CONTRACT 6573 Maintenance and Repair AgreementAgreement No. 6573
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
COASTAL BUILDING SERVICES, INC.
THIS MAINTENANCE AGREEMENT ("Agreement") is made and entered into this 18th
day of January, 2023, by and between the CITY OF EL SEGUNDO, a general lave' city
and municipal corporation ("CITY") and COASTAL BUILDING SERVICES, INC., a
California Corporation ("CONTRACTOR").
The Parties agree as follows:
1. CONSIDERATION.
A. As partial consideration, CONTRACTOR agrees to perform the work listed
in the SCOPE OF SERVICES, below;
B. As additional consideration, CONTRACTOR and CITY agree to abide by
the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONTRACTOR for
CONTRACTOR's services an amount not to exceed a total of $279,376
per year, plus year -over -year increase in the Consumer Price Index, all
Urban Consumers (CPI-U) for the Los Angeles -Long Beach -Anaheim
areas, or 3%, whichever is less for the services provided in the attached
Exhibit "B," which is incorporated by reference. Additional amount
increase will be amended up to 1 % if the minimum wage increase
exceeds the CPI adjustment.
2. TERM. The term of this Agreement will be from February 1, 2023, to January 31,
2026 with two one-year optional renewal terms. The Agreement may be renewed upon
mutual, written consent of the parties.
3. SCOPE OF SERVICES.
A. CONTRACTOR will perform services listed in the attached Exhibit "A."
B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, pfinting, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONTRACTOR by this
Agreement.
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Agreement No. 6573
4. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONTRACTOR represents that
CONTRACTOR has
Thoroughly investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONTRACTOR warrants that
CONTRACTOR has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONTRACTOR discover any latent or
unknown conditions that may materially affect the performance of the
services, CONTRACTOR will immediately inform CITY of such fact and
will not proceed except at CONTRACTOR's own risk until written
instructions are received from CITY.
5. INSURANCE,
A. Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONTRACTOR will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below:
T e of �nsusrre Limits combined sin le
Commercial' general liability: $2,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement.
B. Commercial general liability insurance will meet or exceed the
requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name City, its officials, and
employees as "additional insureds" under said insurance coverage and to
state that such insurance will be deemed "primary"' such that any other
insurance that may be carried by City will be excess thereto Such
insurance will be on an "occurrence," not a "claims made," basis and will
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Agreement No. 6573
not be cancelable or subject to reduction except upon thirty (30) days prior
written notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement, endorsements as required herein, and such other evidence of
insurance or copies of policies as may be reasonably required by City
from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
Certificate(s) must reflect that the insurer will provide thirty (30) day notice
of any cancellation of coverage. CONTRACTOR will require its insurer to
modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no
obligation, and to delete the word "endeavor" with regard to any notice
provisions.
E. Should CONTRACTOR, for any reason, fail to obtain and maintain the
insurance required by this Agreement, City may obtain such coverage at
CONTRACTOR's expense and deduct the cost of such insurance from
payments due to CONTRACTOR under this Agreement or terminate.
6. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this
Agreement until:
A. CONTRACTOR furnishes proof of insurance as required under Section 5
of this Agreement; and
B. CITY gives CONTRACTOR a written Notice to Proceed.
C. Should CONTRACTOR begin work in advance of receiving written
authorization to proceed, any such professional services are at
CONTRACTOR's own risk.
7. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause. Notice of termination will be in writing.
B. CONTRACTOR may terminate this Agreement upon providing written
notice to CITY at least thirty (30) days before the effective termination
date.
C. Should the Agreement be terminated pursuant to this Section, CITY may
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Agreement No. 6573
procure on its own terms services similar to those terminated.
D. By executing this document, CONTRACTOR waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
INDEMNIFICATION.
A. CONTRACTOR indemnifies and holds CITY harmless from and against
any claim, action, damages, costs (including, without limitation
reasonable attorney's fees and penalties), injuries., or liability, arising out
of this Agreement, or its performance including, without limitation,
damages or penalties arising from CONTRACTOR's removal,
remediation, response or other plan concerning any Hazardous Waste
resulting in the release of any hazardous substance into the environment.
Should CITY be named in any suit, or should any claim be brought
against it by suit or otherwise, whether the same be groundless or not,
arising out of this Agreement, or its performance, CONTRACTOR will
defend CITY (at CITY's request and with counsel satisfactory to CITY) and
will indemnify CITY for any judgment renderedagainst it or any sums paid
out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and volunteers.
C. CONTRACTOR expressly agrees that this release, waiver, and indemnity
agreement is intended to be as broad and inclusive as is permitted by the
law of the State of California and that if any portion is held invalid, it is
agreed that the balance will, notwithstanding, continue in full legal force
and effect.
D. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
E. The requirements as to the types and limits of insurance coverage to be
maintained by CONTRACTOR as required by this Agreement„ and any
approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONTRACTOR pursuant to this Agreement, including, without limitation,
to the provisions concerning indemnification,
'° INDEPENDENT CONTRACTOR,. CITY and CONTRACTOR agree that
CONTRACTOR will act as an independent contractor and will have control of all work
and the manner in which is it performed.. CONTRACTOR will be free to contract for
,similar service to be performed for other employers while under contract with CITY.
CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in
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Agreement No. 6573
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONTRACTOR as to the details of doing the work or to exercise a measure of control
over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
9. NOTICES.
A. All notices given or required to be given pursuant to this Agreement will be
in writing and may be given by personal delivery or by mail. Notice sent
by mail will be addressed as follows:.
To CITY: Attn: Jorge Prado
City of El Segundo
350 Main Street
El Segundo, CA 90245
(310) 524-2715
jprado@elsegundo.org
To CONTRACTOR: Attn: Brett Dunstan
Coastal Building Services, Inc.
1433 W. Central Park Ave. N.
Anaheim, Ca 92802
(714) 630-4445
brett@cbsinc.us
B. When addressed in accordance with this paragraph, notices will be
deemed given upon deposit in the United States mail, postage prepaid. In
all other instances, notices will be deemed given at the time of actual
delivery.
C. Changes may be made in the names or addresses of persons to whom
notices are to be given by giving notice in the manner prescribed in this
paragraph.
10.TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
11,WAIVER. A waiver by CITY of any breach of any term, covenant, or condition
contained in this Agreement will not be deemed to be a waiver of any subsequent
breach of the same or any other terra, covenant, or condition contained in this
Agreement„ whether of the same or different character.
12.CONSTRUCTION. The language of each part of this Agreement will be construed
simply and according to its fair meaning, and this Agreement will never be construed
either for or against either party..
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Agreement No. 6573
13-SEVERABLE. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to
the extent necessary in the opinion of the court to render such portion enforceable and,
as so modified, such portion and the balance of this Agreement will continue in full force
and effect.
14.CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
15.WAIVER. Waiver of any provision of this Agreement will not be deemed to
constitute a waiver of any other provision, nor will such waiver constitute a continuing
waiver.
16. INTERPRETATION. This Agreement was drafted in, and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County,
17.AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned
upon approval and ratification by the El Segundo City Council. This Agreement is not
binid'ing upon, CITY until executed by the City Manager. The Parties represent and
warrant that all necessary action has been taken by the Parties to authorize the
undersigned to execute this Agreement and to engage in the actions described herein.
This Agreement may be modified by written agreement. CITY's city manager may
execute any such amendment on behalf of CITY.
18.ACCEPTANCE OF FACSIMILE SIGNATURES. This Agreement may be executed
by the Parties on any number of separate counterparts, and all such counterparts so
executed constitute one Agreement binding on all the Parties notwithstanding that all
the Parties are not signatories, to the same counterpart. In accordance with Government
Code § 16.5, the Parties agree that this Agreement, Agreements ancillary to this
Agreement, and related documents to be entered into in connection with this Agreement
will be considered signed when the signature of a party is delivered by electronic
transmission. Such electronic signature will be treated in all respects as having the
same effect as an original signature.
19. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity
between any provision of this Agreement, its attachments, the purchase order, or notice
to proceed, the provisions of this Agreement will govern and control.
20. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
21. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, war, terrorist act, embargo, government action, civil or military
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Agreement No. 6573
authority, the natural elements, or other similar causes beyond the Parties' control, then
the Agreement will immediately terminate without obligation of either party to the other.
22. ENTIRE AGREEMENT. The City's Request for Proposals for this engagement,
dated September 19, 2622, is attached as Exhibit "C" and incorporated by reference.
This Agreement and its three attachments constitute the sole agreement between
CONTRACTOR and CITY respecting lead based stabilization. To the extent that there
are additional terms and conditions contained in this Agreement's exhibits that are not in
conflict with this Agreement, those terms are incorporated as if fully set forth above.
There are no other understandings, terms or other agreements expressed or implied,
oral or written.
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Agreement No. 6573
IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF EL SEGUNDO
a law city,D;nerai
ell George, N
City Manager
ATTEST:
Trac Weaved
City Clerk
APPROVED AS TO FORM -
MARK D. 4EY, CITY ATTORNEY
By:
Joaq
Title
BUILDING SERVICES, INC.
Taxpayer ID No. 5
Vazquez, Assistant City Attorney
INSURANCE APP VAL:
HANK LU, RISK NAGER
By:
Hank Lu anan
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Agreement No. 6573
EXHIBIT A
JANITORIAL CONTRACT SCOPE OF SERVICES FOR
CITY OF EL SEGUNDO BUILDING FACILITIES
RFP 22-05
PROJECT LOCATION:
The project consists of providing janitorial services at sixteen (16) locations throughout the City of El Segundo, which include the Library, City Hall,
Police, Recreation Park facilities, Wiseburn Aquatic Facility and the El Segundo Lifeguard Station as described in detail on the following pages.
SCOPE OF SERVICES
It is the intent of these specifications to provide for the inclusion of all labor, materials, equipment, protective measures, tools, transportation means
and supervision necessary for the janitorial services described in the following Scope of Work.
I. SCOPE OF WORK
Contractor shall supply all labor, material, equipment and supervision of reliable crews experienced to provide janitorial services described
herein. The locations, areas to be cleaned and hours of access for each location vary according to Table 1. The City reserves the right to
add or remove locations and to change the work hours and shift schedule. The contractor shall be notified at least one (1) full week prior to
any such changes.
Agreement No. 6573
Table 1, Janitorial services shall be provided for the following locations and/or areas according the hours specified.
Annual Service shall be completed for all facilities listed below
. • #
1
Location.
Lifeguard Station
105 Vista Del Mar
• Quarterly
7 days weekly, Monday — Sunday, for 4 months annually, between May
23 and September 30
Clean public restrooms four times daily total at 10:00 am,,
1:00 p.m., 4:00 p.m. and 7:30 p.m. Close and lock the doors
after the last cleaning at 7:30 p.m.
Between 8:00 a,m, and 8:00 p.m,
____
Area (SF)
388
El Segundo City Library
.w .......
6 days weekly, Monday — Saturday
111 W Mariposa Avenue
• Office areas, Hallways, Lobbies and Conference Rooms
• Restrooms
• Lunchrooms
• Elevator
• Urns
• Polish brass stair rails
• Young People Library Area
• Fish Tank
• Technical Processing Area
2
• Main Floor Public Areas
Between 9:00 p.m. and 2:00 a.m.
15,643
• Book and Other Shelves
• Mezzanine and Book Storage Area
Monthly Only
• Pressure wash Front Entrance, Stairs, Sidewalk and Entryway
Pressure washing may occur during the daytime, on weekdays
before the library opens, or on Sundays
Agreement No. 6573
Map #
Location
Daily, Weekly, Monthly and Quarterly Service Locations
Hours
Approx.
Area (SF)
City Hall
4 days weekly, Monday —Thursday
350 Main Street
• Office areas, Hallways, Lobbies, Conference rooms,
City Hall Cleaning:
Lunchrooms
Monday through Thursday after 6:00
• Spot cleaning of windows throughout building
p.m
• (9) Restrooms
• Elevator
Other Services:
OTHER SERVICES: Clean, dust, vacuum, set up furniture, and set out
City Council Meetings: Set up before
3
drinking water in the Council Chambers prior to 7:00 p.m for City
7:00 p.m., first and third Tuesdays of the
27 961
Council meetings; prior to 5:30 p.m, for Planning Commission
month;
meetings, and prior to 6:00 p.m for Parks Commission meetings.
Planning Commission: Set up before
Wash, dry, and put away used dishes, utensils, etc. daily after City
5:30 p,m., second and fourth Thursdays
Council, Planning Commission and Parks Commission Meetings,. Keep
of the month;
City Council kitchen area clean daily and put dishes away.
Parks Commission: Set up before 6:00
Put away all food and beverages left in the West Conference Room after
p.m., third Wednesdays of the month
City Council regular and special meetings, usually the first and third
Tuesday of the month
Police Station
5 days weekly, Monday — Friday on the ground floor of the building
only (no basement level work)
4
348 Main Street
• Offices, Hallways, Lobbies, Conference rooms, Lunchrooms
Monday through Friday after 4:00 pm
27,368
• Restrooms
• Elevator
Fire Station 1
W
5 days weekly, Monday —Friday
5
• Office area, Kitchen, Meeting Room, Restrooms and Hallways
After 6:00 p.m.
17,800
314 Main Street
• Spot cleaning of windows throughout building
.... ............
.......................
Recreation Park Restrooms
.....—_
7 days weekly, Monday — Sunday
6, 7, 8
401 Sheldon Street
• (2) Bobby Sox Field Snack Bar Restrooms
Before 7:30 a.m. or after 10:00 p.m.
1,200
• (2) Stevenson Field Snack Bar Restrooms
• (2) George Brett Field Snack Bar Restrooms
Gordon Clubhouse
6 days weekly, Monday — Saturday
• Office Areas
6
300 E. Pine Avenue
All Areas on First Floor and Lower Level
Before 7:30 a.m.. or after 10:00 p.m.
10,644
• All Restrooms on First Floor and Lower Level
• Kitchen Area on First Floor
Agreement No. 6573
Location Daily, Weekly, Monthly and Quarterly Service Locations
Hours
Approx.
Checkout Building 7 days weekly, Monday — Sunday
Before 7:30 am, or after 10:00 p.m,
7
• Office Areas, Conference Room, and Kitchenette
401 Sheldon Street
daily
Second cleaning of restrooms between
2,016
• Restrooms once daily, September 16 —June 14
• Restrooms twice daily, June 15 — September 15
12:00 p.m, and 4:00 p.m, (June 15 —
Sept 15)
Joslyn Center 7 days weekly, Monday Sunday
8
339 Sheldon Street • Office Area, Kitchen, Library, Meeting Rooms and Hall
Before 7:30 a.m, or after 10:00 p.m.
7,010
• Restrooms
Joslyn Elevator 7 days weekly, Monday —Sunday
9
•
Clean interior and exterior of elevator
After 4:00 p.m.
100
—_
...
Teen Center 6 days weekly, Monday — Saturday
10
405 E. Grand Avenue Office Area and Rec Room
Before 1:00 p.m or after 11:00 p.m.
5,480
• Restrooms
WW_._. .....
Water Division Yard 3 days weekly, Monday/Wednesday/Friday
11
• Office Areas, Hallways, Lunchroom, Conference Room
400 Lomita Street
After 6:00 p,m, or before 6:00 a.m. the
following day
5,476
• Men's and Women's Locker Rooms and Restrooms
Hilltop Park Pool Summer — 7 days weekly plus special reservations beginning Friday of
Memorial Day weekend and ending the last Sunday in September
l2
(Approximately 18 weeks)
Before 8:00 a.m. or after 8:00 p.m.
760
• (2) Restrooms
W
m _
Camp Eucalyptus 3 days weekly, Monday/Wednesday/Friday
13
641 California Street • Rec Room
Before 8:00 a,rn or after 10:00 p.m.
1,665
• Restrooms
......._ _ ...........
3 days weeklyMonday/Wednesday/Friday
City Maintenance Yard ,
...... _
14
• Office Areas, Hallways, Lunchroom
150 Illinois Street
After 6:00 p.m. or before 6:00 a.m. the
following day,
7,000
• Men's and Women's Locker Rooms and Restrooms
Campus El Segundo 7 days weekly, Monday — Sunday
15
Office Area
Before 8:00 a.m. or after 10:00 p.m.
1,210
2201 E. Mariposa Avenue
• Restrooms
Wisebum Aquatic Center 7 days weekly, Monday — Sunday
16
• Office Area
After 9:00 p.m. or before 6:00 a.m, the
2,000
2240 E. Grand Avenue
following day
• Men's and Women's Locker Rooms, Restrooms, and Showers
Agreement No. 6573
Regular Daily Service includes but is not limited to:
• Empty and clean all wastebaskets and other waste containers and insert new appropriate plastic
liners in all wastebaskets and containers on a daily basis.
• Clean all floors by sweeping and/or dust mopping, including halls and interview rooms. Damp mop
all spots/stains as needed. Move and return furniture, chairs, etc. to their appropriate location as
needed for cleaning.
• Vacuum all carpeted areas. Spot clean or damp mop all spots/stains as needed. Move and return
furniture, chairs, etc. to their appropriate location as needed for cleaning.
• Clean all counters and display cases.
• Clean and disinfect the drinking fountain and all kitchen and bathroom sinks (dispose of all items
left in the sink).
• Clean all marks, and smudges from the reception windows, counters, chairs, and other furniture in
lobby areas.
• Thoroughly clean all urinals, toilets and lavatories with a solution containing a commercial grade,
approved disinfectant.
• Damp mop lavatory floor areas with a germicidal solution.
• Spot clean walls around sinks, urinals and toilet bowls.
• Clean restroom mirrors and bright metal. Refill all soap, towel, air freshener, and paper product
dispensers nightly. Dust the tops of the lavatory partitions.
• Wash entrance door glass and frames to remove hand marks and smudges.
• Remove and deposit trash in the designated containers daily. Empty recycle bins and shredders at
each workstation daily. Place all trash from buildings into designated areas outside of building for
municipal collection.
• Remove all identified recyclable materials to the recycle bins.
• Leave written notice of any irregularities noted during servicing, i.e. defective plumbing fixtures,
electrical problems, burned -out lights, and breakage or damage to bulbs for the City's Building
Maintenance Supervisor.
• Turn off all lights except those required and designated to be left on. Set automated alarm system
upon completion of janitorial service where appropriate.
• Wash, dry, and store dishes, pots, pans, and kitchen utensils in designated cabinets after these
evening meetings have ended:
o City Council meetings (1st and 3rd Tuesday of the month)
o Planning Commission (2"d and 4th Thursday of the month)
o Recreation Park Commission meetings (3rd Wednesday of the month)
• Any questionable items left near trash cans are not to be removed unless clearly marked.
• Clean company logos and signs throughout all areas
• In the Young People's Library area, dust and polish with non -toxic cleaners (soapy water on
Plexiglas on Living Coral Reef) to ensure safety of fish and longevity of the Plexiglas
• Clean and remove building graffiti
• Polish all brass/stainless handrails, doors and trim surfaces with approved polish
• Empty exterior ash urns from all buildings where present; replace sand as needed
• For Restrooms and Locker Rooms, additionally,
o Restock all soap, toilet paper and paper towel supplies
o Clean toilets including exterior surfaces
o Clean all mirrors
o Clean and refill dispensers
o Clean sinks, faucets, chrome fittings, and toilets
o Empty Sanitary Napkin containers and replace Liners as needed.
o Spot wash walls and dispensers
o Spray odor control
o Sweep, wet mop and sanitize floors
o Ensure air fresheners are available in all restroom stalls
For Restrooms and Locker Rooms in the Joslyn Center, and the Clubhouse, additionally,
o Mop locker room floors
Agreement No. 6573
o Restock all soap, toilet paper and paper towel supplies
• For all public restrooms in Recreation Park, Campus El Segundo, and Hilltop Park, additionally,
o Ensure that all the restrooms are completely cleaned as described above
o Restock all soap, toilet paper and paper towel supplies
• For Lunchrooms, additionally,
o Clean all tables and chairs and counter tops
o Clean appliances — stovetops, refrigerators, coffee machine and microwaves
For City Manager/City Council Kitchen
o Clean appliances including stovetops, refrigerators, coffee machines, microwave oven, and
toaster oven
o Wash and put away dishes
o Clean kitchen counter
o Mop and sanitize floor
• For City Manager's Office and waiting area
o For City Manager's office, clean, wipe off, dust the City Manager's desk, bookcase,
conference table, windowsill, computer, printer, TV, coat rack, chairs
o For City Manager' office, clean floor mat
o For City Manager/City Council waiting area, clean, wipe off, dust waiting area tables and
chairs daily
o Vacuum daily
• For Elevators, additionally,
o Turn OFF Elevator
o Wet mop and sanitize floor
o Clean elevator walls and control panel
o Wipe down doors inside and out.
o Sweep and vacuum door tracks on both levels.
o For Library elevator, clean interior and exterior brass doors, panels, and call buttons.
o For City Hall elevator, clean interior and exterior stainless steel doors, panels, and call
buttons
o For Joslyn Center elevator, clean interior and exterior painted doors, wood panels and all
buttons
o Turn ON Elevator
• Secure facility upon completion of work
Weekly service includes but is not limited to:
• Clean the inside of microwave ovens
• Clean and disinfect tables in employee lounge areas
• Clean windows/glass in conference rooms
• Dust all telephone receivers and office furniture windowsills, low ledges, baseboards, blinds, picture
frames, moldings and counters office equipment and furniture
• Empty coffee filters / coffee grounds from coffee machines and dispose of them in a trash
receptacle
• Wash and rinse any coffee pots
• Thoroughly clean the entire restroom or restrooms in each facility; sanitize the floor and tile area on
the walls; remove any hard watermarks and soap scale from faucets
• Systematically clean and dust all library bookshelves on a continuous, rotational basis
General Monthly Service includes but is not limited to:
All Monthly work shall be done during the week that includes the 1 st business day of the month and shall
be ready for inspection on the Monday of the following week.
+ Perform complete "high" dusting — includes pictures, frames, sills, door jambs, ceiling vents and
grilles, fixtures and diffusing lenses, spotlights, baseboards, shades, drapes, blinds and any area
Agreement No. 6573
not included in daily cleaning
• Dust/wax City Manager's wrap -around desk/file cabinets, bookshelves, coat rack, and conference
table
• Vacuum upholstered furniture — vacuum under cushions
• Clean soil spots from chairs
• Clean and high-speed buff all tile floors, hallways and restroom floor tiles
• Carpet cleaning as needed or requested
• Pressure wash front entrance, stairs, sidewalk, entryways, and north restroom ramp of the Library
• Spot clean carpeted areas of the Library as requested
Quarterly Service includes but is not limited to:
All quarterly work shall be done during the first two weeks of the quarter (in the months of January, April,
July and October) and shall be ready for inspection the third week.
• Dust/wax each desk top
• Dust/wax tops of all filing cabinets
• Wipe down/disinfect chairs in lobby areas
• Clean all trash containers with detergent
• Wipe/clean/remove any visible dust from heating/air conditioning vents
• Strip and wax (three coats) all tile/linoleum surfaces
• Machine scrub tile floors in restrooms, showers and locker rooms; sanitize all floor and wall
surfaces
• At Library, clean interior windows
Bi-Annual Service (January and June)
• Steam clean or shampoo all carpeted library areas using approved cleaning methods and
equipment
• At Library, clean all exterior library windows
• Shampoo the Joslyn Center, Teen Center, Clubhouse and Checkout carpet using approved
cleaning methods and equipment
• Wax and polish floors in the following Recreation Park areas:
o Teen Center
o Joslyn Center
o Clubhouse
Annual Service (June)
• Strip and wax floors
• Steam clean or shampoo all carpeted areas using industry approved cleaning methods and
equipment
• Clean all windows in building
• Remove all cobwebs from corners, ceilings and window frames
Additional Service (Varies)
• The City may, at its discretion, direct the Contractor to perform additional work for special City events
• Up to (12) events per year, full day
• Pricing for this additional service shall be included in the Proposal as a flat rate of $10,000/year
Agreement No. 6573
Defined list of each P&G item to be used:
All products are part of a Closed Loop, this defines that the product must be used with a dispensing system.
• PGC30250 — Comet Closed Loop Disinfecting Cleaner w/Bleach — Application: All -Purpose Cleaner,
Applicable Material: Ceramic, Fiberglass, Plastic, Porcelain, Stainless Steel, Tile, Chemical Compound:
Bleach, Dirt Types: Grease, Grime, Soap Scum, Stain. 5:1 Dilution
• PGC20542 — Comet Closed Loop Disinfectant Sanitizing Cleaner — Application: Restroom Cleaner for
sinks, toilets, and urinals. No rinsing required and deodorizes in one step. Non -Abrasive cleaner that
cleans soap scum with little effort. 5:1 Dilution
• PGC31569 — Spic N Span Closed Loop Floor Cleaner — Application: Floor Degreaser for all types of
floors without floor finish. Dual -surfactant system emulsifies greasy soils and suspends them for easy
removal. Delivers excellent cleaning in hard water and is non -corrosive. 42:1 Dilution
• PGC32535 — Spic N Span Closed Loop Disinfecting All Purpose Cleaner — Application: Multi Surface,
Disinfectant, Deodorant all in one product. 15:1 Dilution makes it economical and can be used on all
types of hard surfaces including glass.
• PGC39949 — Mr Clean Closed Loop Floor Cleaner — Application: Floor Cleaner that will not damage floor
finishes. 128:1 Dilution
• 309525154 — Febreze Closed Loop Sanitizing Fabric Refresher — Application: Any soft surface such as
upholstered furniture, window treatments, carpets, mattresses, duvets, lamp shades. Always test first on
hidden areas of fabric. Kills 99.9% of bacteria on soft surfaces. Prevents the growth of mold and mildew.
Eliminates odors with Febreze technology. Provides Febreze freshness. 5:1 Dilution
Agreement No. 6573
EXHIBIT B
16
CITY OF EL SEGUNDO PROPOSAL SHEET —YEAR
1
JANITORIAL SERVICES
No, of Staff
Per Day
Location
Dedicated to
this Location
Weekly Rate
Monthly Rate
Annual Rate
BASE BID ANNUAj, TOTAL (S) 2776.0
In order to fully evaluate service levels for each location
against pricing quoted above, please provide in writing staffing
levels for each site and cumulative hours per day that you plan to dedicate to the services needed at each location.
The agreement between the City and the selected contractor will allow minimum wage increase adjustment if the
increase
exceeds CPI adjustment
COASTAL BUILDING SERVICES, INC.
Company Name and Telephone Number
Brett Dunstan
Printed Name of Authorized Agent
11-1-2022
Signature of Authorized Agent
Date
Lifeguard Station, 7 days weekly for 4
months, May 23 to Sept 30 (Annual Rate will
1
l
be weekly Rate x 18 weeks)
$190.00
$823.00
$9,876.00
2
El Segundo City Library, 6 days weekly
2 $610.00
$2,641.00
$31,692.00
3
City Hall, 5 days weekly
2
$707.00
$3,061.00
$36,732.00
a
Police station, 5 days weekly
2
$707.00
$3,061.00
' $36,732.00
g
Fire Station 1, 5 days weekly
1
$305.00
$1,321.00
$15,852.00
6
Gordon Clubhouse, 6 days weekly
1
$485.00
$2,100.00
$26,200.00
7
Checkout Building, 7 days weekly
1
$305.00
$1,321.00
$15,852.00
8
:Joslyn Center, 7days weekly
1
$305.00
$1,321.00
$15,852.00
6,7,8
RecPazkRestrooms,7days weekly
1
$305.00
$1,321.00
$15,852.00
9
Joslyn Elevator, 7 days weekly
1
$85.00
$368.00
$4,416.00
10
Teen Center, 6 days weekly
1
$360.00
$1,559.00
$18,708.00
11
Water Division Yazd, 3 days weekly
1
$140.00
$606.00
$7,272.00
Hilltop Park Pool, 7 days weekly
1
$85.00
$368.00
$4,416.00
Iz
13
Camp Eucalyptus, 3 days weekly
1
$110.00
$476.00
$5,712.00
14
City Maintenance Yazd, 3 days weekly
1
$185.00
$801.00
$9,612.00
15
Campus El Segundo, 7 days weekly
1
$150.00
$650.00
$7,800.00
16
Wiseburn Aquatic Facility, 7 days weekly
1
$150.00
$650.00
$7,800.00
Special City Events (vanes), up to (12) events
$10,000.0
r
per year, full day
Agreement No. 6573
City of El Segundo
REQUEST FOR PROPOSALS
for
Janitorial Services
Bid Number: 22-05
Bit Title: Janitorial Services
Requesting Department: Public Works
Request for Proposal (RFP) Release Date: September 19, 2022
Mandatory Walk Through Date: October 3, 2022 9:00 a.m.
Proposal Due Date: October 25, 2022 11:00 a.m.
Notice is hereby given that sealed proposals will be received in the Office of the City Clerk, City
Hall, 350 Main Street, Room 5, El Segundo, California 90245 until 11:00 a.m. (PST), October
25, 2022
Interested parties may obtain a copy of this RFP by accessing the City Of El Segundo website:
htt s:// .else undo.or / overnment/de artments/cit-clerk/bid-rf
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
The City of El Segundo Public Works Department is soliciting proposals for City
Janitorial Services
1. It is the Respondent's responsibility to read the entire RFP and to comply with all
requirements herein.
2. The scope of the RFP is summarized in the Scope of Services — Exhibit A.
3. Each Respondent must provide the following included in their response:
a. All parts of Section III — Proposal Requirements (based on Section V, Scope of
Services — Exhibit A)
b. Completed Pricing Sheet — Exhibit D
4. Each response must be submitted in a sealed envelope and clearly marked:
"RFP #22-05 Janitorial Services"
Failure to identify the proposal on the envelope may result in disqualification of
the proposal.
Sealed proposals must be submitted to the Office of the City Clerk at 350 Main Street,
El Segundo, California 90245. Responses will be received until 11:00 a.m. Pacific
Standard Time on October 25, 2022.
5. Late submittals will not be accepted.
6. City of El Segundo will not accept emails or faxes of the above submittals
7. Any and all updates, addenda, questions and answers and changes to this RFP
will be distributed through the Bid/RFP webpage. The City shall not be held
responsible or liable if interested bidders or proposals miss any information
relevant to this RFP.
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
TABLE OF CONTENTS
SECTION I. DEFINITIONS .......... . .. ........ ... ..... . .,......�... .......
.. ..... . . .. .......... .......1
SECTION 11. INSTRUCTIONS FOR BIDDERS ..... .............. ..
......... , ............ ,.,... 2
A.
FILING DATE .................. .. ......... ...... .........
......... 2
B.
RESERVATIONS...
... ,..... 2
C.
BID FORM ............ ....... .,.......
........
D.
THE CONTRACT........ ..... .................... ........:. �.......,,,.,,..
, ...........,..�. �....,..,......21
E.
ERRORS/OMISSIONS
...3
SECTION III. PROPOSAL REQUIREMENTS— .................. .........
......... .......... ., ......3
A.
PURPOSE- ............. .......................... ......
.... ....... .... ,...3
B.
PROPOSAL FORMAT AND CONTENT..
...... _3
C.
RFP AND ATTACHMENTS ... .................. ........... .....
,......, ,.... .....,... ........ ........A
D.
INQUIRIES. ._ ............... ...........
............ 4
E.
PROPOSAL SUBMISSION .... ..................................
..... .........4
F.
PROPOSAL REQUIREMENTS-. ........................... ... ......
......... .,....... ,, .,. ,..4
G.
BIDDER MUST MAKE THOROUGH INVESTIGATION,..
H.
ACCEPTANCE OF CONDITIONS.......
....... ...,...... ..5
I.
PROPOSAL PREPARATION...........�..................
5
J.
PROPOSAL RESERVATIONS ..............
K.
AGREEMENT ............................ ..................
a
L,
PROPOSAL INSTRUCTIONS ....................... ................
..........3
M.
PRE -PROPOSAL MEETING/WALK THROUGH,.......... �.....
..,...w. .,....,,� ..,,..... ..
N.
PRE -PROPOSAL SITE INSPECTION.... ................
8
O.
QUALIFICATIONS- .. ................................. .. .. ...
..... ...8
P.
ADDITIONAL REQUIREMENTS ................................. ......
......... ........ ..... ........, ....r'
SECTION IV. STANDARDS .............. ....„ ......., ....,,.....,,I,...,,...,.,............„
..........,...,. ,.... ........,...... 8
A.
INSURANCE............................................
.8
B,
LABOR STANDARDS. r . .......... I'-"-- ........................
.8
C.
NON-DISCRIMINATION .................... ....... ....... ...
_...8
D.
LABOR ENFORCEMENT REMEDIES ... ............ ...,.......
,8
E.
GHOSITNG.
...... ..,9
F.
EXPLOITATION AND MANIPULATION.. ........ ..... .................
......... ......... ......... .9
G.
MONITORING AND AUDITING ........... ........... ......
H.
STAFFING ....................................... _...,�
�,... ..,.... ....,..., 9
I.
FINANCIAL SOUNDNESS ..................
1�1
S
VENDOR RESPONSIBLITIES ........
'101
SECTION V. TECHNICAL SPECIFICATIONS........,.. ................ ........,
...,.„..,.„..,,..,.„,...... ,...„..,-......11
A.
SERVICES NOT INCLUDED .........................
........ ..11
B.
TRAINING AND SAFETY ........
... ........ "11
C.
SCOPE OF SERVICES--
..12
D.
CLEANING PROCEDURES. ................. ........,
12
E,
CLEANING ACTIVITY SPECIFICATIONS. .. .........................
... ........13
F.
PERFORMANCE DISCREPANCIES.. ... ......... ....... ...................
....,.,..18
G.
REPORTING .................................... ......
18
SECTION
VI. SELECTION PROCESS-- ... ......... ......
, .......18
A.
BACKGROUND REVIEW., .......
.,.,.,...................................... ..18
B.
TERMS OF AGREEMENT......... ..... ........
........ ...19
C.
CONTRACTTERM....... ......... ...... ,.....
........,..... ..19
Request for Proposal for Janitorial Services
City of E/ Segundo Public Works Department
Agreement No. 6573
D.
TERMINATION FOR DEFAULT........... .........
.... .... ................ .... .11
E.
TERMINATION FOR CONVENIENCE ........
....... ... ., .. ....1'
F.
PRICING....................................
119
G.
PRICE ESCALATIONS.... .............
20
H.
INVOICING............................
...,.20
I.
EVALUATION OF PROPOSALS ........ .. .......... ................. . ........
......... ......... 20
J.
RANKING CRITERIA ..... ................... ................. .......... .......
21
K.
TENTATIVE SCHEDULE ....................
— 1
L.
NOTES.......................................
.......21
M,
ATTACHMENTSa..........................
—1
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
SECTION I — DEFINITIONS
The words defined in this Section shall have the meanings set forth below whenever they appear
in this RFP, unless: (a) the context in which they are used clearly requires a different meaning; or
(b) a different definition is prescribed for a particular "Part" or provision.
1. Addenda - written or graphic instruments issued prior to the opening of bids which clarify,
correct, or change the bidding documents or the contract documents.
2. Amendment - method of changing the terms and conditions or requirements of a contract
beyond what is specifically allowed by the contract.
3. Award - the acceptance of a bid, offer, or proposal by the proper authority..
4. Bidder, Offeror, Proposer, Vendor - a person who submits a response to an invitation for
bids.
5. City — The City of El Segundo
6. Contractor — Usually refers to the successful vendor to whom the contract is awarded.
However, it could also refer to a Bidder, Proposer or Vendor.
7. Grand Names or Equal S ec±cations - specifications limited to one or more items by
manufacturers' names or catalog numbers to describe the standard of quality,
performance or other salient characteristics needed to meet the City's requirements and
which provides for the submission of equivalent products.
8. Brand Name Specification - a specification limited to one (1) or more items by
manufacturers' names or catalogs.
9. Change Order - written order issued on or after the effective date of the agreement to
correct errors, omissions, or discrepancies in purchase orders to cover acceptable
overruns and freight costs, incorporate requirements to expand or reduce the scope of
commodities or services ordered, or to meet unforeseen field, regulatory or market
conditions; or a written order authorized by the proper authority, authorizing additions,
deletions or revisions in the work or an adjustment on the contract price at times in
accordance with the change order clause of a construction contract and signed by City
and Contractor.
10. Contractor's Representative - an individual designated by the bidder or Contractor to act
on its behalf and with the authority to legally bind the bidder or Contractor concerning the
terms and conditions set forth in bid and contract documents.
11. Cure Letter - a letter sent to the Contractor as a result of poor performance or for failure
to comply with the requirements outlined in these specifications. Typically, the
Contractor has 30-60 days to comply or face termination of the contract for cause.
12. Maintenance Manage - The City's designated person who has overall responsibility for
the maintenance and improvement of City facilities and related structures.
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
13. Facilities Maintenance Su ervisor - The City's Facilities Maintenance Supervisor reports
to the Maintenance Manager and manages the day-to-day operations of the janitorial
services contract and ensures compliance with the cleaning schedule and requirements.
The Facilities Maintenance Supervisor is the first echelon in resolving issues between
the Contractor and the City regarding contract performance.
14. Purchasing A ent - The Purchasing Agent is responsible for the execution of any written
Change Orders. The Facilities Maintenance Supervisor is responsible for furnishing the
Purchasing Agent, in an accurate and adequate fashion, the information pertinent to the
contract. When requested, such information shall be furnished in writing to the
Purchasing Agent who shall have the authority to decide the final form and content of the
request and to resolve any questions or conflicts arising with respect thereto.
SECTION II — INSTRUCTIONS TO BIDDERS
A. Filing Date
All proposals must be received at or before 11:00 a.m. (PST), October 25, 2022. Copies
of all forms, specifications, and exhibits are available from the City website at
hftj2s://www.elsegundo,.or / overnment/de artments/eit-clerk/bid-rf
B. Reservations
The City Council reserves the right to reject any and all bids received; to take all bids
under advisement for up to 120 days after opening; to waive any informality on any
bid; and to be the sole judges of the relative merits of the material mentioned in the
respective proposals received. The Council also reserves the right to reject any
item(s), award more than one contract for each of the items and reject proposals that
are not accompanied by the requested information.
C. Bid Form
M The proposal must be enclosed in an envelope and marked "RFP #22-05
Janitorial Services" showing the bid number and addressed to the Office of the
City Clerk, City Hall, 350 Main Street, Room 5, El Segundo, California 90245.
# No telephone, email or facsimile bids will be accepted.
If the proposal is made by an individual, it must be signed by the full name of the
Proposer and include the Proposer's complete address. If it is made by a
firm/expert, it must be signed with the co -partnership name by a member of the
firm/expert, and the name and full address of each member must be given. If it
is made by a corporation, it must be signed by the proper officer in the corporate
name, and the corporate seal must be attached to such signature.
The phraseology of the bid must not be altered in any way.
0, Proposals are subject to acceptance by the City for a period of 120 days unless
a different period is prescribed in the proposal by the bidder.
D. The Contract
The Bidder to whom the award is
contract with the City. A copy of the
may be attached to and will form
equipment, and services supplied
requirements of State and Federal
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
made will be required to enter into a written
vendor's proposal and the contract specifications
a part of the contract. All materials, supplies,
by the vendor shall conform to the applicable
Laws covering Labor and Wages, as well as
Agreement No. 6573
conforming to the specifications herein. In case of default by the vendor, the City reserves
the right to procure the articles from other sources and to hold the vendor responsible for
any excess costs incurred by the City.
E. Errors/Omissions
The vendor shall not be allowed to take advantage of any errors and/or omissions
in these specifications or in the vendor's specifications submitted with the Proposal. Full
instructions will be given if such errors/omissions are discovered, and vendor agrees to
abide by said instructions.
Purpose
The City of El Segundo is seeking janitorial services from qualified and insured firm(s) to service
approximately 140,000 square feet of City -owned facilities. Details are provided in the attached
Exhibit C Site map. The successful Contractor must be duly licensed in accordance with all
Federal, State, Agency, and local laws governing the janitorial industry and must demonstrate the
ability to provide and maintain administrative, operational, and logistical support for the City. The
City is seeking a Contractor experienced in performing daily janitorial services and show firm's
experience since 2010 with similar agencies and/or facilities.
Cleaning effectiveness shall be according to ensure the facilities are maintained in a condition
that is clean, safe and healthy for staff and the public, according to the purpose they serve, based
on traditional "sight, smell, and touch" perspective.
Proposal Format and Content
Proposers must follow the prescribed format. Do not include any extraneous or marketing
material. Proposals shall include sections in the same order and format shown below.
,M1
1. Legal name and address of the janitorial business
2. Address where contract will be housed
3. Website address of the business
4. Signature of the individual who is authorized to bind the business contractually
5. Confirmation of the receipt of the RFP and all the addenda thereto
6. Statement that the proposal is valid for a 120-day period from the proposal due
date
7. Name, title, address, telephone number and e-mail address of the individual to
whom correspondences and other contacts should be directed during the selection
process
Written Response (limited to 20 pages double -sided)
1. Profile — Brief, general overview of janitorial services business including
understanding of the Scope of Work required.
2. Experience - Show firm's experience since 2010 with similar agencies and/or
facilities, and adhering to federal, state and local regulations and labor laws.
3. Qualifications - Qualifications to provide janitorial services including, but not
limited to, certifications, licenses, training, knowledge of industry standards.
Describe what sets the Company's services apart from others including staff
recruitment efforts.
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
4. Methodology and Work Plan — Detailed plan of how company will carry out the
Scope of Work in order to achieve the cleaning standards desired.
5. Quality Control plan.
6. Training programs — describe all training programs including safety provided to
janitorial staff.
7. Benefits — enumerate any benefits provided janitorial employees (i.e., medical,
vacation, sick leave, etc.) and details if employee or employer paid.
8. List of biodegradable cleaning products.
9. References - Provide three local government agencies or businesses with similar
facilities in which janitorial services have been provided within the last three
years. Include contract dates; scope of work; and contact name, phone and email
address. These references will be checked and may affect the award of the
contract. The City of El Segundo reserves the right to contact any of the
organizations or individuals listed or any others that may stem from the inquiry.
10. Cost — Cost proposed to perform the Scope of Work utilizing attached Pricing
Sheet (Exhibit E).
RFP and Attachments
This Request for Proposal (RFP) in its entirety is available on the City website at
htt s:l/ .else undo,or / overnment/de artments/cit -clerk/bid-
Inquiries
All inquiries concerning this RFP must be directed in writing to Erica Miramontes, Management
Analyst at emiramontes0elsegundo.o[g. All inquiries must be received by 3:00 p.m., October
10, 2022. All responses to all questions from all Proposers will be posted on the City's website on
October 14, 2022.
Proposal Submission
All proposals, whether accepted or rejected, shall become the property of the City upon
submission. Proposals must be received no later than 11:00 a.m., October 25, 2022 to the
following address:
City of El Segundo
Office of the City Clerk
350 Main Street, Room 5
El Segundo, California 90245
Proposals received after this time and date will not be considered.
Proposers shall provide: FOUR (4) complete paper copies of the proposal in a sealed envelope
with the company name and clearly marked with the words "RFP #22-05 Janitorial Services",
and ONE (1) electronic copy of the proposal, in a single PDF file, to alicit clerks else undo.or .
The naming convention for the file is "22-05 company name".
Proposal Requirements
Proposals shall specify each item as set forth in this Request for Proposal (RFP). Failure to
comply with all requirements and conditions set forth by these specifications and RFP instructions
may result in rejection of the proposal(s). Acceptance or rejection of the changes is the sole
prerogative of the City. The City reserves the right to reject any and all proposals or to make no
award.
4
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
Bidder Must Make Thorough Investigation
It is the bidder's responsibility to examine locations of the proposed work to fully acquaint
themselves with the specifications and the nature of the work to be accomplished. Proposers shall
have no claim against the City based upon ignorance of the nature and requirements of the
project, misapprehension of the site conditions, or misunderstanding of the specifications or
contract provisions.
Acceptance of Conditions
By submitting a bid proposal, each bidder expressly agrees to and accepts the following
conditions.
a. All parts of the Instructions to Bidders and Specifications will become part of the
contract between the selected bidder and the City.
b. The City may require whatever evidence is deemed necessary relative to the bidder's
financial stability and ability to perform this contract.
c. The City reserves the right to request further information from the bidder, either in
writing or orally, to establish any stated qualifications.
d. The City reserves the right to solely judge the bidder's representations, and to solely
determine whether the bidder is qualified to undertake the project pursuant to the
criteria set forth herein. The bidder, by submitting a proposal, expressly acknowledges
and agrees that the judgment of the City as to whether or not the bidder is qualified to
perform the project shall be final, binding, and conclusive.
Proposal Preparation
The City will not reimburse respondents to this RFP for any costs incurred in the preparation and
submittal of the proposals. Further, the request does not obligate the City of El Segundo to accept
or contract for any expressed or implied services.
Proposal Reservations
The City reserves the right to:
• Request any company or firm submitting a proposal to clarify its proposals during
the selection phase;
• Negotiate the project plan and reasonable costs with the selected vendor;
• Modify or alter any requirements herein, and;
• Identify additional tasks to be accomplished prior to establishing a formal
contractual agreement.
Agreement
No agreement shall be binding upon the City until a written City Agreement is completely executed
by the Contractor, City Council, and approved by the City Attorney. Failure to execute and return
the contract agreement and acceptable insurance documentations in a timely manner may be just
cause for the City to rescind the offer. A copy of a Sample City Agreement is attached (Exhibit B).
Proposal Instructions
To receive consideration, proposals shall be made in accordance with the following general
instructions:
1. Bidders are responsible for ensuring that proposals are submitted to the City Clerk's office
by the proposal due date and time.
2. No verbal or telephone proposals will be considered. Late proposals will not be considered
and may be returned unopened to the proposer.
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
3. The submission of a proposal shall be an indication that the proposer has investigated
and satisfied him/herself as to the conditions to be encountered, the character, quality and
scope of the work to be performed, and the requirements of the City, including all terms
and conditions contained within this RFP.
PRE -PROPOSAL MEETING/WALK THROUGH
A mandatory pre -bid meeting/walk through will be conducted at the Public Works Conference
Room, 350 Main Street, El Segundo, CA 90245 on Monday, October 3 at 9:00 a.m. The purpose
of this meeting/site visit is to establish a working understanding of the scope of work, tour facilities
(not all facilities may be visited) and discuss the specifications. Please allow a minimum of three
(3) hours for this meeting/walk through.
Pre -proposal Site Inspection
Proposers should visit each site to be covered by this contract to perform a field survey of the
facilities to be maintained before submitting their proposal. Unescorted review of the facilities is
not allowed. If needed, you shall set up 2 or 3 hours for a job walk of all buildings with the City
Facilities Maintenance Supervisor by contacting emiramontes else undo.or
Each proposer should become familiar with any local condition which may in any manner affect
the work to be done and the equipment, materials, labor and services required. The proposer is
also required to examine carefully the specifications and to be informed thoroughly regarding any
and all conditions and requirements that may in any manner affect the work to be performed under
this contract.
QUALIFICATIONS
Prospective Contractors must prove to the City that they are qualified, fully equipped and capable
to fulfill and abide by the requirements listed herein.
Proposals will only be accepted from firms that have service, administration and warehouse
facilities located within 50 miles from the City of El Segundo to provide local service support. The
City shall be assigned company representatives who can be reached during normal working hours
and is authorized to discuss matters and make decisions pertaining to the contract.
Contractor must disclose any pending or past claims, labor law violations, etc. within the last 5
years in the attached Claims Disclosure form (Exhibit D). Failure to identify these may be grounds
for rejection of proposal.
The City reserves and shall be free to exercise the right to evaluate the proposal in relation to
performance record of proposer with the City itself, other municipal corporations, or private
organizations showing firm's experience since 2010 with similar agencies and/or facilities. Such
precautions are deemed to be in the public interest inasmuch as Contractor failure or inability to
provide the services described — for financial reasons or others - can create health situations and
impose unnecessary hardship on the City and the public at large.
Proposer represents that each person who will render services pursuant to this Agreement is duly
qualified to perform such services by all appropriate governmental authorities, where required,
and that each such person is reasonably experienced and skilled in the area(s) for which he or
she will render his or her services.
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
The Vendor may be required to meet with Public Works and end -users, prior to the award. The
purpose of the meeting will be to review contract requirements and City procedures and meet with
the people who will be responsible for making sure the work is done correctly. Vendor may be
required to bring the following personnel to the meeting: the company president or district
manager, the service manager, accounting person and the actual service supervisor who will
most likely be the person responsible for maintenance service. Failure of the Vendor to attend the
meeting will be cause for their company to be determined non -responsible and have their proposal
rejected.
Additional Requirements
1. All work must be self -performed (no subcontracting). All employees must be reported
properly (no classifying as 1099 independent Contractors).
2. Should the prime Contractor substitute a sub -contractor for any of the responsibilities or
obligations covered under the janitorial service contract without the prior written approval
of the City, such substitution without City's consent will be grounds for termination of the
prime contract.
3. All janitorial staff, including supervisor, must have a legal right to work in the United States.
The City requires all janitorial staff to wear vendor -supplied and vendor -paid apparel that
identify them while working on City premises. Apparel must identify company and
individual's name. The Contractor's supervisory staff must wear easily recognized
company apparel that identifies them as a supervisor. The City requires the supervisor to
have a vendor -supplied smart phone at all times.
a. In addition to photo ID badges, all Contractors' personnel must also wear distinctive
and neat appearing clothing that displays the vendor's company name and identifies
them as janitorial staff at all times while working in City facilities. Contractors'
personnel must refrain from the use of any City of El Segundo telephones, photocopy
machines, fax machines, computers or other equipment in the office.
4. The Contractor will use "hospital grade" type cleaning products such as "P & G
Professional Cleaning Program" or an approved equal for the required cleaning. A list of
products that the vendor will use shall be made available for approval by the City.
Additionally, only soapy water shall be used on the exterior of the fish tank to ensure the
longevity of the tank in the Children's areas of the Library.
The Contractor shall provide MSDS sheets for all cleaning products being used to the
Building Maintenance Supervisor at the beginning of the contract term. The Contractor
shall update the MSDS sheets annually for the duration of the contract.
The Contractor will be responsible for supplying all the restroom and employee lounge
supplies such as paper towels, air freshener, toilet paper and liquid, anti -bacterial hand
soap. Additionally, the Contractor is responsible for all janitorial supplies and equipment
necessary to properly perform the work specified above. These supplies and equipment
consist of, but are not limited to, mops, dusting cloths, polishes, vacuum cleaners,
brushes, buckets, detergents, scouring powders, disinfectants, wax, wax machines,
shampoo or steam cleaning equipment, and commercial grade approved disinfectant.
Contractor shall use a fragrant air freshener in the employee rest room; unscented or
lightly scented products are to be used in all other areas of the office.
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City of El Segundo Public Works Department
Agreement No. 6573
Please note that limited space is available for contractor to store basic equipment and
supplies on site.
SECTION IV - STANDARDS
INSURANCE
See attached "Sample Agreement" (Exhibit B) for insurance requirements.
LABOR STANDARDS
The City is committed to the highest labor standards and expects the Contractor to do the same.
Past experience has shown that Contractors who provide janitors with decent wages and health
care tend to have longer employee retention, which in turn enhances safety and productivity.
The City desires that full-time staff be assigned to the maximum extent possible to ensure
consistency in quality and staffing. In order to use part time employees, Contractor must
demonstrate the necessity to use non -full-time employees based on staffing efficiency or the
City's requirements.
Bidders must comply with all federal, state and local labor laws as they pertain to sick leave
(California AB1522), as well as the provisions of the Family and Medical Leave Act and California
Family Rights Act (FMLA/CFRA) of 2020. It is the responsibility of each Bidder to verify whether
employees are entitled to any sick leave, including part-time and full-time employees prior to
submitting a proposal. Vendors must include the cost of these programs in their bid. The City will
not retroactively reimburse the Contractor for any overhead charges if the Contractor failed to
investigate these requirements, and the Contractor shall bear the cost for such oversight.
Employees must be informed of their rights under the California Sick Leave Act through annual
distribution of Notice to Employees handouts. The Contractor must display a FMLA/CFRA Notice
to Employee poster in a conspicuous place at each contract worksite where contract employees
can see it.
Non -Discrimination
Neither the Contractor nor the City shall discriminate against any employees on the basis of race,
color, religion, national origin, age (40 or older), gender, disability, genetic information , union or
non -union membership, as well as any other protected class identified by law, or for reporting any
labor, wage or discrimination violations to the governing agency.
Labor Enforcement Remedies
If Contractor fails to comply with the requirements of labor law, the City shall have the rights and
remedies described in the Contract and remedies provided by law or equity. These
rights/remedies may include the following:
• Report the violation to the proper governing state or federal regulatory agency;
• Withhold from payment to Contractor up to the full amount of any invoice that would
otherwise be due, until Contractor has satisfied the concerns of the City;
• Assess liquidated damages from any payments otherwise due the Contractor
based;
• Terminate the Contract; and/or
• Debar Contractor from the award of future City contracts for a period of time
consistent with the seriousness of the breach. Generally, the period of debarment
should not exceed five years. However, if circumstances warrant, the City may
impose a longer period of debarment up to and including permanent debarment.
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Ghosting
Ghosting is defined as bidding to provide a set amount of cleaning hours but then speed up
production to increase company profit when custodians are given less hours to clean the same
space, compromising both quality of service and health & safety; such practices are not
acceptable. Vendors must provide the actual number of janitorial staff proposed and agreed to by
the City. Furthermore, Contractor shall ensure that janitorial staff are given the necessary rests
and meal breaks, as required by federal and state labor laws.
Exploitation and Manipulation
Abuse of labor laws or any of the following will not be acceptable:
1. Worker's Compensation: Contractors shall purchase and maintain during the term of
the contract sufficient workers' compensation insurance for all of its employees, not
just for a few or for "administrative employees" only, in the amounts required by law.
2. Rampant Federal, State and Local Labor Law Violations such as not allowing sufficient
time for breaks or meals for employees, requiring employees to work past eight hours
without overtime, unpaid wages for overtime, failure to pay employees in a timely
fashion shall not be tolerated. These types of abuses may be grounds for termination
of the contract, in addition to any penalizing action that may be imposed by state or
federal regulatory agencies.
3. Contractor shall ensure that employees are paid their due wages in a timely fashion,
including overtime. Contractor must also ensure that all eligible janitorial personnel
assigned to the City must receive California State Sick Leave, in accordance with
AB1522.
4. The City will not condone the practice of making janitorial staff (including supervisor)
pay out-of-pocket for cleaning supplies, fuel, tools, mileage or other materials for
failure by the Contractor to provide these items. Contractor must ensure that janitorial
staff has adequate supplies, equipment and transportation (between facilities) at all
times.
_Monitoring and Auditing
To ensure compliance with the terms of the contract and labor laws, the City shall reserve the
right to audit or inspect the Contractor's records. Items subject to inspection or audit include, but
not limited to:
• Quarterly auditing of payroll records and time sheets
• Unannounced worksite inspections for employee interviews
• Establish a penalty structure for non-compliance
• Employer submit copy of Cal/Osha 300 log
• Employer submit copy of injury and illness prevention program
• Employer submit copy of HR/personnel manual
Staffing
All employees of the Contractor shall be considered to be, at all times, the sole employees of the
Contractor, under their sole direction and not an employee or agent of the City. The City may
require the Contractor to remove an employee it deems careless, incompetent, insubordinate, or
otherwise objectionable and whose continued employment on City property is not in the best
interest of the City. This includes supervisory staff who violate labor laws, abuse of authority or
the terms of the contract. Appropriate procedures must be followed to remove an employee at the
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request of the City. Removal must be coordinated with Maintenance Manager and Purchasing
Agent, and not arbitrarily requested by a City employee. The Contractor shall institute written
procedures on disciplinary matters for employees and ensure that disciplinary actions and
substandard performance are properly documented. A copy of such manual or procedures must
be included with proposals. Written procedures should also be written in a language — other than
English — for those employees who do not have sufficient command of the English language.
FINANCIAL SOUNDNESS
The City will only consider proposals from companies or firms which have the financial ability to
execute this contract. The City reserves the right to request certified financial statements for the
past two years (2020 & 2021). The City will maintain the confidentiality of balance sheets and
income statements, and they shall not be subject to public information disclosure.
VENDOR RESPONSIBILITIES
1. Provide competent supervision. The Contractor shall be responsible for the quality of work
of their employees. The Contractor shall be responsible for the supervision and direction of
the work performed by their employees and shall provide a supervisor to perform quality
control for the various shifts.
2. The Contractor shall provide trained and qualified supervisors capable of providing the
necessary supervision to satisfy the contract. Each supervisor shall be capable of verbal and
written communication in the English language and shall be capable to effectively
communicate with the service workers. In addition, lead workers'/ day porters working without
a supervisor on site shall be capable of understanding basic directions in the English
Language.
3. The Supervisor shall have the authority to act as agent for the Contractor in their absence.
The Supervisor must be familiar with the requirements of this contract and be able to make
sure all contracts specifications are followed.
4. The Supervisor shall conduct a daily inspection and evaluation of all assigned areas of work,
note all discrepancies, assure they are corrected, and monitor service workers to ensure they
are performing assigned tasks. Supervisor will ensure all required doors are locked after
rooms are cleaned each shift. The Supervisor shall complete and provide a daily digital or
written inspection report to the designated City contract manager. The report shall contain all
the tasks required and shall be unique for each site and include all rooms, halls, restrooms,
etc. This may eventually be in the form of a City designated app. or one provided by the
Contractor. If Zonar GPS or other touch -tracking systems are used, then the City reserves
the right to require the Contractor to employ such a system. The City will provide the handheld
device, which the Contractor will be responsible for keeping secure and in reasonable
condition.
Reports will be generated for all specialized, deep cleaning or seasonal work as well. The
City will work with the Contractor to develop comprehensive reports for each site.
5. The Supervisor shall not double as a working employee as experience has shown that with
all the sites, distance between sites and employees to manage, this is not a viable use of the
Supervisor.
6. Contractor(s) shall at all times enforce strict discipline and good order among employees.
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a. No children, friends, or relatives, or a person not employed and assigned to work site, are
allowed on the premises. Unauthorized use of City property or a City employee's property
is prohibited. Employees may use City break rooms during their designated breaks and
meals; however, they need to clean up after themselves.
7. Contractor shall not use employees of any temporary employment agency. Only actual
employees of the Contractor or authorized sub -contractors are to be used with prior approval
from the City.
Authorized sub -contractors may be used for certain specialized tasks such as window
washing, floor work, pressure cleaning etc. Proposers should submit a list of any sub-
contractors prior to award, for approval by the Contract Administrator.
9. All Contractors' personnel must wear distinctive and neat appearing uniforms with vendor's
company name. Contractor's personnel must wear photo IDs. Sub -Contractor personnel
must have photo ID and meet the same security requirements and uniform standards as the
primary Contractor in all respects. Contractor's personnel will not be allowed on the job site
without photo ID.
10. All janitorial staff — including those who perform specialized tasks — must be fingerprinted
(Livescan) and have no recent criminal record prior to working at City facilities. The costs of
identification cards, background check will be the responsibility of the Contractor and needs
to be included in the proposed price. The Contractor shall have additional employees
properly cleared with photo ids and familiar with the various sites to fill in for absent or
vacationing employees. This is especially important with porters that will not have a
Supervisor on -site during their shift or during a special event.
SECTION V - TECHNICAL SPECIFICATIONS
SERVICES NOT INCLUDED
• Dishwashing (with the exception of refrigerators, microwave ovens, stove tops —
both interior and exterior)
• Laundry services
• Unclogging of toilets or drains other than with a plunger.
• Plumbing or other maintenance services o Exception: If possible, locate and shut
off local water valves for faucets and other plumbing fixtures in the event of
localized plumbing failures is required.
TRAINING AND SAFETY:
Contractors, at their own expense, shall provide each of their employees who will be working on
the job site, with the training needed to safely and competently perform the services required by
this contract, including any requirements for Green Cleaning.
The Contractor must be familiar with all applicable Federal, State, City, City and Local Laws,
Regulations or Codes and be governed accordingly as they apply to this service and must be
aware of the safety standards concerning materials used. The Contractor shall develop and
implement procedures to ensure its employees use chemicals in accordance with the instructions
of the chemical manufacturers. Contractor shall maintain a copy of Material Safety Data Sheets
(MSDS) on -site for chemicals and cleaning products used.
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The Contractor shall notify City staff if practicable, of any condition it may become aware of which
may adversely affect the safe operation of the facility, the correction of which is not within the
Contractor's control.
The Contractor and its' staff shall communicate only with designated City representatives
regarding project scope, performance issues and other applicable details. Contractor's janitorial
staff are not to discuss, communicate or accept any directions from City employees, other than
the designated City representative, who will communicate to the Contractor any special
instructions or requirements.
The Contractor's area service manager and on -site supervisors and backup personnel who will
be performing service for this contract must read and be familiar with the requirements of this
contract.
Contractor employees shall be trained in accident prevention and provide caution signs necessary
to warn persons of unsafe conditions.
The Contractor shall be obligated to ensure employees are trained and medically cleared to
perform any work that is called for under this contract. The Contractor shall also be required to
assess the need for, and provide their employees personal protective equipment (PPE) as
required.
The Contractor must document all training for each employee. The record shall show, at a
minimum, the employee's name, date and type of training provided. A copy of the training records
must be made available to the City upon request.
All chemicals brought on -site shall be purchased by the Contractor and stocked in closets in their
original containers. The chemicals shall remain in their containers until diluted or mixed for use.
All solution bottles and spray bottles shall be in safety containers, which are safe for handling and
their intended use. All containers must be properly labeled by the manufacturer or have a
photocopy of the label from the chemical container affixed to the container.
SCOPE OF SERVICES
Attached Exhibit A
CLEANING PROCEDURES
In the implementation of this contract vendor will develop and implement procedures to avoid
exposure of building occupants to potentially hazardous chemicals that adversely impact air
quality. Proposer shall minimize cross -contamination of regularly occupied areas by chemical
pollutants. In accordance with contract specifications regularly maintain permanent entryway
systems (grills, grates, walk off mats etc.) to capture dirt, particulates, etc. from entering the
building at all high -volume entryways. Where chemical use occurs (including housekeeping
storage areas) maintain practices to ensure that chemical contaminates are adequately dispersed
without entering occupied areas. Ensure that drains plumbed for appropriate disposal of liquid
waste are used where water and chemical concentrate mixing or disposal occurs to provide
environmentally appropriate disposal of liquid waste. When performing maintenance cleaning,
custodians should use as little cleaning product as possible to effectively clean the area. When
using deep -cleaning products, custodians should carefully apply a minimal amount of the product
and allow time for the product to work rather than applying additional product.
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CLEANING ACTIVITY SPECIFICATIONS
These specifications are given as a general guideline to establish a minimum quality of service
for each cleaning activity. The cleaning activities are defined in Exhibit A (Scope of Service)
outlining the level of service required for each type of building area.
A. Receptacles
All trash and paper shall be removed and collected at the Dumpster sites according to the
schedule.
1. Receptacle Emptying and Cleaning
All interior trash receptacles shall be emptied according to schedule. All receptacles shall be
relined with clean plastic liners. The Facilities Maintenance Supervisor shall be notified when a
trash receptacle requires repair or replacement. Receptacles shall be kept clean and odor free.
Trash and paper shall not be allowed to accumulate in hallways or overflow receptacles.
Trash shall not be allowed to blow around grounds by the dumpsters. Spills resulting from
collection process shall be promptly cleaned.
2. Miscellaneous Trash and Paper Collection
All trash and paper left in corridors or near trash receptacles and obviously intended as trash shall
be collected and removed to the designated dumpster/collection site. Any questionable item shall
be verified with the on -site supervisor.
3. Receptacle Cleaning and Disinfecting
On an as needed basis, trash receptacles shall be thoroughly cleaned inside and out, such
cleaning to include any rigid liners within receptacles. Care shall be taken to thoroughly dry metal
parts to prevent rust. Receptacles shall be free from dirt, food, or beverage spoilage and odors.
B. Restroom Cleaning and Servicing
Restrooms shall be cleaned with proper dilutions of disinfectant/detergent cleaning products to
control disease -causing organisms and to prevent odors. Servicing shall be accomplished
according to schedule to ensure adequacy of supplies and hygienic condition of restrooms.
1. Fixture Cleaning and Disinfecting
Fixtures including toilet bowls, hand basins and urinals shall be cleaned according to schedule.
Special care shall be paid to floor and wall mounting brackets and sealants so as not to allow
accumulations of dirt, urine and other soils.
Fixtures shall present a clean shining appearance free from dust, spots, stains, rust, mildew, soap
residues, mineral deposits, organic material, etc. Wall and floor brackets and other fixture
junctures shall be free of accumulations of dirt and urine.
2. Stall Partition Cleaning
Stall partitions and partitions between urinals shall be cleaned according to schedule. Stall and
urinal partitions shall present a clean appearance free from water streaks, stains, soil, or other
unsightly omissions and free from dust on top edges.
3. Mirror and Chrome Cleaning
Mirrors, chrome and other metal trim shall be cleaned and polished according to schedule.
Included shall be metal supply dispensers, hand dryers, metal door pushes, metal light switches.
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Abrasive cleaners shall not be used. Mirrors, chrome, and other metal trim shall be free from
water marks, streaks, soil, stains, graffiti, and other omissions and shall present a high shine.
4. Tile De -scaling
According to the schedule, tile floors, stalls, etc. in restrooms shall be cleaned of all scale, mineral
deposits and soap residues with an appropriate chemical cleaning solution. Extreme care shall
be exercised to avoid damaging fixtures, metal pipes, chrome, etc. Tile floors, walls and shower
stalls shall be cleaned of all scale, mineral deposits and soap residues and shall be thoroughly
rinsed and dried to present a uniformly clean appearance.
5. Grout Cleaning
Grouting and sealants shall be cleaned according to schedule with an appropriate chemical
cleaning agent. Care shall be exercised to prevent damage to tile Grout and other sealants shall
be scrubbed clean and present a uniformly clean and hygienic appearance.
6. Vinyl Tile Floor/Wall Cleaning
Vinyl tile floors and walls shall be thoroughly scrubbed with a heavy-duty disinfectant/detergent
solution per schedule. Extreme care shall be exercised to avoid excessive flooding of area.
Ceramic tile floors and walls shall be thoroughly cleaned, rinsed and dried to present a uniformly
clean appearance.
7. Restroom Supplies
Restrooms shall be serviced according to schedule and as frequently as necessary to ensure
sufficiency of supplies and hygienic condition. Extra supplies (i.e. toilet paper) shall be left when
necessary to ensure ample supply between cleanings. Hand towels, soap, toilet tissue and toilet
seat covers, shall be stocked in appropriate dispensers in quantities adequate to ensure
sufficiency between cleanings.
Sanitary napkin and tampon disposal containers shall be emptied daily and sanitized per schedule
C. Floor Maintenance
1. Sweeping/Dust Mopping
Floors shall be swept or dust mopped according to the schedule to present a clean and orderly
appearance at all times. Floors shall present a clean and orderly appearance with no loose dirt or
debris in evidence including in corners, and other places accessible to the broom or dust mop.
2. Removing Gum/Tar, Etc.
Surface accumulations of chewing gum, tar, hardened dirt and other spoilage that cannot be
removed by other means such as mopping, sweeping, dust mopping, shall be scraped and then
removed. Care shall be taken to avoid damage to floor tiles or finish. All gum, tar, and other soils
shall be removed as soon as they are discovered.
3. Spot Mopping
According to the schedule and as needed, spills, spots and stains shall be damp mopped to
ensure a uniform clean appearance. Spilled materials must be cleaned immediately to prevent
damage to floor finishes. If practical, floors shall receive a light coat of finish to repair the damage
and present a uniform appearance.
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4. Mopping
Floors shall be damp or wet mopped according to the schedule to maintain a uniformly clean
appearance. Care shall be taken to avoid splashing walls, baseboards, furnishings, etc. Disks of
cardboard or plastic shall be placed under or around furniture legs to prevent rust stains. Mopped
floors shall be free from streaks, spots, stains, smears, mop strands and other unsightly
appearance
5. Stripping and Refinishing
This procedure shall be employed according to schedule to remove accumulations of dirt, finish,
scuff marks, discoloration, stains, and rust spots from finished floors. Flooding of floors with
stripping solution or rinse water shall be avoided at all times. Extreme caution shall be exercised
to prevent splashing of walls, baseboards or furnishings. Any furnishings moved in order to
accomplish the procedure shall be replaced to original position when work is completed. Also,
floors shall be re -waxed according to schedule with a sealer and coat of slip -resistant floor finish.
If separate sealer and finish coats are applied, allow adequate drying time between coats. DRY
STRIPPING PROCEDURES SHALL NOT BE USED.
Finished or refinished floors shall present a uniform shine and shall not have buildup or finish
along edges or in corners. Overlapping finish marks shall not be apparent.
D. Carpet Care
Carpets shall be vacuumed, spot cleaned, and shampooed to remove accumulations of dust, dirt,
stains, and soil according to the schedule. Carpets shall present a uniformly clean appearance at
all times free from spots, stains, chewing gum, tar, grease, litter, etc. Any tears, rips, burns, or
indelible stains shall be reported for repairs or replacement.
1. Vacuuming
Carpets shall be vacuumed according to schedule. Close attention shall be paid to corners, edges
and areas that are inaccessible to the machine. Appropriate hand tools shall be employed to
assure that these areas are properly cleaned. Care shall be exercised to prevent hitting or
otherwise damaging walls, baseboards, or furnishings with the vacuum or attachments.
Bags shall be emptied or cleaned regularly. Walk -off mats shall also be vacuumed and any
furniture moved and replaced. Carpets shall be free from lint and debris.
2. Spot Cleaning
Carpets shall be spot cleaned as necessary to remove gum, tar, grease, spills, spots, stains, etc.
The type of cleaner used shall not cause fading or discoloration. Carpets shall be kept free from
chewing gum, candy spills, spots, grease, food and beverage stains, water -marks, etc. Indelible
stains, which cannot be removed by spotting and shampooing, shall be reported to the Facilities
Maintenance Supervisor. Water leaks or beverage spills shall be cleaned up as soon as they are
discovered. Gum and tar shall be removed as soon as they are discovered.
3. Shampooing
This procedure shall be employed according to schedule to ensure a clean and uniform
appearance and to prolong the life of the carpeting. This is complete carpet cleaning and involves
the use of approved method to thoroughly clean carpet. Care shall be taken to avoid damaging
carpet fibers irrespective of the method of carpet cleaning employed. The City shall give the
Contractor at least one week notice prior to shampooing carpets except under extreme
circumstances. Signs must be posted at least forty-eight (48) hours prior to the scheduled work.
The Contractor is responsible for placing sufficient fans to allow the carpet to properly dry before
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the area is occupied. Chair mats or similar items shall not be placed on damp carpet. Carpets
damaged due to improper drying procedures shall be replaced at the Contractors expense.
E. Horizontal Surface Cleaning
Horizontal surface cleaning shall be interpreted to mean those surfaces and objects not high
enough to require the use of a ladder (below 84" or about in height) that comprise the furnishings
and structures of the facility including, but not limited to office furniture chairs, tables, file cabinets),
counter tops, ledges, rails, display cases and the tops of those cases, computers, telephones,
etc.
NOTE: Unless requested, objects (books, papers, pens, pencils, partially filled or empty beverage
containers, files, etc.) on horizontal surfaces (including floor) should not be moved to accomplish
cleaning. If requested, the City employee is responsible for clearing any materials and returning
them.
1. Spot Cleaning
Surfaces which have been spot cleaned shall be free from smudges, fingerprints, dirt, splashes,
smears, spills, etc. and shall present a uniformly clean appearance.
2. Dusting
Dusting shall be accomplished according to schedule. Care shall be exercised to avoid damaging
painted or wooden surfaces and "lighting" of the cleaned areas. Appropriate cleaning agents shall
be used and shall be tested in inconspicuous areas before general use. Any items or furnishings
moved during the procedure shall be replaced to the proper position. Care shall be taken to keep
dust dispersion to a minimum. Dusted surfaces shall be free from dust, lint, paper shreds, grime,
cobwebs, hair, and other unsightly omissions. If treated dust cloths are used, there shall be no oil
streaks left on the surface.
3. Damp Wiping
Damp wiping or washing of horizontal surfaces shall be accomplished according to the schedule.
Appropriate cleaning agents shall be used according to the type and composition of the structure
or object. Any items or furnishings moved during the procedure shall be replaced to the original
position. Care shall be taken to avoid damage to wood or painted surfaces. Surfaces that have
been damp wiped shall be free from dirt, streaks, spots, stains, cobwebs, smudges, fingerprints,
smears etc. and shall present a uniformly clean appearance. Water marks or spots shall be wiped
clean and dry.
F. Vertical Surface Cleaning
Vertical surface cleaning shall be interpreted to mean those surfaces not high enough to require
the use of a ladder (below 84" or about in height) that comprise the furnishings and structure of
the facility and shall include, but not limited to walls, doors, gates, baseboards, table and desk
legs and sides, sides of file cabinets, frames, pictures, wall hangings, maps, signs, ventilation
louvers, etc.
1. Wall Scrubbing
This procedure shall be accomplished according to schedule. Appropriate cleaning agents shall
be employed according to the type and composition of the wall. Disinfectant agents shall be used
on restroom walls. Walls shall be totally cleaned and well rinsed and shall be free from dirt,
splashes, soap residue, fingerprints, etc. and shall present a uniformly clean appearance.
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2. Baseboard Cleaning
Baseboards shall be cleaned according to schedule and after all stripping, scrubbing, and
refinishing procedures as necessary. Baseboards shall be free from splashes, dirt, cobwebs,
finish buildups, streaks, crevice accumulations of dirt, etc. Care shall be taken when vacuuming
that marks are not left on the baseboards and shall be cleaned immediately if staff does bump
and leave marks.
G. Drinking Fountain Cleaning and Disinfecting
Drinking fountains shall be cleaned according to schedule. All surfaces shall be cleaned with an
appropriate disinfectant/detergent solution, wiped thoroughly dry and polished. All trash and
debris (gum wrappers, cigarette butts, etc.) shall be removed. Plumbing problems shall be
reported to thejanitorial supervisor. Wall areas around the fountains shall be free from water spots
and streaks.
H. High Dusting/Cleaning
High surfaces shall be interpreted to mean those surfaces and objects high enough to require the
use of a ladder (above 84" or about in height) or special, long reach cleaning device which
comprise the structure and furnishing of the facility and shall include, but are not limited to
wall/ceiling junctures, light fixtures, ventilation louvers, overhead signs, sills, ledges, etc. shall be
cleaned according to schedule. High surfaces and objects shall be free from dirt lint, cobwebs,
grease, grime, streaks, spots, stains, insects, etc. and shall present an overall clean appearance.
1. Cleaning Vents, Grills, Etc.
Ventilation louvers, grills, panels, etc. shall be cleaned according to schedule by damp wiping,
dusting, washing, or vacuuming as appropriate and with appropriate cleaning agents. Cleaned
vents, grill, etc. shall be free from dirt, accumulated dust, cobwebs, and shall present an overall
clean appearance.
2. Cleaning Light Fixtures/Filters
Light fixtures/filters (egg crates, diffusers, etc.) shall cleaned or dusted using appropriate cleaning
methods without disassembly of any fixtures. Care shall be taken to prevent cracking or breakage.
I. Cleaning Window Coverings
Window coverings shall be cleaned according to schedule. Care shall be taken to prevent
damage.
J. Window/Glass Washing Service Requirements
1. The Contractor shall provide the necessary equipment, supplies, and materials to accomplish
the task and frequency set out for window/glass washing at each facility according to schedule.
2. The Contractor shall wash and dry both the inside and outside according to schedule
window/glass surfaces; wash the inside window frames and sills; dust the outside window frames
and sills; and remove bird and insect nests, if found. All exterior cleaning shall be done from the
ground by use of ladders, lifts, etc. Contractor will not be allowed access to the roof.
3. The Contractor shall observe all OSHA -prescribed safety regulations and practices. All ladders,
scaffolding, window anchors, safety belts, etc. shall be OSHA approved for window/glass
washing.
4. Acids or acid -base products shall not be used for cleaning windows/glass.
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5. The absence of a requirement covering specific equipment, operations, or hazards shall not
relieve the Contractor of the responsibility of taking further action to provide maximum safety in
the performance of window/glass cleaning.
K. Stairwell Cleaning
Stairwells shall be cleaned according to schedule. Stairwells shall present a uniformly clean
appearance.
1. Stair Step Riser and Threshold Cleaning
Risers and thresholds shall be cleaned according to the schedule. Attention shall be paid to
inaccessible areas such as corners and edges and appropriate tools shall be employed to clean
these areas. All gum, tar, grease, and other soils shall be removed. Risers and thresholds shall
be free from trash, both in open areas and inaccessible areas such as corners and along edges.
If finish is used on stairway risers, there shall not be buildup of finish or accumulations of dirt in
layers of finish.
2. Hand Rail Cleaning
Hand rails of stairways shall be cleaned. Handrails shall be free from fingerprints, dirt and smears.
L. Urgent Janitorial Services
Urgent services may include, but are not limited to cleaning up spills, leaks, breakage and bio-
hazard cleanup which requires special handling. Bio-hazard may include blood, urine, fecal matter
and vomit. In the case of urgent services where additional staff or redeployment of on -duty staff
is required, the City Facilities Maintenance Supervisor must notify the Contractor's supervisor.
M. Additional Work
If there is a requirement for any work over and above the regular scheduled cleaning, it will be
performed at an additional cost to the City. The Contractor will be provided a minimum of one
calendar weeks' notice.
PERFORMANCE DISCREPANCIES
Substantial cleaning discrepancies reported by the City's Facilities Maintenance Supervisor to the
Contractor must be corrected by the next scheduled cleaning day, or sooner, if determined by the
City that item(s) need immediate corrective action. Continued discrepancies will be brought to the
attention of the Contractor through a Letter of Cure, and may be grounds for cancellation of the
contract if the problem persists.
REPORTING
Contractor's janitorial staff should report to their on -site supervisor any broken or loose fixtures or
furniture within their cleaning area. The on -site supervisor should report these items to the City's
Facilities Maintenance Supervisor.
SECTION VI — SELECTION PROCESS
Background Review
The City reserves the right to conduct a background inquiry of each proposer which may include
collection of appropriate criminal history information, contractual and business associations and
practices, employment histories and reputation in the business community. By submitting a
proposal to the City, the vendor consents to such an inquiry and agrees to make available to the
City such books and records the City deems necessary to conduct the inquiry.
18
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
Terms of A reernent.
1. When a provider has been approved by the City, an Agreement will be executed between
City and Consultant. A sample of the agreement is attached (Exhibit B) for review. Any
exceptions to this agreement must be noted at the time of submitting a proposal. If no
exceptions are noted, the contract will be executed in the form provided. If the terms of
the Agreement cannot be agreed upon for any reason, another vendor may be selected.
2. Contractor will be required to obtain and, during the term of the contract, maintain
insurance policies as detailed in the sample Agreement.
CONTRACT TERM
The initial contract term will be for three (3) years from the time of inception. By mutual agreement
between the City and the Contractor, the contract may be renewed for two (2) optional one-year
renewal terms, for a maximum contract period of five (5) years from the start date. An annual
increase will be applied to the base bid rates for services. The increase shall be based upon the
year -over -year increase in the consumer price Index, all urban consumers (CPI-U) for the Los
Angeles -Long Beach -Anaheim areas, or 3%, whichever is less. The renewal options will be based
upon the Contractor's performance evaluation described in the Specifications Section of this RFP.
Subsequent contract renewal prices or rates shall be guaranteed for a minimum of twelve (12)
months.
Termination for Default
The City may, by written notice of default to the vendor, terminate any resulting order in whole or
in part should the vendor fail to make satisfactory progress or fail to remedy discrepancies within
the time set forth in any Cure Letter sent to the Contractor by the Purchasing Agent. If, after notice
of termination of this contract under the provisions of this clause, it is determined for any reason
that the Contractor was not in default under the provisions of this clause, the rights and obligations
of the parties shall be the same as if the notice of termination had been issued pursuant to the
Termination for Convenience clause. The rights and remedies of City provided under this article
shall not be exclusive and are in addition to any other rights and remedies provided by law or
under resulting order.
Termination for Convenience
The City may - by written notice stating the extent and effective date - terminate any resulting
contract for convenience in whole or in part, at any time. The City shall pay the vendor as full
compensation for performance until such termination the services or pro -rate price for the
delivered and accepted portion, and a reasonable amount, as costs of termination not otherwise
recoverable from other sources by the Contractor as approved by the City. With respect to the
undelivered or unacceptable portion of the Agreement, the amount of compensation shall in no
event exceed the total price of the services rendered. In no event shall the City be liable for any
loss of profits on the resulting order or portion thereof so terminated. The rights and remedies of
the City provided in this article shall not be exclusive and are in addition to any other rights and
remedies provided by law or under resulting order.
PRICING
All prices, terms and conditions for the contract period shall remain firm for the initial 12 months
of the contract, in accordance with the pricing sheets submitted with the proposal. Starting salary
for new full-time janitorial staff shall be no less than the California minimum wage. Existing
janitorial staff under the current Contractor are protected under the Janitorial Displacement Act
and must be paid at their current hourly rates until the next scheduled California minimum wage
19
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
increase. Any staff (such as lead worker or day porter, etc.) earning a higher hourly rate must be
maintained at the same hourly rate differential throughout the term of the contract.
Pricing on proposals shall be sufficient to pay all applicable Federal and State withholdings,
workmen's compensation, janitorial staff mileage reimbursement (at the current IRS rate for the
Los Angeles area) if no company vehicle is provided to travel to and from City facilities; as well
as any sick leave that may be required under California Assembly Bill 1522 (AB1522). Janitorial
staff uniforms, chemicals, equipment, overhead and profit must also be included.
Price Escalations
Prices shall remain firm for the initial 12-month period of the contract. Any subsequent increases
shall be limited to the prior year's Consumer Price Index for all urban consumers (Los Angeles
area CPI-U, unadjusted for seasonal changes) for the prior twelve (12) month period. The price
adjustment will be limited to a maximum of three percent (3.0%) per year unless Federal, State
or local mandates dictate higher rates. All price increases must be justified with evidence of
increased costs borne by the Contractor.
Invoicing
Detailed invoices shall be submitted monthly or 4-week billing cycle with breakdown mutually
agreed by the Contractor and the City. Careful attention shall be given to each invoice to ensure
that invoices reflect only those services actually performed during the billing period are listed. For
instance, if services for facilities are to be performed only during certain months of the year, the
invoice should be adjusted accordingly. The City will not pay for any services not performed and
listing non -performed services on the invoice will only delay payment. All Invoices shall be
remitted to the Facilities Maintenance Supervisor:
City of El Segundo
Attn: Jorge Prado
150 Illinois Street
El Segundo, CA 90245
Evaluation of Proposals
A panel comprised of City staff will review all proposals received in compliance with the deadline
to ensure responsiveness to the requirements of the RFP as set forth herein. Failure to meet the
requirements may be cause for rejection of a proposal. The evaluation panel will review and rank
the proposals based upon the `Ranking Criteria' table, and then re -rank the proposals in
consideration of the Cost Proposal and overall value of the proposed services.
The top -rated Contractors may be requested to come to an interview with the evaluation panel,
who will determine the final rankings. The ultimate scope of work, schedule, and fee will be
negotiated with the top -ranked firm, resulting in a recommended contract award by staff to the
City Council. The successful bidder is selected by the City Council acting within its sole discretion.
The City Council is under no obligation to contract with any bidder. If an agreement cannot be
reached with the top -ranked firm in a reasonable amount of time, negotiations may begin with the
next highest-ranking firm until an agreement is reached.
20
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
Evaluation Criteria:
Tentative Schedule
The following schedule represents a target timeframe for the Respondent Selection process and
execution of the License Agreement. Dates are subject to change.
Action
Date
Notes
Addendums may be issued during this procurement process; however, none will be issued fewer
than three (3) working days prior to the proposal due date.
Any and all questions shall be posed solely to Erica Miramontes via email:
emiramontese.elsectundo.orq. Questions and answers submitted after the Pre -proposal Meeting
will be posted on the City's website at hftps://www.elsegundo.or /ooverniment/de artments/cit
clerk/bid-rfp
Attachments
Scope of Services (Exhibit A)
City Agreement and Summary of Insurance Requirements (Exhibit B)
City Facility Janitorial Site Map (Exhibit C)
Pricing Sheet (Exhibit D)
21
Request for Proposal for Janitorial Services
City of El Segundo Public Works Department
Agreement No. 6573
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Agreement No. 6573
Regular Daily Service includes but is not limited to:
Empty and clean all wastebaskets and other waste containers and insert new appropriate plastic
liners in all wastebaskets and containers on a daily basis.
• Clean all floors by sweeping and/or dust mopping, including halls and interview rooms. Damp mop
all spots/stains as needed. Move and return furniture, chairs, etc. to their appropriate location as
needed for cleaning.
• Vacuum all carpeted areas. Spot clean or damp mop all spots/stains as needed. Move and return
furniture, chairs, etc. to their appropriate location as needed for cleaning.
• Clean all counters and display cases.
• Clean and disinfect the drinking fountain and all kitchen and bathroom sinks (dispose of all items
left in the sink).
Clean all marks, and smudges from the reception windows, counters, chairs, and other furniture in
lobby areas.
Thoroughly clean all urinals, toilets and lavatories with a solution containing a commercial grade,
approved disinfectant.
• Damp mop lavatory floor areas with a germicidal solution.
• Spot clean walls around sinks, urinals and toilet bowls.
• Clean restroom mirrors and bright metal. Refill all soap, towel, air freshener, and paper product
dispensers nightly. Dust the tops of the lavatory partitions.
• Wash entrance door glass and frames to remove hand marks and smudges.
• Remove and deposit trash in the designated containers daily. Empty recycle bins and shredders at
each workstation daily. Place all trash from buildings into designated areas outside of building for
municipal collection.
• Remove all identified recyclable materials to the recycle bins.
• Leave written notice of any irregularities noted during servicing, i.e. defective plumbing fixtures,
electrical problems, burned -out lights, and breakage or damage to bulbs for the City's Building
Maintenance Supervisor.
• Turn off all lights except those required and designated to be left on. Set automated alarm system
upon completion of janitorial service where appropriate.
• Wash, dry, and store dishes, pots, pans, and kitchen utensils in designated cabinets after these
evening meetings have ended:
o City Council meetings (15' and 31d Tuesday of the month)
o Planning Commission (2"d and 4'h Thursday of the month)
o Recreation Park Commission meetings (3rd Wednesday of the month)
• Any questionable items left near trash cans are not to be removed unless clearly marked.
• Clean company logos and signs throughout all areas
• In the Young People's Library area, dust and polish with non -toxic cleaners (soapy water on
Plexiglas on Living Coral Reef) to ensure safety of fish and longevity of the Plexiglas
• Clean and remove building graffiti
• Polish all brass/stainless handrails, doors and trim surfaces with approved polish
• Empty exterior ash urns from all buildings where present; replace sand as needed
• For Restrooms and Locker Rooms, additionally,
o Restock all soap, toilet paper and paper towel supplies
o Clean toilets including exterior surfaces
o Clean all mirrors
o Clean and refill dispensers
o Clean sinks, faucets, chrome fittings, and toilets
o Empty Sanitary Napkin containers and replace Liners as needed.
o Spot wash walls and dispensers
o Spray odor control
o Sweep, wet mop and sanitize floors
o Ensure air fresheners are available in all restroom stalls
For Restrooms and Locker Rooms in the Joslyn Center, and the Clubhouse, additionally,
o Mop locker room floors
Agreement No. 6573
o Restock all soap, toilet paper and paper towel supplies
• For all public restrooms in Recreation Park, Campus El Segundo, and Hilltop Park, additionally,
o Ensure that all the restrooms are completely cleaned as described above
o Restock all soap, toilet paper and paper towel supplies
• For Lunchrooms, additionally,
o Clean all tables and chairs and counter tops
o Clean appliances — stovetops, refrigerators, coffee machine and microwaves
• For City Manager/City Council Kitchen
o Clean appliances including stovetops, refrigerators, coffee machines, microwave oven, and
toaster oven
o Wash and put away dishes
o Clean kitchen counter
o Mop and sanitize floor
• For City Manager's Office and waiting area
o For City Manager's office, clean, wipe off, dust the City Manager's desk, bookcase,
conference table, windowsill, computer, printer, TV, coat rack, chairs
o For City Manager' office, clean floor mat
o For City Manager/City Council waiting area, clean, wipe off, dust waiting area tables and
chairs daily
o Vacuum daily
• For Elevators, additionally,
o Turn OFF Elevator
o Wet mop and sanitize floor
o Clean elevator walls and control panel
o Wipe down doors inside and out.
o Sweep and vacuum door tracks on both levels.
o For Library elevator, clean interior and exterior brass doors, panels, and call buttons.
o For City Hall elevator, clean interior and exterior stainless steel doors, panels, and call
buttons
o For Joslyn Center elevator, clean interior and exterior painted doors, wood panels and all
buttons
o Turn ON Elevator
• Secure facility upon completion of work
Weekly service includes but is not limited to:
• Clean the inside of microwave ovens
• Clean and disinfect tables in employee lounge areas
• Clean windows/glass in conference rooms
• Dust all telephone receivers and office furniture windowsills, low ledges, baseboards, blinds, picture
frames, moldings and counters office equipment and furniture
• Empty coffee filters / coffee grounds from coffee machines and dispose of them in a trash
receptacle
• Wash and rinse any coffee pots
• Thoroughly clean the entire restroom or restrooms in each facility; sanitize the floor and tile area on
the walls; remove any hard watermarks and soap scale from faucets
• Systematically clean and dust all library bookshelves on a continuous, rotational basis
General Monthly Service includes but is not limited to:
All Monthly work shall be done during the week that includes the 1 st business day of the month and shall
be ready for inspection on the Monday of the following week.
• Perform complete "high" dusting — includes pictures, frames, sills, door jambs, ceiling vents and
grilles, fixtures and diffusing lenses, spotlights, baseboards, shades, drapes, blinds and any area
Agreement No. 6573
not included in daily cleaning
• Dust/wax City Manager's wrap -around desk/file cabinets, bookshelves, coat rack, and conference
table
• Vacuum upholstered furniture — vacuum under cushions
Clean soil spots from chairs
• Clean and high-speed buff all tile floors, hallways and restroom floor tiles
• Carpet cleaning as needed or requested
Pressure wash front entrance, stairs, sidewalk, entryways, and north restroom ramp of the Library
• Spot clean carpeted areas of the Library as requested
Quarterly Service includes but is not limited to:
All quarterly work shall be done during the first two weeks of the quarter (in the months of January, April,
July and October) and shall be ready for inspection the third week.
• Dust/wax each desk top
• Dust/wax tops of all filing cabinets
• Wipe down/disinfect chairs in lobby areas
• Clean all trash containers with detergent
• Wipe/clean/remove any visible dust from heating/air conditioning vents
• Strip and wax (three coats) all tile/linoleum surfaces
• Machine scrub tile floors in restrooms, showers and locker rooms; sanitize all floor and wall
surfaces
• At Library, clean interior windows
Bi-Annual Service (January and June)
• Steam clean or shampoo all carpeted library areas using approved cleaning methods and
equipment
• At Library, clean all exterior library windows
• Shampoo the Joslyn Center, Teen Center, Clubhouse and Checkout carpet using approved
cleaning methods and equipment
Wax and polish floors in the following Recreation Park areas:
o Teen Center
o Joslyn Center
o Clubhouse
Annual Service (June)
o Strip and wax floors
• Steam clean or shampoo all carpeted areas using industry approved cleaning methods and
equipment
• Clean all windows in building
• Remove all cobwebs from corners, ceilings and window frames
Additional Service (Varies)
• The City may, at its discretion, direct the Contractor to perform additional work for special City events
• Up to (12) events per year, full day
• Pricing for this additional service shall be included in the Proposal as a flat rate of $10,000/year
Agreement No. 6573
Defined list of each P&G item to be used.
All products are part of a Closed Loop, this defines that the product must be used with a dispensing system.
• PGC30250 — Comet Closed Loop Disinfecting Cleaner w/Bleach — Application: All -Purpose Cleaner,
Applicable Material: Ceramic, Fiberglass, Plastic, Porcelain, Stainless Steel, Tile, Chemical Compound:
Bleach, Dirt Types: Grease, Grime, Soap Scum, Stain. 5:1 Dilution
• PGC20542 — Comet Closed Loop Disinfectant Sanitizing Cleaner — Application: Restroom Cleaner for
sinks, toilets, and urinals. No rinsing required and deodorizes in one step. Non -Abrasive cleaner that
cleans soap scum with little effort. 5:1 Dilution
• PGC31569 — Spic N Span Closed Loop Floor Cleaner — Application: Floor Degreaser for all types of
floors without floor finish. Dual -surfactant system emulsifies greasy soils and suspends them for easy
removal. Delivers excellent cleaning in hard water and is non -corrosive. 42:1 Dilution
• PGC32535 — Spic N Span Closed Loop Disinfecting All Purpose Cleaner — Application: Multi Surface,
Disinfectant, Deodorant all in one product. 15:1 Dilution makes it economical and can be used on all
types of hard surfaces including glass.
• PGC39949 — Mr Clean Closed Loop Floor Cleaner — Application: Floor Cleaner that will not damage floor
finishes. 128:1 Dilution
0 309525154 — Febreze Closed Loop Sanitizing Fabric Refresher — Application: Any soft surface such as
upholstered furniture, window treatments, carpets, mattresses, duvets, lamp shades. Always test first on
hidden areas of fabric. Kills 99.9% of bacteria on soft surfaces. Prevents the growth of mold and mildew.
Eliminates odors with Febreze technology. Provides Febreze freshness. 5:1 Dilution
EXHIBIT B Agreement No. 6573
(SAMPLE)
MAINTENANCE AGREEMENT
BETWEEN
Pray
THE CITY OF EL SEGUNDO AND
COMPANY NAME
This MAINTENANCE AGREEMENT ("Agreement") is made and entered into this
1:XAT�C . by and between the CITY OF EL SEGUNDO, a general law city and municipal
corporation ("CITY") and COMPANY NAME, a CALIFORNIA CORPORATION
("CONTRACTOR").
The parties agree as follows;
1. CONSIDERATION.
A. As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, Exhibit "A".
B. As additional consideration, CONTRACTOR and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONTRACTOR not to exceed
dollars ($...... mmmm ...._....j rates set forth in the attached Exhibit "A" which
is incorporated by reference, for CONTRACTOR's services. CITY will pay such
amount promptly, but not later than thirty (30) days after receiving
CONTRACTOR's invoice.
2. TERM. The term of this Agreement will be from .........� This term may be
amended by mutual written consent of the parties, as specified in Section 19,
3. SCOPE OF SERVICES.
A. CONTRACTOR will perform services listed in the attached Exhibit A.
B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies and
materials, equipment, printing, vehicles, transportation, office space and facilities,
and all tests, testing and analyses, calculation, and all other means whatsoever,
except as herein otherwise expressly specified to be furnished by CITY, necessary
or proper to perform and complete the work and provide the professional services
required of CONTRACTOR by this Agreement.
4. PREVAILING WAGES.
City of El Segundo Maintenance Agreement (with Prevailing Wage)
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Agreement No. 6573
A. Pursuant to Labor Code § 1720, and as specified in 8 California Code of
Regulations § 16000, CONTRACTOR must pay its workers prevailing wages. It
is CONTRACTOR's responsibility to interpret and implement any prevailing
wage requirements and CONTRACTOR agrees to pay any penalty or civil
damages resulting from a violation of the prevailing wage laws.
B. In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem
wages are available upon request from CITY's Engineering Division or the
website for State of California Prevailing wage determination at
http://www.diy-.ca.gov/DLSRIPWD. CONTRACTOR must post a copy of the
prevailing rate of per diem wages at the job site.
C. CITY directs CONTRACTOR's attention to Labor Code §§ 1777.5, 1777.6 and
3098 concerning the employment of apprentices by CONTRACTOR or any
subcontractor.
D. Labor Code § 1777.5 requires CONTRACTOR or subcontractor employing
tradesmen in any apprenticeship occupation to apply to the joint apprenticeship
committee nearest the site of the public works project and which administers the
apprenticeship program in that trade for a certificate of approval. The certificate
must also fix the ratio of apprentices to journeymen that will be used in the
performance of the contract. The ratio of apprentices to journeymen in such cases
will not be less than one to five except:
When employment in the area of coverage by the joint apprenticeship
committee has exceeded an average of 15 percent in the 90 days before the
request for certificate, or
ii. When the number of apprentices in training in the area exceeds a ratio of
one to five, or
HE When the trade can show that it is replacing at least 1 /30 of its
membership through apprenticeship training on an annual basis state-wide
or locally, or
iv. When CONTRACTOR provides evidence that CONTRACTOR employs
registered apprentices on all of his contracts on an annual average of not
less than one apprentice to eight journeymen.
CONTRACTOR is required to make contributions to funds established for
the administration of apprenticeship programs if CONTRACTOR employs
registered apprentices or journeymen in any apprenticeable trade on such
contracts and if other contractors on the public works site are making such
contributions.
City of El Segundo Maintenance Agreement (with Prevailing Wage)
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Agreement No. 6573
vi. CONTRACTOR and any subcontractor must comply with Labor Code §§
1777.5 and 1777.6 in the employment of apprentices.
vii, Information relative to apprenticeship standards, wage schedules and other
requirements may be obtained from the Director of Industrial Relations,
ex-officio the Administrator of Apprenticeship, San Francisco, California,
or from the Division of Apprenticeship Standards and its branch offices.
E. CONTRACTOR and its subcontractors must keep an accurate certified payroll
records showing the name, occupation, and the actual per diem wages paid to
each worker employed in connection with this Agreement. The record will be
kept open at all reasonable hours to the inspection of the body awarding the
contract and to the Division of Labor Law Enforcement. If requested by CITY,
CONTRACTOR must provide copies of the records at its cost.
5. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR
has
Thoroughly investigated and considered the scope of services to be
performed;
Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONTRACTOR warrants that
CONTRACTOR has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONTRACTOR discover any latent or unknown conditions that may
materially affect the performance of the services, CONTRACTOR will
immediately inform CITY of such fact and will not proceed except at
CONTRACTOR's own risk until written instructions are received from CITY.
6. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONTRACTOR will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits "combined single)
City of El Segundo Maintenance Agreement (with Prevailing Wage)
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Agreement No. 6573
Commercial general liability:
Business automobile liability
Workers compensation
$2,000,000
$1,000,000
Statutory requirement.
B. Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name City, its officials, and employees as "additional insureds" under
said insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by City will be excess thereto.
Such insurance will be on an "occurrence," not a "claims made," basis and will
not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to City.
C„ Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 01 06 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement,
endorsements as required herein, and such other evidence of insurance or copies
of policies as may be reasonably required by City from time to time. Insurance
must be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VIL" Certificate(s) must reflect that the
insurer will provide thirty (30) day notice of any cancellation of coverage.
CONTRACTOR will require its insurer to modify such certificates to delete any
exculpatory wording stating that failure of the insurer to mail written notice of
cancellation imposes no obligation, and to delete the word "endeavor" with regard
to any notice provisions.
E. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR's
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate.
7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this
Agreement until:
A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this
Agreement; and
B. CITY gives CONTRACTOR a written Notice to Proceed.
C. Should CONTRACTOR begin work in advance of receiving written authorization
to proceed, any such professional services are at CONTRACTOR's own risk.
City of El Segundo Maintenance Agreement (with Prevailing Wage)
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Agreement No. 6573
A, Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause. Notice of termination will be in writing.
B. CONTRACTOR may terminate this Agreement upon providing written notice to
CITY at least thirty (30) days before the effective termination date.
C. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
D. By executing this document, CONTRACTOR waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
9. INDEMNIFICATION.
A. CONTRACTOR indemnifies and holds CITY harmless from and against any
claim, action, damages, costs (including, without limitation, reasonable
attorney's fees and penalties), injuries, or liability, arising out of this
Agreement, or its performance including, without limitation, damages or
penalties arising from CONTRACTOR's removal, remediation, response or
other plan concerning any Hazardous Waste resulting in the release of any
hazardous substance into the environment, except for such loss or damage
arising from CITY's sole negligence or willful misconduct. Should CITY be
named in any suit, or should any claim be brought against it by suit or
otherwise, whether the same be groundless or not, arising out of this
Agreement, or its performance, CONTRACTOR will defend CITY (at
CITY's request and with counsel satisfactory to CITY) and will indemnify
CITY for any judgment rendered against it or any sums paid out in
settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and volunteers.
C. CONTRACTOR expressly agrees that this release, waiver, and indemnity
agreement is intended to be as broad and inclusive as is permitted by the law of
the State of California and that if any portion is held invalid, it is agreed that the
balance will, notwithstanding, continue in full legal force and effect.
D. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
E. The requirements as to the types and limits of insurance coverage to be
maintained by CONTRACTOR as required by this Agreement, and any approval
of said insurance by CITY, are not intended to and will not in any manner limit or
City of El Segundo Maintenance Agreement (with Prevailing Wage)
Page 5
Agreement No. 6573
qualify the liabilities and obligations otherwise assumed by CONTRACTOR
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
10. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that
CONTRACTOR will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONTRACTOR will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONTRACTOR is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work
or to exercise a measure of control over the work means that CONTRACTOR will follow the
direction of the CITY as to end results of the work only.
11. NOTICES.
A. All notices given or required to be given pursuant to this Agreement will be in
writing and may be given by personal delivery or by mail. Notice sent by mail
will be addressed as follows:
To CITY: Attn: Jorge Prado
City of El Segundo
350 Main Street
EI Segundo, CA .III.
no.: 1 41
COMPANYTo CONTRACTOR,: Attn: CONTACTNANJE
-.--
COMPANY ADDRESS
Phone:
Email:
B. When addressed in accordance with this paragraph, notices will be deemed given
upon deposit in the United States mail, postage prepaid. In all other instances,
notices will be deemed given at the time of actual delivery.
C. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
12. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
13. WAIVER. A waiver by CITY of any breach of any tern, covenant, or condition contained
in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
City of El Segundo Maintenance Agreement (with Prevailing Wage)
Page 6
Agreement No. 6573
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
14. CONSTRUCTION. The language of each part of this Agreement will be construed simply
and according to its fair meaning, and this Agreement will never be construed either for or
against either party.
15. SEVERABLE. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
16. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
17. WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a
waiver of any other provision, nor will such waiver constitute a continuing waiver.
18. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
19. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned
upon approval and ratification by the El Segundo City Council. This Agreement is not binding
upon CITY until executed by the City Manager. The Parties represent and warrant that all
necessary action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be modified by
written agreement. CITY's city manager may execute any such amendment on behalf of CITY.
20. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any
number of separate counterparts, and all such counterparts so executed constitute one Agreement
binding on all Parties notwithstanding that all the Parties are not signatories to the same
counterpart. In accordance with Government Code § 16.5, the Parties agree that this Agreement,
Agreements ancillary to this Agreement, and related documents to be entered into connection
with this Agreement will be considered signed when the signature of a party is delivered by
electronic transmission. Such electronic signature will be treated in all respects as having the
same effect as an original signature.
21. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity
between any provision of this Agreement, its attachments, the purchase order, or notice to
proceed, the provisions of this Agreement will govern and control.
22. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
City of El Segundo Maintenance Agreement (with Prevailing Wage)
Page 7
Agreement No. 6573
23. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, terrorist act, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties' control, then the Agreement will
immediately terminate without obligation of either party to the other.
24. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole
agreement between CONTRACTOR and CITY respecting lead based stabilization. To the
extent that there are additional terms and conditions contained in Exhibit "A" that are not in
conflict with this Agreement, those terms are incorporated as if fully set forth above. There are
no other understandings, terms or other agreements expressed or implied, oral or written.
[Signatures on next page]
City of El Segundo Maintenance Agreement (with Prevailing Wage)
Page 8
Agreement No. 6573
IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and
year first hereinabove written.
CITY OF EL SEGUNDO Cf:DlNI P N Y NA N1 [:a
Darrell George, Nape:
City Manager '1"itle:
ATTEST:
Tracy Weaver,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
Joaquin Vazquez, Deputy City Attorney
Insurance Reviewed by:
Hank Lu, Risk Manager
Taxpayer ID No.
Contractor State
License No.:
Contractor City Business
License No.:
City of El Segundo Maintenance Agreement (with Prevailing Wage)
Page 9
Agreement No. 6573
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EXHIBIT D Agreement No. 6573
of Staff
Per e.
Location
Dedicated to Weekly Rate
this Location
Monthly
Lifeguard Station, 7 days weekly for 4
months, May 23 to Sept 30 (Annual Rate
1
will be Weekly Rate x 18 weeks)
2
El Segundo City Library, 6 days weekly
3
City Hall, 5 days weekly
4
Police Station, 5 days weekly
5
Fire Station 1, 5 days weekly
6
Gordon Clubhouse, 6 days weekly
7
Checkout Building, 7 days weekly
8
Joslyn Center. 7 days weekly
6.7•8
Rec Park Restrooms. 7 days weekly
9
Joslyn Elevator, 7 days weekly
10
Teen Center, 6 days weekly
11
Water Division Yard, 3 days weekly
Hilltop Park Pool, 7 days weekly
12
Camp Eucalyptus, 3 days weekly
13
City Maintenance Yard. 3 days weekly
14
Campus El Segundo, 7 days weekly
15
16
Wiseburn Aquatic Facility, 7 days weekly
Special City Events (varies), up to (12) events
$10, 000.0
per year, full day
BASE BID ANNUAL TOTAL (S)
In order to fully evaluate service levels for each location against pricing quoted above, please provide in writing staffing
levels for each site and cumulative hours per day that you plan to dedicate to the services needed at each location.
The agreement between the City and the selected contractor will allow minimum wage increase adjustment if the increase
exceeds CPI adjustment
Company Name and Telephone Number
Printed Name of Authorized Agent
Signature of Authorized Agent
Date