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HomeMy WebLinkAbout4.07 Janitorial Services Agreement CITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: May 28, 1991 SUBJECT: Agreement for City Facilities Janitorial Services (Report by Public Works Director Lee Thompson) EXHIBITS ATTACHED: 1) Resolution 2) Agreement RECOMMENDATION: Adopt resolution approving agreement with Grapevine Cleaning Service and authorizing the Mayor to execute same. FINANCIAL STATEMENT: FY 1990-91 budget for janitorial services is as follows: Civic Center: $ 36,000 (3,000/mo.) Shannon Center: $ 14,400 (1,200/mo.) Senior Center: $ 9,600 ( 800/mo.) $ 60,000 (5,000/mo.) Proposed cost per building under this Agreement is: Civic Center: $ 54,203 (4,517/mo. ) Shannon Center: $ 13,773 (1,148/mo.) Senior Center: $ 6,880 ( 573/mo. ) $ 74,856 (6,238/mo.) Staff also obtained a callout rate for extra work such as cleanup following special events. The callout rate is $15.48 per hour with a two (2) hour minimum. The janitorial services cost is paid from the Contract Services portion of the Operating Budget for each respective facility. Window washing and carpet steam cleaning was included in the previous janitorial contracts but has been removed from the janitorial specifications, and Staff will be obtaining prices from firms that specialize in those services. Sufficient funds remain in the Operating Budgets for FY 1990-91 to pay the cost of service for June. The proposed Operating Budgets for FY 1991-92 reflect the cost of service based on the above figures. DESCRIPTION: Since moving into the Civic Center in October of 1989, the City has contracted with two different permanent janitorial firms and, on two occasions, with an interim janitorial contractor. After several problems obtaining a qualified firm on a low bid basis, the City Council adopted an amendment to the purchasing ordinance which allows selection of a janitorial firm on the basis of qualifications as well as price. On May 14th, nine firms submitted proposals for providing janitorial services to the City. Staff selected four of these firms to participate in oral interviews. On May 16th, representatives of Public Works, Recreation, and Police Staff interviewed these four firms. The firms were judged on the basis of experience, references, understanding of the City's needs, professionalism, staffing, financial capability, and price quoted. Grapevine Cleaning Service was the unanimous choice as being most qualified to perform janitorial services for the City. While the cost of Grapevine's service is substantially higher than the City has paid for the previous contractors, Staff is convinced that the quality of service will likewise be much higher. All of the references contacted stated ---------------------------------------------------------------------------- ITEM N0. 44V COPIES TO: Grapevine Cleaning Service that Grapevine's work is excellent and that Grapevine's staff has demonstrated a real interest in the quality of the work provided and in client satisfaction. The janitorial crew that will service the City's facilities is experienced, and a greater number of work hours is included in this cost than was provided by previous contractors. In addition, Grapevine has demonstrated an understanding of the types of activities that take place in each of the three facilities and of the service required to maintain each building according to the needs of Staff and the public. Staff recommends that the City Council adopt the resolution approving the agreement with Grapevine Cleaning Service and authorize the Mayor to execute the agreement. - 2 - RESOLUTION NO. -91 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AGREEMENT WITH GRAPEVINE CLEANING SERVICE FOR CITY FACILITIES JANITORIAL SERVICES WHEREAS, the City of Dublin did, on May 14, 1991, receive proposals for provision of janitorial services for three City facilities; and WHEREAS, the proposals of these firms were reviewed and oral interviews conducted to determine the most qualified firm on the basis of experience, staffing, references, financial capability, and price; and WHEREAS, the Public Works Director has recommended that an agreement be signed with the most qualified firm hereinafter mentioned; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Agreement with Grapevine Cleaning Service for City Facilities Janitorial Services at the following per-month costs: Civic Center $4,517 Shannon Center $1,148 Senior Center 573 Total $6,238 and an hourly rate for extra work of $15.48 per hour with a two-hour minimum. BE IT FURTHER RESOLVED that the Mayor is hereby authorized to execute the Agreement. PASSED, APPROVED, AND ADOPTED this 28th day of May, 1991. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk JANITORIAL SERVICES AGREEMENT THIS AGREEMENT is made at Dublin, California, as of May 28, 1991, by and between the CITY OF DUBLIN, a Municipal Corporation ("CITY") , and Grapevine Cleaning Service ("CONTRACTOR") , who agree as follows: DEFINITIONS DAILY shall mean five (S) days per week for the Civic Center and Senior Center or seven (7) days per week for the Shannon Community Center. WEEKLY shall mean one day per week. Days selected shall be determined by contractor and approved by the Public Works Director or his/her designee. BI WEEKLY shall mean once every two weeks. MONTHLY shall mean once per calendar month. Day(s) selected shall be determined by the contractor and approved by the Public Works Director or his/her designee. QUARTERLY shall mean four times per year. Dates shall be selected by the contractor and approved by the Public Works Director or his/her designee. SEMI-ANNUALLY shall mean twice per year. Dates shall be selected by the contractor and approved by the Public Works Director or his/her designee. Under no condition or exception shall these dates be later than the first and seventh months of the agreement period. ANNUALLY shall mean once per year. Dates shall be selected by the contractor and approved by the Public Works Director or his/her designee. CONTRACTOR shall mean Grapevine Cleaning Service. CITY shall mean the City of Dublin. AS NEEDED or AS REQUIRED shall mean any item or area serviced to a safe and clean condition as determined by the Public Works Director or his/her designee. TERMS AND CONDITIONS SCOPE OF WORK 1. The services to be provided shall include full service janitorial at each of the facilities. The regular services to be provided shall be performed as described in the Janitorial Services Specification which is attached hereto as Exhibit "A" . TERM OF AGREEMENT/RENEWAL/TERMINATION 2. The term of this Agreement shall begin on June 1, 1991, and shall continue in full force and effect thereafter for a period of one year. The Agreement shall be reviewed each year and may be renewed for up to a total of Page 1 of Agreement three (3) years. Consideration may be given to an annual adjustment of the rates identified, provided that the services performed are satisfactory. Said adjustment will be subject to written amendment of this Agreement which requires approval by the City Council. The Agreement may be terminated by either party with 60 days' advance written notice, except that the City may terminate the Agreement without prior notice if Contractor fails to perform according to the terms of this Agreement. - Upon termination, Contractor shall be paid for all work performed to date, as provided in Section 8, said payment to be prorated as necessary. PROVISION OF PERSONNEL AND SUPPLIES 3. The Contractor shall furnish the necessary employees, to provide the building janitorial services described in Exhibit A for the facilities listed in Exhibit B attached. COMPLIANCE WITH ANTI-DISCRIMINATION LAWS 4. In the performance of this agreement, the Contractor agrees not to engage in discrimination in employment of persons because of the race, color, national origin, ancestry, sex, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code 1735. INDEPENDENT CONTRACTOR 5. Contractor shall be considered an independent contractor and not an employee of the City of Dublin. City shall have the right to control Contractor only insofar as the result of Contractor' s services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. CONTRACTOR RESPONSIBLE FOR COMPENSATION TO EMPLOYEES OF CONTRACTOR 6. The Contractor shall be responsible for the cost of all remuneration of whatever kind to employees, including, but not limited to, regular and overtime pay, as well as cost of vacation, vacation replacements, sick leave, severance pay, and pay for legal holidays. The Contractor shall also pay all Federal and State payroll taxes for its employees. PREVAILING WAGE 7. The Contractor shall comply with Labor Code Sections 1770 et. seq. Prevailing wage increases shall not be considered as the basis of an agreement amendment outside of the time noted in the agreement. Page 2 of Agreement COMPENSATION 8. Payment shall be made on a monthly basis. The Contractor shall submit an invoice showing the amount due for the previous month. The invoice shall itemize the costs for each facility. The monthly costs by facility for all regular services (as defined in Exhibit A) included as part of this Agreement are as follows: Civic Center: $ 4,517 Shannon Community Center $ 1,148 Senior Center 573 $ 6,238 The above monthly costs are the total amount to be paid by City for regular services. All such payments above shall be contingent on approval of satisfactory performance of the work stated in the specifications. Approval of satisfactory performance shall be judged solely by the City representative assigned to supervise this agreement. Upon request by the City, Contractor agrees to perform services in addition to those regular services set forth in Exhibit A, at the following rates: $15.48 per hour, with a minimum of two (2) manhours to be billed for each event. HEALTH AND SAFETY 9. All applicable safety orders, rules, and regulations of the Department of Industrial Relations, or other jurisdictional agency shall be followed and enforced by the Contractor. Contractor shall comply with all applicable federal, state and local laws, ordinances, or codes. Employees of the Contractor shall not wear earphones for radios or tape players while working. Smoking is not allowed in City facilities. 10. All personnel shall be in good health and free from contagious diseases. No employee drinking alcohol or under the influence of alcohol or drugs shall be allowed on the premises or in the building, nor shall any employee bring alcohol or drugs on the premises. SECURITY 11. Contractor shall be responsible to ensure that all doors are locked at all times when work is performed outside of regular operating hours. Contractor shall be responsible for reporting any property damage or vandalism at a facility to the Dublin Police Services. Neither Contractor nor its employees shall admit any person into any facility (including grounds) on which work under this Agreement is being performed who is not an active employee of the Contractor. All employees shall be required to wear identification patches or badges which are to be furnished by the Contractor. 12. Contractor will be responsible for maintaining any building keys issued to Contractor or its employees. If keys are lost, Contractor will be responsible for all costs associated with re-keying the facility(ies) . Page 3 of Agreement Contractor will also be required to pay any costs incurred by the City as a result of Contractor's failure to utilize -proper alarm codes at those facilities which have alarm systems. PERSONNEL 13. Contractor shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Contractor shall, immediately upon receiving notice from City of such desire of City, cause the removal of such person or persons. SUPERVISION OF CONTRACTOR'S EMPLOYEES 14. All work shall be performed under the supervision of a trained supervisor who will be responsible for the conduct and workmanship of the Contractor's employees. There must be at least one (1) employee on the premises during the hours that work is in progress who speaks and understands the English language (spoken and written) . SUBCONTRACTORS OR ASSIGNEES 15. No performance of this Agreement, or any portion thereof, may be assigned or subcontracted by the Contractor without the express written consent of the Public Works Director. Any attempt by the Contractor to assign or subcontract any part of the performance of this Agreement without the express written consent of the Public Works Director shall be invalid and shall constitute a breach of this Agreement. Whenever the Contractor is authorized to subcontract or assign the terms thereof shall incorporate by reference this Agreement and shall not conflict with this Agreement. The City assumes no responsibility toward any subcontractors the Contractor employs in the performance of this Agreement. CHANGE IN OWNERSHIP 16. Contractor agrees that if there is a change in ownership prior to completion of this Agreement, the new owners will be required under terms of sale to assume this Agreement and complete it to the satisfaction of the City. INSURANCE 17. The Contractor shall furnish, prior to beginning work, satisfactory certificates of insurance issued by the carrier. The certificates must indicate that the following coverage will be in effect and must be maintained throughout the duration of the contract: a. Workers' Compensation Insurance in accordance with the provisions of the Labor Code of the State of California. b. Public Liability and Property Damage in not less than a combined single limit of $1,000,000 for one or more persons injured and property damaged in any one accident. Property Damage Insurance Page 4 of Agreement shall include specific protection from any possible damage to buildings on adjoining property .or to soil of adjoining property which may result from the execution of this Agreement. C. Contractual Liability: The Public Liability and Property Damage Insurance shall also name as an additional insured the City of Dublin and shall assume the defense of the City, its officers, employees, and agents from all suits, actions, subjected or put by reason of, or resulting from, the Contractor's operations in the performance of the Agreement. The Certificates of Insurance shall note that cancellation or reduction in coverage of the specified insurance cannot occur until ten (10) days after receipt by the City of notification of such cancellation or reduction by registered mail. If cancellation or reduction of insurance should occur, the City may obtain like insurance and deduct the premiums from the amounts due the Contractor under this Agreement or may terminate the Agreement. BONDS 18. The Contractor shall possess a Janitorial Service (dishonesty) Bond in an amount of not less than $15,000. The City of Dublin shall be a named subscriber to the Bond. LICENSES, PERMITS, ETC. 19. Contractor represents and warrants to City that he has all licenses, permits, qualifications, and approvals of whatsoever nature which are legally required for Contractor to perform the work required hereunder. Contractor represents and warrants to City that Contractor shall, at his sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Contractor to perform such work. 20. Contractor shall obtain and keep current a City of Dublin Business License. TELEPHONE CONTACT 21. If an answering machine is used by Contractor for routine contact on working days, the Contractor shall respond to messages on the same day that the message was left, except that messages left after 4:00 p.m. will require a response no later than 9:00 a.m. on the day following the date the message was left. 22. For emergency purposes, the Contractor shall provide at his sole expense a home telephone number, answering service number, telephone beeper, or other method of receiving calls by the Supervisor on a 24-hour, 7-day-per-week basis. This contact arrangement shall be used to promptly address emergency situations. Page 5 of Agreement WORKING HOURS 23. Parameters for working hours will be determined by the City and are subject to change. Work in the Police Facility must be performed when a Police Service employee is on duty, and access times must be arranged in advance. SCHEDULES 24. The Contractor shall provide the City monthly with a written maintenance schedule which includes proposed working hours. This schedule and any adjustments must be approved in writing by the City. For all quarterly, semi-annual, and annual services, the Contractor shall inform the City a minimum of 15 days prior to the proposed performance of the service. The City shall approve of the dates selected. ENERGY CONSERVATION 25. The Contractor shall be responsible for energy conservation in the premises being cleaned under this Agreement. Upon entering the premises, lights in areas not being used by occupants and not required for immediate cleaning purposes shall be turned off. Lights shall be turned on only in areas where work is in progress and shall be turned off as soon as the area is cleaned. All lights in the premises, except night lights or other designated lights, shall be turned off when all cleaning is complete. Particular attention shall be given to turning off lights on Friday nights. If the Contractor fails to turn off lights as specified herein, the amounts payable hereunder shall be reduced by the estimated cost of energy used as a result of such failure. REPORT OF DAMAGE 26. The Contractor shall report broken windows, plumbing leaks, and other building repair needs to the Public Works Director or his/her designee. The Contractor shall immediately notify Dublin Police Services when vandalism or other destruction of City property is observed inside or outside the facilities. USE OF CITY PROPERTY 27. Employees of the Contractor shall not disturb papers on desks, open drawers or cabinets, use radios, television sets, coffee pots, stoves, refrigerators, typewriters, computers, copiers, or tamper with personal or City property. The telephones shall not be used for personal calls. FURNISHING OF SUPPLIES AND EQUIPMENT 28. The Contractor shall furnish, at the Contractor's expense, all supplies and equipment necessary to properly perform work. These supplies and equipment include, but are not limited to, waxes, floor finishes, cleaners, floor stripper, sealers, detergents, cleaning powder, disinfectants, metal and furniture polishes, glass cleaner, brooms, mops, mop presses, sweeping tools and cloths, buckets, brushes, sponges, squeegees, wet and dry vacuum cleaners, janitor carts, ladders, floor machines, and adequate floor machine scrub and Page 6 of Agreement polish brushes. All liquids and powdered materials must be in properly labeled containers. The City shall furnish the following paper products and supplies only: toilet tissue, paper towels, seat protectors, wastebasket and trash receptacle liners, hand soap for restroom dispensers, and sanitary napkins and tampons for restroom vending cabinets. The Contractor shall be responsible for notifying the Public Works Director or his/her designee when these supplies need to be re-ordered. The Contractor shall be knowledgeable about and comply with the Hazardous Substance Information and Training Act of 1983 (SB 1874) . Any materials kept on site shall be labeled and Material Safety Data Sheets posted for applicable supplies. STANDARD OF PERFORMANCE 29. Contractor shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged in the geographical area in which Contractor practices his profession. All instruments of service of whatsoever nature which Contractor delivers to City, pursuant to this Agreement, shall be prepared in 'a substantial, first class, and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Contractor's profession. INSPECTION OF WORK/FAILURE TO PERFORM 30. The Public Works Director of the City of Dublin or his designee and the Contractor shall inspect the work on a monthly basis. The Director or his designee shall judge the performance of the Contractor pursuant to this agreement. If, or when, the work is incomplete or unsatisfactory to the City, the City shall notify the Contractor within one working day to ensure compliance'. If the work has not been secured within one working day following notification for daily items or five working days following notification for items performed weekly, bi-weekly monthly, semi-annually, or annually, penalties may be assessed as noted in Section 31 below. 31. When the Contractor does not provide the services specified in Exhibit A, it is agreed that, in the event of such failure, the City may choose one of the following options: a. To secure another contractor to perform the necessary service, and to deduct the cost of this service (including labor, materials, and City's overhead) from Contractor's compensation for regular services. b. To secure an estimate from another contractor to perform the necessary service and to deduct the estimated cost of this service (including labor, materials, and City's overhead) from Contractor' s compensation for regular services. C. To estimate the cost of the necessary service based on Contractor's quoted hourly rate for extra work and to deduct the estimated cost of this service (including labor, materials, and City's overhead) from Contractor's compensation for regular services. Page 7 of Agreement RESOLUTION OF DISPUTES 32. Except as otherwise provided in this Agreement, any dispute concerning a question arising under this contract which is not disposed of by verbal agreement shall be decided by the City, which shall reduce the decision to writing and mail or otherwise furnish a copy to the Contractor. The decision of the City shall be final and conclusive unless, within ten (10) days from the date of receipt of such copy, the Contractor mails or furnishes to the City a written appeal. Resolution of the appeal shall be final and binding arbitration conducted according to the rules of the American Arbitration Association. Each party in such arbitration shall bear its own costs and attorney' s fees and shall jointly pay the cost of the arbitrator and court reporter. The arbitrator shall be selected jointly by City and Contractor. The decision of the arbitrator shall be final. Pending final disposition of a dispute, the Contractor shall proceed diligently with the performance of the contract as written. EXCUSED NON-PERFORMANCE 33. Contractor shall be excused from performance during the time and to the extent that he is prevented from obtaining, delivering, or performing in the customary manner by act of God; fire; strike; partial or total interruption of, or loss or shortage of transportation facilities; lockout; commandeering of raw materials or products, plants, or facilities by the government. Satisfactory evidence shall be presented to the City and it shall be established that the non-performance is not due to the fault or negligence of the Contractor. HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTOR 34. Contractor shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to him, to any subcontractor, to the City, to City Officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences, or other causes predicated on active or passive negligence of the Contractor of any subcontractor. Contractor shall indemnify, defend, and hold harmless the City, its officers, officials, directors, employees, and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense) , suits, and damages of 'every kind, nature, and description directly or indirectly arising from the performance of the work. This paragraph shall not be construed to exempt the City, its employees and officers from its own fraud, willful injury, or violation of law, whether willful or negligent. FOr purposes of Section 2782 of the Civil Code, the parties hereto recognize and agree that this Agreement is not a construction contract. By execution of this agreement, Contractor acknowledges that he has read and understands the provisions hereof and this this paragraph is a material element of consideration. Approval of the insurance contracts does not relieve the Contractor or subcontractors from liability under this paragraph. Page 8 of Agreement IN WITNESS WHEREOF the parties thereto have caused this Agreement to be hereby executed. CITY OF DUBLIN CONTRACTOR: Mayor ATTEST City Clerk Page 9 of Agreement CITY OF DUBLIN BUILDING SPECIFICATIONS (Approximate) The following facilities are to be included in this Agreement: a. Shannon Community Center 11600 Shannon Avenue (corner of Shannon Avenue and San Ramon Road) 7 day per week service. Normal hours of operation: Sunday through Thursday 7:00 a.m. to 10:00 p.m. ; Friday and Saturday, 7:00 a.m. to 12:00 midnight. Hours available for janitorial service: Sunday through Thursday, 10:00 p.m. to 6:00 a.m. ; Friday and Saturday, 12:00 midnight to 6:00 a.m. b. Dublin Senior Center 7437 Larkdale Avenue 5 day per week service. (Monday through Friday) Normal hours of operation: 8:00 a.m. to 5:00 p.m. Hours available for janitorial service: 6:00 p.m. to 6:00 a.m. C. Civic Center 100 Civic Plaza 5 day per week service. (Monday through Friday) Administrative Wing - Normal hours of operation: 8:00 a.m. to 5:00 p.m. Will have evening meetings which would cause certain rooms to be used as late as 1:00 a.m. Hours available for janitorial service: 6:00 p.m. to 11:00 p.m. (or later if agreed in advance) . Police Wing - Normal hours of operation: 24 hours daily. Business hours 8:00 a.m. to 5:00 p.m. only. Hours available for janitorial service: 6:00 p.m. to 11:00 p.m. , with schedule to be determined by the City for entry to the facility and for servicing certain secured areas. The attached Building Summary contains square footage information pertaining to the three buildings included in this contract. Following is a description of the buildings, including number of restrooms and kitchens, types of space, and so forth. DUBLIN CIVIC CENTER: Administrative Wing: Encompasses a Regional Meeting Room, large lobby area, and City Council Chamber, as well as the City' s administrative offices. This building includes approximately 4,580 square feet of shell space which does not have any tenant improvements and which will not require janitorial service. EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 1 Key Elements - First Floor Main Lobby: Main Lobby and Elevator Lobby floors are terrazzo finish. Entry doors have installed floor mats. Council Chamber: 150 fixed seats with carpeted floors. A significant amount of cherry wood natural finish woodwork is ,located within this room. There is an eight-foot diameter terrazzo and brass inlaid seal located in the floor. Also, a small counter with a sink is located adjacent to this room. Small Caucus Room: Conference room with adjacent restroom containing one toilet and one sink. Regional Meeting Room: This is a carpeted room. The area also includes a small kitchen area which has a microwave, small refrigerator, and sink. Public Restrooms: Men' s - 3 sinks, 2 urinals, 3 toilets Women's - 3 sinks, 5 toilets Development Services: This area encompasses the major office area on the first floor and includes the Building, Planning, 'and Public Works Departments. This area contains 7 enclosed offices and 9 work areas which have been developed using partitions. All of the partitioned offices are occupied. The area also includes two conference rooms and the main copy/mail room for this wing. The public area contains a 30+ foot long counter which has a terrazzo top. A coffee counter, sink, and small refrigerator is located in this area. A sink is also located in the copy room. Staff Locker Rooms/Toilets: Men's - 1 sink, 1 toilet, 2 showers Women's - 1 sink, 1 toilet, 2 showers, small lounge area. Janitor' s Closet: The janitor's closet with mop sink is located on the first floor. Staff Lunchroom: The lunchroom includes a small kitchen area which has the following appliances: stove, microwave, refrigerator, and dishwasher. Receiving: A large receiving room with concrete floor is located adjacent to the loading dock. This room provides storage for office supplies. A separate room adjacent to the receiving room is used for storage of toilet paper, paper towels, and other supplies provided by the City. Secondary Elevator: A secondary elevator- leads to a second floor expansion area. This elevator and the adjacent staircase are carpeted and will require some janitorial maintenance. Key Elements - Second Floor Grand Stairway: A large stairway leads from the first floor lobby to the second floor. EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 2 Recreation/Finance: These areas contain a small public counter and four enclosed offices. Four workstations have -been created with partitions. The City' s computer room and a small conference room are also located in this area. Restrooms: Men' s - 2 sinks, 1 urinal, 2 toilets Women' s - 2 sinks, 2 toilets City Council/City Manager Reception Area: This area contains a small waiting area and two built-in cherry wood desks. Enclosed Offices: There are 11 enclosed offices located in this area. Main File Room: The City's main files are located on the second floor. This room contains an installed moving file system and a small copier. Library: The library is slightly larger than a large office. Coffee Counter: Two coffee counter/sink areas are located in this area. Both have small refrigerators. Police Wing: Contains approximately 19,390 square feet. This includes a 2,110+ square foot vehicle sally port which may require periodic broom sweeping and a 300+ square foot evidence garage which will not be included in the routine janitorial agreement. The police facility includes several areas which are not used for work stations at this time, although they are carpeted and finished. Key Elements - First Floor Lobby/Waiting Area: This area is carpeted. Public Restrooms: Men's - 1 toilet, 1 sink Women's - 1 toilet, 1 sink Small Conference Room/Fingerprinting Counter: A small conference room is located off the lobby. The fingerprint counter also has an adjacent sink. Records: This area has two work stations and several file cabinets. Copy/Mail Room: This room contains a sink and a counter. Janitor Closet: This room contains a sink. Staff Restrooms: Men's - 1 sink, 1 toilet Women's - 1 sink, 1 toilet Future Dispatch Area: This area will contain one work station which will be staffed. The area will not be used for dispatching at this time. EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 3 Holding Cell Area: This area contains a separate janitor's closet. Four holding cells are located in this area. Each cell is equipped with a sink and a toilet. (Cells will not be cleaned when inmates are present. ) Evidence Storage and Evidence Garage: These storage areas are excluded from janitorial service. Evidence Packaging: This counter area includes a sink and lockers and will require cleaning and mopping as noted in the proposed work schedule. Armory: This area is excluded from janitorial service. Elevator: A single elevator is located in the Police Wing. Patrol Offices/Report Writing: This consists of two small offices and a report writing area. Training/Roll Call: This is a single room which has a collapsible partition which can divide the room. EOC Office: This is a single enclosed office which will be utilized on an intermittent basis. Locker Rooms: Men's - 3 sinks, 2 urinals, 2 toilets, large locker area with built-in shower area (3 heads) . Women's - 3 sinks, 2 toilets, locker area with 2 fiberglass shower stalls. Physical Training Room: Carpeted room containing various pieces of physical training equipment. This room will eventually also have a large mirror on one wall. Key Elements - Second Floor Lunchroom: This area contains a fully-equipped kitchen, including stove, refrigerator, dishwasher, and microwave. Restrooms: Men's - 2 sinks, 1 urinal, 2 toilets Women' s - 3 sinks, 2 toilets Open Office Area: Approximately 400 square feet of open office. Enclosed Offices: At present, three are vacant and seven are occupied. Interview/Observation Rooms: Four enclosed offices are used as interview and observation rooms. Administration Clerical/Reception Area: This reception area has one workstation. Conference Room Facilities: There are two conference rooms in this area, one which includes a built-in counter and sink. EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 4 Staff Restroom: Single facility includes one sink and one toilet. SHANNON COMMUNITY CENTER This facility was constructed in 1973 and was recently renovated. The City of Dublin uses this building for its community recreation programs and classes. The building is also rented for meetings and special functions such as wedding receptions. Upper Floor: Kitchen: Appliances include refrigerator, dishwasher, restaurant type range, warming tools, and microwave oven. Office: One large office, three small offices, all carpeted. East Room: Has hardwood floors. Capacity of 104 assembly or 49 dining. Social Hall: Linoleum floor. Capacity of 486 assembly or 227 dining. West Room: Has carpeted floor and has access to deck and lawn. Capacity of 152 assembly or 71 dining. Restrooms: Men's - 1 stalls, 2 urinals, 2 sinks. Women' s - 3 stalls, 2 sinks. Janitor's Closet. Hall and stairwell: Linoleum floors. Lower Floor: Meeting Room: Carpeted, with access to patio; capacity of 140 assembly or 70 dining. Preschool: Partly carpeted, partly linoleum, with attached patio. Three storage areas. Hall and Elevator Lobby: Linoleum floors. Elevator interior is carpeted. Restrooms: Men's - 2 urinals, 1 toilet. Women's - 2 toilets. SENIOR CENTER This facility was formerly a school multi-use room. It was renovated by the City of Dublin in 1988 and is managed by the City for its senior citizen programs and classes. EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 5 Office: Carpeted. Social Hall: Vinyl tile. Capacity of 300 assembly or 197 dining. Floor is proposed to be replaced in Fiscal Year 1991-92. Stage: Wood floor. One sink. Restrooms (Ceramic Tile) : Men's - 2 stalls, 1 urinal, 2 sinks. Women's - 3 stalls, 3 sinks. Staff - 1 stall, 1 sink. Janitor Closet - 1 sink. Restroom Off Kitchen - 1 toilet, 1 sink Hallway - Office Area: Carpeted. Kitchen/Dishwashing Room: Vinyl tile. Contains 3 sinks, dishwasher and rinse sink, stainless steel counter, oven and grill, refrigerator. Kitchen is proposed to be renovated in Fiscal Year 1991-92. EXHIBIT A: BUILDING SPECIFICATIONS, PAGE 6 CITY OF DUBLIN JANITORIAL SERVICE -SPECIFICATION Proposed work schedule shall include the following: ROUTINE JANITORIAL RESTROOMS DAILY: Clean restroom fixtures, toilet bowls, urinals and basins, mirrors, decorative and protective metals, including undersides and tops of toilet seats. Wash and disinfect toilet seats, including undersides, using an approved non- toxic germicidal disinfectant. Spot clean and dust walls, partitions, splashplates, windowsills, doors, and related structures. Clean, refill, and restock soap, towels, toilet tissue, seat covers, and sanitary napkin/tampon dispensers. These dispensers shall be restocked with sufficient supplies to last until the next servicing. Empty and wipe down waste and sanitary containers, dispose of contents, replace liners. Clean entrance doors, remove handprints from push plates and sanitize. Wash and disinfect all showers with approved non-toxic germicidal disinfectant. Report burned out light bulbs, graffiti, and any other abnormal situations to the Building Manager. WEEKLY: Sanitize, disinfect, and deodorize toilet bowls, seats, basins, and urinals and plumbing and remove all lime deposits. Pumice toilets and urinals if needed to remove all scale, using approved non- abrasive material. Wash woodwork, ceramic tile, and formica surfaces and remove splash marks from walls, urinals, and toilet partitions. Clean air duct receptacles. EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 1 MONTHLY: Clean all interior light fixtures. Sanitize all restrooms as follows: Heavy duty cleaning, descaling, and disinfecting of water closets and urinals. Scrub all shower surfaces and remove all scum, mold, or other foreign matter from all shower surfaces. Disinfect and sanitize with approved germicidal disinfectant. OFFICES, COMMON AREAS, KITCHENS, AND OTHER MISCELLANEOUS ROOMS AND FACILITIES DAILY: Sweep all non-carpeted floors with chemically treated dust mop, including all interior stairways. Mop hardwood floors wth treated dust mop; spot mop all spills using a wet mop and neutral (pH 7 or 8) cleaner. Clean drinking fountains. Spot clean fingerprints and other marks from woodwork, walls, doors, and glass partitions, and the inside surfaces of exterior windows. Spot clean doors, door frames, and counters. Vacuum all carpeted surfaces. Spot clean spills or other spots on all upholstered furniture, carpets, including elevator cabs, stairways, and landings, and mats beneath desks and "walk-off" mats. Empty and replace liners in in all wastebaskets and carry trash to specified containers at each site. Please note that the City plans to implement a recycling program in the 1991-92 fiscal year which will involve separate containers for white (recyclable) paper. Leave all lights off (except designated night lights or those in areas being used by employees or the public) . Dust all horizontal surfaces of office furniture (as much as can be done without disturbing papers on desks) , partitions, ledges, windowsills, and counters. Clean all kitchen and coffee bar sinks and counters, as well as stove, microwave oven, dishwasher, refrigerator, and warming tray exterior surfaces. EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 2 Report burned out light bulbs, graffiti, and other abnormal situations to the Building Manager. WEEKLY: Clean and polish metal chairs, office equipment, and wooden furniture. Wipe down plastic and leather furniture. Thoroughly vacuum and spot clean upholstered furniture. Wash horizontal surfaces of office furniture (as much as possible without disturbing papers on desks) , partitions, ledges, windowsills, and counters. Clean and disinfect handsets of phones. Clean and wipe down all wastebaskets (interior and exterior) and interior trash cans and replace plastic liners. Clean and disinfect surfaces of exercise equipment which come in contact with the user of the equipment (i.e. , handgrips, pedals, seats and backrests, etc. ) . Polish kitchen appliances and stainless steel to restore original finish. Clean interior of stoves, refrigerators, and microwaves if needed. MONTHLY Perform high dusting (i.e. , door sashes, tops of partitions, high cabinets, ledges, vents, and hanging light fixtures) and remove cobwebs. Clean all glass doors (both sides) in buildings, including glass partitions to a height of ten (10) feet. Clean picture glass, stair railings, and spot clean stairwells. QUARTERLY: Clean and polish all interior metal fixtures and surfaces, including door push and kick plates and pulls. Clean all fabric walls and partitions. SEMI-ANNUALLY Thoroughly clean venetian and vertical blinds. Vacuum all fabric window coverings (drapes, shades, etc. ) . EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PACE 3 ANNUALLY Clean all light fixtures. COUNCIL CHAMBERS Regarding the Civic Center Council Chambers, the service identified as "Daily" shall be performed twice weekly on days specified by the City, except that the Council Chambers shall be checked every day for litter, and wastebaskets shall be emptied. All other services shall be performed according to the schedule for "Offices, et. al. " ROUTINE FLOOR CARE DAILY Sweep and damp mop all restroom, locker, and shower floors using an approved non-toxic germicidal disinfectant and clean water. Remove all spills, stick areas, gum, etc. Shower walls shall also be cleaned daily with the approved disinfectant. Pour water in all floor drains. Damp mop all terrazzo and tile-and-grout floors. Damp mop linoleum/vinyl floors to remove dust, dirt, and spills; reapply floor wax as necessary to maintain an acceptable surface condition. WEEKLY Machine buff all terrazzo floors, staircases, and landings to a high sheen using non-skid material. Wet mop hardwood floors using a neutral (pH 7 or 8) cleaner. BI-WEEKLY (every two weeks) Clean tile grout with approved cleaner. Scrub vinyl or linoleum floors to remove scuff marks or other marks that have not been removed by normal mopping. STRIPPING AND WAXING Hard surface floors (terrazzo, vinyl tile, linoleum, hardwood) shall be completely stripped and waxed annually, at a minimum, or as needed. EXHIBIT B: JANITORIAL SERVICE SPECIFICATION, PAGE 4