
Q) Any deductibles or self -insured retentions must be declared to and
approved by City. At the option of City, Contractor shall either reduce or eliminate the
deductibles or self -insured retentions with respect to City, or Contractor shall procure a bond
guaranteeing payment of losses and expenses.
Section 19. Certification. In accordance with the provisions of Section 3700 of the
Labor Code, Contractor shall secure the payment of compensation to Contractor's employees.
By executing this Agreement, Contractor certifies the following: Contractor is 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
27
provisions of that code, and Contractor will comply with such provisions before commencing the
performance of the work of this Agreement.
Section 20. Standard Specifications. The work done pursuant to this Agreement shall
be done in accordance with the provisions of the most current edition of "Standard Specifications
for Public Works Construction" (commonly known as "the Green Book") including Supplements,
prepared and promulgated by the Southern California Chapter of the American Public Works
Association and the Associated General Contractors of California, which specifications are
hereinafter referred to as the "Standard Specifications." The provisions of these Standard
Specifications shall apply to the work performed under this Agreement, unless different standards
are specified in Exhibit A or agreed to in writing by the City.
Section 21. Compliance with Laws. Contractor shall keep itself informed of and
comply with all Applicable Laws, including without limitation, the Fair Labor Standards Act, the
Occupational Safety and Health Act and all those Applicable Laws relating in any way to
employment practices and protection of the environment. Contractor shall not discriminate
against any employee or any applicant for employment for reasons of race, color, creed, religion,
sex, sexual preference, age or national origin. For purposes of this section, "Applicable Laws"
shall mean any and all laws, regulations, rules, orders, directives, judgments, decrees, permits,
approvals or other applicable requirements of any governmental entity or agency having
jurisdiction that are applicable to any aspect of this Agreement that are in force on the Effective
Date and as they may be enacted, issued or amended during the term of this Agreement.
Section 22. Enforcement of Wage and Hour Laws. Eight hours labor constitutes a
legal day's work. The Contractor, or subcontractor, if any, shall forfeit twenty-five dollars ($25)
for each worker employed in the execution of this Agreement by the respective Contractor or
subcontractor for each calendar day during which the worker is required or permitted to work
more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of
the provisions of Sections 1810 through 1815 of the California Labor Code as a penalty paid to the
City; provided, however, work performed by employees of contractors in excess of 8 hours per
day, and 40 hours during any one week, shall be permitted upon compensation for all hours
worked in excess of 8 hours per day at not less than 1'% times the basic rate of pay.
Living Wages. In addition, Contractor, or Subcontractor, if any, working
on City service contracts of any amount, as to all employees spending time on City contracts shall
observe the City's Living Wage Ordinance and all requirements thereof at all times on City
contracts. The Current Living Wage Standards are set forth in Exhibit D. Upon request,
certified payroll shall be provided to the City.
Section 23. Materials and Workmanship. City shall have the right to inspect any
material used. Material furnished shall be new, complete, ready -for -use and of the latest model,
shall not have been used in demonstration or other services and shall have all the usual
equipment as shown by its manufacturer's current specifications and catalogs, unless otherwise
specified. Equipment, supplies or services that fail to comply with the Agreement requirements
regarding design, material or workmanship may be rejected at the option of City. Any materials
rejected shall be removed from City premises at the Contractor's sole expense.
Section 24. Licenses and Permits. Except as provided herein below, Contractor shall
obtain and pay for all permits and licenses required by federal, state or local law, rule or
regulation. Costs for obtaining City permits required under this Agreement will be waived. All
28
requirements for obtaining permits (including City permits) remain in effect and are not waived;
only the costs of City permits are waived.
Section 25. Assignment of Unfair Business Practices. Contractor and its
subcontractor offers and agrees to assign to City 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. Sec. 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 pursuant to the public
works contractor the subcontract. This assignment shall be made and become effective at the
time City tenders final payment to Contractor, without further acknowledgment by the parties.
Section 26. Assignment and Subcontracting. Contractor shall not assignor attempt to
assign any portion of this Agreement, or subcontract any required performance hereunder,
without the prior written approval of City. Any assignment or subcontract made in violation of this
section is invalid and void. In the event City grants written approval to Contractor to subcontract
work under this Agreement, Contractor is prohibited from using a subcontractor who is ineligible
to perform work on a public works project pursuant to Section 1777.1 or 1777.7 of the Labor
Code.
Section 27. Arbitration and Venue. Any dispute, claim or controversy arising out of or
relating to this Agreement or the breach, termination, enforcement, interpretation or validity
thereof, including the determination of the scope or applicability of this Agreement to arbitrate,
shall be determined by arbitration in Los Angeles, California. The arbitration shall be
administered by JAMS pursuant to its Streamlined Arbitration Rules and Procedures. The
arbitrator shall be a retired judge. All decisions of the arbitrator shall be in writing, and the
arbitrator shall provide written reasons for their decision. The arbitration decision shall be final
and binding on the Parties. Judgment on the award may be entered in any court having
jurisdiction pursuant to this Agreement. Notwithstanding the foregoing, the parties shall be
permitted to access the court system to enforce any arbitration award. The exclusive jurisdiction
and venue under this Agreement shall be the Superior Court of California, Los Angeles County.
Section 28. Attorneys Fees. In the event a dispute, claim or litigation arises regarding
this Agreement, the prevailing party shall be entitled to reimbursement for reasonable attorneys
fees and actual costs, which may be set by the arbitrators or the court in the same action or in a
separate action brought for that purpose, in addition to any other relief which is obtained.
Section 29. Governing Law. This Agreement shall be interpreted and enforced
according to, and the Parties rights and obligations governed by, the domestic law of the State of
California, without regard to its laws regarding choice of applicable law.
Section 30. Entire Agreement and Modifications. This Agreement, including
attachments incorporated herein by reference, represents the entire integrated agreement and
understanding between the Parties, and supersedes all prior or contemporaneous negotiations,
representations, agreements, understandings and statements, written or oral. This Agreement
may only be modified in writing and signed by both Parties.
Section 31. Waiver. The waiver by either party of a breach or default by the other
party shall not be deemed a waiver of any different or later breach whether of the same or other
covenant or condition; nor shall any delay or omission by either party to exercise any right it may
have hereunder operate as a waiver of any breach or default of such a right. The failure of either
party to this Agreement to exercise any of its rights under this Agreement does not constitute a
29
breach thereof and shall not be deemed to be a waiver of such rights or a waiver of any
subsequent breach. No waiver, benefit, privilege, or service voluntarily given or performed by a
party shall give the other party any contractual rights by custom, estoppel, or otherwise.
Section 32. Force Maieure. Neither party shall be considered in default of any of its
obligations under this Agreement when a failure of performance shall be due to an uncontrollable
force. The term "uncontrollable force" shall mean flood, earthquake, storm, fire, lightning,
epidemic, war, riot, civil disturbance or disobedience, 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.
Section 33. City Not Obligated to Third Parties. City shall not be obligated or liable
under this Agreement to any party other than Contractor. City shall timely notify Contractor of the
receipt of any third -party claim relating to this Agreement. City shall be entitled to recover its
reasonable costs incurred in providing the notification required by section.
Section 34. Notices. All notices, approvals, consents and other communications
between the Parties shall be in writing, and shall be sent by certified mail (return receipt
requested) or other delivery service which provides evidence of delivery, using the address set
forth on the Cover Page under "Notice Information - City" or "Notice Information —Vendor," as
appropriate, or at such other address as may be furnished by either party to the other in writing.
Mailed notices will be deemed communicated as of the day of receipt.
Section 35. Cover Page and Exhibits. The Cover Page and all documents referenced
as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any
material discrepancy between the express provisions of this Agreement and the provisions of any
document incorporated herein by reference, the provisions of this Agreement shall prevail.
Section 36. Headings. Headings used in this Agreement are for convenience and
ease of reference only and shall not affect the interpretation of the Agreement.
Section 37. Survival of Terms. All of the terms and conditions in this Agreement
related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive
termination of this Agreement.
Section 38. Severability. Whenever possible, each provision of this Agreement shall
be interpreted in such a manner as to be valid under applicable law. If any provision of this
Agreement is determined by a court of competent jurisdiction to be invalid, void or unenforceable,
the remaining provisions shall nevertheless continue in full force and effect, and shall in no way be
affected, impaired or invalidated.
Section 39. Authority to Execute This Agreement. The person or persons executing
this Agreement on behalf of Contractor warrants and represents that he or she has the authority to
execute this Agreement on behalf of Contractor and has the authority to bind Contractor to the
performance of its obligations under this Agreement.
[Signatures Begin on Next Page].
30
IN WITNESS WHEREOF, the Parties have signed this Agreement as of the date stated in
the introductory clause.
City of Vernon, a California charter City and [CONTRACTOR'S NAME, a [State
California municipal corporation incorporated in] corporation
13
Mayor / Mayor Pro-Tem
ATTEST:
Willard G. Yamaguchi, City Clerk
APPROVED AS TO FORM:
Willard G. Yamaguchi,
Chief Deputy City Attorney
By:
Name:
Title:
By:
Name:
Title:
31
EXHIBIT A
SCOPE OF SERVICES
32
EXHIBIT B
FEES
[Example (Delete and replace actual terms)]
[Contractor shall be paid $[insert flat amount] to perform all Services described in Exhibit A.]
[Contractor shall invoice City [FREQUENCY] for Services provided under this Agreement.]
[Example (Delete and replace with actual terms)]
[Invoices shall include the period for which Services were provided, the dates of such Services,
and a description of the Services provided for that billing period. Each invoice shall include
copies of timesheets and other supporting documents as City may require.]
[Payments of each invoice shall be made by City within thirty (30) days following receipt of each
invoice as to all non -disputed fees. If City disputes any of Contractor's fees, it shall give written
notice to Contractor within thirty (30) days of receipt of the disputed invoices. Any amounts in
dispute shall be withheld until resolution.]
33
EXHIBIT C
CHANGE ORDER
34
EXHIBIT C
CITY OF VERNON
COMMUNITY SERVICES & WATER DEPARTMENT
CONTRACT CHANGE ORDER NO. SUPPLEMENT NO. SHEET OF SHEETS
PROJECT: P.O. NO.
TO: CONTRACTOR
REQUESTED BY: City of Vernon
You are hereby directed to make the herein described changes to the plans and specifications or do the following described work
not previously included in the plans and specifications of this contract. Except as specifically modified herein, all terms and
conditions of the original contract remain in full force and effect, and apply to the additional work as if said work was originally
included in the contract.
Contract Amount(Base Bid
...............................................
$
Amount of This Change Order
I .............................................
$
Amount of Previous Ch a Orders
I .........................................
$
Total Change Orders
I .....................................................
$
Modified Contract Amount
.............................................
$
By reason of this change order the time of
completion will be adjusted as follows:
Approved:
Date:
Director of Community Services & Water
Attest:
Date:
Willard Yamaguchi, City Clerk
We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all
labor, equipment and materials, including overhead, except as may otherwise be noted above, and perform all services necessary for the work above specified, and
will accept as full payment therefore the prices shovm above.
Accepted Date: Contractor:
By: Title:
c: Project Nile/Contractor/Purchasing 35 Rev. 03/10
EXHIBIT D
LIVING WAGE PROVISIONS
Minimum Living Wages:
A requirement that Employers pay qualifying employees a wage of no less than $10.30 per hour
with health benefits, or $11.55 per hour without health benefits.
Paid and Unpaid Days Off:
Employers provide qualifying employees at least twelve compensated days off per year for sick
leave, vacation, or personal necessity, and an additional ten days a year of uncompensated time
for sick leave.
No Retaliation:
A prohibition on employer retaliation against employees complaining to the City with regard to the
employer's compliance with the living wage ordinance. Employees may bring an action in
Superior Court against an employer for back pay, treble damages for willful violations, and
attorney's fees, or to compel City officials to terminate the service contract of violating employers.
36
Attachment B
PROPOSED BIDDING SCHEDULE
CITY OF VERNON
CITY HALL AND RELATED FACILITIES
FACILITY
AREA IN SQUARE FEET
MONTHLY COST
City Hall Basement
5,250
$
City Hall First Floor
9,800
$
City Hall Second Floor
27,600
$
City Hall Third Floor
7,876
$
Petrelli Building
3,058
$
Light and Power
3,162
$
Public Works Building
3,895
$
TOTAL COST PER MONTH
Leonis Building
(Optional Item)
2,812
$
TOTAL COST PER MONTH
WITH OPTIONAL ITEM
$
Submitted by:
Address:
Signature:
37
MISCELLANEOUS JANITORIAL SERVICES (Not Additional Cost Items)
The following items shall be deducted from the base bid in the event the City determines, in
its sole opinion, that the below scheduled maintenance events are not necessary.
Modifications in Scope of Services must be authorized by City of Vernon prior to the
commencement of work
1) FLOORING: Strip and apply four (4) coats of floor finish to flooring.
• ITEM 1: Ceramic Tile:
• ITEM 2: Vinyl Tile:
• ITEM 3: Rubber Tile:
Cost Per Quarter Per Square Foot:
Cost Per Quarter Per Square Foot:
Cost Per Quarter Per Square Foot:
2) ENTRANCE AND ELEVATOR RUGS
• ITEM 1: Clean and shampoo entrance and elevator rugs as required to maintain
quality standards. This task shall be performed not less than six times a year.
Cost Bi-Monthly:
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually:
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually:
38
4) MINI AND VERTICLE BLINDS
• ITEM 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.
Cost Annually:
ITEM 2: (Bi-Annually) Dust or vacuum all blinds at a bi-annual interval from
washing cycle. Both sides of blind slats shall be free of dust.
Cost Bi-Annually:
5) CARPET SHAMPOOING REQUIREMENTS (Bi-Annually)
• ITEM 1: All carpeted areas in the City Hall, Power Plant offices and Petrelli
building shall be shampooed as per, the manufacturers recommended procedures.
Cost Bi-Annually:
39
Attachment C
City of Vernon Contractor RFP Scoring Sheet
RFP Title:
Contractor:
Evaluator: Date:
1. Costs
Selection Criteria
Criteria
Score shall be calculated by taking the lowest contractors annual
or project price and dividing by the subject contractor's price than
multiplying the result by the maximum score.
Maximum Score Score
65
2. References 10
Three references shall be checked. Contractor shall receive a
maximum of 10/3 of a point for each reference. Points may be
deducted for contracts that have been terminated and for references
that fail to support contractors claim of capabilities, production, or
skilled personnel or services. A significant unacceptable weakness
may result in a zero score. A zero score in this category may result in
rejection of the proposal as nonresponsive.
3. Experience 10
Proposers or its managing employees must have a minimum of three
years experience. Failure to demonstrate minimum lengths of '
experience may result in rejection of the proposal. Higher points will
be given to contractors who have provided like services to similar
agencies, other considerations include experience and capabilities of
key personnel, and subcontractors, if any.
40
4. Work Plan 15
Score will be based on the extent in which the contractor demonstrates
its likeliness to meet or exceed performance requirements set forth in
the scope of work, including ability to render timely and responsive
work, to respond to emergencies, and to provide a professional level
of quality in the service and work product provided. Highest scores will
be awarded to the most detailed and comprehensive work plans, including
but not limited to specific discussion of relevant work, staffing plans,
quality assurance plans, schedules, management, subcontracting, training,
and communications.
Total 100
41
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: April 5, 2012
TO: S. Kevin Wilson, Director of Community Services & Water
FROM: Willard Yamaguchi, City Clerk
RE: Resolution No. 2012-47 — A Resolutio )of the City Council of the City of Vernon
Authorizing the Issuance of a Request for Proposals for Janitorial Services
Transmitted herewith is a copy of Resolution No. 2012-47 referenced above, which was approved by City
Council on April 3, 2012.
Thank you.
WY:dj
Attachment
c: Scott Rigg
Resolution No. 2012-47
DATE: March 21, 2012 l \�
TO: Honorable Mayor and City Council \ `'a
FROM: Samuel Kevin Wilson, Director of Community Services & Water
RE: Permission to Seek Request for Proposals for Janitorial Services
The Community Services and Water Department (Department) is requesting permission to seek
Request for Proposals (RFP) from qualified contractors to provide Janitorial Services for City Hall, Public
Works Building, Light & Power and Petrelli Building. The City currently has a contract with Santa Fe
Building Maintenance to perform this function. In light of changing economic conditions it would be in
the best interest of the City to seek RFP's for this work.
The attached RFP for Janitorial Services has been reviewed and approved to form by the City
Attorney's office. It is my recommendation that the City Council grant the Department permission to
issue RFP's to qualified contractors for Janitorial Services at the April 3, 2012 City Council meeting.
Thank you.
SKW/sr
Enclosures
RECEIVED oF�E
MAR 2 6 2012
CITY CLERK'S ME
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Mark Whitworth, City Administrator
FROM: Samuel Kevin Wilson, Director of Community Services and Water W
DATE: March 21, 2012
SUBJECT: Permission to Seek Request for Proposals for Janitorial Services
The Department of Community Services and Water ODepartment) has prepared a Request for Proposal
(RFP) to seek bids from qualified janitorial firms to facilitate the cleaning of City facilities. The Department has
determined that is should seek RFP's in order to ascertain current market rates.
The attached RFP for Janitorial Services has been reviewed and approved to form by the City
Attorney's office. A Staff Report is herein attached recommending that the City Council grant approval to issue
RFP's to qualified contractors to perform Janitorial Services at the April 3, 2012 City Council meeting. Thank
you.
SKW/sr
Enclosures
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CITY ATTORNEY'S OFFICE
INTER -DEPARTMENT MEMORANDUM
DATE: March.21, 2012
TO: Kevin Wilson, Director of Community Services and Water
FROM:
Willard G. Yamaguchi, Chief
Deputy City
Attorney
RE:
Draft Request for Proposal
- Janitorial
Services
I have received and reviewed your Memorandum dated March 20, 2012,
and the attachments thereto. Please see the marked up changes to
pages 21 (cover page of sample agreement), 27 (Section 18(e) of
sample agreement) and 34 (Exhibit B to the sample agreement.
Otherwise the drafted Request for Proposals is approved as to form.
WY:em
I
)-9(CWVM�
MAR 2 0 2012 �UUJJ
CITY ATTORNEY OEP T
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Willard Yamaguchi, Interim City Attorney
FROM: Samuel Kevin Wilson, Director of Community Services and Water
DATE: March 20, 2012 n //
SUBJECT: Draft Request for Proposal - Janitorial Services
The Department of Community Services and Water (Department) has prepared a draft Request for
Proposal (RFP) to seek bids from qualified janitorial firms to facilitate the cleaning of City facilities. The
Department has determined that is should seek RFP's in order to ascertain current market rates.
Attached you will find the draft RFP for Janitorial Services. Please review the subject RFP as to form
and advise me if it meets with your approval. Thank you.
SKW/sr
Enclosures
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