Item 12 - Award of Agmt with NMS Mgmt, Inc for Janitorial Services; RFP 22-020May 17, 2022, Item #12DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA RE PO RT City of Poway May 17, 2022 Honorable Mayor and Members of the City C~ncil Eric Heidemann, Director of Public Works '[ CITY COUNCIL Will Wiley, Assistant Director of Public Works for Maintenance Operations (858) 668-4705 or wwiley@poway.org Award of Agreement with NMS Management, Inc. for Janitorial Services; RFP No. 22-020 A request for proposals (RFP) for Janitorial Services, RFP No. 22-020, was duly advertised on February 10 and February 17, 2022. Seven (7) proposals were received and opened on March 22, 2022. Staff reviewed the proposals submitted and selected NMS Management, Inc. as the company providing the best value to provide comprehensive janitorial services for the City of Poway (City). Staff determined NMS Management, Inc. to be responsive and qualified to provide these services. The term of the agreement is approximately one (1) year beginning July 18, 2022, through June 30, 2023, with four (4) one-year extensions. Recommended Action: It is recommended the City Council award the agreement for janitorial services to NMS Management, Inc. and authorize the City Manager to execute any necessary documents. Discussion: The City contracts for daily cleaning and janitorial services for 30 City facilities and park restrooms covering approximately 151,261 square feet. Among the 30 City facilities serviced are: City Hall, Mickey Cafagna Community Center, Public Works Administration, Library, Poway Center for Performing Arts, Water Treatment Plant, three (3) fire stations, and restrooms at 12 parks. On February 10 and February 17, 2022, staff duly advertised an RFP for janitorial services. The RFP was advertised on the City's website, online bid portal and in the local newspaper. Mandatory pre-proposal meetings were held on March 2 and March 3, 2022, and attended by eight (8) companies. On March 22, 2022, the City received seven (7) proposals. A cost summary of the proposals received is provided in Table 1 on the following page. 1 of 38
May 17, 2022, Item #12Table 1: Janitorial Services Proposal Summary Company Proposal Amount T& T Janitorial, Inc. $442,630.00 NMS Management, Inc. $482,082.53 Base Hill, Inc. $514,232.19 Aztec Janitorial $579,689.00 Allied Universal Janitorial $595,750.47 Nova Commercial $622,955.33 MEK Enterprises, Inc. $1,042,988.39 The costs included in the "Proposal Amount" include the proposer's submitted yearly costs to service 30 City facilities and parks restrooms, including comprehensive janitorial services (e.g. cleaning of office areas, restrooms and conference rooms; dusting; vacuuming; carpet cleaning; trash and recycling removal, etc.), special event assistance for the Poway Center for Performing Arts and the Mickey Cafagna Community Center, and acid washing of tile in four (4) facilities. In addition, the RFP included the hourly rates for as-needed COVID-19 extra cleanings and COVID-19 emergency response cleanings. The proposals received were independently reviewed and scored by a review panel consisting of three (3) City staff members. The top three (3) companies were then invited for interviews as part of the selection process. The interviews were held on April 6 and April 8, 2022. Each interview was scheduled for 60 minutes and consisted of a question-and-answer discussion with 17 questions prepared by the review panel. The questions provided each company the opportunity to provide additional details on their company covering the topics of technical expertise, employee training and staffing, and quality control measures. Following the selection interviews, the panel determined NMS Management, Inc. offered the best overall value to provide the comprehensive janitorial services the City is seeking. The City requested a best-and-final offer, and NMS Management, Inc. was able to reduce their initial proposal by $7,325, without compromising the level and quality of services. Under the agreement, NMS Management, Inc. will be providing daily and weekly deep cleaning services in accordance with industry standards. NMS Management, Inc. was founded in 1985 and has been providing janitorial services for over 37 years, cleaning over four (4) million square feet daily throughout San Diego County. NMS Management, Inc. has several public sector customers, including the City of El Cajon, San Diego County Administration Center and San Diego Unified Port District and understands the importance of customer service and the impact cleanliness has on City staff, residents, and the City's assets. The annual cost of services for the current janitorial agreements totals $331,394.34. While the overall cost of services in the proposed agreement has increased $150,688.19 in comparison to the current agreements, additional cleanings for parks restrooms and quality control measures were included in this RFP. For quality control tracking and reporting, NMS Management, Inc. utilizes CleanTelligent Software. Routine quality control inspections are performed by management personnel and directly entered in the software. Results are shared internally amongst managers, supervisors and employees to ensure quality cleanings, and NMS Management, Inc. utilizes the inspection results to focus on areas requiring additional internal training. City staff will also have access to the software and receive daily reports and inspection results. This will increase efficiencies and provide monitoring of the services being performed. 2 of38
May 17, 2022, Item #12It is important to note this agreement is a performance-based agreement and allows City staff the ability to subtract fees from the monthly payment for non-performance issues. The agreement also allows cleanings to be added or subtracted based on the staffing and operational needs of each facility. For example, if a facility is closed to the public, a baseline level of cleaning and sanitation is still required for the health and safety of City staff. The length of the agreement is for one year beginning July 18, 2022, through June 30, 2023, with an option to extend the agreement for four (4) separate one-year terms. Extensions are subject to Council appropriation of funds and mutual agreement by both parties. The maximum length of the agreement would be up to five (5) years. Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: Sufficient funds are available in the: Performing Arts Center Division (204020-41400); Library Division (206020-41400); and Facilities Maintenance Division (415010-41400) Fiscal Year 2022-23 budget to be considered by City Council. The agreement with NMS Management, Inc. will be awarded upon adoption of the proposed budget. Funds for subsequent fiscal years will be included in the annual budget process for City Council consideration. Public Notification: None. Attachments: A. Standard Agreement Reviewed/ Approved By: Assistant City Manager 3 of38 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch. City Manager
May 17, 2022, Item #12City of Poway STANDARD AGREEMENT FOR SERVICES This Agreement, entered into this 18th day of July, 2022, by and between the CITY OF POWAY (hereinafter referred to as "City") and NMS Management, Inc. (hereinafter referred to as "Contractor"). RECITALS WHEREAS, City desires to obtain the services of a private Contractor to provide janitorial services for various City facilities (Project); WHEREAS, Contractor has represented that Contractor possesses the necessary qualifications to provide such services; WHEREAS, City has authorized the preparation of an agreement to retain the services of Contractor as hereinafter set forth. NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY RETAIN CONTRACTOR ON THE FOLLOWING TERMS AND CONDITIONS: 1. Scope of Services. Contractor shall provide services as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 2. Compensation and Reimbursement. City shall compensate and reimburse Contractor as provided in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 3. Term of Agreement. The term of this Agreement shall be as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 4. Termination. This Agreement may be terminated with or without cause by City. Termination without cause shall be effective only upon 60-day written notice to Contractor. During said 60-day period Contractor shall perform all consulting services in accordance with this Agreement. This Agreement may be terminated by City for cause in the event of a material breach of this Agreement, misrepresentation by Contractor in connection with the formation of this Agreement or the performance of services, or the failure to perform services as directed by City. Termination for cause shall be effected by 4of38 ATTACHMENT A
May 17, 2022, Item #12delivery of written notice of termination to Contractor. Such termination shall be effective upon delivery of said notice. 5. Confidential Relationship. City may from time to time communicate to Contractor certain information to enable Contractor to effectively perform the services. Contractor shall treat all such information as confidential, whether or not so identified, and shall not disclose any part thereof without the prior written consent of the City. Contractor shall limit the use and circulation of such information, even within its own organization, to the extent necessary to perform the services. The foregoing obligation of this Paragraph 5, however, shall not apply to any part of the information that (i) has been disclosed in publicly available sources of information; (ii) is, through no fault of Contractor, hereafter disclosed in publicly available sources of information; (iii) is now in the possession of Contractor without any obligation of confidentiality; or (iv) has been or is hereafter rightfully disclosed to Contractor by a third party, but only to the extent that the use or disclosure thereof has been or is rightfully authorized by that third party. Contractor shall not disclose any reports, recommendations, conclusions or other results of the services or the existence of the subject matter of this agreement without the prior written consent of the City. In its performance hereunder, Contractor shall comply with all legal obligations it may now or hereafter have respecting the information or other property of any other person, firm or corporation. 6. Office Space and Clerical Support. Contractor shall provide its own office space and clerical support at its sole cost and expense. 7. Covenant Against Contingent Fees. Contractor declares that it has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of the Agreement. For breach of violation of this warranty, City shall have the right to annul this Agreement without liability, or, at its sole discretion, to deduct from the Agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. 8. Ownership of Documents. All memoranda, reports, plans, specifications, maps and other documents prepared or obtained under the terms of this Agreement shall be the property of City and shall be delivered to City by Contractor upon demand. 5 of38
May 17, 2022, Item #129. Conflict of Interest and Political Reform Act Obligations. During the term of this Agreement Contractor shall not act as Contractor or perform services of any kind for any person or entity whose interests conflict in any way with those of the City of Poway. Contractor shall at all times comply with the terms of the Political Reform Act and the local conflict of interest code. Contractor shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the City in which the Contractor has a financial interest as defined in Government Code Section 87103. Contractor represents that it has no knowledge of any financial interests which would require it to disqualify itself from any matter on which it might perform services for the City. "Contractor" means an individual who, pursuant to a contract with a state or local agency: 6 of38 (A) Makes a governmental decision whether to: 1. Approve a rate, rule or regulation; 2. Adopt or enforce a law; 3. Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; 4. Authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires City approval; 5. Grant City approval to a contract that requires City approval and to which the City is a party, or to the specifications for such a contract. 6. Grant City approval to a plan, design, report, study, or similar item; 7. Adopt, or grant City approval of, policies, standards, or guidelines for the City, or for any subdivision thereof; or (8) Serves in a staff capacity with the City and in that capacity participates in making a governmental decision as defined in the Political Reform Act and/or implementing regulations promulgated by the Fair Political Practices Commission, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City's Conflict of Interest Code.
May 17, 2022, Item #12DISCLOSURE DETERMINATION: C8] 1. Contractor will not be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. No disclosure required. D 2. Contractor will be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. As a result, Contractor shall be required to file a Statement of Economic Interest with the City Clerk of the City of Poway in a timely manner as required by law. Department Director 10. No Assignments. Neither any part nor all of this Agreement may be assigned or subcontracted, except as otherwise specifically provided herein, or to which City, in its sole discretion, consents to in advance thereof in writing. Any assignment or subcontracting in violation of this provision shall be void. 11. Maintenance of Records. Contractor shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred and shall make such materials available at its office at all reasonable times during the agreement period and for three (3) years from the date of final payment under this Agreement, for inspection by City and copies thereof shall be furnished, if requested. 12. Independent Contractor. At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of the City of Poway. City shall have the right to control Contractor only insofar as the results of Contractor's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Contractor accomplishes such services. 13. Licenses, Permits, Etc. Contractor represents and declares to City that it has all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, or approval which is legally required for Contractor to practice its profession. 7 of38
May 17, 2022, Item #1214. Contractor's Insurance. Contractor shall provide insurance as set forth in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 15. Indemnification. (a) For Claims (as defined herein) other than those alleged to arise from Contractor's negligent performance of professional services, City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "lndemnitees") shall have no liability to Contractor or any other person for, and Contractor shall indemnify, protect and hold harmless lndemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including reasonable attorneys' fees and disbursements (collectively "Claims"), which lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of Contractor's negligent performance under this Agreement, or by the negligent or willful acts or omissions of Contractor, its agents, officers, directors, sub-Contractors or employees. (b) For Claims alleged to arise from Contractor's negligent performance of professional services, lndemnitees shall have no liability to Contractor or any other person for, and Contractor shall indemnify and hold harmless lndemnitees from and against, any and all Claims that lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise to the extent occurring as a result of Contractor's negligent performance of any professional services under this Agreement, or by the negligent or willful acts or omissions of Contractor, its agents, officers, directors, sub-Contractors or employees, committed in performing any of professional services under this Agreement. For Claims alleged to arise from Contractor's professional services, Contractor's defense obligation to lndemnitees shall include only the reimbursement of reasonable defense costs and attorneys' fees to the extent caused by Contractor's negligence. (c) The foregoing obligations of Contractor shall not apply to the extent that the Claims arise from the sole negligence or willful misconduct of City or its elected and appointed boards, officials, officers, agents, employees and volunteers. (d) In any and all Claims against City by any employees of the Contractor, anyone directly or indirectly employed by it or anyone for whose acts it may be liable, the indemnification obligation under this Section 15 shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor under worker's compensation acts, disability benefit acts or other employee benefit acts. 8 of38
May 17, 2022, Item #12(e) Contractor shall, upon receipt of written notice of any Claim, promptly take all action necessary to make a claim under any applicable insurance policy or policies Contractor is carrying and maintaining; however, if Contractor fails to take such action as is necessary to make a claim under any such insurance policy, Contractor shall reimburse City for any and all costs, charges, expenses, damages and liabilities incurred by City in making any claim on behalf of Contractor under any insurance policy or policies required pursuant to this Agreement. (f) The obligations described in Section 1 S(a) through (e) above shall not be construed to negate, abridge or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person indemnified pursuant to this Section 15. (g) The rights and obligations of the parties described in this Section 15 shall survive the termination of this Agreement. 16. Assumption of Risk. Except for injuries to persons caused by the willful misconduct of any lndemnitee and not covered by insurance maintained, or required by this Agreement to be maintained, by Contractor: (a) Contractor hereby assumes the risk of any and all injury and damage to the personnel (including death) and property of Contractor that occurs in the course of, or in connection with, the performance of Contractor's obligations under this Agreement, including but not limited to Contractor's Scope of Services; and (b) it is hereby agreed that the lndemnitees are not to be liable for injury or damage which may be sustained by the person, goods or property of Contractor or its employees in connection with Contractor's performance its obligations under this Agreement, including but not limited to Contractor's Scope of Services. 17. Contractor Not an Agent. Except as City may specify in writing, Contractor shall have no authority, expressed or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, expressed or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 18. Personnel. Contractor shall assign qualified and certified personnel to perform requested services. The City shall have the right to review and disapprove personnel for assignment to Poway projects. City shall have the unrestricted right to order the removal of any person(s) assigned by Contractor by giving oral or written notice to Contractor to such effect. Contractor's personnel shall at all times comply with City's drug and alcohol policies then in effect. 9 of38
May 17, 2022, Item #1219. Notices. Notices shall be given as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 20. Governing Law, Forum Selection and Attorneys' Fees. This Agreement shall be governed by, and construed in accordance with, the laws of the State of California. Each party to this Agreement consents to personal jurisdiction in San Diego County, California, and hereby authorizes and accepts service of process sufficient for personal jurisdiction by first class mail, registered or certified, postage prepaid, to its address for giving notice as set forth in Exhibit "A" hereto. Any action to enforce or interpret the terms or conditions of this Agreement shall be brought in the Superior Court in San Diego County, Central Division, unless the parties mutually agree to submit their dispute to arbitration. Contractor hereby waives any right to remove any such action from San Diego County as is otherwise permitted by California Code of Civil Procedure section 394. The prevailing party in any such action or proceeding shall be entitled to recover all of its reasonable litigation expenses, including its expert fees, attorneys' fees, courts costs, arbitration costs, and any other fees. Notwithstanding the foregoing, in the event that the subject of such an action is compensation claimed by Contractor in the event of termination, Contractor's damages shall be limited to compensation for the 60-day period for which Contractor would have been entitled to receive compensation if terminated without cause, and neither party shall be entitled to recover their litigation expenses. 21. Gender. Whether referred to in the masculine, feminine, or as "it," "Contractor" shall mean the individual or corporate Contractor and any and all employees of Contractor providing services hereunder. 22. Counterparts. This Agreement (and any amendments) may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute one and the same instrument. Documents delivered by telephonic facsimile transmission shall be valid and binding. 23. Entire Agreement. This Agreement shall constitute the entire understanding between Contractor and City relating to the terms and conditions of the services to be performed by Contractor. No agreements, representations or promises made by either party, whether oral or in writing, shall be of any force or effect unless it is in writing and executed by the party to be bound thereby. 10 of 38
May 17, 2022, Item #1224. Certification and Indemnification Regarding Public Employees' Retirement Law/Pension Reform Act of 2013. Contractor hereby certifies that all persons providing services to City by Contractor are not current members of the California Public Employees' Retirement System (CalPERS) and shall not become members of CalPERS while providing services to City. Contractor further provides that in the event Contractor assigns a retired annuitant receiving a pension benefit from CalPERS to perform services for City, the retired annuitant is in full compliance with Government Code section 7522.56. A copy of Government Code section 7522.56 is attached hereto as Exhibit "B." Further, Contractor hereby fully and unconditionally indemnifies City from all penalties, fees, employer and employee contributions, or any other assessments imposed by CalPERS in the event CalPERS determines the person assigned by Contractor to provide services to City has been misclassified. 25. Severability. If any provision of this Agreement is determined by any court of competent jurisdiction or arbitrator to be invalid, illegal, or unenforceable to any extent, that provision shall, if possible, be construed as though more narrowly drawn, if a narrower construction would avoid such invalidity, illegality, or unenforceability or, if that is not possible, such provision shall, to the extent of such invalidity, illegality, or unenforceability, be severed, and the remaining provisions of this Agreement shall remain in effect. (Remainder of page intentionally left blank) 11 of 38
May 17, 2022, Item #12IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement on the date first above written. CITY OF POWAY By:----------Chris Hazeltine, City Manager Date: -----------ATTEST: Carrie Gallagher, City Clerk APPROVED AS TO FORM: NMS Management, Inc. By:--------------David M. Guaderrama, Director of Business Development Date: ------------By:-------------Alan Fenstermacher, City Attorney 12 of 38
May 17, 2022, Item #12A. "SPECIAL PROVISIONS" EXHIBIT "A" Scope of Services. Contractor agrees to provide janitorial services as required by City, further described in the Scope of Services which is included in this document as Attachment 1, and incorporated by reference, as if its contents were fully set forth herein. Contractor shall provide the necessary qualified personnel to perform the services. B. Compensation and Reimbursement. City shall pay Contractor a fee in accordance with the Fee Proposals submitted in writing on April 14, 2022, which is included in this document as Attachment 2. Total fee is not to exceed $482,082.53 per year plus amounts designated for as-needed services not to exceed the City's adopted fiscal year operating budget for janitorial services. Contractor's fee shall include, and Contractor shall be responsible for the payment of all federal, state, and local taxes of any kind which are attributable to the compensation received. In addition to said consulting fee, Contractor shall be reimbursed for all reasonable expenses, including lodging, telephone, and travel (air, auto, rail) necessarily incurred in performance of the services. Contractor shall bill City for such expenses as incurred, referencing this Agreement. All expenses shall be itemized and supported by receipts for amounts in excess of Twenty-Five Dollars ($25.00). Statements for reimbursement of expenses shall be paid within ten (10) days of approval by City. All air travel shall be billed at coach or special fare rates. Reimbursement for lodging is limited to travel from outside of San Diego County. Contractor shall receive prior authorization for air travel and lodging expenses. All other expenses shall be reimbursed in accordance with City's cash disbursement policies in effect at the time incurred. C. Term of Agreement. This Agreement shall be effective from the period commencing July 18, 2022, and ending June 30, 2023, unless sooner terminated by City as provided in the section of this Agreement entitled "Termination." This Agreement may be extended for up to four (4) additional one-year periods upon approval in writing of the City Manager and Contractor. Award of the Agreement and any Agreement extensions are subject to City Council appropriation of funds. Each renewal period (fiscal) after the first year of the agreement, the Contractor's costs shall be adjusted based on the annual change in the previous calendar year's Consumer Price Index for the San Diego-Carlsbad area (All Urban Consumers CPI-U) or 5%, whichever is less. The first adjustment would occur no earlier than July 1, 2023. Upon expiration or termination of this Agreement, Contractor shall return to City any and all equipment, documents or materials and all copies made thereof which Contractor received from City or produced for City for the purposes of this Agreement. 13 of 38
May 17, 2022, Item #12D. Contractor's Insurance. 1. Coverages: Contractor shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive General Liability, including premises-operations, products/completed, broad form property damage, and blanket contractual liability with the following coverages: General Liability $1,000,000 Bodily Injury and Property Damage combined each occurrence and $2,000,000 aggregate. (b) Automobile Liability, including owned, hired, and non-owned vehicles: $5,000,000 combined single limit. (c) Workers' Compensation insurance in statutory amount. All of the endorsements which are required above shall be obtained for the policy of Workers' Compensation insurance. 2. Endorsements: Endorsements shall be obtained so that each policy contains the following three provisions: (a) Additional Insured. (Not required for Professional Errors and Omissions Liability Insurance or Workers' Compensation.) "City of Poway and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice. "Said policy shall not terminate, nor shall it be canceled, until thirty (30) days after written notice is given to City." (c) Primary Coverage. "The policy provides primary coverage to City and its elected and appointed boards, officers, agents, and employees. It is not secondary or in any way subordinate to any other insurance or coverage maintained by City." 3. Insurance Certificates: Contractor shall provide City certificates of insurance showing the insurance coverages described in the paragraphs above, in a form and content approved by City, prior to beginning work under this Agreement. 14 of 38
May 17, 2022, Item #12E. Notices. All notices, billings and payments hereunder shall be in writing and sent to the following addresses: 15 of 38 To City: To Contractor: City of Poway P.O. Box 789 Poway, CA 92074 NMS Management, Inc. 155 West 35th Street, Suite A National City, CA 91950 (Remainder of page intentionally left blank)
May 17, 2022, Item #12ATTACHMENT 1 SCOPE OF SERVICES 1. Purpose: The Contractor shall provide comprehensive janitorial services for City of Poway facilities. All equipment and materials necessary to perform these services shall be furnished at the Contractor's expense. A list of materials used in the performance of the Agreement shall be given to, and approved by the Contract Specialist/Inspector prior to use. 2. Scheduling: Work shall be done to allow for the least disturbance to any City facility (entering facilities once City staff have vacated the facility(s), except where special services are required to support a City function). Work shall be performed according to the following schedules: Daily (Monday through Friday): AREA A (After 7 p.m.): • Fire Station 1 -Downstairs Classroom and Restrooms AREAE (Between 5 p.m. -8 p.m., excluding holidays): • Public Works Water Treatment Plant (After 7 p.m.): • Lake Poway Pavilion • Lake Poway Entry Booth (After 7 p.m.): • Fire Station 3 AREAi 16 of 38 (Per schedule given 2 weeks prior to the start of the month) • Poway Center for the Performing Arts
May 17, 2022, Item #12Daily {Monday through Friday, except dark Fridays): AREA A (After 7 p.m.): • City Hall Administration -First Floor, Second Floor -Additionally, patio cleaning on Mondays, Wednesdays, and working Fridays • City Council Chambers -Only cleaned Monday, Tuesday, and Thursday. MUST be cleaned after 10 p.m. on Tuesdays. AREAE (After 7 p.m.): • Public Works Administration • Public Works Operations Center • Public Works Vehicle Maintenance Daily {Monday through Sunday): AREAS (After 10 p.m. Monday through Thursday. After 12:30 a.m. Friday through Sunday) • Mickey Cafagna Community Center (Between 12 p.m. -4 p.m.) • Community Park Ball Field Restrooms • Community Park Skateboard Park Restrooms (After 9 p.m.) • Community Park Pool AREAC (After 7 p.m.): • Poway Library AREAD 17 of 38 (After 9 p.m. Monday through Thursday. After 11 p.m. Friday through Sunday) • Old Poway Park Admin Office • Old Poway Park Templar's Hall (Between 12 p.m. -4 p.m.) • Old Poway Park Restrooms • Aubrey Park Restrooms
May 17, 2022, Item #12AREAE (Between 12 p.m. -4 p.m.): (Between 12 p.m. -4 p.m.): • Lake Poway Restrooms • Lake Poway Concession Restrooms (After 7 p.m.): • Lake Poway Administration, Parks & Landscape Shop AREAF (July & August. After 10 p.m.): • Twin Peaks Multi-Purpose Gymnasium AREAG (July & August. After 10 p.m.): • Meadowbrook Multi-Purpose Gymnasium (Between 12 p.m. -4 p.m.) • Arbolitos Sports Field Restrooms AREA J: (Between 12 p.m. -4 p.m.) • Hilleary Park Restrooms • Silverset Park Restrooms • Starridge Park Restrooms AREA K: (Between 12 p.m. -4 p.m.) • Iron Mountain Restrooms • Garden Road Restrooms AREAL: (Between 12 p.m. -4 p.m.) • Valle Verde Park Restrooms Tuesday: AREAH (After 7 p.m.): • Material Handling Yard -Household Hazardous Waste Building 18 of 38
May 17, 2022, Item #12Tuesday and Thursday: AREAH (After 7 p.m.): • Materials Handling Yard -Public Works Lounge Saturday and Sunday: AREAD (Between 12 p.m. -4 p.m.) • Old Poway Park Train Depot Restroom AREAF (January through June & September through December. After 10 p.m.): • Twin Peaks Multi-Purpose Gymnasium AREAG (January through June & September through December. After 10 p.m.): • Meadowbrook Multi-Purpose Gymnasium Semi-Weekly Special Scheduling: In preparation for a bingo event held at the Mickey Cafagna Community Center, the following additional assistance and cleaning shall be provided: • Bingo Table Set-up -Saturday and Monday night • Bingo Table Take-down and Cleaning -Tuesday 4:00 p.m. -4:45 p.m. in preparation for facility use at 5:00 p.m. -Sunday 5:00 p.m. -5:45 p.m. in preparation for facility use at 6:00 p.m. *Note: See the Facilities List for the address of each location 3. Service Specifications: A. GENERAL SERVICES: All work is to be completed each time the facility is scheduled to be cleaned -All Facilities, All Visits (Excluding Park Restroom Locations). • The contents of each wastepaper basket (small black cans) shall be emptied in a mobile trash container, of a type approved by the Director of Public Works. The mobile container shall be brought into each room and each wastebasket shall be dumped directly into it, not transported across the room to it. • Large trash containers shall be removed and transported in a manner as to not have their contents leak on the floor and shall be disposed of in a designated trash dumpster. Trash will not be dragged at any time. Each wastebasket/trash 19 of 38
May 17, 2022, Item #12can, shall be damp wiped clean, lined with a suitable sized plastic bag of sufficient durability and thickness to prevent liquids from leaking through the bag, and replaced in its original position. Collected trash shall be disposed of in designated trash dumpsters. • Commingled recycled bins, located at individual workstations and near large shredder machines, shall be lined with an appropriate liner. Contents only (not liner) shall be dumped into a separate mobile trash container (NOT TO BE MIXED WITH TRASH). Whenever a liner is determined to be dirty, it shall be replaced, with the old liner being put in the TRASH container. ALL RECYCLED MATERIALS ARE TO BE PLACED IN THE DESIGNATED RECYCLING CONTAINER LOCATED OUTSIDE EACH FACILITY. • If organic bins are present at the facility, contents of the bin and liner shall be dumped into a separate mobile trash container (NOT TO BE MIXED WITH TRASH). ALL ORGANIC MATERIALS ARE TO BE PLACED IN THE DESIGNATED ORGANIC CONTAINER LOCATED OUTSIDE EACH APPLICABLE FACILITY. • The City shall provide trash, organic, and recycling containers and shall be responsible for the maintenance and regular emptying under a separate franchise. The janitorial Contractor shall be responsible for ensuring that any spillage shall be cleaned up immediately. The Contractor shall keep the area around the container clean and sanitary at all times. Meadowbrook Gym. Twin Peaks Gym. Aubrey Park, Templars Hall, Old Poway park Admin. Old Poway Park Restrooms and the Train Depot do not have a dumpster area tor City use to dump trash. Trash must be hauled to either the Lake Poway or Community Park dumpsters. • Building occupants are notified by the Director of Public Works that anything placed in the wastebasket or recycling bins are considered disposable and will be removed as such. It shall not be the responsibility of the Contractor to retrieve any items mistakenly placed in these receptacles. • All drinking fountains shall be thoroughly washed with a germicidal solution, removing all lime deposits, rust, and debris (No scouring powder or abrasive shall be used). • Interior stairwells, landings, and lower and upper lobbies shall be swept clean of all dust, dirt, and debris and wet mopped with an approved neutral cleaner. Each handrail, rail base, and fixtures shall be dusted and all walls and doors spot cleaned. Foreign matter, such as gum, shall be removed. • All lobbies shall be swept clean of dust, dirt, and debris and wet mopped with an approved neutral cleaner (if tile or vinyl) or vacuumed. • Handrails, rail bases, and fixtures, shall be dusted and all walls, doors, jambs, door frames, and kick plates, windowsills, ledges and light switches shall be spot cleaned to remove smudges and stains, taking care to use an appropriate cleaner on all wall surfaces so as not to remove or discolor paint, and cause holes in wall coverings. All foreign matter shall be removed. • Clean and polish all hardware, metal fixtures, bright work, hand plates, door knobs, walls, door facings, light switches, receptacle covers. • Wipe clean all countertops. • Damp clean conference tables at all Facilities. • All surfaces and objects in the building(s) shall be cleaned by dusting and/or 20 of 38
May 17, 2022, Item #12vacuuming. This includes table tops, wooden chairs, counters, wood shelving including all exposed book shelving, all wood sides and tops of bookshelves, carousel cases, the flat surface around fish tank (Library) not the tank itself, vertical surfaces (knee wells, chair rungs, table legs, etc.), all rails, cabinets. • All cobwebs shall be removed. • All carpeting shall be cleaned using the manufacturer's recommendation or by extraction if no manufacturer's recommendation has been provided, following a schedule approved by the Director of Public Works as to not interfere with daily or evening activities. Carpet traffic lanes and soiled areas shall be pre-treated to loosen soil build-up to assist in the overall cleaning to bring carpets back to a clean, uniform appearance. The pre-treatment used shall not leave a sticky residue or attract new soil. Extraction: Cleaning of carpets shall be done using an extraction method, or as recommended by the manufacturer. Carpets shall be dried by the next business day. • Clean and disinfect all desk telephones. • Doors and windows shall be secured and alarmed. Any doors or windows not found secured shall be reported to the Contractor Specialist/Inspector by 8:00 a.m. the following work day, noting location. • Report plumbing leaks or clogs, and/or any other unusual problems found in or outside the buildings.Turn off all lights and set all alarms prior to exiting each facility. Performing Arts Center Only: • Empty trash can in shop area behind Stage. No other work to be done in shop area. • Clean all elevator doors metal trim, thresholds, walls. Vacuum all elevator carpets and spot clean, if needed. Vacuum and clean floor channels on all elevator doors City Hall Only: • Clean all elevator doors metal trim, thresholds, walls. Vacuum all elevator carpets and spot clean, if needed. Vacuum and clean floor channels on all elevator doors B. FACILITY RESTROOMS AND LOCKER ROOMS: All Facilities, All Visits (other than flooring, unless specified) • Wash and disinfect all basins, urinals, lavatories (toilets), counter tops, faucets, showers, partitions, soap dispensers, and bowls nightly, with approved cleaning/disinfectant/germicidal solution, removing scale, lime deposits, and stains, from all fixtures -cleaning underside of rims of urinals and toilets; toilet bowls, sides, toilet seats, toilet bottoms, and piping. All areas shall be wiped dry and spotless. An approved scouring powder may be used on porcelain fixtures to remove stubborn stains and shall not be used on chromium and stainless-steel fixtures. • Wipe clean all restroom fixtures. • Chromium and stainless-steel fixtures, faucets, sinks, towel and/or soap dispensers, and shower stems shall be polished and dried with a wiping cloth leaving the fixtures free of stains and streaks. • All cobwebs shall be removed from park restroom locations. • Pool, Operations, City Hall, & Iron Mt. Restrooms locker room ceramic 21 of 38
May 17, 2022, Item #12tile floor and walls, enamel surfaces, toilet and shower compartment partitions shall be washed and scrubbed with disinfectant/germicidal solution removing all grime, graffiti, algae and/or mold and wiped dry. • Iron Mt. Restrooms do not have water on site. Must be power washed Mondays and Fridays, in addition to general cleaning. • Lake Poway/Concession Restrooms will be hosed and squeegeed out once a week on Monday evenings. • Community Park Ballfield Restrooms will be hosed and squeegeed each time of service. • Spot clean (including the removal of all foreign substances, such as gum or tar), dust or sweep, and wet mop with disinfectant/germicidal, all partitions, tile walls, ledges and baseboards to eliminate stains, odor, encrustation, alkaline deposits, and soap spills. • Sweep and mop all restroom flooring (All Facilities). • At the Performing Arts Center when the facility has double performances, as time permits, sweep and mop restroom flooring ensuring that the floor must be dry by next performance. • Traps, drains, and fixtures shall be wiped clean and maintained free from foreign substances, hair and odors, at all times. • Clean and polish all restroom/locker room mirrors free of streaks and smudges. • Empty, wipe clean, sanitize, and reline all trash containers and sanitary containers. • Restock all toilet tissue, soaps, towels, toilet bowl seat covers, and sanitary napkin dispensers. c. KITCHENS/BREAK ROOMS: All Facilities, All Visits (including specific flooring) • Kitchen areas (break rooms) having resilient or vinyl tile floors, inclusive of eating/dining areas, shall be swept and damp mopped with a disinfectant, including under counters, tables, moveable appliances, and work areas. All areas are to be free of smudges, stains, and streaks. • CITY HALL BAMBOO WOOD FLOORS: Wood floors shall be cleaned according to manufacturer's recommendations contained herein. • CITY HALL LINOLEUM FLOORS: Linoleum floors shall be cleaned according to manufacturer's recommendations contained herein. • Wipe down all accessible horizontal surfaces, including but not limited to, tables and countertops. • Stock paper towel and soap dispensers. D. FLOOR AND FLOOR COVERINGS: All Facilities, All Visits. • Non-carpeted and non-wood floors are to be cleaned in their entirety each evening the building is scheduled for cleaning: all resilient tile flooring, ceramic, quarry, and stone tiles, are to be cleaned of dirt and foreign materials. Sweep or dust mop all flooring, wet mop only those floors approved according to manufacturer's specifications (disinfectants/ germicides are to be used only with prior City approval) to ensure all dirt, stains, black heel marks, and foreign matter (e.g., gum, tar, mud) are 22 of 38
May 17, 2022, Item #12removed from the floor. Spot clean prior to general cleaning as necessary to keep carpets free of stains, spots, or marks of any kind that can be removed through spot cleaning. Floors shall be free of streaks and mop strand marks. Walls, baseboards, and other surfaces shall be free of all residues and marks from equipment use. • All carpeted floors shall be vacuum-cleaned in their entirety each evening the building is scheduled for cleaning. The Contractor shall use such equipment as is necessary to vacuum clean carpet that is in corners and underneath low furniture and equipment. Carpets are to be spot cleaned as necessary to keep carpets free of stains, spots, or marks of any kind that can be removed through spot cleaning (includes theater at Performing Arts Center). • Spots, such as dried liquid, and any foreign matter, such as tar, chewing gum, paper clips, staples, pencil sharpening's, paper pieces or clippings, etc., shall be removed from all flooring. • Any furniture necessary to be moved during the process of cleaning floors/carpeting shall be the responsibility of the Contractor and shall be replaced in its original position. • All wood floors, EXCEPTING CITY HALL WOOD FLOORS, shall be dust mopped and damp mopped removing all dirt and debris, unless otherwise directed by the City, by location, using manufacturer's specifications; where there are no manufacturer's specifications, Contractor shall clean with a method approved by the City. • City Hall wood floors shall be cleaned ONLY according to manufacturer's specifications. All work shall be streak free. • City Hall Carpets shall be cleaned ONLY according to manufacturer's specifications. All work shall be streak free. • City Hall Excelon Tile flooring shall be cleaned according to manufacturer's recommendations contained herein. • City Hall "Linoleum" floors shall be cleaned according to manufacturer's specifications contained herein. • City Hall Resilient "Rubber" and "Tile" floors shall be cleaned according to manufacturer's specifications contained herein. • City Hall Dimension "Stone Tile" floors shall be cleaned according to manufacturer's specifications contained herein. • All, other than CITY HALL, wood floors shall be cleaned and polished. • Mickey Cafagna Community Center Sealed Interior Concrete: The floors shall be cleaned according to the manufacturer's recommendations contained herein. E. WINDOWS, GLASS SURFACES, AND MIRRORS: All Facilities, All Visits. • Clean entry/lobby doors and adjoining entry glass panels, glass in cabinets, table tops, directory boards, partitions, and glass doors within common areas, corridors and lobbies shall be cleaned free of smudges, stains, and streaks. Glass partitions shall be spot cleaned. • Vacuum window sills for dead moths/spiderwebs on a bi-monthly basis. • Performing Arts Center Clean all glass on staircase and mezzanine 23 of 38
May 17, 2022, Item #12during scheduled visits as indicated in event calendar, as provided monthly by the City F. CONCESSION: Performing Arts Center, All Visits • Restock paper towels and hand soap dispensers, floors shall be swept and damp mopped with a disinfectant, and wipe down all countertops. All areas are to be free of smudges, strains, and streaks. • All stainless-steel surfaces, ice bins, and sinks, shall be washed clean with a sponge using an approved germicidal solution. An approved cleaner for stainless steel be used to remove all stains and smudges. Metal surfaces and counters shall be wiped dry. G. DEEP CLEANING: All Facilities WEEKLY • Detail and edge vacuum carpeted areas. • Ashtrays, located at designated smoking sites outside the facilities, shall be sifted and topped with new sand as needed. If ashtray sand is found dirty or filled with debris, the Contractor shall empty and wipe clean the ashtray before refilling with sand. • Sinks, outsides of microwaves, stoves (including grills and burners), and refrigerators shall be washed clean with a sponge using a germicidal solution. An approved cleaner for stainless steel sinks, stoves, and refrigerators shall be used to remove all stains and smudges. Metal surfaces and counters shall be wiped dry. WEEKLY (Mondays) • Outside patio at City Hall shall be hosed cleaned each Monday. Tables and chairs are to be wiped down. • Dust all accessible and exposed surfaces on desks, credenzas, overhead storage bins, cabinets, and windowsills unless otherwise directed without disturbing computers, papers, files, etc. WEEKLY (Fridays) • Run water down floor drains to prevent sewer gases MONTHLY • Overhead light diffuser panels shall be dusted, unless otherwise requested by the City. • All heating, ventilation, and air conditioning grills shall be dusted, unless otherwise requested by the City. • All exposed beams and pipes shall be dusted, unless otherwise requested by the City. Special care being given not to interfere with safety monitoring equipment. MONTHLY (Last Friday of the month) • Clean inside of refrigerator units (removing and replacing staple goods). 24 of 38
May 17, 2022, Item #12H. SPECIAL SERVICES: All Facilities, As Needed • All resilient tile, vinyl, and concrete floors shall be cleaned of dirt and foreign materials, stripped of old finish, machine/and or hand scrubbed and two (3) coats of sealant/finish applied. The Contractor shall use a skid free buffable floor finish that has been approved by the Director of Public Works to be applied evenly and sufficiently to withstand normal day-to-day traffic. Ceramic and quarry tile floors shall be cleaned, stripped and two (2) coats of sealer/finish applied (Per Matrix). • All carpeted floors will be professionally cleaned semi-annually or per matrix. All carpeted areas shall be deep extracted using a final clear water rinse. ALL CARPETS MUST BE CLEANED WITH A TRUCK MOUNTED CLEANER "ONLY". WORK CANNOT BE PERFORMED WITH A MOBILE/MANUAL CLEANER (Per Matrix). • All interior and exterior surfaces of the windows shall be cleaned and left without streaks and spotless. All semi-annual work is to be cleaned "professionally," i.e. "Wash and squeegee all windows," wipe down any and all extra water drippings (Including large plate glass windows at the Performing Arts Center). • Dust and wash an window blinds (removing and replacing). • Ceramic restroom, kitchen, and hallway tiles shall be acid washed with a City approved chemical and two (2) coats of sealant applied (Upon request, Pricing Quote Required). • Vacuum/steam clean all fabric furniture (buildings other than Performing Arts Center) (Upon request, Pricing Quote Required). • Library Patio between Library and Meeting Room including patio between parking lot and buildings: Pressure power-wash patio, including benches. • Old Poway Park Pressure/power-wash entire Carriage turn and walkway around Gazebo (Per Matrix). • Performing Arts Center Vacuum/steam clean all fabric furniture (Steam clean seven (7) upholstered benches in lobby, 30 black usher chairs, and 800 seats in the theater (Upon request, Pricing Quote Required). I. SPECIAL EVENTS ASSISTANCE: General Assistance: • Furniture/Equipment Set-up/teardown • Equipment (e.g., tables and chairs) shall be set up as required and on specific designated days (prior to) for Council meetings (maximum of 24 times per year), committee meetings, recreational activities, and other work as directed by the Director of Public Works. Diagrams of setup shall be provided by the City. • The Contractor shall check with a specified event person prior to each event for any changes in equipment placement as this may vary per event location. After Event General Clean Up: • All trash shall be removed and disposed of according to General 25 of 38
May 17, 2022, Item #12Cleaning standards noted above. • All areas shall be left in a neat appearance with floors vacuumed and/or mopped according to the General Cleaning basic standards noted above. J. CUSTODIAL RESPONSE TO SPILLS. ACCIDENTS Basic Mop Clean Up: • The Contractor shall provide basic janitorial services to clean up minor spills and/or accidents within 24 hours of notification. • All spills and accidents requiring basic mop clean up shall be done using a disinfectant/germicide to eliminate health concerns. • All areas shall be posted to denote work in progress and hazardous conditions. Deep Cleaning: • The Contractor shall provide emergency services within 24 hours of notification. • All spills and/or accidents involving extreme flooding shall be pumped free of excess fluids (Should any hazardous materials be involved, the Director of Public Works is to be contacted immediately prior to commencement of work). • All areas (restrooms, kitchens, floors) involved shall be deep cleaned according to the specific General Cleaning Deep Cleaning Standards as noted above. • All areas shall be posted to denote work in progress and hazardous conditions 26 of 38
May 17, 2022, Item #12FACIL TIES LIST See Attachment 1 for maps depicting various site locations. Facilities to be maintained have been organized via proximity into "Areas" below. 27 of 38 AREAA: City Hall -First Floor, Second Floor City Council Chambers Fire Station 1 Downstairs Classroom and Restrooms AREA B: Mickey Cafagna Community Center Community Park Ball Field Restrooms Community Park Pool Community Park Skateboard Park Restrooms AREA C: Poway Library AREA D: Old Poway Park Train Depot Old Poway Park Admin Office Building Old Poway Park Templar's Hall Old Poway Park Restrooms Aubrey Park Restrooms AREA E: Public Works Vehicle Maintenance Public Works Operations Center Public Works Administration Public Works Water Treatment Lake Poway Administration/Parks & Landscape Shop Lake Poway Restrooms Lake Poway Pavilion Lake Poway Concession Restrooms Lake Poway Entry Booth & Maintenance Offices AREA F: Twin Peaks Multi-Purpose Gymnasium AREAG: Meadowbrook Multi-Purpose Gymnasium Fire Station 3 Arbolitos Sports Fields Restrooms 13325 Civic Center Dr. 13325 Civic Center Dr. 13050 Civic Center Dr. 13094 Civic Center Dr. 13094 Civic Center Dr. 13094 Civic Center Dr 13100 Civic Center Dr. 13137 Poway Rd. 14134 Midland Rd. 14134 Midland Rd. 14132 Midland Rd. 14114 Midland Rd. 13544 Aubrey St. 14415 Lake Poway Rd. 14445 Lake Poway Rd. 14467 Lake Poway Rd. 14521 Lake Poway Rd. 14644 Lake Poway Rd. 14644 Lake Poway Rd. 14644 Lake Poway Rd. 14644 Lake Poway Rd. 14644 Lake Poway Rd. 14640 Tierra Bonita Rd. 12320 Meadowbrook Ln. 14322 Pomerado Rd. 14401 Pomerado Rd.
May 17, 2022, Item #1228 of 38 AREA H: Materials Handling Yard Household Hazardous Waste Building AREAi: Poway Center for the Performing Arts AREA J: Hilleary Park Restrooms Silverset Park Restrooms Starridge Park Restrooms AREA K: Iron Mountain Restrooms Garden Road Restrooms AREAL: Valle Verde Park Restrooms 12325 Crosthwaite Cir 12325 Crosthwaite Cir 15498 Espola Rd. 13500 Community Rd. 14 795 Silverset St. 13745 Carriage Rd. Poway Rd @ Highway 67 14901 Garden Rd. 16899 St. Andrews Drive [Remainder of Page Left Blank Intentionally]
May 17, 2022, Item #12COVID-19 EXTRA CLEANINGS 1. Overview: The following item is an "Additive Alternate Bid Item". To bid on this Additive Alternate Bid Item, a Contractor must also bid on the City's janitorial services base bid. The COVID-19 Extra Cleanings are optional specialty services that will occur based on the needs of the City and are not guaranteed for any period of time or for a minimum dollar amount. 2. Scope of Services: a. The contractor shall wear disposable non-fabric gloves (e.g., latex, nitrile, etc) and be responsible for providing all personal protective equipment used in cleaning and disinfecting. b. The contractor shall clean (the word clean here means to wipe down in order to disinfect an area, space or surface. This does not mean take out trash, vacuum, etc.) the area(s) with a general detergent or soap and water, appropriate for the office surfaces and finishes. c. Surfaces shall be cleaned prior to disinfection, as instructed on the disinfectant manufacturer's label. The Contractor shall ensure adequate contact time for effective disinfection. d. Following cleaning, the contractor shall wipe disinfect all touch point areas and surfaces including, but not limited to: handrails, door handles, counters, tables, chairs and arm chairs, desk or work surfaces, keyboards, computer mice, phones, copier buttons, light switches, elevator buttons, microwave doors, refrigerator handles, kitchenette countertops, sinks, toilets, door handles to toilets, etc. (complete facility). e. The contractor shall use an EPA-registered disinfectant in accordance with the manufacturer's directions, and wear whatever additional protective equipment is suggested by the manufacturer. A list of EPA approved products is available at https://www.americanchemistry.com/Novel-Coronavirus-Fighting-Products-List.pdf. f. The contractor shall allow disinfectant to remain on surfaces until air dry. g. Cleaning and disinfection services shall comply with the Centers for Disease Control and Prevention (CDC) recommendations in place during the time of known exposure. CDC recommendations are available at: https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html. [Remainder of Page Left Blank Intentionally] 29 of 38
May 17, 2022, Item #12COVID-19 EMERGENCY RESPONSE 1. Overview: The following item is an "Additive Alternate Bid Item." A Contractor can bid on this Additive Alternate Bid Item as a separate line item, e.g., a Contractor is not required to bid on the base bid and COVID-19 Extra Cleanings Additive Alternative Bid Item. The COVID-19 Emergency Cleanings are optional specialty services that will occur based on the needs of the City and are not guaranteed for any period of time or for a minimum dollar amount. The City reserves the right to award a separate contract for this Additive Alternate Bid Item. 2. Definition: These services will be as-needed, when there is a confirmed or suspected COVID-19 event. A COVID-19 event is defined as an instance when someone who is confirmed or suspected to have COVID-19 enters or occupies a City facility. 3. Scope of Services: a. City will notify ("call out") Contractor of a COVID-19 event. Contractor shall provide acknowledgment to the City it has received notification of COVID-19 event within 12-hours. b. Contractor must be able to mobilize within 24 hours of call out and be able to handle multiple offices at one time. c. Furnish a team to clean (the word clean here means to wipe down in order to disinfect an area, space or surface. This does not mean take out trash, vacuum, etc.) and apply an appropriate EPA registered COVID-19 disinfecting product and procedure for all touchpoints 6 to 8 feet down within an identified space, room and/or facility, including the floors & walls in the potentially affected area or space, which include, but are not limited to, door knobs & locks, door push bars, door edges and jambs, stair and ramp handrails, cabinet handles and drawer pulls, appliance handles, light switches, chairs, partitions, mirrors, table and desktops, telephones, toilet seats and flush handles, faucet handles, soap pumps, keyboards & mice, elevator buttons, credit card keypads, vendor machine buttons, equipment controls, television remotes, chair armrests, bed rails and countertops. Work is to be completed according to CDC standards. d. Contractor is responsible for providing all PPEs and disposing of PPEs used in the cleanup. [Remainder of Page Left Blank Intentionally] 30 of 38
May 17, 2022, Item #12ATTACHMENT 2 FEE PROPOSALS BID ITEM A: JANITORIAL SERVICES General Special Acid Wash FACILITY Services Event Tile (Yearly) Assistance (per (Yearly) Building) 1 City Hall $ 100,643.31 2 Council Chambers $ 11,815.11 $ 2,182.74 3 Fire Station 1 $ 1,772.64 4 Mickey Cafagna Community Center $ 61,217.65 $ 19,702.32 5 Community Park Ball Field Restrooms $ 10,457.03 6 Community Park Pool (Lockers, Showers) $ 6,186.25 $ 200.00 7 Community Skateboard Park Restrooms $ 4,639.39 8 Library $ 58,843.49 Old Poway Park -Includes the following facilities: 9 Train Depot Restrooms, Admin Office, $ 13,975.53 $ 230.00 Templar's Hall, Park Restrooms (Acid Wash) 10 Aubrey Park Restrooms $ 4,866.86 11 Vehicle Maintenance Facility $ 3,662.47 12 Public Works Operations Center $ 5,045.68 $ 145.00 13 Public Works Administration $ 10,084.26 14 Public Works Water Treatment $ 5,894.41 15 Lake Poway Administration/Parks and $ 6,142.76 Landscape Shop 31 of 38
May 17, 2022, Item #1216 Lake Poway Restrooms $ 16,448.16 17 Lake Poway Pavilion $ 1,530.96 18 Lake Poway Concession Restrooms $ 4,782.27 19 Lake Poway Entrance Booth & Maintenance $ 830.83 20 Twin Peaks Gymnasium $ 10,745.02 21 Meadowbrook Gymnasium $ 13,415.94 22 Fire Station 3 $ 2,612.33 23 Arbolitos Sports Field Restrooms $ 6,644.14 24 Materials Handling Yard -Lounge $ 1,756.46 25 Poway Center for the Performing Arts $ 51,211.05 $ 500.00 26 Hilleary Park Restrooms $ 6,644.14 27 Silverset Park Restrooms $ 6,644.14 28 Starridge Park Restrooms $ 6,644.14 29 Iron Mountain Restrooms $ 10,525.61 30 Garden Road Park Restrooms $ 6,796.30 31 Valle Verde Park Restrooms ~ 6,644.14 Total $ 459,122.47 $ 21,885.06 $ 1,075.00 32 of 38
May 17, 2022, Item #12General Services Total (In words): Four hundred fifty-nine thousand, one hundred twenty-two dollars and forty-seven cents Special Event Total (In words): Twenty-one thousand, eight hundred eighty-five dollars and six cents Acid Wash Total (In words): One thousand, seventy-five dollars AS-NEEDED SERVICE BID ITEM A FACILITY Deep Cleaning (Per Cleaning) Household Hazardous Waste Building $ 57.00 As-Needed Total (In words): Fifty-seven dollars 33 of 38
May 17, 2022, Item #12PROPOSAL TABLE BID ITEM B: COVID-19 EXTRA CLEANINGS The following item is an 11Additive Alternate Bid Item,,. To bid on this Additive Alternate Bid Item "B", a Contractor must also bid on the City's janitorial services base bid, Bid Item "A,,. The COVID-19 Extra Cleanings are optional specialty services that will occur based on the needs of the City and are not guaranteed for any period of time or for a minimum dollar amount. Please give a square foot price for considering all the above: $ 0.076 /square foot For the purpose of bid evaluation, bidders shall enter below a standard hourly rate: Standard Hourly Rate: $ __ 3_8_.o_o _____ _ List any additional charges that may apply that are not mentioned a above. (Ex. Mobilization/ Demobilization, Fee for weekends or holidays, etc.) ____________ $ _____ / ___ _ COVID-19 Extra Cleanings Per Sq Ft COVID-19 Extra Cleanings Per Hour COVID-19 Extra Cleanings Per Sq Ft COVID-19 Extra Cleanings Per Hour 34 of 38 After Hours $0.114 After Hours $57.00 Holidays $0.152 Holidays $76.00
May 17, 2022, Item #12PROPOSAL TABLE BID ITEM C: COVID-19 RESPONSE The following item is an "Additive Alternate Bid Item." Contractor can bid on this Additive Alternate Bid Item as a separate line item, e.g., a Contractor is not required to bid on the base bid and COVID-19 Extra Cleanings Additive Alterative Bid Item. The COVID-19 Emergency Cleanings are optional specialty services that will occur based on the needs of the City and are not guaranteed for any period of time or for a minimum dollar amount. The City reserves the right to award a separate contract for this Additive Alternate Bid Item. Please give a square foot price for considering all the above: $ O l O /square foot -----For the purpose of bid evaluation, bidders shall enter below a standard hourly rate: Standard Hourly Rate: $_5_0_.o_o _____ _ List any additional charges that may apply that are not mentioned above. (Ex. Mobilization/ Demobilization, Fee for weekends or holidays, etc.) ____________ $ _____ I ___ _ COVID-19 Emergency Cleanings Per Sq Ft COVID-19 Emergency Cleanings Per Hour COVID-19 Emergency Cleanings Per Sq Ft COVID-19 Emergency Cleanings Per Hour 35 of 38 After Hours $0.15 After Hours $75.00 Holidays $0.30 Holidays $150.00
May 17, 2022, Item #12EXHIBIT "B" Cal Gov Code § 7522.56 Deering's California Codes are current through all 1016 chapters of the 2018 Regular Session and the November 6, 2018 Ballot Measures. Deering's California Codes Annotated> GOVERNMENT CODE> Title 1 General> Division 7 Miscellaneous > Chapter 21 Public Pension and Retirement Plans > Article 4 California Public Employees' Pension Reform Act of 2013 § 7522.56. Provisions applicable to person receiving pension benefit from public retirement system; Section supersedes conflicting provisions (a) This section shall apply to any person who is receiving a pension benefit from a public retirement system and shall supersede any other provision in conflict with this section. (b) A retired person shall not serve, be employed by, or be employed through a contract directly by, a public employer in the same public retirement system from which the retiree receives the benefit without reinstatement from retirement, except as permitted by this section. (c) A person who retires from a public employer may serve without reinstatement from retirement or loss or interruption of benefits provided by the retirement system upon appointment by the appointing power of a public employer either during an emergency to prevent stoppage of public business or because the retired person has skills needed to perform work of limited duration. (d) Appointments of the person authorized under this section shall not exceed a total for all employers in that public retirement system of 960 hours or other equivalent limit, in a calendar or fiscal year, depending on the administrator of the system. The rate of pay for the employment shall not be less than the minimum, nor exceed the maximum, paid by the employer to other employees performing comparable duties, divided by 173.333 to equal an hourly rate. A retired person whose employment without reinstatement is authorized by this section shall acquire no service credit or retirement rights under this section with respect to the employment unless he or she reinstates from retirement. (e) 36 of 38 (1) Notwithstanding subdivision (c), any retired person shall not be eligible to serve or be employed by a public employer if, during the 12-month period prior
May 17, 2022, Item #12to an appointment described in this section, the retired person received any unemployment insurance compensation arising out of prior employment subject to this section with a public employer. A retiree shall certify in writing to the employer upon accepting an offer of employment that he or she is in compliance with this requirement. (2) A retired person who accepts an appointment after receIvmg unemployment insurance compensation as described in this subdivision shall terminate that employment on the last day of the current pay period and shall not be eligible for reappointment subject to this section for a period of 12 months following the last day of employment. (f) A retired person shall not be eligible to be employed pursuant to this section for a period of 180 days following the date of retirement unless he or she meets one of the following conditions: 37 of 38 (1) The employer certifies the nature of the employment and that the appointment is necessary to fill a critically needed position before 180 days have passed and the appointment has been approved by the governing body of the employer in a public meeting. The appointment may not be placed on a consent calendar. (2) (A) Except as otherwise provided in this paragraph, for state employees, the state employer certifies the nature of the employment and that the appointment is necessary to fill a critically needed state employment position before 180 days have passed and the appointment has been approved by the Department of Human Resources. The department may establish a process to delegate appointing authority to individual state agencies, but shall audit the process to determine if abuses of the system occur. If necessary, the department may assume an agency's appointing authority for retired workers and may charge the department an appropriate amount for administering that authority. (B) For legislative employees, the Senate Committee on Rules or the Assembly Rules Committee certifies the nature of the employment and that the appointment is necessary to fill a critically needed position before 180 days have passed and approves the appointment in a public meeting. The appointment may not be placed on a consent calendar. (C) For employees of the California State University, the Trustees of the California State University certifies the nature of the employment and that the appointment is necessary to fill a critically needed position before 180 days have passed and approves the appointment in a public meeting. The appointment may not be placed on a consent calendar.
May 17, 2022, Item #12(3) The retiree is eligible to participate in the Faculty Early Retirement Program pursuant to a collective bargaining agreement with the California State University that existed prior to January 1, 2013, or has been included in subsequent agreements. (4) The retiree is a public safety officer or firefighter hired to perform a function or functions regularly performed by a public safety officer or firefighter. (g) A retired person who accepted a retirement incentive upon retirement shall not be eligible to be employed pursuant to this section for a period of 180 days following the date of retirement and subdivision (f) shall not apply. (h) This section shall not apply to a person who is retired from the State Teachers' Retirement System, and who is subject to Section 24214. 24214.5 or 26812 of the Education Code. (i) This section shall not apply to (1) a subordinate judicial officer whose position, upon retirement, is converted to a judgeship pursuant to Section 69615, and he or she returns to work in the converted position, and the employer is a trial court, or (2) a retiree of the Judges' Retirement System or the Judges' Retirement System II who is assigned to serve in a court pursuant to Section 68543.5. History Added Stats 2012 ch 296 § 15 (AB 340), effective January 1, 2013. Amended Stats 2013 ch 528 § 11 (SB 13), effective October 4, 2013 (ch 528 prevails); ch 76 § 75 (AB 383), effective January 1, 2013; Stats 2014 ch 238 § 1 (AB 2476). effective January 1, 2015. Annotations Notes 2013 Amendment: Substituted (1) "have passed" for "has passed" in the first sentence of subds (f)(I) and (f)(2); (2) "or firefighter hired to perform a function or functions regularly performed by a public safety officer or firefighter" for "of firefighter" in subd (f)(4); and (3) "Judges' Retirement System" for "Judges' Retirement System I" in subd (i). 38 of 38