HomeMy WebLinkAboutItem 5.6 Amendments to Agreements for Consulting Services and Contractor Services with Willdan Energy Solutions and Tri-Valley Janitorial Services & Supply Agenda Item 5.6
STAFF REPORT
CITY COUNCIL
Page 1 of 3
DATE: June 16, 2026
TO: Honorable Mayor and City Councilmembers
FROM: Colleen Tribby, City Manager
SUBJECT:
Second Amendments to Agreements for Consulting Services and
Contractor Services with Willdan Energy Solutions and Tri-Valley Janitorial
Services & Supply, Inc.
Prepared by: Brad Olson, Management Analyst II
EXECUTIVE SUMMARY:
The City Council will consider approving amendments to the Consulting Services Agreement
with Willdan Energy Solutions Inc. and the Contractor Services Agreement with Tri-Valley
Janitorial Services & Supply Inc. The proposed amendments extend the durations and
increase the not-to-exceed compensation amounts of the agreements.
STAFF RECOMMENDATION:
Adopt the Resolution Approving a Second Amendment to the Consulting Services Agreement
Between the City of Dublin and Willdan Energy Solutions Inc. and adopt the Resolution
Approving a Second Amendment to the Contractor Services Agreement Between the City of
Dublin and Tri-Valley Janitorial Services & Supply Inc.
FINANCIAL IMPACT:
The cost of these services will be charged to the Public Works Department in accordance with
the adopted annual operating budget.
DESCRIPTION:
The Public Works Department utilizes consultants and contractors on Capital Improvement
Program (CIP) Projects, private development projects, and City operations and maintenance
programs. Services provided assist Staff in specific areas of technical, operational, and
maintenance services. Consultants and contractors are solicited through open and competitive
request for proposals (RFP) or request for qualifications (RFQ) processes.
The proposed amendments affect two existing contracts, one for consulting services with
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Willdan Energy Solutions and the other for services with Tri-Valley Janitorial Services &
Supply.
Willdan Energy Solutions
On May 17, 2022 the City Council approved a Consulting Services Agreement with Willdan
Energy Solutions Inc. (Resolution No. 46-22) to assist with the implementation of the Climate
Action Plan 2030 and Beyond (CAP 2030) by developing a building electrification plan,
developing an electric vehicle infrastructure plan, and assisting with the development of a low
carbon concrete code. In June 2025 a first amendment was executed administratively,
extending the term of the agreement through June 30, 2026 with no change to the contract
total (Attachment 3).
Staff proposes a second amendment to the agreement with Willdan Energy Solutions
(Attachment 2) increasing the total compensation by $103,000 and extending the term to June
30, 2027. This amendment will provide continued support for CAP 2030 implementation,
finalize the Electric Vehicle Infrastructure Plan, finalize the building electrification plan, and
develop a 2025 Green House Gas Inventory as described in Attachment 3.
Tri-Valley Janitorial Services & Supply, Inc.
On April 20, 2021 the City Council approved a Contractor Services Agreement with Tri-Valley
Janitorial Services & Supply Inc. (Resolution No. 30-21) for janitorial services at City facilities
and at Camp Parks Reserve Forces Training Area (Camp Parks). On June 4, 2024 the City
Council approved a first amendment to that agreement (Resolution No. 40-24). The amended
agreement (Attachment 6) expires on June 30, 2026. Staff proposes a second amendment to
the agreement with Tri-Valley Janitorial (Attachment 5), extending the term by two years
through June 30, 2028 and including revisions to the scope of service and compensation
schedule.
The City of Dublin provides janitorial management services at Camp Parks through an
Intergovernmental Support Agreement (IGSA) approved by Council on December 3, 2019
(Resolution No. 129-19). In accordance with the IGSA, the City is reimbursed for all
expenditures related to janitorial services and supplies provided at Camp Parks and receives
an administrative fee to cover the cost of managing the contract. Since all Camp Parks
services are funded in full through the IGSA agreement, the proposed second amendment
removes the not-to-exceed (NTE) limit for services performed at Camp Parks. This allows City
staff to work directly with Camp Parks to authorize requested Janitorial services and manage
the associated expenditure and revenue budgets administratively.
The proposed second amendment replaces the existing NTE of $4,302,219.83 (for City and
Camp Parks services combined) with a new compensation amount of $6,322,430.68. This
total includes a not-to-exceed amount of $3,659,142.03 for City services, and an anticipated
amount of $2,663,288.65 for Camp Parks services. The table below provides the existing totals
for City facilities and Camp Parks, as well as the proposed totals for FY 2026-27 and 2027-28:
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Location
FY 2021-22
through
FY2025-26 FY 2026-27 FY 2027-28 Total
City Facilities $2,483,475.12 $579,161.04 $596,535.87 $3,659,142.03
Camp Parks $1,818,744.71 $416,016.72 $428,497.22 $2,663,288.65
Total $4,302,219.83 $995,177.76 $1,025,033.09 $6,322,430.68
STRATEGIC PLAN INITIATIVE:
The second amendment to the Willdan Energy Solutions Inc. agreement aligns with Strategy
5C in the 2024-2026 Strategic Plan:
Strategic Plan 2024-2026
Strategy 5: Long-Term Infrastructure and Sustainability Investments
Objective C: Continue to make progress on the Climate Action Plan and sustainable
operations.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving a Second Amendment to the Consulting Services Agreement
Between the City of Dublin and Willdan Energy Solutions Inc.
2) Exhibit A to the Resolution – Second Amendment to the Consulting Services Agreement
Between the City of Dublin and Willdan Energy Solutions Inc.
3) Consulting Services Agreement with Willdan Energy Solutions Inc. and First Amendment to
the Consulting Services Agreement with Willdan Energy Solutions Inc.
4) Resolution Approving a Second Amendment to the Contractor Services Agreement
Between the City of Dublin and Tri-Valley Janitorial Services & Supply Inc.
5) Exhibit A to the Resolution – Second Amendment to the Contractor Services Agreement
with Tri-Valley Janitorial Service & Supply Inc.
6) Contractor Services Agreement with Tri-Valley Janitorial Service & Supply Inc. and First
Amendment to the Contractor Services Agreement with Tri-Valley Janitorial Service &
Supply Inc.
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Attachment 1
Reso. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 1 of 2
RESOLUTION NO. XX – 26
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A SECOND AMENDMENT TO THE CONSULTING SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND WILLDAN ENERGY SOLUTIONS INC.
WHEREAS, the City of Dublin has been a leader in the fight against climate change, having
adopted its first Climate Action Plan in 2010 with an update in 2013, with the goal to reduce greenhouse
gas (GHG) emissions to 1990 levels by 2020; and
WHEREAS, on September 15, 2020 the City Council adopted the City of Dublin Climate Action
Plan 2030 and Beyond (CAP 2030) which includes goals to reduce GHG emissions by 40% below 1990
levels by 2030 and to put the City on a path to reach carbon neutrality by 2045; and
WHEREAS, CAP 2030 includes 22 measures under five strategy areas including renewable and
carbon-free electricity, building efficiency and electrification, sustainable mobility and land use,
materials and waste management, and municipal leadership; and
WHEREAS, in order to achieve the goals in CAP 2030 the City must implement all 22 measures
included in CAP 2030; and
WHEREAS, on May 17, 2022 the City Council passed Resolution No. 46-22, approving the
Consulting Services Agreement between the City of Dublin and Willdan Energy Solutions for Building
Electrification, EV Charger, and Low Carbon Concrete Code Assistance; and
WHEREAS, on June 12, 2025 the Agreement was amended to extend the term through June
30, 2026; and
WHEREAS, the City and the Consultant now wish to amend the Agreement to extend the term
through June 30, 2027 and increase the not-to-exceed amount to $523,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does herby
approve the second amendment to the agreement with Willdan Energy Solutions Inc. attached hereto
as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the second
amendment to the agreement, and make any necessary, non -substantive changes to carry out the
intent of this Resolution.
{Signatures on the following page}
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Reso. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 2 of 2
PASSED, APPROVED, AND ADOPTED BY the City Council of the City of Dublin, on this 16th
day of June, 2026 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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SECOND AMENDMENT TO CONSULTING SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND
WILLDAN ENERGY SOLUTIONS, INC.
WHEREAS, on May 18, 2022, the City of Dublin (hereinafter referred to as "CITY")
and Willdan Energy Solutions (hereinafter referred to as "CONSULTANT") entered into a
Consulting Services Agreement for Building Electrification, Electric Vehicle Charger, and Low
Carbon Concrete Code Assistance Services (hereinafter referred to as the “AGREEMENT”); and
WHEREAS, on June 12, 2025, the AGREEMENT was amended to extend the term
through June 30, 2026; and
WHEREAS, the CITY and CONSULTANT now wish to amend the AGREEMENT to
extend the term through June 30, 2027, modifying section 1.1, section 2, and exhibits A and B of
the Agreement; and
NOW THEREFORE, for good and valuable consideration, the sufficiency of which
is hereby acknowledged, the AGREEMENT is amended as follows:
1) The end of the term, set forth in section 1.1 of the AGREEMENT, shall be extended until
June 30, 2027.
2) The total compensation, set forth in section 2 of the AGREEMENT, shall be increased to
$523,000, adding $103,000 to the not-to-exceed (NTE) compensation.
3) Revised Exhibit A (Scope of Services) of the AGREEMENT is amended per the attached.
4) Revised Exhibit B (Compensation Schedule & Reimbursable Expenses) of the
AGREEMENT is amended per the attached.
5) Except to the extent inconsistent with this Second Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
6) All requisite insurance policies to be maintained by the CONSULTANT pursuant to the
AGREEMENT, as may have been amended from time to time, shall include coverage for
the amended term, as described above.
7) The individuals executing this Second Amendment and the instruments referenced in it
on behalf of CONSULTANT each represent and warrant that they have the legal power,
right and actual authority to bind CONSULTANT to the terms and conditions of this
Second Amendment.
SIGNATURES ON THE FOLLOWING PAGE
Attachment 2Exhibit A to the Resolution
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IN WITNESS WHEREOF, the parties hereto have caused this Second Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN WILLDAN ENERGY SOLUTIONS, INC.
By: _____________________________ By: _____________________________
Colleen Tribby, City Manager Sharath Acharya, P.E., CEM,
Vice President of Engineering
Dated:
ATTEST:
By: _____________________________
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
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EXHIBIT A
SCOPE OF SERVICES
Revised Scope of Services from the Second Amendment to the Willdan Energy Solutions Agreement for
Building Electrification, EV Charger, and Low Carbon Concrete Code Assistance
Continued Tasks
Project Management
The Willdan Team will continue biweekly check in meetings with City staff to kick off and review
progress on specific tasks. Project meeting frequency may vary depending on project needs.
Deliverables
x Meeting agendas and meeting minutes for all check in meetings (Word/PDF)
Task 4. Additional Support for Measure SM-2, Develop an Electric Vehicle Infrastructure Plan
x Make modifications to the Plan, as needed, based on City Council feedback (including two
review cycles). Revisions are expected to be minor in nature, and do not include significant
recalculations, major rewriting of report sections, or creation of new report sections.
o Deliverables: Revised updated Plan and final Plan (Word/PDF)
Task 6. Additional Support for Measure EE-4, Develop an Existing Building Electrification Plan
x City Council presentation and/or attendance (one meeting)
x Make modifications to the Plan, as needed, based on City Council feedback (including two
review cycles). Revisions are expected to be minor in nature, and do not include significant
recalculations, major rewriting of report sections, or creation of new report sections.
o Deliverables: Revised updated Plan and final Plan (Word/PDF)
Task 9. Miscellaneous CAP Implementation
This is intended for CAP implementation activities that may arise from on-going or new efforts that
would benefit from additional resources.
New Tasks
Task 10. 2025 GHG Inventory Update
Subtask 1. Project Kickoff and Data Request
Rincon will facilitate an inventory kickoff meeting with Dublin staff to discuss project goals and
objectives. The kickoff meeting will provide an opportunity to refine the scope of work and proposed
timeline and identify informational needs. To streamline the data collection process, Rincon will provide
a comprehensive data request broken into sections to provide a clear understanding of the parties
responsible for collecting specific data pieces to be included in the community emission inventories.
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Rincon will complete the inventories using consistent methodologies to those prepared previously for
CAP 2030 and the 2022 inventory update.
Subtask 2. Prepare 2025 Community GHG Inventory
Using the communitywide activity data to be provided to Rincon by the City, Rincon will prepare a
Dublin 2025 community GHG inventory. The completed GHG inventory workbook customized for Dublin
for the City’s 2022 communitywide GHG inventory will be utilized to develop the 2025 GHG inventory.
The Dublin GHG inventory workbook has been customized for the City based on protocols, data activity
types/inputs, emissions factors, and emissions calculations. Using this workbook will streamline
development of the inventory and ensure that the Community GHG Inventory is directly comparable to
the City’s previous inventories.
Emission factors will be updated for all sectors based on methodologies used in past inventories and
best practices. Updated versions of EPA fuel emission factor will be sourced for transportation
emissions calculations and current utility (PG&E/AVA) emission factors will be updated for electricity
and water. Wastewater emission factors will be sourced from the International Council for Local
Environmental Initiatives’ (ICLEI). Waste emission factors will be based on the most recent waste
characterization study provided by the waste hauler, StopWaste, or CalRecycle. Vehicle miles travelled
(VMT) data will be sourced from the Metropolitan Transportation Commission (MTC) and the CARB
Emission FACtor (EMFAC 2021) model. GHG emissions from off-road vehicles and equipment will be
sourced from CARB’s OFFROAD2021 model.
Transparency and consistency are of the utmost importance to Rincon when completing GHG
inventories. Therefore, Rincon has developed clear and easy to follow calculation tools and reports that
allow inventories to be replicated in the future by referencing all data, assumptions, and
methodologies. All calculations will be completed using the easy to read and transparent inventory tool
Rincon developed for Dublin’s 2022 GHG inventory. Rincon will provide a completed copy of our
inventory tool which will contain all activity data, emissions factors, emissions data, and references for
methodologies as well as easy to read summary tabs.
Following approval from the City, Rincon will provide the unlocked inventory with relevant tables and
charts of the community GHG inventory findings. In addition, Rincon will provide a table visually
comparing historical GHG inventory results.
Subtask 3. Prepare a 2025 Municipal GHG Inventory
An updated municipal GHG inventory for 2025 will be prepared as part of this scope of work. Rincon has
historical municipal inventories for the City from 2005, 2010, and 2015; however, the methodologies
used in those may differ from current methodologies. Where appliable, Rincon will make comparisons
to historical inventories. During the project kick-off, Rincon will provide a comprehensive data request
broken into sections to provide a clear understanding of the parties responsible for collecting specific
data to be included in the municipal GHG emissions inventory update. Rincon will QA/QC all data and
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review any discrepancies or methodological changes required with City staff before generating the GHG
inventory.
The updated municipal inventory will be developed following the calculation and reporting standards
outlined in the ICLEI Local Government Operation (LGO) Protocol, which aligns with the Global Protocol
for Community-Scale GHG Emissions Inventories (GPC) local government operations protocol. Under
the LGO Protocol, GHG Emissions from Dublin’s municipal operations will be classified into four main
sectors:
x Buildings and other facilities (e.g., stationary combustion)
x City vehicle and equipment fleet (e.g., mobile combustion)
x Wastewater facilities (e.g., wastewater treatment and discharge)
x Indirect emissions (e.g., employee commuting, landfilled solid waste generation)
Emission factors will also be updated for all sectors based on best practices including the most
updated versions of EPA fuel emission factors and updated emission factors for electricity, water and
wastewater emission factors from ICLEI. Waste emission factors will be based on the most recent
waste characterization study provided by the waste hauler, StopWaste, and/or CalRecycle. All
calculations will be completed using the easy to read and transparent inventory tool. The tool will also
provide outputs that will align with the Statewide Energy Efficiency Collaborative (SEEC) ClearPath
program. After review and approval from the City, Rincon will upload activity data and emissions factors
using SEEC ClearPath.
Subtask 4. City Council presentation and/or attendance (one meeting)
Upon completion of the GHG inventories Rincon will prepare up to two PowerPoint presentations, one
for each inventory, to present to City Council. The presentation will summarize the major GHG emission
sources in the City and municipal operations. The presentations will highlight progress from previous
inventories towards CAP goals, where applicable. The presentation will highlight how inventory data is
incorporated into the tools created during the 2022 Inventory and available for staff and public use. It is
assumed that the presentations are given virtually.
Assumptions
x City will provide and/or make connections to data providers to obtain the information needed to
calculate the GHG inventories. Rincon will follow up with data providers as needed.
x Rincon will collect any data which is publicly available (emission factors).
x Rincon will provide a memorandum outlining data used to calculate the community inventory
and a brief summary of the results.
x The City will provide up to two rounds of consolidated comments on draft deliverables.
x Inventory will take approximately 4 months to complete after task kickoff.
Deliverables
x Kickoff Meeting Agenda and Minutes for the kick-off meeting (MS Word)
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x Refined Schedule following the kick-off meeting (MS Excel)
x Community and Municipal Data Request following kick-off meeting (MS Word)
x Draft 2025 Community GHG inventory tool (MS Excel)
x Tables visually comparing historic inventories
x Draft 2025 Municipal GHG inventory tool (MS Excel)
x Two virtual meetings per GHG inventory, (excluding the kick-off meeting) with the City team (MS
Teams platform)
x One virtual presentation for each GHG Inventory (MS PowerPoint)
Contract Metrics
x QA/QC is mandatory before release of deliverables. Examples of rigorous QA/QC include, but
are not limited to, the following:
o No to minimal (less than 3 per document) calculation/rounding errors
o Text and table/figures alignment
o Proper grammar, formatting, and punctuation
x Responses to comments on draft documents must be clearly incorporated into revised
documents.
x GHG emissions inventories must be transparent, replicable and updateable by the City for
future updates.
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EXHIBIT B
COMPENSATION SCHEDULE & REIMBURSABLE EXPSNESES
Revised Compensation Schedule & Reimbursable Expenses from the Second Amendment to the
Willdan Energy Solutions Agreement for Building Electrification, EV Charger, and Low Carbon Concrete
Code Assistance.
Fee Schedule and Compensation Willdan will provide the scope of work described in Exhibit A for a
total not to exceed (NTE) cost of $103,000, increasing the previous contract NTE from $420,000 to
$523,000. Costs for the additional task and the new hourly rates are summarized in Table 1 and Table 2.
Direct costs, including travel, outreach materials, or data purchases will be billed at cost without
markup.
Table 1. Proposed Additional Task Project Budget
Proposed Additional Task Project Budget
Task Task Budget
2025 GHG Inventory Update $49,000
SM-2 EV Infrastructure Plan Ongoing Support $9,000
EE-4 Building Electrification Plan Ongoing
Support $15,000
As Needed CAP Support $20,000
Project Management $10,000
Total Labor $103,000
Direct Costs $0
Total Not to Exceed Fee $103,000
Table 2. Hourly Rates as of July 1, 2026
Compensation Rate Schedule - Maximum Rates, June 1,
2026
Labor Classification Hourly Rate
Willdan
Director $246
Senior Project Manager $203
Project Manager I $173
Senior Engineer IV $217
Senior Engineer II $203
Associate Engineer I $189
Assistant Engineer IV $176
Assistant Engineer III $171
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Technical Aide I $83
Rincon
Principal $350
Senior Supervisor I $311
Senior Professional II $291
Senior Professional I $271
Professional IV $240
Professional III $224
Professional II $198
Professional I $176
Clerical $123
E3
Senior Partner $575
Senior Director $465
Director $410
Senior Consultant $335
Consultant $275
Associate $240
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CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
WILLDAN ENERGY SOLUTIONS, INC.
FOR
BUILDING ELECTRIFICATION, ELECTRIC VEHICLE CHARGER, AND LOW CARBON CONCRETE
CODE ASSISTANCE
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
Willdan Energy Solutions, Inc. ("Consultant") (together sometimes referred to as the "Parties") as of May
18, 2022 (the "Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on June 30, 2025 the date of completion specified in Exhibit A, and Consultant shall
complete the work described in Exhibit A on or before that date, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section 8. The time
provided to Consultant to complete the services required by this Agreement shall not affect
the City's right to terminate the Agreement, as referenced in Section 8. Notwithstanding
the foregoing this Agreement may be extended on a month to month basis for up to 6
months upon the written consent of the Consultant and the City Manager, provided that: a)
sufficient funds have been appropriated for such purchase, b) the price charged by the
Consultant for the provision of the serves described in Exhibit A does not increase. None
of the foregoing shall affect the City's right to terminate the Agreement as provided for in
Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Subsection 1.2 above and to satisfy Consultant's obligations hereunder.
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger, Page 1 of 15
and Low Carbon Building Code Assistance
Attachment 3
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Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $420,000
notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the
Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the
time and in the manner set forth herein. The payments specified below shall be the only payments from
City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to
City in the manner specified herein. Except as specifically authorized by City in writing, Consultant shall
not bill City for duplicate services performed by more than one person.
Consultant and City acknowledge and agree that compensation paid by City to Consultant under this
Agreement is based upon Consultant's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the Parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. No individual performing work under this Agreement shall
bill more than 2,000 hours in a fiscal year unless approved, in writing, by the City Manager
or his/her designee. Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
The beginning and ending dates of the billing period;
A Task Summary containing the original contract amount, the amount of prior billings,
the total due this period, the balance available under the Agreement, and the
percentage of completion;
A copy of the applicable time entries or time sheets shall be submitted showing the
following:
o Daily logs of total hours worked by each individual performing work under
this Agreement
o Hours must be logged in increments of tenths of an hour or quarter hour
o If this Agreement covers multiple projects, all hours must also be logged
by project assignment
o A brief description of the work, and each reimbursable expense
The total number of hours of work performed under the Agreement by Consultant and
each employee, agent, and subcontractor of Consultant performing services
hereunder;
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger, Page 2 of 15
and Low Carbon Building Code Assistance
1292
The Consultant's signature;
Consultant shall give separate notice to the City when the total number of hours
worked by Consultant and any individual employee, agent, or subcontractor of
Consultant reaches or exceeds 800 hours within a 12-month period under this
Agreement and any other agreement between Consultant and City. Such notice shall
include an estimate of the time necessary to complete work described in Exhibit A and
the estimate of time necessary to complete work under any other agreement between
Consultant and City, if applicable.
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this
Agreement within 60 days after completion of the services and submittal to City of a final
invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown on the compensation schedule attached hereto as Exhibit B.
2.6 Reimbursable Expenses. Reimbursable expenses are included in the total amount of
compensation provided under this Agreement that shall not be exceeded.
2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Consultant terminates this
Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets to verify costs incurred to that date.
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger, Page 3 of 15
and Low Carbon Building Code Assistance
1293
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Consultant only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be
reasonably necessary for Consultant's use while consulting with City employees and reviewing records and
the information in possession of the City. The location, quantity, and time of furnishing those facilities shall
be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve
incurring any direct expense, including but not limited to computer, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before fully executing this Agreement, Consultant, at its
own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance
listed below against claims for injuries to persons or damages to property that may arise from or in
connection with the performance of the work hereunder by the Consultant and its agents, representatives,
employees, and subcontractors. Consistent with the following provisions, Consultant shall provide proof
satisfactory to City of such insurance that meets the requirements of this section and under forms of
insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work.
Consultant shall maintain the insurance policies required by this section throughout the term of this
Agreement. The cost of such insurance shall be included in the Consultant's bid or proposal. Consultant
shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all
insurance required herein for the subcontractor(s) and provided evidence to City that such insurance is in
effect. VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED AND MADE PART OF
THIS AGREEMENT PRIOR TO EXECUTION. Consultant shall maintain all required insurance listed
herein for the duration of this Agreement.
4.1 Workers' Compensation.
4.1.1 General Requirements. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for
any and all persons employed directly or indirectly by Consultant. The Statutory
Workers' Compensation Insurance and Employer's Liability Insurance shall be
provided with limits of not less than $1,000,000 per accident. In the alternative,
Consultant may rely on a self-insurance program to meet these requirements, but
only if the program of self-insurance complies fully with the provisions of the
California Labor Code. Determination of whether a self-insurance program meets
the standards of the California Labor Code shall be solely in the discretion of the
Contract Administrator.
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The Workers' Compensation policy shall be endorsed with a waiver of subrogation
in favor of the entity for all work performed by the Consultant, its employees,
agents, and subcontractors.
4.1.2 Submittal Requirements. To comply with Subsection 4.1, Consultant shall
submit the following:
Certificate of Liability Insurance in the amounts specified in the section;
and
Waiver of Subrogation Endorsement as required by the section.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General Requirements. Consultant, at its own cost and expense, shall maintain
commercial general liability insurance for the term of this Agreement in an amount
not less than $1,000,000 and automobile liability insurance for the term of this
Agreement in an amount not less than $1,000,000 per occurrence, combined
single limit coverage for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile Liability
form or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed under this
Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting
therefrom, and damage to property resulting from activities contemplated under
this Agreement, including without limitation, blanket contractual liability and the
use of owned and non -owned automobiles.
4.2.2 Minimum Scope of Coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (most recent edition) covering comprehensive General Liability on an
occurrence" basis. Automobile coverage shall be at least as broad as Insurance
Services Office Automobile Liability form CA 0001, Code 1 (any auto). No
endorsement shall be attached limiting the coverage.
4.2.3 Additional Requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
The Insurance shall cover on an occurrence or an accident basis, and not
on a claims -made basis.
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City, its officers, officials, employees, and volunteers are to be covered as
additional insureds as respects: liability arising out of work or operations
performed by or on behalf of the Consultant; or automobiles owned,
leased, hired, or borrowed by the Consultant.
Consultant hereby agrees to waive subrogation which any insurer or
contractor may require from vendor by virtue of the payment of any loss.
Consultant agrees to obtain any endorsements that may be necessary to
effect this waiver of subrogation.
For any claims related to this Agreement or the work hereunder, the
Consultant's insurance coverage shall be primary insurance as respects
the City, its officers, officials, employees, and volunteers. Any insurance
or self-insurance maintained by the City, its officers, officials, employees,
or volunteers shall be excess of the Consultant's insurance and shall not
contribute with it.
4.2.4 Submittal Requirements. To comply with Subsection 4.2, Consultant shall
submit the following:
a. Certificate of Liability Insurance in the amounts specified in the section;
b. Additional Insured Endorsement as required by the section;
C. Waiver of Subrogation Endorsement as required by the section; and
d. Primary Insurance Endorsement as required by the section.
4.3 Professional Liability Insurance.
4.3.1 General Requirements. Consultant, at its own cost and expense, shall maintain
for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount
not less than $2,000,000 covering the licensed professionals' errors and
omissions. Any deductible or self -insured retention shall not exceed $150,000 per
claim.
4.3.2 Claims -Made Limitations. The following provisions shall apply if the professional
liability coverage is written on a claims -made form:
The retroactive date of the policy must be shown and must be before the
date of the Agreement.
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Insurance must be maintained and evidence of insurance must be
provided for at least 3 years after completion of the Agreement or the
work, so long as commercially available at reasonable rates.
C. If coverage is canceled or not renewed and it is not replaced with another
claims -made policy form with a retroactive date that precedes the date of
this Agreement, Consultant shall purchase an extended period coverage
for a minimum of 3 years after completion of work under this Agreement.
d. A copy of the claim reporting requirements must be submitted to the City
for review prior to the commencement of any work under this Agreement.
4.3.3 Submittal Requirements. To comply with Subsection 4.3, Consultant shall
submit the Certificate of Liability Insurance in the amounts specified in the section.
4.4 All Policies Requirements.
4.4.1 Acceptability of Insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of Coverage. Prior to beginning any work under this Agreement,
Consultant shall furnish City with complete copies of all Certificates of Liability
Insurance delivered to Consultant by the insurer, including complete copies of all
endorsements attached to the policies. All copies of Certificates of Liability
Insurance and certified endorsements shall show the signature of a person
authorized by that insurer to bind coverage on its behalf. If the City does not
receive the required insurance documents prior to the Consultant beginning work,
it shall not waive the Consultant's obligation to provide them. The City reserves
the right to require complete copies of all required insurance policies at any time.
4.4.3 Deductibles and Self -Insured Retentions. Consultant shall disclose to and
obtain the written approval of City for the self -insured retentions and deductibles
before beginning any of the services or work called for by any term of this
Agreement. At the option of the City, either: the insurer shall reduce or eliminate
such deductibles or self -insured retentions as respects the City, its officers,
employees, and volunteers; or the Consultant shall provide a financial guarantee
satisfactory to the City guaranteeing payment of losses and related investigations,
claim administration and defense expenses.
4.4.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting"
policy limit (i.e. limit that is eroded by the cost of defense).
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4.4.5 Endorsement Requirements. Each insurance policy required by Section 4 shall
be endorsed to state that coverage shall not be canceled by either party, except
after 30 days' prior written notice has been provided to the City.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Consultant's breach:
Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
Order Consultant to stop work under this Agreement or withhold any payment that
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Refer to the attached
Exhibit C, which is incorporated herein and made a part of this Agreement.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of City. This Agreement shall
not be construed as an agreement for employment. City shall have the right to control
Consultant only insofar as the results of Consultant's services rendered pursuant to this
Agreement and assignment of personnel pursuant to Subsection 1.3; however, otherwise
City shall not have the right to control the means by which Consultant accomplishes
services rendered pursuant to this Agreement. Consultant further acknowledges that
Consultant performs Services outside the usual course of the City's business; and is
customarily engaged in an independently established trade, occupation, or business of the
same nature as the Consultant performs for the City and has the option to perform such
work for other entities. Notwithstanding any other City, state, or federal policy, rule,
regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents,
and subcontractors providing services under this Agreement shall not qualify for or
become entitled to, and hereby agree to waive any and all claims to, any compensation,
benefit, or any incident of employment by City, including but not limited to eligibility to
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enroll in the California Public Employees Retirement System (PERS) as an employee of
City and entitlement to any contribution to be paid by City for employer contributions and/or
employee contributions for PERS benefits.
6.2 Consultant Not an Agent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws and regulations applicable to the performance of the work hereunder, including but
not limited to, the California Building Code, the Americans with Disabilities Act, and any
copyright, patent or trademark law. Consultant's failure to comply with any law(s) or
regulation(s) applicable to the performance of the work hereunder shall constitute a breach
of contract.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms of
such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals of whatsoever nature that are legally required to practice their respective
professions. Consultant represents and warrants to City that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any licenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Consultant and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the
basis of a person's race, sex, gender, religion (including religious dress and grooming
practices), national origin, ancestry, physical or mental disability, medical condition
including cancer and genetic characteristics), marital status, age, sexual orientation, color,
creed, pregnancy, genetic information, gender identity or expression, political affiliation or
belief, military/veteran status, or any other classification protected by applicable local,
state, or federal laws (each a "Protected Characteristic"), against any employee, applicant
for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or
applicant for any services or programs provided by Consultant under this Agreement.
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Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Consultant.
Consultant may cancel this Agreement upon 30 days' written notice to City and shall
include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of
such compensation upon Consultant delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Consultant or
prepared by or for Consultant or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if City grants such an extension, City shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no
obligation to reimburse Consultant for any otherwise reimbursable expenses incurred
during the extension period.
8.3 Amendments. The Parties may amend this Agreement only by a writing signed by all the
Parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Consultant shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the subcontractors noted
in the proposal, without prior written approval of the Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement.
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8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms
of this Agreement, City's remedies shall include, but are not limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
City would have paid Consultant pursuant to Section 2 if Consultant had
completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Consultant prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the City. Consultant hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City and are
not necessarily suitable for any future or other use. City and Consultant agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
Parties.
9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of 3 years, or for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Subsection 9.2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to
the examination and audit of the State Auditor, at the request of City or as part of any audit
of the City, for a period of 3 years after final payment under the Agreement.
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Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the Parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Alameda or in the United States District Court for
the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the Parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place
Consultant in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Consultant shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Section 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous 12 months,
an employee, agent, appointee, or official of the City. If Consultant was an employee,
agent, appointee, or official of the City in the previous 12 months, Consultant warrants that
it did not participate in any manner in the forming of this Agreement. Consultant
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understands that, if this Agreement is made in violation of California Government Code
Section 1090 et seq., the entire Agreement is void and Consultant will not be entitled to
any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Consultant will be required to reimburse the City for any
sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it
may be subject to criminal prosecution for a violation of California Government Code
Section 1090 et seq., and, if applicable, will be disqualified from holding public office in the
State of California.
At City's sole discretion, Consultant may be required to file with the City a Form 700 to
identify and document Consultant's economic interests, as defined and regulated by the
California Fair Political Practices Commission. If Consultant is required to file a Form 700,
Consultant is hereby advised to contact the Dublin City Clerk for the Form 700 and
directions on how to prepare it.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by the City Manager
Contract Administrator"). All correspondence shall be directed to or through the Contract
Administrator or his or her designee.
10.10 Notices. Any written notice to Consultant shall be sent to:
Willdan Energy Solutions, Inc.
Attn: Micah Chen, General Counsel
2401 East Katella Avenue, Suite 300
Anaheim, CA 92806-5909
Any written notice to City shall be sent to:
City of Dublin
Attn: Shannan Young, Environmental & Sustainability Manager
100 Civic Plaza
Dublin, CA 94568
10.11 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibits A, B, and C represents the entire and integrated
agreement between City and Consultant and supersedes all prior negotiations,
representations, or agreements, either written or oral.
Exhibit A Scope of Services
Exhibit B Compensation Schedule & Reimbursable Expenses
Exhibit C Indemnification
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10.12 Counterparts and Electronic Signatures. This Agreement may be executed in multiple
counterparts, each of which shall be an original and all of which together shall constitute
one agreement. Counterparts delivered and/or signatures executed by City -approved
electronic or digital means shall have the same force and effect as the use of a manual
signature. Both Parties desire this Agreement to be electronically signed in accordance
with applicable federal and California law. Either Party may revoke its agreement to use
electronic signatures at any time by giving notice to the other Party.
10.13 Certification per Iran Contracting Act of 2010. In the event that this contract is for
one million dollars ($1,000,000.00) or more, by Consultant's signature below Consultant
certifies that Consultant, and any parent entities, subsidiaries, successors or subunits of
Consultant are not identified on a list created pursuant to subdivision (b) of Section 2203 of
the California Public Contract Code as a person engaging in investment activities in Iran as
described in subdivision (a) of Section 2202.5, or as a person described in subdivision (b)
of Section 2202.5 of the California Public Contract Code, as applicable.
SIGNATURES ON FOLLOWING PAGE
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The Parties have executed this Agreement as of the Effective Date. The persons whose signatures appear
below certify that they are authorized to sign on behalf of the respective Party.
CITY OF DUBLIN
Docu:
Lin a mi h, i y Manager
Attest:
FDocuSigned
by:
Xq,A. W-rt
Mars a oore, City Clerk
Approved as to Form:
DocuSign eid by:
v
i y4Aorney8453..
3070368.1
WILLDAN ENERGY SOLUTIONS, INC.
ra
DocuSigned by:
t465dAb Tony`
d'ni94ice President of Engineering Consulting
Services Agreement between City of Dublin and May 18, 2022 Willdan
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I*:cu :111r_1
SCOPE OF SERVICES
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger,
and Low Carbon Building Code Assistance Exhibit A — Page 1 of 1
1306
ti - .eon •; - !^ b `, x"T
ice'
J ,., `
f ?•
Proposal
Building Electrification, Electric Vehicle
Charger, and Low Carbon Concrete
Building Code Assistance
April 4, 2022
WWILLDAN
1307
Wt"WILLDAN
March 30, 2022
Mr. Jordan Foss
Management Analyst II
100 Civic Plaza
Dublin, CA 94568
Re: Request for Proposals (RFP) for Building Electrification, Electric Vehicle Charger, and Low Carbon
Concrete Building Code Assistance
Dear Mr. Foss:
Willdan Energy Solutions (Willdan) is pleased to submit the enclosed proposal in response to the above
referenced RFP from the City of Dublin (City). Willdan, along with our subconsultants Rincon Consultants,
Inc. (Rincon) and AIM Consulting, Inc. (AIM), are overwhelmingly qualified to cost-effectively provide all of
the services specified in the RFP as a result of our extensive history supporting building and transportation
electrification and greenhouse gas (GHG) reduction efforts at the City and throughout California. We offer a
unique combination of capabilities, directly relevant experience, and innovative approaches, including:
Direct experience with design and implementation of the City's Climate Action Plan (CAP). Our approach
will be informed by Rincon's past work developing the City's CAP, as well as Willdan's current work
implementing energy projects in support of the CAP's goals.
Building Electrification. We are an industry leader in addressing the challenges of the electrification of
both new and existing facilities and have developed analyses of electrification economics and load
impacts for cities and California utilities, as well as directly supporting facility electrification efforts in the
Bay Area through our Local Government/K-12 (GK12) Energy Efficiency Program in PG&E territory and
the County of San Mateo's Regionally Integrated Climate Action Planning Suite (RICAPS).
Transportation Electrification. Our Team's experience includes developing regional electric vehicle (EV)
implementation plans for public agencies and forecasting EV load impacts for Bay Area utilities.
GHG Emissions Analysis. Rincon developed the original GHG emissions analysis for the City's CAP and will
build on this critical experience with the support of Willdan's energy engineering expertise.
Deep experience with municipal codes and ordinances. Willdan and Rincon are both deeply experienced
with municipal building code development, review and compliance, and have developed reach codes and
building electrification codes for other cities in the region, including Livermore.
Local Outreach. Certified Disadvantaged Business Enterprise (DBE) AIM has over 17 years' experience
providing community engagement for municipal plans and projects in the Bay Area.
All the members of the Willdan Team have an extensive history of successfully working together, and our
proposed approach is grounded in real -world lessons learned from our previous work experience. This will
enable us to leverage resources across tasks to reduce overall costs and deliver more efficient services. Our
Team sincerely appreciates this opportunity to continue to be of service to the City of Dublin.
6x.—
Tony Scla ni
Vice President of Engineering
WILLDAN ENERGY SOLUTIONS
Ph: 619-902-0510
E-mail: tsclafani@willdan.com
Engineering and Planning I Energy Efficiency and Sustainability I Financial and Economic Consulting I National Preparedness and Interoperability
44 Montgomery, Suite 1500, San Francisco, CA 94104 1308
TABLE OF CONTENTS
Qualifications..............................................................................................................................2
References..................................................................................................................................4
Staffing........................................................................................................................................5
Approach....................................................................................................................................8
ProjectSchedule.......................................................................................................................19
Budget......................................................................................................................................19
ConsultingAgreement...............................................................................................................20
APPENDICES..............................................................................................................................21
AppendixA— Resumes..............................................................................................................21
City Dublin
Building Electrification, Electric Vehicle Charger, and Low Carbon Concrete Building Code Assistanceistance
1309
Qualifications
Willdan
Willdan is a leading nationwide provider of professional
consulting and technical services, with a core focus on
assisting municipalities with reaching their high-
performance goals, particularly in California. Since the
company's founding in 1964, Willdan's municipal
support services have grown to encompass facility and
transportation electrification programs, CAP
implementation, GHG emissions and grid capacity
analyses, building ordinance and code development,
and stakeholder engagement. We have provided energy
efficiency, sustainability, and facility -improvement plans
and services to public agencies and has served more
than 370,000 customers with 320,000 projects that
have prevented 5.6M metric tons of GHG emissions,
saved 7,000 GWh and reduced demand on the grid.
432O OOO+
Energy Projects
Delivered
000 GWh SA Million 010
Metric Tons
GHG Emissions
Avoided 00
Headquartered in Anaheim, with local offices in San
Francisco, our team of over 400 licensed professional
of 'fications
engineers, planners and project managers have
Building Energy Demand Side Build gy
developed and analyzed 14,000+ projects for Modeling Management Commissioning Auditor
Professional Professional Professional
nearly 800 cities and counties nationwide, including
currently delivering $21M in energy projects in support of the City of Dublin's CAP goals. A summary of
Willdan's relevant experience includes:
Serving 424 of the 482 incorporated cities in California over the last 50 years. We staff and administer
building departments, serving as Building Officials and plan -reviewers, and writing and administering
related codes, ordinances, and policy. Our Building and Safety, Planning, Energy, and Engineering
divisions fully understand the responsibilities of local agencies, and the processes that must be followed
in service to the public.
An analysis on electrification economics and load impacts on behalf of the City of Denver. As part of
that analysis, Willdan identified the consumer economics of electrification across multiple different
types of measures for both residential and commercial customers in Denver.
Development of a Cost and Emissions Impacts of Residential Building Electrification in California Study
for three of California's largest electric utilities — Southern California Edison (SCE), Sacramento
Municipal Utility District (SMUD), and the Los Angeles Department of Water and Power (LADWP) — to
explore the consumer costs and emissions reduction potential associated with the electrification of
California homes.
Development of an EV Implementation Plan for the Southern California Association of Governments
SCAG) that includes conducting local outreach to stakeholders, siting EV charging stations (EVCS),
identifying local barriers to EV adoption and opportunities to overcome them, connecting SCAG
members to funding resources, and analyzing local permitting requirements.
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Development of Electric Vehicle and Charging Infrastructure Analysis for a confidential Northern
California utility client. Forecast scenarios ranged from 2.8 million battery electric vehicles (BEV) and
215k plug-in hybrid electric vehicles (PHEV) to 7.4 million BEV and 1.8 million PHEV. Project also included
the prediction of fleet -based electrification forecasts. Future revisions of the tool that emerged from this
project will include the ability to analyze even more scenarios, as well updating the propensity of
adoption of EV fleets, individual adoption, and charger locations from new data.
To ensure the City's needs are fully met, Willdan has teamed with frequent partners Rincon and AIM. All three
firms have a long history of working together to support municipal clients in California. Willdan is currently
working with Rincon to support the County of San Mateo's RICAPS, with a particular focus on facility and
transportation electrification strategies, including the delivery of innovative electric heat pump hot water
heating measures as part of Willdan's third -party GK12 Energy Efficiency program in PG&E territory. We have
partnered with AIM for nearly 15 years on a variety of project types ranging from smaller community -based
planning studies to major projects with complex stakeholder coordination needs and valuations exceeding
80 million. AIM works closely with our team designing required outreach, project or program websites, follow
up communications, and programmatic environmental implementation, as required for delivery of planning
measures.
Rincon Consultants, Inc.
Rincon is a multi -disciplinary environmental science, planning, and engineering consulting firm that provides
professional services to both government and industry. Their skilled professionals have many years of
experience in climate action and adaptation planning; GHG emissions inventorying and analysis, life cycle
assessment, building electrification strategies and reach codes, California Environmental Quality Act (CEQA)
compliance and streamlining, energy conservation, green building, and public engagement related to these
services. Rincon has extensive experience in climate action planning as well as implementation and monitoring.
They have assisted numerous counties and cities throughout the state with climate action, adaptation, and
implementation projects and have built cutting -edge tools to help jurisdictions track their CAP progress over
time (CAPDash). Rincon has a wealth of experience in the Tri-Valley including developing CAPS for the cities
of Dublin, Livermore, San Ramon, and Pleasanton. Rincon also brings significant experience in both new and
existing building electrification including the completion of the Berkeley Existing Building Electrification
Strategy and the development of new building electrification ordinances for the cities of Pleasanton,
Livermore, and Sacramento. Rincon also has demonstrated success with the Team, working with Willdan on
the San Mateo RICAPS and recently completing CAPS for the Cities of Sacramento and Chico with the support
of AIM, one of their preferred engagement partners.
AIM Consulting, Inc.
AIM was established in 2005 and provides public participation and strategic communication services for
infrastructure and land use projects in rural, suburban, and urban communities throughout Northern
California. Their team of facilitation and communication professionals develops and implements public
participation programs that bring diverse stakeholders together and creates a space for constructive dialogue
that respects all individuals and leverages the positive work of the engaged community.
For many of their projects the team successfully facilitates community engagement processes from early
planning through design and construction. They specialize in large projects with complex regulatory and design
considerations. They help affected community members understand these complex processes to ensure
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meaningful engagement and successful outcomes for all parties. Their communication strategies include both
earned and paid media, online and social media, presentations, and grassroots awareness campaigns. They
establish strong partnerships with public agencies, private businesses, community -based organizations, and
advocacy groups. They research and adopt, when appropriate, industry best practices of public participation
and communication technologies and have instilled a consistent quality assurance process.
AIM Consulting is an S-Corporation that is certified as a Small Business Enterprise by the State of California,
Department of General Services (Supplier No. 44639) and as a Disadvantaged Business Enterprise by the State
of California, Department of Transportation (UCP Firm No. 35954).
References
Southern Electric Vehicle Charging Station Study Alison Linder, PhD
California Developed EV Infrastructure Plans for 18 cities in the SCAG Senior Regional
Association of
region, including Los Angeles, Anaheim, and Long Beach Planner
Governments
SCAG) Created a GIS suitability analysis tool to target sites for EVCS 213 ) 236-1934
Conducted 200 site evaluations, 100 of which included a lnder@scag.ca.gov
Key Personnel: conceptual layout and estimated installation costs for EVCS 900 Wilshire Blvd.,
Taylor Briglio Held 22 listening sessions with participating cities to Ste. 1700, Los
Jeff Lau understand barriers to streamline EV permitting Angeles, CA 90017
Participated in 15 community events throughout the region to
Contract increase awareness and benefits of EV ownership and get
Start/End Dates: feedback on where the community would like EVCS installed
November 2020 — Developed 18 policy memos, one for each city, to help them
October 2022 comply with AB1236 and overcome EV barriers
anticipated) Created education guides for Cities, property owners, and the
general population summarizing benefits of transitioning to
electric vehicles and installing charging stations
County of Santa Soquel Drive Buffered Bike Lane and Congestion Mitigation
Cruz Project
Key Personnel: AIM is providing public outreach and communication
Katie DeMaio consultant services for the County's project to enhance safety
for bicyclists and pedestrians and improve travel time on
Soquel Avenue/Drive.
Contract AIM has been engaging the community by developing a
Start/End Dates: project website, informational materials and flyers, and by
2021 - present organizing two community specific public workshops to learn
more about the project and upcoming construction schedules
Two meetings took place this past January with over 110
community members in attendance.
Tim Nguyen,
Assistant Civil
Engineer
831) 454-2371
Tim.NRuvenCDsanta
cruzcounty.us
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City of Livermore Climate Action Plan Update, Climate Vulnerability Assessment,
and Initial Study -Negative Declaration
Key Personnel: Climate Action Plan Update that includes an inventory update,
Ryan Gardner forecast of future emissions to 2045, and a vulnerability
assessment
Contract Identify a suite of GHG reduction and adaptation strategies
Start/End Dates: that fit the City's unique blend of technological advancement
January 2020- Lawrence Livermore and Sandia National Laboratories) and
Present agricultural roots
Developing New Construction Electrification Ordinance which
includes a cost effectiveness study and outreach
Implementing CAPDash, a cloud -based monitoring tool for the
City to tack their implementation progress over time as well as
complete GHG inventories quickly and easily
Staffing
Tricia Pontau,
Planner
925-960-4400
pepontau@cityofliv
ermore.net
1052 S. Livermore
Avenue
Livermore,
California 94550
Willdan has assembled a team of highly qualified experts, engineers, project managers, and outreach personnel
that will be fully committed and available to deliver all of the proposed tasks in a timely, cost-effective manner.
The Personnel Table below provides details on the roles, experience, and availability of each of the Team's
designated Key Personnel. These Key Personnel will also be supported where necessary by the deep bench of
resources of each firm. Full resumes for all assigned Key personnel are provided in Appendix A.
Personnel Table
A Jonathan Mitchell, PE Team Lead and 24 years' experience leading complex 75%
Principal -in- Primary Point engineering projects and programs in the
Charge/Project of Contact public sector including municipal building
Manager
MS, Civil Engineering
Currently Enrolled,
University of the
Pacific Stockton, CA
code development and compliance,
transportation engineering, and climate
action planning.
Past projects include code assessment
services for the California State University
CSU) system, supporting transportation
electrification projects for the Cities of Elk
Grove, Folsom, and Roseville, and
supporting CAP development for multiple
California cities and counties.
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Brian Moss Task Lead for 21 years' experience as a project manager
Municipal Code Measure MM- and code development specialist for public
Development 2 and Measure agencies, including drafting state and local
Specialist ML-4 ordinances.
BS, Environmental Past projects include developing the City of
Studies, California Davis' municipal code addressing the Short -
State University, Lived Climate Pollution Reduction Act and
Hayward, CA serving for over 20 years as the Director of
Environmental Health for a local
jurisdiction.
Michael Sontag Task Lead for 10+ years' experience developing energy
Senior Managing Measure EE-4 projects and tools in support of building
Consultant electrification programs and goals. Leads
MS, Civil and the calculation of grid -based emissions to
Environmental determine benefits resulting from the
Engineering widespread electrification of building loads
Atmosphere and over time.
Energy), Stanford Past projects include leading the
University, CA development of a Strategic Energy Plan for
the East Bay Regional Park District and
developing an SCE -funded GHG reduction
pilot program for the UC and California
State University systems, among others.
Snuller Price Building 25+years' experience helping state and
Building Electrification Electrification federal government agencies, utilities, and
Specialist Code technology companies recognize and
MS, Engineering Development support a clean energy transition.
Economic Systems, Support Past clients include the CPUC, CEC, US EPA,
Stanford University, SCE, NYSERDA, Consolidated Edison
CA Company of New York, National Grid, and
many others.
65%
75%
50%
11 City Dublin 6
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Senior Engineer Electrification
MS, Electrical Engineering
Engineering
Illinois Institute of
Technology,
Chicago, IL
Transportation
Electrification Project
Manager
MS, Environmental
Science and
Management,
University of
California Santa
Barbara
Jeffrey Lau, PE, TE
Senior Design
Engineer
BS, Civil Engineering,
California Polytechnic
State University,
Pomona
Support
Dr
Measure W-1
and Measure
SM-2
Transportation
Electrification
Engineering
Support
5+years' experience in the development
and deployment of electrification
strategies, demand response programs and
projects, and distributed energy resources
including PV, BES systems, and fully
integrated microgrids.
Past and current projects include
supporting the development and
implementation of electrification projects
in PG&E service territory as part of
Willdan's third -party Local Government
and K-12 Schools Energy Efficiency
Program, including innovative heat pump
hot water heater solutions, as well as
developing and implementing GHG
reduction and decarbonization plans for
the University of Hawaii at Manoa, Culver
City, and others.
5 years' experience developing clean
energy programs, sustainability plans, and
other GHG reduction strategies for public
sector clients. Project lead for EV
infrastructure and transportation
electrification efforts throughout California.
Current and past projects include the SCAG
EV Implementation, TCAG EV
Implementation, Culver City Fleet
Electrification, and the City of Roseville ZEB
Business Plans, among others.
15 years' experience providing
transportation design for Willdan's traffic
engineering group. His skill set includes
engineering design, field investigations,
traffic design, project management and
ADA compliance.
Past projects include developing EV
charging station and parking lot designs for
the Cities of Ridgecrest, Inglewood,
Roseville, Santa Monica and Rialto.
75%
50%
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Ryan Gardner, LEED Task Lead for 9 years' experience developing new and 75%
AP, ENV SP Measure EE-1 existing building electrification strategies,
Climate Action and GHG CAPS, and GHG emissions analyses.
Program Manager Emissions Past projects include leading the
MESM, Energy and Analysis development of CAPS for the Cities of
Climate, Bren School Dublin, Livermore, Chico and Sacramento,
of Environmental as well as existing building electrification
Science and strategies for the Cities of Berkeley and
Management, Sacramento, and serving as Project
University of Manager for the County of San Mateo
California, Santa RICAPS.
Barbara
Katie DeMaio
uuvw
Outreach Lead 10 years' experience managing community 75%
Project Manager and Task Lead engagement and awareness services,
Bachelor of Arts, for Measure including the development and
James Madison CF-1 coordination of outreach materials and
University events, online strategies, and social media
Harrisonburg, VA content.
Past projects include supporting public
outreach activities for the County of Santa
Cruz and the Cities of Modesto and Rocklin.
Approach
Overall Project Management
The Willdan Team will be led by Principal -in -Charge and Project Manager Jonathan Mitchell. Mr. Mitchell
will serve as the primary point of contact for the City and will maintain oversight of the Willdan Team's
individual task leads, coordinating staff assignments, handling communications and reviewing all deliverables.
The Willdan Team will draw on our unique experience and prior relevant work, enabling the City to capitalize
on the best available information and resources including recently developed municipal codes, EV
infrastructure load studies, and municipal electrification and GHG emissions analyses. We will also leverage
staff across multiple tasks, ensuring that our cost-effectiveness to the City is maximized.
Comprehensive GHG Emissions Analysis
Previously, Rincon completed significant revisions and consistency updates to the City's GHG inventories for
2010 and 2015 in addition to generating a GHG forecast as part of the City's CAP. The Willdan Team will build
off those historic inventories and incorporate updated emission factors and models including the most recent
versions of OFFROAD and EMFAC. Using this experience, the Willdan Team will complete the following scope
or work as part of the project. This task will be led by Climate Action Planning Specialist Ryan Gardner.
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Within two weeks of receiving authorization to proceed, Mr. Gardner will organize an in -person project kick-
off meeting with the primary project team members. This meeting will serve as a forum to review and confirm
the project objectives, scope of services, schedule, and invoice and project reporting needs. Willdan Team
members and City Staff will identify key existing documents, data, calculations, and platforms essential to the
development of the GHG inventory. Once the key background information, documents, and data are identified,
the Willdan Team will provide the City with a data collection guidance memorandum. At this time, the Willdan
Team and the City will also establish the current data year for which the inventory would be prepared for,
which is assumed to be 2021, depending on available data. Mr. Gardner will prepare a meeting agenda and
minutes summarizing the results of the meeting.
Data Collection
In our experience, the data collection process can take the greatest amount of time because data comes from
multiple sources such as the various utility providers and City departments. Therefore, to streamline the data
collection process and reduce any delays, the Willdan Team will rely on Rincon's already established custom
tools, including detailed data request documents, and tracking mechanisms. The City's specific data request
will be developed and refined after the kick-off meeting once the Willdan Team has confirmed the preferred
approach and necessary data required. The data request will include a summary of the data set that is needed
and specific points of contact to retrieve the data. It is anticipated that the primary community inventory data
sources would include PG&E and East Bay Community Energy (EBCE) for electricity and natural gas usage and
water consumption data from the Dublin San Ramon Services District. Waste data would be retrieved by the
Willdan Team from CalRecycle. Additionally, the online data portal for the Metropolitan Transportation
Commission (MTC) will be used for on -road transportation -related community vehicle miles traveled (VMT).
CARB models including OFFROAD and EMFAC will also be utilized in accordance with historic Dublin
inventories and statewide best practices.
Data Evaluation Memorandum
Upon the completion of the data collection process, the Willdan Team will prepare a Data Evaluation
Memorandum that will provide an overview of the data that was provided by the City and reviewed by the
Willdan Team, including an explanation of the sources where the data was acquired and what it includes. As
part of our analysis, we will review the data for completeness and accuracy through an internally vetted quality
assurance/quality control (QA/QC) process and present it in a concise manner to provide transparency and a
replicable pathway for future emissions reporting. This is a critical step that provides confidence in the data
and methodology used to track the City's progress in implementing the CAP and defensibility with the CAP's
CEQA streamlining provisions.
Emission Calculations and Inventory Memorandum
Consistent with the U.S. Community Protocol, the community -wide GHG emissions inventory will account for
GHG emissions resulting from residential and non-residential energy usage; VMT; off -road equipment; water
usage; community -generated wastewater; and community -generated solid waste. The Willdan Team will
summarize the methodologies, emission factors, and relevant sources for the GHG inventory in a technical
memorandum. The Willdan Team will also provide an Excel workbook with all relevant calculations. As an
optional task the Willdan Team can create a CAPDash tool for the City which would include all current and
historical GHG inventories as well as every CAP measure and current progress.
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CAPDash- GHG Inventory and Reporting Tool
The Willdan Team proposes to further enhance the City's capability in monitoring GHG emissions over time
and minimize City staff resources needed for monitoring and reporting using Rincon's CAPDash software.
CAPDash is a user-friendly cloud -based Monitoring and Reporting Tool. Leveraging extensive climate action
plan development and implementation experience, Rincon has created a proprietary GHG Inventory and CAP
implementation tool. This innovative tool allows jurisdictions to update GHG emission inventories and track
implementation of GHG reduction strategies in real time through an easy -to -use dashboard interface.
Customized data visualizations can be created and shared immediately, providing staff and stakeholders
instant updates to the implementation status of GHG reduction measures. CAPDash enables jurisdictions to
manage their own data, meaning they will not have to incur extra costs and rely on a consultant or experts
to update their GHG inventories and track the success of their CAP implementation programs. As modern
trends in data sharing continue to push for increased transparency, CAPDash provides a platform for
jurisdictions to ensure their staff and the public have access to the most up-to-date status of their
sustainability initiatives.
The Willdan Team will provide the CAPDash software and will
work with the City to customize the tool for City's needs and
the specific data inputs. The tool can track regular GHG
emissions levels and evaluate how GHG emissions change
over time by looking at aggregate activity data, as available
e.g., electricity usage, vehicle miles traveled, etc.) that result
in GHG emissions. CAPDash also provides a place to track
individual measure progress as well as the estimated GHG
reduction associated with each measure. Additionally, the
tool will feature a dashboard with graphs and other
visualizations which will automatically be linked to an annual
report template which can be easily updated by the City. The
Willdan Team will hold one staff training on how to use the
monitoring tool to ensure ease of use and effective
monitoring of progress over time.
Measure ML-4: Total Cost of Ownership and Life -Cycle Analysis of GHG Impacts in
Municipal Requests for Proposals
This task will be led by Municipal Code Development Specialist Brian Moss. Life -cycle costing (LCC) is essential
to ensure that sustainable public procurement (SPP) practices account for more than the upfront purchase
price of a good or service, as the purchase price alone does not reflect the financial and non -financial gains
that are offered by environmentally and socially preferable assets that accrue during the operations and use
phases of the asset life cycle. The Willdan Team's deliverables for this task will include guiding documents and
template RFP LCC language for the City to incorporate into future capital project RFPs. These deliverables will
address purchasing costs and all associated costs such as delivery, installation, commissioning and insurance;
operating costs, including utility costs such as energy and water use and maintenance costs; end -of -life costs
such as removal, recycling or refurbishment and decommissioning; and longevity and warranty time frames
of the asset. Furthermore, the guidance documents and template language will outline how proposers should
report GHG emissions associated with the project. Based on discussion and feedback from City Staff, we will
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help the City determine which GHG emissions proposers should include (i.e., Scope 1, Scope 2, and/or Scope
3 emissions). In order to ensure that respondents adhere to a uniform set of requirements, the Willdan Team
will also provide guidance and commonly accepted calculation methodologies for LCC and GHG calculations
for the City to include in RFPs.
The Willdan Team will develop draft RFP language and templates and conduct pilot projects to refine the GHG
impact language. Furthermore, Willdan will educate staff on the final documents and provide guidance on
how to evaluate success, including the reduction of GHG emissions.
By applying LCC and GHG criteria, public purchasers take into account the costs and impacts of resource use,
maintenance and disposal which are not reflected in the purchase price. Often this will lead to 'win -win'
situations whereby a project that as a lower lifetime cost of ownership also has lower greenhouse gas
emissions. Examples of where these synergies may arise include: savings on use of energy, water and fuel;
savings on maintenance and replacement; savings on disposal costs. Incorporating Total Cost of Ownership
and Life -Cycle Analyses of GHG Impacts into a city adopted RFP template(s), will provide the city with the
opportunity to demonstrate that the best value for money across the asset life cycle can only be assured by
purchasing green and socially preferable alternatives.
Measure CF-1: Opt -Up to 100% Renewable and Carbon -Free Electricity
This task will be led by Outreach Lead Katie Demaio. The Willdan Team anticipates City Council will adopt a
Resolution by April 2022 to request that the EBCE Board consider defaulting non-residential accounts to
Renewable 100 electricity. Assistance with outreach to non-residential accounts is desired.
AIM will complete the following tasks:
In coordination with City Staff and EBCE, develop outreach materials for non-residential accounts
communication collateral)
Coordinate with City staff, the Chamber of Commerce, EBCE and others to hold informational stakeholder
meetings (community meeting)
3. Assist with direct, one-to-one outreach to individual non-residential account holders (outreach and
notifications)
Measure EE-1: Achieve All -Electric New Building Construction
This task will be led by Climate Action Planning Specialist Ryan Gardner. Mr. Gardner will organize a project
kick-off meeting with the primary project team members and City Staff which should include the City Attorney,
Building Official, Planning Director and Sustainability Manager. This meeting will serve as a forum to review
and confirm the project objectives, scope of services, schedule, and invoice and project reporting needs. The
Willdan Team will discuss the current ideas for the ordinance including electric only and electric preferred
options as well as potential exemptions with City Staff. Mr. Gardner will prepare a meeting agenda and
minutes summarizing the results of the meeting and a schedule highlighting deliverables and key milestones.
Ordinance Options Memo
Based on the information provided in the kick-off, the Willdan Team will provide the City with a memo listing
the options for building electrification ordinances. The memo will include the pros and cons of each ordinance
type (reach code vs. Municipal ordinance) as well as examples of other cities like Oakland, San Francisco, San
Jose, and projects moving forward concurrently in Livermore and Pleasanton. The purpose of this memo will
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be to help align city staff and the consultant team on the type or ordinances to be proposed to City Council.
The Willdan Team will include GHG reduction impacts of each ordinance option as well as potential political
issues based on our experience in other cities. This task will also include a meeting with the project team to
discuss the results and decide on ordinance type to move forward.
Draft Ordinance
The Willdan Team will provide a draft electrification ordinance for Dublin based on direction from the City and
the Ordinance Options memo, as well as our experience supporting the other electrification ordinances and
our work with Berkeley on their existing building electrification plan. The ordinance will specify which building
types are affected as well as any exemptions or infeasibility waivers. In addition, depending on ordinance type
selected, the Willdan Team will develop the relevant climactic, geologic, and/or topographic conditions that
make an amendment to Title 24 reasonable and necessary. The Willdan Team assumes one draft ordinance
and two rounds of review and edits from City staff/stakeholders.
Supporting Documentation and State Agency Review
In addition to the ordinance itself the Willdan Team will also provide a cost effectiveness memo, a frequently
asked questions memo, a memo discussing the role of the ordinance in meeting the City's CAP 2030 goals,
and a presentation for use with Planning Commission, City Council, and other meetings. The Willdan Team will
also develop all the required documentation for filing with the California Energy Commission and Building
Standards Commission including letters, an update to the cost effectiveness memo already completed for
Dublin by Rincon during CAP development, notice of exemption, and a template letter from chief building
official. These items may not be required if the City decides to adopt a municipal code ordinance rather than
a reach code. The Willdan Team will also provide supporting information and guidance on staff reports but
assume staff will lead the development of these documents.
Most ordinances also include an infeasibility waiver that allows some project types to be excluded from the
impacts of the ordinance. The Willdan Team will develop a guidance document for City staff to help identify
which projects should be provided with a waiver as well as what documents should be provided by the
applicant. This guidance document will clarify the review process and allow for easy implementation by City
Staff.
Outreach and Engagement
Outreach and engagement around the requirements of the proposed ordinance and the reasons behind it
cost, GHG reductions, health, etc.) will be key in getting the ordinance adopted. The Willdan Team's outreach
and stakeholder focus group meetings will be led by AIM, and the Willdan Team anticipates delivering
presentations on the ordinance at City Council and Planning Commission Meetings.
Measure EE-4: Develop an Existing Building Electrification Plan
This task will be led by Building Electrification Specialist Mike Sontag, PE. The Willdan Team has a broad range
of experience in retrofit building electrification that ranges from the recently completed Existing Building
Electrification Strategy for the City of Berkeley to policy -setting through our work with California energy
agencies (CPUC, CEC, ARB), technical analysis of costs, benefits, and air pollution benefits of electrification in
California through studies such as the study "Cost and Emissions Impacts of Residential Building Electrification
in California". The latter was recently completed for the largest all -electric utilities in California, and building
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energy performance with all -electric systems including space and water
heating for a broad range of building types.
Our approach will be to define phases in the plan overtime and then work with
the City and regional stakeholders to identify actions that can be launched in
each. Within the first phase we will identify what is already being done and
what can be added immediately to encourage electrification in existing
buildings. We recognize that there are already incentives and some marketing
and outreach material available through EBCE available to owners of buildings
in Dublin. The second phase will identify emerging opportunities that can be
added to the existing portfolio to deepen the efforts within existing buildings
in alignment with the Dublin CAP. In this second phase, we anticipate exploring
new opportunities in the following areas:
Residential Building
Electrification in California
Consumer economicreen , ghouse gases
and grid impacts
Funding and financing. Electrification of existing buildings requires significant investments in buildings and in
the electricity distribution grid. There already exists a range of sources of this funding including public
programs such as those administered by EBCE and PG&E, and building owners themselves, but the current
funding is largely inadequate relative to electrification goals necessary to meet deep reductions in the Dublin
CAP or for California to meet its 40% by 2030 goal overall. Recognizing this gap, Southern California Edison
with support from Willdan) recently requested from the CPUC approximately $700 million to make
approximately 10% of its residential building stock electrification ready. We see this application as a potential
model for increasing funding and financing if approved that could result in support of projects in the City. The
Willdan team is actively tracking and working on these efforts and will have insight into emerging
opportunities.
Marketing and awareness. Another
component of the plan must include
raising awareness of the
opportunity for greenhouse gas
emissions through electrification.
Even today, electrifying a home can
reduce the greenhouse gas emission
footprint by 50% without any
change in comfort, more if a
customer elects the higher
renewable content electricity
through EBCE, and even more in the
future as the grid is decarbonized.
Many people want to know what
they can do to reduce emissions,
and in addition to electrifying their
cars electrification of their homes
Figure 3-1: Annual GHG emissions from a 1990s vintage single family home for Sacramento
6NG leakage L
NG combustion 5------- %///
Refrigerant leakage Ln
E
Electricity (indirect) 4 -
45% ------ N /
O
3 -
61 % '/------- c /
m
2 / -82% o
1
s=
o
0-
Mixedfuel All -electric Mixed fuel All -electric Mixed fuel All -electric 2020
2030 2050 and
buildings will have a significant impact. Regional
coordination. Building electrification programs and plans are under development and emerging across
the greater Bay Area and northern California, and we expect that the plan for the City would be aligned and
also serve as an example for other cities and larger regional entities such as EBCE, PG&E, and BAAQMD. City
Dublin 13 Building
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This project will increase coordination and bring in the awareness of what others are doing. This coordination
improves best practice, and also makes participation in building electrification programs much less difficult
for developers and building owners and others working across the area.
Municipal Leadership. Finally, we will explore electrification retrofits of the existing Dublin municipal buildings
and schools. Leading with the City's own buildings provides an example of what is possible, raises awareness
in the community, provides local jobs and grows experience in this type of retrofit. These projects are also
costly and complex, so the municipal leadership will necessarily take time to plan and raising the necessary
funding will require prioritization within city government.
Measure SM-1: Adopt an Electric Vehicle Charging Station Ordinance
This measure will be led by Transportation Electrification Project Manager Taylor Briglio. Current California
Building Code (CBC) requires new multifamily and commercial properties to include minimum mandatory EV-
ready parking spaces with supporting infrastructure including dedicated branch circuits and raceways. Dublin
has adopted CBC's Tier 2 voluntary requirements which increases the number of parking spaces that must be
EV-ready; however, neither CBC nor Dublin requires that new construction projects install EVCS. Current
proposals for the 2022 CBC cycle include installing EVCS in 5% of parking spaces and up to 20% EV ready spaces
in new non-residential properties. The City's CAP plan suggests the City draft an updated ordinance that
requires all new commercial and multifamily buildings to include 25% of parking spaces as EV Ready, with 3%
parking required to have installed operable Level 2 EV charging stations or a comparable level of service
provided by DC Fast Charging or other technology as appropriate. The Willdan Team will evaluate previous
CAP recommendations, proposed CBC requirements, and other regional reach codes with California's current
EV targets to develop an ordinance for the City of Dublin that will support its climate goals.
Based on a review of resources available from EBCE and BayAreaReachCodes.org, a new ordinance may
require new multifamily buildings to include some level of EV-ready spaces in up to 100% of parking stalls.
Other new commercial properties may require up to 50% of parking spaces to include some form of EV
infrastructure. Rincon has already supported neighboring cities such as Livermore with the development of
their EV reach codes and will leverage this work to the benefit of the City and ensure that the ordinance is
consistent with others in the region. Ordinances may allow for a fewer number of DC Fast Chargers (DCFCs)
to satisfy EV ready requirements. Based on input and discussion from Dublin city staff and stakeholders,
Willdan will draft an EVCS Ordinance Options Memo for City review.
Ordinance Options Memo
The Willdan Team will provide the City with a memo listing the options for EVCS. The memo will include the
pros and cons of each ordinance type (reach code vs. Municipal ordinance) as well as examples of other cities.
The purpose of this memo will be to help align city staff and the consultant team on the type or ordinances to
be proposed to City Council. The Willdan Team will include GHG reduction impacts of each ordinance option
as well as potential political issues based on our experience in other cities. This task will also include a meeting
with the project team to discuss the results and decide on ordinance type to move forward.
Draft Ordinance
Willdan will complete up to two revisions to the ordinance before it is adopted by City Council and will prepare
staff reports as necessary. After submittal of the initial draft, all proposed changes will be drafted in Track
Change format and shared with assigned City Staff. The Willdan Team and City staff will gain concurrence on
changes prior to legal review. The Willdan Team can provide the first round of legal review even though the
City Dublin 14
Building Electrification, Electric Vehicle Charger, and Low Carbon Concrete Building Code Assistanceistance
1322
proposed document will be reviewed by the City Attorney's Office. Applicable technical and cost effectiveness
studies and feedback from the stakeholder outreach used to develop the draft, revised, and final language of
the ordinance. Willdan will work with Rincon to update estimated GHG reductions, if needed, of the final
adopted ordinance. The Willdan Team will also assist City staff in presenting the final to City Council for
adoption.
As part of Willdan's work with Southern California Association of Governments (SCAG), Willdan has reviewed
and provided recommendations to EVCS policies for 18 cities throughout Southern California including Los
Angeles, Anaheim, and Long Beach and provided recommendations on how to streamline their EV permitting
requirements to comply with AB 1236 ad AB 700 and stretch goals to go above and beyond CBC EVCS
requirements. Willdan will bring the knowledge and best practices and lessons learned of working with these
cities, all with varying levels of EVCS infrastructure, to the City of Dublin to bring the right recommendations
given Dublin's currently available EVCS infrastructure and aggressive GHG reduction goals.
Measure SM-2: Develop an Electric Vehicle Infrastructure Plan
This measure will be led by Transportation Electrification Project Manager Taylor Briglio. California has
ambitious goals to have up to 8 million ZEVs on the road by 2030 and it is expected that at least 1.2 million
accessible EVCS are needed to support them. The Willdan Team will scale down statewide targets of Level 2
and DCFCs to the City level using factors such as population and vehicle ownership rates to help Dublin develop
targets for EVCS deployment. The key goals of the infrastructure plan will be to help determine how many and
what type of EVCS are needed within the City to be in line with the state's greater transportation electrification
targets. Once these targets are known, Willdan will develop an implementation schedule on how many
chargers per year need to be installed to meet 2030 goals. The Willdan Team will develop budgetary estimates
on forecasting implementation costs each year through 2030. Since not all EVCS may be publicly owned or on
publicly owned sites, costs will be reflective of the greater investment the community will need to make in
EVCS. Rincon will review the GHG benefits of the EVCS implementation plan.
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EVCS Site Suitability Map for City of Anaheim Once
City-wide targets are established, Willdan
will then help Dublin site potential
EVCS within the City. Willdan will
focus on evaluating characteristics that
pertain to locating EVCS that will support
the greatest levels of EV adoption to
meet ambitious EV adoption goals while
including a priority for disadvantaged
groups in line with Dublin's equity
goals. Willdan will use a variety of potential
metrics to identify the best locations
for EVCS such as proximity to high -
density residential areas, high - density
employment sites, job training/
education facilities, and commercial
areas. The study will incorporate
the locations of existing EV infrastructure
as well as land use in these City
Dublin 15 Building
Electrification, Electric Vehicle Charger, and Low Carbon Concrete Building Code Assistance istance
1323
regions to determine optimal placement of new charging stations at appropriate distances from existing
infrastructure. To include equity considerations, the siting analysis may include demographic characteristics
such as disadvantaged community (DACs) tracts, median household income, and vehicle ownership. Willdan
is currently working with SCAG to identify charging stations to serve hard -to -reach customers including those
living in multifamily housing and DACs among 18 cities in the region using this same approach. Willdan has
also sited 200 DCFCs for PG&E where we worked collaboratively with other stakeholders to develop a
prioritized list of 200 DC fast charging stations throughout PG&E territory, based on where DC fast chargers
would spur the greatest EV adoption, minimize installation costs, and maximize the availability of EVCS in DACs.
The Willdan Team will provide guidance on different ownership models for EVCS deployment as different
locations and use cases may be better served through different ownership models. Chargers that expect to
have a high utilization may be more suited for 3rd party ownership models to reduce risk to the site owner.
Sites that want to offer low or no cost charging as a perk to visitors or for equity considerations may be better
suited for a traditional site owned model. Large fleet conversions may benefit from as -a -service models to
amortize infrastructure costs over the lifetime of the equipment. The Willdan Team will include guidance on
how incentives including low carbon fuel standard credits impact the ownership model decisions. Deploying
EVCS throughout a City is a cost -intensive capital improvement process, and leveraging a variety of federal,
state, and local funding sources is key for implementation. The Willdan Team will outline various funding
sources available for EV charging stations, infrastructure, and vehicles the City or other privately owned sites
can apply for to reduce the overall project cost. We will draw on our wealth of experience successfully
navigating a variety of local, state, and federal funding sources including CARB, CalTrans, PG&E, the
Metropolitan Transportation Commission, and the wide range of funding recently included in the Federal
Infrastructure and Jobs Act.
Willdan has already completed EV load studies for PG&E, identifying where the greatest charging loads are
expected to occur and what grid upgrades may be required. Willdan will work with PG&E to review results for
infrastructure upgrades required that are applicable to the City.
The Willdan Team will work with Dublin to develop full design, plans and specifications for up to three
locations as part of this infrastructure plan. Willdan intends for these sites to be at City -owned locations so
that the City has control over the implementation and may take the designs out to bid for construction. It is
assumed that Willdan will complete design drawings for sites that only include Level 2 charging stations. If
Dublin would like to include DCFC in the design, Willdan can complete design drawings for up to 2 sites. The
design documents will be prepared at 50%, 90%, and 100% intervals and adhere to Dublin's design standards.
Willdan will help the City apply for eligible rebates or incentives for the sites we complete design drawings for.
Additional design drawings and rebate support can be included at additional cost. Competitive grant
applications are not included in the proposed scope but can be added in at additional cost.
Measure MM-2 Reduce the Embodied GHG Emissions Associated with Building Materials
This measure will be led by Municipal Code Development Specialist Brian Moss. Willdan will bring the
knowledge and best practices and lessons learned associated with the reduction of embodied GHG emissions
associated with building materials as well as its extensive ordinance and code writing experience to the City.
Embodied carbon consists of all the GHG emissions associated with building construction, including those that
arise from extracting, transporting, manufacturing, and installing building materials on site, as well as the
operational and end -of -life emissions associated with those materials. "Cradle to gate" (i.e., a partial product
City Dublin 16
Building Electrification, Electric Vehicle Charger, and Low Carbon Concrete Building Code Assistanceistance
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life cycle from resource extraction to the factory gate, before it is transported to the consumer) embodied
carbon refers to the emissions associated with only the production of building materials, from raw material
extraction to the manufacturing of finished products; it can be thought of as supply -chain carbon, and it
accounts for the vast majority of a building's total embodied carbon.
A great deal of research has been conducted to investigate various strategies to reduce the embodied carbon
of buildings. These strategies can be generally divided into five categories: (1) use of low -carbon materials; (2)
material minimization and material reduction strategies; (3) material reuse and recycling strategies; (4) local
sourcing and transport minimization; and (5) construction optimization strategies.
Among the various construction materials, a great deal of attention is being paid to cement and concrete,
where considerable effort needs to be made to (1) reduce the embodied carbon of cement and concrete
through a partial use of waste/byproduct cementitious materials and (2) find alternative low -carbon materials
for cement and concrete. An example of alternative materials includes the use of hydraulic cements and
geopolymer concrete as replacements for Portland cement. The production of geopolymer concrete alone has
been reported to result in up to 80% fewer carbon emissions than Portland cement concrete.
Just as StopWaste and the County of Alameda contributed to the Marin County Low Carbon Concrete Code, it
will be critical for the City to coordinate with StopWaste as recommended by the City as well as Alameda
County, BAAQMD and others for input into the City's new ordinance and program.
The Willdan Team will consider all strategies and coordinate with stakeholders to identify the best procedures
for the reduction of Embodied GHG Emissions Associated with Building Materials in the new ordinance. The
Willdan Team will also determine GHG reductions in the document.
Ordinance Options Memo
The Willdan Team will provide the City with a memo listing the options for embodied carbon reduction
ordinance. The memo will include the pros and cons of each ordinance type (reach code vs. Municipal
ordinance) as well as examples of other cities. The purpose of this memo will be to help align city staff and the
consultant team on the type or ordinances to be proposed to City Council. The Willdan Team will include GHG
reduction impacts of each ordinance option as well as potential political issues based on our experience in
other cities. This task will also include a meeting with the project team to discuss the results and decide on
ordinance type to move forward.
Draft Ordinance
Willdan will complete up to two revisions to the ordinance before it is adopted by City Council and prepare
staff reports as necessary. Applicable technical and cost effectiveness studies and feedback from the
stakeholder outreach used to develop the draft, revised, and final language of the ordinance. Willdan will work
with Rincon to update estimated GHG reductions, if needed, of the final adopted ordinance. The Willdan Team
will assist City staff in presenting the final to City Council for adoption.
Outreach Strategy for All Tasks
Willdan subconsultant AIM, led by Outreach Lead Katie Demaio, will provide an integrated approach to the
outreach, stakeholder engagement, social media and communications activities as appropriate for each of the
tasks as requested in the RFP. AIM's ability to leverage resources across multiple tasks will ensure that
redundant activities and the associated costs to the City are minimized. AIM will be assisted as necessary by
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Building Electrification, Electric Vehicle Charger, and Low Carbon Concrete Building Code Assistanceistance
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the other Willdan Team members and will work collaboratively with the team's engineering and technical
resources.
Stakeholder Database/Outreach and Notifications
AIM will develop and maintain a stakeholder database throughout the project's duration. This database will
include stakeholder name, contact information as well as the preferred method of contact and potential key
concerns and/or areas of project interest.
Key Stakeholder Virtual Focus Group Meetings/Public Meetings (2)
AIM will coordinate and facilitate up to two Virtual Key Stakeholder Focus Group meetings. Their team of
professional facilitators will work with the rest of the Willdan Team and City of Dublin staff to develop meeting
agendas and presentation content that are on point and easy to understand, then facilitate discussions in a
way that engages all parties and generates thoughtful discussion that leads to agreements and direction that
moves the project forward.
The Key Stakeholder Focus Group membership is recommended to include, but is not limited to, City Staff,
Chamber of Commerce, EBCE, business and industry groups, community -based organizations, environmental
advocates, and local residents as identified by the City of Dublin and the project team. The meetings will be
facilitated to discuss project goals, constraints and opportunities, evaluation criteria, and other important
project elements. The purpose of the key stakeholder focus group meetings will be to assess project elements
with a diverse group of perspectives early in the process to ensure that all diverse aspects are considered, and
the draft concepts meet current and future community needs. The purpose of a public meeting would be to
bring the community up to date with the project and goals.
Communication Collateral
Brochures, Fact Sheets, Fliers, and/or door hangings can be issued to educate the stakeholders about the
project and educate and get feedback on the proposed plans or ordinance/code for each task. AIM will
develop all materials utilizing a template consistent with the project brand, which can be easily updated,
printed and/or distributed through electronic means, and placed on the project webpage.
Social Media Plan
AIM will work with the City to post project specific alerts and information to existing social media channels
City Twitter and Facebook pages). Social media will be utilized to communicate timely information to
stakeholders about the proposed plans or ordnance and code for each task, and AIM will partner with key
stakeholders to send information through social media channels. A social media plan will be put in place for
each task.
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Project Schedule
Aproject schedu|eforthede|iveryoftheproposedscopeofvvnrkisprnvidedbe|ovv.TasksvviUbeperfonmed concurrently
whenever possible in order to ensure timely and cost-effective completion of deliverables. CAP
Measure Implementation Schedule Task
CAP
Scope
Description 2022
2023 2024 I
MM-2 Reduce
GHG Emissions Associated with Building
Materials 2
SM-1 Develop &
Adopt Electric Vehicle Charging Station
Ordinance Achieve
All -Electric New Construction 4
SM-2 Develop an EV Infrastructure Plan 5
CF-1 100%
Renewable and Carbon -Free Electricity
for EBCE Non Residential Develop
an Electrification Plan for Existing Total
Cost of Ownership and Life -Cycle 8
N/A Comprehensive GHG Emissions Analysis L
9 1 N/A Miscellaneous (CAP Implementation) Consulting
Agreement Willclan
hereby confirms our ability to meet the City's Standard Consulting Agreement and insurance of
Dublin City19 1327
A:H 1kI.
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger, Page 1 of 2
and Low Carbon Building Code Assistance Exhibit B — Page 1 of 2
1328
Proposed.•
Task
Not -to -Exceed
NTE) Fee
Conduct Comprehensive GHG Emissions Analysis 35,000.00
Measure ML-4: Total Cost of Ownership and Life -Cycle Analysis of GHG Impacts
in Municipal Requests for Proposals 25,000.00
Measure CF-1: Opt -Up to 100% Renewable and Carbon -Free Electricity 10,000.00
Measure EE-1: Achieve All Electric New Construction 38,000.00
Measure EE-4: Develop an Existing Building Electrification Plan 79,000.00
Measure SM-1: Adopt an Electric Vehicle Charging Station Ordinance 31,000.00
Measure SM-2: Develop an EV Infrastructure Plan 140,000.00
Measure MM-2: Reduce the Embodied GHG Emissions Associated with Building
Materials 37,000.00
As -needed CAP Implementation 20,000
Total Labor 415,000.00
Direct Costs 5,000.00
Total Cost 420,000.00
Labor Classification Hourly Rate
Willdan
Senior Partner 510.00
Senior Director 410.00
Senior Consultant 295.00
Consultant 245.00
Associate 215.00
Director 219.00
Deputy Director 214.00
Senior Engineer 180.00
Senior Project Manager 180.00
Project Manager 154.00
Assistant Engineer IV 157.00
Assistant Engineer III 152.00
Assistant Engineer II 144.00
Assistant Engineer 1 127.00
n Ri te Schedule
Labor Classification Hourly Rate
Rincon
Principal 1 308.00
Senior Professional II 269.50
Professional IV 191.40
Professional 1 140.80
Clerical/Administrative Assistant 1 104.50
AIM
Outreach Manager 1 135.30
Graphics Designer 199.16
Coordinator II 103.46
Coordinator 1 84.35
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger, Page 2 of 2
and Low Carbon Building Code Assistance Exhibit B — Page 2 of 2
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EXHIBIT C
INDEMNIFICATION
Consultant shall indemnify, defend with counsel acceptable to City, and hold harmless City and its officers,
elected officials, employees, agents and volunteers from and against any and all liability, loss, damage,
claims, expenses, and costs (including without limitation, attorney's fees and costs and fees of litigation)
collectively, "Liability") of every nature arising out of or in connection with Consultant's performance of the
services called for or its failure to comply with any of its obligations contained in this Agreement, except
such Liability caused by the sole negligence or willful misconduct of City.
Notwithstanding the forgoing, to the extent this Agreement is a "construction contract" as defined by
California Civil Code Section 2782, as may be amended from time to time, such duties of Consultant to
indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.
The Consultant's obligation to defend and indemnify shall not be excused because of the Consultant's
inability to evaluate Liability or because the Consultant evaluates Liability and determines that the
Consultant is not liable to the claimant. The Consultant must respond within 30 days to the tender of any
claim for defense and indemnity by the City. If the Consultant fails to accept or reject a tender of defense
and indemnity within 30 days, in addition to any other remedy authorized by law, so much of the money due
the Consultant under and by virtue of this Agreement as shall reasonably be considered necessary by the
City, may be retained by the City until disposition has been made of the claim or suit for damages, or until
the Consultant accepts or rejects the tender of defense, whichever occurs first.
Consulting Services Agreement between City of Dublin and May 18, 2022
Willdan Energy Solutions, Inc. for Building Electrification, EV Charger,
and Low Carbon Building Code Assistance Exhibit C — Page 1 of 1
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Attachment 4
Reso. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 1 of 2
RESOLUTION NO. XX – 26
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A SECOND AMENDMENT TO THE CONTRACTOR SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND TRI-VALLEY JANITORIAL SERVICE & SUPPLY INC.
WHEREAS, the City of Dublin (City) currently contracts maintenance services for City facilities
and at Camp Parks Reserve Forces Training Area (Camp Parks); and
WHEREAS, on April 20, 2021 the City Council passed Resolution No. 30-21, approving the
Contractor Services Agreement between the City of Dublin and Tri-Valley Janitorial Service & Supply
Inc. (Contractor) for janitorial services, with a not-to-exceed amount of $2,397,977 over a three-year
term; and
WHEREAS, on June 4, 2024 the Agreement was amended, extending the term through June
30, 2026 and increasing the not to exceed compensation amount to $4,302,219.83; and
WHEREAS, on December 13, 2019 the City entered into an Intergovernmental Support
Agreement (IGSA) to provide installation support at Camp Parks, including janitorial services through
agreements; and
WHEREAS, under the terms of the IGSA, all City costs arising from contractual services
provided through the IGSA are fully reimbursed by the Federal Government plus a 7% administration
fee resulting in a positive net impact on the City’s General Fund; and
WHEREAS, the parties desire to permit this agreement to be amended administratively for all
expenditures related to services rendered at Camp Parks, and to exclude these from the not -to-exceed
compensation limit; and
WHEREAS, the City and Contractor now wish to amend the agreement to extend the term
through June 30, 2027 and increase the not-to-exceed amount to $6,322,430.68.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does herby
approve the second amendment to the agreement with Tri-Valley Janitorial Service & Supply Inc.,
attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the second
amendment to the agreement, and make any necessary, non -substantive changes to carry out the
intent of this Resolution.
{Signatures on the following page}
1333
Reso. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 2 of 2
PASSED, APPROVED, AND ADOPTED BY the City Council of the City of Dublin, on this 16th
day of June, 2026 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
1334
Attachment 5Exhibit A to the Resolution
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Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Page 1 of 14
CONTRACTOR SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
TRI-VALLEY JANITORIAL SERVICE & SUPPLY, INC.
THIS AGREEMENT for contract services is made by and between the City of Dublin (“City”) and
Tri-Valley Janitorial Service & Supply, Inc. (“Contractor”) (together sometimes referred to as the
Parties”) as of July 1, 2021 (the “Effective Date”).
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on June 30, 2024, the date of completion specified in Exhibit A, and Contractor shall
complete the work described in Exhibit A on or before that date, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section 8. The time
provided to Contractor to complete the services required by this Agreement shall not affect
the City’s right to terminate the Agreement, as referenced in Section 8. Notwithstanding
the foregoing this Agreement may be extended on a month to month basis for up to 6
months upon the written consent of the Contractor and the City Manager, provided that: a)
sufficient funds have been appropriated for such purchase, b) the price charged by the
Contractor for the provision of the serves described in Exhibit A does not increase. None of
the foregoing shall affect the City’s right to terminate the Agreement as provided for in
Section 8.
1.2 Standard of Performance. Contractor shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Contractor is engaged.
1.3 Assignment of Personnel. Contractor shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Contractor shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Subsection 1.2 above and to satisfy Contractor’s obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum not to exceed TWO
MILLION THREE HUNDRED NINETY-SEVEN THOUSAND NINE HUNDRED SEVENTY-SEVEN ($2,397,977.00),
notwithstanding any contrary indications that may be contained in Contractor’s proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Contractor’s proposal, attached as Exhibit A, regarding the amount of compensation, the
Agreement shall prevail. City shall pay Contractor for services rendered pursuant to this Agreement at the
Attachment 6
1380
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Page 2 of 14
time and in the manner set forth herein. The payments specified below shall be the only payments from
City to Contractor for services rendered pursuant to this Agreement. Contractor shall submit all invoices to
City in the manner specified herein. Except as specifically authorized by City in writing, Contractor shall not
bill City for duplicate services performed by more than one person.
Contractor and City acknowledge and agree that compensation paid by City to Contractor under this
Agreement is based upon Contractor’s estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Contractor. Consequently, the Parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Contractor and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. No individual performing work under this Agreement shall
bill more than 2,000 hours in a fiscal year unless approved, in writing, by the City Manager
or his/her designee. Invoices shall contain the following information:
The dates of service provided at each facility;
Location of each service;
Daily logs of total hours worked by each individual performing work under this
Agreement
o Hours must be logged in increments of tenths of an hour or quarter hour
o If this Agreement covers multiple projects, all hours must also be logged by
project assignment
o A brief description of the work
The Contractor’s signature;
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed. City shall have 30 days from the receipt of an invoice
that complies with all of the requirements above to pay Contractor.
2.3 Reserved.
2.4 Total Payment. City shall pay for the services to be rendered by Contractor pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Contractor in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Contractor submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
1381
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Page 3 of 14
2.5 Hourly Fees. Fees for work performed by Contractor on an hourly basis shall not exceed
the amounts shown on the compensation schedule attached hereto as Exhibit B.
2.6 Reserved.
2.7 Payment of Taxes. Contractor is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Contractor terminates this
Agreement pursuant to Section 8, the City shall compensate the Contractor for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Contractor shall maintain adequate logs and
timesheets to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Contractor is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Public Works Maintenance Superintendent.
2.10 Reserved.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Contractor only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein. Contractor shall make a written
request to City to use facilities or equipment not otherwise listed herein.
3.1 Safety Requirements. In accordance with generally accepted construction practices and
state law, Contractor shall be solely and completely responsible for conditions on the
jobsite, including safety of all persons and property during performance of the work. This
requirement shall apply continuously and not be limited to normal working hours.
Contractor shall take all necessary precautions and provide all necessary safeguards to
prevent personal injury and property damage. Contractor shall provide protection for all
persons including, but not limited to, its employees and employees of its subcontractors;
members of the public; and employees, agents, and representatives of the City and
regulatory agencies that may be on or about the work.
The services of the City in conducting review and inspection of Contractor's performance is
not intended to include review of the adequacy of Contractor's work methods, equipment,
bracing or scaffolding, or safety measures, in, on, or near any Contractor jobsite.
All work and materials shall be in strict accordance with all applicable state, city, county,
and federal rules, regulations and codes, with specific attention to the United States
Department of Labor Occupational Health and Safety Administration (OSHA)
requirements. Contractor shall be solely responsible for compliance with all city, county,
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and state explosive transport, storage, and blasting requirements and for any damages
caused by such operations.
Contractor is hereby informed that work on City property could be hazardous. Contractor
shall carefully instruct all personnel working on City property that all conditions of the
property are potentially hazardous work areas as to potential dangers and shall provide
such necessary safety equipment and instructions as are necessary to prevent injury to
personnel and damage to property. Special care shall be exercised relative to work
underground.
In addition to complying with all other safety regulations, Contractor shall abide by any and
all other City requirements contained in any specifications, special conditions or manuals,
which shall be made available by City upon request.
Contractor shall provide and maintain all necessary safety equipment such as fences,
barriers, signs, lights, walkways, guards, and fire prevention and fire-fighting equipment
and shall take such other action as is required to fulfill its obligations under this section. It
is the intent of the City to provide a safe working environment under normal conditions.
CONTRACTOR IS ADVISED THAT CITY’S OPERATIONS AND PROPERTY ARE
INHERENTLY HAZARDOUS BECAUSE OF CONDITIONS SUCH AS CONFINED
SPACES, POTENTIALLY EXPLOSIVE ATMOSPHERES, AND POSSIBLE EXPOSURE
TO PATHOGENS.
Contractor shall maintain all portions of the jobsite in a neat, clean, and sanitary condition
at all times. If required by the City, toilets shall be furnished by Contractor where needed
for use of its employees and their use shall be strictly enforced. Contractor shall not use
the City's existing sanitary facilities, unless previously authorized by the City.
Contractor shall keep adequate first aid facilities and supplies available and instruction in
first aid for its employees shall be given.
City reserves the right to require that Contractor bring onto the project or engage the
services of a licensed safety engineer at any time during the term of this Agreement. If
Contractor does not have a licensed safety engineer on staff, then City may require that
Contractor engage a subcontractor or subconsultant as the project’s safety engineer.
Contractor shall bear all costs in connection with meeting the requirements of this section.
Section 4. INSURANCE REQUIREMENTS. Before fully executing this Agreement, Contractor, at its
own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance
listed below against claims for injuries to persons or damages to property that may arise from or in
connection with the performance of the work hereunder by the Contractor and its agents, representatives,
employees, and subcontractors. Consistent with the following provisions, Contractor shall provide proof
satisfactory to City of such insurance that meets the requirements of this section and under forms of
insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work.
Contractor shall maintain the insurance policies required by this section throughout the term of this
Agreement. The cost of such insurance shall be included in the Contractor's bid. Contractor shall not allow
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any subcontractor to commence work on any subcontract until Contractor has obtained all insurance
required herein for the subcontractor(s) and provided evidence to City that such insurance is in effect.
VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED AND MADE PART OF THIS
AGREEMENT PRIOR TO EXECUTION. Contractor shall maintain all required insurance listed herein for
the duration of this Agreement.
4.1 Workers’ Compensation.
4.1.1 General Requirements. Contractor shall, at its sole cost and expense, maintain Statutory
Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all
persons employed directly or indirectly by Contractor. The Statutory Workers’
Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of
not less than $1,000,000 per accident. In the alternative, Contractor may rely on a self-
insurance program to meet these requirements, but only if the program of self-insurance
complies fully with the provisions of the California Labor Code. Determination of whether a
self-insurance program meets the standards of the California Labor Code shall be solely in
the discretion of the Public Works Maintenance Superintendent.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor
of the City for all work performed by the Contractor, its employees, agents, and
subcontractors.
4.1.2 Submittal Requirements. To comply with Subsection 4.1, Contractor shall
submit the following:
a. Certificate of Workers’ Compensation Insurance in the amounts specified
in the section; and
b. Waiver of Subrogation Endorsement as required by the section.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General Requirements. Contractor, at its own cost and expense, shall maintain
commercial general liability insurance for the term of this Agreement in an amount
not less than $2,000,000 and automobile liability insurance for the term of this
Agreement in an amount not less than $2,000,000 per occurrence, combined
single limit coverage for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile Liability
form or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed under this
Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting
therefrom, and damage to property resulting from activities contemplated under
this Agreement, including the use of owned and non-owned automobiles.
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4.2.2 Minimum Scope of Coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (most recent edition) covering comprehensive General Liability on an
occurrence” basis. Automobile coverage shall be at least as broad as Insurance
Services Office Automobile Liability form CA 0001, Code 1 (any auto). No
endorsement shall be attached limiting the coverage.
4.2.3 Additional Requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis.
b. City, its officers, officials, employees, and volunteers are to be covered as
additional insureds as respects: liability arising out of work or operations
performed by or on behalf of the Contractor; or automobiles owned,
leased, hired, or borrowed by the Contractor.
c. Contractor hereby agrees to waive subrogation which any insurer or
contractor may require from vendor by virtue of the payment of any loss.
Contractor agrees to obtain any endorsements that may be necessary to
affect this waiver of subrogation.
d. For any claims related to this Agreement or the work hereunder, the
Contractor’s insurance coverage shall be primary insurance as respects
the City, its officers, officials, employees, and volunteers. Any insurance
or self-insurance maintained by the City, its officers, officials, employees,
or volunteers shall be excess of the Contractor’s insurance and shall not
contribute with it.
4.2.4 Submittal Requirements. To comply with Subsection 4.2, Contractor shall
submit the following:
a. Certificate of Liability Insurance in the amounts specified in the section;
b. Additional Insured Endorsement as required by the section;
c. Waiver of Subrogation Endorsement as required by the section; and
d. Primary Insurance Endorsement as required by the section.
4.3 All Policies Requirements.
4.3.1 Acceptability of Insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
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4.3.2 Verification of Coverage. Prior to beginning any work under this Agreement,
Contractor shall furnish City with complete copies of all Certificates of Liability
Insurance delivered to Contractor by the insurer, including complete copies of all
endorsements attached to the policies. All copies of Certificates of Liability
Insurance and certified endorsements shall show the signature of a person
authorized by that insurer to bind coverage on its behalf. If the City does not
receive the required insurance documents prior to the Contractor beginning work,
it shall not waive the Contractor’s obligation to provide them. The City reserves
the right to require complete copies of all required insurance policies at any time.
4.3.3 Deductibles and Self-Insured Retentions. Contractor shall disclose to and
obtain the written approval of City for the self-insured retentions and deductibles
before beginning any of the services or work called for by any term of this
Agreement. At the option of the City, either: the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects the City, its officers,
employees, and volunteers; or the Contractor shall provide a financial guarantee
satisfactory to the City guaranteeing payment of losses and related investigations,
claim administration and defense expenses.
4.3.4 Wasting Policies. No policy required by this Section 4 shall include a “wasting”
policy limit (i.e. limit that is eroded by the cost of defense).
4.3.5 Endorsement Requirements. Each insurance policy required by Section 4 shall
be endorsed to state that coverage shall not be canceled by either party, except
after 30 days’ prior written notice has been provided to the City.
4.3.6 Subcontractors. Contractor shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4 Remedies. In addition to any other remedies City may have if Contractor fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Contractor’s breach:
Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
Order Contractor to stop work under this Agreement or withhold any payment that
becomes due to Contractor hereunder, or both stop work and withhold any payment,
until Contractor demonstrates compliance with the requirements hereof; and/or
Terminate this Agreement.
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Section 5. INDEMNIFICATION AND CONTRACTOR’S RESPONSIBILITIES. Contractor shall
indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, officials,
employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses,
and costs (including without limitation, attorney’s fees and costs and fees of litigation) (collectively,
Liability”) of every nature arising out of or in connection with Contractor’s performance of the Services or
its failure to comply with any of its obligations contained in this Agreement, except such Liability caused by
the sole negligence or willful misconduct of City.
The Contractor’s obligation to defend and indemnify shall not be excused because of the Contractor’s
inability to evaluate Liability or because the Contractor evaluates Liability and determines that the
Contractor is not liable to the claimant. The Contractor must respond within 30 days, to the tender of any
claim for defense and indemnity by the City, unless this time has been extended by the City. If the
Contractor fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any
other remedy authorized by law, so much of the money due the Contractor under and by virtue of this
Agreement as shall reasonably be considered necessary by the City, may be retained by the City until
disposition has been made of the claim or suit for damages, or until the Contractor accepts or rejects the
tender of defense, whichever occurs first.
Notwithstanding the forgoing, to the extent this Agreement is a “construction contract” as defined by
California Civil Code Section 2782, as may be amended from time to time, such duties of Contractor to
indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.
In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services
under this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Contractor shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions
for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the
payment of any penalties and interest on such contributions, which would otherwise be the responsibility of
City.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor. At all times during the term of this Agreement, Contractor shall
be an independent contractor and shall not be an employee of City. This Agreement shall
not be construed as an agreement for employment. City shall have the right to control
Contractor only insofar as the results of Contractor's services rendered pursuant to this
Agreement and assignment of personnel pursuant to Subsection 1.3; however, otherwise
City shall not have the right to control the means by which Contractor accomplishes
services rendered pursuant to this Agreement. Contractor further acknowledges that
Contractor performs Services outside the usual course of the City’s business; and is
customarily engaged in an independently established trade, occupation, or business of the
same nature as the Contractor performs for the City, and has the option to perform such
work for other entities. Notwithstanding any other City, state, or federal policy, rule,
regulation, law, or ordinance to the contrary, Contractor and any of its employees, agents,
and subcontractors providing services under this Agreement shall not qualify for or
become entitled to, and hereby agree to waive any and all claims to, any compensation,
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benefit, or any incident of employment by City, including but not limited to eligibility to
enroll in the California Public Employees Retirement System (PERS) as an employee of
City and entitlement to any contribution to be paid by City for employer contributions and/or
employee contributions for PERS benefits.
6.2 Contractor Not an Agent. Except as City may specify in writing, Contractor shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Contractor shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Contractor and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Contractor and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms of
such fiscal assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to City that Contractor and its
employees, agents, and any subcontractors have all licenses, permits, qualifications, and
approvals of whatsoever nature that are legally required to practice their respective
professions. Contractor represents and warrants to City that Contractor and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any licenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Contractor and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate, on the
basis of a person’s race, sex, gender, religion (including religious dress and grooming
practices), national origin, ancestry, physical or mental disability, medical condition
including cancer and genetic characteristics), marital status, age, sexual orientation, color,
creed, pregnancy, genetic information, gender identity or expression, political affiliation or
belief, military/veteran status, or any other classification protected by applicable local,
state, or federal laws (each a “Protected Characteristic”), against any employee, applicant
for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or
applicant for any services or programs provided by Contractor under this Agreement.
Contractor shall include the provisions of this Subsection in any subcontract approved by
the Public Works Maintenance Superintendent or this Agreement.
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Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Contractor.
Contractor may cancel this Agreement upon 30 days’ written notice to City and shall
include in such notice the reasons for cancellation.
In the event of termination, Contractor shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of
such compensation upon Contractor delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Contractor or
prepared by or for Contractor or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Contractor understands and
agrees that, if City grants such an extension, City shall have no obligation to provide
Contractor with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Public Works Maintenance
Superintendent, City shall have no obligation to reimburse Contractor for any otherwise
reimbursable expenses incurred during the extension period.
8.3 Amendments. The Parties may amend this Agreement only by a writing signed by all the
Parties.
8.4 Assignment and Subcontracting. City and Contractor recognize and agree that this
Agreement contemplates personal performance by Contractor and is based upon a
determination of Contractor’s unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Contractor.
Contractor may not assign this Agreement or any interest therein without the prior written
approval of the Public Works Maintenance Superintendent. Contractor shall not
subcontract any portion of the performance contemplated and provided for herein, other
than to the subcontractors noted in the proposal, without prior written approval of the
Public Works Maintenance Superintendent.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Contractor shall survive
the termination of this Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches any of the terms
of this Agreement, City’s remedies shall include, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
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8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Contractor pursuant to this Agreement;
8.6.3 Retain a different contractor to complete the work described in Exhibit A not
finished by Contractor; or
8.6.4 Charge Contractor the difference between the cost to complete the work described
in Exhibit A that is unfinished at the time of breach and the amount that City would
have paid Contractor pursuant to Section 2 if Contractor had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Contractor’s Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Contractor prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the City. Contractor hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City and are
not necessarily suitable for any future or other use. City and Contractor agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
Parties.
9.2 Contractor’s Books and Records. Contractor shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of 3 years, or for any longer period
required by law, from the date of final payment to the Contractor to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Subsection 9.2 of this
Agreement requires Contractor to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to
the examination and audit of the State Auditor, at the request of City or as part of any audit
of the City, for a period of 3 years after final payment under the Agreement.
Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which
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that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the Parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Alameda or in the United States District Court for
the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the Parties.
10.6 Conflict of Interest. Contractor may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place
Contractor in a “conflict of interest,” as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Contractor shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Section 1090 et seq.
Contractor hereby warrants that it is not now, nor has it been in the previous 12 months, an
employee, agent, appointee, or official of the City. If Contractor was an employee, agent,
appointee, or official of the City in the previous 12 months, Contractor warrants that it did
not participate in any manner in the forming of this Agreement. Contractor understands
that, if this Agreement is made in violation of California Government Code Section 1090 et
seq., the entire Agreement is void and Contractor will not be entitled to any compensation
for services performed pursuant to this Agreement, including reimbursement of expenses,
and Contractor will be required to reimburse the City for any sums paid to the Contractor.
Contractor understands that, in addition to the foregoing, it may be subject to criminal
prosecution for a violation of California Government Code Section 1090 et seq., and, if
applicable, will be disqualified from holding public office in the State of California.
10.7 Solicitation. Contractor agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
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10.8 Contract Administration. This Agreement shall be administered by the City Manager
Contract Administrator"). All correspondence shall be directed to or through the Contract
Administrator or his or her designee.
10.9 Notices. Any written notice to Contractor shall be sent to:
Tri-Valley Janitorial Service and Supply Inc
Amy Giamona
313 Earhart Way
Livermore, CA 94551
Any written notice to City shall be sent to:
City of Dublin
Att:_Dean McDonald, Public Works Maintenance Superintendent
100 Civic Plaza
Dublin, CA 94568
10.10 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibits A, B, and C represents the entire and integrated
agreement between City and Contractor and supersedes all prior negotiations,
representations, or agreements, either written or oral.
Exhibit A Scope of Services
Exhibit B Compensation Schedule & Reimbursable Expenses
Exhibit C Conflict of Interest Statement
10.11 Counterparts. This Agreement may be executed in multiple counterparts, each of which
shall be an original and all of which together shall constitute one agreement.
10.12 Certification per Iran Contracting Act of 2010. In the event that this contract is for
one million dollars ($1,000,000.00) or more, by Contractor’s signature below Contractor
certifies that Contractor, and any parent entities, subsidiaries, successors or subunits of
Contractor are not identified on a list created pursuant to subdivision (b) of Section 2203 of
the California Public Contract Code as a person engaging in investment activities in Iran as
described in subdivision (a) of Section 2202.5, or as a person described in subdivision (b)
of Section 2202.5 of the California Public Contract Code, as applicable.
SIGNATURES ON FOLLOWING PAGE
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EXHIBIT A
SCOPE OF SERVICES
SECTION 1 – GENERAL SERVICE PROVISIONS
A. Work Schedule - Janitorial services shall be provided up to seven (7) days per week at the time
specified for each location. General cleaning shall be performed between the hours of 5:00 PM and
5:00 AM. The available time schedules for individual facilities are set forth in Attachments 1 through
10 of this Exhibit A. The City reserves the right, with one (1) week’s advance notice, to change
schedules. Contractor shall provide twenty-four (24) hour emergency response, if requested, and shall
respond to City within four (4) hours of request for emergency services. Contractor shall provide a
specific monthly schedule of all monthly, quarterly and semiannual services by building, giving specific
dates. The schedule for the first two (2) months shall be provided at least five (5) days prior to the
first day of the Agreement term as set forth in Section 1.1. The schedule for the third month, and all
subsequent months, shall be provided with each monthly invoice, and the invoices will not be paid if
not accompanied by a cleaning schedule.
Such monthly, quarterly and annual cleaning services shall be provided on the day stated on the
monthly cleaning schedule; and if such work requires more than one (1) day to conclude, Contractor
must complete the work on successive days. Contractor may request a change to this cleaning
schedule with seven (7) days' advance notice.
B. Holidays - The following twelve (12) days are City holidays on which Contractor may need to provide
service. All City facilities are dynamic due to their programmed use; and some locations will require
service on holidays, as provided below.
New Year’s Day Veterans Day
Martin Luther King, Jr.’s Birthday Thanksgiving
Presidents Day Day after Thanksgiving
Memorial Day Christmas Eve
Independence Day Christmas Day
Labor Day New Year’s Eve
Buildings that may require service during holidays are listed below. The Public Works Maintenance
Superintendent will provide a schedule of which buildings will require holiday service thirty (30) days
prior to each holiday.
x Public Safety Complex (Operates 24 hours/7 days per week)
x Public Library (Possible holiday services)
x Senior Center (Possible holiday services)
x Shannon Community Center (Possible holiday services)
x Dublin Heritage Center
x Wave Aquatic Center
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x Dublin Heritage Park and Museum
x Corporation Yard
C. Supplies and Equipment
1. Contractor shall furnish and keep in good working order all necessary tools, equipment
and supplies, including, but not limited to, waxes, soaps, cleaners, mops, brooms, buffers,
ladders, hoses, vacuum cleaners, etc. The Public Works Maintenance Superintendent, or
his/her designee, must approve all supplies and/or equipment prior to their use under this
Agreement. Any non-complying equipment or supplies shall be changed out immediately
at the request of the Public Works Maintenance Superintendent or his/her designee.
Janitorial closets located in City facilities may be used by Contractor and shall be kept
clean and free of debris and odor at all times. All supplies and equipment stored in any
City janitorial closet shall be stored in a neat and orderly manner and in such a way as to
prevent injury to City staff, the public, or Contractor’s employees. Contractor’s on-site
supervisor shall maintain an equipment inventory, and a copy shall be given to the Public
Works Maintenance Superintendent or designee, upon request. Unless otherwise agreed
by the City in writing, cleaning products shall meet the Green Seal-37 Standards. Further
information regarding environmental or Green Seal products can be found at
http://www.greenseal.org/findaproduct/index.cfm.
2. Contractor shall provide the following products for use at City locations: toilet paper;
paper towels; toilet seat covers; trash can liners; liquid hand soap; and feminine
sanitary supplies. City shall also provide at its expense all utilities, including lights,
power and water. Contractor shall stock and refill all restroom dispensers, as outlined
in the applicable sections of this Exhibit A (Janitorial Cleaning Specifications – Master
List, #9 Restrooms, Locker Rooms, Dressing Rooms and Showers).
D. Supervision
1. Contractor shall provide a supervisor or lead custodian who shall be present
during all scheduled cleaning hours and special work assignments at a
City facility. This individual shall speak, read write, and understand English.
All direction given to Contractor's supervisor shall be as binding as if given
to Contractor.
2. Monthly janitorial supervisor’s reports shall be prepared and submitted to
Public Works Maintenance Superintendent, or his/her designee, noting any
building deficiencies needing correction.
3. While performing work under this Agreement, Contractor's supervisor shall carry
a cell phone by which City staff shall be able to communicate with him/her. Other
janitorial staff may use City phones designated by the Public Works
Maintenance Superintendent, or his/her designee, to respond to work-related
issues.
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4. Contractor shall provide a list of all Contractor’s staff assigned to each work
site. The list shall include name, address, and driver’s license number and
the employee’s work schedule and assignment. At Contractor's expense all
of Contractor's employees shall have taken and satisfactorily passed
background screening for drug and alcohol use.
5. Contractor's employees, including supervisors and managers, and employees
performing regular service, fill-in work for absences, or any subcontract staff,
who enter the Public Safety Complex, 6363 Clark Avenue, shall have
satisfactorily passed a background investigation through Dublin Police
Services. The background check includes Live Scan processing. Contractor
shall be responsible for paying the Department of Justice fee for the Live Scan
processing (at this time, approximately $100 per person). The City will absorb
the staff time cost involved in running the Live Scan equipment. Contractor is
responsible for scheduling these background checks prior to any of its
employees working in the Public Safety Complex. The background checks
must be performed at least two weeks (14 days) prior to the employee
entering the facility.
E. Training - Contractor shall provide ongoing documented training programs for all of
Contractor’s staff. Training programs shall include, but not be limited to, quality
standards, task definitions, IIPP plans (Injury and Illness Prevention Program), SDS
sheets (Safety Data Sheets), Cal- OSHA (California Occupational Health and Safety)
regulations and all other applicable safety regulations. Contractor shall provide to the
Public Works Maintenance Superintendent, or his/her designee prior to beginning of
work, and annually thereafter (provided to City with the twelfth (12th) invoice of each
year), a report showing the training provided for the janitorial staff working in City
buildings.
F. Employee Conduct - Employees of Contractor, while performing work under this
Agreement, SHALL NOT:
1. Be accompanied in their work area by acquaintances, family members,
assistants, or any other person unless such person is an on-duty authorized
Contractor employee.
2. Remove any City property, or property, equipment, monies, forms or any other
items belonging to an employee of the City, from City facilities.
3. Engage in horseplay or loud boisterous behavior.
4. Be under the influence of alcohol or drugs.
5. Gamble.
6. Smoke in any building.
7. Turn on or use any electronic equipment (computers, typewriters, radios, etc.)
other than those supplied by Contractor.
8. Use any City telephones except those designated by the Public Works
Maintenance Superintendent, or his/her designee, for the performance of
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services under this Agreement.
9. Open any desk, file cabinet or storage cabinet.
10. Remove any articles from desks.
11. Consume any food or beverage other than that brought with or purchased by
the employee.
12. Consume any food or beverage in any area NOT designated as a break or lunchroom.
G. Employee Removal - Contractor shall remove from service on City premises any
employee of Contractor who, in the opinion of the Public Works Maintenance
Superintendent, or his/her designee, is not performing the services in a proper manner
or who is incompetent, disorderly, abusive, dangerous, insubordinate, disruptive, who
does not comply with rules and regulations of the City, or is otherwise objectionable.
Contractor shall in no way interpret such removal to require dismissal of or other
disciplinary action against the employee; and such removal shall not be the basis of
any claim for compensation or damages against the City or any of its officers,
employees or agents as to the performance of the work.
H. Employee Appearance and Identification - Contractor's personnel shall present a
neat appearance and be easily recognized as Contractor employees. Contractor shall
provide each employee with an identification badge and uniform. The badge shall
include the employee’s photograph and name, an employee number and Contractor’s
name. The identification badge shall be displayed on the front of the employee’s
uniform at all times. Contractor accepts and understands that any employee who fails
to meet this requirement may be asked to leave City property. Should this occur, the
City will not compensate the Contractor or Contractor's employees for lost time. It is
expressly understood that Contractor is responsible for ensuring that all of its
employees possess and carry valid photo-identification at all times on City property.
Contractor's employees shall be wearing their uniforms and identification badges prior
to entering any City building, and uniforms and badges shall be worn at all times while
working in a City facility. The uniform, at a minimum, shall be a uniform shirt to which
Contractor’s business name and/or logo have been affixed.
I. Employee Qualifications - Contractor's employees shall be at least eighteen (18)
years of age and thoroughly trained and qualified in the work assigned to them.
Contractor's employees shall be able to follow directions and shall be physically
capable of performing the duties assigned to them, including lifting/moving heavy
items, climbing ladders, etc.
All Contractor’s employees working at any City facility shall be required to submit
personal information and copies of driver’s licenses or other valid identification for the
purpose of background checks. Such personnel will also be subject to Live Scan
Fingerprinting processing at the contractor’s expense. The City reserves the right to deny
access based on information obtained in the background check through Live Scan
Fingerprinting.
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J. Reporting and Inspections
1. Building Control Log: Contractor's supervisor or lead custodian shall be
responsible for maintaining building control logs. Contractor’s employees shall
be responsible for signing in and out daily on the log. Further, Contractor's
employees who provide special cleaning services are also required to sign in
and out for services provided. The building control logs shall be the focal point
for communication between the Contractor and the City and for sharing work-
related comments and issues.
2. Status Reports: If and when unusual circumstances arise, a report shall be
given to the Public Works Maintenance Superintendent, or his/her designee,
the day of the occurrence. Examples of unusual circumstances include, but
are not limited to, the observance of suspicious persons around a City facility
or the discovery of inoperable lighting in a City facility.
3. Regular Inspections: Contractor’s account manager and supervisor shall meet
with Facility Management representatives quarterly to ensure compliance
with contract specifications and shall initiate meetings, as needed, to review
work sites and resolve problems.
4. Timely Billing: Contractor shall provide special cleaning service invoices
within fourteen (14) days of the services being provided. City shall be under no
obligation to pay any invoice which is submitted to Public Works Maintenance
Superintendent more than thirty (30) days beyond completion of special
cleaning services.
K. Work Performance - Contractor shall adhere to the highest quality standards of the
janitorial profession and the City’s cleaning standards as communicated by the Public
Works Maintenance Superintendent, or his/her designee, and set forth in this
Agreement. Contractor shall immediately verbally notify the Public Works Maintenance
Superintendent, or his/her designee, of any occurrence or condition that interferes with
its ability to be in full compliance with Agreement requirements and shall confirm such
verbal notification in writing within twenty-four (24) hours.
L. Special Assignments - City may request janitorial services for special events not
covered in the scope of services under this agreement and outside the normal scheduled
cleaning hours as outlined herein. City may request these special services up to, but not
later than, forty-eight (48) hours prior to the event. If the required services are outside
Contractor's normal cleaning schedule, payment shall be made on the basis of the hourly
rate and, if applicable, minimum number of hours as set forth in Exhibit B.
M. Emergency Work - "Emergency work" is defined as any work beyond the general
routine janitorial work required by this agreement. Emergency work shall require a
shortened Contractor response time of between two (2) and four (4) hours, depending
upon the nature of said work. Contractor shall have sufficient labor and call-out
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procedures to ensure that staffing is available for this type of unplanned requirement.
The City of Dublin will work closely with Contractor to develop a procedure for reacting
to emergency situations. Compensation for “Emergency Work” shall be in accordance
with the hourly rate for Special Assignments as described above.
N. Storage - Contractor may use City janitorial closets, if available; and if utilized,
Contractor shall keep this space in a neat, clean, odor free, and orderly condition. The
City will not be responsible in any way for damage to or loss of Contractor’s stored
supplies and/or equipment or for Contractor’s employees’ personal belongings stored in
any City janitorial closets. As noted in Section 3 of the Agreement, if janitorial closets
are not available, Contractor shall store its supplies and equipment in its own facility or
company vehicles.
O. Security - Contractor shall be required to have available the keys provided by the City
at all times while providing service to the City. All doors shall be unlocked and locked in
such manner and at such times as required by each building’s specifications. Contractor
shall be responsible for ensuring that all doors are closed and locked during its
performance of janitorial duties. Lost keys or security access cards shall be immediately
reported to the Public Works Maintenance Superintendent, or his/her designee, and
charged to Contractor at the rate of $50.00 per key or security access card. In addition,
Contractor shall reimburse City for all costs associated with re-keying any or all locks
necessitated by lost keys in his/her control. Contractor's employees shall NOT set off,
or fail to reset, a building alarm, as instructed. Such false alarms or failure to reset an
alarm shall cause the City to incur damages, and Contractor shall be charged liquidated
damages of One Hundred Fifty Dollars ($150) per event. Contractor's employees shall
not operate for personal use any City computers, fax machines, telephones, television
sets and/or copiers while performing services under this contract. Contractor shall be
financially responsible for any loss, damages, or accrued charges for any unauthorized
usage of City equipment.
P. Care of Facilities - Contractor's employees shall regularly observe the general
condition of all building areas and report problem areas to Contractor's supervisor or
lead custodian. Contractor shall be responsible for knowledge of and use of all fire
alarms and fire prevention equipment. In case of emergency, Contractor’s employees
shall notify the Emergency Services by dialing 911 and shall then call the Public Works
Maintenance Superintendent, or his/her designee, immediately. For non-emergency
repairs, Contractor shall report all required non-emergency repairs by contacting the
Public Works Maintenance Superintendent, or his/her designee.
Q. Energy Conservation - Unless otherwise specified by Public Works Maintenance
Superintendent, lights are to be turned off in facilities when janitorial staff is finished
working for the evening.
R. Graffiti - Contractor shall immediately remove all graffiti from all surfaces found inside
any of the buildings after consulting with the Public Works Maintenance
Superintendent, or his/her designee, for removal methodology. Graffiti noticed on the
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outside of any building shall be reported to Public Works Maintenance Superintendent,
or his/her designee.
SECTION 2 – REQUIRED SERVICES
The services to be provided under this Agreement are listed in this Section 2 of Exhibit A. In
some instances, services may differ among the various facilities. The following buildings are
included in this agreement:
x Civic Center, 100 Civic Plaza (Includes both City Hall and Cultural Arts Center Wings and portable
building in parking lot)
x Library, 200 Civic Plaza
x Senior Center, 7600 Amador Valley Boulevard
x Shannon Community Center, 11600 Shannon Avenue
x Heritage Center (historical schoolhouse and church), 6600 Donlon Way
x Heritage Park & Museum, 11285 Dublin Boulevard
x Wave Aquatic Center, 2401 Central Parkway (year-round)
x Corporation Yard, 5709 Scarlett Court
x Public Safety Complex, 6363 Clark Avenue
x Camp Parks (38 buildings)
Following is a master list of services required under this Agreement. Not all services are
required at all buildings; a specific breakdown is provided for each facility in Attachments
1 through 1 to this Exhibit A.
1.Flooring
a.Vinyl, linoleum, or concrete floors (sweep) – Sweep with an anti-dust mop.
b.Vinyl, linoleum, or concrete floors (damp or wet mop) – Use warm water with good
quality cleaner that leaves no visible or sticky cleaner residue, when dry. Remove all
scuff and surface marks. Rinse, if necessary, with clear warm water, and clean mop.
Wipe any and all baseboards free of moisture and dirt. Protect all wall surfaces. Buff all
tile floors, as required.
c.Vinyl and linoleum (clean and wax floors – traffic areas) – Dust entire floor and
corners with treated mop. Damp mop and remove any spot or stains. Allow flooring to
dry completely. Apply wax in traffic areas only, feathering out to corners. Corners shall
be waxed only as part of complete stripping process (see below).
d.Vinyl and linoleum (strip) – Strip completely and wax, including corners.
e.Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs (sweep)
Sweep surfaces.
f.Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs (damp
mop) – Use a dedicated mop and good-quality cleaner recommended for marble, slate,
granite, ceramics and travertine. The floors shall be free of dust, dirt, cleaning material
residue, streaks, mop strands, grease, and spills and thoroughly maintained to present
an acceptable gloss. Protect all walls from splashing and wipe off any moisture or
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chemicals from all baseboards. Polish wood molding, if necessary, to prevent moisture
damage.
g. Stone, marble, slate, granite, ceramic tile, travertine floors, stairs (strip, seal) –
Apply stripping solution. Machine scrub (conventional machine) and wet vacuum
stripping. This shall be followed by an application of a neutralizer rinse, followed by a
damp mopping with clear water. When floor is dry, apply finish or sealer. Protect all wall
finishes and wipe down all baseboards to be free of moisture and residue. Polish, as
needed.
h. Stone, marble, slate, granite, ceramic tile, travertine floors, stairs (refinishing) –
Refinish as follows: Use a conventional (buffer) machine with a 3M blue cleaning pad
and a trigger spray bottle with clean water to buff. Let floor dry. Follow with a dust
mopping and then a damp mopping. Let floor dry. Apply two (2) coats of floor finish.
Be sure floor is thoroughly dry between coats. Within twenty-four (24) hours of last
application of finish, burnish with a high-speed buffing machine (1,100 rpm).
2. Hardwood Floors and Carpeting
a. Hardwood floors for gymnasiums, ballrooms or dance floors (dust mopping) –
Use a dedicated dust mop on hardwood floors with “Super Hil-Tone Dust” mop treatment,
manufactured by Hillard (or equivalent). The mop shall be treated per manufacturer’s
instructions.
b. Hardwood floor surfaces (wet mopping) – Use a dedicated wet mop with Hillard Super
Shine All Cleaner (or equivalent; specific products required for Senior Center bamboo
wood flooring and floor machine at Stager Gym). At the Gym mopping is done with a
floor cleaning machine that uses a foam cleaner solution. Remove all scuff and surface
marks. Follow directions on label.
NOTE – DO NOT USE the same mop for damp mopping and for applying the finish!
c. Carpet and mats (vacuum traffic areas) – These areas include main entries and all doors,
elevator lobbies, elevators, areas where food is available, main corridors in buildings and open
landscaped areas. Vacuum traffic areas. Move all chairs, trashcans and other easily removed
items, and vacuum underneath. Hand wipe baseboards.
d. Carpet and mats (vacuum all areas, including edges and corners) – Vacuum with an
industrial- powered vacuum cleaner and inspect for spots. Remove spots, following the
manufacturer’s recommendations completely, with an approved industrial-grade spot remover that
leaves no visible residue. Report to the Public Works Maintenance Superintendent, or his/her
designee, all tears, burns, unraveling or other damage. Move all chairs, trash cans and other easily
removed items and vacuum underneath. Hand wipe baseboards.
e. Carpet spot cleaning and spot removal – Perform, as necessary.
f. Graffiti (remove all marks and writing) – Remove from all interior surfaces (doors and walls). If
unable to remove graffiti, call Public Works at 925-833-6630 and leave a message. Leave caller's
name, location of the building, floor and area where the graffiti is located.
g. Walls, doors and molding (spot clean) – On a regular basis, inspect all walls, doors and
moldings; and remove any and all fingerprints, smudges, dirt or accumulations from these areas,
as required.
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3. Doors and Entrances
a. Doors and entrances (clean and polish) – Clean and polish interior and exterior surfaces to a
height of 8’, removing any and all fingerprints, smudges, dirt, cobwebs, insects, grease, oils or
accumulations from these areas. On a regular basis, inspect all doors and entrances; and clean
doors and entrances across the entire width of the entrance front, as required.
b. Drinking Fountains – Clean, disinfect and polish.
c. Public Telephones (clean and disinfect) – Clean and disinfect all public telephones and
enclosure walls. Remove all graffiti from phones and surrounding area. If unable to remove graffiti,
contact Public Works at 925-833-6630 and give location and phone number.
4. Glass and Windows
a. Glass and windows – On a regular basis, inspect all glass and frames and remove any and all
fingerprints, smudges, dirt, cobwebs, insects, grease, oils or accumulations from these areas to a
height of 8 feet, as required. When glass is part of an entrance area, clean across the entire width
of the entrance front, if required. Clean picture glass and mirrors as needed to remove fingerprints,
smudges, and any other dirt or material, to leave a clean appearance.
5. Dusting
a. Dusting – Remove all accumulated dust, dirt, debris and cobwebs from all surfaces, corners,
shelving crevices, office desks, bookcases, tables, partition tops, window ledges and baseboards.
Use treated mops and cloths to help prevent the redistribution of same into the air. Desktops shall
be dusted only if papers have been removed.
b. Dusting (high dusting) – Remove all accumulated dust, dirt and debris from the surfaces,
corners, crevices, light fixtures, partition tops, window ledges, door frames, jambs, and blinds.
Use treated mops and cloths to help prevent the redistribution of same in the air. Blind slats shall
be individually cleaned. Remove cobwebs inside rooms, corners and ceilings. Clean HVAC vents
and ceiling tiles.
c. Wastebaskets – Empty wastebaskets and replace liners. Empty recycling containers in individual
offices and common areas. Material from recycling containers shall be kept separate from other
trash and placed in appropriate bins. Remove all other boxes, cardboard and containers which
are designated as “trash” and place in the designated dumpster. Break down all cardboard boxes
before discarding in dumpster. Large recycling bins inside facilities (for example, in the Civic
Center mail room and lunchroom) may be emptied by others; contractor should verify with the
Facility Manager for each facility where trash and recyclable material is to be taken.
d. Wastebasket/trash containers (wash and disinfect) – Clean and disinfect all wastebaskets and
trash containers in all interior and exterior locations.
e. Artificial Plants – Clean to remove dust and other debris
6. Elevators
a. Elevator (clean and polish) – Remove all finger and handprints, grease, oils, smudges or marks.
Polish interior walls, ceilings, and doors inside and outside. Vacuum carpet and elevator door
tracks. Spot clean carpet or flooring, as necessary, to remove stains and odors.
7. Stairwells, Exterior and Interior
a. Staircases, balustrades and railings (dust and wipe) – Dust and wipe all staircase areas,
including all railings and areas around and underneath stairs. Vacuum carpeted areas, and spot
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clean carpet.
b. Stairwells – Sweep, damp mop and spot clean.
8. Offices
a. Wooden furniture (clean and polish) – Clean and polish all wooden furniture with approved
polish. Do not disturb any paperwork on desks, tables, and files.
b. Formica and metal desks (clean all) – Clean all tables, stands, chairs, filing cabinets, locker
tops and fronts. Do not disturb paperwork.
c. Wood fixtures (polish) – Polish all wooden walls, doors, handrails, and all accents.
d. White boards and pen rails (clean) – Wash and clean (only if boards are erased).
e. Fabric or carpeted wall coverings (dust and/or vacuum, spot clean) – With a soft brush, dust
all fabric and/or carpeted walls to maintain a neat and clean appearance. Vacuum all areas where
a traffic pattern is evident. Spot clean areas per manufacturer’s specifications for wall covering.
Damp wipe vinyl. Cloth fabrics require chemical cleaner to remove spots.
f. Light switches (clean and disinfect) – Use a damp cloth to remove all smudges, fingerprints
and dirt. Apply disinfectant.
g. Light fixtures (clean all) – Dust all with treated cloth. Vacuum and damp wipe, if necessary, to
remove all accumulated dust and dirt.
h. HVAC vents and diffusers (clean all) – Vacuum and clean with disinfectant. Vacuum
adjacent ceiling tiles and areas.
9. Restrooms, Locker Rooms, Dressing Rooms and Showers
a. Restrooms (clean, disinfect, restock supplies) – Clean and disinfect all urinals, toilets,
partitions and plumbing. Damp mop floors with disinfectant. Clean and polish chrome and stainless
fixtures. Clean, disinfect and deodorize interior and exterior of sanitary napkin depositories.
Replace disposal bags and plastic trash liners. Clean mirrors to be streak-free. Install disinfectant
in floor drains and deodorizers in urinals. Fill all dispensers (soap, toilet paper, seat covers, paper
towels, sanitary supplies and deodorizers). Inspect lighting for satisfactory operation. Report to
the Public Works Maintenance Superintendent or his/her designee, all lights that are not working
properly.
b. Showers (clean, disinfect) – Clean and disinfect all walls, floors and curtains. Entire area shall
be free of soap scum, fungi, hair, urine deposits and unpleasant odors. Floors and tiled areas shall
be free of streaks and mildew.
c. Locker rooms or dressing rooms - Install disinfectant in floor drains. Disinfect HVAC vents, and
clean mirrors to be streak-free. Wax floors to maintain original appearance. Vacuum all carpet
areas and remove all stains. Clean and disinfect lockers inside and outside, if unlocked. Do not
disturb personal belongings.
10. Kitchen or Coffee Bar Areas
a. Kitchen/breakroom floors (degrease and disinfect) – Mop all kitchen floors with disinfectant.
Refinish, if necessary, to maintain original appearance.
b. Kitchen/breakroom/coffee bar sinks, counters, and appliances (wash and disinfect) –
Include all kitchen tabletops in area and generally clean up all stainless steel or laminate surfaces.
c. Cabinets, sinks and appliances (degrease, disinfect and polish) – Specific to facilities with
working cooking kitchens.” Includes refrigerators, stoves, stove hoods, ovens, griddles,
dishwashers, microwaves, and all stainless steel.
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d. Kitchen Vent Hoods Over Stoves – Degrease, clean and polish.
e. Kitchen Anti Fatigue Mats – Degrease, disinfect, rinse and dry.
f. Kitchen Floor Drains – Degrease and clean the floor drains / catch basins in kitchen floor.
11. Special Areas
a. Bleachers (clean all surfaces) – Clean all areas around and under bleachers. Damp mop
bleacher seats.
b. Jail area (clean and disinfect) – Clean and disinfect (when accessible) all walls, floors, ceilings
and fixtures.
c. Janitorial closets (clean and stock) – Clean, organize, stock and keep odor- free. If any
chemicals are stored here, maintain a binder of all Material Safety Data Sheets (MSDS) and keep
in each closet.
d. Exercise rooms – Wipe down, clean, deodorize and disinfect all exercise apparatus and mats.
Remove and replace mats in same locations to ensure proper fit.
e. Personal computers – Dust with anti-static cloth.
f. City refrigerators – Clean as specified for individual facilities.
g. Venetian blinds – Dust and damp wipe blinds with a treated cloth to prevent redistribution of dust
into the air.
h. Vending machines – Clean vending machine surfaces and sweep or dust mop under the
machines.
i. Bleachers (sweep and pick up litter) – Sweep and pick up litter on, around and under bleachers.
SECTION 3 – GENERAL PROVISIONS
A. Liquidated Damages
When Contractor fails to perform, as specified, the services required in this agreement, the
City will have been damaged by that lack of performance. Since it is difficult to define the
amount of damage caused, Contractor shall agree to the following liquidated damages:
1. If trained personnel do not report to provide the services required by this
Agreement, the City will incur damages; and liquidated damages of One Hundred
Fifty and no/100 Dollars ($150.00) per occurrence will be deducted from payments
due the Contractor. Contractor will be notified of the assessment of liquidated
damages by telephone or FAX within twenty-four (24) hours of failure to report.
2. If Contractor fails to perform under the terms of this Agreement, the City will incur
damage. Contractor will be notified by telephone or FAX within twenty-four (24)
hours of the failure to perform, and performance shall be required within twenty-four
24) hours after receipt of such notice. If the performance failure is not corrected
within twenty-four (24) hours of receipt of notice, the City will incur damages; and
liquidated damages of One Hundred Fifty and no/100 Dollars ($150.00) per
occurrence will be deducted from payments due the Contractor.
3. Liquidated damages of One Hundred Fifty and no/100 Dollars ($150.00) per
occurrence will continue to be deducted from payments due the Contractor until the
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performance failure is remedied.
B. Subcontracting - No portion of the services provided pursuant to this Agreement may be
subcontracted or assigned without prior approval of the City of Dublin. Requests to
subcontract all or any portion of services required by this Agreement shall be submitted to
the City's Public Works Maintenance Superintendent, or his/her designee, at least thirty (30)
days in advance of the proposed effective date of the subcontract. Contractor shall include
in this written request a detailed description of how the Contractor plans to oversee the
services performed by the proposed subcontractor. Contractor shall be responsible for
services provided by any subcontractor as if Contractor were providing the services with its
own organization. Any subcontractor who will provide services inside the Police Facility shall
have successfully passed a background check as described above prior to commencing
work in that building. Contractor shall bear the expense of any subcontractor background
checks.
C. Labor Strike - Contractor shall be responsible for its own labor relationships and shall
negotiate and be responsible for resolving any and all disputes between itself and its
employees or any union representing its employees. Whenever Contractor has knowledge
that any actual or potential labor dispute is delaying, will delay, or threatens to delay, the
timely performance of services under this Agreement, Contractor shall immediately give
written notice thereof to the City's Public Works Maintenance Superintendent, or his/her
designee. It shall be the Contractor’s responsibility to provide continuous services, without
interruption, to all buildings and facilities specified herein throughout the term of the
Agreement. In the event of a labor strike, Contractor shall provide the means, at Contractor’s
cost, to provide continuous services in full compliance with Agreement requirements. Failure
to do so will cause the City to take whatever action is necessary to provide the services. If,
in doing so, City incurs costs in excess of those that would have been paid to the Contractor
for the same services, these excessive costs shall be paid by the Contractor.
D. Pricing - All rates and/or prices included in this Agreement are firm and not subject to
escalation, except on an annual basis according to the Consumer Price Index as provided in
the Agreement. Contractor represents and warrants that all rates and/or prices are at least
as low as those currently being quoted by Contractor to commercial or government users for
the same work of similar scope under similar circumstances.
E. Terms of Payment - Payment shall be made within thirty (30) days from the date of receipt
of invoice or acceptance of work, whichever occurs last. If City is entitled to a prompt payment
discount, the period of computation shall commence on the date of receipt of invoice or
acceptance of work by City, whichever occurs last. City shall endeavor to pay each invoice
within thirty (30) days but shall not be responsible to Contractor for additional charges,
interest or penalties due to failure to pay within that period.
F. Warranty - Contractor warrants that the work performed under this Agreement complies with
all specifications and that workmanship is free from defects. If any portion of the work has
not been completely described in this Agreement, it shall comply with nationally recognized
codes and established industry standards. Contractor agrees that the aforementioned
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warranties shall be in addition to any warranties provided by law or offered by Contractor.
G. Extra or Additional Work - Contractor shall perform no extra or additional work or alter or
deviate from the work specified in this Agreement unless agreed in writing by City in advance
of performance of the work. Payment for extra or additional work shall be made on the basis
of the hourly rate and, if applicable, minimum number of hours as set forth in Exhibit B.
H. Force Majeure - Neither party to the Agreement shall be held responsible for delay or default
caused by fire, riot, acts of God, and/or war which is beyond that party's reasonable control.
City may terminate the Agreement upon written notice after determining such delay or default
will reasonably prevent successful performance of the Agreement.
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ATTACHMENT 1
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Civic Center, City Hall Wing, 100 Civic Plaza
Estimated Building Size: 31,800 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
FREQUENCY TASK See Section 2
Required Services”
Daily: Vinyl, linoleum, terrazzo, or concrete floors, sweep and/or dust mop all floors 1a
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Carpet spot cleaning and removal - (as necessary) 2e
Dusting - all tabletops, office desks, and filing cabinets, and other surfaces 5a
Dusting - removal of accumulated dust 5a
Graffiti - remove all marks and writing (general)
Drinking fountains - clean, disinfect and polish 3b
Telephones (all phones) - clean and disinfect 3c
Wastebaskets - empty and reline 5c
Elevators - clean and polish 6a
Restrooms - clean, disinfect, and restock supplies 9a
Kitchen breakroom floors - degrease and disinfect 10a
Kitchen breakroom sinks & counters - degrease and disinfect 10b
Coffee bar sinks and counters – degrease and disinfect 10b
Weekly: Carpet and mats - vacuum all areas, including edges and corners 2d
Broom sweep receiving/file room concrete floor 1a
Clean and disinfect light switches 8f
Wash white boards and pen rails (if erased) 8d
Bi-Weekly: Clean tile grout
Monthly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Venetian blinds - wipe down and clean 11g
Quarterly: Vinyl and linoleum - strip completely and wax 1d
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Vending machines – clean machines and sweep/dust mop underneath 11h
Artificial plants – Clean to remove dust and other debris 5e
Semi-Annually: . Strip and wax all hard surface floors: terrazzo, vinyl or linoleum 1d, 1g
1407
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 15 of 27
ATTACHMENT 2
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Civic Center, Cultural Arts Center, 100 Civic Plaza
Estimated Building Size: 21,200 SF (includes auxiliary triple-wide trailer in gated parking lot)
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
FREQUENCY TASK See Section 2 “Required
Services”
Daily: Vinyl, linoleum, or concrete floors, sweep and/or dust mop all floors 1a
Carpet and mats - vacuum traffic areas, staircases, & workspaces 2c
Carpet spot cleaning and removal - (as necessary) 2g
Dusting - all tabletops, office desks, filing cabinets, & other surfaces 5a
Graffiti - remove all marks and writing 2h
Drinking fountains - clean, disinfect and polish 3b
Clean and disinfect telephones 3c
Glass and windows (building entrances, lobby areas, etc.) 4a
Dusting - removal of accumulated dust. 5a
Wastebaskets - empty and reline 5d
Elevators - clean and polish 6a
Restrooms - clean, disinfect, and restock supplies 9a
Showers and locker rooms - clean and disinfect 9b,c
Kitchen breakroom floors - degrease and disinfect 11a
Kitchen breakroom sinks - degrease and disinfect 11b
Old Jail area - clean and disinfect (when accessible) 11b
Weekly: Broom sweep sally port concrete floor when accessible 1b
Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors and molding - remove fingerprints, smudges and dirt 2I
Doors & entrances - clean and polish, remove fingerprints & smudges 3a
Clean stair handrails 7a
Wash white boards and pen rails (if erased) 8d
Exercise rooms - clean and deodorize 11d
Monthly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Fabric or carpeted wall coverings - dust and/or vacuum, spot clean 8e
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep order-free 11c
Venetian blinds - wipe-down and clean 11g
Vending machines – clean machines and sweep/dust mop underneath 11h
Quarterly: Vinyl and linoleum - strip completely and wax 1d
Stone, marble, slate, granite, ceramic tile, travertine floors, stairs 1g
Wastebasket/trash containers - wash and disinfect 5e
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11e
Semi-Annually: City refrigerators – break room only 11f
1408
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 16 of 27
ATTACHMENT 3
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Library, 200 Civic Plaza
Estimated Building Size: 38,215 SF (entire Library)
Cleaning Frequency: 6 days per week, Monday – Sunday (except Fridays)
Janitorial Cleaning Hours: 11:00 PM to 5:00 AM
FREQUENCY TASK See Section 2 “Required
Services”
Daily: Vinyl, linoleum, or concrete floors (sweep and/or dust mop all floors) 1a
Stone, marble, ceramic, slate (sweep) 1e
Carpet and mats (vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephone (clean and disinfect) 3c
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, restock) 9a
Kitchen/coffee bar sinks (clean and disinfect) 10b
Weekly: Vinyl, linoleum or concrete floors (damp/wet mop) 1b
Stone, marble, ceramic, slate (damp/wet mop) 1f
Carpets and mats (vacuum all areas, including edges and corners 2d
Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Whiteboards and pen rails (clean, if erased) 8d
Cabinets, sinks and appliances (degrease, disinfect, and polish) 10c
Monthly: Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures – polish 8c
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Kitchen vent hoods over microwaves – degrease, clean & polish 10d
Quarterly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Stone, marble, granite, ceramic tile floors (strip and seal) 1g
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
Semi-Annually: Vinyl and linoleum - strip completely and wax 1d
City refrigerator in office area (clean and disinfect) 1f
Annually: Stone, marble, granite, ceramic tile floors (refinishing) 1h
1409
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 17 of 27
ATTACHMENT 4
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Senior Center, 7600 Amador Valley Boulevard
Estimated Building Size: 15,500 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 10:30 PM to 5:00 AM; Weekends as needed following special events
FREQUENCY TASK See Section 2 “Required
Services”
Daily: Vinyl, linoleum, or concrete floors (sweep and/or dust mop all floors) 1a
Stone, marble, ceramic, slate (sweep) 1e
Hardwood floor in ballroom (sweep and dust mop on Tue/Thu) 2a
Hardwood floor in ballroom (sweep and damp mop on Mon/Wed/Fri) 2b
Carpet and mats (vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephone (clean and disinfect) 3c
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, restock) 9a
Kitchen quarry tile floors (remove mats, degrease, disinfect, replace mats) 10a
Kitchen/coffee bar sinks (clean and disinfect) 10b
Weekly: Vinyl, linoleum or concrete floors (damp/wet mop) 1b
Stone, marble, ceramic, slate (damp/wet mop) 1f
Carpets and mats (vacuum all areas, including edges and corners) 2d
Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Whiteboards and pen rails (clean, if erased) 8d
Cabinets, sinks and appliances (degrease, disinfect, and polish) 10c
Kitchen Anti-Fatigue Mats (degrease and disinfect) (Fridays) 10e
Kitchen Floor Drains (degrease and clean) (Fridays) 10f
Monthly: Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures – polish 8c
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Kitchen vent hoods over stoves – degrease, clean and polish 10d
Quarterly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Stone, marble, granite, ceramic tile floors (strip and seal) 1g
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
Artificial Plants - clean to remove dust 5e
Semi-Annually: Vinyl and linoleum - strip completely and wax 1d
City refrigerator in office area (clean and disinfect) 1f
Annually: Stone, marble, granite, ceramic tile floors (refinishing) 1h
1410
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 18 of 27
ATTACHMENT 5
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Wave Aquatic Center
Estimated Building Size: 30,000 SF
Cleaning Frequency: January – December, 7-days per week
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
PLEASE NOTE: PEAK SEASON is from Memorial Day through Labor Day, where more attention to all areas is
required.
FREQUENCY TASK See Section 2
Required Services
Daily: Interior floors (sweep and/or dust mop all floors) 1a
Tile hallway area (scrub machine and disinfect) 1f
Interior flooring in lobbies/office (damp/wet mop, disinfect, vacuum, move furniture 1i
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephone (clean and disinfect) 3c
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, scrub machine, restock) 9a
Showers (clean, scrub machine, clear drain strainers and disinfect) 9b
Locker rooms and dressing rooms (clean, disinfect, scrub machine) 9c
Use machine provided by City – Clean Advance Machine and/or Karcher B60
Battery Scrubber (Staff also expected to maintain and clean the machines
after every use)
Weekly: Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Cabinets, sinks and appliances (degrease, disinfect, and polish) 10c
City refrigerators (clean as specified) 11f
Formica and metal desks - clean all 8b
Monthly: Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Wood fixtures – polish 8c
Light switches - clean and disinfect 8f
Janitorial closets - clean organize, stock and keep odor-free 11c
Complete and thorough machine scrub all hard floor surfaces 1f
Quarterly:
3x per year) Wastebasket/trash containers - wash and disinfect 5d
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
1411
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 19 of 27
ATTACHMENT 6
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Heritage Center, 6600 Donlon Way
Estimated Building Size: School House – 2,900 SF, Church – 1,550 SF
Cleaning Frequency: School House – 3 days per week (Wed/Fri/Sun); Church – 1 day per week (Wed)
Janitorial Cleaning Hours: 9:00 PM to 5:00 AM
Please note: Due to nature and historical value of the Heritage Center, all cleaning products must receive
approval from Museum Director prior to use.
FREQUENCY TASK See Section 2 Required
Services
Daily: Vinyl, linoleum, or concrete floors (sweep and/or dust mop all floors) 1a
Hardwood floors (sweep and dust mop) 2a
Carpet and mats (vacuum traffic areas) 2c
Carpet spot cleaning and spot removal 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Dusting (remove accumulated dust) 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, restock) 9a
Weekly: Vinyl, linoleum or concrete floors (damp/wet mop) 1b
Hardwood floors (sweep and damp mop) 2b
Carpets and mats (vacuum all areas, including edges and corners) 2d
Walls, doors and molding (spot clean) 2g
Glass and windows (remove fingerprints, smudges, dirt) 4a
Monthly: Dusting - high dusting 5b
Formica and metal desks – clean all 8b
Light switches - clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Quarterly: Vinyl and linoleum - clean and wax floors - traffic areas 1c
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers - clean with anti-static cleaner 11e
Venetian blinds (dust and damp wipe) 11g
Semi-
Annually:
Vinyl and linoleum - strip completely and wax 1d
1412
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 20 of 27
ATTACHMENT 7 (Page 1 of 2)
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Heritage Park and Museum, 11285 Dublin Boulevard
Estimated Building Size: See below
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 12:00 AM
Please note: Due to nature and historical value of the Heritage Center, all cleaning products must receive
approval from Museum Director prior to use.
Sunday School Barn: 1327 SF
FREQUENCY TASK See Section 2 “Required
Services”
Daily: Wood floor – sweep
Wastebasket – empty and replace liner
2a
5c
Weekly: Walls, doors, moldings – spot clean as needed
Glass and windows – remove fingerprints, smudges, dirt
Doors – clean and polish
Dusting – dust windowsills and furniture
2g
4a
3a
5a/5b
Monthly: Dusting – high dusting 5b
Light switches – clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 2a/2b
Vinyl and linoleum – clean and wax floors - traffic areas 5d
Quarterly: Light fixtures and fans – clean 8g
HVAC vents – clean 8h
Restrooms: 289 sq. ft.
FREQUENCY TASK See Section 2
Required Services”
Daily: Floor – sweep and mop
Toilets – clean and disinfect
Doors – clean and polish
Wastebasket – empty and replace liner
1a/1b
9a
3a
5c
Weekly: Walls, doors, moldings – spot clean
Glass and windows – remove fingerprints, smudges, dirt
Dusting – dust windowsills and furniture
2g
4a
5a/5b
Monthly: Dusting – high dusting 5b
Light switches – clean 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Wastebasket/trash containers – clean and disinfect 5d
Quarterly: Light fixtures and fans – clean 8g
HVAC vents – clean 8h
1413
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 21 of 27
ATTACHMENT 7 (Page 2 of 2)
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Ceramics/Art Studio: 330 sq. ft.
FREQUENCY TASK See Section 2 Required
Services
Daily: Dusting (dust windowsills and furniture)
Wastebasket (empty and replace liner)
Floor - sweep and mop
5a/5b
5c
1a/1b
Weekly: Walls, doors, moldings (spot clean)
Glass and windows - remove fingerprints, smudges and dirt
Doors (clean and polish)
Dusting – high dusting
2g
4a
3a
5b
Monthly: Light switches – clean 8f
Quarterly: Wastebasket/trash containers – clean and disinfect
Light fixtures – clean
HVAC vents – clean all
5d
8g
8h
Kolb House: 2304 sq. ft.
FREQUENCY TASK See Section 2 “Required
Services”
Weekly: Bathroom and Kitchen Floor – sweep and damp mop
Bathroom fixtures – clean and disinfect
Kitchen counters – wipe with light solution
Wastebaskets – empty and replace liner
Back Porch – sweep and clean
Public Room – vacuum carpeted areas, spot clean
Halls – vacuum carpeted areas, spot clean
Stairs – vacuum carpeted areas, spot clean
1a/1b
9a
10b
5c
1e
7a
7a
7a
Walls, doors, moldings – spot clean
Glass and windows – remove fingerprints, smudges, dirt
Dusting – dust windowsills and furniture
Doors – clean
2g
4a
5a/5b
3a
Monthly: Dusting – high dusting 5b
Light switches – clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11c
Quarterly: Wastebasket/trash containers – clean and disinfect
Light fixtures and fans – clean
5d
8g
HVAC vents – clean 8h
1414
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 22 of 27
ATTACHMENT 8
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Shannon Community Center, 11600 Shannon Avenue
Estimated Building Size: 18,250 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 10:00 PM to 5:00 AM; Weekends as needed following special events
FREQUENCY TASK See Section 2
Required Services”
Daily Sweep and/or dust mop all hard surface floors 2a
Vacuum all carpet area 2d
Spot clean carpet areas 2e
Graffiti (remove all marks and writing) 2f
Doors and entrances (clean and polish) 3a
Drinking fountains (clean, disinfect and polish) 3b
Public Telephones (clean and disinfect) 3c
Dust all surfaces 5a
Wastebaskets (empty and replace liners) 5c
Restrooms (clean, disinfect, and restock) 9a
Kitchen/coffee bar sinks (clean and disinfect) 10b
Kitchen floor – remove mats, degrease, disinfect, replace mats 10a
Weekly Damp mop all hard surface floors 2b
Vacuum all carpeted areas including the edges 2d
Spot wash all walls, doors, and moldings 2g
Remove fingerprints and smudges from glass and windows 4a
Wash whiteboards and pen rails (if erased) 8d
Cabinets, sinks and appliances (degrease, disinfect and polish) 10c
Wash Anti-Fatigue mats (degrease and disinfect) 10e
Kitchen floor drains (degrease and clean) 10f
Glass and windows – remove fingerprints, smudges, dirt 4a
Monthly: Dusting (high dusting) 5b
Wooden furniture (clean and polish) 8a
Wooden fixtures (polish) 8c
Light switches (clean and disinfect) 8f
Janitorial closets (clean, organize, stock and deep odor free) 11c
Kitchen vent hoods over stoves (degrease, clean and polish) 10d
Quarterly: Vinyl and linoleum (clean and refinish floors, traffic areas) 1d
Semi-Annually: Vinyl and linoleum - strip completely and wax 1d
Annually: Stone, marble, granite, ceramic tile floors (refinishing) 1h
1415
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 23 of 27
ATTACHMENT 9
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Corporation Yard, 5709 Scarlett Court
Estimated Building Size: 3,500 SF (office space only)
Cleaning Frequency: 3 days per week, Monday, Wednesday, Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
FREQUENCY TASK See Section 2 “Required
Services”
Daily: Vinyl, linoleum, or concrete floors – sweep and/or dust mop all floors 1a
Carpet and mats – vacuum traffic areas and offices 2c
Carpet spot cleaning and removal – as necessary 2g
Graffiti – remove all marks and writing 2h
Glass and windows – remove fingerprints, smudges, dirt 4a
Dusting – removal of accumulated dust 5a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a,b
Weekly: Carpet and mats – vacuum all areas, including edges and corners 2d
Walls, doors and molding – remove fingerprints, smudges and dirt 2I
Doors & entrances – clean and polish, remove fingerprints & smudges 3a
Dusting – all tabletops, office desks, and filing cabinets 5a
White boards and pen rails – wash clean, if erased 8d
Monthly: Dusting – high dusting 5b
Wooden furniture – clean and polish 8a
Formica and metal desks – clean all 8b
Wood fixtures – polish 8c
Fabric or carpeted wall coverings- dust and/or vacuum, spot clean 8e
Light switches – clean and disinfect 8f
Quarterly: Vinyl and linoleum – clean and wax floors 1c
Wastebasket/trash containers – wash and disinfect 5d
Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers – clean 12h
Semi-Annually: Glass and windows, interior and exterior – all areas 4b
1416
Services Agreement between July 1, 2021
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit A – Page 24 of 27
ATTACHMENT 10
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Public Safety Complex, 6363 Clark Avenue
Estimated Building Size: 3,500 SF (office space only)
Cleaning Frequency: 6 days per week, Monday - Saturday
Janitorial Cleaning Hours: 4:30 PM to 8:30 PM
FREQUENCY TASK See Section 2 “Required
Services”
Daily: Vinyl, linoleum, or concrete floors – sweep and/or dust mop all floors 1a
Carpet and mats – vacuum traffic areas and offices 2c
Carpet spot cleaning and removal – as necessary 2g
Graffiti – remove all marks and writing 2h
Glass and windows – remove fingerprints, smudges, dirt 4a
Dusting – removal of accumulated dust 5a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a,b
Weekly: Carpet and mats – vacuum all areas, including edges and corners 2d
Walls, doors and molding – remove fingerprints, smudges and dirt 2I
Doors & entrances – clean and polish, remove fingerprints & smudges 3a
Dusting – all tabletops, office desks, and filing cabinets 5a
White boards and pen rails – wash clean, if erased 8d
Monthly: Dusting – high dusting 5b
Wooden furniture – clean and polish 8a
Formica and metal desks – clean all 8b
Wood fixtures – polish 8c
Fabric or carpeted wall coverings- dust and/or vacuum, spot clean 8e
Light switches – clean and disinfect 8f
Quarterly: Vinyl and linoleum – clean and wax floors 1c
Wastebasket/trash containers – wash and disinfect 5d
Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers – clean 12h
Semi-Annually: Glass and windows, interior and exterior – all areas 4b
1417
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1418
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1419
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1420
Services Agreement between
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc.
July 1, 2021
Exhibit B – Page 1 of
EXHIBIT B
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
JANITORIAL SERVICES
City Facilities Monthly Rate Annual Cost
City Hall Wing, Civic Center, 100 Civic Plaza, including portable
building located in Cultural Arts Center parking lot,
5-days per week service, Monday-Friday
3,180.00 $38,160.00
Cultural Arts Center Wing, Civic Center, 100 Civic Plaza,
5-days per week service, Monday-Saturday $2,100.00 $25,200.00
Library, 200 Civic Plaza (Community Room, Lobby, Main Restrooms,
City Staff Offices),
6-days per week service, Monday-Sunday, except Friday
4,252.00 $51,024.00
Shannon Community Center, 11600 Shannon Avenue,
5-days per week service, Monday-Friday $2,149.00 $25,788.00
Senior Center, 7600 Amador Valley Blvd.,
5-days per week service, Monday-Friday $1,947.75 $23,373.00
Heritage Center, 6600 Donlon Way, including Murray Schoolhouse
and St. Raymond’s Church,
3-days per week service (Murray Schoolhouse)
1-day per week service (St. Raymond’s Church)
567.00 $6,804.00
Dublin Heritage Park and Museum, 11285 Dublin Blvd.,
5-days per week service, Monday-Friday $567.00 $6804.00
The Wave Aquatic Center, 4201 Central Pkwy
7-days per week service $4,400.00 $52,800.00
Corporation Yard, 5709 Scarlett Court,
3-days per week service, Mon, Wed, Friday $640.00 $7,680.00
Public Safety Complex (Police Services), 6361 Clark Ave,
6-days per week service, Monday-Saturday $2,800.00 $33,600.00
TOTAL ANNUAL COST: $271,233.00
Extra Services Monthly Cost Annual Cost
Daily Cleaning and disinfecting of high-touch areas at various City
Facilities
5-days per week service, Monday-Friday
3,980.00 $47,760.00
Electrostatic Cleaning at various City Facilities
Monthly $3,988.00 $47,856.00
TOTAL ANNUAL COST: $95,616.00
Camp Parks Reserve Forces Training Area Monthly Cost Annual Cost
Office and training areas (Approximately 125,000 sf) $21,000.00 $252,000.00
Tile floor maintenance $2,308.00 $27,696.00
TOTAL ANNUAL COST: $279,696.00
Extra Work:
Rate for scheduled extra work at $21.50 per hour for a minimum of 2 hours for special events.
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City of Dublin and Tri-Valley Janitorial Service & Supply, Inc.
July 1, 2021
Exhibit B – Page 2 of
JANITORIAL SUPPLIES - COST
ALL FACILITIES
Estimated Quantity Case
Quantity Product/Description Per Case Price
125 cs Toilet Tissue, 2-ply, 500 sheets/roll 80/500 $33.75
325 cs Multifold Towels, bleached 16/250 $21.76
60 cs 40" x 48" or 40" x 46" Trash Liners, 125 $36.50
1.8 mil or better
70 cs 33” x 39” Trash Liners, 150 $38.03
1.8 mil or better
50 cs 24” x 23” Trash Liners (wastebasket liners) 500 $22.73
0.4 mil or better
30 cs 40” X 46” Clear Trash Liners 150 $36.26
1.7 mil or better
30 cs 33” x39” Clear Trash Liners 250 $39.67
1.2 mil or better
30 cs 24” x 23” Clear Trash Liners 500 $24.50
35 mil or better
40 cs Toilet Seat Protectors 5000 $37.82
100 cs Foam Hand Soap (based on 6 gal./case) 2/1200 ml $58.35
10 cs Sanitary Napkin Receptacle Liners 500 $16.53
Approx. 7½” x 3-3/4” x 10 ½”
Please note, reimbursable expenses are built into rates as identified above.
Contractor shall notify City of any proposed increases to costs no later than 60 days prior to a new Fiscal Year (July 1
June 30). Any changes to costs shall be approved in writing by the Public Works Maintenance Superintendent, or
their designee. Any such annual increase shall be calculated based on the Consumer Price Index for All Urban
Consumers (CPI-U) and shall not exceed 3%.
Year 1 Year 2 Year 3 Total
City Facilities Services $271,233.00 $279,370.00 $287,751.00 $838,354.00
Camp Parks RFTA
Services & Supplies $330,887.00 $340,813.61 $351,038.02 $1,022,738.63
Extra Services (Est.) $25,000.00 $25,000.00 $25,000.00 $75,000.00
COVID Janitorial Services $95,616.00 $98,484.48 $101,439.01 $295,539.49
Janitorial Supplies (Est.) $53,817.50 $55,432.03 $57,094.99 $166,344.51
Totals $776,553.50 $799,100.12 $822,323.02 $2,397,976.63
Invoices shall be submitted electronically to: pwinvoices@dublin.ca.gov no more than once monthly and as work is
completed.
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City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit C – Page 1 of 1
EXHIBIT C
CONFLICT OF INTEREST
Consultant confirms the ability to meet the City of Dublin’s Conflict of Interest requirements as specified in
the City’s RFP.
Consultant is not aware of any recent, current or anticipated contractual obligations which will pose a potential
conflict of interest with the work on this project. Consultant agrees that, for the term of this agreement, no
member, officer or employee of the City of Dublin, or a public body within Alameda County or member of
delegate to the Congress of the United States, during his/her tenure of for one year thereafter, shall have any
direct interest in the contacts or any direct or material benefit arising therefrom.
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Services Agreement between July 2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Page 1 of 3
AMENDMENT #1 TO CONSULTING SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND TRI-VALLEY JANITORIAL SERVICE & SUPPLY,
INC.
WHEREAS, on July 1, 2021, the City of Dublin (hereinafter referred to as "CITY")
and Tri-Valley Janitorial Service & Supply, Inc. (hereinafter referred to as " CONSULTANT ")
entered into a Consulting Services Agreement for Janitorial Services (hereinafter referred to
as the “AGREEMENT”); and
WHEREAS, the existing AGREEMENT will expire on June 30, 2024; and
WHEREAS, the CITY and CONSULTANT now wish to amend the Agreement to
extend the term through June 30, 2026 by modifying section 1.1 of the Agreement, and to
increase the not to exceed compensation amount to $4,302,219.83, by modifying Section 2 of
the Agreement, and update the scope of work and compensation schedule by modifying Exhibit
A and Exhibit B of the Agreement.
NOW THEREFORE, for good and valuable consideration, the sufficiency of which
is hereby acknowledged, the AGREEMENT is amended as follows:
1) Section 1.1 shall be rescinded in its entirety and replaced with the following:
Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on June 30, 2026, the date of completion specified in Exhibit A, and Consultant shall
complete the work described in Exhibit A on or before that date, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section 8. The time
provided to Consultant to complete the services required by this Agreement shall not
affect the City's right to terminate the Agreement, as referenced in Section 8.
Notwithstanding the foregoing this Agreement may be extended on a month to month
basis for up to 6 months upon the written consent of the Consultant and the City Manager,
provided that: a) sufficient funds have been appropriated for such purchase, b) the price
charged by the Consultant for the provision of the serves described in Exhibit A does not
increase. None of the foregoing shall affect the City's right to terminate the Agreement as
provided for in Section 8.
2) Section 2 COMPENSATION, the first paragraph shall be rescinded in its entirety and
replaced with the following:
Section 2. COMPENSATION.City hereby agrees to pay Consultant a sum not to
exceed $4,302,219.83, notwithstanding any contrary indications that may be contained in
the Consultant’s proposal, for services to be performed and reimbursable costs incurred
under his Agreement. In the event of a conflict between this Agreement and the
Consultant’s proposal, regarding the amount of compensation, the Agreement shall
prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the
time and in the manner set forth herein. Consultant shall submit all invoices to City in the
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City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Page 2 of 3
manner specified herein. Except as specifically authorized by City, Consultant shall not
bill City for duplicate services performed by more than one person.
3) Exhibit A, the scope of services shall be rescinded in its entirety and replaced, attached
hereto and incorporated herein as Exhibit A.
4) Exhibit B, the compensation schedule shall be rescinded in its entirety and replaced,
attached hereto and incorporated herein as Exhibit B.
5) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
6) All requisite insurance policies to be maintained by the Consultant pursuant to the
Agreement, as may have been amended from time to time, shall include coverage for
the amended term, as described above.
7) The individuals executing this Amendment and the instruments referenced in it on
behalf of Consultant each represent and warrant that they have the legal power, right
and actual authority to bind Consultant to the terms and conditions of this Amendment.
SIGNATURES ON THE FOLLOWING PAGE
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Services Agreement between July 2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Page 3 of 3
IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN TRI-VALLEY JANITORIAL SERVICE &
SUPPLY, INC.
By: _____________________________ By: _____________________________
Linda Smith D’Ambrosio, City Manager Amy Giamona, President
Dated:
ATTEST:
By: _____
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 1 of 41
EXHIBIT A
SCOPE OF SERVICES
SECTION 1 – GENERAL SERVICE PROVISIONS
A.Work Schedule - Janitorial services shall be provided up to seven (7) days per week at the
time specified for each location. General cleaning shall be performed between the hours of
5:00 PM and 5:00 AM. The available time schedules for individual facilities are set forth in
Attachments 1 through 10 of this Exhibit A. The City reserves the right, with one (1) week’s
advance notice, to change schedules. Contractor shall provide twenty-four (24) hour
emergency response, if requested, and shall respond to City within four (4) hours of request
for emergency services. Contractor shall provide a specific monthly schedule of all monthly,
quarterly, and semiannual services by building, giving specific dates. The schedule for the
first two (2) months shall be provided at least five (5) days prior to the first day of the
Agreement term as set forth in Section 1.1. The schedule for the third month, and all
subsequent months, shall be provided with each monthly invoice, and the invoices will not
be paid if not accompanied by a cleaning schedule.
Such monthly, quarterly, and annual cleaning services shall be provided on the day stated
on the monthly cleaning schedule; and if such work requires more than one (1) day to
conclude, Contractor must complete the work on successive days. Contractor may request
a change to this cleaning schedule with seven (7) days' advance notice.
B.Holidays - The following twelve (12) days are City holidays on which Contractor may need
to provide service. All City facilities are dynamic due to their programmed use; and some
locations will require service on holidays, as provided below.
New Year’s Day Veterans Day
Martin Luther King, Jr.’s Birthday Thanksgiving
Presidents Day Day after Thanksgiving
Memorial Day Christmas Eve
Independence Day Christmas Day
Labor Day New Year’s Eve
Buildings that may require service during holidays are listed below. The Public Works
Manager, or his/her designee will provide a schedule of which buildings will require holiday
service thirty (30) days prior to each holiday.
Civic Center
Dublin Arts Center
Dublin Heritage Center
Dublin Heritage Park and Museum
Public Library
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2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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Public Safety Complex
Senior Center
Shannon Community Center
Wave Aquatic Center
C.Supplies and Equipment
1.Contractor shall furnish and keep in good working order all necessary tools,
equipment and supplies, including, but not limited to, waxes, soaps, cleaners,
mops, brooms, buffers, ladders, hoses, vacuum cleaners, etc. The Public Works
Manager, or his/her designee, must approve all supplies and/or equipment prior
to their use under this Agreement. Any non-complying equipment or supplies
shall be changed out immediately at the request of the Public Works Manager
or his/her designee. Janitorial closets located in City facilities may be used by
Contractor and shall be kept clean and free of debris and odor at all times. All
supplies and equipment stored in any City janitorial closet shall be stored in a
neat and orderly manner and in such a way as to prevent injury to City staff, the
public, or Contractor’s employees. Contractor’s on-site supervisor shall maintain
an equipment inventory, and a copy shall be given to the Public Works Manager
or designee, upon request. Unless otherwise agreed by the City in writing,
cleaning products shall meet the Green Seal-37, EPA Safer Choice, or UL Eco
Logo Certified Standards. All janitorial paper products must be comprised of 51-
100% post-consumer recycled content and processed chlorine-free bleaching
includes products certified by Green Seal, EPA Safer Choice, or UL Eco Logo).
Further information regarding environmental or Green Seal products can be
found at https://certified.greenseal.org/search?&query=GS-37.
2.Contractor shall develop and implement Standard Operating Procedures that
address:
I. Cleaning and waste collection
II. Equipment operation procedures and maintenance
III. Collection and proper three stream disposal of garbage, recycling, and
compost
IV. Communications with management and occupants of the building
3.Contractor shall provide the following products for use at City locations: toilet
paper; paper towels; toilet seat covers; trash can liners; liquid hand soap; and
feminine sanitary supplies. City shall also provide at its expense all utilities,
including lights, power and water. Contractor shall stock and refill all restroom
dispensers, as outlined in the applicable sections of this Exhibit A (Janitorial
Cleaning Specifications – Master List, #9 Restrooms, Locker Rooms, Dressing
Rooms and Showers).
D. Supervision
1.Contractor shall provide a supervisor or lead custodian who shall be
present during all scheduled cleaning hours and special work
assignments at a City facility. This individual shall speak, read write,
and understand English. All direction given to Contractor's supervisor
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shall be as binding as if given to Contractor.
2.Monthly janitorial supervisor’s reports shall be prepared and submitted
to Public Works Manager, or his/her designee, noting any building
deficiencies needing correction.
3.While performing work under this Agreement, Contractor's supervisor
shall carry a cell phone and pager by which City staff shall be able to
communicate with him/her. Other janitorial staff, at a minimum, should
carry pagers and may use City phones designated by the Public Works
Manager, or his/her designee, to respond to work-related issues.
4.Contractor shall provide a list of all Contractor’s staff assigned to each
work site. The list shall include name, address, and driver’s license
number and the employee’s work schedule and assignment. At
Contractor's expense all of Contractor's employees shall have taken
and satisfactorily passed background screening for drug and alcohol
use.
5.Contractor's employees, including supervisors and managers, and
employees performing regular service, fill-in work for absences, or any
subcontract staff, who enter the Public Safety Complex, 6363 Clark
Avenue, shall have satisfactorily passed a background investigation
through Dublin Police Services. The background check includes Live
Scan processing. Contractor shall be responsible for paying the
Department of Justice fee for the Live Scan processing (at this time,
approximately $100 per person). The City will absorb the staff time cost
involved in running the Live Scan equipment. Contractor is responsible
for scheduling these background checks prior to any of its employees
working in the Public Safety Complex. The background checks must be
performed at least two weeks (14 days) prior to the employee entering
the facility.
E.Training - Contractor shall provide ongoing documented training programs for
all of Contractor’s staff. Training programs shall include, but not be limited to,
quality standards, task definitions, IIPP plans (Injury and Illness Prevention
Program), SDS sheets (Safety Data Sheets), Cal- OSHA (California
Occupational Health and Safety) regulations and all other applicable safety
regulations. Contractor shall provide to the Public Works Manager, or his/her
designee prior to beginning of work, and annually thereafter (provided to City
with the twelfth (12th) invoice of each year), a report showing the training
provided for the janitorial staff working in City buildings. City will provide annual
sorting training at a specific location, date, and time to be determined.
F.Employee Conduct - Employees of Contractor, while performing work under
this Agreement, SHALL NOT:
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1.Be accompanied in their work area by acquaintances, family members,
assistants, or any other person unless such person is an on-duty
authorized Contractor employee.
2.Remove any City property, or property, equipment, monies, forms or
any other items belonging to an employee of the City, from City
facilities.
3.Engage in horseplay or loud boisterous behavior.
4.Be under the influence of alcohol or drugs.
5.Gamble.
6.Smoke in any building.
7.Turn on or use any electronic equipment (computers, typewriters,
radios, etc.) other than those supplied by Contractor.
8.Use any City telephones except those designated by the Public Works
Manager, or his/her designee, for the performance of services under
this Agreement.
9.Open any desk, file cabinet or storage cabinet.
10.Remove any articles from desks.
11.Consume any food or beverage other than that brought with or
purchased by the employee.
12.Consume any food or beverage in any area NOT designated as a break or
lunchroom.
13.Engage in non-work-related conversations with City employees or visitors.
14.Come to work late or leave work early.
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G.Employee Removal - Contractor shall remove from service on City premises
any employee of Contractor who, in the opinion of the Public Works Manager,
or his/her designee, is not performing the services in a proper manner or who
is incompetent, disorderly, abusive, dangerous, insubordinate, disruptive, who
does not comply with rules and regulations of the City, or is otherwise
objectionable. Contractor shall in no way interpret such removal to require
dismissal of or other disciplinary action against the employee; and such
removal shall not be the basis of any claim for compensation or damages
against the City or any of its officers, employees or agents as to the
performance of the work.
H.Employee Appearance and Identification - Contractor's personnel shall
present a neat appearance and be easily recognized as Contractor employees.
Contractor shall provide each employee with an identification badge and
uniform. The badge shall include the employee’s photograph and name, an
employee number, and Contractor’s name. The identification badge shall be
displayed on the front of the employee’s uniform at all times. Contractor
accepts and understands that any employee who fails to meet this requirement
may be asked to leave City property. Should this occur, the City will not
compensate the Contractor or Contractor's employees for lost time. It is
expressly understood that Contractor is responsible for ensuring that all of its
employees possess and carry valid photo-identification at all times on City
property. Contractor's employees shall be wearing their uniforms and
identification badges prior to entering any City building, and uniforms and
badges shall be worn at all times while working in a City facility. The uniform,
at a minimum, shall be a uniform shirt to which Contractor’s business name
and/or logo have been affixed.
I.Employee Qualifications - Contractor's employees shall be at least eighteen
18) years of age and thoroughly trained and qualified in the work assigned to
them. Contractor's employees shall be able to follow directions and shall be
physically capable of performing the duties assigned to them, including
lifting/moving heavy items, climbing ladders, etc.
All janitorial staff working at any City facility shall be required to submit personal
information and copies of driver’s licenses or other valid identification for the
purpose of background checks. Such personnel will also be subject to Live
Scan Fingerprinting processing at the contractor’s expense. The City reserves
the right to deny access based on information obtained in the background
check through Live Scan Fingerprinting.
J.Reporting and Inspections
1.Building Control Log: Contractor's supervisor or lead custodian shall be
responsible for maintaining building control logs. Contractor’s
employees shall be responsible for signing in and out daily on the log.
Further, Contractor's employees who provide special cleaning services
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are also required to sign in and out for services provided. The building
control logs shall be the focal point for communication between the
Contractor and the City and for sharing work-related comments and
issues.
2.Status Reports: If and when unusual circumstances arise, a report shall
be given to the Public Works Manager, or his/her designee, the day of
the occurrence. Examples of unusual circumstances include, but are
not limited to, the observance of suspicious persons around a City
facility or the discovery of inoperable lighting in a City facility.
3.Regular Inspections: Contractor’s account manager and supervisor
shall meet with Facility Management representatives quarterly to
ensure compliance with contract specifications and shall initiate
meetings, as needed, to review work sites and resolve problems.
4.Timely Billing: Contractor shall provide special cleaning service
invoices within fourteen (14) days of the services being provided. City
shall be under no obligation to pay any invoice which is submitted to
Public Works Manager more than thirty (30) days beyond completion of
special cleaning services.
K.Work Performance - Contractor shall adhere to the highest quality standards
of the janitorial profession and the City’s cleaning standards as communicated
by the Public Works Manager, or his/her designee, and set forth in this
Agreement. Contractor shall immediately verbally notify the Public Works
Manager, or his/her designee, of any occurrence or condition that interferes
with its ability to be in full compliance with Agreement requirements and shall
confirm such verbal notification in writing within twenty-four (24) hours.
L.Special Assignments - City may request janitorial services for special events
not covered in the scope of services under this agreement and outside the
normal scheduled cleaning hours as outlined herein. City may request these
special services up to, but not later than, forty-eight (48) hours prior to the
event. If the required services are outside Contractor's normal cleaning
schedule, payment shall be made on the basis of the hourly rate and, if
applicable, minimum number of hours as set forth in Exhibit B.
M.Emergency Work - "Emergency work" is defined as any work beyond the
general routine janitorial work required by this agreement. Emergency work
shall require a shortened Contractor response time of between two (2) and four
4) hours, depending upon the nature of said work. Contractor shall have
sufficient labor and call-out procedures to ensure that staffing is available for
this type of unplanned requirement. The City of Dublin will work closely with
Contractor to develop a procedure for reacting to emergency situations.
Compensation for “Emergency Work” shall be in accordance with the hourly
rate for Special Assignments as described above.
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N.Storage - Contractor may use City janitorial closets, if available; and if utilized,
Contractor shall keep this space in a neat, clean, odor free, and orderly
condition. The City will not be responsible in any way for damage to or loss of
Contractor’s stored supplies and/or equipment or for Contractor’s employees’
personal belongings stored in any City janitorial closets. As noted in Section 3
of the Agreement, if janitorial closets are not available, Contractor shall store
its supplies and equipment in its own facility or company vehicles.
O.Security - Contractor shall be required to have available the keys or security
access cards provided by the City at all times while providing service to the
City. All doors shall be unlocked and locked in such manner and at such times
as required by each building’s specifications. Contractor shall be responsible
for ensuring that all doors are closed and locked during its performance of
janitorial duties. Lost keys or security access cards shall be immediately
reported to the Public Works Manager, or his/her designee, and charged to
Contractor at the rate of $50.00 per key or security access card. In addition,
Contractor shall reimburse City for all costs associated with re-keying any or
all locks necessitated by lost keys in his/her control. Contractor's employees
shall NOT set off, or fail to reset, a building alarm, as instructed. Such false
alarms or failure to reset an alarm shall cause the City to incur damages, and
Contractor shall be charged liquidated damages of One Hundred Fifty Dollars
150) per event. Contractor's employees shall not operate for personal use
any City computers, fax machines, telephones, television sets and/or copiers
while performing services under this contract. Contractor shall be financially
responsible for any loss, damages, or accrued charges for any unauthorized
usage of City equipment.
P.Care of Facilities - Contractor's employees shall regularly observe the general
condition of all building areas and report problem areas to Contractor's
supervisor or lead custodian. Contractor shall be responsible for knowledge of
and use of all fire alarms and fire prevention equipment. In case of emergency,
Contractor’s employees shall notify the Emergency Services by dialing 911 and
shall then call the Public Works Manager, or his/her designee, immediately.
For non-emergency repairs, Contractor shall report all required non-
emergency repairs by contacting the Public Works Manager, or his/her
designee.
Q.Energy Conservation - Unless otherwise specified by Public Works Manager,
lights are to be turned off in facilities when janitorial staff is finished working for
the evening.
R.Graffiti - Contractor shall immediately remove all graffiti from all surfaces found
inside any of the buildings after consulting with the Public Works Manager, or
his/her designee, for removal methodology. Graffiti noticed on the outside of
any building shall be reported to Public Works Manager, or his/her designee.
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City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 8 of 41
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2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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SECTION 2 – REQUIRED SERVICES
The services to be provided under this Agreement are listed in Exhibit A Section 2. In
some instances, services may differ among the various facilities. The following
buildings are included in this agreement:
Civic Center, 100 Civic Plaza (Includes City Hall, Dublin Arts Center, and portable building
in parking lot)
Library, 200 Civic Plaza
Senior Center, 7600 Amador Valley Boulevard
Shannon Community Center, 11600 Shannon Avenue
Heritage Center (historical schoolhouse and church), 6600 Donlon Way
Heritage Park and Museum, 11285 Dublin Boulevard
Wave Aquatic Center, 2401 Central Parkway
Corporation Yard, 5709 Scarlett Court
Public Safety Complex, 6363 Clark Avenue
Camp Parks (38 buildings)
Following is a master list of services required under this Agreement. Not all services
are required at all buildings; a specific breakdown is provided for each facility in Exhibit
A Attachments 1 through 10.
1.Flooring
a.Vinyl, linoleum, terrazzo, or concrete floors (sweep) – Sweep with an anti-dust mop.
b.Vinyl, linoleum, terrazzo, or concrete floors (damp or wet mop) – Use
warm water with good quality cleaner that leaves no visible or sticky cleaner
residue, when dry. Remove all scuff and surface marks. Rinse, if necessary,
with clear warm water, and clean mop. Wipe any and all baseboards free of
moisture and dirt. Protect all wall surfaces. Buff all tile floors, as required.
c.Vinyl and linoleum (clean and wax floors – traffic areas) – Dust entire floor
and corners with treated mop. Damp mop and remove any spot or stains. Allow
flooring to dry completely. Apply wax in traffic areas only, feathering out to
corners. Corners shall be waxed only as part of complete stripping process
see below).
d.Vinyl and linoleum (strip) – Strip completely and wax, including corners.
e.Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors,
stairs (sweep) – Sweep surfaces.
f.Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors,
stairs (damp mop) – Use a dedicated mop and good-quality cleaner
recommended for marble, slate, granite, ceramics and travertine. The floors
shall be free of dust, dirt, cleaning material residue, streaks, mop strands,
grease, and spills and thoroughly maintained to present an acceptable gloss.
Protect all walls from splashing and wipe off any moisture or chemicals from all
baseboards. Polish wood molding, if necessary, to prevent moisture damage.
g.Stone, marble, slate, granite, ceramic tile, travertine floors, stairs (strip,
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2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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seal) – Apply stripping solution. Machine scrub (conventional machine) and wet
vacuum stripping. This shall be followed by an application of a neutralizer rinse,
followed by a damp mopping with clear water. When floor is dry, apply finish or
sealer. Protect all wall finishes and wipe down all baseboards to be free of
moisture and residue. Polish, as needed.
h.Stone, marble, slate, granite, ceramic tile, travertine floors, stairs
refinishing) – Refinish as follows: Use a conventional (buffer) machine with a
3M blue cleaning pad and a trigger spray bottle with clean water to buff. Let
floor dry. Follow with a dust mopping and then a damp mopping. Let floor dry.
Apply two (2) coats of floor finish. Be sure floor is thoroughly dry between coats.
Within twenty-four (24) hours of last application of finish, burnish with a high-
speed buffing machine (1,100 rpm).
2.Hardwood Floors and Carpeting
a.Hardwood floors for gymnasiums, ballrooms, or dance floors (dust
mopping) – Use a dedicated dust mop on hardwood floors with “Super Hil-
Tone Dust” mop treatment, manufactured by Hillard (or equivalent). The mop
shall be treated per manufacturer’s instructions.
b.Hardwood floor surfaces (wet mopping) – Use a dedicated wet mop with
Hillard Super Shine All Cleaner (or equivalent; specific products required for
Senior Center bamboo wood flooring and floor machine.
NOTE – DO NOT USE the same mop for damp mopping and for applying the
finish.
c.Carpet and mats (vacuum traffic areas) – These areas include main entries
and all doors, elevator lobbies, elevators, areas where food is available, main
corridors in buildings, and open landscaped areas. Vacuum traffic areas. Move
all chairs, trashcans, and other easily removed items, and vacuum underneath.
Hand wipe baseboards.
d.Carpet and mats (vacuum all areas, including edges and corners) –
Vacuum with an industrial-powered vacuum cleaner and inspect for spots.
Remove spots, following the manufacturer’s recommendations completely,
with an approved industrial-grade spot remover that leaves no visible residue.
Report to the Public Works Manager, or his/her designee, all tears, burns,
unraveling or other damage. Move all chairs, trash cans and other easily
removed items and vacuum underneath. Hand wipe baseboards.
e.Carpet spot cleaning and spot removal – Perform, as necessary.
f.Graffiti (remove all marks and writing) – Remove from all interior surfaces
doors and walls). If unable to remove graffiti, call Public Works at 925-833-
6630 and leave a message. Leave caller's name, location of the building, floor
and area where the graffiti is located.
g.Walls, doors, and molding (spot clean) – On a regular basis, inspect all walls,
doors, and moldings; and remove any and all fingerprints, smudges, dirt, or
accumulations from these areas, as required.
h.Clean Back Porch of Kolb House– Sweep and clean back porch and steps
free from debris.
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3.Doors and Entrances
a.Doors and entrances (clean and polish) – Clean and polish interior and
exterior surfaces to a height of 8’, removing any and all fingerprints, smudges,
dirt, cobwebs, insects, grease, oils, or accumulations from these areas. On a
regular basis, inspect all doors and entrances; and clean doors and entrances
across the entire width of the entrance front, as required.
b.Drinking Fountains – Clean, disinfect, and polish.
c.Public Telephones (clean and disinfect) – Clean and disinfect all public
telephones and enclosure walls. Remove all graffiti from phones and
surrounding area. If unable to remove graffiti, contact Public Works at 925-833-
6630 and give location and phone number.
4.Glass and Windows
a.Glass and windows – On a regular basis, inspect all glass and frames and
remove any and all fingerprints, smudges, dirt, cobwebs, insects, grease, oils,
or accumulations from these areas to a height of 8 feet, as required. When glass
is part of an entrance area, clean across the entire width of the entrance front,
if required. Clean picture glass and mirrors as needed to remove fingerprints,
smudges, and any other dirt or material, to leave a clean appearance.
5.Dusting
a.Dusting – Remove all accumulated dust, dirt, debris, and cobwebs from all
surfaces, corners, shelving crevices, office desks, bookcases, tables, partition
tops, window ledges and baseboards. Use treated mops and cloths to help
prevent the redistribution of same into the air. Desktops shall be dusted only if
papers have been removed.
b.Dusting (high dusting) – Remove all accumulated dust, dirt, and debris from
the surfaces, corners, crevices, light fixtures, partition tops, window ledges,
door frames, jambs, and blinds. Use treated mops and cloths to help prevent
the redistribution of same in the air. Blind slats shall be individually cleaned.
Remove cobwebs inside rooms, corners, and ceilings. Clean HVAC vents and
ceiling tiles.
c.Wastebaskets – Empty wastebaskets and replace liners. Empty recycling
containers in individual offices and common areas. Material from recycling
containers shall be kept separate from other trash and placed in appropriate
bins. Remove all other boxes, cardboard, and containers which are designated
as “trash” and place in the designated dumpster. Break down all cardboard
boxes before discarding in dumpster. Large recycling bins inside facilities (for
example, in the Civic Center mail room and lunchroom) may be emptied by
others; contractor should verify with the Facility Manager for each facility where
trash and recyclable material is to be taken.
d.Wastebasket/trash containers (wash and disinfect) – Clean and disinfect all
wastebaskets and trash containers in all interior and exterior locations.
e.Artificial Plants – Clean to remove dust and other debris.
6.Elevators
a.Elevator (clean and polish) – Remove all finger and handprints, grease, oils,
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City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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smudges, or marks. Polish interior walls, ceilings, and doors inside and outside.
Vacuum carpet and elevator door tracks. Spot clean carpet or flooring, as
necessary, to remove stains and odors.
7.Stairwells, Exterior and Interior
a.Staircases, balustrades, and railings (dust and wipe) – Dust and wipe all
staircase areas, including all railings and areas around and underneath stairs.
Vacuum carpeted areas, and spot clean carpet.
b.Stairwells – Sweep, damp mop, and spot clean.
8.Offices
a.Wooden furniture (clean and polish) – Clean and polish all wooden furniture
with approved polish. Do not disturb any paperwork on desks, tables, and files.
b.Formica and metal desks (clean all) – Clean all tables, stands, chairs, filing
cabinets, locker tops and fronts. Do not disturb paperwork.
c.Wood fixtures (polish) – Polish all wooden walls, doors, handrails, and all
accents.
d.White boards and pen rails (clean) – Wash and clean (only if boards are
erased).
e.Fabric or carpeted wall coverings (dust and/or vacuum, spot clean) – With
a soft brush, dust all fabric and/or carpeted walls to maintain a neat and clean
appearance. Vacuum all areas where a traffic pattern is evident. Spot clean
areas per manufacturer’s specifications for wall covering. Damp wipe vinyl.
Cloth fabrics require chemical cleaner to remove spots.
f.Light switches (clean and disinfect) – Use a damp cloth to remove all
smudges, fingerprints, and dirt. Apply disinfectant.
g.Light fixtures (clean all) – Dust all with treated cloth. Vacuum and damp wipe,
if necessary, to remove all accumulated dust and dirt.
h.HVAC vents and diffusers (clean all) – Vacuum and clean with
disinfectant. Vacuum adjacent ceiling tiles and areas.
9.Restrooms, Locker Rooms, Dressing Rooms, and Showers
a.Restrooms (clean, disinfect, restock supplies) – Clean and disinfect all
urinals, toilets, partitions, and plumbing. Damp mop floors with disinfectant.
Clean and polish chrome and stainless fixtures. Clean, disinfect, and deodorize
interior and exterior of sanitary napkin depositories. Replace disposal bags and
plastic trash liners. Clean mirrors to be streak-free. Install disinfectant in floor
drains and deodorizers in urinals. Fill all dispensers (soap, toilet paper, seat
covers, paper towels, sanitary supplies, and deodorizers). Inspect lighting for
satisfactory operation. Report to the Public Works Manager or his/her designee,
all lights that are not working properly.
b.Showers (clean, disinfect) – Clean and disinfect all walls, floors and curtains.
Entire area shall be free of soap scum, fungi, hair, urine deposits, and
unpleasant odors. Floors and tiled areas shall be free of streaks and mildew.
c.Locker rooms or dressing rooms - Install disinfectant in floor drains. Disinfect
HVAC vents, and clean mirrors to be streak-free. Wax floors to maintain original
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 13 of 41
appearance. Vacuum all carpet areas and remove all stains. Clean and disinfect
lockers inside and outside, if unlocked. Do not disturb personal belongings.
10.Kitchen or Coffee Bar Areas
a.Kitchen/breakroom floors (degrease and disinfect) – Mop all kitchen floors
with disinfectant. Refinish, if necessary, to maintain original appearance.
b.Kitchen/breakroom/coffee bar sinks, counters, and appliances (wash and
disinfect) – Include all kitchen tabletops in area and generally clean up all
stainless steel or laminate surfaces.
c.Cabinets, sinks, and appliances (degrease, disinfect, and polish) – Specific
to facilities with “working cooking kitchens.” Includes refrigerators, stoves, stove
hoods, ovens, griddles, dishwashers, microwaves, and all stainless steel.
d.Kitchen Vent Hoods Over Stoves – Degrease, clean, and polish.
e.Kitchen Anti Fatigue Mats – Degrease, disinfect, rinse, and dry.
f.Kitchen Floor Drains – Degrease and clean the floor drains / catch basins in
kitchen floor.
11.Special Areas
a.Bleachers (clean all surfaces) – Clean all areas around and under bleachers.
Damp mop bleacher seats.
b.Janitorial closets (clean and stock) – Clean, organize, stock, and keep odor-
free. If any chemicals are stored here, maintain a binder of all Material Safety
Data Sheets (MSDS) and keep in each closet.
c.Exercise rooms – Wipe down, clean, deodorize, and disinfect all exercise
apparatus and mats. Remove and replace mats in same locations to ensure
proper fit.
d.Personal computers and TV’s – Dust with anti-static cloth.
e.City refrigerators – Clean as specified for individual facilities.
f.Window blinds – Dust and damp wipe blinds with a treated cloth to prevent
redistribution of dust into the air.
g.Vending machines – Clean vending machine surfaces and sweep or dust mop
under the machines.
h.Tile-Grout- Clean tile and grout
i.Ceramic room- Detailed cleaning of pottery equipment and workstations
j.Art room- Detailed cleaning of arts and crafts equipment and workstations
SECTION 3 – GENERAL PROVISIONS
A.Liquidated Damages
When Contractor fails to perform, as specified, the services required in this
agreement, the City will have been damaged by that lack of performance. Since it
is difficult to define the amount of damage caused, Contractor shall agree to the
following liquidated damages:
1.If trained personnel do not report to provide the services required by this
Agreement, the City will incur damages; and liquidated damages of One
Hundred Fifty and no/100 Dollars ($150.00) per occurrence will be
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 14 of 41
deducted from payments due the Contractor. Contractor will be notified of
the assessment of liquidated damages by telephone or email within twenty-
four (24) hours of failure to report.
2.If Contractor fails to perform under the terms of this Agreement, the City will
incur damage. Contractor will be notified by telephone or email within
twenty-four (24) hours of the failure to perform, and performance shall be
required within twenty-four (24) hours after receipt of such notice. If the
performance failure is not corrected within twenty-four (24) hours of receipt
of notice, the City will incur damages; and liquidated damages of One
Hundred Fifty and no/100 Dollars ($150.00) per occurrence will be
deducted from payments due the Contractor.
3.Liquidated damages of One Hundred Fifty and no/100 Dollars ($150.00)
per occurrence will continue to be deducted from payments due the
Contractor until the performance failure is remedied.
B.Subcontracting - No portion of the services provided pursuant to this Agreement
may be subcontracted or assigned without prior approval of the City of Dublin.
Requests to subcontract all or any portion of services required by this Agreement
shall be submitted to the City's Public Works Manager, or his/her designee, at least
thirty (30) days in advance of the proposed effective date of the subcontract.
Contractor shall include in this written request a detailed description of how the
Contractor plans to oversee the services performed by the proposed subcontractor.
Contractor shall be responsible for services provided by any subcontractor as if
Contractor were providing the services with its own organization. Any
subcontractor who will provide services inside the Police Facility shall have
successfully passed a background check as described above prior to commencing
work in that building. Contractor shall bear the expense of any subcontractor
background checks.
C.Labor Strike - Contractor shall be responsible for its own labor relationships and
shall negotiate and be responsible for resolving any and all disputes between itself
and its employees or any union representing its employees. Whenever Contractor
has knowledge that any actual or potential labor dispute is delaying, will delay, or
threatens to delay, the timely performance of services under this Agreement,
Contractor shall immediately give written notice thereof to the City's Public Works
Manager, or his/her designee. It shall be the Contractor’s responsibility to provide
continuous services, without interruption, to all buildings and facilities specified
herein throughout the term of the Agreement. In the event of a labor strike,
Contractor shall provide the means, at Contractor’s cost, to provide continuous
services in full compliance with Agreement requirements. Failure to do so will
cause the City to take whatever action is necessary to provide the services. If, in
doing so, City incurs costs in excess of those that would have been paid to the
Contractor for the same services, these excessive costs shall be paid by the
Contractor.
D.Pricing - All rates and/or prices included in this Agreement are firm and not subject
to escalation, except on an annual basis according to the Consumer Price Index
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 15 of 41
as provided in the Agreement. Contractor represents and warrants that all rates
and/or prices are at least as low as those currently being quoted by Contractor to
commercial or government users for the same work of similar scope under similar
circumstances.
E.Terms of Payment - Payment shall be made within thirty (30) days from the date
of receipt of invoice or acceptance of work, whichever occurs last. If City is entitled
to a prompt payment discount, the period of computation shall commence on the
date of receipt of invoice or acceptance of work by City, whichever occurs last. City
shall endeavor to pay each invoice within thirty (30) days but shall not be
responsible to Contractor for additional charges, interest or penalties due to failure
to pay within that period.
F.Warranty - Contractor warrants that the work performed under this Agreement
complies with all specifications and that workmanship is free from defects. If any
portion of the work has not been completely described in this Agreement, it shall
comply with nationally recognized codes and established industry standards.
Contractor agrees that the aforementioned warranties shall be in addition to any
warranties provided by law or offered by Contractor.
G.Extra or Additional Work - Contractor shall perform no extra or additional work or
alter or deviate from the work specified in this Agreement unless agreed in writing
by City in advance of performance of the work. Payment for extra or additional work
shall be made on the basis of the hourly rate and, if applicable, minimum number
of hours as set forth in Exhibit B.
H.Force Majeure - Neither party to the Agreement shall be held responsible for delay
or default caused by fire, riot, acts of God, and/or war which is beyond that party's
reasonable control. City may terminate the Agreement upon written notice after
determining such delay or default will reasonably prevent successful performance
of the Agreement.
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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ATTACHMENT 1
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Civic Center, City Hall, 100 Civic Plaza
Estimated Building Size: 31,800 SF
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
Frequency Task
See Section 2
Required
Services"
Daily Vinyl, linoleum, terrazzo, or concrete floors - sweep and/or damp/wet mop
all floors 1a, 1b
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Carpet spot cleaning and removal - (as necessary)2e
Graffiti - remove all marks and writing 2f
Drinking fountains - clean, disinfect, and polish 3b
Telephones (all phones) - clean and disinfect 3c
Dusting - all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Wastebaskets - empty and reline 5c
Elevators - clean and polish 6a
Restrooms - clean, disinfect, and restock supplies 9a
Kitchen/breakroom floors - degrease and disinfect 10a
Kitchen/breakroom/coffee bar sinks and counters - degrease and
disinfect 10b
Weekly Broom sweep receiving/file room concrete floor 1b
Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors and molding - remove fingerprints, smudges and dirt 2g
Doors and entrances - clean and polish, remove fingerprints and
smudges 3a
Clean stair handrails 7a
Wash white boards and pen rails (if erased)8d
Cabinets, sinks and appliances - degrease, disinfect and polish 10c
Bi-Weekly Clean tile grout 11h
Monthly Vinyl and linoleum - clean and wax floors - traffic areas 1c
Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 17 of 41
Wood fixtures - polish 8c
Light switches - Clean and disinfect 8f
Janitorial closets - clean, organize, stock, and keep odor-free 11b
City refrigerators - clean 11e
Monitors and TVs 11d
Window blinds - wipe down and clean 11f
Quarterly Vinyl and linoleum - strip completely and wax 1d
Wastebasket/trash containers - wash and disinfect 5d
Artificial plants – Clean to remove dust and other debris 5e
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Vending machines – clean machines and sweep/dust mop underneath 11g
Semi-
Annually
Stone, marble, slate, granite, ceramic tile, travertine floors, stairs - strip
and seal 1g
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1443
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 18 of 41
ATTACHMENT 2
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Civic Center, Dublin Arts Center, 100 Civic Plaza
Estimated Building Size: 19,700 SF
Cleaning Frequency: City Offices Upstairs 5 days a week. Events Downstairs 7 days a week
Janitorial Cleaning Hours: 9PM to 5:00 AM
Frequen
cy Task
See Section 2
Required
Services"
Daily Vinyl, linoleum, terrazzo, or concrete floors - sweep and/or damp/wet mop all
floors 1a, 1b
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Carpet spot cleaning and removal - (as necessary)2e
Graffiti - remove all marks and writing 2f
Drinking fountains - clean, disinfect, and polish 3b
Telephones (all phones) - clean and disinfect 3c
Glass and windows - building entrances, lobby areas, etc.4a
Dusting - all tabletops, office desks, and filing cabinets, and other surfaces 5a
Wastebaskets - empty and reline 5c
Elevators - clean and polish 6a
Restrooms - clean, disinfect, and restock supplies 9a
Showers and locker rooms - clean and disinfect 9b, 9c
Kitchen/breakroom floors - degrease and disinfect 10a
Kitchen/breakroom/coffee bar sinks and counters - degrease and disinfect 10b
Weekly Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors, and molding - remove fingerprints, smudges, and dirt 2g
Doors and entrances - clean and polish, remove fingerprints and smudges 3a
Clean stair handrails 7a
Wash white boards and pen rails (if erased)8d
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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Cabinets, sinks and appliances - degrease, disinfect and polish 10c
Exercise rooms - clean and deodorize 11c
Detailed cleaning of pottery equipment and workstations 11i
Detailed cleaning of arts and crafts equipment and workstations 11j
Monthly Vinyl and linoleum - clean and wax floors - traffic areas 1c
Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Fabric or carpeted wall coverings - dust and/or vacuum, spot clean 8e
Light switches - Clean and disinfect 8f
Janitorial closets - clean, organize, stock, and keep odor-free 11b
Window blinds - wipe down and clean 11f
Monitors and TVs 11d
City refrigerators - clean 11e
Quarterl
y Vinyl and linoleum - strip completely and wax 1d
Stone, marble, slate, granite, ceramic tile, travertine floors, stairs - strip and seal 1g
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1445
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 20 of 41
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1446
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 21 of 41
ATTACHMENT 3
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Library, 200 Civic Plaza
Estimated Building Size: 38,215 SF (entire Library)
Cleaning Frequency: 6 days per week, Monday – Sunday (except Fridays)
Janitorial Cleaning Hours: 11:00 PM to 5:00 AM
Frequenc
y Task See Section 2
Required Services"
Daily Vinyl, linoleum, terrazzo, or concrete floors - sweep 1a
Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs
sweep 1e
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Carpet spot cleaning and removal - (as necessary)2e
Graffiti - remove all marks and writing 2f
Drinking fountains - clean, disinfect, and polish 3b
Telephones (all phones) - clean and disinfect 3c
Dusting - all tabletops, office desks, and filing cabinets, and other surfaces 5a
Wastebaskets - empty and reline 5c
Restrooms - clean, disinfect, and restock supplies 9a
Kitchen/breakroom/coffee bar sinks and counters - degrease and disinfect 10b
Weekly Vinyl, linoleum, terrazzo, or concrete floors - damp/wet mop 1b
Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs
damp/wet mop 1f
Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors, and molding - remove fingerprints, smudges, and dirt 2g
Doors and entrances - clean and polish, remove fingerprints and smudges 3a
Glass and windows - building entrances, lobby areas, etc.4a
Wash white boards and pen rails (if erased)8d
Cabinets, sinks and appliances - degrease, disinfect and polish 10c
Monthly Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Light switches - Clean and disinfect 8f
Janitorial closets - clean, organize, stock, and keep odor-free 11b
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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Quarterly Vinyl and linoleum - clean and wax floors - traffic areas 1c
Stone, marble, slate, granite, ceramic tile, travertine floors, stairs - strip
and seal 1g
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11d
Window blinds - wipe down and clean 11f
Semi-
Annually Vinyl and linoleum - strip completely and wax 1d
City refrigerator in office area - clean and disinfect.11e
Annually Stone, marble, slate, granite and ceramic tile, travertine floors, stairs -
refinish 1h
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1448
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 23 of 41
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 24 of 41
ATTACHMENT 4
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Senior Center, 7600 Amador Valley Boulevard
Estimated Building Size: 15,500 SF
Cleaning Frequency: 5 days per week, Monday – Friday and Saturday until 12PM
Janitorial Cleaning Hours: 10:30 PM to 5:00 AM; Weekends as needed following special events
Frequenc
y Task See Section 2
Required Services"
Daily Vinyl, linoleum, terrazzo, or concrete floors - sweep and/or damp/wet mop
all floors 1a, 1b
Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs
sweep 1e
Hardwood floor in ballroom - sweep and dust mop on Tue/Thu 2a
Hardwood floor in ballroom - damp/wet mop on Mon/Wed/Fri 2b
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Carpet spot cleaning and removal - (as necessary)2e
Graffiti - remove all marks and writing 2f
Drinking fountains - clean, disinfect, and polish 3b
Telephones (all phones) - clean and disinfect 3c
Dusting - all tabletops, office desks, and filing cabinets, and other surfaces 5a
Wastebaskets - empty and reline 5c
Restrooms - clean, disinfect, and restock supplies 9a
Kitchen/breakroom floors - degrease and disinfect 10a
Kitchen/breakroom/coffee bar sinks and counters - degrease and disinfect 10b
Weekly Vinyl, linoleum, terrazzo, or concrete floors - damp/wet mop 1b
Stone, marble, slate, granite, ceramic tile, travertine, terrazzo floors, stairs
damp/wet mop 1f
Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors, and molding - remove fingerprints, smudges, and dirt 2g
Doors and entrances - clean and polish, remove fingerprints and smudges 3a
Glass and windows - building entrances, lobby areas, etc.4a
Wash white boards and pen rails (if erased)8d
Cabinets, sinks and appliances - degrease, disinfect and polish 10c
Kitchen anti-fatigue mats - degrease and disinfect on Fridays 10e
Kitchen floor drains - degrease and clean on Fridays 10f
Monthly Dusting - high dusting 5b
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 25 of 41
Wooden furniture - clean and polish 8a
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Light switches - Clean and disinfect 8f
Janitorial closets - clean, organize, stock, and keep odor-free 11b
Kitchen vent hoods over stoves - degrease, clean and polish 10d
Quarterly Vinyl and linoleum - strip completely and wax 1d
Stone, marble, slate, granite, ceramic tile, travertine floors, stairs - strip
and seal 1g
Wastebasket/trash containers - wash and disinfect 5d
Artificial plants – Clean to remove dust and other debris 5e
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11d
Window blinds - dust and damp wipe 11f
Semi-
Annually Vinyl and linoleum - strip completely and wax 1d
City refrigerator in office area - clean and disinfect.11e
Annually Stone, marble, slate, granite and ceramic tile, travertine floors, stairs -
refinish 1h
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1451
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 26 of 41
ATTACHMENT 5
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Wave Aquatic Center
Estimated Building Size: 30,000 SF
Cleaning Frequency: 7-days per week
Janitorial Cleaning Hours: 9:00 PM to 5:00 AM
Frequency Task
See Section 2
Required
Services"
Daily Vinyl, linoleum, terrazzo, or concrete floors - sweep and/or damp/wet mop
all floors 1a, 1b
Tile hallway area - scrub machine* and disinfect 1f
Carpet and mats - vacuum traffic areas, staircases, and workspaces 2c
Graffiti - remove all marks and writing 2f
Drinking fountains - clean, disinfect, and polish 3b
Telephones (all phones) - clean and disinfect 3c
Dusting - all tabletops, office desks, and filing cabinets, and other surfaces 5a
Wastebaskets - empty and reline 5c
Restrooms - clean, disinfect, and restock supplies 9a
Showers - clean, scrub machine*, clear drain strainers and disinfect 9b
Locker rooms and dressing rooms - clean, scrub machine*, disinfect 9c
Weekly Stone, marble, ceramic and slate floors - thoroughly scrub using machine 1f
Walls, doors, and molding - remove fingerprints, smudges, and dirt 2g
Doors and entrances - clean and polish, remove fingerprints and smudges 3a
Glass and windows - building entrances, lobby areas, etc.4a
Restroom stall dividers - clean and disinfect 9a
Kitchen/breakroom/coffee bar sinks and counters - degrease and disinfect 10b
Cabinets, sinks and appliances - degrease, disinfect and polish 10c
Monthly Dusting - high dusting 5b
Wooden furniture - clean and polish 8a
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1452
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 27 of 41
Formica and metal desks - clean all 8b
Wood fixtures - polish 8c
Light switches - Clean and disinfect 8f
Showers - deep clean shower stalls 9b
Janitorial closets - clean, organize, stock, and keep odor-free 11b
City refrigerators - clean 11e
Tri
annually Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
Bleachers-clean all surfaces 11a
Personal computers - clean with anti-static cleaner 11d
Window blinds - dust and damp wipe 11f
PEAK SEASON is from Memorial Day through Labor Day, where more attention to all areas is
required.
Use scrubber machine(s) provided by City of Dublin. Contractor is expected to maintain and
clean the machines after every use for cleaning floors.
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1453
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 28 of 41
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1454
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 29 of 41
ATTACHMENT 6
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Heritage Center, 6600 Donlon Way
Estimated Building Size: School House – 2,900 SF, Church – 1,550 SF
Cleaning Frequency: School House – 3 days per week (Wed/Fri/Sun); Church – 1 day per week (Wed)
Janitorial Cleaning Hours: 9:00 PM to 5:00 AM
Frequenc
y Task See Section 2 "Required
Services"
Daily Vinyl, linoleum, terrazzo, or concrete floors - sweep and/or
damp/wet mop all floors 1a, 1b
Hardwood floors - sweep and dust mop 2a
Carpet and mats - vacuum traffic areas, staircases, and
workspaces 2c
Carpet spot cleaning and removal - (as necessary)2e
Graffiti - remove all marks and writing 2f
Dusting - all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Wastebaskets - empty and reline 5c
Restrooms - clean, disinfect, and restock supplies 9a
Weekly Vinyl, linoleum, terrazzo, or concrete floors - damp/wet mop 1b
Hardwood floors - damp/wet mop 2b
Carpet and mats - vacuum all areas, including edges and corners 2d
Walls, doors, and molding - remove fingerprints, smudges, and dirt 2g
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Glass and windows – building entrances, lobby areas, etc.4a
Monthly Dusting – high dusting 5b
Formica and metal desks – clean all 8b
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock and keep odor-free 11b
Quarterly Vinyl and linoleum – strip completely and wax 1d
Wastebasket/trash containers – wash and disinfect 5d
Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers – clean with anti-static cleaner 11d
Window blinds – dust and damp wipe 11f
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 30 of 41
Semi-
Annually Vinyl and linoleum – strip completely and wax 1d
Note: Due to nature and historical value of the Heritage Center, Contractor must receive approval
from Museum Director for all cleaning products prior to use.
ATTACHMENT 7
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Heritage Park and Museum, 11285 Dublin Boulevard
Estimated Building Size: See below
Cleaning Frequency: 5 days per week, Monday – Friday
Janitorial Cleaning Hours: 5:00 PM to 12:00 AM
Sunday School Barn: 1327 SF
Frequenc
y Task See Section 2 “Required
Services”
Daily Hardwood floors – sweep and dust mop 2a
Wastebaskets – empty and reline 5c
Weekly Walls, doors, and molding – remove fingerprints, smudges, and
dirt 2g
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Glass and windows – building entrances, lobby areas, etc.4a
Dusting – all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Monthly Vinyl and linoleum – strip completely and wax 1d
Dusting – high dusting 5b
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock, and keep odor-free 11b
Light fixtures – clean all 8g
Quarterly HVAC vents and diffusers – clean all 8h
Restrooms: 289 sq. ft.
Frequen
cy Task See Section 2 “Required
Services”
Daily Vinyl, linoleum, terrazzo, or concrete floors – sweep and/or
damp/wet mop all floors 1a, 1b
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Wastebaskets – empty and reline 5c
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 31 of 41
Restrooms – clean, disinfect, and restock supplies 9a
Weekly Walls, doors, and molding – remove fingerprints, smudges, and dirt 2g
Glass and windows – building entrances, lobby areas, etc.4a
Dusting – all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Monthly Dusting – high dusting 5b
Wastebasket/trash containers – wash and disinfect 5d
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock, and keep odor-free 11b
Quarterl
y Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Ceramics/Art Studio: 330 sq. ft.
Frequenc
y Task See Section 2 “Required
Services”
Daily Vinyl, linoleum, terrazzo, or concrete floors – sweep and/or
damp/wet mop all floors 1a, 1b
Dusting – all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Wastebaskets – empty and reline 5c
Weekly Walls, doors, and molding – remove fingerprints, smudges, and
dirt 2g
Glass and windows – building entrances, lobby areas, etc.4a
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Monthly Light switches – Clean and disinfect 8f
Quarterly Light fixtures – clean all 8g
Wastebasket/trash containers – wash and disinfect 5d
HVAC vents and diffusers – clean all 8h
Kolb House: 2304 sq. ft.
Frequenc
y Task See Section 2 “Required
Services”
Weekly Vinyl, linoleum, terrazzo, or concrete floors – sweep and/or
damp/wet mop all floors 1a, 1b
Back Porch – sweep and clean 2h
Carpet and mats – vacuum all areas, including edges and corners 2d
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 32 of 41
Carpet spot cleaning and removal – (as necessary)2e
Walls, doors, and molding – remove fingerprints, smudges, and
dirt 2g
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Glass and windows – building entrances, lobby areas, etc.4a
Dusting – windowsills and furniture 5a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a
Kitchen/breakroom/coffee bar sinks and counters – disinfect with
light solution 10b
Monthly Dusting – high dusting 5b
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock, and keep odor-free 11b
Wastebasket/trash containers – wash and disinfect 5d
Quarterly Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Note: Due to nature and historical value of the Heritage Center, Contractor must receive approval
from Museum Director for all cleaning products prior to use.
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1458
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 33 of 41
ATTACHMENT 8
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Shannon Community Center, 11600 Shannon Avenue
Estimated Building Size: 18,250 SF
Cleaning Frequency: City staff area 5 days a week/ Event Areas 7 days a week
Janitorial Cleaning Hours: 10:00 PM to 5:00 AM; Weekends as needed following special events.
Frequenc
y Task See Section 2 “Required
Services”
Daily Hardwood floor – sweep and/or dust mop 2a
Carpet and mats – vacuum traffic areas, staircases, and
workspaces 2c
Carpet spot cleaning and removal – (as necessary)2e
Graffiti – remove all marks and writing 2f
Drinking fountains – clean, disinfect, and polish 3b
Telephones (all phones) – clean and disinfect 3c
Dusting – all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a
Kitchen/breakroom floors – degrease and disinfect 10a
Kitchen/breakroom/coffee bar sinks and counters – degrease and
disinfect 10b
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1459
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 34 of 41
Weekly Vinyl, linoleum, terrazzo, or concrete floors – damp/wet mop 1b
Walls, doors, and molding – remove fingerprints, smudges, and
dirt 2g
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Glass and windows – building entrances, lobby areas, etc.4a
Wash white boards and pen rails (if erased)8d
Cabinets, sinks and appliances – degrease, disinfect and polish 10c
Kitchen anti-fatigue mats – degrease and disinfect on Fridays 10e
Kitchen floor drains – degrease and clean on Fridays 10f
Monthly Dusting – high dusting 5b
Wooden furniture – clean and polish 8a
Wood fixtures – polish 8c
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock, and keep odor-free 11b
Kitchen vent hoods over stoves – degrease, clean and polish 10d
Quarterly Vinyl and linoleum – strip completely and wax 1d
HVAC vents and diffusers – clean all 8h
Annually Stone, marble, slate, granite and ceramic tile, travertine floors,
stairs – refinish 1h
ATTACHMENT 9
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Corporation Yard, 5709 Scarlett Court
Estimated Building Size: 3,500 SF (office space only)
Cleaning Frequency: 5 days per week Monday-Friday
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
Frequenc
y Task See Section 2 “Required
Services”
Daily Vinyl, linoleum, terrazzo, or concrete floors – sweep 1a
Carpet and mats – vacuum traffic areas, staircases, and
workspaces 2c
Carpet spot cleaning and removal – (as necessary)2e
Graffiti – remove all marks and writing 2f
Telephones (all phones) – clean and disinfect 3c
Drinking fountains – clean, disinfect, and polish 3b
Dusting – all tabletops, office desks, and filing cabinets, and other
surfaces 5a
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1460
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 35 of 41
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a
Weekly Vinyl, linoleum, terrazzo, or concrete floors – damp/wet mop floors 1b
Carpet and mats – vacuum all areas, including edges and corners 2d
Walls, doors, and molding – remove fingerprints, smudges, and
dirt 2g
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Glass and windows – building entrances, lobby areas, etc.4a
Wash white boards and pen rails (if erased)8d
Cabinets, sinks and appliances – degrease, disinfect and polish 10c
Kitchen/breakroom floors – degrease and disinfect 10a
Kitchen/breakroom/coffee bar sinks and counters – degrease and
disinfect 10b
Monthly Dusting – high dusting 5b
Wooden furniture – clean and polish 8a
Formica and metal desks – clean all 8b
Wood fixtures – polish 8c
Fabric or carpeted wall coverings – dust and/or vacuum, spot
clean 8e
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock, and keep odor-free 11b
City refrigerators – clean 11e
Quarterly Vinyl and linoleum – strip completely and wax 1d
Wastebasket/trash containers – wash and disinfect 5d
Light fixtures – clean all 8g
HVAC vents and diffusers – clean all 8h
Personal computers – clean with anti-static cleaner 11d
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1461
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 36 of 41
ATTACHMENT 10
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
Location: Public Safety Complex, 6363 Clark Avenue
Estimated Building Size: 3,500 SF
Cleaning Frequency: 6 days per week, Monday – Saturday
Janitorial Cleaning Hours: 4:30 PM to 8:30 PM
Frequenc
y Task See Section 2 “Required
Services”
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1462
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 37 of 41
Daily Vinyl, linoleum, terrazzo, or concrete floors – sweep and/or
damp/wet mop all floors 1a, 1b
Carpet and mats – vacuum traffic areas, staircases, and
workspaces 2c
Carpet spot cleaning and removal – (as necessary)2e
Graffiti – remove all marks and writing 2f
Telephones (all phones) – clean and disinfect 3c
Dusting – all tabletops, office desks, and filing cabinets, and other
surfaces 5a
Glass and windows – building entrances, lobby areas, etc.4a
Wastebaskets – empty and reline 5c
Restrooms – clean, disinfect, and restock supplies 9a
Showers and locker rooms – clean and disinfect 9b, 9c
Kitchen/breakroom floors – degrease and disinfect 10a
Kitchen/breakroom/coffee bar sinks and counters – degrease and
disinfect 10b
Weekly Carpet and mats – vacuum all areas, including edges and corners 2d
Walls, doors, and molding – remove fingerprints, smudges, and
dirt 2g
Doors and entrances – clean and polish, remove fingerprints and
smudges 3a
Wash white boards and pen rails (if erased)8d
Cabinets, sinks and appliances – degrease, disinfect and polish 10c
Exercise room – clean and deodorize 11c
Monthly Dusting – high dusting 5b
Formica and metal desks – clean all 8b
Fabric or carpeted wall coverings – dust and/or vacuum, spot
clean 8e
Light switches – Clean and disinfect 8f
Janitorial closets – clean, organize, stock, and keep odor-free 11b
Window blinds - wipe down and clean 11f
City refrigerators - clean 11f
Quarterly Vinyl and linoleum - strip completely and wax 1d
Wastebasket/trash containers - wash and disinfect 5d
Light fixtures - clean all 8g
HVAC vents and diffusers - clean all 8h
Personal computers - clean with anti-static cleaner 11d
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1463
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 38 of 41
ATTACHMENT 11
City of Dublin Scope of Services – Frequency and Task Chart – Standard Service Levels
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1464
Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 39 of 41
Location: Camp Parks Reserve Force Training Area
Estimated Building Size: Total approx. 220,000 sf (List of buildings provided below)
Cleaning Frequency: 6 days per week, Monday - Saturday
Appendix C to Dublin/Parks IGSA: Custodial Services Performance Work Statement
PWS) and Technical Exhibits
4.0 Technical Exhibits
4.1 Task and Frequency of Custodial Services
TASK AND FREQUENCY ROOM CHART – TECHNICAL EXHIBIT 1
Routine Cleaning for all areas listed (choose if applicable based on
floor type):
Spot Clean Floors/Carpets AR
Carpeted Floors - Removable (Area and Throw Rugs)1W
Buffing/Spray Buffing 4Y
Stripping and Wax After Stripping 1Y
Damp Mop 1W
Sweep/Dust Mop Floors 1W
Vacuum Carpeted Floors 1W
Drinking Fountains and Sinks 2.5W
Sweep Stairways/Elevators/Handicap Lifts 1W
Remove Trash and Recyclables 1W
Low Dusting 2Y
High Dusting 1Y
Clean and Supply Restrooms/Toilet Areas/Locker Rooms 2.5W
Clean Doors 1W
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
A – Page 40 of 41
Appendix C to Dublin/Parks IGSA: Custodial Services Performance Work Statement (PWS)
and Technical Exhibits
Building#Description (Room Type)Estimated. SQ FT Flooring Type
282 Admin 700 CONCNCT
285 Admin 530 CONC
300 Admin 11,284 CPTNCT
301 Comm/Area 3,000 VCT
302 Comm/Area 3,000 VCT
303 Gymnasium 11,284 CPTNCT
304 Offices/Classroom 11,284 CPTNCT
306 Comm/Area 4,000 VCT
310 Comm/Area 4,000 VCT
311 Offices 2,670 VCT
312 Admin Gen Purp 12,600 VCT/CPT
323 Classrooms / Common Area 11,284 CNL/CPT
331 Admin 2,500 VCT/CPT
340 Admin/classroom 41,508 VCT/CPT
342 Comm/Area 57,000 CONC
350 Admin/Classroom/DES 14,260 VCT/CPT
360 Comm/Area 3,000 VCT
361 Comm/Area 3,000 VCT
362 Comm/Area 3,000 VCT
363 Comm/Area 3,000 VCT
364 Comm/Area 3,000 VCT
370 Admin/Classroom 39,632 VCT/CPT
373 TEMF 33,024 CONCNCT
390 Comm/Area 3,000 VCT
391 Comm/Area 3,000 VCT
392 Comm/Area 3,000 VCT
393 Comm/Area 3,000 VCT
394 Comm/Area 3,000 VCT
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
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Services Agreement between July
2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc. Exhibit
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398 Laundry 2,400 CONC
490 AMSA 13,600 CONC
494 Office/warehouse)10,000 CPT
501 Chapel 7,200 CPT/HDWD
510 Admin/Gen Purp 62,000 62,000 CONC
514 Admin/Classroom 4,050 CONC/CPT
516 Admin/Storage 3,350 CONC
517 Admin/Classroom 41,902 VCT/CPT
520 Comm/Area/Sleep Area 12,000 VCT/CPT
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1467
Services Agreement between July 1, 2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc.Exhibit B – Page 1 of 3
EXHIBIT B
COMPENSATION SCHEDULE
JANITORIAL SUPPLIES
REIMBURSABLE EXPENSES - ALL FACILITIES
Estimated Quantity Case
Quantity Product/Description Per Case Price
185 cs Green-Small Core 2-ply Toilet Paper 36/1000 $47.75
325 cs Multifold Towels, bleached 16/250 $21.76
60 cs 40" x 48" or 40" x 46" Trash Liners, 125 $36.50
1.8 mil or better
70 cs 33” x 39” Trash Liners, 150 $38.03
1.8 mil or better
50 cs 24” x 23” Trash Liners (wastebasket liners) 500 $22.73
0.4 mil or better
30 cs 40” X 46” Clear Trash Liners 150 $36.26
1.7 mil or better
30 cs 33” x39” Clear Trash Liners 250 $39.67
1.2 mil or better
30 cs 24” x 23” Clear Trash Liners 500 $24.50
35 mil or better
40 cs Toilet Seat Protectors 5000 $37.82
100 cs Foam Hand Soap (based on 6 gal./case) 2/1200 ml $58.35
10 cs Sanitary Napkin Receptacle Liners 500 $16.53
Approx. 7½” x 3-3/4” x 10 ½”
150cs Kleenex hard roll towels White 6/600 $71.88
Please note, reimbursable expenses are built into rates as identified below.
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1468
Services Agreement between July 1, 2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc.Exhibit B – Page 2 of 3
JANITORIAL SERVICES
City Facilities FY24/25
Monthly
Rate
FY24/25
Annual
Cost
City Hall, Civic Center, 100 Civic Plaza, including parking lot portable
building
5-days per week service, Monday-Friday
4,461.8
7 $53,542.44
Dublin Arts Center, Civic Center, 100 Civic Plaza
City staff (upstairs) 5 days a week Events area (downstairs) 7 days
a week
5,983.7
2 $71,804.64
Library, 200 Civic Plaza (Community Room, Lobby, Main Restrooms,
Staff Offices),
6-days per week service, Monday-Sunday, except Friday
4,646.2
8 $55,755.36
Shannon Community Center, 11600 Shannon Avenue
City Staff area 5 days a week Events area 7 days a week
2,348.2
7 $
28,179.24
Senior Center, 7600 Amador Valley Blvd.,
5-days per week service, Monday-Friday
2,128.3
5 $25,540.20
Heritage Center, 6600 Donlon Way (Murray Schoolhouse and St.
Raymond’s Church)
3-days per week service (Murray Schoolhouse)
1-day per week service (St. Raymond’s Church)
619.57 $7434.84
Dublin Heritage Park and Museum, 11285 Dublin Blvd.
5-days per week service, Monday-Friday $
619.57 $7,434.84
The Wave Aquatic Center, 4201 Central Pkwy
7-days per week service
5,608.0
0 $67,296.00
Corporation Yard, 5709 Scarlett Court
5-days per week service, Monday-Friday
1,200.0
0 $14,400.00
Public Safety Complex (Police Services), 6361 Clark Ave.
6-days per week service, Monday-Saturday
3,059.6
3 $
36,715.56
TOTAL ANNUAL COST: $368,103.1
2
Extra Services Monthly
Rate
Annual
Cost
Daily Cleaning and disinfecting of high-touch areas at various City
Facilities
5-days per week service, Monday-Friday
X X
Electrostatic Cleaning at various City Facilities
Monthly X X
Rental and Extra Services (Est.) Rate for scheduled extra work
at $23.50 per hour for a minimum of 6 hours for special events $6,510.81 $78,129.76
TOTAL ANNUAL COST:$78,129.76
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1469
Services Agreement between July 1, 2024
City of Dublin and Tri-Valley Janitorial Service & Supply, Inc.Exhibit B – Page 3 of 3
Camp Parks Reserve Forces Training Area Monthly Rate Annual Cost
Office and training areas (Approximately 125,000 sf) $25,469.00 $305,628.00
Janitorial Supplies $7,209 $86,508.00
TOTAL ANNUAL COST: $392,136.00
CONTRACT COMPENSATION TOTALS
Year 1 Year 2 Year 3 Year 4 Year 5 Total
City Facilities
Services
271,233.
00 $279,370.00 $287,751.00 $368,103.12 $379,146.21 $1,585,603.
33
Camp Parks
RFTA Services
and Supplies
330,887.
00 $340,813.61 $351,038.02 $392,136.00 $403,900.08 $1,818,744.
71
Extra Services
Est.)
25,000.0
0 $25,000.00 $25,000.00 X X $75,000.00
COVID Janitorial
Supplies
95,616.0
0 $98,484.48 $101,439.01 X X $295,539.4
9
Rental and Extra
Services (Est.)X X X $78,129.89 $80,473.65 $158,603.5
4
Janitorial
Supplies for City
facilities (Est.)
53,817.5
0 $55,432.03 $57,094.99 $67,681.89 $69,712.35 $303,738.7
6
Contingency*X X X $32,000.00 $32,960.00 $64,960.00
Totals $776,553.
50 $799,100.12 $822,323.02 $938,050.90 $966,192.29 $4,302,219.
83
Any additional service utilizing contingency fund requires prior authorization from the Public
Works Manager or his/her designee.
Contractor shall notify City of any proposed increases to costs no later than 60 days prior to a
new Fiscal Year (July 1 – June 30). Any changes to costs shall be approved in writing by the
Public Works Manager or his/her designee. Any such annual increase shall be calculated based
on the Consumer Price Index for All Urban Consumers (CPI-U) and shall not exceed 3%.
Invoices shall be submitted electronically to: pwinvoices@dublin.ca.gov no more than once
monthly and as work is completed.
DocuSign Envelope ID: A639F6BB-C258-4D02-8D0D-5866A8BAD3DA
1470