PURCHASING SPECIFICATION - City of Pomona

PURCHASING
SPECIFICATION
Subject: JANITORIAL SERVICES
Page No: 1 of 37 Spec. No: 1007.7
Effective Date:
Approved by:
September 4, 2012, M. Sampson; D.
Updated: 9/19/12
Martinez; T. MacKay
Bid Due Date:
October 9, 2012; 4:00pm
This RFP is a complete replacement of the RFP originally posted on September 6, 2012. Please note that
an optional second job walk of the Police Department facilities has been scheduled for October 3, 2012 at
9:00am. Bidders must attend at least one of the Police department mandatory job walks, in addition to
the Facilities Job Walk on September 20, 2012.
GENERAL
The City of Pomona (the “City”) is seeking a qualified firm (Contractor) to provide janitorial services on a
regularly scheduled basis. The City seeks to award a one (1) year contract with four annual options to extend
the contract; not to exceed five (5) contract years. Services are estimated to commence on December 1,
2012. It shall be the Contractor's responsibility to furnish at his/her own expense all tools, equipment, fuel,
labor, material and services necessary for the satisfactory performance of the work set forth in these
specifications.
SUBMITTAL INSTRUCTIONS
Sealed quotations shall be clearly marked "JANITORIAL SERVICES” on the outside of the envelope. All
submissions must be received in the purchasing office before the time of 4:00 p.m. October 16, 2012. Mail
(or hand deliver) one (1) paper original, and six (6) paper copies of your proposal to:
US
Mail:
City of Pomona
Purchasing Division
P.O. Box 660
Pomona, CA 91769
Hand delivery,
FedEx, UPS:
City of Pomona
Purchasing Division
505 South Garey Ave.
Pomona, CA 91766
Proposals in the form of telegrams, telephone calls, facsimiles, e-mails, or telex will not be accepted. The
due date and time are fixed and extensions will not be granted. Late bids will not be accepted. The City
does not recognize the U.S. Postal Service, UPS, FedEx, or other carriers in determining the date and time
the bid was received.
INQUIRIES
Please note that per Section 2-975 (2) of the Pomona City Code, any unauthorized contact by a bidder
during the bid or proposal process with an official or city employee, other than those shown on the
RFP or bid, the Finance Director or Purchasing Manager, shall cause the bidder to be immediately
disqualified from consideration of award.
In compliance with this code section only the following individuals may be contacted during this
procurement process:
Questions pertaining to the Scope of Work
Matt Sampson, Facilities Supervisor at (909) 620-2398.

Subject: Janitorial Services (City Facilities) Page 2 of 37
Tim MacKay, Police Bldg Facility Coordinator at (909) 620-3742
Damian Martinez, Management Analyst at (909) 620-7421
Questions other than the Scope of Work
Kennie Nicomede, Purchasing Manager at (909) 620-2381; e-mail Kennie_Nicomede@ci.pomona.ca.us; fax
at (909) 620-3711.
To provide adequate response time prior to bid closing date, all questions must be submitted to the appropriate
person as shown above by October 11, 2012 4:00pm.
The Contractor shall carefully examine this RFQ and any addenda that may be posted on the City’s website.
The Contractor shall seek clarification of any ambiguity, conflict, omission, or other error in this RFQ in
writing. If the answer materially affects the RFQ, the information will be incorporated into an addendum
and distributed to all firms via the City’s website. All addenda will be numbered in sequence, dated as of the
date of issue, and posted. If a Contractor discovers any ambiguity, conflict, discrepancy, omission, or other
errors in the RFQ, Contractor shall notify the Purchasing Manager in writing not less than ten (10) days
before the date of opening.
It shall be the Contractor’s responsibility to check the City’s website to determine if any addenda have been
posted prior to the bid opening date. Bid results are posted on the City website within 1-2 days after bid
opening. Posted prices are preliminary in nature and may not reflect the final cost calculation.
Website address: http://www.ci.pomona.ca.us; Click on Business, Click on Current Bids and RFP’s, Non-
Construction Bids. No other letters or correspondences will be sent.
Mandatory Job Walks will be held for all City Facilities. Please note, there are two different days for
the mandatory job walks to allow sufficient time to tour every facility.
Mandatory Job Walk #1
PD: Main Building
Facility Address Job Walk Date
& Start Time
PD: Property Bldg
PD: Traffic Bldg
PD: Training Ctr / Gym
PD: Pistol Range
PD: Aero Bureau
PD: Ponderosa
PD: Admin, Crime
Prevention
PD: IA
Promenade
PD: Jail
490 W Mission Blvd
910 W Fourth St
100 E Commercial St
1702 E First St
465 Humane Way
1905 McKinley
605 Val Vista
505 S Garey
101 W Mission #225
490 W Mission
Sept 18, 2012, 9:00am
Meet at PD Main Building,
Main lobby
490 W. Mission Blvd
Pomona CA 91766
Contact
Tim MacKay
909-620-3742

Subject: Janitorial Services (City Facilities) Page 3 of 37
Mandatory Job Walk #2
City Hall
505 S Garey Ave
Council Chambers
/ Conference Rm
Library
Regional Transit
Center (RTC)
Monterey Yard
505 S Garey Ave
625 S Garey Ave
100 E Commercial St
636 Monterey St
Sept 20, 2012, 9:00am
Meet at Pomona City Hall
in front of Council Chambers
505 S. Garey Ave
Pomona CA 91766
Matt
Sampson
909-620-2398
Fleet
636 Monterey St
Water Yard 148 N Huntington St Immediately following the Matt
Sampson tour
Damian
Martinez
Optional Police Department Job Walk
October 3, 2012, 9:00am
Meet at PD Main Building,
Main lobby
490 W. Mission Blvd Pomona CA 91766
There will be no job walks or conferences given at any other time other than the time specified above.
With the exception of the above specified Job Walks, no oral interpretations will be made to any officer as to
the meaning of the RFQ documents. Interpretations, if made, shall be written in the form of an Addendum
and posted on the City website. Contractors may elect to appear in person or use a third party representative.
[END OF SECTION]

Subject: Janitorial Services (City Facilities) Page 4 of 37
PREPARATION OF PROPOSAL
The proposal should be prepared simply and economically, providing a straight forward and concise
explanation of capabilities which will satisfy the requirement of the RFQ. All information requested in the
body of the RFQ should be included in your response with a reference to the paragraphs to which the request
was made. Proposals should address each item of this RFQ in the same sequence as presented in the RFQ.
Each response must be in sufficient detail to permit evaluation of that item. The evaluation process will
provide credit only for the capabilities and advantages which are clearly presented by the Contractor in the
written proposal. Proposals should include, but not be limited to the following:
Cover Letter
A letter of introduction shall include the name, address, and telephone number of the person(s) to contact
who will be authorized to represent the Contractor. The letter shall be signed by an officer of the
Contractor's firm authorized to bind the firm to all commitments made in the proposal.
Management Summary
A summary that is readily understandable by non-technical personnel at the management level. It should
contain a brief statement of the salient features of the proposal and a review of the distinctive merits of the
proposal.
Bidders Qualifications
Contractors submitting bids to the City certify that they possess all necessary equipment, facilities, personnel
and work experience to fulfill the terms of the contract at the time of bid submission, or that they will have
the necessary equipment and personnel and be ready to proceed prior to the starting date. The City places
great importance on the ability of a Contractor to complete the work as specified. This concern is noted in
acknowledgment of the City's obligation to the citizens of Pomona. In order for this obligation to be
fulfilled, Contractors who bid must submit the following data:
1. Contractors Information Report requires:
a. Satisfactory evidence that the contractor has provided or is providing a janitorial
cleaning operation of the type and to the extent as outlined in these specifications, and
that the Contractor has successfully conducted such an operation for a period of not less
than two (2) years within the last five (5) years.
b. Satisfactory evidence that the Contractor has adequate financial resources, experienced
supervisory personnel, and proper equipment to complete the work as specified.
Contractor shall include as part of the submitted proposal, a detailed resume of the
intended Janitorial Manager.
c. Submit detailed descriptions of all hiring, training, testing, and disciplinary policies and
procedures used by his firm.
2. Contractors Industrial Safety Record requires:
a. Satisfactory evidence that the Contractor has placed sufficient emphasis over a period of
time on the importance of safety in the work environment so as to minimize employee
lost workdays.

Subject: Janitorial Services (City Facilities) Page 5 of 37
References
Bidders shall as parts of their response provide at least five (5) references from clients whom you’ve
provided similar janitorial services. At least three of the references given are to be public agencies.
Reference information shall include:
‣ Company Name
‣ Contact Name
‣ Contact Phone Number
‣ Company Address
‣ Month/Year service began
‣ Month/Year service ended
Additionally, for the Police Department Jail janitorial services are required to submit three (3)
references in which the bidder describes their experience in cleaning detention centers. (The contracting
company may elect to sub-contract the Jail section to a qualified janitorial company with the proper
experience in cleaning detention facilities. Provide the subcontractor’s name, address, phone number,
contact name, and 3 references in your bid proposal. All sub-contractors shall be approved by the City of
Pomona prior to commencing services.)
Due to the governmental health requirements described in the Jail section of this scope of work, the
contracting company shall have experience in cleaning detention facilities
Bid Proposal
This section shall include all of the following documents:
‣ Pricing Bid Sheet
‣ Contractor's Industrial Safety Record
‣ Acknowledgment Agreement for Indemnification by Contractor/Vendor and
Acceptance and Acknowledgment of Procurement Practices of the City of Pomona
(provided)
‣ Non-Collusion Statement (provided)
‣ Minority Business Questionnaire (provided)
The attached "Minority Business Questionnaire", "Statement of Non-Collusion by Contractor" and
“Agreement For Indemnification By Contractor/Vendor” forms must be filled out, signed by a company
principal or officer, and returned with the bid.
[END OF SECTION]

Subject: Janitorial Services (City Facilities) Page 6 of 37
TERMS & CONDITIONS
Withdrawal of Proposal
Any Contractor may withdraw his proposal, either personally or by written or telegraphic request, at any
time prior to the time set for the proposal opening, provided that written confirmation of any telegraphic
withdrawal of the signature of the Contractor is placed in the mail and postmarked prior to the time set for
proposal opening. No proposal may be withdrawn or modified after the time set for the opening thereof,
unless and until the award of the contract is delayed for a period exceeding 90 days. Negligence on the part
of the Contractor in preparing his proposal confers no right of withdrawal or modification of his proposal
after such proposal has been opened.
Letters of Objection
Any Contractor believing that any part of the Request for Proposal, including the specifications and/or the
bidding and evaluation procedures, is discriminatory against the supplier or precludes the supplier from
being given reasonable consideration in the procurement process must submit a letter ten (10) days prior to
the scheduled opening date specified in the attached cover letter, to the City's Purchasing Manager clearly
stating the specific objection and the resolution of such objection. Bidders are cautioned that any such
objections not timely raised in the manner specified herein shall not be considered. The City, upon timely
receipt of any such letter of objections, shall consider the bidder's objection and, when in the opinion of the
City, a modification of the RFQ shall serve the best interest of the City, revisions to this RFQ, in the form of
an Addendum shall be issued to all suppliers.
Rejection of Proposal
1. The Request for Proposal does not commit the City of Pomona to award any contract. The City
reserves the right at its sole discretion to reject any or all proposals without penalty, to waiver
irregularities in any proposal or in the bidding procedures and to be the final judge as to which
is the lowest and best proposal. Any proposal which contains items not specified, items which
are incorrect, which does not complete all the items scheduled, or does not respond to items in
the manner specified by this Request for Proposal, and proposals received by telephone,
telegraph, or FAX may be considered non-responsive, any may be rejected on this basis.
Proposals offering less than ninety (90) days for acceptance from the proposed closing date
may be considered non-responsive and may be rejected.
2. Non-acceptance of any proposal will not imply any criticism of the proposal or convey any
indication that the proposal or proposed system or equipment was deficient. Non-acceptance of
any proposal will mean that another proposal was deemed to be more advantageous to the City
of Pomona, or that no proposal was deemed acceptable.
Alternative Proposals
Contractors are encouraged to submit alternative proposals should they feel the need to do so. Alternative
proposals should be clearly marked and identified as such. Each proposal will be carefully considered on its
own merits, and must conform to all instruction in this RFQ for preparing and submitting proposals.
Public Information
All materials received relative to this RFQ will become public information and be available for inspection.
The City reserves the right to retain all proposals submitted, whether or not the proposal was selected or
judged to be responsive.

Subject: Janitorial Services (City Facilities) Page 7 of 37
Contractor's Cost to Develop Proposal
Costs for developing proposals in response to this RFQ are entirely the obligation of the Contractor and shall
not be charged in any manner to the City of Pomona.
Proposal Validity Period
Submission of a proposal will signify the Contractor's agreement that his proposal is valid for ninety (90)
days from the date of opening.
News Releases
News releases pertaining to an award resulting from proposals made in response to this RFQ shall not be
made by the Contractor without the prior written approval of the City of Pomona. In addition, the successful
bidder must agree not to release any advertising copy mentioning the City of Pomona or quoting the opinion
of any City employee without written approval by the City of Pomona.
Right to Negotiate Proposals
The City of Pomona reserves the right to negotiate any provision, accept any part except price, or all parts of
any and all proposals whenever in the best interest of the City and the taxpaying public. Suppliers are
encouraged to submit their best prices in their proposal. The City intends to negotiate only with those
suppliers whose proposals are the lowest estimated cost, while most closely meeting the requirements of the
City of Pomona.
Contract Period
Any contract entered into shall be for a period of one (1) year. Contract period will be July 1 through June
30 of any given year. Upon mutual agreement of the City of Pomona and the Contractor, this contract may
be renewed on a year-to-year basis at the prices bid. In no event shall this contract be extended beyond a
cumulative total of five (5) years. The City reserves the right to modify the levels of service, type of service,
and other factors which the City deems necessary to meet its purposes through negotiation with the
Contractor.
Default of Contractor
The City of Pomona shall hold the contractor responsible for any damage which may be sustained because of
the failure or neglect of the contractor to comply with any term or condition listed herein. It being
specifically provided and agreed that no change or substitution shall be made in the service offered without
prior City approval. If the successful supplier fails or neglects to furnish any of the bid at the prices and time
agreed upon, or otherwise fails or neglects to comply with the terms of the agreement, the City may, upon
written notice to the contractor, cancel or rescind any or all items affected by such default and may procure
the required products elsewhere without notice to the contractor. The prices paid by the City at the time such
purchase shall be considered the prevailing market prices. Any extra costs incurred by such default may be
collected by the City from the contractor.
Non Exclusive Contract
The City does not warrant to contract exclusively with a single contractor to perform the services described
herein.
Termination for Convenience
The City may terminate its agreement with the contractor at any time by giving at least ten (10) days notice
in writing. If the agreement is terminated by the City, the contractor will be paid for the time provided and
expenses incurred up to the termination date. No additional liability shall be assumed by the City.

Subject: Janitorial Services (City Facilities) Page 8 of 37
Holidays
Except for the Police Department and the Train Depot which requires service 365 days per year, the City
will not require janitorial service on those holidays which are observed by the City:
. New Year’s Day . Veteran’s Day
. Presidents’ Day . Thanksgiving Day
. Memorial Day . Friday after Thanksgiving
. Independence Day . Day before Christmas (Christmas Eve)
. Labor Day . Christmas Day
No other days will be considered holidays. When said holidays fall on a week day, no make up of scheduled
work will be required by the City.
Licensing and Permits
The contractor shall possess all pertinent permits and licensing required in performing all duties and
activities described within this RFQ. In addition, a valid City of Pomona business license prior to execution
of the contract and for the duration of the contract.
Safety
Applicable provision of the following shall be incorporated into the specifications for this contract:
‣ State Occupational Health and Safety Law of 1973 (Cal OSHA) Section 6300 Et Seq. of
California Labor Code.
‣ Code of the City of Pomona.
‣ Other Federal, State, or Municipal acts, statutes, rulings, ordinances, decisions or regulations
which in any manner affect those employed or the materials used in the execution of this
contract.
‣ All subsequent revisions and supplements to the above documents.
The importance the City attaches to safety cannot be overemphasized. The City reserves the right, at its
discretion, to disallow payment for any work performed where the proper safety precautions were not being
observed. As the safety of the public and City staff is regarded as of prime importance, the Contractor shall
conduct his/her operations so as to cause the lease possible obstruction and inconvenience to pedestrian
traffic. In the event any work operation that is the contractor's responsibility results in a safety hazard or
problem of an emergency nature, the contractor will be required to immediately initiate corrective action and
to inform the City of the final disposition of the particular situation.
Conflict of Interest
Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to
invoke any form of reciprocation, employees of the City of Pomona may not accept gratuities, entertainment,
meals, or anything of value whatsoever from current or potential suppliers. The offer of such gratuity to any
employee of the City shall be cause for declaring such supplier to be an irresponsible bidder and preventing
him from bidding as provided in Sections 2-974 and 2-975 of the City Code of the City of Pomona.

Subject: Janitorial Services (City Facilities) Page 9 of 37
Transportation to Facilities
It shall be the responsibility of the contractor to provide consistent, reliable transportation for equipment and
staff to service identified facilities. All costs related to the maintenance and operation of said transportation
vehicle(s) shall be the sole responsibility of the contractor.
Cleaning Equipment and Supplies
The contractor shall provide, at his/her own expense, all necessary cleaning supplies and equipment as may
be required to perform the janitorial tasks outlined in this specification, including but not limited to the
following: cleaning supplies, floor wax, furniture polish, and custodial tools. All such supplies and materials
shall be of the highest quality. The City reserves the right to review and approve all items which may be
used in performance of the contract work. No additional compensation shall be allowed for such items.
Option:
City is also requesting prices to provide the consumable supplies, i.e. toilet paper, towels, hygiene products,
and trash can liners. (See price sheet entitled OPTIONAL – JANITORIAL SUPPLIES).
Building Security/Safety
It shall be the responsibility of the contractor to see that all his/her supervisory and crew personnel abide by
the City of Pomona’s building security regulations and safety standards. The contractor shall conduct his
work operations in such a way as to safeguard the City’s personnel, equipment, and property.
Compensation
1. For all services which the Contract is obligated to perform under the terms of this specification, the
City shall pay to the Contractor a monthly price per facility as set forth in the contract.
2. The monthly price shall be in effect for a one (1) year period at which time it may be adjusted by the
change in the Consumer Price Index for the Los Angeles/Long Beach (all urban consumers)
Metropolitan Statistical Area issued by the U.S. Department of Labor. A request for an annual
adjustment to the janitorial contract must be submitted to the Purchasing Manager no later than sixty
(60) days prior to the end of a contract period for an increase to be applied to any following annual
contract period.
3. Payment shall be made upon submittal of a detailed monthly statement to the Facilities Maintenance
Supervisor. Said statement shall be submitted within two (2) weeks following the end of a billing
period defined as a calendar month.
4. Prior to City payment of the monthly statement, the Facilities Maintenance Supervisor shall review and
approve payment based on the satisfactory completion of service. Payment shall be issued within 30
days of acceptance by the City.
Facility Inspection
It shall be the responsibility of the Public Works Fleet & Facilities Services Manager to guarantee the
execution of the contract in accordance with its terms and specifications. To this end, he may appoint a
designee who shall also be responsible for the inspection and monitoring of the work performed under the
contract. The City reserves the right to make all final determinations as to whether the work has been
satisfactorily completed. In the event that results of the janitorial service are considered unsatisfactory by
the City representative, the contractor shall be required to re-clean the unsatisfactory area at no cost to the
City. Said service shall be performed without interruption in the regular cleaning schedule.

Subject: Janitorial Services (City Facilities) Page 10 of 37
INSURANCE
The Contractor shall maintain throughout the duration of the term of the Agreement, liability insurance
covering the Contractor and designating the City including its elected or appointed officials, directors,
officers, agents, employees, volunteers, or contractors, as additional insured against any and all claims
resulting in injury or damage to persons or property (both real and personal) caused by any aspect of the
Contractor's work, in amounts no less than the following and with such deductibles as are ordinary and
reasonable in keeping with industry standards. It shall be stated, in the Additional Insured Endorsement, that
the Contractor's insurance policies shall be primary as respects any claims related to or as the result of the
Contractor's work. Any insurance pooled coverage, or self-insurance maintained by the City of Pomona, its
elected or appointed officials, directors, officers, agents, employees, volunteers, or contractors shall be noncontributory.
General Liability:
a. General Aggregate $2,000,000
b. Products Comp/Op Aggregate $2,000,000
c. Personal & Advertising Injury $1,000,000
d. Each Occurrence $1,000,000
e. Fire Damage (any one fire) $ 50,000
f. Medical Expense (any one person) $ 5,000
Workers' Compensation:
a. Workers' Compensation Statutory Limits
b. EL Each Accident $1,000,000
c. EL Disease – Policy Limit $1,000,000
d. EL Disease – Each Employee $1,000,000
Automobile Liability
a. Any vehicle, combined single limit $1,000,000
The Contractor shall provide thirty (30) days advance notice to the City in the event of material changes or
cancellation of any coverage. Certificates of insurance and additional insured endorsements shall be
furnished to the City thirty (30) days prior to the effective date of this Agreement. Refusal to submit such
certificates shall constitute a material breach of this Agreement entitling the City to any and all remedies at
law or in equity, including termination of this Agreement. If proof of insurance required under this
Agreement is not delivered as required or if such insurance is canceled and not adequately replaced, the City
shall have the right but not the duty to obtain replacement insurance and to charge the Contractor for any
premium due for such coverage. The City has the option to deduct any such premium from the sums due to
the Contractor.
Insurance is to be placed with insurers authorized and admitted to write insurance in California and with a
current A.M. Best's rating of A-: VII or better. Acceptance of insurance from a carrier with a rating lower
than A-: VII is subject to approval by the City's Risk Manager. Contractor shall immediately advise the City
of any litigation that may affect these insurance policies.
[END OF SECTION]

Subject: Janitorial Services (City Facilities) Page 11 of 37
EVALUATION AND SELECTION PROCESS
Goods and services procured by the City of Pomona shall be from the lowest responsible bidder. In addition
to price, the "lowest responsible bidder" will be determined by consideration of the following factors:
‣ The quality, availability and suitability of the supplies, equipment or services to the particular use
required.
‣ Sub-total and overall cost of requested service as identified in the “Price Bid Sheet”.
‣ The ability, capability and skill of the bidder to perform the services required.
‣ The character, integrity, reputation, judgment, experience and efficiency of the bidder.
‣ The bidder's record of performance on previous contracts or services, including compliance by the
bidder with laws and ordinances relative to such contracts or services.
‣ The ability of the bidder to provide future maintenance and service for the use of the equipment or
materials to be purchased.
‣ The number and scope of conditions attached to the bid.
‣ The quality, maturity and financial stability of the firm.
‣ The firm's ability and experience in providing the service offered, including: experience with local
government, scope of activities covered, length of time involved, level of client satisfaction,
cost/benefit relationship and relative success.
‣ An evaluation of the experience and training of the personnel the firm will be committing for
assignments at the City.
After review of proposals, qualified applicants will be asked to submit the following for approval by the City
of Pomona:
‣ A list and samples of each of the supplies and materials proposed for use in the performance of the
work indicating the manufacturer, brand name, and intended use.
‣ Supply all employee safety and operational training materials utilized by the contractor.
‣ Provide to the City of Pomona, information regarding contractors hiring process, criteria and
procedures.
Award of Contract
Award of a contract, if any, shall be made in the best interest of the City and shall be based on various
factors including but not limited to the factors outlined herein. The evaluation of bids and the determination
of conformity and acceptability shall be the sole responsibility of the City. Such determination shall be
based on information furnished by the Contractor with his/her bid, as well as any other information available
to the City. Any such award will be made within ninety (90) calendar days after opening of the proposals.
The City reserves the right to reject any or all bids, to waive any informality in a bid, and to make awards in
the best interest of the City. [END OF SECTION]

Subject: Janitorial Services (City Facilities) Page 12 of 37
SCOPE OF WORK
General Information
An adequate number of trained personnel shall be assigned by the contractor to perform the work described
in these specifications. All contract employees shall be subject to review and approval by the City of
Pomona. The City reserves the right to request the removal of any employee who is deemed unacceptable
for any reason.
The contractor shall be required to provide on-site, supervisory personnel of a high professional caliber,
including bi-lingual communication ability if any contract crew member does not have a working knowledge
of the English language. The supervisory personnel shall conduct monthly inspections to determine what
work is being performed in accordance with professional cleaning standards and established work schedules.
Said supervisor must have the authority to respond immediately to situations upon request by the City
representative.
The assigned supervisor shall contact the Fleet and Facility Maintenance Manager or his designated
alternative to discuss and clarify and operational problems and receive instructions. The supervisor will alert
the City’s Facility Coordinator if supply stock is below two weeks.
The contractor shall meet special personnel standards for the Public Safety facilities. All contract employees
assigned to these areas must pass a Police background investigation prior to entering said facilities. At no
time shall the contractor schedule personnel in the Police facilities that have not passed the background
check. This rule shall apply even during times of short staffing due to holidays, illness, vacations, no shows,
etc.
All janitorial personnel entering any PD facility must pass a background investigation and wear a photo I.D.
and uniform from the janitorial company at all times. It will be the responsibility of the contractor to
transport all supplies to the off-site locations. It will also be the responsibility of the contractor to maintain
any keys, codes, or cards required to gain access and complete work at each location.
All personnel assigned by the contractor to perform work for the City of Pomona shall not have an arrest
record other than minor traffic violations, must be physically capable of performing all duties as assigned,
and must present a professional appearance acceptable to the City. For identification purposes, the use of
uniforms is required with company identification or logo. The final decision as to the acceptability of any
individual performing work under any contract awarded as a result of this specification shall rest with the
City of Pomona.
All work by contract personnel shall be performed in a professional, courteous manner. Discourtesy,
rudeness, or the use of profanity will not be tolerated, and shall be grounds for immediate removal of the
offending employee from performing work under any contract awarded as a result of this specification.
Services performed as required by this specification shall be subject to inspection and approval by City of
Pomona facility staff. Supervisory and janitorial employees shall be proactive in efforts to keep City of
Pomona, facilities clean and comfortable for City’s customers, staff and visitors. Janitorial employees shall
take initiative in identifying, reporting and correcting all readily recognizable custodial and maintenance
conditions, especially spot cleaning of spills, flooring, walls, glass surfaces, restrooms and lobbies.
Contractor’s Personnel Qualifications
Janitorial Manager

Subject: Janitorial Services (City Facilities) Page 13 of 37
The Janitorial Manager is responsible for the scheduling and management of work to be performed as
detailed in this specification. Therefore, the Janitorial Manager must have at least three (3) of the last five (5)
years work experience in the management of custodial type operations for buildings of the approximate size
and similar characteristics of the building(s) in this specification.
Supervisory Employees
All supervisory personnel engaged in fulfilling the requirements of this specification shall have experience in
custodial type work. Supervisory personnel shall be available during the hours of service; and must be
provided with cell phones by the contractor. Names, telephone, cell phone numbers must be provided to
City of Pomona designated representative and updated when changes are made. All supervisory personnel
must be fluent in the English language, both verbal and written.
Janitorial Employees
The contractor shall employ only qualified personnel who are skilled in the performance of janitorial work
and shall screen all employees, requiring satisfactory references. All employees of contractor shall be neatly
attired in uniforms supplied by the contractor while working at City of Pomona locations and must properly
display the contractor furnished identification (badge) indicating the name of the employee and contractor.
The minimum uniform will consist of an outer garment with the company name located on the chest and
company identification badge with the employee photo, name and company name.
Other Requirements
The contractor’s employees must have a good working knowledge of the principles and techniques of the
machines, equipment, and cleaning products used in building maintenance, as well as a good working
knowledge of safety procedures. The contractor shall be responsible for instructing its employees in safe
work habits and practices. No one is to accompany contractor’s employees to a City of Pomona facility that
is not employed by the contractor and assigned and/or scheduled to work at that City facility. City of
Pomona reserves the right to have the removal of a contractor’s employee from any of the City’s site without
cause. All personnel must be able to understand labels, descriptions and instructions for all materials used at
City’s facilities. Project managers, supervisors, daytime employees and lead persons are required to
understand and speak English fluently for safety and work related communication.
The contractor is required to provide a schedule for approval by the City, indicating staff and supervisory
contact information and by location. If there is a change to schedule and/or staff, notify City of Pomona
designated representative at least 12 hours in advance. Provide an updated listing of staff by location,
including phone numbers. Work with the City’s designated representative to schedule special services as
needed.
Security
Facility master keys will be provided. Offices will be cleaned as scheduled or as requested by staff. The
contractor will be provided a key to the facility and the alarm code when applicable. Supervisors will be
trained on the use of alarm panels and will be responsible for training janitorial employees. Contractor shall
be liable for all costs associated with re-keying, re-issuance, or programming of keys, access cards, and
security codes, which result from the loss or compromising of keys, access cards or security codes by
contractor’s personnel. Janitorial employees shall be responsible for securing all offices, gates and exterior
entrances/exits at all facilities both during and at the completion of contracted services, unless otherwise
directed by a designated City of Pomona, representative. Janitorial employees shall immediately
communicate to City’s representative (PM and/or Security) any inabilities to secure by code, alarm, or
mechanical lock any office, gate or door. Repeated failures to maintain a secure Facility when providing
janitorial services shall serve as cause for termination of contract.

Subject: Janitorial Services (City Facilities) Page 14 of 37
Supplies and Materials
The contractor shall furnish all supplies and materials necessary for the performance of this specification,
unless otherwise specified herein. Any changes to the items previously approved for use by City of Pomona,
must be submitted in writing to the City’s representative. Contractor must maintain at each location, a list of
the Material Safety Data Sheets (MSDS) for each product used at each facility. The contractor shall not use
any material which the City, determines unsuitable for the purpose intended, or harmful to any part of the
building(s), contents or equipment.
Equipment
All necessary cleaning equipment, including power driven floor scrubbing machines, waxing and polishing
machines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performance
of this specification shall be furnished by the Contractor. Such equipment shall be of the size and type
customarily used in work of this kind and shall meet the approval of the City of Pomona, Equipment deemed
to be of improper type or design, or inadequate for the purpose intended, shall be replaced.
Storage Provisions
City of Pomona will provide storage space for supplies used daily. All paper, soap, and janitorial supplies for
the PD off-site locations will be warehoused in the Basement mop closet of the Main PD Building.
Schedule of Cleaning Services Classifications
The following is intended to outline some of the duties which the contractor is expected to perform as part of
the Scope of Service and may not be inclusive of all areas which will require the contract’s service. Details
on particular areas can be provided during the mandatory Job Walk for each area. The contractor is expected
to be fully knowledgeable on the acceptable practice and methods to complete the janitorial services
requested.
Evening Services (Daily)
These services are to be performed after normal business hours daily. Office Hours are as follows:
City Hall 7:00am – 500pm
Library 8:00am – 7:00pm
Train Depot 7:00am – 9:00pm
Duties are:
Clean, sanitize and stock restrooms, empty trash containers, clean trash containers and remove trash to
designated disposal area, vacuum common areas, spot treatment of carpet stains, spot dust horizontal
surfaces in common areas, sweep/mop all accessible common areas and hallways, sweep stairwells,
clean/disinfect lobby furniture, mop stairwells and cleaning of glass and removal of trash at entrances, report
maintenance problems to City of Pomona facility maintenance and be proactive in keeping the facility clean
and safe. Examples of duties are:
‣ All trash containers, both inside and outside buildings, shall be emptied, wiped clean, and returned to
the original location with new plastic liners. All collected trash shall be removed to dumpster. Recycled
paper blue containers shall be emptied and all collected wastepaper shall be removed to the large blue
curbside recycling containers supplied by the city. All full large blue curbside recycling containers
will be walked by custodians to the basement, where the Solid Waste City Employees will exchange
them with empty ones.

Subject: Janitorial Services (City Facilities) Page 15 of 37
‣ Desks and tables shall be dusted thoroughly on all surfaces using a treated dust cloth or duster, except
when surfaces are laden with paperwork.
‣ Spot clean windows, walls, and doors to eliminate fingerprints and smudges.
‣ All resilient floors shall be dusted with a chemically treated dust mop. All spills must be removed
same day of occurrence.
‣ All carpets shall be vacuumed (prior to 8:00 A.M. or after 6:00 P.M.) Spills, spots, and gum shall be
removed. (Exception: Councilmember’s offices need to be vacuumed on Tuesday and Thursday only
and Finance offices at city hall need to be done before 5:00 PM.).
‣ Clean all restroom structures, which includes the disinfection (with non-pungent germicide disinfectant
solution) of toilets, urinals, sinks, faucets, door knobs and handles, paper holders, floors, partition walls
and doors; also shower walls and floors on daily basis.
‣ Wash basins shall be washed and dried inside and out and the bright metal polished.
‣ All sanitary napkin containers shall be emptied. Containers shall be sprayed with a disinfectant and
wiped dry.
‣ Refill all towel, soap, toilet seat, and tissue dispensers.
‣ Damp mop all restroom floors with a disinfectant solution and spot clean stall partitions, knobs,
doorjambs and walls.
‣ All doors, door jams, doorknobs, walls, and windows shall be spot cleaned to eliminate fingerprints
and smudges.
‣ Elevator car floors shall be damp mopped. Stairways, landings, and exterior concrete walks and steps
adjacent to building entrances shall be swept or washed to remove all debris, stains, or spots.
‣ All interior glass doors and partitions, and all exterior glass doors shall be cleaned.
Bi-Weekly Services for PD VCT and Rubber Flooring
Clean and Buff all VCT and Rubber flooring Bi-Weekly to ensure a lustrous and prolonged usability of all
flooring for Police Facilities. Strip and wax as needed.
Quarterly Services
Quarterly services are necessary for janitorial deep cleaning maintenance to ensure a lustrous and prolonged
usability of City facilities. Some of the areas which will require quarterly services include: high cleaning of
all surfaces in common areas including but not limited to shelves, fire extinguishers/cabinets, signage, etc.,
strip and wax VCT, deep cleaning of slip resistant tile, deep cleaning/disinfecting of all surfaces in
restrooms.
Bi-Annual Service
There are some areas which require bi-annual cleaning. The following provides an example of the type of
services which would be required bi-annually (every six months).

Subject: Janitorial Services (City Facilities) Page 16 of 37
‣ Vinyl tile and terrazzo floors, including Locker Room floors, shall be damp mopped with finish
additives applied. Wooden gym floor shall be dusted with a chemically treated dust mop. All floors
(except Gym floor) shall be stripped and waxed twice each year, and it will be the contract company's
responsibility to schedule the cleaning to begin the last week of January and the last week of July.
‣ Shampoo all carpet twice each year using a cleaning method that incorporates some type of extractor.
It will be the contract company's responsibility to schedule the shampoo cleaning with City staff.
Daily Daytime Services (Option)
Daytime services shall consist of: early morning check of all lobbies, restrooms, common areas and
entrances. Check of restrooms and lobbies, cleaning, sanitizing and stocking restrooms as needed. Emptying
trash and cleaning trash cans, (trash bags removed from cans/receptacles will not be placed on carpet), clean
spills as needed, vacuum offices as requested or scheduled, sweep/mop tile, cleaning/disinfecting of drinking
fountains and reporting maintenance problems to City of Pomona facility maintenance employees.
Contractor will be proactive in keeping the facility clean and safe. Supplied logs, (approved by City of
Pomona staff), shall be placed in all facility restrooms except for public restrooms.
Work Scheduling and Reporting
Quality cleaning is required, including full performance of all specified daily services on the first official
working day of the contract period. All work will be performed at times as specified and agreed upon by
contractor and the city of Pomona representatives. All cleaning personnel are prohibited from disturbing
papers on desks or shelves, opening desk drawers or cabinets, or using telephone or office equipment
provided for City of Pomona employees. Instructions pertaining to conduct and other regulations, as
required by City of Pomona standards, must be followed. All contract personnel are required to sign in/out
upon arrival and departure of work site. Sign-in form is in the janitorial closet at each facility.
Non-performance
It is the objective of the City of Pomona, to obtain complete and satisfactory performance in accordance with
the requirements of this specification. Failure to perform Quarterly, Semi-Annual and Special Services will
result in a deduction of payment equal to the cost charged to provide these services. Failure to adequately
perform Daytime and/or Night Services will result in notification of supervisor upon first occurrence.
Subsequent occurrences will result in notification of contractor’s Janitorial Manager. If performance issues
are not corrected, the City of Pomona may request that janitorial employee(s) at location be replaced.
Failure of contractor to resolve performance issues shall serve as cause for termination of contract.
Service Increase/Decrease
It is understood that this specification’s description of work is the City’s present service requirements only,
and the scope of work may increase or decrease during the term of the contract. Any change in the scope of
work and resulting compensation shall be negotiated prior to implementation and documented in writing.
P.D. Jail
Due to the governmental health requirements described in the Jail section of this scope of work, the
contracting company shall have experience in cleaning detention facilities. The contracting company may
elect to sub-contract the Jail section to a qualified janitorial company with the proper experience in cleaning
detention facilities. Provide the subcontractor’s name, address, phone number, contact name, and 3
references in your bid proposal. All sub-contractors shall be approved by the City of Pomona prior to
commencing services.
The Janitorial Company shall be familiar with, and comply with all cleaning standards set by the
'Correctional Standards Authority' Title 15 and Title 24. The jail is subject to health inspections by Los

Subject: Janitorial Services (City Facilities) Page 17 of 37
Angeles County and the Department of Corrections. The janitorial contract company shall be responsible
for correcting any deficiencies noted on the inspection reports.
The duties described in this section of the Scope of Work shall be in addition to the standard Janitorial Scope
of Work, listed above.
1. Janitorial service shall be provided three (3) times per week (Monday, Wednesday & Friday) and a
weekly jail cleaning check list is to be filled out, identifying all maintenance completed. (Check list to
be provided by Jail).
2. Maintenance specifications will be consistent with those provided for in other facilities including but
not limited to the Main Control Room, Administrative Office, Break Room, Print Room, Hallways,
Interview Room and Employee Rest Room.
3. All jail cell floors will be swept and mopped with a disinfectant solution once a week, including North,
South, West and Female Mains, Male and Female Sobering Cells, Searching Cell and Holding Cell.
4. All toilets, showers, and drinking fountains in the cells shall be cleaned and scrubbed with a germicide
disinfectant solution once a week.
5. The baseboard ledges of the cells shall be cleaned at the end of each month.
6. Vinyl and terrazzo floors shall be stripped and waxed the first week of March and September of each
year.
7. The cleaning crew must be flexible and able to work around the limitations presented by the 'Booking'
and other functions of the Jail schedule.
[END OF SECTION]

Subject: Janitorial Services (City Facilities) Page 18 of 37
TECHNICAL SPECIFICATIONS
(Page 1 of 3)
City Hall, Other Facilities, Police Department, and Other Police facilities requiring janitorial services consist
mostly of general office space including restroom, lunchrooms, conference rooms, kitchen facilities and
hallways. The contractor shall perform the following tasks daily, unless otherwise stated, per the schedule
listed below.
FACILITY WEEKLY
SCHEDULE
City Hall Monday -
Thursday
Council
Monday -
Chambers / Thursday
Library Monday –
Wednesday and
Saturday
Water Yard Monday -
Thursday
Monterey Yard Monday – Wed,
and Saturday
Regional Transit Monday -
Center (RTC) Saturday
Fleet Monday –
Friday
SQ. FT.
CARPET
SQ.
FT.
SQ. FT.
Restroom
TOTAL
SQ.FOOTAGE
35,475 16,085 51,560
2,416 8,165 10,581
49,747 1,853 51,600
2,118 801 2,919
49,747 1,853 51,600
-- 2,302 2,302
-- 3,300 3,300

Subject: Janitorial Services (City Facilities) Page 19 of 37
TECHNICAL SPECIFICATIONS
(Page 2 of 3)
PD: Main
Building
Basement & 1st Sunday through
Floor Saturday
2 nd Floor Monday through
Friday
PD: Property Monday through
Bldg
Friday
PD: Traffic Bldg Monday through
Friday
PD: Training Mon. through
Center / Gym Thursday
PD: Pistol Range Tuesday &
Thursday
PD: Aero Bureau Tuesday &
Thursday
PD: Ponderosa Tuesday &
Thursday
PD: Admin, Mon. through
Crime Prvntn Thurs
PD: IA
Tuesday &
Thursday
PD: Jail
Mon, Wed, &
Friday
11,572 7,879 19,451 38,902
inc. inc. inc. inc.
inc. inc. inc. inc.
527 331 76 934
1,472 361 168 2,001
2850 2475 395 5720
109 94 88 291
475 0 92 567
424 46 470 940
5875 0 0 5875
1578 100 0 1678
710 3,782 42 4,534
All carpet shall be vacuumed daily per schedule below and all spots and gum shall be removed.
FACILITY
WEEKLY
SCHEDULE
PD Main Building:
Second floor between 4:30 pm and 6:00 pm
First floor between 4:30 pm and 8:00 pm
Basement between 5:30 pm and 8:00 pm
Property Bldg
between 8:00 am and 4:30 pm
Traffic Bldg
between 8:00 am and 4:30 pm
Training Center
between 7:00 am and 9:00 am
Pistol Range
between 12:00 pm and 3:00 pm
Aero Bureau
between 6:00 pm and 6:30 pm
Ponderosa
between 3:30 pm and 5:30 pm
IA-Promenade
Between 8:00 am and 3:00 pm
Admin. Offices
between 8:00 am and 4:30 pm
Jail
between 5:00pm and 10:00 pm

Subject: Janitorial Services (City Facilities) Page 20 of 37
Fixture Count
Location
TECHNICAL SPECIFICATIONS
(Page 3 of 3)
Basins &
Sinks
Commodes Urinals Showers Elevators
City Hall:
2 nd Floor 14 11 2 1 1
1st Floor 10 10 5 0 0
Basement 6 4 2 0 0
Council Chambers / 4 4 2 0 0
Conference Room
Library: 1
Lower Floor 15 8 4 1 0
Upper Floor 6 4 2 0 0
Water Yard 4 6 3 2 1
Monterey Yard 5 6 4 4 1
Fleet 7 6 3 0 0
RTC 3 5 2 0 2
PD Main Bldg 14 16 5 5 2
Property Bldg 3 2 1 0 0
Traffic Bldg 1 1 1 0 0
Training Center
9 8 4 1 0
Restroom & Gym
Admin, Code; I.A., 1 0 0 0 0
& Crime Prevention
Pistol Range 2 2 1 0 0
Aero Bureau 2 2 1 1 0
Ponderosa 2 2 0 2 0
Jail 17 17 1 7 0
[END OF SECTION]

Subject: Janitorial Services (City Facilities) Page 21 of 37
INSTRUCTIONS
Price Sheet and Specifications
for City of Pomona Janitorial Services
Bidders must submit pricing for each sub-total section, per facility, provided in the Price Sheet and
Specifications tables. Failure to include a dollar amount will constitute as a forfeit to perform the line item
service requested. (Please note that the City reserves the right to award all or part of the services requested
in this RFQ.)
*Within the Restroom section there is an additional “Day Service Option Subtotal” service requested and
which will serve as a supplemental to regular services provided in this RFQ. (Please see the Scope of Work
segment above for more details.)

Subject: Janitorial Services (City Facilities) Page 22 of 37
BID PRICE COVER SHEET
Janitorial Services (City Facilities)
per Purchasing Specification No. 1007.7
Company Name______________________________________________________________
Company Address____________________________________________________________
____________________________________________________________
Contact Name _______________________ Company phone number______________________________
I _________________________, _____________________ am duly authorized to commit my company
(Print Full Name)
(Title)
to sell/perform the products and/or services described herein. I understand by signing this quotation I am not
obligating the City to make this purchase, nor am I signing a contract to sell or perform this purchase. By
signing this document I agree to comply with all specifications described herein, unless specifically noted.
Signature____________________________________ Date: _____________________________
ALL QUOTATIONS MUST BE SIGNED

Subject: Janitorial Services (City Facilities) Page 23 of 37
REFERENCES
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________

Subject: Janitorial Services (City Facilities) Page 24 of 37
REFERENCES (continued)
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________

Subject: Janitorial Services (City Facilities) Page 25 of 37
POLICE DEPARTMENT - JAIL
REFERENCES
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________
Company Name_______________________________________________________________________
Company Address_____________________________________________________________________
_____________________________________________________________________________________
Contact Name__________________________________ Phone Number_________________________
Type of Service Performed______________________________________________________________
_____________________________________________________________ Number of Years________

Subject: Janitorial Services (City Facilities) Page 26 of 37
CITY OF POMONA - MINORITY BUSINESS QUESTIONNAIRE
Date________________________________________
Name of Business________________________________________________________________
Division or Subsidiary, if applicable
_____________________________________________________________
Business Address
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Telephone Number
Contact Person
Title
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Type of Business:
Non Profit [ ]
Sole Proprietorship [ ]
Partnership - General [ ]
- Limited [ ]
Corporation [ ]
Is the business 51% or more owned by:
American Indian [ ]
Asian [ ]
Black [ ]
Hispanic [ ]
Female [ ]
Other_______________________ [ ]
(please specify)
Prepared By: ___________________________________________________________________
Title:
___________________________________________________________________
For more information, contact Purchasing Division, City of Pomona, (909) 620-2381.

Subject: Janitorial Services (City Facilities) Page 27 of 37
City of Pomona - Statement of Non-Collusion by Contractor
The undersigned that submits herewith to the City of Pomona a Bid or proposal does hereby certify:
a. That all statements of fact in such bid or proposal are true;
b. That such bid or proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company,
association, organization, or corporation.
c. That such bid or proposal is genuine and not collusive or sham.
d. That said bidder has not, directly or indirectly by agreement, communication or conference with anyone, attempted to
induce action prejudicial to the interest of the City of Pomona or of any other bidder or anyone else interested in the
proposed procurement.
e. Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would
submit a false or sham bid or proposal, or that anyone should refrain from bidding or withdraw his bid or proposal.
f. Did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone to raise or
fix the bid or proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of his
bid or proposal price, or that of anyone else.
g. Did not, directly or indirectly, submit his bid or proposal price or any breakdown thereof, or the contents thereof, or
divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid
depository, or to any member agent thereof, or to any individual or group of individuals, except to the City of Pomona,
or to any person or persons who have a partnership or other financial interest with said bidder in his business.
h. Did not provide, directly or indirectly to any officer or employee of the City of Pomona any gratuity, entertainment,
meals, or any thing of value; whatsoever, which could be construed as intending to invoke any form of reciprocation or
favorable treatment.
i. That no officer or principal of the undersigned firm is employed or has been employed, either full or part time, by the
City of Pomona either currently or within the last two (2) years; or is related to any officer or employee of the City by
blood or marriage within the third degree. An exception to this section may be granted by approval of the City Council
prior to contract award.
j. That no offer or principal of the undersigned firm nor any subcontractor to be engaged by the principal has been
convicted by a court of competent jurisdiction of any charge of fraud, bribery, collusion, conspiracy or any other act in
violation of any state or federal antitrust law in connection with the bidding upon award of, or performance of, any
public work contract, with any public entity, within the last three years.
I certify, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct and
that this
Certification was executed on _______________________at _____________________ California.
(Date)
(Location)
Firm_____________________________________________ _______________________________________
(Signature)
Street____________________________________________ _______________________________________
(Print Name & Title)
City_______________________ State_____ Zip___________

AGREEMENT FOR INDEMNIFICATION BY CONTRACTOR/VENDOR AND
ACCEPTANCE AND ACKNOWLEDGMENTOF PROCUREMENT PRACTICES OF
THE CITY OF POMONA
The City of Pomona requires contractors and suppliers of services to the City to agree to indemnify and hold the City of Pomona
harmless for claims or losses arising from or connection with the contracting party’s work for the City of Pomona before a
Purchase Order is issued.
To reduce the possibility of misunderstanding between contracting parties and the City in ease of a claim or lawsuit, the City of
Pomona is requiring that contacting parties who perform services for the City sign this letter. This letter will act as and become
a part of each Contract/Purchase Order between the City of Pomona and the contracting parties signing the letter for the period
of _______________ to _______________.
In consideration of the opportunity of doing work for the City of Pomona and benefits to be received thereby, the
contracting party to this agreement agrees as follows:
1. That where a contract, purchase order or confirming order is issued by the City of Pomona awarding a contract, this Letter
Agreement is to be considered part of that contract.
2. Contractor agrees to indemnify the City of Pomona, and any officer, employee or agent, and hold the City of Pomona, and
any officer, employee or agent, there of harmless from any and all claims, liabilities, obligations and causes of action of
whatsoever kind or nature for injury to, or death of, any person (including officer, employees and agents of the City of Pomona),
and for injury or damage to or destruction of property (including property of the City of Pomona), resulting from any and all
actions or omissions of contractor or contractor’s employees, agents or invitees, or any subcontractor of contractor or any of such
subcontractor’s employees, agents or invitees.
3. That the contracting party specifically waives the benefits and protection of Labor Code Section 3864 which provides: “If an
action as provided in this chapter is prosecuted by the employee, the employer, or both jointly against the third person results in
judgment against such third person or settlement by such third person the employer shall have no liability to reimburse or hold
such third person harmless on such judgment or settlement in the absence of a written agreement so to be executed prior to the
injury.” This waiver will occur as to any contracts awarded by the City of Pomona to the contracting party to this letter while
this Agreement is in force.
4. That this Agreement has been signed by an authorized representative of the contracting party, and such representative has the
authority to bid the contractor/vendor to all terms and conditions of this Agreement.
5. That this Agreement shall be binding upon the successors and assignees of the contracting party to any contract with the City
of Pomona. As a condition precedent to acceptance, any contacts from the City of Pomona and contracting party agree to advise
its successors or assignees of this agreement and to obtain their consent to its writing before the work of the representative
successor or assignees begin, such assignment shall not be effective without the written consent of the City of Pomona.
6. To promptly notify the City of Pomona of any change in ownership of the contracting party while this Agreement is in force.
This letter Agreement cannot be modified or changed without the express written consent of the City of Attorney of the City of
Pomona.
On behalf of_____________________________________________________________________
(Name of Contractor or Vendor)
_______________________________________________________________________________
(Address)
I agree to the terms of this Letter Agreement
Name_____________________________________Title_______________________________________
(Manager, Owner, or Officer of Company)
This Agreement is to be returned to the Purchasing Department P.O. Box 660, Pomona, CA 91769

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (1 of 9)
Daily
RESTROOMS
Clean all shower walls, floors, curtains, and fixtures with a
disinfectant solution.
Remove all mildew and hard water spots.
Damp mop all restroom floors with a disinfectant solution and spot
clean stall partitions, knobs, doorjambs and walls.
Mirrors shall be washed clean and dried, and frame of mirrors
dusted.
Wash basins shall be washed and dried inside and out, and the
bright metal polished daily.
Refill all towel, soap, toilet seat covers, sanitary napkin
dispensers, and tissue dispensers, and all other paper goods.
Clean all restroom structures, which includes the disinfection (with
non-pungent germicide disinfectant solution) of toilets, urinals,
Empty, spray with a disinfectant, and wiped dry all sanitary napkin
containers.
Police
(Except Jail) Library City Hall Water Yard Monterey Yard Fleet
Council
Cham.
RTC
1 Subtotal
2 * Day Service Option Subtotal
Machine scrub and disinfect all restrooms.
The baseboard ledges of the cells shall be cleaned at the end of
each month.
Monthly
3 Subtotal
Complete wash and clean restroom walls and partitions.
Cleaned all light fixtures.
Clean all locker and locker tops: (January, April, July, and
October.)
Quarterly
4 Subtotal
A TOTAL - RESTROOMS (ITEMS 1+3+4)

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (2 of 9)
Bi-Annually Quarterly
Bi-Weekly
Weekly Daily
FLOORING
Water mop floors
Vinyl tile and terrazzo floors shall be damp mopped with finish
additives applied
All carpet shall be vacuumed daily per schedule below and all
spots and gum shall be removed
Sweep outside walkway
Clean floor mats
Damp mop all elevator car floors and wipe elevator walls with the
appropriate cleaners
Sweep all floors
5 Subtotal
Sweep and clean Library interior atriums. (2)
Sweep stairways, landings, and exterior concrete walks and steps
adjacent to building entrances. (Washing of exterior concrete
areas will only be allowed to remove stains or other hard to
remove spots.)
Wooden gym floor shall be dusted with a chemically treated dust
mop. (These services shall be performed more frequently, as
required).
6 Subtotal
Clean and Buff Police Facility VCT and Rubber Flooring
Subtotal
Strip, scrub and wax vinyl tile and terrazzo floors. Vinyl tile and
terrazzo floors, including locker room floors, shall be damp
mopped with finish additives applied. Wooden gym floor shall be
dusted with a chemically treated dust.
Shampooed carpet areas four (4) times a year (once every 3
months), using a cleaning method that incorporates some type of
extractor. (It will be the contract company’s responsibility to
schedule the shampoo cleaning with City staff)
Buff hallway floors
7 Subtotal
Gym floor shall be stripped and waxed twice each year. (It will be
the contract company's responsibility to schedule the cleaning to
begin the last week of January and the last week of July.)
Buffing floors
Detail carpet edges under and around furniture
Scrub/Wax floors
Burnish all tile floors
Police
(Except Jail) Library City Hall Water Yard Monterey Yard Fleet
Council
Cham.
RTC

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (3 of 9)
8 Subtotal
Special
All resilient floors shall be dusted with a chemically treated dust
mop. All spills must be removed same day of occurrence.
All carpets shall be vacuumed (prior to 8:00 A.M. or after 6:00
P.M.). Any spots and gum shall be removed. (Exception: Council
members’ offices need to be vacuumed on Tuesday and
Thursday only, and Finance offices at City Hall need to be done
before 5:00 pm
Spot clean carpet
Bonnet (dry shampoo) clean all carpeted floors
Hose vacuum corners and spot clean (dry shampoo)
9 Subtotal
Annual
Shampoo all common area carpets - extraction
Machine scrub, wash and buff tile floors
10 Subtotal
B TOTAL - FLOORING (ITEMS 5-10)
Daily
CLEANING
Table tops
Drinking fountain
Elevator walls and track
Remove outside trash
Clean entry way and doors
Clean and disinfect trash cans (inside/out)
Empty, wiped clean, and returned all trash containers from both
inside and outside buildings to the original location with new
plastic liners. (Remove all collected trash to dumpster.)
Clean all appliance inside & outside
Police
(Except Jail) Library City Hall Water Yard Monterey yard Fleet
Council
Cham.
RTC
11 Subtotal
Clean tables and chairs
Doors, jams, and walls immediately adjacent to doors and glass
partitions shall be wiped clean and dried.
Damp wipe and dry all ceramic wall tiles. (Take care that all grout
is left in a clean condition.)
Weekly
12 Subtotal
Clean office walls, partitions
Monthly
13 Subtotal
Spot clean walls
Special
14 Subtotal

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (4 of 9)
C TOTAL - CLEANING (ITEMS 11-14)

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (5 of 9)
Daily
DUSTING
Dust corners/ledges
Low dust table legs, chair rungs
Dust furniture
Desks and tables shall be dusted thoroughly on all surfaces using
a treated dust cloth or duster. (except when surfaces are laden
with paperwork.)
Lamps shall be dusted using a treated dust cloth or duster.
Water fountains shall be washed clean and polished with no hard
water spots left. They shall be washed clean with germicide and
polished. (The metal housing of the unit shall be treated in a like
manner.)
Bottle Water dispenser catch basins shall be removed, wiped
clean with germicide, and replaced.
Police
(Except Jail) Library City Hall Water Yard Monterey Yard Fleet
Council
Cham.
RTC
15 Subtotal
Dust air vents, partition tops, etc.
Dust and clean all base boards
Air conditioning air grills shall be vacuumed.
Leather or vinyl backs, seats, and arms shall be damp wiped and
dried. (Fabric cushions, etc. shall be vacuumed and all spots
removed same day as occurrence. All side chairs shall be treated
in a like manner.)
Weekly
16 Subtotal
All shelves and ledges above 6ft shall be vacuumed or dusted
using a treated cloth. (Wash and dry if necessary.)
Wood wall paneling shall be dusted using a treated cloth.
All files and storage cabinets shall be thoroughly dusted with a
treated dust cloth or duster. (Files lined in a row shall be dusted
along the horizontal surfaces of each and the sides of the end
file.)
Dust window sills
Monthly
17 Subtotal
Bi-annual
High dusting: cob webs and shelves
18 Subtotal
Miscellaneous hand dust with treated cloth or use damp cloth and
dry as needed: windowsills, ledges, and shelves under 6ft. (Push
plates, kick plates, baseboards, and moldings. Pictures and
frames. Panel boxes and fire extinguishers. All file and storeage
areas)
Special
19 Subtotal
D TOTAL - DUSTING (ITEMS 15-19)

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (6 of 9)
GLAZING
Police
(Except Jail) Library City Hall Water Yard Monterey Yard Fleet
Council
Cham.
RTC
Weekly Daily
Annually Weekly Daily
Clean entrance door glass and interior glass partitions.
20 Subtotal
Wash all doors and partitions (exterior and interior)
Clean glass soors
Spot clean windows, walls, and doors to eliminate fingerprints and
smudges.
21 Subtotal
Power wash sides of building and all exterior windows inside and
outside
22 Subtotal
E TOTAL - GLAZING (ITEMS 20-22)
Monthly
POLICE DEPARTMENT - JAIL Police
Janitorial service shall be provided three (3) times per week
(Monday, Wednesday & Friday) and a weekly jail cleaning check
list is to be filled out, identifying all maintenance completed.
(Check list to be provided by Jail).
Maintenance specifications will be consistent with those provided
for in other facilities including but not limited to the Main Control
Room, Administrative Office, Break Room, Print Room, Hallways,
Interview Room and Employee Rest Room.
All jail cell floors will be swept and mopped with a disinfectant
solution once a week, including North, South, West and Female
Mains, Male and Female Sobering Cells, Searching Cell and
Holding Cell.
All toilets, showers, and drinking fountains in the cells shall be
cleaned and scrubbed with a germicide disinfectant solution once
a week.
The baseboard ledges of the cells shall be cleaned at the end of
each month.
Biannual
Other
Vinyl and terrazzo floors shall be stripped and waxed the first
week of March and September of each year.
The cleaning crew must be flexible and able to work around the
limitations presented by the 'Booking' and other functions of the
Jail schedule.
F
Total - JAIL

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (7 of 9)
BID TOTALS PAGE-
JANITORIAL SERVICES
Police
(Except Jail) Library City Hall Water Yard Monterey Yard Fleet
Council
Cham.
RTC
TOTAL - ITEM # A
TOTAL - ITEM # B
TOTAL - ITEM # C
TOTAL - ITEM # D
TOTAL - ITEM # E
TOTAL - ITEM # F
GRAND TOTAL - SERVICES (ITEMS A-F)

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (8 of 9)
OPTIONAL - JANITORIAL SUPPLIES & MATERIAL BID PRICES
The quantities stated in this section are the City’s reasonable estimate of annual janitorial supplies. This information is provided for information only, and is not a guaranteed quantity. Actual
quantities may be higher or lower. A performance evaluation/demonstration may be required to assure that the materials offered are suitable for the City's purpose. The City reserves the sole right
to determine whether a product designated as “equivalent” will meet the City’s needs.
Description
Unit of
Measure
Estimated
Annual
Quanitty
Product offered
Product's
Units/ Case
Unit Price
Extended Price
23
Kimberly Clark - Kimcare General #91220-20 (or equivalent) Pink
Lotion Soap 12pk per case, 800ml = 9.6L
cs 50
24
Bleach, 128oz./1gal. Active Ingredients: Sodium Hypochlorite
5.25%; Inert Ingredients 94.75%. 6 gal per case
cs 100
25
Trash Can Liners, Low Density, Super Clear, 40 x 48, 40-45
gallon; Minimum of 1.15mil, 150 liners per case
cs 500
26
Trash Can Liners, Low Density, Natural, 10 micron. 30 x 36, 20-
30 gallon; 20 rolls per case, 25 liners per roll
cs 80
27
Trash Can Liners, High Density, Natural, 6 micron. 24 x 24, 8-10
gallon; 20 rolls per case, 50 liners per roll
cs 80
28
Multifold white towels, 1-Ply 9.0" x 9.5", Plain 250 sheets per
pack, 16 packs per case
cs 75
29
Brown, single fold towels, 100% recycled, #470A (or equivalent),
1-Ply, Natural, 9" x 10", 268 towels per pack, 15 packs per case.
cs 450
30
White High Capacity Roll Towels Cormatic, Georgia Pacific
#2930P (or equivalent). 6 rolls per case, 900 sheets per roll, 8.25"
x 9"
cs 50
31
Toilet Tissue, 2-Ply, 96 rolls per case, 500 sheets per roll, 4.5" roll
width
cs 360
32 Toilet Tissue, Jumbo, 2-Ply, 12 rolls per case, 3.5" x 1000 ft. cs 100
33
Toilet Seat Covers, Protecto (or equivalent), 20 packs per case,
250 sheets per pack.
cs 70

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7
Page (9 of 9)
34
Liquid Glass & Surface Cleaner, alcohol based, high grade, Non-
Butyl, 1 gallon container, 6 gallons per case
gal 100
35
Hand soap, biodegradable, free rinsing hand soap, lemon
scented, 1 gallon container, 4 gallons per case.
gal 50
36
Versatile #180 by Champion Chemical Co. (or equivalent), 1
gallon container, 6 gallons per case.
gal 200
Subtotal
Sales Tax
G
GRAND TOTAL - SUPPLIES