HomeMy WebLinkAboutE-8 Staff Report - Janitorial Services NIBCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E. DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: JANUARY 21, 2020
SUBJECT: APPROVAL OF JANITORIAL SERVICES SPECIFICATIONS AND
AUTHORIZATION TO SOLICIT BIDS
BACKGROUND:
The City last solicited bids for janitorial services in March 2015. The contract for services will expire in
May 2020 and the current services provider has utilized all contract extensions. Because all extensions
have been exhausted, staff must solicit bids and award a new contract for janitorial services. Once the
bids have been received staff will review and award a contract to the lowest responsive bidder for the
duration of 3 years with an option for (2) 1-year extensions.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1)Approve the attached Janitorial Services Specifications; and
2)Authorize staff to solicit bids for city-wide janitorial services.
ANALYSIS:
The City last solicited bids for janitorial services in March 2015. The contract for services will expire in
May 2020 and the current services provider has utilized all contract extensions. Because all extensions
have been exhausted, staff must solicit bids and award a new contract for janitorial services. Once the
bids have been received staff will review and award a contract to the lowest responsive bidder for the
duration of 3 years with an option for (2) 1-year extensions.
Each facility has a different need due to the hours and nature of operations. The specifications consider a
service level deemed appropriate for each facility. Briefly, this is summarized as follows:
APPROVED
CITY COUNCIL
1/21/2020
RFP Janitorial Services
January 21, 2020
Page 2
1. Police - 7 days per week
2. NRC & MPK - 7 days per week
3. Library - 6 days per week
4. Sr. Center - 5 days per week
5. City Yard (including restroom next to warehouse) - 4 days per week
6. Memorial Park Admin. - 4 days per week
7. City Hall - 4 days per week
8. Durrell House, Barnes House, Women’s Club, Aquatic Center, Boy Scout House – 1 day per
month
9. Light & Water Admin Bldg, Electric Yard Office, Water Yard Office, Annex Bldg – 4 days per
week
10. Water Filtration Office – 1 day per week
11. Light & Water Suite 2B – as needed
FISCAL IMPACT:
There are no fiscal impact associated with the proposed recommendations. Sufficient budget for
services have been included in the current year. Upon selection of the most qualified vendor, contract
costs will be included and allocated amongst various funds as appropriate each budget year.
Prepared by: Reviewed by:
Robert Delgadillo, P.E. Sergio Gonzalez
Director of Public Works/ City Manager
City Engineer
Attachment:
1. Janitorial Services Notice of Inviting Bids & Specifications
CITY OF AZUSA
NOTICE INVITING BIDS
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
Submission Deadline: March 19, 2020, 11:00 A.M.
Late submissions will not be considered
Submit Proposals To: Adrian Garcia
City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91702
CITY OF AZUSA
NOTICE INVITING BIDS
NOTICE IS HEREBY GIVEN that separate sealed Bids will be received at the City of
Azusa City Clerk’s Office, 213 E. Foothill Blvd., Azusa, CA 91702, California, phone
(626) 812-5229 until 11:00AM on March 19, 2020, at which time they will be opened
and reviewed for the provision of the following:
“Janitorial Services for City of Azusa Facilities”
All proposals must be sealed and clearly identify the bidder’s name, and address.
The City of Azusa hereby notifies all bidders that it will affirmatively insure that in any
contract entered into pursuant to this invitation, the City will not discriminate against any
bidder on the grounds of race, color, sex, or national origin in consideration for the
award.
Bid packets may be obtained at the Public Works Office in Azusa City Hall West , 213 E.
Foothill Blvd., Azusa. You may also email your bid packet request to
rdelgadillo@azusaca.gov.
A MANDATORY pre-bid conference will be held on Wednesday, February 19th, 2020,
(9:30AM.) at the City of Azusa City Yard located at 809 N. Angeleno, Azusa, California
91702. The exact meeting location at the City Yard location will be the Conference
Room in the City Yard Public Works Administration Office.
All persons responding to this invitation shall be aware that their bids are deemed public
records and may be subject to disclosure upon request. The City reserves the right to
reject any or all proposals, to waive any informality or irregularity in any bid received,
and to be the sole judge of the merits of the bids received.
Proposed Schedule:
MANDATORY Pre-Bid Conference February 1 9, 2020 9:30 a.m.
Bid Opening March 19, 2020 11:00 a.m.
City Council Award of Contract April 6, 2020
Contract Effective June 1, 2020
CITY OF AZUSA
INSTRUCTIONS TO PROPOSERS
CONTRACT TERMS AND CONDITIONS
In awarding any equipment purchase contract, the selected bidder must agree to enter into
a Maintenance Services Agreement (“Agreement”) with the City and comply with the
Azusa Municipal Code (“City Code”) as conditions of receiving the contract.
The City reserves the right to: (1) reject any and all bids; (2) waive minor irregularities;
or (3) disqualify any bid that contains false or misleading information.
The initial term of the contract is three (3) years with two (2) additional one (1) year
extensions available.
LICENSES, PERMITS AND LAND USE APPROVALS
The selected bidder must comply with all City, County and State standards and must, at
the time it makes a proposal to the City and throughout the time that the bidder provides
services to the City, possess all other permits, licenses or land use approvals required by
the City or any County, State or Federal agency to operate its business. The bidder shall
identify in its proposal the location from which it will provide services to the City. The
bidder must have, at the time it submits its proposal, the right to lawfully operate the
business from that location. The business must lawfully be operating from such location
at the time it submits its bid.
AWARD OF CONTRACT
Issuance of this Notice Inviting Bids and receipt of bids does not commit the City to
award a contract. The City reserves the right to reject any or all proposals, to accept any
bid or portion thereof, to waive any irregularity, or disqualify any bid that contains false
or misleading information, and to take the bids under advisement for the period of time
stated in the “Notice Inviting Bids,” all as may be required to provide for the best
interests of the City. In no event will an award be made until all necessary investigations
are completed as to the responsibility and qualifications of the bidder to whom the award
is contemplated.
No person may withdraw his bid for a period of ninety (90) days after the time set for the
opening thereof.
INSURANCE
Prior to the commencement of the janitorial services, the selected bidder shall provide to
the City certificates of insurance with original endorsements, and copies of policies, if
requested by the City , of the following insurance, with Best’s Class A- or better carriers:
(1) Workers’ compensation insurance covering all employees and principals of
the bidder, in a minimum amount of $1 million per accident, effective per the
laws of the State of California; and
(2) Commercial General Liability insurance covering third party liability risks,
including without limitation contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal
injury, and property damage. If commercial general liability insurance or other
form with a general aggregate limit.
Said policy or policies shall be endorsed to state the coverage shall no be suspended,
voided, or canceled by either party, or reduced in coverage or in limits except after thirty
(30) days’ prior notice has been given in writing to the City. The selected bidder shall
give to the City prompt and timely notice of any claim made or suit instituted arising out
of the selected bidder’s operation hereunder.
CITY OF AZUSA
SPECIAL PROVISIONS
FOR JANITORIAL CLEANING SERVICES
Contact Person: Chris Guttierez
Public Works Facilities Foreman
Telephone Number (626) 812-5263
E-mail rgardea@azusaca.gov
Work Days Monday – Thursday
Hours of Work 6:30 AM – 5:00 PM
FOR JANITORIAL CLEANING SERVICES
The following locations shall apply to the specifications, work to be performed, bidding
and invoicing.
Facility Inventory
Civic Center
City Hall 213 E. Foothill Blvd. 6,632 sq. ft.
West Wing 8,630 sq. ft.
Auditorium 4,460 sq. ft.
Durrell House (Museum) 740 E. Alameda Ave. 2,021 sq. ft.
Barnes House (Sister City) 795 N. Dalton Ave. 1,250 sq. ft.
Police Department 725 N. Alameda Ave. 28,558 sq. ft.
Senior Center 740 N. Dalton Ave. 15,743 sq. ft.
City Library 729 N. Dalton Ave. 18,500 sq. ft.
City Corporate Yard
Public Works Office 809 N. Angeleno Ave. 6,580 sq. ft.
(includes outside restroom
by Rosedale Room)
Satellite Facilities
Azusa Woman’s Club 1003 N. Azusa Ave. 6,160 sq. ft.
MPK Admin. Area 320 N. Orange Place 2,000 sq. ft.
MPK & NRC Public Areas 320 & 340 N. Orange Pl. 18,000 sq. ft.
Aquatic Center (Slauson Park) 501 E. 5th St. 3,864 sq. ft.
Boy Scout House 1320 Old San Gabriel Canyon Rd 4,000 sq. ft.
Light & Water Department
L & W Admin. Building 729 N. Azusa Ave. 18,737 sq. ft.
Electric Yard Office 1020 W. 10th St. 4,000 sq. ft.
Water Yard & Annex 710 W. Gladstone 2,375 sq. ft.
Water Filtration Office 1870 Ranch Road 2,925 sq. ft.
Light and Water Suite 2B 729 N. Azusa Ave. 2,475 sq. ft.
1. CONTRACT EXTENSIONS
a. The City and Contractor, by mutual consent and approval of Council, may
extend t his three (3) year janitorial contract at its termination, for a period
of one year, not to exceed two (2) consecutive years.
2. EXHIBITS
a. Contractor shall comply with the following exhibits:
Exhibit A – Sign In/Out Form
-Sign-in/out forms shall be completed each working day by
assigned custodian
-A form shall be placed at a designated area of each facility.
-Contractor shall have the responsibility of submitting all
completed monthly forms to the Facilities Foreman.
-City shall have the right to deduct the average day of janitorial
cost from monthly payment for each day not recorded on this form.
Exhibit B – Monthly Inspection Form
-City will provide a monthly inspection form to be used by both
City and Contractor, to document performance.
-Monthly inspections shall be performed within the first week of
each month.
-Contractor shall be prepared to allocate a minimum of two (2)
hours to perform this task.
-Form must have both City and Contractor signature in order to be
valid.
Exhibit C – Main Bid Document
-This form shall be completed and submitted along with bid.
-Contractor shall include the monthly cost to perform all work
specified herein.
Exhibit D – Main Bid Document (Supplemental)
-The contractor shall complete this form in order for the Cit y to
evaluate submitted bids and for comparison purposes as to labor
time per day per facility.
-This document shall remain on file and considered part of contract
as a benchmark for duration of service per facility.
Exhibit E – Carpet Cleaning & Floor Waxing (Contractor to furnish)
-Contractor shall have the expert experience and ability to perform
carpet cleaning, vinyl and tile waxing and polishing.
-Contractor shall indicate the cost per square foot to perform these
duties during non-regular working days and hours.
3. EXTRA WORK
a. City may authorize the Contractor to perform extra services as required.
b. Contractor shall be prepared to work evening hours, weekends, and
holidays.
c. The City reserves the right to obtain alternate quotations.
4. INVOICING
a. All invo ices for extra work shall be submitted to the City separate from
the monthly contract invoice.
b. Invoice shall state the nature of work, cost breakdown for each facility,
date, and name of City employee who authorized the work.
5. CUSTOMER SERVICE
a. Contractor shall be responsible for furnishing uniforms to employees, to
include name of employee and company name.
b. City maintains the right to have contractor relocate or remove its
employees from any City premise.
6. CONTRACT EMPLOYEES
a. Contractor shall submit to City an employee roster as to the names of
individuals who shall be assigned to each City facility.
b. City reserves the right to conduct background checks for each contract
employee for criminal offenses.
c. All custodians shall be the employees of the Contractor in which the name
of the company is indicated on the agreement.
d. Contractor shall submit the name and position of Supervisor in charge of
custodians.
e. Contractor shall state the name of all sub-contractors.
7. HOURS & DAYS OF WORK
a. All work shall be performed on the days specified on section #4 (Service
by Facility), of the Facility Service Specifications.
b. All restrooms and break rooms shall receive full service per the designated
service days on section #4 (Service by facility), of the Facility Service
Specifications.
8. EQUIPMENT & SUPPLIES
a. Contractor shall supply all equipment required to perform work in order to
maintain a satisfactory level of service. Example of which are; vacuum
cleaners, push carts, mops, dust brooms, hand held vacuums and mini
blind dusters.
b. City shall supply all paper supplies, cleaning solvents, plastic liners and
soaps.
9. SECURITY
a. City will supply keys, entry cards or computerized chips and alarm codes
to contract employees.
b. Contractor shall be responsible for the cost to replace any lost security
items.
c. City shall have the right to verify security entry logs for deduction of pay
for service NOT rendered or shortage of time spent per facility.
d. Contractor employees shall comply with all City security entry
procedures.
e. Contractor may be liable for stolen items, if it so determined that
Contractor did not secure facility upon completion of work.
10. SUPERVISION
a. Contractor shall provide adequate supervision on the job.
b. All work shall be done in a manner satisfactory to the Facility
Maintenance Staff or designated City Representative.
c. Contractor shall inform the Facility Maintenance Staff of all cleaning
schedules or change in personnel.
FACILITY SERVICE SPECIFICATIONS
1. Daily service shall be provided per the days specified on section #4
(Service by Facility) for the followings:
a. Daily Restrooms and Kitchen/Break Rooms Service
1. Refill soap, paper towels and tissue dispensers.
2. Clean wash basins, toilets and urinals (water or waterless).
3. Polish all chrome fixtures.
4. Empty trash containers and clean outside of trash container as
required.
5. Clean all mirrors.
6. Disinfect all toilet seats.
7. Wipe down walls around lavatory fixtures.
8. Wet mop all floors with disinfectant.
9. Change all fragrant deodorizers as required.
10. High dust partitions and fixtures.
11. Clean table tops, counter tops, sinks, wipe stove tops and sides of
refrigerators.
12. Wet mop Kitchen at Senior Center.
13. Shower room cleaning at Light and Water Facilities.
14. Empty Blue recycling bin containers to the main blue recycling
bin (White paper only at L&W facilities, Library, West Wing,
City Hall).
15. Spray Cleaning enzymes on waterless urinals interior and wipe
clean urinals exterior.
b. Daily Floor Service
1. Sweep all floors thoroughly with chemically treated dust mop.
2. Wet mop composition floors from spillage.
3. Vacuum all carpeted areas.
4. Carpet spot cleaning.
c. Daily Interior Cleaning
1. Vacuum all carpeted areas.
2. Empty trash containers.
3. Replace plastic liners.
4. Dust table tops and counters.
5. Empty exterior ash trays.
6. Clean all glass doors and front/rear entry windows.
7. Wipe down door knobs and jams including handles on appliances
with sanitary wipes (as needed during flu season).
d. Daily Exterior Cleaning
1. Removal of trash, litter, and leaves on exterior of building (L&W
Administration. Monday through Thursday).
2. Weekly service shall be once per week on the last service day of the week
for the followings:
a. Weekly Floor Service
1. Wet mop all vinyl and tile floors.
2. Spot clean where required.
3. Clean and wipe Council dais.
b. Weekly Interior Cleaning
1. Dust mini blinds.
2. Vacuum all cloth chairs.
3. High dust all file cabinets, doors and partitions.
4. Wash walls and doors of hand prints or other visible marks.
5. Clean mechanical vents.
6. Wipe and clean all window panes.
7. Wipe and clean cabinets in break rooms.
8. Wipe down door knobs and jams including handles on appliances
with sanitary wipes.
3. Quarterly service shall be once every three months on the 1st weekly
service day of the quarter for the followings:
1. Wash all exterior and interior windows.
2. Clean all interior baseboards.
3. Clean Exterior Building Railings.
4. Replacement of waterless urinal cartridges.
4. Biannual service shall be once every six (6) months on the first non-
regular workday of the month
a. Carpet Steam Cleaning of all carpeted areas for facilities listed
in the Facility Inventory
5. Service by Facility
a. Police Department, NRC & Memorial Park Public Areas
1. Service shall be performed seven (7) days per week
2. NRC & Memorial Park - Full janitorial service: Monday to
Sunday between the hours of 11:00PM and 6:00AM. Special
attention to kitchens and bathrooms as these are highly utilized
areas and need thorough, deep-cleaning.
3. Police Station – 6 hours of janitorial service per day are
required for this facility. Service is to commence no later
than 3:30 P.M. and no earlier than 2:00 P.M. Monday-
Thursday.
4. Full janitoria l service: Friday to Sunday between the hours of
7:00AM and 4:00PM
5. Once per week floor mopping of jail area.
b. City Library
1. Full janitorial service: Monday to Saturday between the hours of
9:00PM and 6:00AM.
2. Additional Restroom Service between 2PM – 5PM, Monday,
Tuesday, and Wednesday
c. City Hall, West Wing, City Yard, Memorial Park Admin.,
Auditorium
1. Full janitorial service: Monday to Thursday between the hours of
5:30PM and 6:00AM
2. Auditorium and Council Lounge to be serviced once per week on
Tuesday between the hours of 5:30PM and 6:00 AM
d. Durrell House, Barnes House, Woman’s Club, Boy Scout House,
Aquatic Center
1. Full janitorial s ervice: Once per month
e. Senior Center
1. Full janitoria l service: Monday to Friday between the hours of
11:00PM and 6:00AM
2. Thorough cleaning of all classrooms to include wiping down of
tabletops daily and floors swept and/or vacuumed depending on
flooring type. Blinds should be wiped down bi-monthly.
3. Additional restroom cleaning on an as needed basis (notice will
be given when a special event is taking place). Approximately 5
times per month. This would include a thorough cleaning of the
kitchen, dining room (including table tops), lobby area,
restrooms, and mopping/vacuuming of all flooring areas.
4. Clean Commercial/Industrial Stove once per year. Steam clean
all grease, burned patches, and particles. Shall include stove
hood and sliding gates that are located above.
f. Light & Water Administration Building, Electric Yard Office,
Water Yard Office, & Annex Building. Light & Water Suite 2B.
1. Full janitorial service: Monday, Tuesday, Wednesday and Friday
between the hours of 5:30PM and 6:00AM.
2. Light & Water Suite 2B – not currently occupied. Quote as a
separate item, same service as above.
3. Exterior of L&W Administration: Monday, Tuesday,
Wednesday, and Thursday morning before 8 a.m.
g. Water Filtration Office
1. Full janitorial service: Friday between the hours of 5:30PM and
6:00AM.
EXHIBIT A
JANITORIAL PERSONNEL SIGN-IN/OUT LOG
Facility Month
DAY PERSONNEL TIME -IN TIME-OUT
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
EXHIBIT B
MONTHLY INSPECTION FORM
Facility Date
City Representative Contractor Representative
Level of Service - 1 = Satisfactory 2 – Needs Improvement
DAILY SERVICE
Improvement Comments
WEEKLY SERVICE
Improvement Comments
MONTHLY SERVICE
Improvement Comments
RESTROOM SERVICE
Improvement Comments
FLOOR SERVICE
Improvement Comments
WINDOW SERVICE
Improvement Comments