HomeMy WebLinkAbout4.9 Janitorial Servicesor
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
April 16, 2013
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File #600 -30
SUBJECT: First Amendment to Agreement with Tri- Valley Janitorial Service and Supply
for Janitorial Services
Prepared by Nicole Gonzales, Administrative Analyst 11
EXECUTIVE SUMMARY:
The City entered into a three -year Agreement with Tri - Valley Janitorial Services and Supply on
September 6, 2011. The building inspectors' trailers located in eastern Dublin were included in
the scope of janitorial services. Due to the age and need for extensive repair of the trailers, the
building inspectors have been moved to a location at the Civic Center and the existing eastern
Dublin trailers will be disposed of this month. The amendment would remove the building
inspectors' trailers from the Agreement.
FINANCIAL IMPACT:
The removal of janitorial service at the building inspectors' trailers would result in an annual
savings of $1,860.00 to the Building Maintenance Operating budget.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Approving First Amendment to
Janitorial Services Agreement between the City of Dublin and Tri - Valley Janitorial Service and
Supply.
Submitted By
City Engineer
DESCRIPTION:
�?14
Reviewed By
Assistant City Manager
The current three -year janitorial services Agreement was approved by the City Council on
September 6, 2011 (Attachment 1) The building inspectors' trailers located in eastern Dublin are
included in the current scope of service under the janitorial services agreement.
In March 2013, the building inspectors were relocated to a trailer in the Police parking lot of the
Civic Center. The new centralized location allows for quick response to both ends of the City.
Page 1 of 2 ITEM NO. 4.9
Crime Prevention was previously working in the trailer at the Civic Center and has been moved
into the Police offices. The eastern Dublin trailers have exceeded their service life expectancy
and are in need of extensive and costly repairs. Instead of repairing the eastern Dublin trailers,
the trailers will be disposed of in April.
The building inspectors' trailers in eastern Dublin were serviced by Tri- Valley Janitorial and
Supply twice a week, at a rate of $155 per month. A resolution approving the First Amendment
to the Agreement (Attachment 2 with Exhibits) is necessary to remove the building inspectors'
trailers from the janitorial services agreement.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
No public notification required.
ATTACHMENTS: 1. Tri - Valley Janitorial Agreement
2. Resolution Approving First Amendment to
Agreement
3. Exhibit A to the Resolution
4. Exhibit A to the First Amendment to Agreement
5. Exhibit B to the First Amendment to Agreement
Page 2 of 2
Janitorial Services
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
TRI- VALLEY JANITORIAL SERVICE AND SUPPLY
THIS AGREEMENT for consulting services is made by and between the City of
Dublin ( "City ") and Tri- Valley Janitorial Service and Supply ( "Consultant ") as of October
1, 2011.
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 and its Attachments 1 through 10 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 date
first noted above and shall end on June 30, 2014, the date of completion
specified in Exhibit A, and Consultant shall complete the work described in
Exhibit A and its Attachments 1 through 10 prior to 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 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 in the geographical area in which Consultant
practices its profession. Consultant shall prepare all work products
required by this Agreement in a substantial, first -class manner and shall
conform to the standards of quality normally observed by a person
practicing in Consultant's profession.
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 Section 1.1 above and to satisfy
Consultant's obligations hereunder.
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City of Dublin and Tri - Valley Janitorial Service and Supply Page 1 of 52
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to
exceed the per month fees as set forth in Exhibit B, 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, 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.
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;
• At City's option, for each work item in each task, a copy of the
applicable time entries or time sheets shall be submitted showing
the name of the person doing the work, the hours spent by each
person, 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, as well as a separate
notice when the total number of hours of work by Consultant and
any individual employee, agent, or subcontractor of Consultant
reaches or exceeds 800 hours, which shall include an estimate of
the time necessary to complete the work described in Exhibit A;
• The Consultant's signature.
Consulting Services Agreement between - September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 2 of 52
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 sixty (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 following fee schedule:
2.6 Reimbursable Expenses. Consultant shall not be eligible for
reimbursable expenses.
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 in order to verify costs incurred to that date.
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.
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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 beginning any work under this
Agreement, Consultant, at its own cost and expense, shall procure "occurrence
coverage" insurance 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. 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 to the City.
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. 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 thereof to City. Verification of the required
insurance shall be submitted and made part of this Agreement prior to execution.
4.1 Workers' Compensation. 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 ONE MILLION DOLLARS ($1,000,000.00) per accident. In the
alternative, Consultant may rely on a self- insurance program to meet
those 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 Labor Code
shall be solely in the discretion of the Contract Administrator. The insurer,
if insurance is provided, or the Consultant, if a program of self- insurance is
provided, shall waive all rights of subrogation against the City and its
officers, officials, employees, and volunteers for loss arising from work
performed under this Agreement.
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An endorsement shall state that coverage shall not be canceled except
after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City. Consultant shall notify City within
14 days of notification from Consultant's insurer if such coverage is
suspended, voided or reduced in coverage or in limits.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense,
shall maintain commercial general and automobile liability
insurance for the term of this Agreement in an amount not less than
ONE MILLION DOLLARS ($1,000,000.00) 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.
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 (ed. 11/88) or Insurance
Services Office form number GL 0002 (ed. 1/73) covering
comprehensive General Liability and Insurance Services Office
form number GL 0404 covering Broad Form Comprehensive
General Liability. Automobile coverage shall be at least as broad
as Insurance Services Office Automobile Liability form CA 0001
(ed. 12/90) Code 8 and 9 ( "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 an endorsement to the
policy:
a. City and its officers, employees, agents, and volunteers shall
be covered as additional insureds with respect to each of the
following: liability arising out of activities performed by or on
behalf of Consultant, including the insured's general
supervision of Consultant; products and completed
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operations of Consultant; premises owned, occupied, or
used by Consultant; and automobiles owned, leased, or
used by the Consultant. The coverage shall contain no
special limitations on the scope of protection afforded to City
or its officers, employees, agents, or volunteers.
b. The insurance shall cover on an occurrence or an accident
basis, and not on a claims -made basis.
C. An endorsement must state that coverage is primary
insurance with respect to the City and its officers, officials,
employees and volunteers, and that no insurance or self -
insurance maintained by the City shall be called upon to
contribute to a loss under the coverage.
d. Any failure of CONSULTANT to comply with reporting
provisions of the policy shall not affect coverage provided to
CITY and its officers, employees, agents, and volunteers.
e. An endorsement shall state that coverage shall not be
canceled except after thirty (30) days' prior written notice by
certified mail, return receipt requested, has been given to the
City. Consultant shall notify City within 14 days of
notification from Consultant's insurer if such coverage is
suspended, voided or reduced in coverage or in limits.
4.3 Professional Liability Insurance. 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 ONE MILLION
DOLLARS ($1;000,000) covering the licensed professionals' errors and
omissions.
4.3.1 Any deductible or self- insured retention shall not exceed $150,000
per claim.
4.3.2 An endorsement shall state that coverage shall not be suspended,
voided, canceled by either party, reduced in coverage or in limits,
except after thirty (30) days' prior written notice by certified mail,
return receipt requested, has been given to the City.
4.3.3 The policy must contain a cross liability or severability of interest
clause.
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4.3.4 The following provisions shall apply if the professional liability
coverages are written on a claims -made form:
a. The retroactive date of the policy must be shown and must
be before the date of the Agreement.
b. Insurance must be maintained and evidence of insurance
must be provided for at least five 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 must
provide extended reporting coverage for a minimum of five
years after completion of the Agreement or the work. The
City shall have the right to exercise, at the Consultant's sole
cost and expense, any extended reporting provisions of the
policy, if the Consultant cancels or does not renew the
coverage.
d. A copy of the claim reporting requirements must be
submitted to the City prior to the commencement of any work
under this Agreement.
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 certificates of
insurance and with original endorsements effecting coverage
required herein. The certificates and endorsements for each
insurance policy are to be signed by a person authorized by that
insurer to bind coverage on its behalf. The City reserves the right
to require complete, certified copies of all required insurance
policies, at any time.
4.4.3 Subcontractors. Consultant shall include all subcontractors as
insureds under its policies or shall furnish separate certificates and
endorsements for each subcontractor. All coverages for
subcontractors shall be subject to all of the requirements stated
herein.
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4.4.4 Variation. The City may approve a variation in the foregoing
insurance requirements, upon a determination that the coverages,
scope, limits, and forms of such insurance are either not
commercially available, or that the City's interests are otherwise
fully protected.
4.4.5 Deductibles and Self- Insured Retentions. Consultant shall
disclose to and obtain the 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.
During the period covered by this Agreement, only upon the prior
express written authorization of Contract Administrator, Consultant
may increase such deductibles or self- insured retentions with
respect to City, its officers, employees, agents, and volunteers.
The Contract Administrator may condition approval of an increase
in deductible or self- insured retention levels with a requirement that
Consultant procure a bond, guaranteeing payment of losses and
related investigations, claim administration, and defense expenses
that is satisfactory in all respects to each of them.
4.4.6 Notice of Reduction in Coverage. In the event that any coverage
required by this section is reduced, limited, or materially affected in
any other manner, Consultant shall provide written notice to City at
Consultant's earliest possible opportunity and in no case later than
five days after Consultant is notified of the change in coverage.
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.
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Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES.
Consultant shall indemnify, defend with counsel selected by the City, and hold harmless
the City and its officials, officers, employees, agents, and volunteers from and against
any and all losses, liability, claims, suits, actions, damages, and causes of action arising
out of any personal injury, bodily injury, loss of life, or damage to property, or any
violation of any federal, state, or municipal law or ordinance, to the extent caused, in
whole or in part, by the willful misconduct or negligent acts or omissions of Consultant
or its employees, subcontractors, or agents, by acts for which they could be held strictly
liable, or by the quality or character of their work. The foregoing obligation of
Consultant shall not apply when (1) the injury, loss of life, damage to property, or
violation of law arises wholly from the negligence or willful misconduct of the City or
its officers, employees, agents, or volunteers and (2) the actions of Consultant or its
employees, subcontractor, or agents have contributed in no part to the injury, loss of
life, damage to property, or violation of law. It is understood that the duty of Consultant
to indemnify and hold harmless includes the duty to defend as set forth in Section 2778
of the California Civil Code. Acceptance by City of insurance certificates and
endorsements required under this Agreement does not relieve Consultant from liability
under this indemnification and hold harmless clause. This indemnification and hold
harmless clause shall apply to any damages or claims for damages whether or not such
insurance policies shall have been determined to apply. By execution of this
Agreement, Consultant acknowledges and agrees to the provisions of this Section and
that it is a material element of consideration.
In the event that Consultant or any employee, agent, or subcontractor of Consultant
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, Consultant shall indemnify, defend, and
hold harmless City for the payment of any employee and /or employer contributions for
PERS benefits on behalf of Consultant 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 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. 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 Subparagraph 1.3;
however, otherwise City shall not have the right to control the means by
which Consultant accomplishes services rendered pursuant to this
Agreement. 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
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waive any and all claims to, any compensation, 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 Consultant No 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 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,
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, religion, color, national
origin, age, physical or mental handicap or disability, medical condition,
marital status, sex, or sexual orientation, 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
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Consultant under this Agreement. Consultant shall comply with all
applicable federal, state, and local laws, policies, rules, and requirements
related to equal opportunity and nondiscrimination in employment,
contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive
obligations required of Consultant thereby.
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 thirty (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
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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.
8.6 Options upon Breach by Consultant. If Consultant materially breaches
any of the terms of this Agreement, City's remedies shall included, but not
be 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.
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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 three (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
Section 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 TEN THOUSAND DOLLARS
($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 three (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 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.
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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 Sections 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the
previous twelve (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 twelve months, Consultant warrants that it did not
participate in any manner in the forming of this Agreement. Consultant
understands that, if this Agreement is made in violation of Government
Code §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 Government Code § 1090 and, if
applicable, will be disqualified from holding public office in the State of
California.
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
Nicole Gonzales, Administrative Analyst ( "Contract Administrator "). All
correspondence shall be directed to or through the Contract Administrator
or his or her designee.
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10.10 Notices. Any written notice to Consultant shall be sent to:
Any written notice to City shall be sent to:
Nicole Gonzales
City of Dublin Public Works
100 Civic Plaza
Dublin, CA 94568
10.11 Professional Seal. Where applicable in the determination of the contract
administrator, the first page of a technical report, first page of design
specifications, and each page of construction drawings shall be
stamped /sealed and signed by the licensed professional responsible for
the report/design preparation. The stamp /seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design
responsibility," as in the following example.
Seal and Signature of Registered Professional
with report/design responsibility.
10.12 Integration. This Agreement, including the scope of work attached hereto
and incorporated herein as Exhibit A, and its Attachments 1 through 10,
and (2) the Compensation Schedule attached hereto and incorporated
herein as Exhibit B, represents the entire and integrated agreement
between City and Consultant and supersedes all prior negotiations,
representations, or agreements, either written or oral.
CITY OF DUBLIN
&P�attillo, City Manager
Attest:
Caroline Soto, City Clerk
Approved as to Form:
C' Attorney
SULTA
Z
, TIT E]� .
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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 9 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 (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.
Independence Day
Labor Day
Veterans Day
Thanksgiving
Day after Thanksgiving
Christmas Eve
Christmas Day
New Year's Eve
New Year's Day
Martin Luther King, Jr.'s Birthday
Presidents Day
Memorial Day
Buildings that may require service during holidays are listed below. The Contract
Administrator or Facility Manager will provide a schedule of which buildings will
require holiday service thirty (30) days' prior to each holiday.
• Civic Center /Police Wing (Operates 24 hours/7 days per week)
• Public Library (Possible holiday services)
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• Senior Center (Possible holiday services)
• Shannon Community Center (Possible holiday service)
• Dublin Heritage Center
• Dublin Swim Center
Emerald Glen Preschool
• East Inspection trailer
• Dublin Heritage Park and Museum
C. Supplies and Equipment
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 Contract Administrator, Facility 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 Contract Administrator, Facility
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 Facility Manager's designee, upon request.
Unless otherwise agreed by the City in writing, cleaning products shall
meet the appropriate Green Seal Standard for that type of product; e.g.,
GS -37, GS-4O, etc. Further information regarding environmental or Green
Seal products can be found at
http:// www.g reensea1 .org /fiindaproduct/index.cfm.
2. The City shall provide the following products for Contractor to 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
section(s) of this Exhibit A, (Janitorial Cleaning Specifications — Master
List, #9 Restrooms, Locker Rooms, Dressing Rooms and Showers.
D. Supervision
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.
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2. Monthly janitorial supervisor's reports shall be prepared and submitted to
Contract Administrator, Facility 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 to respond to work - related issues.
4. Contractor shall provide a list of all Contractors' 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 Police Wing of the Civic Center, 100 Civic
Plaza, 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 Police
Wing. 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 are not limited to,
quality standards, task definitions, IIPP plans (Injury and Illness Prevention
Program), MSDS sheets (Material Safety Data Sheets), Cal -OSHA (California
Occupational Health and Safety) regulations and all other applicable safety
regulations. Contractor shall provide to the Contract Administrator, or his /her
designee prior to beginning 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
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other item 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 telephone except those designated by the Contract
Administrator, Facility 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 article 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.
G. Employee Removal - Contractor shall remove from service on City premises
any employee of Contractor who, in the opinion of the Contract Administrator,
Facility 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.
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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.
J. Reporting and Inspections
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 Contract Administrator, Facility 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 and 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
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under no obligation to pay any invoice which is submitted to Contract
Administrator 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 Facilities Management Superintendent, or his designee, and set forth in this
Agreement. Contractor shall immediately verbally notify the Facilities
Management Superintendent, or his 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 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.
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 card -keys shall be immediately reported to the Facilities Management
Superintendent, or his designee, and charged to Contractor at the rate of $50.00
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per key or security card -key. 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 or page the Contract Administrator, Facility Manager, or his /her
designee, immediately. For non - emergency repairs, Contractor shall report all
required non - emergency repairs by contacting the Contract Administrator, Facility
Manager, or his /her designee.
Q. Energy Conservation: Unless otherwise specified by Contract Administrator or
Facility 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 Contract Administrator,
Facility Manager, or his /her designee, for removal methodology. Graffiti noticed
on the outside of any building shall be reported to Contract Administrator, Facility
Manager, 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:
• Civic Center, 100 Civic Plaza
(Includes both City Hall and Police Wings and portable building in parking lot)
• East Building Inspection Trailer, 2851 Central Parkway
Library 200 Civic Plaza
(Community Room, lobby, main restrooms, and City staff offices only),
• Senior Center, 7600 Amador Valley Boulevard
• Shannon Community Center, 11600 Shannon Avenue
• Emerald Glen Preschool, 4201 Central Parkway
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Heritage Center, 6600 Donlon Way (Museum Schoolhouse and Church)
Heritage Park & Museum, 11825 Dublin Boulevard
Swim Center, 8157 Village Parkway (seasonal)
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 1through 10 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 d 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, 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
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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 24 hours of last application of finish, burnish with a high-
speed buffing machine (1,100 rpm).
Swim Center Blue Resilient Rubber Flooring - Use warm water
with good quality disinfectant cleaner that leaves no visible or sticky
cleaner residue, when dry. Apply with brush, and rinse with clear
warm water. Use wet vacuum to remove excess water. Wipe any
and all baseboards free of moisture and dirt. Protect all wall
surfaces.
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 Facilities
Management Superintendent, or his 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
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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.
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. Dustin
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
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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. Waste basket/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 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
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 26 of 52
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 Facilities Management Superintendent, or his 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.
d. Kitchen Vent Hoods Over Stoves — Degrease, clean and polish.
e. Kitchen Anti Fatigue Mats — Degrease, disinfect, rinse and dry.
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 27 of 52
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 pickup 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:
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
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 28 of 52
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 Contract Administrator, 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
Facilities Management Superintendent, or his 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.
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City of Dublin and Tri- Valley Janitorial Service and Supply Page 29 of 52
E. Terms of Pa ment - 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 Maiieure - 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.
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 30 of 52
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*
See Section 2
FREQUENCY TASK "Required
Services"
Vinyl, linoleum, terrazzo, or concrete floors, sweep and /or dust
Daily:
mop all floors
la
Carpet and mats - vacuum traffic areas, staircases, and
workspaces
2c
Carpet spot cleaning and removal - (as necessary)
2e
Dusting - all table tops, 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 break -room floors - degrease and disinfect
10a
Kitchen break -room sinks & counters - degrease and disinfect
10b
Coffee bar sinks and counters — degrease and disinfect
10b
Carpet and mats - vacuum all areas, including edges and
Weekly:
corners
2d
Broom sweep receiving /file room concrete floor
la
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
enetian blinds - wipe down and clean
11g
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 31 of 52
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 32 of 52
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 -
nnually:
Strip and wax all hard surface floors: terrazzo, vinyl or linoleum
1d, 1g
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 32 of 52
ATTACHMENT 2
City of Dublin Scope of Services — Frequency and Task Chart — Standard Service
Levels
Location: Civic Center, Police Wing, 100 Civic Plaza
Estimated Building Size: 21,200 SF (includes auxiliary triple -wide trailer in police
parking lot)
Cleaning Frequency: 6 days per week, Monday — Saturday
Janitorial Cleaning Hours: 4:30 PM to 8:30 PM
See Section 2
FREQUENCY TASK "Required
Services"
Daily:
Vinyl, linoleum, or concrete floors, sweep and /or dust mop
1-a
all floors
Carpet and mats - vacuum traffic areas, staircases, &
2c
workspaces
Carpet spot cleaning and removal - (as
2g
necessary)
Dusting - all table tops, office desks, filing cabinets, & other
surfaces
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.)
a
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 break -room floors - degrease and disinfect
11a
Kitchen break -room sinks - degrease and disinfect
11b
Jail area - clean and disinfect (when accessible)
11b
Weekly:
Broom sweep sally port concrete floor when accessible
1 b
Carpet and mats - vacuum all areas, including edges and
corners
2d
Walls, doors and molding - remove fingerprints, smudges
and dirt
21
Doors & entrances - clean and polish, remove finger prints
& smudges
3a
Clean stair handrails
7a
Wash white boards and pen rails (if erased)
8d
Exercise rooms - clean and deodorize
11d
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City of Dublin and Tri- Valley Janitorial Service and Supply Page 33 of 52
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 34 of 52
inyl and linoleum - clean and wax floors - traffic
Monthly:
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
anitorial closets - clean organize, stock and keep order -
free
11C
Venetian blinds - wipe -down and clean
11g
Vending machines — clean machine and sweep /dust mop
underneath
11h
Quarterly:
Vinyl and linoleum - strip completely and wax
1 d
Stone, marble, slate, granite, ceramic tile travertine floors,
stairs
1 g
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...
11e
Semi-
Annually:
City refrigerators - breakroom only
11f
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 34 of 52
ATTACHMENT 3
City of Dublin . Scope
Levels
of Services — Frequency and Task Chart - Standard Service
Location: Library, 200 Civic Plaza
Estimated Building Size: 3,000 SF (specified areas only)
Cleaning Frequency: 6 days per week, Monday — Sunday (except Fridays)
Janitorial Cleaning Hours: 11:00 PM to 5:00 AM
See Section 2
FREQUENCY TASK "Required
Services"
Vinyl, linoleum, or concrete floors (sweep and /or dust mop all
Daily:
floors)
la
Stone, marble, ceramic, slate (sweep)
le
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)
1 b
Stone, marble, ceramic, slate (damp /wet mop)
if
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)
a
hiteboards and pen rails (clean)
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
anitorial closets -clean organize, stock and keep odor -free
11c
Kitchen vent hoods over microwaves - degrease,
10d
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City of Dublin and Tri- Valley Janitorial Service and Supply Page. 35 of 52
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 36 of 52
clean & polish
Vinyl and linoleum - clean and wax floors - traffic
Quarterly:
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
11 e
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)
if
Annually:
Stone, marble, granite, ceramic tile floors (refinishing)
1 h
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 36 of 52
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
See Section 2
FREQUENCY TASK "Required
Services"
Vinyl, linoleum, or concrete floors (sweep and /or dust mop all
Daily:
floors)
la
Stone, marble, ceramic, slate (sweep)
Ile
Hardwood floor in ballroom (sweep and dust mop on
ue/Thu)
a
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)
lb
Stone, marble, ceramic, slate (damp /wet mop)
if
Carpets and mats (vacuum all areas, including edges and
.
corners
2d
Walls, doors and molding (spot clean)
2g
Glass and windows (remove fingerprints, smudges,
irt)
4a
hiteboards and pen rails (clean)
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)
11 Of
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 37 of.52
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
11 0d
Vinyl and linoleum - clean and wax floors - traffic
Quarterly:
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
11 e
Venetian blinds (dust and damp wipe)
11g
Artificial Plants - clean to remove dust
15e
Semi -
nnually:
Vinyl and linoleum - strip completely and wax
1d
City refrigerator in office area clean and disinfect
if
,Annually:
Stone, marble, granite, ceramic tile floors (refinishing)
1 h
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City of Dublin and Tri- Valley Janitorial Service and Supply Page 38 of 52
ATTACHMENT 5
City of Dublin Scope
Levels
of Services — Frequency and Task Chart — Standard Service
Location: Emerald Glen Preschool, 4201A Central Parkway
Estimated Building Size: 2,500 SF
Cleaning Frequency: 5 days per week, Monday — Friday
Janitorial Cleaning Hours: 10:30 PM to 5:00 AM
See Section 2
FREQUENCY TASK "Required
Services"
Daily:
Vinyl, linoleum, or concrete floors (sweep and damp, disinfect
mop all floors)
la
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
Carpets and mats (vacuum all areas, including edges and
Weekly:
corners
2d
Walls, doors and molding (spot clean)
2g
Glass and windows (remove fingerprints, smudges,
dirt)
a
Cabinets, sinks and appliances (degrease, disinfect,
and polish)
10c
City refrigerators (clean as specified)
11f
Formica and metal desks /tables — clean and
disinfect all
8b
Monthly:
Dusting - high dusting
5b
Light switches - clean and disinfect
8f
Janitorial closets - clean organize, stock and keep odor -free
11c
Vinyl and linoleum - clean and wax floors - traffic areas
1c
Quarterly:
Vinyl and linoleum - strip completely and wax
1 d
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
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 39 of 52
mi- �isinfect) ity refrigerator in preschool area (clean and
nually:
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 40 of 52
ATTACHMENT 6
City of Dublin Scope
Levels
of Services — Frequency and Task Chart — Standard Service
Location: Dublin Swim Center, 8157 Village Parkway
Estimated Building Size: 3,315 SF
Cleaning Frequency: February —April, 2 -Days per week, Tue/Thu
May, 4 -days per week, Sat/Sun/Tue/Thu
June — August, 7 -days per week
September — January, No cleaning
Janitorial Cleaning Hours: 9:30 PM to 5:00 AM
See Section 2
FREQUENCY TASK "Required
Services"
Snack bar concrete floors (sweep and /or dust mop all floors)
Daily:
(Jun -Aug) .
1a
Spanish tile in office area (damp /wet mop and
disinfect)
if
Blue flooring in lobbies /office (damp /wet mop, disinfect, we
vacuum)
ii
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, wet vacuum, restock)
9a
Showers (clean and disinfect)
9b
Locker rooms and dressing rooms (clean, disinfect, we
vacuum)
9c
Weekly:
Snack bar concrete floors (damp /wet mop) (Jun -Aug)
1 b
Walls, doors and molding (spot clean)
2g
Glass and windows (remove fingerprints, smudges,
dirt)
a
Cabinets, sinks and appliances (degrease, disinfect,
and polish)
10c
City refrigerators (clean as specified)
11f
Formica and metal desks - clean all
8b
Monthly:
IDusting - high dusting
5b
ooden furniture - clean and polish
8a
ood fixtures — polish
8c
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Light switches - clean and disinfect
anitorial closets - clean organize, stock and keep odor -free
8f
11c
Quarterly:
Spanish tile floors (strip and seal) (Feb, May, July)
1g
(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
Annually:
loffice and shower tile floors (refinishing with anti -slip coating)
1 h
Snack Bar concrete floor - clean and wax floors (June)
1 c
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 42 of 52
ATTACHMENT 7
City of Dublin Scope
Levels
of Services — Frequency and Task Chart — Standard Service
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.
See Section 2
FREQUENCY TASK "Required
Services"
Vinyl, linoleum, or concrete floors (sweep and /or dust mop all
Daily:
floors)
la
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)
1 b
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)
a
Monthly:
Dusting - high dusting
5b
Formica and metal desks — clean all
8b
Light switches - clean and disinfect
8f
anitorial closets - clean organize, stock and keep odor -free
11c
Vinyl and linoleum - clean and wax floors - traffic
Quarterly:
areas
1c
Wastebasket/trash containers - wash and disinfect
5d
Light fixtures - clean all
8g
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 43 of 52
VAC vents and diffusers — clean all
ersonal computers - clean with anti - static cleaner
enetian blinds (dust and damp wipe)
mi-
nually: �inyl and linoleum - strip completely and wax
11e
11g
1
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 44 of 52
ATTACHMENT 8
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
See Section 2
FREQUENCY TASK "Required
Services"
Daily:
Wood floor — sweep
2a
9a
Wastebasket (empty and replace liner
5c
Weekly:
Walls, doors, moldings (spot clean as needed)
2g
5c
Glass and windows (remove finger prints, smudges, dirt)
4a
2g
Doors (clean and polish)
3a
4a
Dustin dust window sills and furniture
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
H vents - clean
8h
Restrooms: 289 sq. ft.
See Section 2
FREQUENCY TASK "Required
Services"
Daily:
Floor — sweep and mop
la/lb
Toilets- clean and disinfect
9a
Doors (clean and polish)
3a
Wastebasket (empty and replace liner
5c
Weekly:
Walls, doors, moldings (spot clean)
2g
Glass and windows (remove finger prints, smudges, dirt)
4a
Dustin dust window sills and furniture
5a /5b
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 45 of 52
Monthly:
Dusting- high dusting
5b
Daily:
Light switches
8f
Janitorial closets — clean, organize, stock and keep odor -free
5c
Wastebasket/trash containers- clean and disinfect
5d
Quarterly:
Light fixtures and fans - clean
8g
H vents - clean
8
Ceramics /Art Studio: 330 sq. ft. (Note: Service to begin October 1, 20111
See Section 2
FREQUENCY TASK "Required
Services"
Daily:
Dusting (dust window sills and furniture)
5a /5b
Wastebasket (empty and replace liner)
5c
Floor - swee and mop
la/lb
Weekly:
Walls, doors, moldings (spot clean)
2g
Glass and windows (remove finger prints, smudges, dirt)
4a
Doors (clean and polish)
3a
Dusting- high dusting
5b
Monthly:
Li htswitches
18f
Quarterly:
astebasket/trash containers- clean and disinfect
5d
THiiVAC ght fixtures - clean
8g
vents — clean all
8h
Kolb House: 2304 sq. ft.
See Section 2
FREQUENCY TASK "Required
Services"
athroom and Kitchen Floor — sweep and dap mop la/lb
athroom fixtures 9a
itchen counters- wipe with light solution 10b
/astebaskets (empty and replace liner) 5c
ack Porch — sweep
ublic Room
alls
falls, doors, moldings (spot clean)
lass and windows (remove finger prints, smudges, dirt)
usting (dust window sills and furniture)
oors (clean)
onthly: (Dusting- high dusting
Light switches
Consulting Services Agreement between
City of Dublin and Tri- Valley Janitorial Service and Supply
7
September 6, 2011
Page 46 of 52
anitorial closets — clean, orqanize, stock and
containers- clean and disinfect
ht fixtures and fans - clean
AC vents - clean
odor -free
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 47 of 52
ATTACHMENT 9
City of Dublin Scope
Levels
of Services — Frequency and Task Chart — Standard Service
Location: Shannon Community Center, 11600 Shannon Avenue
Estimated Building Size: 19,700 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
See Section
FREQUENCY TASK 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)
1 Of
Glass and windows
a
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
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 48 of 52
Quarterly: inyl and linoleum (clean and refinish floors, traffic areas) 1 d
ATTACHMENT 10
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 49 of 52
City of Dublin Scope of Services — Frequency and Task Chart — Standard Service
Levels
Location: Building Inspector Trailers, Central Parkway — 2805 Central Parkway (200'
west of Fallon Road)
Estimated Building Size: 2 single -wide trailers
Cleaning Frequency: 2 days per week, Tue/Thu
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
See Section 2
FREQUENCY TASK "Required
Services"
Vinyl, linoleum, or concrete floors, sweep and /or dust mop all
Daily:
floors
la
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
a
Dusting - removal of accumulated dust
5a
Wastebaskets empty and reline
5c
Restrooms - clean, disinfect, and restock supplies
9a,b
Note, there is no on -site dumpster for this location;
rash must
be removed to a dumpster at another facility.
Carpet and mats - vacuum all areas, including edges and
Weekly:
corners
2d
Walls, doors and molding - remove fingerprints, smudge
and dirt
21
Doors & entrances - clean and polish, remove finger prints
smudges
3a
Dusting - all table tops, office desks, and filing
cabinets
5a
White boards and pen rails - wash clean
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, spo
clean
8e
Light switches - clean and disinfect
8f
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 50 of 52
EXHIBIT B
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply . Page 51 of 52
Vinyl and linoleum - clean and wax floors - traffic
Quarterly:
areas
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 -
nnually:
Glass and windows, interior and exterior - all areas
4b
EXHIBIT B
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply . Page 51 of 52
COMPENSATION RATE
Compensation shall be paid pursuant to the following Fee Schedule:
City Facilities
Monthly Rate
Annual Cost
City Hall Wing, Civic Center, 100 Civic Plaza, 5 -day
$ 2,703.00
$ 32,436.00
per week service, Monday - Friday
Police Wing, Civic Center, 100 Civic Plaza, including
$ 1,800.00
$ 21,600.00
portable building located in police parking lot, 6 -day
per week service, Monday-Saturday
Library, 200 Civic Plaza (Community Room, Lobby,
$ 980.00
$11,760.00
Main Restrooms, City Staff Offices), 6 day per week
service, Monday-Sunday, except Friday
Shannon Community Center, 11600 Shannon
$ 2,350.00
$ 28,200.00
Avenue, 5-days per week service, Monday-Friday
Senior Center, 7600 Amador Valley Blvd., 5 -day per
$ 1,520.00
$18,240.00
week service, Monday-Friday
Heritage Center, 6600 Donlon Way, including Murray
Schoolhouse and St. Raymond's Church.
3 -day per week service (Murray Schoolhouse);
$ 295.00
$ 3,540.00
1 -day per week service St. Raymond's Church
$ 105.00
$ 1,260.00
Dublin Heritage Park and Museum, 11285 Dublin
$400.00
$ 4,800.00
Blvd., 5-days per week service, Monday-Friday
Swim Center, 8157 Village Parkway
2 -days per week service, Feb -Apr
$ 400.00
$ 1,200.00
4 -days per week service, May
$ 725.00
$ 725.00
7-days per week service, Jun-Aug
$ 1,100.00
$ 3,300.00
Emerald Glen Preschool, 4201 Central Parkway,
$655.00
$ 7,860.0
5-day per week service, Monday-Friday
East Inspection Office (portable buildings), 2805
$155.00
$ 1,860.00
Central Parkway, 2-day per week service
$136,781.00
TOTAL ANNUAL COST:
Extra Work:
Rate for scheduled extra work at 15.35 per hour for a minimum of 2 hours for
special events.
G:\MAINTENANCE\Buildings\JanitoriaI Services\2011 -12 RFP - Janitorial Svcs\Janitorial Services Agreement 2012.doc
Consulting Services Agreement between September 6, 2011
City of Dublin and Tri- Valley Janitorial Service and Supply Page 52 of 52
RESOLUTION NO. XX - 13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * **
APPROVING FIRST AMENDMENT TO JANITORIAL SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND TRI- VALLEY JANITORIAL SERVICE AND SUPPLY
WHEREAS, On September 6, 2011, the City Council approved a three -year Agreement
with Tri- Valley Janitorial Service and Supply to perform janitorial services; and
WHEREAS, in March 2013, the building inspectors were relocated to the trailer located in the
Police parking lot of the Civic Center, due to extensive repairs needed to the trailers located in
eastern Dublin where the inspectors were previously located; and
WHEREAS, Tri - Valley Janitorial Service and Supply provided janitorial service twice a week
at the building inspectors' trailers located in eastern Dublin; and
WHEREAS, the City wishes to amend the term of the agreement to eliminate janitorial
services at the building inspectors' trailers effective May 1, 2013. The current Fiscal Year 2012-
2013 budget for janitorial services at the building inspectors' trailers is $1,860;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the First Amendment to Janitorial Services Agreement Between the City of
Dublin and Tri - Valley Janitorial Service and Supply, attached hereto as "Exhibit A to the
Resolution ".
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the First
Amendment to the Agreement.
PASSED, APPROVED AND ADOPTED this 16th day of April, 2013, by the following
vote:
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
City Manager
FIRST AMENDMENT TO JANITORIAL SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND TRI- VALLEY JANITORIAL SERVICE AND SUPPLY
WHEREAS, on September 6, 2011, the City of Dublin (hereinafter referred to as
"CITY ") and Tri- Valley Janitorial Service and Supply (hereinafter referred to as
"CONTRACTOR "), entered into that certain Janitorial Services Agreement between the City of
Dublin and Contractor (hereinafter referred to as the "Agreement "); and
WHEREAS, the Agreement has a three -year term, expiring on June 30, 2015; and
WHEREAS, CITY and CONTRACTOR wish to amend the Agreement to eliminate
the building inspectors' trailers to the list of facilities included in the Agreement;
NOW, THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, CITY and CONTRACTOR hereby agree to amend the
Agreement as follows:
Section 1. Exhibit A to this Amendment, "City of Dublin Scope of Services — Frequency and
Task Chart — Standard Services Levels" for the building inspectors' trailers is eliminated.
Section 2. Exhibit B to the Agreement, "Compensation Schedule," is hereby deleted. A new
Exhibit B, attached to this Amendment as Attachment 2, is hereby inserted.
Section 3. In the event of a conflict between the Agreement and this Amendment, this
Amendment will control. Except to the extent inconsistent with this Amendment, the Parties
ratify and confirm all of the terms and conditions of the Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed as of
the date and year first above written.
CITY OF DUBLIN
Dated:
Attest:
By:
Caroline Soto, City Clerk
Tri - Valley Janitorial Service and Supply
Dated:
Bv:
Joni L. Pattillo, City Manager
APPROVED AS TO FORM-
By-
John D. Bakker, City Attorney
Amy Giamona
EXHIBIT A TO THE RESOLUTION
EXHIBIT A
City of Dublin Scope of Services — Frequency and Tasks Chart — Standard Service Levels
Location: Building Inspector Trailers, Central Parkway — 2805 Central Parkway (200' west of Fallon
Road)
Estimated Building Size: 2 single -wide trailers
Cleaning Frequency: 2 days per week, Tue /Thu
Janitorial Cleaning Hours: 5:00 PM to 5:00 AM
See Section
FREQUENCY TASK 2 "Required
Services"
Daily:
Vinyl, linoleum, or concrete floors, sweep and /or dust mop all floors
la
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
4a
Dusting - removal of accumulated dust
5a
Wastebaskets empty and reline
5c
Restrooms - clean, disinfect, and restock supplies
9a,b
Note, there is no on -site dumpster for this location; trash must
be removed to a dumpster at another facility.
Weekly:
Carpet and mats - vacuum all areas, including edges and corners
2d
Walls, doors and molding - remove fingerprints, smudges and dirt
21
Doors & entrances - clean and polish, remove finger prints & smudges
3a
Dusting - all table tops, office desks, and filing cabinets
5a
White boards and pen rails - wash clean
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 - traffic areas
1 c
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
ATTACHMENT 2
EXHIBIT B
COMPENSATION RATE
Compensation shall be paid pursuant to the following Fee Schedule:
City Facilities
Monthly Rate
Annual Cost
City Hall Wing, Civic Center, 100 Civic Plaza, 5 -day
$ 2,703.00
$ 32,436.00
per week service, Monday - Friday
Police Wing, Civic Center, 100 Civic Plaza, including
$ 1,800.00
$ 21,600.00
portable building located in police parking lot, 6 -day
per week service, Monday- Saturday
Library, 200 Civic Plaza (Community Room, Lobby,
$ 980.00
$11,760.00
Main Restrooms, City Staff Offices), 6 day per week
service, Monday- Sunday, except Friday
Shannon Community Center, 11600 Shannon
$ 2,350.00
$ 28,200.00
Avenue, 5 -days per week service, Monday- Friday
Senior Center, 7600 Amador Valley Blvd., 5 -day per
$ 1,520.00
$18,240.00
week service, Monday- Friday
Heritage Center, 6600 Donlon Way, including Murray
Schoolhouse and St. Raymond's Church.
3 -day per week service (Murray Schoolhouse);
$ 295.00
$ 3,540.00
1 -day per week service (St. Raymond's Church)
$ 105.00
$ 1,260.00
Dublin Heritage Park and Museum, 11285 Dublin
$400.00
$ 4,800.00
Blvd., 5 -days per week service, Monday- Friday
Swim Center, 8157 Village Parkway
2 -days per week service, Feb -Apr
$ 400.00
$ 1,200.00
4 -days per week service, May
$ 725.00
$ 725.00
7 -days per week service, Jun -Aug
$ 1,100.00
$ 3,300.00
Emerald Glen Preschool, 4201 Central Parkway,
$655.00
$ 7,860.0
5 -day per week service, Monday- Friday
$134,921.00
TOTAL ANNUAL COST:
Extra Work:
Rate for scheduled extra work at $ 15.35 per hour for a minimum of 2 hours for
special events.
ATTACHMENT 3