Resolution No. 2012-133RESOLUTION NO. 2012-133
A RESOLUTION OF THE CITY COUNCIL OF THE CITY.OF
VERNON ACCEPTING THE BID OF SANTA FE BUILDING
MAINTENANCE AND APPROVING AND AUTHORIZING THE
EXECUTION OF A SERVICES AGREEMENT BY AND BETWEEN
THE CITY OF VERNON AND SANTA FE BUILDING
MAINTENANCE FOR JANITORIAL SERVICES
WHEREAS, on April 3, 2012, the City Council of the City of
Vernon adopted Resolution No. 2012-47 authorizing the issuance of a
request for proposals for janitorial services for the Vernon City
Hall, Public Works Building, Vernon Light & Power and the Petrelli
Building (the "Services"); and
WHEREAS, by a memorandum dated June 18, 2012, the Director
of Community Services & Water has recommended that the City accept the
bid of Santa Fe Building Maintenance ("Santa Fe") and enter into a
services agreement with Santa Fe setting forth the terms and
conditions under which Santa Fe will perform the Work (the
"Agreement").
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 Agreement with Santa Fe Building Maintenance, a copy of
which is attached hereto as Exhibit A.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor or Mayor Pro-Tem to execute said Agreement for,
and on behalf of, the City of Vernon and the City Clerk, or Deputy
City Clerk, is hereby authorized to attest thereto.
SECTION 4: The City Council of the City of Vernon hereby
instructs the City Administrator, or his designee, to take whatever
actions are deemed necessary or desirable for the purpose of
implementing and carrying out the purposes of this Resolution and the
transactions herein approved or authorized.
SECTION 5: . The City Council of the City of Vernon hereby
directs the City Clerk, or the City Clerk's designee, to send a fully
executed Agreement to:
Santa Fe Building Maintenance
Attention: Irineo Nuno, Vice President
15644 Palomino Drive
Chino Hills, CA 91709
SECTION 6: 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 17th day of July, 2012.
a
U�
Name: William J. Davis
Title: Mayor Pro-Tem
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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. 2012-133, 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; July 17, 2012, and thereafter was duly signed by
the Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this 4 day of July^ 2012, at Vernon, California.
(SEAL)
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EXHIBIT A
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND SANTA FE
BUILDING MAINTENANCE FOR JANITORIAL SERVICES
Contractor:
Responsible Principal of Contractor:
Notice Information - Contractor:
Notice Information - City:
Commencement Date:
Termination Date:
Consideration:
Records Retention Period
COVER PAGE
Santa Fe Building Maintenance
Irineo Nuno, Vice President/Manager
Santa Fe Building Maintenance
15644 Palomino Drive
Chino Hills, CA 91709
Attention: Irineo Nuno, Vice President/Manager
Phone: (909) 606-2756
Facsimile: (909) 606-6469 .
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Attention: Kevin Wilson, Director of
Community Services & Water
Telephone: (323) 583-8811 ext. 245
Facsimile: (323) 826-1435
August 1, 2012
August 1, 2013, unless extended pursuant
to Section 1
Total not to exceed $102,950.52 (includes
all applicable sales tax); and more
particularly described in Exhibit B
Three (3) years
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND SANTA FE
BUILDING MAINTENANCE FOR JANITORIAL SERVICES
THIS AGREEMENT Is made and entered into as of August 1. 2012 ("Effective Date"), by and
between the City of Vernon, a California charter City and California municipal corporation
("City'), and Santa Fe Building Maintenance, a California corporation ("Contractor"). City and
Contractor are collectively referred to herein as the "Parties."
RECITALS
A. City desires to have certain janitorial 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.
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(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. 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 licenses and permits required under this
Agreement shall be waived.
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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.
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 City, a wholly
independent contractor. The personnel performing the Services under this Agreement on behalf
of Contractor 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 any time, 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.
(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;
this Agreement; ii. is or becomes generally known to the public without violation of
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
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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
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.
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(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.
(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+; VI 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.
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0) 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
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 Y2 times the basic rate of pay.
Livina Waaes. 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. 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 contract or 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 25. Assignment and Subcontracting. Contractor shall not assign or 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 26. 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. I
Section 27. 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 28. 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 29. 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 30. 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 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 31. 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 32. 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 33. 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 whlch 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 34. Cover Page and Exhibits. The Cover Page and all documents referenced
as exhibits in thls 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 35. Headings. Headings used in this Agreement are for convenience and
ease of reference only and shall not affect the Interpretation of the Agreement.
Section 36. 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 37. 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
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unenforceable, the remaining provisions shall nevertheless continue in full force and effect, and
shall in no way be affected, impaired or invalidated.
Section 38. 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).
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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 Santa Fe Building Maintenance, a California
and California municipal corporation corporation
By: By:
William Davis
Mayor Pro-Tem Nam,
ATTEST:
Willard G. Yamaguchi, City. Clerk
APPROVED AS TO FORM:
Willard G. Yamaguchi,
Chief Deputy City Attorney
Title:
By:
Name:
Title:
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e(-
EXHIBIT A
EXHIBIT A
SCOPE OF SERVICES
Contractor shall perform the services described in the proposal dated April 30, 2012, on behalf
of the City. A copy of the Work Plan provided for in the proposal is attached hereto and
incorporated by.reference.
Santa Fe
n.F�. BUILDING
MAINTENANCE
Work Plan
Santa Fe Building Maintenance proposes to provide services to the City of Vernon has
explained and required on the Statement of Work, Section VII of the RFP for Janitorial
Services
Santa Fe's approach to meet the required services will be by using the Assign Area
Approach. The Assign Area Approach will ensure that all work is performed according to
the contract requirements by assigning cleaning areas and responsibilities to each of the
service personnel. Santa Fe Building Maintenance believes that all its field personnel
should be able to perform all tasks within the area of cleaning services and should take
pride and responsibility on the quality of their own work. Assigning an Area, or in this
case a Facility, to each of the cleaning personnel will ensure that all services are
performed according to the specifications and the schedule provided. A system composed
of experienced personnel, supervision, reports and logs sheets will ensure that all
facilities are cleaned and maintained up to or above Santa Fe's and the City of Vernon
standards.
The methods that Santa Fe Building Maintenance will use to provided the requested
services are as follows:
Cleaning Personnel A group of experience personnel on the janitorial and
Custodial fields will be use to perform the cleaning services.
Janitorial Technician: Normally work during the night shift or afternoon
shift and perform more or same duties as a Day -porter but in a
more detail way. They report to company supervisors and or
Facility Assign Manager. They are responsible for cleaning the
facility while the building is empty (NOTE: Buildings are
usually, preferably empty when janitors are there). Their duties
include but are not limited to:
• Cleaning Bathrooms
• Cleaning Offices
• Cleaning Cubicles
• Dumping trash
• Emptying waste baskets
• Dust furniture
• Window Cleaning
• Vacuuming of all carpet
• Etc.
Santa Fe
BUILDING
MAINTEN.ANCIr
_Special Cleaning Technician: They do not have a set shift do to the fact
that their work skills might be required during the day or night.
They are lead by a crew manager and report to company
supervisors. They are responsible for doing the weekly, monthly,
quarterly, and yearly special cleaning for our costumers. Their
duties include but are not limited to:
• Floor Waxing
• Floor Stripping
• Floor Shampooing
• Interior and Exterior window cleaning
• High surface cleaning
• Light fixtures and AC vents cleaning
• Floor and Carpet maintenance
• Etc.
Supervisors: They include Area and Facility supervisors and report to
company executive leaders (Owner, Vice President, Manager,).
Their duties vary depending on what they are in charge of
supervising (quality control, training, safety, performance, etc.)
some of their duties might include but are not limited to:
• Insuring work is done in time
• Making sure employees are following safety
procedures
• Quality control
• Employee performance
• Employee recruitment
• Employee training
• Etc.
Office Staff: Their shift begins at 9:00am and ends at 5:00pm Except for
costumer service and emergency services which is available
24/7, They include all costumer service, emergency and
operations staff. They report to an office. manager assign by
company executives and are in charge of running the company
on its daily operations. Their duties might include but are not
limited to:
Responding to costumer concerns, request,
complains, emergencies.
Invoice mailing
Santit Fe
BUILDING
MAINTENANCE
• Acquisition of new accounts
Costumer & Supervisors line of
communication
• Employee and Supervisor tracking and
dispatch
• Etc.
Procedures
A Supervisor will be assign to the City of Vernon. He will be responsible for all janitors,
and will ensure that all services are performed to the specifications of the Statement of
Work. The assigned supervisor will allocate each of the janitors to their assign
facility%area and will monitor their performance.
Once their facility/area has being assign, the janitors will begin performing their daily,
weekly and monthly schedule of tasks as required in Section VII of the RFP to address
the requirements of the Statement of Work. The Quarterly and Yearly services will be
performed by Santa Fe's own Specialty Cleaning Crew according to the six month
schedule that Santa Fe will provide the city upon award of contract. (Please see sample
forms pg.13)
In order to monitor quality standards, a Quality Control Team (QCT) will inspect the
facility at random times and will report to Santa Fe's main office any findings or
discrepancies on the performance or quality of service done by the cleaning crew or
facility supervisor. The QCT report will include Inspection Sheets, Employee Evaluation
Forms, (please refer to sample forms pg. 14) and a written report and notes on the Quality
of Service for the entire facility comparing the performance standards of Santa Fe
Building Maintenance to those of the city. Proper action will be issue by Santa Fe's
management in order to correct discrepancies and. quality standards following the
recommendations made by either the Quality Control Team or by any individual working
on the field. Such actions might include the re-training of staff, the replacement
/movement of personnel, and or the use of a different plan/approach to provide services.
All emergency and call backs will be handle by our main office dispatch which is
manned 24/7. Our specialty crews which are trained in all type of cleaning emergencies
are on call 24/7 and will respond whit -in 2 hours of any emergency clean ups. Our office
can handle multiple call backs within the same timeframe since there are multiple crews
on stand-by and available for deployment. Any special events cleaning and construction
clean-ups will also be handle by Santa Fe's specialty crew.
7
Santit Fe
BUILDING
MAINTENANCE
The staffing plan will consist of multiple night janitors cleaning the buildings assigned to
them. One supervisor will be assigned to the city in order to monitor all services and
staff, and will receive support from our main office to resolve any problems. Any
vacation, absenteeism, sick days, etc. will be cover by our specialty crew, who by this
time should know the facilities and the requirements of each one, and will be familiar
with each of the facilities security system.
The facility supervisor will take inventory in a weekly basis and notify the office when
products need to be ordered .Santa Fe's main office will be in charge of ordering supplies
following the supervisor request. Our work methodology will not allow supplies to run
short do to the fact that our supervisor will keep track of all supplies at the facility.
All equipment will be in good working condition and will be inspected on a regular time
frame by our supervisor. Any defects .on equipment will be immediately address, fixed or
replaced. In the event that supplies are needed due to an emergency notification of
shortage of supplies, Santa Fe has established a contingency plan that will resolve or will
address this situation. Santa Fe keeps emergency supplies at its main office and
warehouse for such situations. In addition Santa Fe maintains accounts with multiple
supply vendors around the L.A. area, who are able to provide supplies and delivery with
short notice in a reasonable amount of time. Supplies can also be picked up by our
employees at any of these vendors' locations upon notification and approval by Santa Fe
Management.
EXHIBIT B
EXHIBIT B
FEES
Contractor shall be paid an amount not to exceed $8,579.21 per month to perform the Services
described in Exhibit A in accordance with the Cost Schedule, a copy of which is attached hereto
and incorporated as referenced.
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.
Attachment B
PROPOSED BIDDING SCHEDULE
CITY OF VERNON
CITY HALL AND RELATED FACILITIES
Y
A IN SQUARE FEET
MONTHLY COST
asement
$
7CitYHall
T9,800
$ 740.25
rst Floor
$
$1,381.80
City Hall Second Floor13,162
0
$
$3,891.60
City Hall Third Floor
$
$1,110.52
Petrelli Building
$
$431.78
Light and Power
$
$445.84
Public Works Building
,
$
$577.42
TOTAL COST PER MONTH
$8,579.21
Leonis Building
2,812
$
(Optional Item)
$396.49
TOTAL COST PER MONT$
$
WITH OPTIONALTTEM
$8,975.70
Submitted by: Santa Fe Building Maintenance
Address: 15644 Palomino Dr. Chino Hills, CA 91709
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: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
2) ENTRANCE AND ELEVATOR RUGS
• ITEM I Clean and shampoo entrance and elevator rugs as required to maintain
quality standards. This task shall be pedbrmednot less than six times a_year..
Cost Bi-Monthly: $ 30.00
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually: $ 100.00
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually: $ 300.00
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: $ 375.00
• 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: $ 75.00
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: $ 0.04
39
EXHIBIT C
EXHIBIT C
CHANGE ORDER
Exhibit C
CITY OF VERNON
COMMUNITY SERVICES & WATER DEPARTMENT
CONTRACT CHANGE ORDER NO. _ SUPPLEMENT NO. SHEET OF SHEETS
PROJECT:
TO:
REQUESTED BY: Citv of Vernon
P.O. NO.
CONTRACTOR
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 Change OrdersI .........................................
$
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 all for
perform services necessary the
will accept as full payment therefore the prices shown above.
work above specified, and .
Accepted Date: Contractor:
BY Title:
n.,.:e.., coern.............aa.__.__:"
Rev. 03/10
EXHIBIT D
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.
OFFICE OF THE CITY CLERK
4305 Santa Fe Avenue, Vernon, California 90058
Telephone (323) 583-8811
July 23, 2012
Santa Fe Building Maintenance
Attn: Irineo Nuno, Vice President
15644 Palomino Drive
Chino Hills, CA 91709
Re: Services Agreement — Janitorial Services
Dear Mr. Nuno:
The insurance requirements have been met. Transmitted herewith is a fully executed original
agreement, as referenced above, approved by City Council on July 17, 2012, through Resolution
No. 2012-133.
If you have any questions regarding this matter, please call Scott Rigg at 323/583-8811 ext. 279.
very y yours,
kVI A4DY,
City Clerk
WGY:dj .
Enclosure
c: S. Kevin Wilson
Scott Rigg
Purchasing Department
Resolution No. 2012-133
Agreement File No. 12-068
E�cclusivefy IndustridC
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND SANTA FE
BUILDING MAINTENANCE FOR JANITORIAL SERVICES
Contractor:
Responsible Principal of Contractor:
Notice Information - Contractor:
Notice Information - City:
Commencement Date:
Termination Date:
Consideration:
COVER PAGE
Santa Fe Building Maintenance
Irineo Nuno, Vice President/Manager
Santa Fe Building Maintenance
15644 Palomino Drive
Chino Hills, CA 91709
Attention: Irineo Nuno, Vice President/Manager
Phone: (909) 606-2756
Facsimile: (909) 606-6469
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Attention: Kevin Wilson, Director of
Community Services & Water
Telephone: (323) 583-8811 ext. 245
Facsimile: (323) 826-1435
August 1, 2012
August 1, 2013, unless extended pursuant
to Section 1
Total not to exceed $102,950.52 (includes
all applicable sales tax); and more
particularly described in Exhibit B
Records Retention Period Three (3) years
SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND SANTA FE
BUILDING MAINTENANCE FOR JANITORIAL SERVICES
THIS AGREEMENT is made and entered into as of Auoust 1. 2012 ("Effective Date"), by and
between the City of Vernon, a California charter City and California municipal corporation
("City"), and Santa Fe Building Maintenance, a California corporation ("Contractor'). City and
Contractor are collectively referred to herein as the "Parties."
RECITALS
A. City desires to have certain janitorial 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 recelpt, 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.
(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. 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 licenses and permits required under this
Agreement shall be waived.
3
Section B. 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.
Section 9. Contractor's Duties and Renresentations.
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 City, a wholly
independent contractor. The personnel performing the Services under this Agreement on behalf
of Contractor 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 any time, 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.
0
(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.
(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
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.
N
(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.
(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+; VI 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
insureds. 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
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 Y2 times the basic rate of pay.
Livina 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. 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 contract or 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 25. Assignment and Subcontracting. Contractor shall not assign or 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 26. 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 27. 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 28. 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 29. 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,
P
representations, agreements, understandings and statements, written or oral. This Agreement
may only be modified in writing and signed by both Parties.
Section 30. 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 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 31. 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
parry 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 32. City Not Obligated to Third Parties. City shall not be obligated or liable
under this Agreement to any parry 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 33. 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 34. 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 35. Headings. Headings used in this Agreement are for convenience and
ease of reference only and shall not affect the interpretation of the Agreement.
Section 36. 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 37. 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
10
unenforceable, the remaining provisions shall nevertheless continue in full force and effect, and
shall in no way be affected, impaired or invalidated.
Section 38. 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].
11
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 California municipal corporation
By:
William Davis
MwfiwDY Mayor Pro-Tem
ATT
Wi rd G. Yec
;Ity CI r
APPROVED AS T
1XIIII
ill d G. Ya ag c ',
Chief Deputy City AAor y
Santa Fe Building Maintenance, a California
corporation
Name7-7-Ty' S
�i� S •�'
By:
Name:
Title:
12
EXHIBIT A
EXHIBIT A
SCOPE OF SERVICES
Contractor shall perform the services described in the proposal dated April 30, 2012, on behalf
of the City. A copy of the Work Plan provided for in the proposal is attached hereto and
incorporated by. reference.
Santa Fe
5910
]BUILDINGMAINTENANCE
Work Plan
Santa Fe Building Maintenance proposes to provide services to the City of Vernon has
explained and required on the Statement of Work, Section VII of the RFP for Janitorial
Services
Santa Fe's approach to meet the required services will be by using the Assign Area
Approach. The Assign Area Approach will ensure that all work is performed according to
the contract requirements by assigning cleaning areas and responsibilities to each of the
service personnel. Santa Fe Building Maintenance believes that all its field personnel
should be able to perform all tasks within the area of cleaning services and should take
pride and responsibility on the quality of their own work. Assigning an Area, or in this
case a Facility, to each of the cleaning personnel will ensure that all services are
performed according to the specifications and the schedule provided. A system composed
of experienced personnel, supervision, reports and logs sheets will ensure that all
facilities are cleaned and maintained up to or above Santa Fe's and the City of Vernon
standards.
The methods that Santa Fe Building Maintenance will use to provided the requested
services are as follows:
Cleaning Personnel - A group of experience personnel on the janitorial and
Custodial fields will be use to perform the cleaning services.
Janitorial Technician: Normally work during the night shift or afternoon
shift and perform more or same duties as a Day -porter but in a
more detail way. They report to company supervisors and or
Facility Assign Manager. They are responsible for cleaning the
facility while the building is empty (NOTE: Buildings are
usually, preferably empty when janitors are there). Their duties
include but are not limited to:
• Cleaning Bathrooms
• Cleaning Offices
• Cleaning Cubicles
• Dumping trash
• Emptying waste baskets
• Dust furniture
• Window Cleaning
• Vacuuming of all carpet
• Etc.
Santa .fie
BUILDING
F MAINTENANCE
_Special Cleaning Technician: They do not have a set shift do to the fact
that their work skills might be required during the day or night,
They are lead by a crew manager and report to company
supervisors. They are responsible for doing the weekly, monthly,
quarterly, and yearly special cleaning for our costumers. Their
duties include but are not limited to:
• Floor Waxing
• Floor Stripping
• Floor Shampooing
• Interior and Exterior window cleaning
• High surface cleaning
• Light fixtures and AC vents cleaning
• Floor and Carpet maintenance
• Etc.
Su ervisors: They include Area and Facility supervisors and report to
company executive leaders (Owner, Vice President, Manager,).
Their duties vary depending on what they are in charge of
supervising (quality control, training, safety, performance, etc.)
some of their duties might include but are not limited to:
• Insuring work is donee in time
• Making sure employees are following safety
procedures
• Quality control
• Employee performance
• Employee recruitment
• Employee training
• Etc.
Office Staff: Their shift begins at 9:00am and ends at 5:00pm Except for
costumer service and emergency services which is available
24/7. They include all costumer service, emergency and
operations staff. They report to an office. manager assign by
company executives and are in charge of running the company
on its daily operations. Their duties might include but are not
limited to:
Responding to costumer concerns, request,
complains, emergencies.
Invoice mailing
H
Santa .die
MAI PITENANC E
• Acquisition of new accounts
• Costumer & Supervisors line of
communication
• Employee and Supervisor tracking and
dispatch
• Etc.
Procedures
A Supervisor will be assign to the City of Vernon. He will be responsible for all janitors,
and will ensure that all services are performed to the specifications of the Statement of
Work. The assigned supervisor will allocate each of the janitors to their assign
facility/area and will monitor their performance.
Once their facility/area has being assign, the janitors will begin performing their daily,
weekly and monthly schedule of tasks as required in Section VII of the RFP to address
the requirements of the Statement of Work. The Quarterly and Yearly services will be
performed by Santa Fe's own Specialty Cleaning Crew according to the six month
schedule that Santa Fe will provide the city upon award of contract. (Please see sample
forms pg.13)
In order to monitor quality standards, a Quality Control Team (QCT) will inspect the
facility at random times and will report to Santa Fe's main office any findings or
discrepancies on the performance or quality of service done by the cleaning crew or
facility supervisor. The QCT report will include Inspection Sheets, Employee Evaluation
Forms, (please refer to sample forms pg. 14) and a written report and notes on the Quality
of Service for the entire facility comparing the performance standards of Santa Fe
Building Maintenance to those of the city. Proper action will be issue by Santa Fe's
management in order to correct discrepancies and. quality standards following the
recommendations made by either the Quality Control Team or by any individual working
on the field. Such actions might include the re-training of staff, the replacement
/movement of personnel, and or the use of a different plan/approach to provide services.
All emergency and call backs will be handle by our main office dispatch which is
manned 24/7. Our specialty crews which are trained in all type of cleaning emergencies
are on call 24/7 and will respond whit -in 2 hours of any emergency clean ups. Our office
can handle multiple call backs within the same timeframe since there are multiple crews
on stand-by and available for deployment. Any special events cleaning and construction
clean-ups will also be handle by Santa Fe's specialty crew.
Santa Fe
BUILDING
MAINTENANCE
The staffing plan will consist of multiple night janitors cleaning the buildings assigned to
them. One supervisor will be assigned to the city in order to monitor all services and
staff, and will receive support from our main office to resolve any problems. Any
vacation, absenteeism, sick days, etc. will be cover by our specialty crew, who by this
time should know the facilities and the requirements of each one, and will be familiar
with each of the facilities security system.
The facility supervisor will take inventory in a weekly basis and notify the office when
products need to be ordered .Santa Fe's main office will be in charge of ordering supplies
following the supervisor request. Our work methodology will not allow supplies to run
short do to the fact that our supervisor will keep track of all supplies at the facility.
All equipment will be in good working condition and will be inspected on a regular time
frame by our supervisor. Any defects .on equipment will be immediately address, fixed or
replaced. In the event that supplies are needed due to an emergency notification of
shortage of supplies, Santa Fe has established a contingency plan that will resolve or will
address this situation. Santa Fe keeps emergency supplies at its main office and
warehouse for such situations. In addition Santa Fe maintains accounts with multiple
supply vendors around the L.A. area, who are able to provide supplies and delivery with
short notice in a reasonable amount of time. Supplies can also be picked up by our
employees at any of these vendors' locations upon notification and approval by Santa Fe
Management.
EXHIBIT B
EXHIBIT B
FEES
Contractor shall be paid an amount not to exceed $8,579.21 per month to perform the Services
described in Exhibit A in accordance with the Cost Schedule, a copy of which is attached hereto
and incorporated as referenced.
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.
NMI
Attachment B
PROPOSED BIDDING SCHEDULE
CITY OF VERNON
CITY HALL AND RELATED FACILITIES
FACILITY
INSQUARE FEET
MONTHLY COST
City Hall Basement
$
t9,'800
$ 740.25
City Hall First Floor
$
$1,381.80
City Hall Second Floor
27,600
$
$3,891.60
City Hall Third Floor
7,876
$
$1,110.52
Petrelli Building
3 058
$
$431.78
Light and Power
3,162
$
$445.84
Public Works Building
3,895
$
$577.42
TOTAL COST PER MONTH
$8,579.21
Leonis Building
2,812
$
(Optional Item)
$396.49
TOTAL COST PER MONTH
$
WITH OPTIONAL ITEM
$8,975.70
Submitted by: Santa Fe Building Maintenance
Address: 15644 Palomino Dr. Chino Hills, CA 91709
Signature:'----"'�
cr
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: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
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: 30.00
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually: 100.00
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually: $ 300.00
39
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: $ 375.00
ITEM 2: i-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: $ 75.00
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: $ 0.04
39
EXHIBIT C
EXHIBIT C
CHANGE ORDER
Exhibit C
CITY OF VERNON
COMMUNITY SERVICES & WATER DEPARTMENT
CONTRACT CHANGE ORDER NO.
PROJECT:
TO:
REQUESTED BY:
SUPPLEMENT NO. SHEET
of Vernon
OF SHEETS
P.O. NO.
CONTRACTOR
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 Change 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 shown above.
.
Accepted Date: Contractor:
By: Title:
........ Rev. 03/10
EXHIBIT D
EXHIBIT D
LIVING WAGE PROVISIONS
Minimum Livina Waaes:
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 Retaliatlon:
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.
Juarez, Debbie
From:
Juarez, Debbie
Sent:
Wednesday, July 18, 2012 9:27 AM
To:
Arriola, Justin
Subject:
RE: Insurance Inquiry for Santa Fe Building Maintenance - Approved 07/17/12 - Res. No.
2012-133
Thanks. Please let me know when Fleming has been approved and when Petrelli provides valid insurance
Deborah,yuarez
Records Mauagement ;4ssistant
City of Vernon - City Cler(;s Office
4305Santa'FeAvenne
Vernon, (✓190058
(323) 583-8811
From Arriola, Justin
Sent: Wednesday, July 18, 2012 9:25 AM
To: Juarez, Debbie
Subject: RE: Insurance Inquiry for Santa Fe Building Maintenance - Approved 07/17/12 - Res. No. 2012-133
Hey Debbie,
Santa Fe Building Maintenance — Provided appropriate insurance.
Canon Corporation —Provided appropriate insurance.
Fleming Environmental — Insurance provided needs to be approved by Willard.
Petrelli Electric Inc. — Does not have valid insurance.
Justin Arriola
Risk Management Dpt.
4JarrioIa@ci.vernon.ca.us
0(323) 583-8811 ext:315
CONFIDENT'L-U ITY NOTICE: This e-mail transmission, and any documents, files or previous a -mail messages attached to it may
contain confidential. information that is legally privileged. If you are not the intended recipient, or a person responsible for delivering it to
the intended recipient; you are hereby notified that any disclosure, copying, distribution or use of any of the information contained in or
attached to this transmission is STRICTLY PROHIBITED. If you have received this transmission in error, please immediately notif , the
sender. Please destroy the original transmission and its attachments without reading or saving in any manner.
From Juarez, Debbie
Sent: Wednesday, July 18, 2012 8:42 AM
To: Arriola, Justin
Subject: Insurance Inquiry for Santa Fe Building Maintenance - Approved 07/17/12 - Res. No. 2012-133
Hi Justin. Please let me know if the above -referenced contractor has valid insurance on file. Thank you.
Defiorah fuarez
12ecordt 591anageinentAssWant
City of Vernon - (,Wy Cfer('s Office
RECEIVED
JUN 2 7 2012
CITY CLERK'S OFFICE
STAFF REPORT
COMMUNITY SERVICES & WATER DEP
DATE: June 18, 2012
RECEIVED
JUN 2 1 2012
CITY ADMINISTRATION
TO: Honorable Mayor and City Council
FROM: Samuel Kevin Wilson,irector of Community Services & Water
RE: SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND SANTA
FE BUILDING MAINTENANCE FOR JANITORIAL SERVICES
On Monday, April 30, 2012, the Department of Community Services and Water (Department)
received back proposals in response to the Request for Proposals for Janitorial Services. The results of the
Request for Proposals are reflected below:
• Executive -Suite Services, Inc:
$6,610.00/month
• Santa Fe Building Maintenance:
$8,579.21/month
• Come Land Maintenance:
$9,575.00/Month
• Common Area Maintenance:
$20,213.00/month
The Department performed comprehensive review of the proposals utilizing a rating sheet to
quantify the results. The selection process was based largely on the cost of service and feedback from
their references. Santa Fe Building Maintenance (Santa Fe) was rated the highest of the three bidders,
followed by Come Land Maintenance. In terms of cost, Executive -Suite Services' original bid came in the
lowest at $6,610.00 per month; however, they removed their proposal from the selection process due to an
accounting error on their part. Santa Fe's bid came in at $8,579.21, and is the lowest of the three
remaining proposals. Santa Fe is the City of Vernon's current janitorial service provider.
The City Attorney's office has prepared a Services Agreement between the City of Vernon (City) and
Santa Fe Building Maintenance for Janitorial Services. The subject Agreement will provide Janitorial Services
to City Hall, Petrelli Building, Light and Power Building, and Public Works Building. The Services Agreement
has been executed by Santa Fe Building Maintenance and is herein attached. It is recommended that the City
Council approve the Services Agreement between the City of Vernon and Santa Fe Building Maintenance at the
July 3, 2012, City Council meeting; and that it be made effective August 1, 2012.
SKW/sr
Enclosures
RECEIVED
JUN 2 7 2012
CITY CLERK'S OFFICE
� of VFRM
fyp 4
< bP
Ga��1lY IM�V
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Mark Whitworth, City Administrator
FROM: Samuel Kevin WilsonDirector of Community Services and Water
DATE: June 18, 2012
SUBJECT: SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND
SANTA FE BUILDING MAINTENANCE FOR JANITORIAL SERVICES
On Monday, April 30, 2012, the Department of Community Services and Water (Department) received
back proposals in response to the Request for Proposal for Janitorial Services. The results of the proposals are
reflected below:
• Executive -Suite Services: $6,610.00 per month
• Santa Fe Building Maintenance: $8,579.21 per month
• Come Land Maintenance: $9,575.00 per month
• Common Area Maintenance: $20,213.00 per month
The City Attorney's office has prepared a Services Agreement between the City of Vernon (City) and
Santa Fe Building Maintenance for Janitorial Services. The subject Agreement will provide Janitorial Services
to City Hall, Petrelli Building, Light and Power Building, and Public Works Building. The Services Agreement
has been executed by Santa Fe Building Maintenance.
A Staff Report is herein attached recommending that the City Council approve this Agreement between
the City of Vernon and Santa Fe Building Maintenance at the July 3, 2012, City Council meeting, and be made
effective August 1, 2012.
SKW/sr
Enclosures
FAA \ScWft Dmi VwitwW SCryIcw%wW A Renewal MJ1 W1AC, Admin J=kmal Cq 2IZ2
CITY ATTORNEY'S OFFICE
INTER -DEPARTMENT MEMORANDUM
DATE: June 13, 2012
TO: Samuel Kevin Wilson, Director of Community Services & Water
FROM: Willard G. Yamaguchi, Chief Deputy City Attorney
RE: Santa Fe Building Maintenance
Per your memorandum dated June 4, 2012, attached please find the
drafted services agreement for janitorial services.
Enclosures
July 0 G Za12
CITY ATTORNEY DEPT,
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
A-6
TO: Willard Yamaguchi, Chief Deputy City Attorney
FROM: Samuel Kevin Wilson,�irector of Community Services and Water
DATE: June 4, 2012
SUBJECT: Request for Proposal — Janitorial Services
On Monday, April 30, 2012, the Department of Community Services and Water (Department) received
back proposals in response to the Request for Proposal for Janitorial Services. The results of the proposals are
reflected below:
Executive -Suite Services:
$6,610.00 per month
• Santa Fe Building Maintenance:
$8,579.21 per month
• Come Land Maintenance:
$9,575.00 per month
• Common Area Maintenance:
$20,213.00 per month
The Department performed comprehensive review of the proposals utilizing a rating sheet to quantify
the results. The selection process was based largely on the cost of service and feedback from their references.
Santa Fe Building Maintenance (Santa Fe) was rated the highest of the three bidders, followed by Come .Land
Maintenance. In terms of cost, Executive -Suite Services' original bid came in the lowest at $6,610.00 per
month; however, they removed their proposal from the selection process due to anaccounting error. Santa Fe's
bid came in at $8,579.21, and is the lowest of the three remaining proposals. Santa Fe is the City of Vernon's
current janitorial service provider.
Please prepare a Services Agreement between the City of Vernon and Santa Fe Building Maintenance,
Inc. for Janitorial Services with an effective date of August 1, 2012. Thank you.
SKW/sr
Enclosures
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Santa Fe
MAINTENANCE
Work Plan
Santa Fe Building Maintenance proposes to provide services to the City of Vernon has
explained and required on the Statement of Work, Section VIl of the RFP for Janitorial
Services
Santa Fe's approach to meet the required services will be by using the Assign Area
Approach. The Assign Area Approach will ensure that all work is performed according to
the contract requirements by assigning cleaning areas and responsibilities to each of the
service personnel. Santa Fe Building Maintenance believes that all its field personnel
should be able to perform all tasks within the area of cleaning services and should take
pride and responsibility on the quality of their own work. Assigning an Area, or in this
case a Facility, to each of the cleaning personnel will ensure that all services are
performed according to the specifications and the schedule provided. A system composed
of experienced personnel, supervision, reports and logs sheets will ensure that all
facilities are cleaned and maintained up to or above Santa Fe's and the City of Vernon
standards.
The methods that Santa Fe Building Maintenance will use to provided the requested
services are as follows:
Cleaning Personnel - A group of experience personnel on the janitorial and
Custodial fields will be use to perform the cleaning services.
Janitorial Technician: Normally work during the night shift or afternoon
shift and perform more or same duties as a Day -porter but in a
more detail way. They report to company supervisors and or
Facility Assign.Manager. They are responsible for cleaning the
facility while the building is empty (NOTE: Buildings are
usually, preferably empty when janitors are there). Their duties
include but are not limited to:
• Cleaning Bathrooms
• Cleaning Offices
• Cleaning Cubicles
• Dumping trash
• Emptying waste baskets
• Dust furniture
• Window Cleaning
• Vacuuming of all carpet
• Etc.
Santa Fe
BUILDING
MA INTE».ANCE
Special Cleaning Technician: They do not have a set shift do to the fact
that their work skills might be required during the .day or night.
They are lead by a crew manager and report to company
supervisors. They are responsible for doing the weekly, monthly,
quarterly, and yearly special cleaning for our costumers. Their
duties include but are not limited to:
• Floor Waxing
• Floor Stripping
• Floor Shampooing
• Interior and Exterior window cleaning
• High surface cleaning
• bight fixtures and AC vents cleaning
• Floor and Carpet maintenance
• Etc.
Supervisors: They include Area and Facility supervisors and report to
company executive leaders (Owner, Vice President, Manager,).
Their duties vary depending on what they are in charge of
supervising (quality control, training, safety, performance, etc.)
some of their duties might include but are not limited to:
•- Insuring work is done in time
• Making sure employees are following safety
procedures
• Quality control
• Employee performance
• Employee recruitment
• Employee training
• Etc.
Office Staff: Their shift begins at 9:00am and ends at 5:00pm Except for
costumer service and emergency services which is available
24/7. They include all costumer service, emergency and
operations staff. They report to an office. manager assign by
company executives and are in charge of running the company
on its daily operations. Their duties might include but are not
limited to:
• Responding to costumer concerns, request,
complains, emergencies.
•. Invoice mailing
�, - Berta .fie
�� BUILDING6a✓ MAINTENANCE
• Acquisition of new accounts
• Costumer & Supervisors line of
communication
• Employee and Supervisor tracking and
dispatch
• Etc.
Procedures
A Supervisor will be assign to the City of Vernon. He will be responsible for all janitors,
and will ensure that all services are performed to the specifications of the Statement of
Work. The assigned supervisor will allocate each of the janitors to their assign
facility/area and will monitor their performance.
Once their facility/area has being assign, the janitors will begin performing their daily,
weekly and monthly schedule of tasks as required in Section VII of the RFP to address
the requirements of the Statement of Work. The Quarterly and Yearly services will be
performed by Santa Fe's own Specialty Cleaning Crew according to the six month
schedule that Santa Fe will provide the city upon award of contract. (Please see sample
forms pg.13)
In order to monitor quality standards, a Quality Control Team (QCT) will inspect the
facility at random times and will report to Santa Fe's main office any findings or
discrepancies on the performance or quality of service done by the cleaning crew or
facility supervisor. The QCT report will include Inspection Sheets, Employee Evaluation
Forms, (please refer to sample forms pg. 14) and a written report and notes on the Quality
of Service for the entire facility comparing the performance standards of Santa Fe
Building Maintenance to those of the city. Proper action will be issue by Santa Fe's
management in order to correct discrepancies and. quality standards following the
recommendations made by either the Quality Control Team or by any individual working
on the. field. Such actions might include the re-training of staff, the replacement
/movement of personnel, and or the use of a different plan/approach to provide services.
All emergency and call backs will be handle by our main office dispatch which is
manned 24/7.Our specialty crews which are trained in all type of cleaning emergencies
are on call 24/7 and will respond whit -in 2 hours of any emergency clean ups. Our office
can handle multiple call backs within the same timeframe since there are multiple crews
on stand-by and available for deployment. Any special events cleaning and construction
clean-ups will also be handle by Santa Fe's specialty crew.
Santa Fe
BUILDING
MAINTENANCE
The staffing plan will consist of multiple night janitors cleaning the buildings assigned to
them. One supervisor will be assigned to the city in order to monitor all services and
staff, and will receive support from our main office to resolve any problems. Any
vacation, absenteeism, sick days, etc. will be cover by our specialty crew, who by this
time should know the facilities and the requirements of each one, and will be familiar
with each of the facilities security system.
The facility supervisor will take inventory in a weekly basis and notify the office when
products need to be ordered .Santa Fe's main office will be in charge of ordering supplies
following the supervisor request. Our work methodology will not allow supplies to run
short do to the fact that our supervisor will keep track of all supplies at the facility.
All equipment will be in good working condition and will be inspected on a regular time
frame by our supervisor. Any defects on equipment will be immediately address, fixed or
replaced. In the event that supplies are needed due to an emergency notification of
shortage of supplies, Santa Fe has established a contingency plan that will resolve or will
address this situation. Santa Fe keeps emergency supplies at its main office and
warehouse for such situations. In addition Santa Fe maintains accounts with multiple
supply vendors around the L.A. area, who are able to provide supplies and delivery with
short notice in a reasonable amount of time. Supplies can also be picked up by our
employees at any of these vendors' locations upon notification and approval by Santa Fe
Management.
EXHIBIT B
EXHIBIT B
FEES
Contractor shall be paid an amount not to exceed $8,579.21 per month to perform the Services
described in Exhibit A in accordance with the Cost Schedule, a copy of which is attached hereto
and incorporated as referenced.
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.
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
$
$ 740.25
City Hall First Floor
9,800
$
$1,381.80
City Hall Second Floor
27,600
$
$3,891.60
City Hall Third Floor
7,876
$
$1,110.52
PC Building
3,058
$
$431.78
Light and Power
3,162
$
$445.84
Public Works Building
3,895
$
$577.42
TOTAL COST PER MONTH
$8,579.21
Leonis Building
2 812
$
(Optional Item)
$396.49
TOTAL COST PER MONTH
$
WITH OPTIONAL ITEM
$8,975.70
Submitted by: Santa Fe Building Maintenance
Address: 15644 Palomino Dr. Chino Hills, CA 91709
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: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
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 0. 00
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually: 100.00
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually: $ 3 00. 00
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: $ 375.00
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: $ 75.00
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: 10.04
39
EXHIBIT C
EXHIBIT C
CHANGE ORDER
Exhibit C
CITY OF VERNON
COMMUNITY SERVICES & WATER DEPARTMENT
CONTRACT CHANGE ORDER NO. SUPPLEMENT NO. SHEET OF
PROJECT: P.O. NO.
Mel
REQUESTED BY:
of Vernon
SHEETS
CONTRACTOR
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 cnntrart -
Contract Amount (Base Bid) ...............................................
$
Amount of This Change OrderI ................... I ........
I................
$
Amount of Previous Chan e Orders
.........................................
$
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 shown above.
Accepted Date: Contractor:
By: Title:
.,..ivj�...- a1w11 r.11H.SWg Rev. 03/10
EXHIBIT D
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.
CITY OF VERNON
SIGNATURE REQUIREMENTS FOR CITY AGREEMENTS
Corporation
Chairman of The board, president
Co rporate secretary, assistant
Corp. Code sec. 313
any vice president
secretary, chief financial officer,
Corp. Code sec. 5214
any assistant treasurer
(Note: A person can hold more
than one corporate office; e.g., a
vice-president can also be a
secretary. That person can sign
the agreement twice, if both
capacities are identified.)
Limited Liability Comp.
("LLC")
—Ifmmanaged by members — by any
1f managed by members — not
Corp. Code sec: 17157
member
required unless otherwise
provided in governing
If managed by manager(s) — by a
documents
manager
If managed by managers(s) — by
(Note: A member or manager may
a second manager (unless
have a title such as president or
articles of organization state
vice-president)
there is only one manager)
PaersluP
Any partner, unless authority
Not required unless "statemem
Corp. Code sec. 16301
restricted in "statement of
of partnership authority"
Corp. Code sec. 16303
partnership authority" recorded in
provides otherwise
County Recorder's Office (for real
property transactions) or filed with
secretary of state (for contracts,
etc.)
rnited Partnership
-A-general partner, subject to same
Same as partnership
Corp. Code sec. 15509
exceptions for partnership
Limited Liability Partnership
("LLP")
Same as partnership
e as partnership
Corp. Cade sec. 16955.5
Sole proprietorship
Sole proprietor
7Not
required
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Rigg, Scott
From:
waiter prince [execwnp@socal.rr.comj
Sent:
Tuesday, May 22, 2012 2:36 PM
To:
Rigg, Scott
Cc:
'waiter prince'
Subject:
Executive -Suite Confirmation of Janitorial Price
Scott:
Thank you for meeting with us today, to discuss our proposal for janitorial services for the City of Vernon.
Based on our meeting, we returned to our office and re-evaluated our cost figures prior to sending you a re-
confirmation of our price, as you requested. Unfortunately, we have discovered that the price we bid ($6,740
per month) is our raw direct -labor cost, with no provision for payroll taxes or insurance, cleaning supplies,
equipment, G&A/OH, or gross profit. Our actual bid price SHOULD have been double this amount, or
$13,480 per month. We sincerely apologize for this error, it has never before occurred to this company in
the 44 years we have been in business.
Consequently, we wish to withdraw our offer from the table. Hopefully we will be allowed to re -bid next year,
when you put the package back out for bid. FYI, I have shown our calculations below;
Living Wage $11.55 per hour + $0.53 (4.6%) for 12 compensated days off (12/260 = 4.6%) = Direct Labor
Cost of $12.08 per hour.
Labor hours per month estimated at 558 x $12.08 = $6,740 per month for raw labor. This was the price
placed on solicitation page 37 (Attachment B) as our "Monthly Cost". This was an error. We ALWAYS
double our raw labor costs to arrive at a Bid Price, and this step was not taken. The price was not
double-checked and the error was not caught by anyone in this office prior to bid submittal. The
"doubling" of our raw labor accounts for our payroll taxes/insurance (36%), supplies & equipment
(9%), G&A &.OH (40%), and profit (15%).
Again, we apologize for the error, and hereby withdraw our bid. Please call me if there are any questions.
Walter N. Prince, President
Executive -Suite Services, Inc.
19025 Parthenia St. — Suite 200
Northridge, CA 91324
Phone (818) 993-6300 .
Fax (818) 993-0194
e-mail execwnp(a)socal.rr.com
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFP Title: _ �eRVt j }aotr,rL1 Se5\ 1 I i;��
Contractor:
Evaluator: �is 1 'L� �'P'i/�� 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.
(a)
Maximum Score
65
(b)
Score
J�
2. References
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
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.
4. Work Plan
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
10
10
15 I
!01 7,
100
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFP Title: . JwAa , -O 5-r*k j • G P �
Contractor: LC9IA&e. bCkV\6
Evaluator: SZ j Ll— 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.
2. References
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 ternumted 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.
(a) (b)
Maximum Score Score
6.5
10
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.
4. Work Plan 15 I LI
Score will be based on the extent in which the contractor demonstrates t l
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
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFP Title:
Contractor: Cl(I IMPi�ll1('
Evaluator: _ l'�G� �^ Date:
Selection Criteria
(a) (b)
Criteria Maximum Score Score
1. Costs 65 2-1
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.
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 tenninated 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
C3
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.
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
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFP Title: ,rnl �1 ` Sc 10L t_e f
Contractor:
Evaluator: S�.1r qt. �4:W
Date: r-d' 12-
Selection Criteria
(a) (b)
Criteria Maximum Score Score
1. Costs 65 3o
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.
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.
4. Work Plan 15 Z
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.
Lou �17
Total .100
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFP Title:
Contractor: C6hA�-�. "-.gym C.
Evaluator: 5 M . CZ
1. Costs
Date: S—°s ri
(a)
Maximum Score
65
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.
Criteria
Selection Criteria
(b)
Score
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.
4. Work Plan
15 ow
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.
I
Total
100
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFP Title: Pub `UJ L c.e..5
Contractor: C-k M
Evaluator: S,- ,w (3, . Q-: tt Date:
Selection Criteria
(a} (b)
Criteria Maximum Score Score
1. Costs 65 Z 1 �
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.
2. References 10
Three references shall be checked. Contractor shall receive a � (7
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 0
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.
4. Work Plan 15 S
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 andcomprehensive work plans, including
but not limited to specific discussion of relevant work, staffing plans,
quality assurance plans, schedules, management, subcontracting, training,
and communications. / S
Total 160
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
RFPTitle: Iwo, {OI^1"L Sere
Contractor: C A /�/ s
Evaluator: P7 , a . k a z ` Qf . ✓t.k 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.
2. References
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.
(a)
Maximum Score
65
10
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.
(b)
Score
21
IQ
4. Work Plan 15 1 2
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 S /
CITY OF VERNON CONTRACTOR RFP SCORING SHEET
PUP Title: �� kl;i ortH� Serer c2S
Contractor: _S-, vt h,
Ft i a I evt av� c<
Evaluator: M ke Fro r��c Date:
Selection Criteria
(a) (b)
Criteria Maximum Score Score
1. Costs
Score shall be calculated by taking the lowest contractors annual
65 4-9
or project price and dividing by the subject contractor's price than
multiplying the result by the maximum score.
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
c>
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.
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 77
CITY OF VERNON CONTRACTOR RFP SCORING SI3EET
RFP. Title: r~ h a r 0.1 Se r v, r. -e S
Contractor:
Evaluator: M 11 t•_ N tic V S;:rr h L--, Date: 6 - 4 -/Z
Selection Criteria
(a) (b)
Criteria Maximum Score Score
1. Costs 65 4 4-
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.
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.
4. Work Plan 15 Z
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 .7 z
1) oRImvnc
Professional Cleaning Services
Proposal
Prepared for:
The City Of Vernon
(RFP)
Request for Proposals for Janitorial Services
April 30, 2012
e h
Santa .fie
BUILDING
MAINTENANCE
;4 Palomino Dr. `
Hills, CA'91709
(909),666-2756
(909),606-6469'
antafebldmaint.com 4M
dtafebldma ntx6m
Please Recycle
Company at dance
Name:
Ila
Santa Fe Building Maintenance
Address: 15644 Palomino Dr.
Chino Hills, CA 91709
Telephone: (909) 606-2756 / 1 (877) 782-323 Toll Free
Fax: (909) 606-6469
Website: www.santafebidmaint.com
Inception year: 1978
Services: Professional Cleaning Services
Service Areas:
Client Sectors:
■ San Bernardino County
■ Orange County
• Riverside Counry
■ Los Angeles County
■ Ventura County
■ Government Facilities
■ Commercial Buildings
• Private Facilities
• Industrial Facilities
Buiding Types: Offices, Libraries, City Halls, Factories, Schools,
Churches, Shooping Centers,Court Buildings,
Warehouses, Transport, Public & Private
Government Facilities, etc.
General Services:
■ Cleaning Service
■ Floor Maintenance Services
■ Window Cleaning Services
■ Carpet Cleaning Services
• Blind Cleaning Services
Special Service: Pressure Washing Service
24 hour Emergency Services
Santa
TvIAI NTF-NANC 1=
Pg.
Letter of Transmittal..................................................................................1
Company Background & Experience.................................................2-4
WorkPlan .................................................................................5-8
Staff Qualifications.....................................................................9-10
Quality Assurance Program............................................................11-12
SampleForms...........................................................................13-16
Professional Fees- Included in the Separate Envelope Provided
15644 Palomino Dr. Chino Hills, CA 91709 • Tel:(909) 606-2756 9 Fax:(909) 606-6469
Santa Fe
BUILDING
MAINTENANCE
Monday, April 30, 2012
City of Vernon
Community Services Department
4305 Santa Fe Avenue,
Vernon, CA 90058
Dear Procurement Unit Officers,
Santa Fe Building Maintenance respectively submits this proposal for Janitorial
Service for the subject services and supplies indicated on the RFP provided, with full
knowledge and understanding of the terms and conditions of the proposal and the
services to be performed. We acknowledge the receipt of all addenda as well as having
the ability and financial commitment to fulfill the requirements specified in the Proposal
RFP# Janitorial Services.
Located at 15644 Palomino Dr. Chino Hills, CA 91709, Santa Fe Building
Maintenance is an independently owned and operated company that is certified as a small
business with the State of California. Santa Fe as been providing janitorial services to
Southern California cities for over 33 years. Having being in Business since 1978, our
experience and the ability to manage our level of work, sets us apart from most
companies. Santa Fe as a history of working effectively with counties and government
facilities, and is a trusted provider of high quality janitorial services.
As a company, Santa Fe takes pride in that special desire to deliver customer
satisfaction. In the process we have gained years of experience in providing high quality
and reliable services. Our most experienced management team consisting of Irineo Nuno
(Vice President) and Gilbert Jaramillo (Sales & Accounts Supervisor) will represent
Santa Fe at the City of Vernon. Irineo and Gilbert have 50 years plus of combined
experience in janitorial services, and both will be responsible for managing and
supervising services at the City of Vernon. Both Gilbert and Irineo are authorized to
represent the company, however only Irineo Nuno is authorized to sign and bind the
company into contracts.
I thank you for your consideration and hope this opportunity will lead to a
mutually beneficial relationship for years to come. Should you need to contact Santa Fe
or have any questions regarding our proposal please fell free to contact us, at (909) 606-
2756, via FAX (909) 606-6469, or via e-mail IrineoAsantafebldmaint.com
We look forward in keeping providing services to the City of Vernon.
Sincerely,
rineo Nuno
Vice President/Manager
Nitta Fe
BUILDING
MAINTENANCE
Background and Experience
Santa Fe Building Maintenance is women owned Certified Small Business that provides
services to various government facilities, some of which are included on our "Reference
Section" of this package. As already mention with over 33 years of experience, Santa Fe
is a organized and professional company that can provide janitorial services to any size
facility.
With over three decades of experience, we have developed a clear understanding of the
specific requirements and objectives of quality janitorial services. Santa Fe Building
Maintenance is a full service building maintenance company. We specialize injanitorial
services, including: carpet & floor cleaning, interior & exterior window cleaning,
upholstery cleaning, pressure washing, etc.Santa Fe Building Maintenance standards are
kept high with our unique personal training of each employee and our dedication to
service our client needs.
Since its establishment in 1975 Santa Fe Building Maintenance has been a choice
provider of quality services for government and private companies throughout Southern
California for almost half a century. With its strong connection to Southern California,
Santa Fe currently services The San Bernardino County Superior Courthouse for which
has been providing services since 2001, and other prominent clients such as KRT
Investments, Rancho Cucamonga Superior Courthouse, Orange County Administrative
Headquarters, among others.
Santa Fe Building Maintenance currently employs more than 60 dedicated, professional
supervisors and maintenance personnel who are capable of meeting the client's every
demand and quality standards. Under the current management, innovation and
entrepreneurial leadership have allowed the company to grow into a thriving, quality
maintenance service provider. One of Santa Fe's strengths is it's in depth management
and administrative support for its field personnel. This support has created a trained loyal
workforce with the skills to provide quality service that is consistent and completed on
timely manner.
Santa Fe currently services and provides professional custodial services to more than I
million square feet of government facilities and of private commercial office space daily.
Santa Fe prides its self in that it has never been debarred from a contract and that no
contract has ever been canceled due to the lack of quality of its services.
The company management staffs, with years of experience in the janitorial and
maintenance field, help design the techniques, procedures and approach of all work plans.
They implement their experience along with a previously written plan of approach and
procedures to enhance and ensure that all facets of a current project are successfully
completed on a timely manner.
2
Santa Fe
BUILDING
MAINTENANCE
While there are currently several companies that provide janitorial services, Santa Fe
distinguishes from the others on the professionalism and experience that Santa Fe
requires from field personnel, office staff, and supervisors. Being a small business, we
put greater care an emphasis on the quality of our work and the supervision of our
employees. What differentiates Santa Fe from the competition is our commitment to
provide more than just "a service" to our clients.
Santa Fe's mission is to add value to the organizations we serve. This commitment is
exemplified by our intensive employee -training curriculum that emphasizes quality
services and safety. Our training programs ensure that all employees develop a proactive
attitude, role and work emphasis focused on customer satisfaction while also being safe.
In addition, Santa Fe is dedicated to developing and utilizing advance technological
equipment as well as automating many manual procedures in order to improve each of
our employee's productivity in cleaning. Customer satisfaction is the yardstick Santa Fe
utilizes in measuring its success
Irineo Nuno
Will provide Account and Contract Supervision
City of Vernon
Designated City Representative
Gilbert Jaramillo
� (Indicates flow of Communication) Will provide Staff and Services Supervision
—
1 1
Cleaning Crew
Personnel who will perform all the Daily Services for the City of Vernon
• Maria Rodriguez- Janitor
• Pedro Rodriguez -Janitor
• Charles Godina- Janitor
• Felipe Rojas- Janitor
Specialty Cleaning Crew
Personnel who will perform all the Monthly, Quarterly and Yearly Special
Services for the City of Vernon
Jose Sosa- Floor, Window & Carpets Specialist
Santa Fe
BUILDING
MA I[WrEI.t NCE
Reference List
Santa Fe Building Maintenance as had a lot of experience working with city, county, and
government facilities.As the current janitorial service provider to the City of Vernon,
Santa Fe is aware of what the city expects from all its vendors and our goal is to meet and
exceed those expectations. Below is a list of similar projects that Santa Fe had/as the
pleasure of providing janitorial service to: (similarities include Square Footage, multiple facilities that need to be
serviced, public government facilities, security and quality of work important, among other similarities to the City of Vernon)
San Bernardino County Superior Courthouse
303 Third St.
San Bernardino, CA 92415
Contact person:
Ms. Tawana Ellison
(909)387-2251
108,000 SgFt
Length of service: 6/1/2007 to Current Date
Rancho Cucamonga Superior Courthouse
8303 N. Haven Ave
Rancho Cucamonga, CA 91730-3848
Contact Person:
Ms. Phillips Facio
Tel: (909) 841-5992
277,945 SgFt
Service length: 7/1/2010 to Current Date
Orange County Administrative Headquarters
1501 East St. Andrew Place
Santa Ana, CA 92705
Contact person:
Ms. Monica Marquez
(714)566-3066
80,000 SgFt
Length of Sevice: 12/1/2009 to Current Date
11
Santa Fe
BUILDING
MAINTENANCE
Work Plan
Santa Fe Building Maintenance proposes to provide services to the City of Vernon has
explained and required on the Statement of Work, Section VII of the RFP for Janitorial
Services
Santa Fe's approach to meet the required services will be by using the Assign Area
Approach. The Assign Area Approach will ensure that all work is performed according to
the contract requirements by assigning cleaning areas and responsibilities to each of the
service personnel. Santa Fe Building Maintenance believes that all its field personnel
should be able to perform all tasks within the area of cleaning services and should take
pride and responsibility on the quality of their own work. Assigning an Area, or in this
case a Facility, to each of the cleaning personnel will ensure that all services are
performed according to the specifications and the schedule provided. A system composed
of experienced personnel, supervision, reports and logs sheets will ensure that all
facilities are cleaned and maintained up to or above Santa Fe's and the City of Vernon
standards.
The methods that Santa Fe Building Maintenance will use to provided the requested
services are as follows:
Cleaning Personnel - A group of experience personnel on the janitorial and
Custodial fields will be use to perform the cleaning services.
Janitorial Technician: Normally work during the night shift or afternoon
shift and perform more or same duties as a Day -porter but in a
more detail way. They report to company supervisors and or
Facility Assign Manager. They are responsible for cleaning the
facility while the building is empty (NOTE: Buildings are
usually, preferably empty when janitors are there). Their duties
include but are not limited to:
• Cleaning Bathrooms
• Cleaning Offices
• Cleaning Cubicles
• Dumping trash
• Emptying waste baskets
• Dust furniture
• Window Cleaning
• Vacuuming of all carpet
• Etc.
Santa Fe
BUILDING
MAINTENANCE
Special Cleaning- Technician: They do not have a set shift do to the fact
that their work skills might be required during the day or night.
They are lead by a crew manager and report to company
supervisors. They are responsible for doing the weekly, monthly,
quarterly, and yearly special cleaning for our costumers. Their
duties include but are not limited to:
• Floor Waxing
• Floor Stripping
• Floor Shampooing
• Interior and Exterior window cleaning
• High surface cleaning
• Light fixtures and AC vents cleaning
• Floor and Carpet maintenance
• Etc.
Supervisors: They include Area and Facility supervisors and report to
company executive leaders (Owner, Vice President, Manager,).
Their duties vary depending on what they are in charge of
supervising (quality control, training, safety, performance, etc.)
some of their duties might include but are not limited to:
• Insuring work is done in time
• Making sure employees are following safety
procedures
• Quality control
• Employee performance
• Employee recruitment
• Employee training
• Etc.
Office Staff: Their shift begins at 9:00am and ends at 5:00pm Except for
costumer service and emergency services which is available
24/7. They include all costumer service, emergency and
operations staff. They report to an office manager assign by
company executives and are in charge of running the company
on its daily operations. Their duties might include but are not
limited to:
• Responding to costumer concerns, request,
complains, emergencies.
• Invoice mailing
0
0 a ntit Fe
SFO BUILDING
YM3A1NTENANCE
• Acquisition of new accounts
• Costumer & Supervisors line of
communication
• Employee and Supervisor tracking and
dispatch
• Etc.
Procedures
A Supervisor will be assign to the City of Vernon. He will be responsible for all janitors,
and will ensure that all services are performed to the specifications of the Statement of
Work. The assigned supervisor will allocate each of the janitors to their assign
facility/area and will monitor their performance.
Once their facility/area has being assign, the janitors will begin performing their daily,
weekly and monthly schedule of tasks as required in Section VII of the RFP to address
the requirements of the Statement of Work. The Quarterly and Yearly services will be
performed by Santa Fe's own Specialty Cleaning Crew according to the six month
schedule that Santa Fe will provide the city upon award of contract. (Please see sample
forms pg.13)
In order to monitor quality standards, a Quality Control Team (QCT) will inspect the
facility at random times and will report to Santa Fe's main office any findings or
discrepancies on the performance or quality of service done by the cleaning crew or
facility supervisor. The QCT report will include Inspection Sheets, Employee Evaluation
Forms, (please refer to sample forms pg. 14) and a written report and notes on the Quality
of Service for the entire facility comparing the performance standards of Santa Fe
Building Maintenance to those of the city. Proper action will be issue by Santa Fe's
management in order to correct discrepancies and quality standards following the
recommendations made by either the Quality Control Team or by any individual working
on the field. Such actions might include the re-training of staff, the replacement
/movement of personnel, and or the use of a different plan/approach to provide services.
All emergency and call backs will be handle by our main office dispatch which is
manned 24/7. Our specialty crews which are trained in all type of cleaning emergencies
are on call 24/7 and will respond whit -in 2 hours of any emergency clean ups. Our office
can handle multiple call backs within the same timeframe since there are multiple crews
on stand-by and available for deployment. Any special events cleaning and construction
clean-ups will also be handle by Santa Fe's specialty crew.
y- Santa :Fe
BUILDING
MAINTENANCE
The staffing plan will consist of multiple night janitors cleaning the buildings assigned to
them. One supervisor will be assigned to the city in order to monitor all services and
staff, and will receive support from our main office to resolve any problems. Any
vacation, absenteeism, sick days, etc. will be cover by our specialty crew, who by this
time should know the facilities and the requirements of each one, and will be familiar
with each of the facilities security system.
The facility supervisor will take inventory in a weekly basis and notify the office when
products need to be ordered .Santa Fe's main office will be in charge of ordering supplies
following the supervisor request. Our work methodology will not allow supplies to run
short do to the fact that our supervisor will keep track of all supplies at the facility.
All equipment will be in good working condition and will be inspected on a regular time
frame by our supervisor. Any defects on equipment will be immediately address, fixed or
replaced. In the event that supplies are needed due to an emergency notification of
shortage of supplies, Santa Fe has established a contingency plan that will resolve or will
address this situation. Santa Fe keeps emergency supplies at its main office and
warehouse for such situations. In addition Santa Fe maintains accounts with multiple
supply vendors around the L.A. area, who are able to provide supplies and delivery with
short notice in a reasonable amount of time. Supplies can also be picked up by our
employees at any of these vendors' locations upon notification and approval by Santa Fe
Management.
Santa Fe
BUILDING
MAINTFENANC E
Staff Qualifications
Irineo Nuno has been with Santa Fe Building Maintenance for 8 years. Currently he is the
Vice President/ Manager of the company. His experience on the janitorial field goes back
for more than 30 years. He would be overseeing along with Gilbert the daily operations
of the project. The following are the qualifications that make him suitable for this project:
SHILLS/ABILITIES
More recently, Irineo as been certified and tested by Environmental Outsource Inc. on
Bloodbome Pathogens, Asbestos Hazard Awareness, and on the Injury & Illness
Prevention Program. (Copy of cerlificaies available upon request)
Organizational/Management & Supervision
• Management and Supervision
• Window, Floor and Carpet cleaning expert
• Customer Service
Staff and Product management
Ability to train, motivate employees
Work History
Advanced Building Maintenance:
Work for them for about 20 years. Started as regular worker and learned all the skills that
pertain to the janitorial field. He Supervised 70 employees and 40+ janitorial contracts.
Although he has only work for one company other than Santa Fe, Irineo has the on the
job experience that other supervisors might not have. He has worked as a waxer all the
way to vice president of a company. He knows what the level of quality of work
customers expect from the janitors all the way to the supervisors. His on the job
experience along with Gilbert's management experience would make a success of this
project.
Santa Fe Building Maintenance:
Currently he is the Vice-president/Manager and takes hands on role on supervising
personally all current accounts with the company. Although his job does not include
doing work on the field, customers would usually see him helping his staff finish a job or
supervising a request/complain personally to make sure the job is done correctly.
Salina Fe
BUILDING
I4I,4i N'"i'EN.ANC rE
Staff Qualifications
Gilbert has been with Santa Fe Building Maintenance for two years; currently he is the
person in charge of Business Development (Sales) and of Personnel Development,
particularly supervisor development (training supervisors) for the company. He fully
understands the approach to the project and he is committed on doing the best work
possible. The following are the qualifications that make him suitable for this project:
SHILLSIABILITIES
More recently, Gilbert as been certified and tested by Environmental Outsource Inc. on
Bloodbome Pathogens, Asbestos Hazard Awareness, and on the Injury & Illness
Prevention Program. (Copy of certificates upon request)
Organizational/Management & Supervision
• Operations and Customer Service
• Skilled in reorganizing to save money
• Management and Supervision
• Ability to train, motivate employees
• Quickly and effectively solve customer complaints
• Constantly seeking new way to improve customer service
Work History
Merchants Building Maintenance: 1968 —1980
Started working as a janitor and worked his way up to District Manager. Duties included,
customer service, the over seeing of 100+ employees, 4 District supervisors, 130+
janitorial accounts.
Advanced Building Maintenance: 1980 — 2008
Employed as District Manager, in charge of 8 supervisors in Los Angeles County,
Orange County, San Diego County, San Bernardino County and Riverside County.
Oversaw the operations of the City of Lakewood, Fullerton, Huntington Park, Bell
Flower, Single Hills, La Habra.
Priority Building Maintenance: 2008 — 2009
Hire as Branch Manager in charge of 4 supervisors and responsible for 150 janitorial
accounts.
Gilbert has more than 40 experiences on the janitorial field. His management skills are
best to none. We are confident that he is the right person to undertake the current project.
10
Santa Fe
BUILDING
MAINTENANCE
Quality Control Plan for the City of Vernon
Our intention at Santa Fe Building Maintenance is to provide a fully workable and well -
supervised cleaning program. In order to insure that the City receives the best janitorial
service, Santa Fe will implement a quality control program with adequate management
and supervision that will make this intent a reality. Our plan will consist of the following:
1. Centralize Point of Contact
2. Site Inspections
3. Reports
4. Incentives
Santa Fe will assign a dedicated supervisor/area supervisor for all the city facilities to
perform supervision and to handle all aspects of the cleaning services; all employees will
be responsible to him. With a dedicated supervisor handling the entire account and
serving has a central contact point to all field employees and the designated city
supervisor, Santa Fe will be capable of making a "quick response" decision with out
consulting our main office for support; and most emergency situations would be handled
in a timely manner.
Daily site inspections will be conducted by each of the janitors/custodians to their assign
area or facility. Their self inspections will be in order to ensure that all their
assignments/tasks where completely taken care off. Supervisor will conduct random
inspections in order to monitor that all employees and tasks are being completed at a safe
and timely manner. Any major deficiencies that are found on the daily inspections by the
janitors shall be corrected that same day. If assistance is needed to correct any deficiency,
support will be available from the supervisor, our office and staff available in the area.
Random inspections will be conducted by Quality Control Team. The team which is
compose of experience personnel who have years of safety and services experience, will
visit the facilities during or after, the working hours of the cleaning personnel. Their site
visits would be in order to supervise workers performance and to insure personnel follow
safety procedures while at the same time performing their assigned duties. Their presence
at the worksite shall not be to intimidate employees but to serve has support to the work
force. Using their experience on the cleaning business, the Quality Control Team would
offer their expertise pertaining to certain tasks, services, tools, etc. making the workforce
more safe and efficient while monitoring the quality of service.
Santa Fe Building Maintenance will use Reports to analyze the performance of services
being provided and the performance of employees. These reports will allow Santa Fe to
11
Santa Fe
]BUILDING
MAINTENANCE
collect important data such as quality of work, supply inventory, employee performance,
etc. The Reports would allow Santa Fe to indentify vital faults in the services being
provided, employee performance and supply purchasing. Some of the reports sheets will
be using will include:
• Quality Inspections Reports
• Inventory Reports
• Employee Performance Reports
• Etc.
(Please refer to "sample forms " part of this package)
Incentives would help to encourage work and safety performance. Such incentives might
include gift cards, company advancement, etc. The acknowledgement of good work
performance thru the use of incentives will encourage work force to perform at their best
and will keep them motivated.
12
. I Alloy
Santa Fe CS-9 BUILDING Performance Evaluation and Review
MAINTENANCE
Employee Name:
Employee IDN
Classified As:
Job
osilion:
❑ Parl-lime Worker
❑ Fuiwime Worker
❑ Provalionary Employee
❑ 3"'Monlh ❑ 5" Mon >
"
Supervisor Name:
Account/Facility Assiened:
rlment/Area:
Review Date:
❑ SeV- "
uon
❑ Su F
'e Lhahmli.
b
t:
❑ a `'
nlrol Evalu
1. Understanding of the Job: Does empl
related to the requirements to complete
2. Quality of Work: Is the quality of . 1
standards? Is the employee accur ..."'7
3. Productivity and Efficiency: D `
uses resources wisely an , . ana
4. Reliability. Denendavi�fv Do
to completion as
5.
6.
7.
8.
9.
1.
by
ma$
"ss by taking
;s the
for
rules, report unsafe working
ractices in the workplace?
,integrity and high ethical
a desire to serve, show a
service?
Does the employee set individual objectives and goals,
and es al �i% " r iate priorities?
2. Probl "ti€ 6 : Does the employee identify and evaluate alternative solutions
and m ':{a' opriate decisions?
3. Creativi" : Does the employee generate and propose new concepts, approaches
and methods to improve task outcomes?
4. Flexibility: Does the employee demonstrate and ability to adjust to changing job
requirements or other unforeseen constraints?
5. Proper use of Resources: Does the employee manage the resources entrusted to
him/her with efficiency and economy?
6. Leadershin: Does employee take ownership of job duties and hold him/herself
accountable for projects and job duties
91MINIM-1
❑ ❑ ❑ ❑
14
� C
b d M > N
Interpersonal Skills
x x x
www z z¢
I.
Communication: Does the employee provide accurate, clear written and verbal
❑ ❑ ❑
information; presents information effectively, listen effectively, comprehend and
follow direction, and ask appropriate and timely questions?
2.
Cooperation: Does the employee give assistance to others to enable colleagues or
❑ El❑ ❑
the team to meet stated goals and objectives?
3.
Teamwork: Does the employee work effectively with others to accomplish
commong goals and objectives; uses formal and informal methods to improve the
❑ ❑ ❑ JEI
productivity of the group?
4.
Conflict Resolution: Does the employee take initiatives to address situations
❑ ❑ ❑ ❑
involving conflict? Does employee appropriately resolve differences with little
disruption to the work environment?
5.
Contructive Feedback: Does the employee accept constructive feedback and
demonstrate willingness to improve?
❑ El El I ❑
6.
Self Improvement: Does the employee actively seek opportunities for
❑ ❑ I ❑ ❑
improvement fo his/hers interpersonal skills?
7.
Leadership: Does the employee strive to cultivate and maintain positive working
relationships and demonstrate an attitude of respect towards co-workers?
�EJE]tltl
Comments/Notes
Signature of Evaluator
Date
Signature of Employee
Date
Santa Fe JANITORIAL INSPECTION REPORT
BUILDING
MAINTENANCE Inspector Name
Location
DATE
SERVICES REQUIRED
Rating:,
SERVICES RE QUI
Rating;;
,
Area / Item
Work Description
8
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Doors/:
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Toilets/Sinks/Urinals
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-&4. Doors
Trash Containers
Empty-Line-Clean-Sanitize
A.
-IN}tt7.
Dispensers -soap, towels, tissue,
Fill -Clean -Sanitize
j;C{lp,w
Shcs
napkin, etc.
Glass -Mirrors -Chrome Hardware
Clean -Polish
"'-.,--"
Fr".":.':Walls
';�I",
pot Clean
Floors
Sweep -Damp Mop -Spot
a
Clean
A-
Partitions -Doors
Dust -Damp Mop -Spot Cle
Walls by Sinks/Urinals
Damp Wipe
15.
-
�.0
Floor Drains
Seal -Clean
C
s
2teC
!:xxI
...
:,>- Tra
[JlhS
`pty, Damp Wipe
.,
FLOATS„ '
04, n
tirr °3
�x _
Vending
pF?;ji�CS
:"Damp
Wipe
eti ;
Resilient
':5 cep
Lights
Replace -Dust
Resilient
tYat p Mo
Chaus C'
eats-P - -�"res
Dust -Damp Wipe
Resilient
:W
Vents Fa
s-mds
Clean -Vacuum
Resilient
•!3u
Upholstered Furniture-
Vacuum -Shampoo
.i.
-.
Dra es
Cement -Terrazzo -Tile Ot
weep ap -
Glass Windows/Doors
Clean
Rugs -Carpets
Vacuum- _a' p
Mats
Vacuum -Pick Up turn
_
t
Drinking Fountains
Clean -Polish -Sanitize
' EXTERIOR
Kick plates -Thresholds
Clean -Polish
c se
Entrance '
:$ ,p
Light Switches -Handles
Clean -Polish
-Push Plates
Sidewalks .•:
vWl~.p ;;
..: .,,
Desks -Tables -Phones
Dust -Damp Wipe-Saniti
Parking Lot
p :.',
Janitor's Storage Areas
Clean -Organize -Restock
SAFETY x
Additions
Wet Floor signs in place'
:r
Proper Safety attire wora?: I.`
MSDS Sheet Properly Di
Safety Training Lesson
Safety Training Q & A
SPECIAL INSTRUCTIONS/NOTES:
Inspector
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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
$
$ 740.25
City Hall First Floor
9,800
$
$1,381.80
City Hall Second Floor
27,600
$
$3,891.60
City Hall Third Floor
7,876
$
$1,110.52
Petrelli Building
3,058
$
$431.78
Light and Power
3,162
$
$445.84
Public Works Building
3,895
$
$577.42
TOTAL COST PER MONTH
$8,579.21
Leonis Building
2,812
$
(Optional Item)
$396.49
TOTAL COST PER MONTH
$
WITH OPTIONAL ITEM
$8,975.70
Submitted by:
Santa Fe Building Maintenance
Address: 15644 Palomino Dry. Chino Hills, CA 91709
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: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
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: $ 30.00
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually: $ 100.00
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually: $ 3 00. 00
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: $ 375.00
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: $ 75.00
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: $ 0.04
39
CITY OF VERNON
COMMUNITY SERVICES & WATER DEPARTMENT
CONTRACT CHANGE ORDER NO. 1 SUPPLEMENT NO. SHEET 1 OF 1 SHEETS
PROJECT: Janitorial Services P.O. NO.
TO: Santa Fe Building Maintenance 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.
Add 1,176 square -feet of cleaning area to the 3rd Floor of City Hall; per Santa Fe Building Maintenance quote, dated
July 13, 2012. The cost is $164.64 per -month. The total monthly cost to provide Janitorial Services is $8,743.85. The
effective date will be August 1, 2012.
Resolution No. 2012-133
Contract Amount (Base Bid)
I ...............................................
$
8,579.21
Amount of This Change Order
I ...................................... 6 ......
$
164.64
Amount of Previous Change Orders
......................................
$
0
Total Chan e Orders
.....................................................
$
164.64
Modified Contract Amount ........................................... $ 8,743.85
'
By reason of this change order the time of
completion will be adjusted as follows:
Approved; z4q Date:
A D' f ommunit rviees &Water
Attest: Date: 7
it rd a aguchi, City Clerk
We, the undersigned Contractor, have ive areful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all
labor, equipment and materials, includ verlread, 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 shown above.
Accepted Date: July 30, 2012 Contractor: Santa Fe Building Maintenance
By: Title: Vice President/General Manager
Irmeo Nuno
C: rIVJWLrLLc/\ VULIUULUF/rnrcnming 15
Rev. 03/10
Santa Fe
BUILDING
MAINTENANCE
July 13, 2012
Scott Rigg
Public Works & Water Superintendent
City of Vernon
4305 Santa Fe Avenue
Vernon, C, i 90059
RE: Quote for 3`' Floor Office Area Addition
Dear Scott,
JUL 1 3 2012
Community Services
As you know the City of Vernon as decided to add 1,176 Square Feet of service
area on the third floor of the City Hall building. Since this addition was not included on
our current contract and was not part of the bid process, the quote price to provide
services to the new office space would be $ 164.64 monthly, bringing the total cost to
movide services to the City Hall "Third Floor with this new addition to $ 1,275.16
monthly.
Should you have any questions, please do not hesitate to contact me at (909) 606-
2756 or by e-mail at Irineopsantafebldmaint.com
Sincerely,
Irineo Nuno
Vice President/Manager
15644 Palomino Dr. Chino Hills, CA 91709 Phone (909)606-2756 1-877-782-3323 Fax (909) 606-6469
DRr
CONTRACT/AMENDMENT SIGNATURE.ROUTING FORM
CONTRACTOR: Sl, -1 F-
CONTRACT PURPOSE: 1'. -�!4r C.\ %A,\\ ,
CONTRACT IS: ❑ FEDERAL ❑ PREVAILING WAGE 2 COMPETIVE SELECTION & NOTICED RFP
❑ COMPETITIVE BID & NOTICED INVITATION TO BID
❑ EXEMPT FROM COMPETITIVE PROCESS (APPROVAL ATTACHED)
❑ SERVICES o MATERIALS 24UDGETED o NOT BUDGETED
TOTAL CONTRACT VALUE: $_\t311 19 7-16 , ILO Charge Acct. No(s) ar 1, to 49 . s96 LOo
Amendment Value $ iO4 j 9 a (-, Lo 06 Contract is an Amendment to Contract No. -A (if Applicable)
RESPONSIBLE DEPARTMENT PERSON: _ Ste. `IT 9. CL: &, 6 PHONE: X 219
AUTHORIZATION: [Approved by Council on tq� z 1, t_o k'3
(Check One) Resolution No. (if applicable)
❑ Approved by City Administrator on
Note: Attach supporting documentation
❑Amendment Approved by (if applicable)
ROUTING SEQUENCE: (Please Follow In Order - Do not use N/A) Initials Date
(1) Responsible Department Person
Checks substance of contract and assembles two (2) copies of
Contract, insurance & bond documents, certifies compliance
With Competitive Bidding and Purchasing Ordinance
'S' Za "• vs
(2) Liability and Claims i2 ter"
Approves insurance and sureties, if bonds required 4
(3) Finance (Purchasing) Ul/
Checks compliance with Competitive Bidding & Living Wage Ordinances
And reflected in current budget
(4) City Attorney
Approves contract as to form, verifies bonds and insurance included -7/ ( 1 1
(5) City Signatory G'✓` CZ_/_
Signs all copies on behalf of City
(6) City Clerk
Attests signatures, numbers, files contract, insurance and bonds, and
transmits duplicate original to contractor /
Rev. 425/13
i1 ® Policy Number: Date Entered:1/8/2009
'al✓ CERTIFICATE OF LIABILITY INSURANCE °"'�'MM°°"Y"
6/27/2013
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERS), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: N the certificate holder is an ADDITIONAL INSURED, the POUCAR S) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER -
VICTORIA INSURANCE AGENCY
Chris D. Victoria
:1740 West Katella Ave IfK
NAME' CHRI3 VICTORIA
PHONE (714) 744 -4500 F (714)744-2500
NR:
E L
ADD ss, CVICTORIABFARMERSAGENT-CON
INSIBERSAPFORDING COVERAGE
NAICS
Orange, CA, 92867
INSURERA:TRUCK INSURANCE EXCHANGE
21709
INSURED SATITA FE BUILDING MAINTENANCE
INSURERe IQlD-� Y INSURANCE CODipANY
1687
INSURERC:
GUADALUPE IWINA
15644 PALCMINO DRIVE
INSURERa;
CHINO HILLS, CA 91709-5510
INSURERE,
INSURERF
COVERAGES CERTIFICATE NUMBER: REVISION
NUMBER.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL. THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
� R
TYFE OF INSURANCE
POLICYNUMBElt
MWDDNYYY
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UMPS
A
GENERAL LIABILITY
COMMFAGAL GENERALUABILITY
CLAIMS -MADE ®OCCUR
X
60366-65-69
/29/2013
/29/2014
EACH OCCURRENCE
$1,000,000
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$ 75,000
MED EXPAny ona pa )
$ 5,000
PERSONAL $ AM INJURY
$i 1000, 000
—
GENERALAGGREGATE
$2,000,000
GENL AGGREGATE
POLICY
LIMIT APPLIES
PR,(,-LOC
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PRODUCTS-COMP/OPAGG
$1, 000, 000
$
AUTOMOBILE
LIABILITY
Ea a 0aN
1, 000, 000
BODILY INJURY(Pw pemmn)
$
B
ANYAUTO
ALL OWNED AUTOS AUTOS
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60486-94-07
1/01/2013
1/03/2014
SODILYINJURV(Pere denu
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$
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$
A
UMBRELLA LIAR
OCCUR
EACH OCCURRENCE
$ 2, 000, 000
EXCESS LIAB
CLAIMS -MADE
60499-63-93
3/29/2013
3/29/2014
AGGREGATE
$
DED RETENTION $ 10, 000
_
$
B
WORI(ERSCOMPENSAnON Y/N
AND EMPLOYERS'LIABILITY
ANYPROPRIETORRARTNERXNECURVE
OFFICER/MEMSER EXCLUDED?
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60366-65-692013
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$1001000
DESCReRION OF°PERANONSILOCATONSAVENICLES (At ACD for, pdaltieml Rama�gN)Ina)
30DAY? NOTICE OFCANCELLATION
D W'`_4JL
B LOCATION: CITY OF VERNON, RISK MNAG&M6NT - 4305 SANTAFEE AVESK NUE, �VERRNON, CA 90058
CITY OF VERNON, ITS CITY COUNCIL MENBERS, OFFICERS, OFFICIALS, EMPLOYEES, AGENTS, & VOLUNTEERS AS ADDITIONAL
INSURED ON THE AUTO AND GENERAL LIABILITY POLICIES. ENDORSEMENTS AND WAIVER ATTACKED
CITY OF VERNON, RISK MANAGEMENT
4305 SANTA FE AVENUE
VERNON, CA 90056
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS,
AUTHORaEDREPRESENTATVE
VICTORIA
7%Ab .
All
AGUKU 25 (21170105)
The ACORD name and logo are registered marks of ACORD
Produced using Forms BOSS Plus software. www.FDrmaBOss.com; Impressive Publishing WO-208-T977
V81 lI Vr WE"MuL! tw4m IIINIr/tilI'r=fYlCl�i 1
�7
DATE AUL ID r' i t::111 L
Policy Number: 603666559 4 RISK MANAGER E00021" Edition
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS -
SCHEDULED PERSON OR ORGANIZATION
This endorsement modifies insurance provided under the following:
BUSINESSOWNERS LIABILITY COVERAGE FORM
BUSINESSOWNERS COMMON POLICY CONDITIONS
With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modi-
fied by the endorsement.
SCHEDULE
Name Of Additional Insured Person(s)
CITY OF VERNON, ITS COUNCIL MEMBERS, ITS
Or Organlzation(s):
OFFICERS, OFFICIALS, EMPLOYEES, AGENTS,
AND VOLUNTEERS
Location Of Covered Operation(s):
CITY OF VERNON AND
CITY OF VERNON LIGHT & POWER
4305 SANTA FE AVE.
VERNON CA 90058
Effective Date Of Endorsement:
08101/2013
If no entry appears above information required to complete this endorsement will be shown in the Declarations.
The BUSINESSOWNERS LIABILITY COVERAGE FORM is amended as follows:
A. With respect to the additional insured described in paragraph B. of this endorsement, the following exclusions
are added to paragraph 1. Applicable To Business Liability Coverage under Section B. Exclusions:
This insurance does not apply to:
1. "Bodily injury" or 'property damage" for which the additional insured(s) is obligated to pay damages by
reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability
for damages that the additional insured(s) would have In the absence of the contract or agreement.
2. 'Bodily injury" or"property damage" occurring after:
a. Your ongoing operations at the location of covered operations other than service maintenance or re-
pairs performed by you or on your behalf have been completed; or
b. The portion of your ongoing operation out of which the "bodily injury" or "property damage" arises has
been put to its intended use by any person or organization.. .
But in no event shall this insurance apply to "bodily injury" or "property damage" arising out of your
operations that were completed prior to the effective date of this endorsement.
3. 'Bodily injury" or "property damage" arising out of any act or omission of the additional insured(s) or any of
its "employees", agents or contractors other than you, except for general supervision by the additional in-
sured(s) of your ongoing operations performed by that additional insured.
4. 'Property damage" to:
a. Property owned, used or occupied by or rented to the additional insured(s);
E00021'' Edltion Includes Copyrighted Material of Insurance Services Office, Inc. With its peanission Page 1 of 2
b. Property in the care custody or control of the additional insured(s) or over which the additional in-
sured(s) exercise physical control; or
c. Any work including materials, parts or equipment furnished in connection with such work which is per-
formed for the additional insured by you.
B. Section C. Who Is An Insured is amended to include as an insured the person(s) or organization(s) shown in
the Schedule, but only to the extent that the additional insured(s) is held liable for "bodily injury" or "property
damage" caused in whole or in part by:
1. Your ongoing operations performed for such person or organization at the location designated above;
2. The acts or omissions of your subcontractors acting on "your" behalf on the scheduled project In the per-
formance of your ongoing operations for the additional insured(s) which start and are completed within the
effective period of this endorsement; or
S. The ads or omissions of such additional insured(s) in connection with its general supervision of such op-
erations.
C. With respect to this endorsement, "wrap up policy' means an Owner or Contractor Controlled Insurance Pro-
gram providing one or a series of policies designed to cover a specific construction project that insures all of
the persons and entities working on such project.
The BUSINESSOWNERS COMMON POLICY CONDITIONS are amended as follows:
With respect to the additional insured described in paragraph B. of this endorsement, Section H. Other Insur.
ance is replaced by the following:
H. Other Insurance
1. Primary and Non Contributory Insurance
The coverage provided to an additional insured under this endorsement shall be primary and non con-
tributory ONLY to any insurance issued directly to the additional insured if:
a. The Named insured agreed in a written contract or written agreement to provide the additional
insured coverage on a primary and non contributory basis;
b. Such written contract or written agreement referenced in a. above was executed prior to the is-
suance of this endorsement;
C. The additional insured designated herein has a policy with an Other Insurance provision making
this policy excess; and
d. There is no "wrap up policy" in effect for the work performed at the location designated In the
Schedule of this endorsement.
2. Excess Insurance
If there is other valid and collectable insurance available to the additional insured(s) as an additional
insured under other policies covering the work performed at the location designated and described in
the schedule of this endorsement, this insurance will be excess over those policies.
This endorsement is part of your policy. It supersedes and controls anything to the contrary. It is otherwise sub-
ject to all the terms of the policy.
E0002 t" Edition Includes Copyrighted Material of Insurance Services Office, Inc. with its permission Page 2 of 2
POLICY NUMBER: 604869407
COMMERCIAL AUTO
CA 20 48 02II8
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
DESIGNATED INSURED
This endorsement modifies insurance provided under the following:
BUSINESS AUTO COVERAGE FORM
GARAGE COVERAGE FORM
MOTOR CARRIER COVERAGE FORM
TRUCKERS COVERAGE FORM
With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless
modified by this endorsement.
This endorsement identifies person(s) or organization(s) who are Insureds" under the Who Is An Insured ProA-
slon of the Coverage Form. This endorsement does not alter coverage provided In the Coverage Form.
This endorsement changes the policy effective on the inception date of the policy unless another date is indi-
cated below.
Endorsement Effective: Countersigned By:
03/12r2011
Named Insured:
SANTA FE BUILDING MAINTENANCE Authorized Representative)
SCHEDULE
Name of Person(s) or Organizatlon(s): CITY OF VERNON, ITS CITY COUNCIL MEMBERS, OFFICERS,
OFFICIALS, EMPLOYEES, AGENTS, & VOLUNTEERS
(if no entry appears above, information required to complete this endorsement will be shown In the Declaretions
as applicable to the endorsement.)
Each person or organization shown In the Schedule is an "insured" for Liability Coverage, but only to the extent
that person or organisation qualifies as an 'Insured' under the Who Is An Insured Provision contained
In Section It of the Coverage Forth.
INSURANCE APPROVED
CITY OF VERNON RISK MANAGEMENT
DATE
CA 20 48 02 99 Copyright, Insurance Services Office, Inc., 1998 Page 1 of 1 p
FARMERS WC990619
WORKERS' COMPENSATION AND EMPLOYERS'
LIABILITY INSURANCE POLICY
Named NRDnm, auAnuuPB cxND)
Insured .
ISS44 PALMINO DR Agent
• CRIRO HILLS G 91709 97-55-345 L0931-60-44 3011
Polity Number Policy
of the Company Year
Effective
Date Ii itsita
WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - BLANKET
We have the right to recover our payments from anyone liable for an injury covered by this policy. We will
not enfotm our right against the person or organization for which you perform work under awrittcn contract
that requires you to obtain this agreement from us.
The additional premium for this endorsement shall he 3.0 9G of the Workers' Compensation premium
otherwise due for the states)14wd below on such remuneration, subject to a minimum charge of at .
All written contracts in the state(s) of.
CA
INS URAt"` " 771OVED
CITY OF V EhNuji i;iz iK MANAGEMENT
DATE �11 �UL I HL
�+�Sr'. r.l�tiAGER
This endoaem ent is part of your policy. It supersedes and controls anything to the contrary. It is otherwise
subject to all the urns of the policy.
Countersigned Authorized Representative
hum 19 tmmlW - 16Ln111faI OF
NRNnA
b
��` U6bL avii Aia:'ru lull ( �, n`nups.i 11
July 1, 2013
Santa Fe Building Maintenance
Attn: Irineo Nuno, Vice President
15644 Palomino Drive
Chino Hills, CA 91709
Re: Amendment No. 1 to Services Agreement— Janitorial Services
Dear Mr. Nuno:
The insurance requirements have been met. Transmitted herewith is a fully executed original
amendment, as referenced above, approved by City Council minute order on May 21, 2013.
If you have any questions regarding this matter, please call Scott Rigg at 323/583-8811 Ext. 279.
Very truly yours,
/ar 2
Deborah R.Juarez
Records Management Assistant
Enclosure
c: S. Kevin Wilson
Scott Rigg
Purchasing Department
Agreement File No. 13-031
AMENDMENT NO. 1 TO THE SERVICES AGREEMENT BETWEEN THE CITY OF
VERNON AND SANTA FE BUILDING MAINTENANCE
FOR JANITORIAL SERVICES
This Amendment ("Amendment No. 1") to that certain Agreement for janitorial services
dated August 1, 2012, (the "Agreement'), is made as of May 91 , 2013, by and
between the City of Vernon, a California charter city and municipal corporation (the "City"), and
Santa Fe Building Maintenance ("Contractor"), an independent contractor.
WHEREAS, the City and Contractor are parties to a written Agreement dated
August 1, 2012, under which Contractor provides janitorial services for the Vernon City Hall,
Public Works Building, Vernon Light & Power, and the Petrelli Building ("the Agreement"); and
WHEREAS, the City and Contractor desire to amend the Agreement to extend the
Agreement for a period of one year, effective August 1, 2013, for a total amount not to exceed of
$104,926.20. A copy of the price schedule provided by Contractor is attached hereto as
Exhibit A.
NOW, THEREFORE, the parties to this Amendment No. 1 agree as follows:
1. Pursuant to Section 1(a) of the Agreement, the Agreement has been renewed for
an additional one (1) year period, and the Termination Date listed on the Cover Page is changed
to July 1, 2014.
A new Section 3(b) is added to the Agreement to read, as follows:
3b. Contractor's grand total consideration for the renewal term of this
Agreement, from August 1, 2013, to July 1, 2014, shall not exceed the
amount of One Hundred, Four Thousand, Nine Hundred, Twenty -Six
Dollars and Twenty Cents ($104,926.20), without prior City Council
approval and written amendment of this Agreement.
3. Except as expressly modified by this Amendment No. 1, all provisions of the
Agreement shall remain in full force and effect.
4. The provisions of this Amendment No. 1 shall constitute the entire agreement of
the parties with respect to the subject matter included in this Amendment No. 1 and shall
supersede any other agreement, understanding, or arrangement, whether written or oral, between
the parties with respect to the subject matter of this Amendment No. 1.
4. The person or persons executing this Amendment No. 1 on behalf of each of the
parties warrants and represents that he or she has the authority to execute this Amendment No.
on behalf of that party and has the authority to bind that patty to the performance of its
obligations hereunder.
IN WITNESS WHEREOF, the parties have signed this Amendment No. 1 as of the date
stated in the introductory clause.
[SIGNATURES FOLLOW ON NEXT PAGE]
- 1 - 0429131030
CITY OF VERNON
a California charter city and municipal
corporation
By:
Park hitworth, City Ad inistrator
A ST:
D a eed, Interim it} Clerk
APPROVEDI FOR
Nicholas Ge 'e Vo&lguezl
City Attorney
Santa Fe Building Maintenance, an independent
contractor
By:/ h -�
Name: L r i ✓1 ex) NO 0 0
Title: e n e 6o
'J
By:
Name:
Title:
-2-
0429131030
EXHIBIT A
April 25, 2013
Scott Rigg
Public Works & Water Superintendent
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
RE: Itemized Proposal for contract renewal
Dear Scott,
As you know our proposal to provide janitorial services for the City of Vernon, is
set to expire on August 1, 2013. Santa Fe would like to continue providing cleaning
services to the City of Vernon for the current monthly cost which is of $ 8,743.85 per
month.
You will find enclosed an itemized proposal for fiscal year 2013-2014.
We wish to thank you for your business, should you have any questions, please do
not hesitate to contact me at (909) 606-2756 or by e-mail at Iiineo@santafebldmaint.com
Sincerely,
-- 7
Irineo Nuno
General Manager
15644 Palomino Dr. Chino Hills, CA91709 Phone (909)606-2756 1-877-782-3323 Fax (909) 606-6469
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: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
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.
CostBi-Monthly: $ 30.00
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually; 100.00
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually: $ 300.00
38
Santa Fe
® BUILDING
s. MAINTENANCE
CITY OF VERNON
CITY HALL AND RELATED FACILITIES
FACILITY
AREA IN SQUARE FEET
MONTHLY COST
City Hall Basement
5,250
$ $ 740.25
City Hall First Floor
9,800
$
$1,381.80
City Hall Second Floor
27,600
$
$3,891.60
City Hall Third Floor
7,876
$
$1,275.16
Petrelli Building
3,058
$
$431.78
Light and Power
3,162
$
$445.84
Public Works Building
3,895
$
$577.42
TOTAL COST PER MONTH
$8,743.85
Leonis Building
2,812
$
(Optional Item)
$396.49
TOTAL COST PER MONTH
$
WITH OPTIONAL ITEM
9,140.34
Submitted by:
Santa Fe Building Maintenance
Address: 15644 Palomino Dr. Chino Hills, CA 91709
Signature:
37
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: $ 375.00
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: $ 75.00
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: $ 0.04
39
STAFF REPORT
DEPARTMENT OF COMMUNITY SERVICES & WA'
DATE: May 21, 2013
TO: Honorable Mayor and City Council
Ap
FROM: Samuel Kevin Wilson, Director of Community Services and Water
RE: Approval of Amendment No. 1 extending the existing Services Agreement for
Janitorial Services between the City of Vernon and Santa Fe Building
Maintenance for a period of one-year
Recommendation
It is recommended that the City Council:
1. Find the proposed Amendment No. 1, extending the Services Agreement between the City of Vernon
and Santa Fe Building Maintenance for one-year, is exempt under the California Environmental Quality
Act (CEQA) in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects
that may have an effect on the environment; and
2. Approve Amendment No. 1 extending the Services Agreement between the City of Vernon and
Santa Fe Building Maintenance for Janitorial Services for a period of one-year with no increase in cost.
The annual cost of service shall not exceed $104,926.20. The Services Agreement will be made effective
August 1, 2013, and terminate effective July 1, 2014.
Background
The City issued Request for Proposals to prospective contractors in April of 2012 in order solicit
competitive bids for Janitorial Services. The Janitorial Services Agreement was ultimately awarded to
Santa Fe Building Maintenance, effective August 1, 2012. Under Section No. 1(a) `Term and Time
Performance" of the existing Services Agreement, it states that the City may renew this Agreement on a
year-to-year basis at its discretion.
Fiscal Impact
The proposed Amendment No. 1 stipulates that Santa Fe Building Maintenance will provide the
said service at a not -to -exceed cost of $104,926.20. This expenditure will be budgeted in the 2013-2014
fiscal year under Account No. 0 11. 1049.596200-Professional Services Other.
SKW/sr
Enclosures
AMENDMENT NO. 1 TO THE SERVICES AGREEMENT BETWEEN THE CITY OF
VERNON AND SANTA FE BUILDING MAINTENANCE
FOR JANITORIAL SERVICES
This Amendment ("Amendment No. 1") to that certain Agreement for janitorial services
dated August 1, 2012, (the "Agreement"), is made as of 2013, by and
between the City of Vernon, a California charter city and municipal corporation (the "City"), and
Santa Fe Building Maintenance ("Contractor"), an independent contractor.
WHEREAS, the City and Contractor are parties to a written Agreement dated
August 1, 2012, under which Contractor provides janitorial services for the Vernon City Hall,
Public Works Building, Vernon Light & Power, and the Petrelli Building ("the Agreement"); and
WHEREAS, the City and Contractor desire to amend the Agreement to extend the
Agreement for a period of one year, effective August 1, 2013, for a total amount not to exceed of
$104,926.20. A copy of the price schedule provided by Contractor is attached hereto as
Exhibit A.
NOW, THEREFORE, the parties to this Amendment No. 1 agree as follows:
1. Pursuant to Section 1(a) of the Agreement, the Agreement has been renewed for
an additional one (1) year period, and the Termination Date listed on the Cover Page is changed
to July 1, 2014.
2. A new Section 3(b) is added to the Agreement to read, as follows:
3b. Contractor's grand total consideration for the renewal term of this
Agreement, from August 1, 2013, to July 1, 2014, shall not exceed the
amount of One Hundred, Four Thousand, Nine Hundred, Twenty -Six
Dollars and Twenty Cents ($104,926.20), without prior City Council
approval and written amendment of this Agreement.
3. Except as expressly modified by this Amendment No. 1, all provisions of the
Agreement shall remain in full force and effect.
4. The provisions of this Amendment No. 1 shall constitute the entire agreement of
the parties with respect to the subject matter included in this Amendment No. 1 and shall
supersede any other agreement, understanding, or arrangement, whether written or oral, between
the parties with respect to the subject matter of this Amendment No. 1.
4. The person or persons executing this'Amendment No. 1 on behalf of each of the
parties warrants and represents that he or she has the authority to execute this Amendment No.
on behalf of that party and has the authority to bind that party to the performance of its
obligations hereunder.
IN WITNESS WHEREOF, the parties have signed this Amendment No. 1 as of the date
stated in the introductory clause.
[SIGNATURES FOLLOW ON NEXT PAGE]
- 1 - 0429131030
CITY OF VERNON
a California charter city and municipal
corporation
Santa Fe Building Maintenance, an independent
contractor
By:
By: Name:
Mark Whitworth, City Administrator
Title:
ATTEST:
By:
Dana Reed, Interim City Clerk Name:
Title:
APPROVED AS TO FORM:
Nicholas George Rodriguez,
City Attorney
- 2 - 0429131030
EXHIBIT A
April 25, 2013
Scott Rigg
Public Works & Water Superintendent
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
RE: Itemized Proposal for contract renewal
Dear Scott,
As you know our proposal to provide janitorial services for the City of Vernon, is
set to expire on August 1, 2013, Santa Fe would like to continue providing cleaning
services to the City of Vernon for the current monthly cost which is of $ 8,743.85 per
month.
You will find enclosed an itemized proposal for fiscal year 2013-2014.
We wish to thank you for your business, should you have any questions, please do
not hesitate to contact me at (909) 606-2756 or by e-mail at h-ineo@santafebldmaint.com
Sincerely,
Irineo Nuno
General Manager
15644 Palomino Dr. Chino Hills, CA91709 Plione (909)606-2756 1-877-782-3323 Fax (909) 606-6469
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 Tilt:
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
Cost Per Quarter Per Square Foot: $ 0.06
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: $ 30.00
3) WINDOWS AND GLASS
• ITEM 1: Exterior Glass: Wash all exterior -building windows leaving no visible
streaking.
Cost Annually: $ 100.00
• ITEM 2: Interior Glass: Wash all interior -building windows leaving no visible
streaking.
Cost Annually: $ 300.00
38
Santa Fe
BUILDING
MAINTENANCE
CITY OF VERNON
CITY HALL AND RELATED FACILITIES
FACILITY
AREA IN SQUARE FEET
MONTHLY COST
City Hall Basement
5,250
$ $ 740.25
City Hall First Floor
9,800
$
$1,381.80
City Hall Second Floor
27,600
$
$3,891.60
City Hall Third Floor
7,876
$
$1,275.16
Petrelli Building
3,058
$
$431.78
Light and Power
3,162
$
$445.84
Public Works Building
3,895
$
$577.42
TOTAL COST PER MONTH
$8,743.85
Leonis Building
2,812
$
(Optional Item)
$396.49
TOTAL COST PER MONTH
$
WITH OPTIONAL ITEM
9,140.34
Submitted by:
Santa Fe Building Maintenance
Address: 15644 Palomino Dr. Chino Hills, CA 91709
Signature:}
37
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: $ 375.00
• 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: $ 75.00
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: $ 0.04
39