Janitorial Services Request for Proposal

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Janitorial Services Request for Proposal

  1. 1. East Bay Regional Park District Janitorial Services Request for Proposal Bid Proposals due October 31, 2008 at 2:00 p.m. EBRPD Administration Building – Reception Desk 2950 Peralta Oaks Court, Oakland, CA 94605 Service Locations EBRPD Administration Building 2950 Peralta Oaks Court Oakland, CA 94605 and Richard C. Trudeau Training Center 11500 Skyline Boulevard Oakland, CA 94619 Steven Myli, Facilities Manager East Bay Regional Park District 2950 Peralta Oaks Court Oakland, CA 94605 (510) 544-2102 Email: smyli@ebparks.org
  2. 2. TABLE OF CONTENTS PAGE Janitorial Request for Proposal Notice............................................................................................ 1 Request for Proposal Introduction................................................................................................... 3 Request for Proposal Instructions .................................................................................................... 5 Request for Proposal Basis of Award .............................................................................................. 9 Statement of Contractor’s Principal’s Supplement A................................................................... 13 Statement of Personal History and Experience Supplement B .................................................. 15 Personnel Training and Work Schedule Supplement C............................................................... 17 Equipment and Chemical Use Supplement D................................................................................. 19 Contractor’s References Supplement E .......................................................................................... 21 Contract for Services Agreement..................................................................................................... 23 Contract for Services Agreement - Exhibit A................................................................................ 31 Contract for Services Agreement - Exhibit B ................................................................................ 49 Contract for Services Agreement - Exhibit C................................................................................ 51 Insurance Certificates Examples........................................................................................................ 53 Administration Building First Floor and Fourth Floor Plan ......................................................... 57 Administration Building Second & Third Floor Plan ..................................................................... 58 Richard C. Trudeau Center Upper Level Floor Plan.................................................................... 59 Richard C. Trudeau Center Lower Level Floor Plan ................................................................... 60 Administration Building North & East Elevations.......................................................................... 61 Administration Building South & West Elevations ........................................................................ 62
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  4. 4. Janitorial Services Request for Proposal NOTICE IS HEREBY GIVEN THAT THE BOARD OF DIRECTORS OF THE EAST BAY REGIONAL PARK DISTRICT will receive the Request for Proposal (RFP), at the District’s Administration Building, at the Reception Desk located in the lobby of the building at 2950 Peralta Oaks Court, Oakland, California, 94605-0381 on October 31, 2008 at or before the hour of 2:00 p.m. for janitorial maintenance and services. All bidding contractors must submit sealed proposals to furnish all necessary labor, supervision, materials, equipment, and supplies to satisfactorily perform janitorial maintenance and services at the East Bay Regional Park District’s Administration Building at 2950 Peralta Oaks Court, Oakland, CA 94605-0381 and the Richard C. Trudeau Training Center at 11500 Skyline Boulevard, Oakland, CA 94619-2443. The bid opening will be public in the District’s Board Room, located on the 1st floor. A mandatory site walk through is scheduled for October 17, 2008, starting at 2:00 pm at the Richard C. Trudeau Training Center (11500 Skyline Boulevard, Oakland, CA 94619-2443. The walk through will start in the Main Room promptly at 2:00 pm. After a brief review of the RFP, bidders will be shown the remainder of the building. All contractors will then be expected to travel to the second location, which is the District’s Administration Building, 2950 Peralta Oaks Court, Oakland. Bidders must attend the mandatory site walk through to submit bid proposals. Each bidder will be allowed to ask questions and will be provided with property information. Inquiries for specific information will not be entertained prior to the aforementioned tour. Questions from RFP participants/bidders and the corresponding response will be shared with all bidders via email, if the response cannot be addressed during the walk through. Questions and responses from RFP participants/bidders will end on October 24, 2008 at 5:00 pm. No questions from RFP participants/bidders and the corresponding response will be answered after October 24, 2008 at 5:00 pm. Request for Proposals may be picked up at the District’s Administration Building, 2950 Peralta Oaks Court, Oakland, CA 94605 or by contacting Steven Myli, Facilities Manager, at (510) 544- 2102 or email at mailto:smyli@ebparks.org. The Request for Proposal will be available on the District’s web site at http://www.ebparks.org/bids from October 8 through October 31. Contractors are invited to, but need not, be present at the opening of Proposals. The Board of Directors reserves the right to reject any and all proposals, to modify the terms of this Request either before or after the deadline for submission of proposals, negotiate with one or more of the Contractors, to call for additional proposals, or to refrain from accepting any proposal. The Contract for Services agreement the District expects to award shall in no event become effective until an award of contract is approved by Resolution of the Board of Directors. Proposals shall be submitted on the accompanying Proposal Forms with attachments and shall conform to the requirements set forth in these Instructions. Failure to complete any portion of the Proposal Form with attachments may be cause for rejection of the Proposal. The District’s policy in awarding this Contract of Services agreement will be based primarily on the most qualified Contractor overall, and not simply on the monthly/annual or specialty services fees proposed. The District will carefully investigate each Contractors background and experience in the operation of like facilities. As of 10/05/2008 Page 1 of 62
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  6. 6. 1) REQUESTS FOR PROPOSALS (RFP) A) INTRODUCTION i) The East Bay Regional Park ("District") is seeking a contractor experienced in providing janitorial services for the District’s Administration Building approximately 48,000 square feet, four levels, and the Richard C. Trudeau Training Center, approximately 5,112 square feet, two levels. Both facilities are located in Oakland, California. ii) It is expected that a Contract will be awarded following public advertisement for competitive proposals, evaluation of those proposals, selection of the best proposal and approval by the Board of Directors of the District. iii) Parties interested in competing for the project must submit proposals in accordance with the instructions contained herein. B) LOCATIONS i) The District’s Administration Building site is located at 2950 Peralta Oaks Court, Oakland, California 94605. ii) The Richard C. Trudeau Training Center site is located at 11500 Skyline Boulevard, Oakland, California 94619 C) JANITORAL SERVICE RFP REVIEW CRITERIA: i) District staff will review the bid proposals based on the following list of criteria: (1) Contractor’s examples of providing janitorial services for similar sized buildings for a minimum of five years. (2) Years in business, amount of relevant experience (breadth and length) for a minimum of five years and evidence of a variety of experiences in the business. (3) Contractor’s must met or exceed District’s required Insurance coverage requirements, which are: (a) Contractor shall procure and keep in force during the term of the Agreement, at Contractor's own cost and expense, the following policies of insurance with companies licensed to do business in the State of California, which are rated at least "A" or better by A.M. (b) Workers' Compensation as required by law and Employer's Liability with limits of $500,000 per occurrence. (c) General Liability (bodily injury and property damage) on an occurrence basis in an amount not less than $1 million per occurrence and at least $2 million in the aggregate, including premises and operations (including off-site operations), blanket contractual liability, broad form property damage, products and completed operations, owner's and contractor's protective liability, (and if one or more of the following is applicable) personal injury, coverage for explosion, collapse and underground hazards, non-owned watercraft protection and indemnity, U.S. longshore and harbor workers coverage, pollution liability, liquor liability, and saddle animal liability. As of 10/05/2008 Page 3 of 62
  7. 7. (d) Automobile Liability (bodily injury and property damage) in an amount not less than $1 million per occurrence extending to owned, non-owned and hired vehicles and including contractual liability covering all liability assumed under Agreement. (i) The policies listed under 3 (b) above shall contain a waiver of subrogation in favor of the District. (ii) The policies listed under 3 (c) and 3 (d) above shall name the District as an additional insured with respect to the operations performed under this Agreement. (iii) The coverage afforded on behalf of District under 3 (c) and 3 (d) above shall be primary insurance and any other insurance available to District under any other policies shall be excess over the insurance outlined above. (4) Review of Contractor’s references. Minimum of three references are required. (5) Contractor’s ability to provide quality and quantity of service. The District will evaluate previous and proposed quality and quantity of service. (6) Contractor’s ability to provide a Project Manager who shall be responsible for the performance of the contract and remain the Contractor’s contact person for the duration of the contract. (7) Contractor’s ability to furnish all supplies, materials, and equipment necessary for the proper performance of the janitorial service per the District’s Environmental Criteria for Janitorial Products. (8) Contractor’s ability to provide all of the general Contractor responsibilities and optional specialty services as specified in the Contract for Services agreement, and Exhibit A. (9) Contractor MUST complete/sign the District’s standard Contract for Services agreement level C without significant modifications. (10) Contractor’s compliance with the Displaced Janitor Opportunity Act, Senate Bill (SB) 20 requiring janitorial contractors and subcontractors that secure a new building service contract to continue employing the janitors of the former contractor or subcontractor for at least 60 days. At the end of the 60 days, the new contractor is required to provide a written evaluation of each janitor's job performance and to continue employing janitors whose performance has been satisfactory. As of 10/05/2008 Page 4 of 62
  8. 8. 2) INSTRUCTIONS A) PURPOSE i) This Request for Proposal (RFP) provides all potential Contractors with relevant information and the necessary forms required to submit a proposal for providing janitorial services at the District’s Administration Building and the Richard C. Trudeau Training Center. B) PROCEDURES i) Proposals must be submitted according to the following instructions. Sealed proposals will be received at the District’s Administration Building, at the Reception Desk located in the lobby of the building at 2950 Peralta Oaks Court, Oakland, California, 94605-0381, until 2:00 p.m. on October 31, 2008. At this time, all proposals will be publicly opened in the Board Room. The opening will be followed at some subsequent time by an evaluation and a recommendation to the District Board of Directors for its consideration. C) INSTRUCTIONS FOR SUBMITTING PROPOSALS. i) All proposals must be submitted with original signatures. ii) If the RFP is hand delivered the RFP must be submitted in a sealed envelope with the following on the outside of the envelope: (1) Contractor’s name including full address with street, city and zip (2) RFP opening date and time (3) "EBRPD Janitorial Services RFP" printed in bold letters iii) If the RFP is mailed, the sealed proposal must be enclosed in a larger mailing envelope and received by the East Bay Regional Park District’s Facilities Manager, 2950 Peralta Oaks Court, Oakland, California 94605-0381, on or before 2:00 p.m. on October 31, 2008. The larger mailing envelope must be labeled with the following on the outside of the envelope: (1) Contractor’s name including full address with street, city and zip (2) RFP opening date and time (3) "EBRPD Janitorial Services RFP" printed in bold letters iv) No hand delivered or mailed RFP’s will be accepted after 2:00 p.m. on October 31, 2008. As of 10/05/2008 Page 5 of 62
  9. 9. D) INTERPRETATION OF DOCUMENTS AND ADDENDA. i) The Contractor must carefully examine the requirements and conditions expressed in the attached documents and become fully informed as to the quality and character of facilities and actions required. If any contractor planning to submit a proposal finds any discrepancy or omissions from the proposal documents, or has a question concerning this RFP a email request for interpretation must be submitted to the district’s facilities manager at 2950 Peralta Oaks Court, Oakland, California 94605- 0381, no later than October 24, 2008. The district is not responsible for any explanations or interpretations obtained in any other manner. Any change or modification to this RFP shall be issued in the form of an addendum to the request for proposals. Addendum prepared for this Request for Proposals will be mailed to all parties listed as requesting a copy of the Request for Proposals at least 5 calendar days prior to the proposal opening date. This practice shall be observed even if the proposal opening date must be postponed. E) SITE VISITATIONS AND DISCUSSION i) A mandatory group site visit and open question and answer session is scheduled for interested parties on October 17 starting promptly at 2:00 p.m. in the District’s Richard C. Trudeau Training Center, 11500 Skyline Boulevard, Oakland, California. The site visit schedule is: (1) 2:00PM - RFP overview discussion in the Richard C. Trudeau Training Center, Main Room (2) 3:00PM - Building walk-thru at Richard C. Trudeau Training Center, 11500 Skyline Boulevard, Oakland (3) 3:30PM - End of Building walk-thru at Richard C. Trudeau Training Center, 11500 Skyline Boulevard, Oakland (4) 3:30PM to 4:00PM - Travel to the District’s Administration Building located at 2950 Peralta Oaks Court, Oakland. (5) 4:00PM - Building walk-thru at the District’s Administration Building, 2950 Peralta Oaks Court, Oakland (6) 5:00PM - End of Building walk-thru at the District’s Administration Building, 2950 Peralta Oaks Court, Oakland ii) All bidders are invited to tour the properties at that time. Each bidder will be allowed to ask questions and will be provided with property information. Inquiries for specific information will not be entertained prior to the aforementioned tours. iii) Bidders must attend the mandatory site walk through to submit bid proposals. F) WITHDRAWAL OF PROPOSALS i) Proposals may be withdrawn only in person by the Contractor or his identifiable representative prior to the time set in the advertisement for the opening of proposals. No Contractor shall be permitted to withdraw a proposal after the specified proposal opening time, unless the award is delayed by action of the District for a period exceeding 90 days. As of 10/05/2008 Page 6 of 62
  10. 10. G) REJECTION OF IRREGULAR PROPOSALS i) Proposals not meeting the stated minimum terms and qualifications may be rejected by the District as non-responsive. The District reserves the right to waive any irregularities, technicalities, or informalities in any proposal, and to reject any or all proposals without cause. H) REVIEW OF PROPOSALS i) Following the opening, all proposals will be reviewed by a committee consisting of representatives of District staff. This committee will review all proposals, which meet the minimum qualifications. I) REQUIRED FORMS i) All forms shall be submitted in duplicate (one original and one copy) on District forms where provided, and in accordance with these instructions. Provided forms should not be modified. Extra sheets may be added to provide additional information. J) FORMS PROVIDED i) Statement of Contractor’s Principals - Supplement A: Contractor shall utilize the attached form to supply the indicated information about each person who will have primary management responsibility for each component for the janitorial service. ii) Statement of Personal History and Experience - Supplement B: Each Contractor shall provide a statement of personal history and experience covering their background, knowledge and hands-on experiences for janitorial services. iii) Statement Regarding Proposed Work – Supplement C: Contractors to list services needed to accomplish the necessary janitorial services for the General Contractor Responsibilities and the Optional Specialty Services. A detailed plan describing the necessary steps needed in priority with a breakdown of actions and equipment needed. Provide a brief description of methods for accomplishing each task identified. iv) Statement Regarding Proposed Equipment and Chemical Use - Supplement D: Contractors shall list all equipment and chemicals needed to accomplish the necessary janitorial services. v) Contractor’s References, Supplement E: Contractors shall provide at least three references of similar size building in which they provide janitorial services. As of 10/05/2008 Page 7 of 62
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  12. 12. 3) BASIS OF AWARD To the BOARD OF DIRECTORS OF EAST BAY REGIONAL PARK DISTRICT The undersigned have visited the site, made inspections and investigated the location and conditions of the Administration Building to our satisfaction. We have read and understood the Request for Proposals, including the attached Contract for Service Agreement in accordance with this proposal and propose to enter into the Agreement. We have had and used the opportunity to obtain relevant information from the District, but agree that all such information must be checked by us since we can rely only on the written material in the RFP. We also agree that any clerical, mathematic, or other errors made by us in preparing this Proposal shall not relieve us of our obligation to enter into the Contract for Services Agreement as proposed. If our Proposal is accepted by District, the undersigned, as Contractor, agrees to provide the janitorial services as specified in the General Contractor Responsibilities Services and Optional Specialty Services for the District’s Administration Building and the Richard C. Trudeau Training Center at the annual cost of: $ _____________________________________________Annual Total A) ROUTINE ADMINISTRATION BUILDING JANITORIAL SERVICE As the leading Park District in the Bay Area, the District takes pride in providing an exceptionally clean and safe environment at all times for its patrons and employees and expects the janitorial service to demonstrate this same pride in their work performed. The District will investigate the financial capability, reputation, integrity, skill, relevant experience, and quality of performance of each Contractor, including its stockholders and principals, before making an award. Award of a Contract for Service agreement, if any, will be based on both objective and subjective comparison of proposals and Contractors. Information being solicited from Contractors is intended to provide the District with adequate knowledge of Contractors and proposals in order that the District can judge the relative merits of each of the proposals. Evaluation will be based on the items listed below. The order of the items below is not intended to portray any ranking of the relative priority. GENERAL CONTRACTOR RESPONSIBILITIES The undersigned has carefully examined the site and the attached Contract for Services agreement and the Janitorial Services Specifications. Based on that information the undersigned hereby proposes to furnish all labor, materials, services and equipment required to complete the GENERAL SCOPE OF WORK, at the District’s Administration Building for the following amount: $ _____________________________________________Monthly Total $ _____________________________________________Annual Total As of 10/05/2008 Page 9 of 62
  13. 13. B) ADMINISTRATION BUILDING OPTIONAL SPECIALTY SERVICES The undersigned has carefully examined the site and the attached Contract for Services and Janitorial Services Specifications. Based on that information the undersigned hereby proposes to furnish all labor, materials, services and equipment required to complete the OPTIONAL SPECIALTY SERVICES, for the following amount: (The optional specialty services will occur based on the needs of the East Bay Regional Park District for the services) Item Multiplier Unit Price Total Annual interior window cleaning $ $ Semi-annual exterior window cleaning 2x $ $ Annual upholstery cleaning $ $ Bi-monthly Carpet cleaning 6x $ $ (Board & Board Conference Rooms) Quarterly Carpet cleaning: 4x $ $ (Stairwell #1 and the Second & Third Floor high traffic areas) Quarterly Carpet cleaning: 4x $ $ (Stairwell #2 and the Fourth Floor high traffic areas) Optional Specialty Services Annual Total: $ Affidavit of CONTRACTOR. Each of the undersigned hereby represents warrants and certifies to the East Bay Regional Park District that: The proposal is genuine and not a sham or collusive or made in the interest or on behalf of any person not named, and neither the Contractor nor the undersigned have directly or indirectly induced or solicited any other person, firm, or corporation to refrain from submitting a proposal or to submit a sham proposal, and that the Contractor has not in any manner sought by collusion to secure for himself an advantage over any other Contractor. There are no material misstatements or withholding of facts in this proposal or in any of the attachments supplied with the proposal. The Contractor acknowledges that any such misstatement or withholding shall constitute good cause for cancellation at any time by District of the Contract for Service Agreement. The undersigned hereby respectfully submits this proposal as of ____ / ____/ 2008 ___________________________________________________________ Signature ___________________________________________________________ Print name As of 10/05/2008 Page 10 of 62
  14. 14. C) ROUTINE RICHARD C. TRUDEAU TRAINING CENTER JANITORIAL SERVICE To the BOARD OF DIRECTORS OF EAST BAY REGIONAL PARK DISTRICT The undersigned have visited the site, made inspections and investigated the location and conditions of the Administration Building to our satisfaction. We have read and understood the Request for Proposals, including the attached Contract for Service Agreement in accordance with this proposal and propose to enter into the Agreement. We have had and used the opportunity to obtain relevant information from the District, but agree that all such information must be checked by us since we can rely only on the written material in the RFP. We also agree that any clerical, mathematic, or other errors made by us in preparing this Proposal shall not relieve us of our obligation to enter into the Contract for Services Agreement as proposed. GENERAL CONTRACTOR RESPONSIBILITIES The undersigned has carefully examined the site and the attached Contract for Services agreement and the Janitorial Services Specifications. Based on that information the undersigned hereby proposes to furnish all labor, materials, services and equipment required to complete the GENERAL SCOPE OF WORK, at the Richard C. Trudeau Training Center for the following amount: $ _____________________________________________Monthly Total $ _____________________________________________Annual Total As of 10/05/2008 Page 11 of 62
  15. 15. D) RICHARD C. TRUDEAU TRAINING CENTER OPTIONAL SPECIALTY SERVICES The undersigned has carefully examined the site and the attached Contract for Services and Janitorial Services Specifications. Based on that information the undersigned hereby proposes to furnish all labor, materials, services and equipment required to complete the OPTIONAL SPECIALTY SERVICES, for the following amount: (The optional specialty services will occur based on the needs of the East Bay Regional Park District for the services) Item Multiplier Unit Price Total Annual Computer Lab carpet cleaning Annual interior window cleaning $ $ Semi-annual exterior window cleaning 2x $ $ Monthly hardwood floor cleaning and waxing 12 x $ $ Quarterly kitchen linoleum floor cleaning 4x $ $ Quarterly restroom tile floor cleaning 4x $ $ Optional Specialty Services Annual Total: $ Affidavit of CONTRACTOR. Each of the undersigned hereby represents warrants and certifies to the East Bay Regional Park District that: The proposal is genuine and not a sham or collusive or made in the interest or on behalf of any person not named, and neither the Contractor nor the undersigned have directly or indirectly induced or solicited any other person, firm, or corporation to refrain from submitting a proposal or to submit a sham proposal, and that the Contractor has not in any manner sought by collusion to secure for himself an advantage over any other Contractor. There are no material misstatements or withholding of facts in this proposal or in any of the attachments supplied with the proposal. The Contractor acknowledges that any such misstatement or withholding shall constitute good cause for cancellation at any time by District of the Contract for Service Agreement. The undersigned hereby respectfully submits this proposal as of ____ / ____/ 2008 ___________________________________________________________ Signature ___________________________________________________________ Print name As of 10/05/2008 Page 12 of 62
  16. 16. 4) STATEMENT OF CONTRACTOR 'S PRINCIPALS SUPPLEMENT A a) List the person who will have primary management responsibility to serve as the Project Manager for the janitorial services at the District Administration Building and the Richard C. Trudeau Training Center. ____________________________ _______________________________ Name Title ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address b) Person(s) who prepared the Bid Proposal and contract documents. ____________________________ _______________________________ Print Name Title ____________________________ _______________________________ Signature Date _______________________________________________________________ Company Name _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address I certify that the foregoing is true and correct. Material falsification is grounds for rejection of the Proposal and/or termination of the Agreement. _____________ ____ / ____ /2008 Initial Date As of 10/05/2008 Page 13 of 62
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  18. 18. 6) STATEMENT OF PERSONAL HISTORY AND EXPERIENCE SUPPLEMENT B This statement forms a part of the proposal for the janitorial services at the District’s Administration Building and Richard C. Trudeau Training Center. (If a question does not apply to you, place NA on the space provided.) (USE ADDITIONAL SHEETS IF NECESSARY TO FULLY ANSWER THE FOLLOWING QUESTIONS) _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address a) Are you its full____ or partial (____ %) owner? b) What was the gross income of the above business the last full year of operation? $ ____________________________________________________ c) Is your business a: Sole proprietorship Corporation Partnership Or other? Explain: ________________________________________________ ________________________________________________________________ d) If a sole proprietorship, are you the owner? Yes No e) What year did your business start _______________________________________ f) Has any corporation in which you were an officer filed bankruptcy during the time you were an officer? Yes No i) If yes, state: _____________________________________________________ i) Name of such corporation: _________________________________________ ii) Your position: ___________________________________________________ iii) Date: _________________________________________________________ iv) Court jurisdiction: ________________________________________________ v) Amount of liabilities: ______________________________________________ ii) Amount of assets: ________________________________________________ As of 10/05/2008 Page 15 of 62
  19. 19. g) List any additional evidence of your qualifications to provide janitorial services to the District facilities: I certify that the foregoing is true and correct. Material falsification is grounds for rejection of the Proposal and/or termination of the Agreement. _____________ ____ / ____ /2008 Initial Date As of 10/05/2008 Page 16 of 62
  20. 20. 7) PERSONNEL, TRAINING AND WORK SCHEDULES SUPPLEMENT C a) Steps to assure the DISTRICT that the CONTRACTOR will provide adequate personnel and training for workers that will complete the necessary requirements as described in Exhibit A: b) Proposed work schedule to complete the General CONTRACTOR Responsibilities: i) Monday ii) Tuesday As of 10/05/2008 Page 17 of 62
  21. 21. iii) Wednesday iv) Thursday v) Friday As of 10/05/2008 Page 18 of 62
  22. 22. 8) EQUIPMENT AND CHEMICAL USE SUPPLEMENT D a) List the equipment and chemicals to be used for the janitorial services at the Administration Building and the Richard C. Trudeau Training Center. Equipment necessary to perform work: Chemicals necessary to perform work: As of 10/05/2008 Page 19 of 62
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  24. 24. 9) CONTRACTOR’S REFERENCES SUPPLEMENT E Minimum of three references for similar size buildings (Administration Building, 48,000 square feet and Richard C. Trudeau Training Center, upper level 2,448 square feet/lower level 2,664 square feet for a total of 53,112 square feet). _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address As of 10/05/2008 Page 21 of 62
  25. 25. _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address _______________________________________________________________ Company Name ___________________________ _______________________________ Print Name Title _______________________________________________________________ Street Address _______________________________________________________________ City, State, Zip ( _____ ) ______________________________ Daytime telephone ( _____ ) ______________________________ Fax ______________________________________ Email address As of 10/05/2008 Page 22 of 62
  26. 26. CONTRACT FOR SERVICES CLASS C (Moderate Risk) THIS AGREEMENT, made and entered into this 1st day of January, 2009, between the East Bay Regional Park District, a special district, 2950 Peralta Oaks Court, Oakland, California ("District") and JANITORIAL SERVICES CONTRACTOR – TO BE DETERMINED, hereinafter referred to as "Contractor." RECITALS A. District desires to engage the services of Contractor to provide various services herein described; and B. Contractor desires to perform such services for District; NOW, THEREFORE, in consideration of the mutual agreements herein contained, the parties hereto agree as follows: 1. Term The term of this Agreement shall commence January 1, 2009, and shall end on December 31, 2009. This Agreement may be terminated at any time by either party by giving 30 days' prior written notice to the other party. 2. Scope of the Contract a. During the term of this Agreement, Contractor shall provide services as documented in Exhibit A attached hereto and made a part hereof. Contractor agrees to utilize his/her professional skill and best efforts in the performance of the services specified herein. The representative of Contractor who will make all presentations, attend public hearings and supervise all service shall be TO BE DETERMINED. b. District shall be responsible for performances under Exhibit B (unless not necessary and covered in Exhibit A) attached hereto and made a part hereof. The representative of District who will monitor this Agreement and be responsible for its interpretation and/or modification shall be Steven Myli. 3. Time of Performance and Payment a. Performance: Contractor's work shall be scheduled and performed to meet agreed-upon deadlines. As of 10/05/2008 Page 23 of 62
  27. 27. b. Payment: District shall compensate Contractor for services performed by Contractor as set forth in the rate schedule documented in Exhibit C (unless not necessary and covered in Exhibit A) attached hereto and made a part hereof. All expenses incurred as part of this Agreement will be reimbursed at actual cost. Such compensation shall be full payment to Contractor (including expenses) for performance of said services; provided, however, that in no event shall the sum of total compensation paid Contractor and reimbursable expense exceed $ TO BE DETERMINED without prior written authorization by District. Contractor shall submit his/her compensable hours and reimbursable expenses monthly, and District shall make payments on the approved reimbursable expenses within 30 days, provided that in no event shall the amount paid Contractor exceed that percentage of the maximum total compensation and expenses payable under this Agreement ($ TO BE DETERMINED) which percentage equals the percentage of Contractor's work complete at the time. 4. Abandonment of Project a. District shall have the right to abandon or indefinitely postpone ("abandon" or "abandonment") the project or the services for any or all of the project at any time. In such event, District shall give written notice of such abandonment. In the event of abandonment prior to completion of the final drawings and cost estimates, Contractor shall have the right to expend reasonable additional time to assemble work in progress for the purpose of proper filing and closing the job. Prior to expending said time, Contractor shall present to District, a complete report of said proposed job closure and its costs, and District may approve all or any part of said expense. Such additional time shall not exceed ten percent (10%) of the total time expended to the date of notice of termination. All charges thus incurred and approved by District, together with any other charges outstanding at the time of termination, shall be payable by District within 30 days following submission of a final statement by Contractor. b. Should the project or any portion thereof be abandoned, District shall pay Contractor for all services performed theretofore in accordance with the terms of this Agreement as provided in paragraph 3.a and b above, as full payment due hereunder. 5. Contractor as Independent Contractor It is expressly agreed that in the performance of the services necessary to carry out this Agreement, Contractor shall be, and is, an independent contractor, and is not an agent or employee of District. Contractor has and shall retain the right to exercise full control and supervision of the services, and full control over the employment, direction, compensation and discharge of all persons assisting him/her in the performance of his/her services hereunder. Contractor shall be solely responsible for all matters relating to the payment of his/her employees, including compliance with social security, withholding, and all other regulations governing such matters, and shall be solely responsible for his/her own acts and those of his/her subordinates, subcontractors, agents and employees. As of 10/05/2008 Page 24 of 62
  28. 28. 6. Brokers: Compliance with Federal, State and Municipal Statutes Contractor warrants that he/she has not employed nor retained any broker, agent, company or person other than bona fide, full-time employees of Contractor working solely for Contractor, to solicit or secure this Agreement, and that he/she has not paid nor agreed to pay any broker, agent, company, nor persons other than bona fide employees any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award of this Agreement. Contractor shall indemnify, defend, protect and hold harmless District, its directors, officers and employees from such claims. Contractor shall comply with all Federal, State and local laws and regulations applicable to his/her work hereunder. 7. Employment Practices During the performance of this Agreement, Contractor agrees as follows: a. Contractor and Contractor's subcontractors will not discriminate against any employee or applicant for employment because of sex, race, creed, color or national origin. Contractor and Contractor's subcontractors will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their sex, race, creed, color or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment advertising, layoffs or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause. b. Contractor and Contractor's subcontractors will, in all solicitations or advertisements for employees placed by or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to sex, race, creed, or national origin. c. Contractor and Contractor's subcontractors will send to each labor union or representative of workers with which he/she has a collective bargaining agreement or contract or understanding, a notice advising the labor union or workers' representative of Contractor's commitments under this non-discrimination clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 8. Indemnification a. Contractor agrees to indemnify, hold harmless, defend and protect District, its officers, directors, agents, employees, and invitees (each of which is an indemnitee) from and against any and all claims, losses, damages, demands, liabilities, suits, costs, expenses (including attorneys' fees), penalties, judgments, or obligations whatsoever for or in connection with injury (including death) or damage to any person or the loss or damage of property to whomsoever belonging or pecuniary or monetary loss resulting from, arising out of, or in any way related to activity conducted by or the omission of Contractor. b. District shall have no responsibility to safeguard the equipment and property of Contractor or any of his/her sub-Contractors. District shall have no responsibility to safeguard or protect the Contractor, or his/her employees, agents, officers, directors, or any of his/her sub- Contractors from bodily injury (including death) or personal injury. As of 10/05/2008 Page 25 of 62
  29. 29. c. In the event a claim is made against District or District is named a co-defendant in any action encompassed by paragraph 8(a) above, Contractor shall immediately notify District of such fact, and at District's option shall either retain legal counsel to represent District in such action at Contractor's sole expense or reimburse District for District's litigation costs, expenses and attorneys' fees in undertaking to represent itself. d. In the event a claim is made against both District and Contractor for the joint and several liability of District and Contractor, the determination as to the apportionment of liability between District and Contractor shall be made by the judge in a court of competent jurisdiction. Neither District nor Contractor shall request that the apportionment of liability be determined by a jury. Notwithstanding the apportionment of liability between District and Contractor, Contractor shall nevertheless be responsible to indemnify and hold harmless District as fully set forth above, unless the court determines that the injury or damage resulted from the sole negligence or intentional and willful misconduct of District, its officers, directors, agents or employees. e. Contractor hereby waives all claims and recourse against District, including the right of contribution for loss or damage or expenses by reason of death or injury to persons or damage to property, and releases District from any liability relating to or in any way connected to Contractor's activities or Contractor's use of the property, premises or facilities, unless injury or damage is caused by the sole negligence or the intentional and willful misconduct of District, its officers, directors, agents or employees. f. The provisions of this section shall survive the termination or expiration of this Agreement. 9. Insurance a. Contractor shall procure and keep in force during the term of this Agreement, at Contractor's own cost and expense, the following policies of insurance with companies licensed to do business in the State of California, which are rated at least "A" or better by A.M. Best Company and which are acceptable to District. Contractor shall, 15 days prior to the commencement of this Agreement and prior to the termination of any policy, supply District with a certificate, on the District's certificate of insurance form, showing that such insurance is in force. (1) Workers' Compensation as required by law and Employer's Liability with limits of $500,000 per occurrence (if employees are to be hired). (2) General Liability (bodily injury and property damage) on an occurrence basis in an amount not less than $1 million per occurrence and at least $2 million in the aggregate, including premises and operations (including off-site operations), blanket contractual liability, broad form property damage, products and completed operations, owner's and contractor's protective liability, (and if one or more of the following is applicable) personal injury, coverage for explosion, collapse and underground hazards, non-owned watercraft protection and indemnity, U.S. longshore and harbor workers coverage, pollution liability, liquor liability, and saddle animal liability. (3) Automobile Liability (bodily injury and property damage) in an amount not less than $1 million per occurrence extending to owned, non-owned and hired vehicles and including contractual liability covering all liability assumed under Agreement. As of 10/05/2008 Page 26 of 62
  30. 30. b. Each of the above policies must contain a provision that the policy shall not be cancelled or the terms or conditions thereof materially changed without 30 days' prior written notice to District. No cancellation provision in any insurance policy shall be construed in derogation of the continuous duty of Contractor to furnish the required insurance during the term of this Agreement. c. Upon written request by District, the insurer or his/her agent will furnish a copy of any policy cited above, certified to be a true and complete copy of the original. d. The policies listed under a(1) above shall contain a waiver of subrogation in favor of the District. e. The policies listed under a(2) and a(3) above shall name the District as an additional insured with respect to the operations performed under this Agreement. f. The coverage afforded on behalf of District under a(2) and a(3) above shall be primary insurance and any other insurance available to District under any other policies shall be excess over the insurance outlined above. g. Upon written request of District, annual loss reports will be supplied to District. The loss report will include a list of all incidents/claims submitted against the insurance company and the estimated reserved and paid value of the claims. h. District reserves the right to require reasonable increases in the limits of coverage from time to time during the term of this Agreement. i. Policies should be written on an occurrence basis. Only by special permission of District may a claims-made form be used. The retroactive date on any policy written on a claims- made basis shall be the effective date of this Agreement or prior. The retroactive date of any subsequent renewal of such policy shall be the same as the original policy, provided that the extended reporting or discovery period shall not be less than 36 months following expiration of such policy. Contractor certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code, which requires every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that Code. Contractor shall comply with the provisions of Section 3700 of the Labor Code before commencing the performance of the work under this Agreement. In case of the breach of any provision of this section, District may, at District's option, take out and maintain, at the expense of Contractor, such types of insurance in the name of the Contractor as District may deem proper and may deduct the cost of taking out and maintaining such insurance from any sums which may be found or become due to Contractor under this Agreement or may demand Contractor to promptly reimburse the District. As of 10/05/2008 Page 27 of 62
  31. 31. 10. Default In the event that Contractor defaults in any obligation of Contractor under this Agreement, or Contractor defaults in the performance of any of the terms and conditions of this Agreement, District may, at its option, declare this Agreement to be in default and, at any time thereafter, may do any one or more of the following: a. Enforce performance of the Agreement by Contractor, b. Terminate this Agreement, or c. Perform the obligations of the Contractor, whereupon Contractor shall reimburse District for any amounts paid or expenses incurred by District, or pay District any expenses and/or damages incurred by District in the performance of such obligations, together with interest at the maximum rate of interest allowed by law on demand by District. District at its option may deduct any sum due to District from sums to be paid by District to Contractor. The above remedies are in addition to any other remedies at law or equity District may have. Contractor shall pay or reimburse District for all of District's costs and expenses, including reasonable attorneys' fees incurred in enforcing its rights hereunder. 11. Assignment Contractor shall not assign or otherwise transfer any rights, duties, obligations or interest in this Agreement or arising hereunder to any persons or entities whatsoever without the prior written consent of District and any attempt to assign or transfer without such prior written consent shall be void. Consent to any single assignment or transfer shall not constitute consent to any further assignment or transfer. 12. Advice of Counsel/Attorneys' Fees If either party prevails against the other in a legal action concerning any aspect of this Agreement, such successful party shall be entitled to recover its reasonable attorneys' fees and costs incurred in such action from the losing party. Both parties have had a full and complete opportunity to have the Agreement reviewed by legal counsel, and no presumption or rule that ambiguity shall be construed against the drafting party shall apply to the interpretation or enforcement of this Agreement. As of 10/05/2008 Page 28 of 62
  32. 32. 13. Notices If either party shall desire or be required to give notice to the other, such notice shall be given in writing, and shall be personally delivered or sent by prepaid U. S. certified or registered postage, return receipt requested, addressed to the recipient as follows: DISTRICT: East Bay Regional Park District P. O. Box 5381 Oakland, CA 94605-0381 CONTRACTOR: TO BE DETERMINED Address City, State, Zip Either party may change its address by giving notice to the other in the manner provided herein. 14. Governing Law This Agreement shall be construed and interpreted in accordance with the laws of the State of California. 15. Entire Agreement This Agreement contains all of the agreements and understandings of the parties pertaining to the subject matter contained herein and supersedes all prior, contemporaneous agreements, representations and understandings of the parties. This Agreement cannot be amended or modified except by written agreement of all the parties. In the event that the terms or conditions of any Exhibits to this Agreement conflict, directly or indirectly, with paragraphs 1 through 16 of the Agreement, the provisions of paragraphs 1 through 16 of the Agreement shall control. 16. Severability The unenforceability, invalidity or illegality of any provision shall not render the other provisions unenforceable, invalid or illegal. EAST BAY REGIONAL PARK DISTRICT By By _____________________________ AGM or GM Contractor Date: Date:____________________________ Contract for Services Class C (12/2003) As of 10/05/2008 Page 29 of 62
  33. 33. INTENTIONALLY LEFT BLANK As of 10/05/2008 Page 30 of 62
  34. 34. CONTRACT FOR SERVICES EXHIBIT A GENERAL JANITORIAL SERVICES SPECIFICATIONS INTRODUCTION East Bay Regional Park District (“DISTRICT”) is requesting proposals to furnish all necessary labor, supervision, materials, equipment, and supplies to satisfactorily perform janitorial services at its Administration Building and the Richard C. Trudeau Training Center facilities. GENERAL SCOPE OF WORK The following information is provided to assist the CONTRACTOR in understanding the scope of services needed by DISTRICT for the facility. DISTRICT PROFILE The DISTRICT operates park facilities in Alameda and Contra Costa Counties that encompass 1,745 square miles on the eastern side of San Francisco Bay. The DISTRICT manages: 1. Over 98,000 acres 2. 65 regional parks, recreation areas, wilderness, shorelines, preserves and land bank areas 3. 29 regional inter-park trails 4. 1,150 miles of trails within parklands 5. 11 freshwater swimming areas, boating and/or stocked fishing lakes and lagoons and a disabled-accessible swimming pool 6. 40 fishing docks; 3 bay fishing piers 7. 235 family campsites; 42 youth camping areas 8. 2 golf courses 9. 2,082 family picnic tables 10. 1,707 reservable group picnic tables 11. 9 interpretive and education centers 12. 18 children’s' play areas 13. Wedding, meeting and banquet facilities As the leading park district in the Bay Area, the DISTRICT takes pride in providing an exceptionally clean and safe environment at all times for its patrons and employees and expects the janitorial service to demonstrate this same pride in their work performed. STAFFING The CONTRACTOR shall provide adequate personnel, trained in proper cleaning and janitorial methods and techniques to properly and satisfactorily maintain the facilities on a day-to-day basis during the scheduled times indicated. As of 10/05/2008 Page 31 of 62
  35. 35. CONTRACT FOR SERVICES EXHIBIT A EMPLOYEE RECRUITMENT The CONTRACTOR must demonstrate the ability to provide trustworthy, reliable employees and shall make a good faith effort to retain the same employees on the same schedule in the same area for as long as possible. If a change of staff is to occur, the DISTRICT shall be notified prior to the change when possible or as quickly as possible thereafter. In addition, staff shall: − Have the necessary skills to deal with employees and customers in a professional, courteous, businesslike manner. − Have the ability to understand written and oral rules and regulations and apply them in a tactful and non-confrontational manner. EMPLOYEE ACCEPTANCE BY THE DISTRICT The DISTRICT will be the sole judge of the efficiency and acceptability of each janitorial employee’s performance while on site. The DISTRICT reserves the right to require the CONTRACTOR to remove any janitorial personnel from further duty at the Administration Building or the Richard C. Trudeau Training Center, without cause and without the right to recover damages by such janitorial employee or by the CONTRACTOR from the DISTRICT. If the DISTRICT requires the removal of any janitorial personnel from duty, the DISTRICT will attempt to provide the CONTRACTOR reasons for the removal demand. However, the DISTRICT is not required to provide such reasons, the CONTRACTOR may not challenge such reasons, and the CONTRACTOR shall promptly remove and replace an individual janitorial employee when requested to do so by the DISTRICT. UNIFORM AND APPEARANCE STANDARDS The selected CONTRACTOR’S employees shall be neat and clean in appearance and shall wear a uniform or other identification that clearly identifies them as an employee of the CONTRACTOR. As of 10/05/2008 Page 32 of 62
  36. 36. CONTRACT FOR SERVICES EXHIBIT A GENERAL CONTRACTOR RESPONSIBILITIES FOR THE ADMINSITRATION BUILDING AND THE RICHARD C. TRUDEAU TRAINING CENTER The successful CONTRACTOR shall be responsible for all coordination and supervision of personnel associated with the janitorial service at the DISTRICT facilities. These activities include, but may not be limited to, the following: − Recruit, screen, and train personnel. − At the DISTRICT’S Administration Building the CONTRACTOR is required to supply two employees to work at the end of the DISTRICT’S normal business day at 5:00 p.m. Monday through Friday (DISTRICT holidays excluded). Other options may be considered by the DISTRICT. − The CONTRACTOR will provide janitorial services minimally two-days a week at the Richard C. Trudeau Training Center. The frequency of requested services may increase due to facility usage. The CONTRACTOR shall have the capacity to increase the level of service from two-day-a-week to a greater level of service with one week advance notice. − Provide a Project Manager who shall be responsible for the performance of the contract and remain the CONTRACTOR’S contact person for the duration of the contract. a. The Project Manager shall establish a routine for communications with the DISTRICT to provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of direct meetings may vary as determined by the DISTRICT. b. The Project Manager shall contact the DISTRICT to review overall performance, receive special instructions regarding cleaning items, or discuss other pertinent items regarding the contract and the CONTRACTOR’S performance. c. The Project Manager shall provide adequate field supervision to ensure janitorial staff arrive at assigned post on time, perform their duties throughout their assigned shift, and provide backup as needed during all required hours. A detailed plan for providing supervision must be included with proposal. d. The Project Manager shall develop a monitoring system that will be used to ensure service quality that shall include quarterly written inspections with a copy to the DISTRICT. − Furnish all supplies, materials, and equipment necessary for the proper performance of the janitorial service. Supplies and materials include, but are not limited to; brooms, brushes, dust cloths, microfiber mops, sponges, squeegees, porcelain ware cleaner, liquid and powder detergents, disinfectants, glass cleaner, floor polish, waxes, stripper, metal and furniture polish, and any other compounds necessary to properly maintain the premises. Where necessary, the CONTRACTOR shall supply plastic bags and liners, including bags for sanitary disposal receptacles and wastebaskets. As a minimum, these supplies and materials shall be of a quality to conform to the DISTRICT’S EPP program environmental criteria for janitorial products. As of 10/05/2008 Page 33 of 62
  37. 37. CONTRACT FOR SERVICES EXHIBIT A − Provide to the DISTRICT and post in the janitorial area, Material Safety Data Sheets (MSDS) for all chemicals used or stored in the building. − The CONTRACTOR shall not use any material or supplies, which the DISTRICT determines, would be unsuitable for the purpose, or offensive or harmful to any part of the facility, its contents, equipment, employees, or patrons. − Provide all necessary cleaning equipment including, but not limited to, buffing machines, vacuum cleaners with HEPA filters, carpet extractors, etc., needed for the performance of the work of this contract. Such equipment shall be of the size and type customarily used in work of this kind and shall meet the approval of the DISTRICT, which shall not be unreasonably withheld. Equipment deemed by the DISTRICT to be of improper type or design or inadequate for the purpose intended shall be replaced by the CONTRACTOR. − Inform CONTRACTOR’S employees that DISTRICT equipment including vehicles, office equipment, etc., shall not be used by the CONTRACTOR or the CONTRACTOR’S employees. CONTRACTOR employees will not use DISTRICT phones for personal calls. (Emergency phone calls are permitted.) − Breakdown any cardboard boxes generated by supplies, materials, or equipment used by the CONTRACTOR, as well as DISTRICT supplied consumables and place in the dumpster area for recycling. − Report vandalism and/or damage to District’s property to the DISTRICT immediately upon discovery. − CONTRACTOR employees will not engage in the use of illegal drugs or alcohol on the job. − CONTRACTOR employees will not bring firearms, weapons or explosives on the premises. − CONTRACTOR employees will not smoke in the building. − CONTRACTOR employees will only take meal breaks in the 1st floor staff lunchroom. − CONTRACTOR will instruct their employees to work on one level of the building, turn off all appropriate lights, and then work on the next level of the building. As of 10/05/2008 Page 34 of 62
  38. 38. CONTRACT FOR SERVICES EXHIBIT A SECURITY Failure to comply with any of the following security procedures will result in termination of the Contract for Services agreement as specified per the terms of the agreement. − Upon completion of activities each day, CONTRACTOR shall be responsible for securing all entries to offices and to buildings prior to departure. − CONTRACTOR will be held strictly accountable for damages or breaches of security caused by its employees. − CONTRACTOR will bond employees for dishonesty, theft or damage. − CONTRACTOR will not prop doors open or admit non-DISTRICT personnel entry into the building. − All CONTRACTOR employees shall wear a DISTRICT provided keycard/photo ID badge at all times while on DISTRICT property. − CONTRACTOR employees cannot share DISTRICT provided keycard/photo id badges. If a Contractor employee keycard/photo id badge is lost the Contractor must immediately notify the District. − The CONTRACTOR MUST notify the DISTRICT of new employees at least one week prior to the new employee start date. − If an employee terminates from the CONTRACTOR’S employment the CONTRACTOR MUST immediately notify the DISTRICT. The CONTRACTOR is responsible to have the employee return all keys and the keycard/photo id badge that the DISTRICT provided to the employee. − CONTRACTOR employees will immediately notify the DISTRICT’S Facilities Manager or the DISTRICT’S Police Department’s Dispatch Center of any burglary alarm malfunction or accidental trip. − If the CONTRACTOR employee(s) is the last person to leave a DISTRICT facility they are required to secure the facility burglary alarm system. SUSTAINABLE CRITERIA FOR JANITORIAL PRODUCTS The DISTRICT adopted an in Environmentally Purchasing Program (EPP) on March 4, 2008 intended to reduce solid waste generated by the DISTRICT and DISTRICT CONTRACTORS. The CONTRACTOR will use environmentally responsible products that are biodegradable, non-toxic cleaners, and no aerosol cans. The CONTRACTOR is responsible for providing the DISTRICT with the Material Data Safety Sheets for all products. The DISTRICT will monitor the chemicals and their use and reserves the right to recommend changes in product types and use. As of 10/05/2008 Page 35 of 62
  39. 39. CONTRACT FOR SERVICES EXHIBIT A STATEMENT OF POLICY Many cleaning products contain chemicals that can be hazardous to custodial workers and building occupants. These chemicals can be acutely dangerous, causing respiratory irritation, chemical burns, or asthma attacks in children and adults, and/or they can be chronically hazardous to individuals who are exposed to them over a long period of time. Cost competitive, environmentally preferable alternatives that meet performance specifications are readily available, and generally, products that are safer for people are safer for the environment as well. PURPOSE This guideline is adopted to eliminate or reduce toxics that create hazards to workers and the environment. Some chemicals used in common cleaning products have been shown to cause adverse health effects and negatively affect indoor air quality. A growing body of research clearly shows a correlation between cleaning chemicals and asthma cases. This suggests that to minimize the potential for health and safety risks from cleaning products, the least toxic product that can perform the job should be purchased. In addition, toxic chemicals require special handling, storage, and disposal, which add to the cost of using, keeping, and disposing of these products. PRODUCTS Bidders are to supply the following products: 1) Bulk dispenser system for cleaners 2) General Purpose Cleaners 3) Bathroom Cleaners 4) Glass Cleaners 5) Carpet Cleaners 6) Disinfectants/Sanitizers 7) Floor Care Products (all must be provided) i) Floor Finishes ii) Floor Strippers iii) Maintenance Products 8) Hand Soaps TRAINING The manufacturer, its distributor, or a third party must offer on site (or at a designated site) training in the proper use of the product. This must include step-by-step instructions for the proper dilution, use, and disposal and for the use of equipment. In support of this training, the manufacturer or its distributor must provide a phone number that departments can call to receive instructions and assistance on product use. As of 10/05/2008 Page 36 of 62
  40. 40. CONTRACT FOR SERVICES EXHIBIT A HEALTH AND ENVIRONMENTAL SPECIFICATIONS The above products must meet the following health and safety specification: A. The undiluted product must not be toxic to humans. B. The undiluted product must not contain any ingredients that are carcinogens or that are known to cause reproductive toxicity, unless present in concentrations below the applicable maximum contaminant levels in drinking water. C. The undiluted product must not be corrosive to the skin or eyes, nor be a skin sensitizer. D. The undiluted product must not be combustible. E. The product as used must not contain substances that contribute significantly to the production of photochemical smog, tropospheric ozone, and poor indoor air quality. The volatile organic compound (VOC) of the product used must be less than 0.1% by weight. The product as used must not be toxic to aquatic life. F. The product as used must not contain more than 0.5% by weight of total phosphorus. G. Each of the organic ingredients must be readily biodegradable. H. The product must be a concentrate, except for FIFRA-registered bathroom cleaners. I. Manufacturers must identify any fragrances on their MSDS’s, and they should follow the Code of Practice of the International Fragrance Association. J. The product must not contain the following ingredients: 1) Alkylphenol ethoxylates 2) Dibutyl phthalate 3) Heavy metals, including arsenic, lead, cadmium, cobalt, chromium, mercury, nickel, or selenium 4) Ozone-depleting compounds K. In addition, vendors shall provide information as to whether their products contain ingredients that may be identified as asthmagens (asthma-causing agents), such as: 1) Monoethanolamine (CAS 141-43-5) 2) Tall oil or rosin (CAS 8002-26-4) 3) Chlorhexidine (CAS 55-56-1) 4) Chloramine T (CAS 127-65-01) LABELING The manufacturer’s label must state clearly and prominently that dilution with water from the cold tap is recommended and shall state the recommended level of dilution. The manufacturer shall also include detailed instructions for proper use and disposal and for the use of personal protective equipment. PRODUCT SPECIFIC REQUIREMENTS Carpet Cleaners Carpet cleaners must meet Health and Environmental Specifications established above. Carpet cleaners must exhibit a VOC limit of not greater than 0.1%. As of 10/05/2008 Page 37 of 62
  41. 41. CONTRACT FOR SERVICES EXHIBIT A Disinfectants/Sanitizers Disinfectants / sanitizers must meet the Health and Environmental Specifications established above, EXCEPT for the active ingredients with respect to biodegradability. Disinfectants / sanitizers must exhibit a VOC limit of not greater than 0.1%. Disinfectants / sanitizers must be registered by the US Environmental Protection Agency. Floor-Care Products (all must be provided) All floor care products must be free of zinc and other heavy metals. Floor care products must not contain phthalates. Floor care products must not contain glycol ethers or ammonia. It is preferable that the floor finish does not need to be stripped prior to reapplications of the floor finish. Floor strippers must exhibit a VOC limit of not greater than 0.1%. Maintenance products must exhibit a VOC limit of not greater than 0.1%. As of 10/05/2008 Page 38 of 62
  42. 42. CONTRACT FOR SERVICES EXHIBIT A ADMINISTRATION BUILDING ROUTINE JANITORIAL SCOPE OF WORK GENERAL DAILY SEVICES − Dust office furniture, counter tops, ledges, handrails, picture frames, telephones, etc. − Empty all waste baskets/replace liners in wastebaskets only as needed. − Empty outside ashtrays. − Spot-clean walls, glass, doors, doorframes and partitions. − Vacuum the carpet in common areas, stairwells, and other high traffic areas including walk-off mats. − Spot clean carpet areas. − Lobby floors - Sweep and dust mop. − Lobby doors – Clean inside and out. − Damp mop or wet mop as needed any hallway, kitchens, linoleum floored areas. − Clean and vacuum elevator and spot clean elevator walls, doors, panels and tracks. − Wash and polish drinking fountains. − Recycling o Empty bottles and cans from waste containers inside the building and place into the bottle and can 50 gallon recycling bins on the delivery level parking area. o Empty white paper from waste containers inside the building and place into the one yard white paper recycling bin on the delivery level parking area. (White paper cannot be placed into the mixed paper/cardboard recycling bin.) o Empty mixed paper/cardboard from waste containers inside the building and place into the three yard mixed paper/cardboard recycling bins on the delivery level parking area. (Mixed paper/cardboard cannot be placed into the white paper recycling bin.) DAILY RESTROOM SERVICE − Empty all waste paper receptacles and replace clean liners as necessary. − Empty any other waste receptacles in restrooms. − Polish all metal and mirrors. − Clean and disinfect washbasins, toilet bowls and urinals. − Clean shower. − Disinfect underside and tops of toilet seats. − Clean floors with germicidal solution; clean tile walls and toilet partitions. − Clean all dispensers. − Refill soap, towel, tissue and seat cover dispensers. − Stock sanitary pad containers. As of 10/05/2008 Page 39 of 62
  43. 43. CONTRACT FOR SERVICES EXHIBIT A DAILY STAFF AND BOARD ROOM KITCHEN SERVICE − Clean and wet-mop floor. − Wash and clean sink, tabletops, chairs, kitchen counters, inside and outside of microwaves, outside of refrigerators. − Wash and clean vending machines in the staff kitchen. WEEKLY SERVICE − High and low dusting, dust ledges and windowsills. Dusting to include workstations and partition tops. Includes stairwell ledges. − Thoroughly vacuum upholstered furniture in conference rooms and private offices. − Spot clean walls and doors. − Dust levolor blinds in office areas. − Spot-clean windows as needed follow manufacturer's recommendation on cleaning Mylar coverings. (Note: The window coating side has a white thumbtack in the frame to indicate covering. This indicates special cleaning instructions. All exterior windows have window coating on the inside pane.) − Sweep/vacuum stairways, clean hand railings in stairways. − Dust ledges, blinds in the staff kitchen area. Dust on top of vending machines and any other equipment. − Buff all of the linoleum floors on the first floor including the hallways, staff kitchens, Board Room kitchen and mailroom. − Empty the bottle and can 3½ gallon recycling bins in the staff lunch room and thought-out the building into the bottle and can 50 gallon recycling bin in the Utility Room. MONTHLY SERVICE − Machine scrub tile floors in restrooms. − Polish lobby wood (pecan) floor with a non-slippery polish. − Strip and wax linoleum floors on the first floor including hallways, staff kitchen, Board Room kitchen, and mailroom. − Buff the linoleum floors: fourth floor in the kitchen and the file/storage room, third floor in the copier room, and the lobby in the storage/break room. OUARTERLY SERVICE − Strip and wax the linoleum floors: fourth floor in the kitchen and the file/storage room, third floor in the copier room, and the lobby in the storage/break room. − Wash walls. − Clean air supply and exhaust fans/vents in restrooms and kitchen. As of 10/05/2008 Page 40 of 62
  44. 44. CONTRACT FOR SERVICES EXHIBIT A ADMINISTRATION BUILDING OPTIONAL SPECIALTY SERVICES The CONTRACTOR will perform optional services in addition to the routine Administration Building Janitorial Scope of Work duties. The DISTRICT reserves the right to request the optional services as needed. The CONTRACTOR will provide occasional specialty crews for the occasional cleaning of items such as carpets, chair upholstery, work station fabric panel cleaning, interior and exterior windows, cleaning window blinds; or other tasks outside of the Administration Building Janitorial Scope of Work Specifications. − CONTRACTOR will provide a crew(s) and all necessary equipment to clean the interior and exterior windows at the Administration Building. o The semi-annual exterior window cleaning can be scheduled during normal working hours upon approval of the DISTRICT. EXTERIOR WINDOWS QUANTITY SQUARE FEET EAST ELEVATION 87 1,160 NORTH ELEVATION 91 2,057 SOUTH ELEVATION 91 2,116 WEST ELEVATION 119 1,646 TOTAL 388 6,979 o The annual interior window cleaning must occur on a weekend or DISTRICT holiday. INTERIOR WINDOWS QUANTITY SQUARE FEET Lobby 8 136 1st Floor 28 326 2nd Floor 24 418 3rd Floor 61 1,164 4th Floor 51 1,065 TOTAL 172 3,108 − Annual upholstery cleaning o CONTRACTOR will provide a crew(s) and all necessary equipment to clean approximately 175 fabric chairs at the Administration Building. o The annual upholstery cleaning must occur, after normal business hours, on a weekend or a DISTRICT holiday. As of 10/05/2008 Page 41 of 62
  45. 45. CONTRACT FOR SERVICES EXHIBIT A − Carpet cleaning o Bimonthly the CONTRACTOR will provide a crew(s) and all necessary equipment to clean the Board and Board Conference Rooms at the Administration Building. Approximately 2,118 square feet. o Quarterly the CONTRACTOR will provide a crew(s) and all necessary equipment to clean Stairwell #1 and the high traffic areas, isles, Conference Rooms 2A, 2B, 3A, 3B on the second and third floors at the Administration Building. Approximately 4,194 square feet. o Semi annually the CONTRACTOR will provide a crew(s) and all necessary equipment to clean Stairwell #2 and the high traffic areas, isles, Conference Rooms 4A and 4B on the fourth floor at the Administration Building. Approximately 1,405 square feet. o Carpet cleaning must occur, after normal business hours, on a weekend or a DISTRICT holiday. As of 10/05/2008 Page 42 of 62
  46. 46. CONTRACT FOR SERVICES EXHIBIT A RICHARD C. TRUDEAU TRAINING CENTER ROUTINE JANITORIAL SCOPE OF WORK The CONTRACTOR will provide janitorial services minimally two-day a week at the Richard C. Trudeau Training Center. The frequency of requested services may increase due to facility usage. The CONTRACTOR shall have the capacity to increase the level of service from two-day-a-week to a greater level of service with one week advance notice. The two-day-week services will include, but not limited to the following: GENERAL SEVICES UPSTAIR MEETING AREA − Clean fingerprints and marks from entrance glass doors, door jams, and interior windows. − Sweep the outside landing in front of the main double entry door. − Vacuum all interior entry floor mats. − Sweep the north entry door tile flooring. − Clean and polish drinking fountains. − Wastebaskets and other waste receptacles emptied and replace the liners as needed. − Spot clean walls. − Sweep tile entry − Recycling a. Empty the Food Waste 3½ gallon recycling bins thought-out the upstairs’ meeting areas into the Food Waste 50 gallon recycling bin(s) on the outside of the building near the kitchen. Contractor must dump only the contents of the interior Food Waste bins and discard the plastic bags into the garbage only bins. No aluminum cans, plastic bottles, plastic bags, plastic flatware or plastic containers are permitted in the Food Waste bins. b. Empty the Mixed Recycling 3½ gallon recycling bins thought-out the upstairs’ meeting areas into the Mixed Recycling 50 gallon recycling bin(s) on the outside of the building near the kitchen. Contractor must dump only the contents of the interior Mixed Recycling bins and discard the plastic bags into the garbage only bins. c. Empty the Garbage Only 3½ gallon recycling bins thought-out the upstairs’ meeting areas into the Garbage Only 50 gallon recycling bin(s) on the outside of the building near the kitchen. d. Empty mixed paper/cardboard from waste containers inside the building and place into the Mixed Recycling bins on the outside of the building near the kitchen. As of 10/05/2008 Page 43 of 62
  47. 47. CONTRACT FOR SERVICES EXHIBIT A KITCHEN SERVICES UPSTAIR MEETING AREA − Pickup floor mats then sweep and mop the kitchen floor, then replace the floor mats. − Empty waste/recycling containers into the appropriate containers on the outside of the building and replace liners. − Clean all counter, tabletops and the fronts of all appliances. Polish all stainless steel in the kitchen. HARDWOOD FLOOR SERVICES UPSTAIR MEETING AREA a. Vacuum all entry mats. b. Sweep or vacuum the floor. c. For spot cleaning, apply cleaner to clean cloth and rub the spot. d. For routine cleaning, spray cleaner on floor and wipe with micro fiber mop. a. Do not allow puddles of cleaner to remain on the floor. e. Remove chewing gum, stickers, etc. carefully with a flat knife; do not scratch the wood surface. f. Dust mop to remove debris prior to mopping the floor. g. Mopping the hardwood floors shall include the following: i. Mop the floors with a damp mop using a wrung-out micro fiber mop with a neutral cleaning solution. ii. Neutral cleaner solution: 2oz CONCUR in one gallon of cold water or with another spray-wax solution. iii. Immediately remove all excess neutral cleaner solution and water from the floor. b. Machine buff the floor with a low speed buffing device. RESTROOM SERVICES FOR UPSTAIR AND DOWNSTAIR AREAS − Empty waste/recycling containers into the appropriate containers near the upstairs kitchen area and replace the liners. − Polish all metal and mirrors. − Clean and disinfect washbasins, toilet bowls and urinals. − Disinfect underside and tops of toilet seats. − Clean floors, tile walls and toilet partitions. − Clean all dispensers. − Refill soap, towel, tissue and seat cover dispensers. DOWNSTAIRS COMPUTER LAB − Vacuum the carpet in the office area and the computer lab. − Empty waste/recycling containers into the appropriate containers near the upstairs kitchen area and replace the liners. − Dust office furniture, counter tops, computer monitors, mini-blinds, telephones, etc. As of 10/05/2008 Page 44 of 62
  48. 48. CONTRACT FOR SERVICES EXHIBIT A MONTHLY SERVICE UPSTAIRS MEETING AREA − High and low dusting, dust ledges and windowsills with specially treated dust cloths. − Damp wipe door jams. − Clean and disinfect telephones. − Machine scrub tile floors in restrooms. − Buff the linoleum floors in the kitchen and storage room. − Hardwood Floors 1. Sweep or vacuum the floor. 2. For spot cleaning, apply cleaner to clean cloth and rub the spot. 3. For routine cleaning, spray cleaner on floor and wipe with micro fiber mop. 4. Do not allow puddles of cleaner to remain on the floor. 5. Mop the floors with a damp mop using a wrung-out micro fiber mop with a neutral cleaning solution. a. Neutral cleaner solution: 2oz CONCUR in one gallon of cold water or another spray-wax cleaning solution. 6. Immediately remove all excess neutral cleaner solution and water from the floor. 7. Machine buff the hardwood floor with a low speed buffing device. As of 10/05/2008 Page 45 of 62

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