PURCHASING SPECIFICATION - City of Pomona
PURCHASING SPECIFICATION - City of Pomona
PURCHASING SPECIFICATION - City of Pomona
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<strong>PURCHASING</strong><br />
<strong>SPECIFICATION</strong><br />
Subject: JANITORIAL SERVICES<br />
Page No: 1 <strong>of</strong> 37 Spec. No: 1007.7<br />
Effective Date:<br />
Approved by:<br />
September 4, 2012, M. Sampson; D.<br />
Updated: 9/19/12<br />
Martinez; T. MacKay<br />
Bid Due Date:<br />
October 9, 2012; 4:00pm<br />
This RFP is a complete replacement <strong>of</strong> the RFP originally posted on September 6, 2012. Please note that<br />
an optional second job walk <strong>of</strong> the Police Department facilities has been scheduled for October 3, 2012 at<br />
9:00am. Bidders must attend at least one <strong>of</strong> the Police department mandatory job walks, in addition to<br />
the Facilities Job Walk on September 20, 2012.<br />
GENERAL<br />
The <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> (the “<strong>City</strong>”) is seeking a qualified firm (Contractor) to provide janitorial services on a<br />
regularly scheduled basis. The <strong>City</strong> seeks to award a one (1) year contract with four annual options to extend<br />
the contract; not to exceed five (5) contract years. Services are estimated to commence on December 1,<br />
2012. It shall be the Contractor's responsibility to furnish at his/her own expense all tools, equipment, fuel,<br />
labor, material and services necessary for the satisfactory performance <strong>of</strong> the work set forth in these<br />
specifications.<br />
SUBMITTAL INSTRUCTIONS<br />
Sealed quotations shall be clearly marked "JANITORIAL SERVICES” on the outside <strong>of</strong> the envelope. All<br />
submissions must be received in the purchasing <strong>of</strong>fice before the time <strong>of</strong> 4:00 p.m. October 16, 2012. Mail<br />
(or hand deliver) one (1) paper original, and six (6) paper copies <strong>of</strong> your proposal to:<br />
US<br />
Mail:<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong><br />
Purchasing Division<br />
P.O. Box 660<br />
<strong>Pomona</strong>, CA 91769<br />
Hand delivery,<br />
FedEx, UPS:<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong><br />
Purchasing Division<br />
505 South Garey Ave.<br />
<strong>Pomona</strong>, CA 91766<br />
Proposals in the form <strong>of</strong> telegrams, telephone calls, facsimiles, e-mails, or telex will not be accepted. The<br />
due date and time are fixed and extensions will not be granted. Late bids will not be accepted. The <strong>City</strong><br />
does not recognize the U.S. Postal Service, UPS, FedEx, or other carriers in determining the date and time<br />
the bid was received.<br />
INQUIRIES<br />
Please note that per Section 2-975 (2) <strong>of</strong> the <strong>Pomona</strong> <strong>City</strong> Code, any unauthorized contact by a bidder<br />
during the bid or proposal process with an <strong>of</strong>ficial or city employee, other than those shown on the<br />
RFP or bid, the Finance Director or Purchasing Manager, shall cause the bidder to be immediately<br />
disqualified from consideration <strong>of</strong> award.<br />
In compliance with this code section only the following individuals may be contacted during this<br />
procurement process:<br />
Questions pertaining to the Scope <strong>of</strong> Work<br />
Matt Sampson, Facilities Supervisor at (909) 620-2398.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 2 <strong>of</strong> 37<br />
Tim MacKay, Police Bldg Facility Coordinator at (909) 620-3742<br />
Damian Martinez, Management Analyst at (909) 620-7421<br />
Questions other than the Scope <strong>of</strong> Work<br />
Kennie Nicomede, Purchasing Manager at (909) 620-2381; e-mail Kennie_Nicomede@ci.pomona.ca.us; fax<br />
at (909) 620-3711.<br />
To provide adequate response time prior to bid closing date, all questions must be submitted to the appropriate<br />
person as shown above by October 11, 2012 4:00pm.<br />
The Contractor shall carefully examine this RFQ and any addenda that may be posted on the <strong>City</strong>’s website.<br />
The Contractor shall seek clarification <strong>of</strong> any ambiguity, conflict, omission, or other error in this RFQ in<br />
writing. If the answer materially affects the RFQ, the information will be incorporated into an addendum<br />
and distributed to all firms via the <strong>City</strong>’s website. All addenda will be numbered in sequence, dated as <strong>of</strong> the<br />
date <strong>of</strong> issue, and posted. If a Contractor discovers any ambiguity, conflict, discrepancy, omission, or other<br />
errors in the RFQ, Contractor shall notify the Purchasing Manager in writing not less than ten (10) days<br />
before the date <strong>of</strong> opening.<br />
It shall be the Contractor’s responsibility to check the <strong>City</strong>’s website to determine if any addenda have been<br />
posted prior to the bid opening date. Bid results are posted on the <strong>City</strong> website within 1-2 days after bid<br />
opening. Posted prices are preliminary in nature and may not reflect the final cost calculation.<br />
Website address: http://www.ci.pomona.ca.us; Click on Business, Click on Current Bids and RFP’s, Non-<br />
Construction Bids. No other letters or correspondences will be sent.<br />
Mandatory Job Walks will be held for all <strong>City</strong> Facilities. Please note, there are two different days for<br />
the mandatory job walks to allow sufficient time to tour every facility.<br />
Mandatory Job Walk #1<br />
PD: Main Building<br />
Facility Address Job Walk Date<br />
& Start Time<br />
PD: Property Bldg<br />
PD: Traffic Bldg<br />
PD: Training Ctr / Gym<br />
PD: Pistol Range<br />
PD: Aero Bureau<br />
PD: Ponderosa<br />
PD: Admin, Crime<br />
Prevention<br />
PD: IA<br />
Promenade<br />
PD: Jail<br />
490 W Mission Blvd<br />
910 W Fourth St<br />
100 E Commercial St<br />
1702 E First St<br />
465 Humane Way<br />
1905 McKinley<br />
605 Val Vista<br />
505 S Garey<br />
101 W Mission #225<br />
490 W Mission<br />
Sept 18, 2012, 9:00am<br />
Meet at PD Main Building,<br />
Main lobby<br />
490 W. Mission Blvd<br />
<strong>Pomona</strong> CA 91766<br />
Contact<br />
Tim MacKay<br />
909-620-3742
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 3 <strong>of</strong> 37<br />
Mandatory Job Walk #2<br />
<strong>City</strong> Hall<br />
505 S Garey Ave<br />
Council Chambers<br />
/ Conference Rm<br />
Library<br />
Regional Transit<br />
Center (RTC)<br />
Monterey Yard<br />
505 S Garey Ave<br />
625 S Garey Ave<br />
100 E Commercial St<br />
636 Monterey St<br />
Sept 20, 2012, 9:00am<br />
Meet at <strong>Pomona</strong> <strong>City</strong> Hall<br />
in front <strong>of</strong> Council Chambers<br />
505 S. Garey Ave<br />
<strong>Pomona</strong> CA 91766<br />
Matt<br />
Sampson<br />
909-620-2398<br />
Fleet<br />
636 Monterey St<br />
Water Yard 148 N Huntington St Immediately following the Matt<br />
Sampson tour<br />
Damian<br />
Martinez<br />
Optional Police Department Job Walk<br />
October 3, 2012, 9:00am<br />
Meet at PD Main Building,<br />
Main lobby<br />
490 W. Mission Blvd <strong>Pomona</strong> CA 91766<br />
There will be no job walks or conferences given at any other time other than the time specified above.<br />
With the exception <strong>of</strong> the above specified Job Walks, no oral interpretations will be made to any <strong>of</strong>ficer as to<br />
the meaning <strong>of</strong> the RFQ documents. Interpretations, if made, shall be written in the form <strong>of</strong> an Addendum<br />
and posted on the <strong>City</strong> website. Contractors may elect to appear in person or use a third party representative.<br />
[END OF SECTION]
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 4 <strong>of</strong> 37<br />
PREPARATION OF PROPOSAL<br />
The proposal should be prepared simply and economically, providing a straight forward and concise<br />
explanation <strong>of</strong> capabilities which will satisfy the requirement <strong>of</strong> the RFQ. All information requested in the<br />
body <strong>of</strong> the RFQ should be included in your response with a reference to the paragraphs to which the request<br />
was made. Proposals should address each item <strong>of</strong> this RFQ in the same sequence as presented in the RFQ.<br />
Each response must be in sufficient detail to permit evaluation <strong>of</strong> that item. The evaluation process will<br />
provide credit only for the capabilities and advantages which are clearly presented by the Contractor in the<br />
written proposal. Proposals should include, but not be limited to the following:<br />
Cover Letter<br />
A letter <strong>of</strong> introduction shall include the name, address, and telephone number <strong>of</strong> the person(s) to contact<br />
who will be authorized to represent the Contractor. The letter shall be signed by an <strong>of</strong>ficer <strong>of</strong> the<br />
Contractor's firm authorized to bind the firm to all commitments made in the proposal.<br />
Management Summary<br />
A summary that is readily understandable by non-technical personnel at the management level. It should<br />
contain a brief statement <strong>of</strong> the salient features <strong>of</strong> the proposal and a review <strong>of</strong> the distinctive merits <strong>of</strong> the<br />
proposal.<br />
Bidders Qualifications<br />
Contractors submitting bids to the <strong>City</strong> certify that they possess all necessary equipment, facilities, personnel<br />
and work experience to fulfill the terms <strong>of</strong> the contract at the time <strong>of</strong> bid submission, or that they will have<br />
the necessary equipment and personnel and be ready to proceed prior to the starting date. The <strong>City</strong> places<br />
great importance on the ability <strong>of</strong> a Contractor to complete the work as specified. This concern is noted in<br />
acknowledgment <strong>of</strong> the <strong>City</strong>'s obligation to the citizens <strong>of</strong> <strong>Pomona</strong>. In order for this obligation to be<br />
fulfilled, Contractors who bid must submit the following data:<br />
1. Contractors Information Report requires:<br />
a. Satisfactory evidence that the contractor has provided or is providing a janitorial<br />
cleaning operation <strong>of</strong> the type and to the extent as outlined in these specifications, and<br />
that the Contractor has successfully conducted such an operation for a period <strong>of</strong> not less<br />
than two (2) years within the last five (5) years.<br />
b. Satisfactory evidence that the Contractor has adequate financial resources, experienced<br />
supervisory personnel, and proper equipment to complete the work as specified.<br />
Contractor shall include as part <strong>of</strong> the submitted proposal, a detailed resume <strong>of</strong> the<br />
intended Janitorial Manager.<br />
c. Submit detailed descriptions <strong>of</strong> all hiring, training, testing, and disciplinary policies and<br />
procedures used by his firm.<br />
2. Contractors Industrial Safety Record requires:<br />
a. Satisfactory evidence that the Contractor has placed sufficient emphasis over a period <strong>of</strong><br />
time on the importance <strong>of</strong> safety in the work environment so as to minimize employee<br />
lost workdays.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 5 <strong>of</strong> 37<br />
References<br />
Bidders shall as parts <strong>of</strong> their response provide at least five (5) references from clients whom you’ve<br />
provided similar janitorial services. At least three <strong>of</strong> the references given are to be public agencies.<br />
Reference information shall include:<br />
‣ Company Name<br />
‣ Contact Name<br />
‣ Contact Phone Number<br />
‣ Company Address<br />
‣ Month/Year service began<br />
‣ Month/Year service ended<br />
Additionally, for the Police Department Jail janitorial services are required to submit three (3)<br />
references in which the bidder describes their experience in cleaning detention centers. (The contracting<br />
company may elect to sub-contract the Jail section to a qualified janitorial company with the proper<br />
experience in cleaning detention facilities. Provide the subcontractor’s name, address, phone number,<br />
contact name, and 3 references in your bid proposal. All sub-contractors shall be approved by the <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong> prior to commencing services.)<br />
Due to the governmental health requirements described in the Jail section <strong>of</strong> this scope <strong>of</strong> work, the<br />
contracting company shall have experience in cleaning detention facilities<br />
Bid Proposal<br />
This section shall include all <strong>of</strong> the following documents:<br />
‣ Pricing Bid Sheet<br />
‣ Contractor's Industrial Safety Record<br />
‣ Acknowledgment Agreement for Indemnification by Contractor/Vendor and<br />
Acceptance and Acknowledgment <strong>of</strong> Procurement Practices <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong><br />
(provided)<br />
‣ Non-Collusion Statement (provided)<br />
‣ Minority Business Questionnaire (provided)<br />
The attached "Minority Business Questionnaire", "Statement <strong>of</strong> Non-Collusion by Contractor" and<br />
“Agreement For Indemnification By Contractor/Vendor” forms must be filled out, signed by a company<br />
principal or <strong>of</strong>ficer, and returned with the bid.<br />
[END OF SECTION]
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 6 <strong>of</strong> 37<br />
TERMS & CONDITIONS<br />
Withdrawal <strong>of</strong> Proposal<br />
Any Contractor may withdraw his proposal, either personally or by written or telegraphic request, at any<br />
time prior to the time set for the proposal opening, provided that written confirmation <strong>of</strong> any telegraphic<br />
withdrawal <strong>of</strong> the signature <strong>of</strong> the Contractor is placed in the mail and postmarked prior to the time set for<br />
proposal opening. No proposal may be withdrawn or modified after the time set for the opening there<strong>of</strong>,<br />
unless and until the award <strong>of</strong> the contract is delayed for a period exceeding 90 days. Negligence on the part<br />
<strong>of</strong> the Contractor in preparing his proposal confers no right <strong>of</strong> withdrawal or modification <strong>of</strong> his proposal<br />
after such proposal has been opened.<br />
Letters <strong>of</strong> Objection<br />
Any Contractor believing that any part <strong>of</strong> the Request for Proposal, including the specifications and/or the<br />
bidding and evaluation procedures, is discriminatory against the supplier or precludes the supplier from<br />
being given reasonable consideration in the procurement process must submit a letter ten (10) days prior to<br />
the scheduled opening date specified in the attached cover letter, to the <strong>City</strong>'s Purchasing Manager clearly<br />
stating the specific objection and the resolution <strong>of</strong> such objection. Bidders are cautioned that any such<br />
objections not timely raised in the manner specified herein shall not be considered. The <strong>City</strong>, upon timely<br />
receipt <strong>of</strong> any such letter <strong>of</strong> objections, shall consider the bidder's objection and, when in the opinion <strong>of</strong> the<br />
<strong>City</strong>, a modification <strong>of</strong> the RFQ shall serve the best interest <strong>of</strong> the <strong>City</strong>, revisions to this RFQ, in the form <strong>of</strong><br />
an Addendum shall be issued to all suppliers.<br />
Rejection <strong>of</strong> Proposal<br />
1. The Request for Proposal does not commit the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> to award any contract. The <strong>City</strong><br />
reserves the right at its sole discretion to reject any or all proposals without penalty, to waiver<br />
irregularities in any proposal or in the bidding procedures and to be the final judge as to which<br />
is the lowest and best proposal. Any proposal which contains items not specified, items which<br />
are incorrect, which does not complete all the items scheduled, or does not respond to items in<br />
the manner specified by this Request for Proposal, and proposals received by telephone,<br />
telegraph, or FAX may be considered non-responsive, any may be rejected on this basis.<br />
Proposals <strong>of</strong>fering less than ninety (90) days for acceptance from the proposed closing date<br />
may be considered non-responsive and may be rejected.<br />
2. Non-acceptance <strong>of</strong> any proposal will not imply any criticism <strong>of</strong> the proposal or convey any<br />
indication that the proposal or proposed system or equipment was deficient. Non-acceptance <strong>of</strong><br />
any proposal will mean that another proposal was deemed to be more advantageous to the <strong>City</strong><br />
<strong>of</strong> <strong>Pomona</strong>, or that no proposal was deemed acceptable.<br />
Alternative Proposals<br />
Contractors are encouraged to submit alternative proposals should they feel the need to do so. Alternative<br />
proposals should be clearly marked and identified as such. Each proposal will be carefully considered on its<br />
own merits, and must conform to all instruction in this RFQ for preparing and submitting proposals.<br />
Public Information<br />
All materials received relative to this RFQ will become public information and be available for inspection.<br />
The <strong>City</strong> reserves the right to retain all proposals submitted, whether or not the proposal was selected or<br />
judged to be responsive.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 7 <strong>of</strong> 37<br />
Contractor's Cost to Develop Proposal<br />
Costs for developing proposals in response to this RFQ are entirely the obligation <strong>of</strong> the Contractor and shall<br />
not be charged in any manner to the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.<br />
Proposal Validity Period<br />
Submission <strong>of</strong> a proposal will signify the Contractor's agreement that his proposal is valid for ninety (90)<br />
days from the date <strong>of</strong> opening.<br />
News Releases<br />
News releases pertaining to an award resulting from proposals made in response to this RFQ shall not be<br />
made by the Contractor without the prior written approval <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>. In addition, the successful<br />
bidder must agree not to release any advertising copy mentioning the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> or quoting the opinion<br />
<strong>of</strong> any <strong>City</strong> employee without written approval by the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.<br />
Right to Negotiate Proposals<br />
The <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> reserves the right to negotiate any provision, accept any part except price, or all parts <strong>of</strong><br />
any and all proposals whenever in the best interest <strong>of</strong> the <strong>City</strong> and the taxpaying public. Suppliers are<br />
encouraged to submit their best prices in their proposal. The <strong>City</strong> intends to negotiate only with those<br />
suppliers whose proposals are the lowest estimated cost, while most closely meeting the requirements <strong>of</strong> the<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.<br />
Contract Period<br />
Any contract entered into shall be for a period <strong>of</strong> one (1) year. Contract period will be July 1 through June<br />
30 <strong>of</strong> any given year. Upon mutual agreement <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> and the Contractor, this contract may<br />
be renewed on a year-to-year basis at the prices bid. In no event shall this contract be extended beyond a<br />
cumulative total <strong>of</strong> five (5) years. The <strong>City</strong> reserves the right to modify the levels <strong>of</strong> service, type <strong>of</strong> service,<br />
and other factors which the <strong>City</strong> deems necessary to meet its purposes through negotiation with the<br />
Contractor.<br />
Default <strong>of</strong> Contractor<br />
The <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> shall hold the contractor responsible for any damage which may be sustained because <strong>of</strong><br />
the failure or neglect <strong>of</strong> the contractor to comply with any term or condition listed herein. It being<br />
specifically provided and agreed that no change or substitution shall be made in the service <strong>of</strong>fered without<br />
prior <strong>City</strong> approval. If the successful supplier fails or neglects to furnish any <strong>of</strong> the bid at the prices and time<br />
agreed upon, or otherwise fails or neglects to comply with the terms <strong>of</strong> the agreement, the <strong>City</strong> may, upon<br />
written notice to the contractor, cancel or rescind any or all items affected by such default and may procure<br />
the required products elsewhere without notice to the contractor. The prices paid by the <strong>City</strong> at the time such<br />
purchase shall be considered the prevailing market prices. Any extra costs incurred by such default may be<br />
collected by the <strong>City</strong> from the contractor.<br />
Non Exclusive Contract<br />
The <strong>City</strong> does not warrant to contract exclusively with a single contractor to perform the services described<br />
herein.<br />
Termination for Convenience<br />
The <strong>City</strong> may terminate its agreement with the contractor at any time by giving at least ten (10) days notice<br />
in writing. If the agreement is terminated by the <strong>City</strong>, the contractor will be paid for the time provided and<br />
expenses incurred up to the termination date. No additional liability shall be assumed by the <strong>City</strong>.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 8 <strong>of</strong> 37<br />
Holidays<br />
Except for the Police Department and the Train Depot which requires service 365 days per year, the <strong>City</strong><br />
will not require janitorial service on those holidays which are observed by the <strong>City</strong>:<br />
. New Year’s Day . Veteran’s Day<br />
. Presidents’ Day . Thanksgiving Day<br />
. Memorial Day . Friday after Thanksgiving<br />
. Independence Day . Day before Christmas (Christmas Eve)<br />
. Labor Day . Christmas Day<br />
No other days will be considered holidays. When said holidays fall on a week day, no make up <strong>of</strong> scheduled<br />
work will be required by the <strong>City</strong>.<br />
Licensing and Permits<br />
The contractor shall possess all pertinent permits and licensing required in performing all duties and<br />
activities described within this RFQ. In addition, a valid <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> business license prior to execution<br />
<strong>of</strong> the contract and for the duration <strong>of</strong> the contract.<br />
Safety<br />
Applicable provision <strong>of</strong> the following shall be incorporated into the specifications for this contract:<br />
‣ State Occupational Health and Safety Law <strong>of</strong> 1973 (Cal OSHA) Section 6300 Et Seq. <strong>of</strong><br />
California Labor Code.<br />
‣ Code <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.<br />
‣ Other Federal, State, or Municipal acts, statutes, rulings, ordinances, decisions or regulations<br />
which in any manner affect those employed or the materials used in the execution <strong>of</strong> this<br />
contract.<br />
‣ All subsequent revisions and supplements to the above documents.<br />
The importance the <strong>City</strong> attaches to safety cannot be overemphasized. The <strong>City</strong> reserves the right, at its<br />
discretion, to disallow payment for any work performed where the proper safety precautions were not being<br />
observed. As the safety <strong>of</strong> the public and <strong>City</strong> staff is regarded as <strong>of</strong> prime importance, the Contractor shall<br />
conduct his/her operations so as to cause the lease possible obstruction and inconvenience to pedestrian<br />
traffic. In the event any work operation that is the contractor's responsibility results in a safety hazard or<br />
problem <strong>of</strong> an emergency nature, the contractor will be required to immediately initiate corrective action and<br />
to inform the <strong>City</strong> <strong>of</strong> the final disposition <strong>of</strong> the particular situation.<br />
Conflict <strong>of</strong> Interest<br />
Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to<br />
invoke any form <strong>of</strong> reciprocation, employees <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> may not accept gratuities, entertainment,<br />
meals, or anything <strong>of</strong> value whatsoever from current or potential suppliers. The <strong>of</strong>fer <strong>of</strong> such gratuity to any<br />
employee <strong>of</strong> the <strong>City</strong> shall be cause for declaring such supplier to be an irresponsible bidder and preventing<br />
him from bidding as provided in Sections 2-974 and 2-975 <strong>of</strong> the <strong>City</strong> Code <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 9 <strong>of</strong> 37<br />
Transportation to Facilities<br />
It shall be the responsibility <strong>of</strong> the contractor to provide consistent, reliable transportation for equipment and<br />
staff to service identified facilities. All costs related to the maintenance and operation <strong>of</strong> said transportation<br />
vehicle(s) shall be the sole responsibility <strong>of</strong> the contractor.<br />
Cleaning Equipment and Supplies<br />
The contractor shall provide, at his/her own expense, all necessary cleaning supplies and equipment as may<br />
be required to perform the janitorial tasks outlined in this specification, including but not limited to the<br />
following: cleaning supplies, floor wax, furniture polish, and custodial tools. All such supplies and materials<br />
shall be <strong>of</strong> the highest quality. The <strong>City</strong> reserves the right to review and approve all items which may be<br />
used in performance <strong>of</strong> the contract work. No additional compensation shall be allowed for such items.<br />
Option:<br />
<strong>City</strong> is also requesting prices to provide the consumable supplies, i.e. toilet paper, towels, hygiene products,<br />
and trash can liners. (See price sheet entitled OPTIONAL – JANITORIAL SUPPLIES).<br />
Building Security/Safety<br />
It shall be the responsibility <strong>of</strong> the contractor to see that all his/her supervisory and crew personnel abide by<br />
the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>’s building security regulations and safety standards. The contractor shall conduct his<br />
work operations in such a way as to safeguard the <strong>City</strong>’s personnel, equipment, and property.<br />
Compensation<br />
1. For all services which the Contract is obligated to perform under the terms <strong>of</strong> this specification, the<br />
<strong>City</strong> shall pay to the Contractor a monthly price per facility as set forth in the contract.<br />
2. The monthly price shall be in effect for a one (1) year period at which time it may be adjusted by the<br />
change in the Consumer Price Index for the Los Angeles/Long Beach (all urban consumers)<br />
Metropolitan Statistical Area issued by the U.S. Department <strong>of</strong> Labor. A request for an annual<br />
adjustment to the janitorial contract must be submitted to the Purchasing Manager no later than sixty<br />
(60) days prior to the end <strong>of</strong> a contract period for an increase to be applied to any following annual<br />
contract period.<br />
3. Payment shall be made upon submittal <strong>of</strong> a detailed monthly statement to the Facilities Maintenance<br />
Supervisor. Said statement shall be submitted within two (2) weeks following the end <strong>of</strong> a billing<br />
period defined as a calendar month.<br />
4. Prior to <strong>City</strong> payment <strong>of</strong> the monthly statement, the Facilities Maintenance Supervisor shall review and<br />
approve payment based on the satisfactory completion <strong>of</strong> service. Payment shall be issued within 30<br />
days <strong>of</strong> acceptance by the <strong>City</strong>.<br />
Facility Inspection<br />
It shall be the responsibility <strong>of</strong> the Public Works Fleet & Facilities Services Manager to guarantee the<br />
execution <strong>of</strong> the contract in accordance with its terms and specifications. To this end, he may appoint a<br />
designee who shall also be responsible for the inspection and monitoring <strong>of</strong> the work performed under the<br />
contract. The <strong>City</strong> reserves the right to make all final determinations as to whether the work has been<br />
satisfactorily completed. In the event that results <strong>of</strong> the janitorial service are considered unsatisfactory by<br />
the <strong>City</strong> representative, the contractor shall be required to re-clean the unsatisfactory area at no cost to the<br />
<strong>City</strong>. Said service shall be performed without interruption in the regular cleaning schedule.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 10 <strong>of</strong> 37<br />
INSURANCE<br />
The Contractor shall maintain throughout the duration <strong>of</strong> the term <strong>of</strong> the Agreement, liability insurance<br />
covering the Contractor and designating the <strong>City</strong> including its elected or appointed <strong>of</strong>ficials, directors,<br />
<strong>of</strong>ficers, agents, employees, volunteers, or contractors, as additional insured against any and all claims<br />
resulting in injury or damage to persons or property (both real and personal) caused by any aspect <strong>of</strong> the<br />
Contractor's work, in amounts no less than the following and with such deductibles as are ordinary and<br />
reasonable in keeping with industry standards. It shall be stated, in the Additional Insured Endorsement, that<br />
the Contractor's insurance policies shall be primary as respects any claims related to or as the result <strong>of</strong> the<br />
Contractor's work. Any insurance pooled coverage, or self-insurance maintained by the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, its<br />
elected or appointed <strong>of</strong>ficials, directors, <strong>of</strong>ficers, agents, employees, volunteers, or contractors shall be noncontributory.<br />
General Liability:<br />
a. General Aggregate $2,000,000<br />
b. Products Comp/Op Aggregate $2,000,000<br />
c. Personal & Advertising Injury $1,000,000<br />
d. Each Occurrence $1,000,000<br />
e. Fire Damage (any one fire) $ 50,000<br />
f. Medical Expense (any one person) $ 5,000<br />
Workers' Compensation:<br />
a. Workers' Compensation Statutory Limits<br />
b. EL Each Accident $1,000,000<br />
c. EL Disease – Policy Limit $1,000,000<br />
d. EL Disease – Each Employee $1,000,000<br />
Automobile Liability<br />
a. Any vehicle, combined single limit $1,000,000<br />
The Contractor shall provide thirty (30) days advance notice to the <strong>City</strong> in the event <strong>of</strong> material changes or<br />
cancellation <strong>of</strong> any coverage. Certificates <strong>of</strong> insurance and additional insured endorsements shall be<br />
furnished to the <strong>City</strong> thirty (30) days prior to the effective date <strong>of</strong> this Agreement. Refusal to submit such<br />
certificates shall constitute a material breach <strong>of</strong> this Agreement entitling the <strong>City</strong> to any and all remedies at<br />
law or in equity, including termination <strong>of</strong> this Agreement. If pro<strong>of</strong> <strong>of</strong> insurance required under this<br />
Agreement is not delivered as required or if such insurance is canceled and not adequately replaced, the <strong>City</strong><br />
shall have the right but not the duty to obtain replacement insurance and to charge the Contractor for any<br />
premium due for such coverage. The <strong>City</strong> has the option to deduct any such premium from the sums due to<br />
the Contractor.<br />
Insurance is to be placed with insurers authorized and admitted to write insurance in California and with a<br />
current A.M. Best's rating <strong>of</strong> A-: VII or better. Acceptance <strong>of</strong> insurance from a carrier with a rating lower<br />
than A-: VII is subject to approval by the <strong>City</strong>'s Risk Manager. Contractor shall immediately advise the <strong>City</strong><br />
<strong>of</strong> any litigation that may affect these insurance policies.<br />
[END OF SECTION]
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 11 <strong>of</strong> 37<br />
EVALUATION AND SELECTION PROCESS<br />
Goods and services procured by the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> shall be from the lowest responsible bidder. In addition<br />
to price, the "lowest responsible bidder" will be determined by consideration <strong>of</strong> the following factors:<br />
‣ The quality, availability and suitability <strong>of</strong> the supplies, equipment or services to the particular use<br />
required.<br />
‣ Sub-total and overall cost <strong>of</strong> requested service as identified in the “Price Bid Sheet”.<br />
‣ The ability, capability and skill <strong>of</strong> the bidder to perform the services required.<br />
‣ The character, integrity, reputation, judgment, experience and efficiency <strong>of</strong> the bidder.<br />
‣ The bidder's record <strong>of</strong> performance on previous contracts or services, including compliance by the<br />
bidder with laws and ordinances relative to such contracts or services.<br />
‣ The ability <strong>of</strong> the bidder to provide future maintenance and service for the use <strong>of</strong> the equipment or<br />
materials to be purchased.<br />
‣ The number and scope <strong>of</strong> conditions attached to the bid.<br />
‣ The quality, maturity and financial stability <strong>of</strong> the firm.<br />
‣ The firm's ability and experience in providing the service <strong>of</strong>fered, including: experience with local<br />
government, scope <strong>of</strong> activities covered, length <strong>of</strong> time involved, level <strong>of</strong> client satisfaction,<br />
cost/benefit relationship and relative success.<br />
‣ An evaluation <strong>of</strong> the experience and training <strong>of</strong> the personnel the firm will be committing for<br />
assignments at the <strong>City</strong>.<br />
After review <strong>of</strong> proposals, qualified applicants will be asked to submit the following for approval by the <strong>City</strong><br />
<strong>of</strong> <strong>Pomona</strong>:<br />
‣ A list and samples <strong>of</strong> each <strong>of</strong> the supplies and materials proposed for use in the performance <strong>of</strong> the<br />
work indicating the manufacturer, brand name, and intended use.<br />
‣ Supply all employee safety and operational training materials utilized by the contractor.<br />
‣ Provide to the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, information regarding contractors hiring process, criteria and<br />
procedures.<br />
Award <strong>of</strong> Contract<br />
Award <strong>of</strong> a contract, if any, shall be made in the best interest <strong>of</strong> the <strong>City</strong> and shall be based on various<br />
factors including but not limited to the factors outlined herein. The evaluation <strong>of</strong> bids and the determination<br />
<strong>of</strong> conformity and acceptability shall be the sole responsibility <strong>of</strong> the <strong>City</strong>. Such determination shall be<br />
based on information furnished by the Contractor with his/her bid, as well as any other information available<br />
to the <strong>City</strong>. Any such award will be made within ninety (90) calendar days after opening <strong>of</strong> the proposals.<br />
The <strong>City</strong> reserves the right to reject any or all bids, to waive any informality in a bid, and to make awards in<br />
the best interest <strong>of</strong> the <strong>City</strong>. [END OF SECTION]
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 12 <strong>of</strong> 37<br />
SCOPE OF WORK<br />
General Information<br />
An adequate number <strong>of</strong> trained personnel shall be assigned by the contractor to perform the work described<br />
in these specifications. All contract employees shall be subject to review and approval by the <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong>. The <strong>City</strong> reserves the right to request the removal <strong>of</strong> any employee who is deemed unacceptable<br />
for any reason.<br />
The contractor shall be required to provide on-site, supervisory personnel <strong>of</strong> a high pr<strong>of</strong>essional caliber,<br />
including bi-lingual communication ability if any contract crew member does not have a working knowledge<br />
<strong>of</strong> the English language. The supervisory personnel shall conduct monthly inspections to determine what<br />
work is being performed in accordance with pr<strong>of</strong>essional cleaning standards and established work schedules.<br />
Said supervisor must have the authority to respond immediately to situations upon request by the <strong>City</strong><br />
representative.<br />
The assigned supervisor shall contact the Fleet and Facility Maintenance Manager or his designated<br />
alternative to discuss and clarify and operational problems and receive instructions. The supervisor will alert<br />
the <strong>City</strong>’s Facility Coordinator if supply stock is below two weeks.<br />
The contractor shall meet special personnel standards for the Public Safety facilities. All contract employees<br />
assigned to these areas must pass a Police background investigation prior to entering said facilities. At no<br />
time shall the contractor schedule personnel in the Police facilities that have not passed the background<br />
check. This rule shall apply even during times <strong>of</strong> short staffing due to holidays, illness, vacations, no shows,<br />
etc.<br />
All janitorial personnel entering any PD facility must pass a background investigation and wear a photo I.D.<br />
and uniform from the janitorial company at all times. It will be the responsibility <strong>of</strong> the contractor to<br />
transport all supplies to the <strong>of</strong>f-site locations. It will also be the responsibility <strong>of</strong> the contractor to maintain<br />
any keys, codes, or cards required to gain access and complete work at each location.<br />
All personnel assigned by the contractor to perform work for the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> shall not have an arrest<br />
record other than minor traffic violations, must be physically capable <strong>of</strong> performing all duties as assigned,<br />
and must present a pr<strong>of</strong>essional appearance acceptable to the <strong>City</strong>. For identification purposes, the use <strong>of</strong><br />
uniforms is required with company identification or logo. The final decision as to the acceptability <strong>of</strong> any<br />
individual performing work under any contract awarded as a result <strong>of</strong> this specification shall rest with the<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.<br />
All work by contract personnel shall be performed in a pr<strong>of</strong>essional, courteous manner. Discourtesy,<br />
rudeness, or the use <strong>of</strong> pr<strong>of</strong>anity will not be tolerated, and shall be grounds for immediate removal <strong>of</strong> the<br />
<strong>of</strong>fending employee from performing work under any contract awarded as a result <strong>of</strong> this specification.<br />
Services performed as required by this specification shall be subject to inspection and approval by <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong> facility staff. Supervisory and janitorial employees shall be proactive in efforts to keep <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong>, facilities clean and comfortable for <strong>City</strong>’s customers, staff and visitors. Janitorial employees shall<br />
take initiative in identifying, reporting and correcting all readily recognizable custodial and maintenance<br />
conditions, especially spot cleaning <strong>of</strong> spills, flooring, walls, glass surfaces, restrooms and lobbies.<br />
Contractor’s Personnel Qualifications<br />
Janitorial Manager
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 13 <strong>of</strong> 37<br />
The Janitorial Manager is responsible for the scheduling and management <strong>of</strong> work to be performed as<br />
detailed in this specification. Therefore, the Janitorial Manager must have at least three (3) <strong>of</strong> the last five (5)<br />
years work experience in the management <strong>of</strong> custodial type operations for buildings <strong>of</strong> the approximate size<br />
and similar characteristics <strong>of</strong> the building(s) in this specification.<br />
Supervisory Employees<br />
All supervisory personnel engaged in fulfilling the requirements <strong>of</strong> this specification shall have experience in<br />
custodial type work. Supervisory personnel shall be available during the hours <strong>of</strong> service; and must be<br />
provided with cell phones by the contractor. Names, telephone, cell phone numbers must be provided to<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong> designated representative and updated when changes are made. All supervisory personnel<br />
must be fluent in the English language, both verbal and written.<br />
Janitorial Employees<br />
The contractor shall employ only qualified personnel who are skilled in the performance <strong>of</strong> janitorial work<br />
and shall screen all employees, requiring satisfactory references. All employees <strong>of</strong> contractor shall be neatly<br />
attired in uniforms supplied by the contractor while working at <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> locations and must properly<br />
display the contractor furnished identification (badge) indicating the name <strong>of</strong> the employee and contractor.<br />
The minimum uniform will consist <strong>of</strong> an outer garment with the company name located on the chest and<br />
company identification badge with the employee photo, name and company name.<br />
Other Requirements<br />
The contractor’s employees must have a good working knowledge <strong>of</strong> the principles and techniques <strong>of</strong> the<br />
machines, equipment, and cleaning products used in building maintenance, as well as a good working<br />
knowledge <strong>of</strong> safety procedures. The contractor shall be responsible for instructing its employees in safe<br />
work habits and practices. No one is to accompany contractor’s employees to a <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> facility that<br />
is not employed by the contractor and assigned and/or scheduled to work at that <strong>City</strong> facility. <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong> reserves the right to have the removal <strong>of</strong> a contractor’s employee from any <strong>of</strong> the <strong>City</strong>’s site without<br />
cause. All personnel must be able to understand labels, descriptions and instructions for all materials used at<br />
<strong>City</strong>’s facilities. Project managers, supervisors, daytime employees and lead persons are required to<br />
understand and speak English fluently for safety and work related communication.<br />
The contractor is required to provide a schedule for approval by the <strong>City</strong>, indicating staff and supervisory<br />
contact information and by location. If there is a change to schedule and/or staff, notify <strong>City</strong> <strong>of</strong> <strong>Pomona</strong><br />
designated representative at least 12 hours in advance. Provide an updated listing <strong>of</strong> staff by location,<br />
including phone numbers. Work with the <strong>City</strong>’s designated representative to schedule special services as<br />
needed.<br />
Security<br />
Facility master keys will be provided. Offices will be cleaned as scheduled or as requested by staff. The<br />
contractor will be provided a key to the facility and the alarm code when applicable. Supervisors will be<br />
trained on the use <strong>of</strong> alarm panels and will be responsible for training janitorial employees. Contractor shall<br />
be liable for all costs associated with re-keying, re-issuance, or programming <strong>of</strong> keys, access cards, and<br />
security codes, which result from the loss or compromising <strong>of</strong> keys, access cards or security codes by<br />
contractor’s personnel. Janitorial employees shall be responsible for securing all <strong>of</strong>fices, gates and exterior<br />
entrances/exits at all facilities both during and at the completion <strong>of</strong> contracted services, unless otherwise<br />
directed by a designated <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, representative. Janitorial employees shall immediately<br />
communicate to <strong>City</strong>’s representative (PM and/or Security) any inabilities to secure by code, alarm, or<br />
mechanical lock any <strong>of</strong>fice, gate or door. Repeated failures to maintain a secure Facility when providing<br />
janitorial services shall serve as cause for termination <strong>of</strong> contract.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 14 <strong>of</strong> 37<br />
Supplies and Materials<br />
The contractor shall furnish all supplies and materials necessary for the performance <strong>of</strong> this specification,<br />
unless otherwise specified herein. Any changes to the items previously approved for use by <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>,<br />
must be submitted in writing to the <strong>City</strong>’s representative. Contractor must maintain at each location, a list <strong>of</strong><br />
the Material Safety Data Sheets (MSDS) for each product used at each facility. The contractor shall not use<br />
any material which the <strong>City</strong>, determines unsuitable for the purpose intended, or harmful to any part <strong>of</strong> the<br />
building(s), contents or equipment.<br />
Equipment<br />
All necessary cleaning equipment, including power driven floor scrubbing machines, waxing and polishing<br />
machines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performance<br />
<strong>of</strong> this specification shall be furnished by the Contractor. Such equipment shall be <strong>of</strong> the size and type<br />
customarily used in work <strong>of</strong> this kind and shall meet the approval <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, Equipment deemed<br />
to be <strong>of</strong> improper type or design, or inadequate for the purpose intended, shall be replaced.<br />
Storage Provisions<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong> will provide storage space for supplies used daily. All paper, soap, and janitorial supplies for<br />
the PD <strong>of</strong>f-site locations will be warehoused in the Basement mop closet <strong>of</strong> the Main PD Building.<br />
Schedule <strong>of</strong> Cleaning Services Classifications<br />
The following is intended to outline some <strong>of</strong> the duties which the contractor is expected to perform as part <strong>of</strong><br />
the Scope <strong>of</strong> Service and may not be inclusive <strong>of</strong> all areas which will require the contract’s service. Details<br />
on particular areas can be provided during the mandatory Job Walk for each area. The contractor is expected<br />
to be fully knowledgeable on the acceptable practice and methods to complete the janitorial services<br />
requested.<br />
Evening Services (Daily)<br />
These services are to be performed after normal business hours daily. Office Hours are as follows:<br />
<strong>City</strong> Hall 7:00am – 500pm<br />
Library 8:00am – 7:00pm<br />
Train Depot 7:00am – 9:00pm<br />
Duties are:<br />
Clean, sanitize and stock restrooms, empty trash containers, clean trash containers and remove trash to<br />
designated disposal area, vacuum common areas, spot treatment <strong>of</strong> carpet stains, spot dust horizontal<br />
surfaces in common areas, sweep/mop all accessible common areas and hallways, sweep stairwells,<br />
clean/disinfect lobby furniture, mop stairwells and cleaning <strong>of</strong> glass and removal <strong>of</strong> trash at entrances, report<br />
maintenance problems to <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> facility maintenance and be proactive in keeping the facility clean<br />
and safe. Examples <strong>of</strong> duties are:<br />
‣ All trash containers, both inside and outside buildings, shall be emptied, wiped clean, and returned to<br />
the original location with new plastic liners. All collected trash shall be removed to dumpster. Recycled<br />
paper blue containers shall be emptied and all collected wastepaper shall be removed to the large blue<br />
curbside recycling containers supplied by the city. All full large blue curbside recycling containers<br />
will be walked by custodians to the basement, where the Solid Waste <strong>City</strong> Employees will exchange<br />
them with empty ones.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 15 <strong>of</strong> 37<br />
‣ Desks and tables shall be dusted thoroughly on all surfaces using a treated dust cloth or duster, except<br />
when surfaces are laden with paperwork.<br />
‣ Spot clean windows, walls, and doors to eliminate fingerprints and smudges.<br />
‣ All resilient floors shall be dusted with a chemically treated dust mop. All spills must be removed<br />
same day <strong>of</strong> occurrence.<br />
‣ All carpets shall be vacuumed (prior to 8:00 A.M. or after 6:00 P.M.) Spills, spots, and gum shall be<br />
removed. (Exception: Councilmember’s <strong>of</strong>fices need to be vacuumed on Tuesday and Thursday only<br />
and Finance <strong>of</strong>fices at city hall need to be done before 5:00 PM.).<br />
‣ Clean all restroom structures, which includes the disinfection (with non-pungent germicide disinfectant<br />
solution) <strong>of</strong> toilets, urinals, sinks, faucets, door knobs and handles, paper holders, floors, partition walls<br />
and doors; also shower walls and floors on daily basis.<br />
‣ Wash basins shall be washed and dried inside and out and the bright metal polished.<br />
‣ All sanitary napkin containers shall be emptied. Containers shall be sprayed with a disinfectant and<br />
wiped dry.<br />
‣ Refill all towel, soap, toilet seat, and tissue dispensers.<br />
‣ Damp mop all restroom floors with a disinfectant solution and spot clean stall partitions, knobs,<br />
doorjambs and walls.<br />
‣ All doors, door jams, doorknobs, walls, and windows shall be spot cleaned to eliminate fingerprints<br />
and smudges.<br />
‣ Elevator car floors shall be damp mopped. Stairways, landings, and exterior concrete walks and steps<br />
adjacent to building entrances shall be swept or washed to remove all debris, stains, or spots.<br />
‣ All interior glass doors and partitions, and all exterior glass doors shall be cleaned.<br />
Bi-Weekly Services for PD VCT and Rubber Flooring<br />
Clean and Buff all VCT and Rubber flooring Bi-Weekly to ensure a lustrous and prolonged usability <strong>of</strong> all<br />
flooring for Police Facilities. Strip and wax as needed.<br />
Quarterly Services<br />
Quarterly services are necessary for janitorial deep cleaning maintenance to ensure a lustrous and prolonged<br />
usability <strong>of</strong> <strong>City</strong> facilities. Some <strong>of</strong> the areas which will require quarterly services include: high cleaning <strong>of</strong><br />
all surfaces in common areas including but not limited to shelves, fire extinguishers/cabinets, signage, etc.,<br />
strip and wax VCT, deep cleaning <strong>of</strong> slip resistant tile, deep cleaning/disinfecting <strong>of</strong> all surfaces in<br />
restrooms.<br />
Bi-Annual Service<br />
There are some areas which require bi-annual cleaning. The following provides an example <strong>of</strong> the type <strong>of</strong><br />
services which would be required bi-annually (every six months).
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 16 <strong>of</strong> 37<br />
‣ Vinyl tile and terrazzo floors, including Locker Room floors, shall be damp mopped with finish<br />
additives applied. Wooden gym floor shall be dusted with a chemically treated dust mop. All floors<br />
(except Gym floor) shall be stripped and waxed twice each year, and it will be the contract company's<br />
responsibility to schedule the cleaning to begin the last week <strong>of</strong> January and the last week <strong>of</strong> July.<br />
‣ Shampoo all carpet twice each year using a cleaning method that incorporates some type <strong>of</strong> extractor.<br />
It will be the contract company's responsibility to schedule the shampoo cleaning with <strong>City</strong> staff.<br />
Daily Daytime Services (Option)<br />
Daytime services shall consist <strong>of</strong>: early morning check <strong>of</strong> all lobbies, restrooms, common areas and<br />
entrances. Check <strong>of</strong> restrooms and lobbies, cleaning, sanitizing and stocking restrooms as needed. Emptying<br />
trash and cleaning trash cans, (trash bags removed from cans/receptacles will not be placed on carpet), clean<br />
spills as needed, vacuum <strong>of</strong>fices as requested or scheduled, sweep/mop tile, cleaning/disinfecting <strong>of</strong> drinking<br />
fountains and reporting maintenance problems to <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> facility maintenance employees.<br />
Contractor will be proactive in keeping the facility clean and safe. Supplied logs, (approved by <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong> staff), shall be placed in all facility restrooms except for public restrooms.<br />
Work Scheduling and Reporting<br />
Quality cleaning is required, including full performance <strong>of</strong> all specified daily services on the first <strong>of</strong>ficial<br />
working day <strong>of</strong> the contract period. All work will be performed at times as specified and agreed upon by<br />
contractor and the city <strong>of</strong> <strong>Pomona</strong> representatives. All cleaning personnel are prohibited from disturbing<br />
papers on desks or shelves, opening desk drawers or cabinets, or using telephone or <strong>of</strong>fice equipment<br />
provided for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> employees. Instructions pertaining to conduct and other regulations, as<br />
required by <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> standards, must be followed. All contract personnel are required to sign in/out<br />
upon arrival and departure <strong>of</strong> work site. Sign-in form is in the janitorial closet at each facility.<br />
Non-performance<br />
It is the objective <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, to obtain complete and satisfactory performance in accordance with<br />
the requirements <strong>of</strong> this specification. Failure to perform Quarterly, Semi-Annual and Special Services will<br />
result in a deduction <strong>of</strong> payment equal to the cost charged to provide these services. Failure to adequately<br />
perform Daytime and/or Night Services will result in notification <strong>of</strong> supervisor upon first occurrence.<br />
Subsequent occurrences will result in notification <strong>of</strong> contractor’s Janitorial Manager. If performance issues<br />
are not corrected, the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> may request that janitorial employee(s) at location be replaced.<br />
Failure <strong>of</strong> contractor to resolve performance issues shall serve as cause for termination <strong>of</strong> contract.<br />
Service Increase/Decrease<br />
It is understood that this specification’s description <strong>of</strong> work is the <strong>City</strong>’s present service requirements only,<br />
and the scope <strong>of</strong> work may increase or decrease during the term <strong>of</strong> the contract. Any change in the scope <strong>of</strong><br />
work and resulting compensation shall be negotiated prior to implementation and documented in writing.<br />
P.D. Jail<br />
Due to the governmental health requirements described in the Jail section <strong>of</strong> this scope <strong>of</strong> work, the<br />
contracting company shall have experience in cleaning detention facilities. The contracting company may<br />
elect to sub-contract the Jail section to a qualified janitorial company with the proper experience in cleaning<br />
detention facilities. Provide the subcontractor’s name, address, phone number, contact name, and 3<br />
references in your bid proposal. All sub-contractors shall be approved by the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> prior to<br />
commencing services.<br />
The Janitorial Company shall be familiar with, and comply with all cleaning standards set by the<br />
'Correctional Standards Authority' Title 15 and Title 24. The jail is subject to health inspections by Los
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 17 <strong>of</strong> 37<br />
Angeles County and the Department <strong>of</strong> Corrections. The janitorial contract company shall be responsible<br />
for correcting any deficiencies noted on the inspection reports.<br />
The duties described in this section <strong>of</strong> the Scope <strong>of</strong> Work shall be in addition to the standard Janitorial Scope<br />
<strong>of</strong> Work, listed above.<br />
1. Janitorial service shall be provided three (3) times per week (Monday, Wednesday & Friday) and a<br />
weekly jail cleaning check list is to be filled out, identifying all maintenance completed. (Check list to<br />
be provided by Jail).<br />
2. Maintenance specifications will be consistent with those provided for in other facilities including but<br />
not limited to the Main Control Room, Administrative Office, Break Room, Print Room, Hallways,<br />
Interview Room and Employee Rest Room.<br />
3. All jail cell floors will be swept and mopped with a disinfectant solution once a week, including North,<br />
South, West and Female Mains, Male and Female Sobering Cells, Searching Cell and Holding Cell.<br />
4. All toilets, showers, and drinking fountains in the cells shall be cleaned and scrubbed with a germicide<br />
disinfectant solution once a week.<br />
5. The baseboard ledges <strong>of</strong> the cells shall be cleaned at the end <strong>of</strong> each month.<br />
6. Vinyl and terrazzo floors shall be stripped and waxed the first week <strong>of</strong> March and September <strong>of</strong> each<br />
year.<br />
7. The cleaning crew must be flexible and able to work around the limitations presented by the 'Booking'<br />
and other functions <strong>of</strong> the Jail schedule.<br />
[END OF SECTION]
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 18 <strong>of</strong> 37<br />
TECHNICAL <strong>SPECIFICATION</strong>S<br />
(Page 1 <strong>of</strong> 3)<br />
<strong>City</strong> Hall, Other Facilities, Police Department, and Other Police facilities requiring janitorial services consist<br />
mostly <strong>of</strong> general <strong>of</strong>fice space including restroom, lunchrooms, conference rooms, kitchen facilities and<br />
hallways. The contractor shall perform the following tasks daily, unless otherwise stated, per the schedule<br />
listed below.<br />
FACILITY WEEKLY<br />
SCHEDULE<br />
<strong>City</strong> Hall Monday -<br />
Thursday<br />
Council<br />
Monday -<br />
Chambers / Thursday<br />
Library Monday –<br />
Wednesday and<br />
Saturday<br />
Water Yard Monday -<br />
Thursday<br />
Monterey Yard Monday – Wed,<br />
and Saturday<br />
Regional Transit Monday -<br />
Center (RTC) Saturday<br />
Fleet Monday –<br />
Friday<br />
SQ. FT.<br />
CARPET<br />
SQ.<br />
FT.<br />
SQ. FT.<br />
Restroom<br />
TOTAL<br />
SQ.FOOTAGE<br />
35,475 16,085 51,560<br />
2,416 8,165 10,581<br />
49,747 1,853 51,600<br />
2,118 801 2,919<br />
49,747 1,853 51,600<br />
-- 2,302 2,302<br />
-- 3,300 3,300
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 19 <strong>of</strong> 37<br />
TECHNICAL <strong>SPECIFICATION</strong>S<br />
(Page 2 <strong>of</strong> 3)<br />
PD: Main<br />
Building<br />
Basement & 1st Sunday through<br />
Floor Saturday<br />
2 nd Floor Monday through<br />
Friday<br />
PD: Property Monday through<br />
Bldg<br />
Friday<br />
PD: Traffic Bldg Monday through<br />
Friday<br />
PD: Training Mon. through<br />
Center / Gym Thursday<br />
PD: Pistol Range Tuesday &<br />
Thursday<br />
PD: Aero Bureau Tuesday &<br />
Thursday<br />
PD: Ponderosa Tuesday &<br />
Thursday<br />
PD: Admin, Mon. through<br />
Crime Prvntn Thurs<br />
PD: IA<br />
Tuesday &<br />
Thursday<br />
PD: Jail<br />
Mon, Wed, &<br />
Friday<br />
11,572 7,879 19,451 38,902<br />
inc. inc. inc. inc.<br />
inc. inc. inc. inc.<br />
527 331 76 934<br />
1,472 361 168 2,001<br />
2850 2475 395 5720<br />
109 94 88 291<br />
475 0 92 567<br />
424 46 470 940<br />
5875 0 0 5875<br />
1578 100 0 1678<br />
710 3,782 42 4,534<br />
All carpet shall be vacuumed daily per schedule below and all spots and gum shall be removed.<br />
FACILITY<br />
WEEKLY<br />
SCHEDULE<br />
PD Main Building:<br />
Second floor between 4:30 pm and 6:00 pm<br />
First floor between 4:30 pm and 8:00 pm<br />
Basement between 5:30 pm and 8:00 pm<br />
Property Bldg<br />
between 8:00 am and 4:30 pm<br />
Traffic Bldg<br />
between 8:00 am and 4:30 pm<br />
Training Center<br />
between 7:00 am and 9:00 am<br />
Pistol Range<br />
between 12:00 pm and 3:00 pm<br />
Aero Bureau<br />
between 6:00 pm and 6:30 pm<br />
Ponderosa<br />
between 3:30 pm and 5:30 pm<br />
IA-Promenade<br />
Between 8:00 am and 3:00 pm<br />
Admin. Offices<br />
between 8:00 am and 4:30 pm<br />
Jail<br />
between 5:00pm and 10:00 pm
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 20 <strong>of</strong> 37<br />
Fixture Count<br />
Location<br />
TECHNICAL <strong>SPECIFICATION</strong>S<br />
(Page 3 <strong>of</strong> 3)<br />
Basins &<br />
Sinks<br />
Commodes Urinals Showers Elevators<br />
<strong>City</strong> Hall:<br />
2 nd Floor 14 11 2 1 1<br />
1st Floor 10 10 5 0 0<br />
Basement 6 4 2 0 0<br />
Council Chambers / 4 4 2 0 0<br />
Conference Room<br />
Library: 1<br />
Lower Floor 15 8 4 1 0<br />
Upper Floor 6 4 2 0 0<br />
Water Yard 4 6 3 2 1<br />
Monterey Yard 5 6 4 4 1<br />
Fleet 7 6 3 0 0<br />
RTC 3 5 2 0 2<br />
PD Main Bldg 14 16 5 5 2<br />
Property Bldg 3 2 1 0 0<br />
Traffic Bldg 1 1 1 0 0<br />
Training Center<br />
9 8 4 1 0<br />
Restroom & Gym<br />
Admin, Code; I.A., 1 0 0 0 0<br />
& Crime Prevention<br />
Pistol Range 2 2 1 0 0<br />
Aero Bureau 2 2 1 1 0<br />
Ponderosa 2 2 0 2 0<br />
Jail 17 17 1 7 0<br />
[END OF SECTION]
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 21 <strong>of</strong> 37<br />
INSTRUCTIONS<br />
Price Sheet and Specifications<br />
for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services<br />
Bidders must submit pricing for each sub-total section, per facility, provided in the Price Sheet and<br />
Specifications tables. Failure to include a dollar amount will constitute as a forfeit to perform the line item<br />
service requested. (Please note that the <strong>City</strong> reserves the right to award all or part <strong>of</strong> the services requested<br />
in this RFQ.)<br />
*Within the Restroom section there is an additional “Day Service Option Subtotal” service requested and<br />
which will serve as a supplemental to regular services provided in this RFQ. (Please see the Scope <strong>of</strong> Work<br />
segment above for more details.)
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 22 <strong>of</strong> 37<br />
BID PRICE COVER SHEET<br />
Janitorial Services (<strong>City</strong> Facilities)<br />
per Purchasing Specification No. 1007.7<br />
Company Name______________________________________________________________<br />
Company Address____________________________________________________________<br />
____________________________________________________________<br />
Contact Name _______________________ Company phone number______________________________<br />
I _________________________, _____________________ am duly authorized to commit my company<br />
(Print Full Name)<br />
(Title)<br />
to sell/perform the products and/or services described herein. I understand by signing this quotation I am not<br />
obligating the <strong>City</strong> to make this purchase, nor am I signing a contract to sell or perform this purchase. By<br />
signing this document I agree to comply with all specifications described herein, unless specifically noted.<br />
Signature____________________________________ Date: _____________________________<br />
ALL QUOTATIONS MUST BE SIGNED
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 23 <strong>of</strong> 37<br />
REFERENCES<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 24 <strong>of</strong> 37<br />
REFERENCES (continued)<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 25 <strong>of</strong> 37<br />
POLICE DEPARTMENT - JAIL<br />
REFERENCES<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________<br />
Company Name_______________________________________________________________________<br />
Company Address_____________________________________________________________________<br />
_____________________________________________________________________________________<br />
Contact Name__________________________________ Phone Number_________________________<br />
Type <strong>of</strong> Service Performed______________________________________________________________<br />
_____________________________________________________________ Number <strong>of</strong> Years________
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 26 <strong>of</strong> 37<br />
CITY OF POMONA - MINORITY BUSINESS QUESTIONNAIRE<br />
Date________________________________________<br />
Name <strong>of</strong> Business________________________________________________________________<br />
Division or Subsidiary, if applicable<br />
_____________________________________________________________<br />
Business Address<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
Telephone Number<br />
Contact Person<br />
Title<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
Type <strong>of</strong> Business:<br />
Non Pr<strong>of</strong>it [ ]<br />
Sole Proprietorship [ ]<br />
Partnership - General [ ]<br />
- Limited [ ]<br />
Corporation [ ]<br />
Is the business 51% or more owned by:<br />
American Indian [ ]<br />
Asian [ ]<br />
Black [ ]<br />
Hispanic [ ]<br />
Female [ ]<br />
Other_______________________ [ ]<br />
(please specify)<br />
Prepared By: ___________________________________________________________________<br />
Title:<br />
___________________________________________________________________<br />
For more information, contact Purchasing Division, <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, (909) 620-2381.
Subject: Janitorial Services (<strong>City</strong> Facilities) Page 27 <strong>of</strong> 37<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong> - Statement <strong>of</strong> Non-Collusion by Contractor<br />
The undersigned that submits herewith to the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> a Bid or proposal does hereby certify:<br />
a. That all statements <strong>of</strong> fact in such bid or proposal are true;<br />
b. That such bid or proposal was not made in the interest <strong>of</strong> or on behalf <strong>of</strong> any undisclosed person, partnership, company,<br />
association, organization, or corporation.<br />
c. That such bid or proposal is genuine and not collusive or sham.<br />
d. That said bidder has not, directly or indirectly by agreement, communication or conference with anyone, attempted to<br />
induce action prejudicial to the interest <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> or <strong>of</strong> any other bidder or anyone else interested in the<br />
proposed procurement.<br />
e. Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would<br />
submit a false or sham bid or proposal, or that anyone should refrain from bidding or withdraw his bid or proposal.<br />
f. Did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone to raise or<br />
fix the bid or proposal price <strong>of</strong> said bidder or <strong>of</strong> anyone else, or to raise or fix any overhead, pr<strong>of</strong>it or cost element <strong>of</strong> his<br />
bid or proposal price, or that <strong>of</strong> anyone else.<br />
g. Did not, directly or indirectly, submit his bid or proposal price or any breakdown there<strong>of</strong>, or the contents there<strong>of</strong>, or<br />
divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid<br />
depository, or to any member agent there<strong>of</strong>, or to any individual or group <strong>of</strong> individuals, except to the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>,<br />
or to any person or persons who have a partnership or other financial interest with said bidder in his business.<br />
h. Did not provide, directly or indirectly to any <strong>of</strong>ficer or employee <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> any gratuity, entertainment,<br />
meals, or any thing <strong>of</strong> value; whatsoever, which could be construed as intending to invoke any form <strong>of</strong> reciprocation or<br />
favorable treatment.<br />
i. That no <strong>of</strong>ficer or principal <strong>of</strong> the undersigned firm is employed or has been employed, either full or part time, by the<br />
<strong>City</strong> <strong>of</strong> <strong>Pomona</strong> either currently or within the last two (2) years; or is related to any <strong>of</strong>ficer or employee <strong>of</strong> the <strong>City</strong> by<br />
blood or marriage within the third degree. An exception to this section may be granted by approval <strong>of</strong> the <strong>City</strong> Council<br />
prior to contract award.<br />
j. That no <strong>of</strong>fer or principal <strong>of</strong> the undersigned firm nor any subcontractor to be engaged by the principal has been<br />
convicted by a court <strong>of</strong> competent jurisdiction <strong>of</strong> any charge <strong>of</strong> fraud, bribery, collusion, conspiracy or any other act in<br />
violation <strong>of</strong> any state or federal antitrust law in connection with the bidding upon award <strong>of</strong>, or performance <strong>of</strong>, any<br />
public work contract, with any public entity, within the last three years.<br />
I certify, under penalty <strong>of</strong> perjury under the laws <strong>of</strong> the State <strong>of</strong> California, that the foregoing is true and correct and<br />
that this<br />
Certification was executed on _______________________at _____________________ California.<br />
(Date)<br />
(Location)<br />
Firm_____________________________________________ _______________________________________<br />
(Signature)<br />
Street____________________________________________ _______________________________________<br />
(Print Name & Title)<br />
<strong>City</strong>_______________________ State_____ Zip___________
AGREEMENT FOR INDEMNIFICATION BY CONTRACTOR/VENDOR AND<br />
ACCEPTANCE AND ACKNOWLEDGMENTOF PROCUREMENT PRACTICES OF<br />
THE CITY OF POMONA<br />
The <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> requires contractors and suppliers <strong>of</strong> services to the <strong>City</strong> to agree to indemnify and hold the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong><br />
harmless for claims or losses arising from or connection with the contracting party’s work for the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> before a<br />
Purchase Order is issued.<br />
To reduce the possibility <strong>of</strong> misunderstanding between contracting parties and the <strong>City</strong> in ease <strong>of</strong> a claim or lawsuit, the <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong> is requiring that contacting parties who perform services for the <strong>City</strong> sign this letter. This letter will act as and become<br />
a part <strong>of</strong> each Contract/Purchase Order between the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> and the contracting parties signing the letter for the period<br />
<strong>of</strong> _______________ to _______________.<br />
In consideration <strong>of</strong> the opportunity <strong>of</strong> doing work for the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> and benefits to be received thereby, the<br />
contracting party to this agreement agrees as follows:<br />
1. That where a contract, purchase order or confirming order is issued by the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> awarding a contract, this Letter<br />
Agreement is to be considered part <strong>of</strong> that contract.<br />
2. Contractor agrees to indemnify the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, and any <strong>of</strong>ficer, employee or agent, and hold the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>, and<br />
any <strong>of</strong>ficer, employee or agent, there <strong>of</strong> harmless from any and all claims, liabilities, obligations and causes <strong>of</strong> action <strong>of</strong><br />
whatsoever kind or nature for injury to, or death <strong>of</strong>, any person (including <strong>of</strong>ficer, employees and agents <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>),<br />
and for injury or damage to or destruction <strong>of</strong> property (including property <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>), resulting from any and all<br />
actions or omissions <strong>of</strong> contractor or contractor’s employees, agents or invitees, or any subcontractor <strong>of</strong> contractor or any <strong>of</strong> such<br />
subcontractor’s employees, agents or invitees.<br />
3. That the contracting party specifically waives the benefits and protection <strong>of</strong> Labor Code Section 3864 which provides: “If an<br />
action as provided in this chapter is prosecuted by the employee, the employer, or both jointly against the third person results in<br />
judgment against such third person or settlement by such third person the employer shall have no liability to reimburse or hold<br />
such third person harmless on such judgment or settlement in the absence <strong>of</strong> a written agreement so to be executed prior to the<br />
injury.” This waiver will occur as to any contracts awarded by the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> to the contracting party to this letter while<br />
this Agreement is in force.<br />
4. That this Agreement has been signed by an authorized representative <strong>of</strong> the contracting party, and such representative has the<br />
authority to bid the contractor/vendor to all terms and conditions <strong>of</strong> this Agreement.<br />
5. That this Agreement shall be binding upon the successors and assignees <strong>of</strong> the contracting party to any contract with the <strong>City</strong><br />
<strong>of</strong> <strong>Pomona</strong>. As a condition precedent to acceptance, any contacts from the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> and contracting party agree to advise<br />
its successors or assignees <strong>of</strong> this agreement and to obtain their consent to its writing before the work <strong>of</strong> the representative<br />
successor or assignees begin, such assignment shall not be effective without the written consent <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong>.<br />
6. To promptly notify the <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> <strong>of</strong> any change in ownership <strong>of</strong> the contracting party while this Agreement is in force.<br />
This letter Agreement cannot be modified or changed without the express written consent <strong>of</strong> the <strong>City</strong> <strong>of</strong> Attorney <strong>of</strong> the <strong>City</strong> <strong>of</strong><br />
<strong>Pomona</strong>.<br />
On behalf <strong>of</strong>_____________________________________________________________________<br />
(Name <strong>of</strong> Contractor or Vendor)<br />
_______________________________________________________________________________<br />
(Address)<br />
I agree to the terms <strong>of</strong> this Letter Agreement<br />
Name_____________________________________Title_______________________________________<br />
(Manager, Owner, or Officer <strong>of</strong> Company)<br />
This Agreement is to be returned to the Purchasing Department P.O. Box 660, <strong>Pomona</strong>, CA 91769
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (1 <strong>of</strong> 9)<br />
Daily<br />
RESTROOMS<br />
Clean all shower walls, floors, curtains, and fixtures with a<br />
disinfectant solution.<br />
Remove all mildew and hard water spots.<br />
Damp mop all restroom floors with a disinfectant solution and spot<br />
clean stall partitions, knobs, doorjambs and walls.<br />
Mirrors shall be washed clean and dried, and frame <strong>of</strong> mirrors<br />
dusted.<br />
Wash basins shall be washed and dried inside and out, and the<br />
bright metal polished daily.<br />
Refill all towel, soap, toilet seat covers, sanitary napkin<br />
dispensers, and tissue dispensers, and all other paper goods.<br />
Clean all restroom structures, which includes the disinfection (with<br />
non-pungent germicide disinfectant solution) <strong>of</strong> toilets, urinals,<br />
Empty, spray with a disinfectant, and wiped dry all sanitary napkin<br />
containers.<br />
Police<br />
(Except Jail) Library <strong>City</strong> Hall Water Yard Monterey Yard Fleet<br />
Council<br />
Cham.<br />
RTC<br />
1 Subtotal<br />
2 * Day Service Option Subtotal<br />
Machine scrub and disinfect all restrooms.<br />
The baseboard ledges <strong>of</strong> the cells shall be cleaned at the end <strong>of</strong><br />
each month.<br />
Monthly<br />
3 Subtotal<br />
Complete wash and clean restroom walls and partitions.<br />
Cleaned all light fixtures.<br />
Clean all locker and locker tops: (January, April, July, and<br />
October.)<br />
Quarterly<br />
4 Subtotal<br />
A TOTAL - RESTROOMS (ITEMS 1+3+4)
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (2 <strong>of</strong> 9)<br />
Bi-Annually Quarterly<br />
Bi-Weekly<br />
Weekly Daily<br />
FLOORING<br />
Water mop floors<br />
Vinyl tile and terrazzo floors shall be damp mopped with finish<br />
additives applied<br />
All carpet shall be vacuumed daily per schedule below and all<br />
spots and gum shall be removed<br />
Sweep outside walkway<br />
Clean floor mats<br />
Damp mop all elevator car floors and wipe elevator walls with the<br />
appropriate cleaners<br />
Sweep all floors<br />
5 Subtotal<br />
Sweep and clean Library interior atriums. (2)<br />
Sweep stairways, landings, and exterior concrete walks and steps<br />
adjacent to building entrances. (Washing <strong>of</strong> exterior concrete<br />
areas will only be allowed to remove stains or other hard to<br />
remove spots.)<br />
Wooden gym floor shall be dusted with a chemically treated dust<br />
mop. (These services shall be performed more frequently, as<br />
required).<br />
6 Subtotal<br />
Clean and Buff Police Facility VCT and Rubber Flooring<br />
Subtotal<br />
Strip, scrub and wax vinyl tile and terrazzo floors. Vinyl tile and<br />
terrazzo floors, including locker room floors, shall be damp<br />
mopped with finish additives applied. Wooden gym floor shall be<br />
dusted with a chemically treated dust.<br />
Shampooed carpet areas four (4) times a year (once every 3<br />
months), using a cleaning method that incorporates some type <strong>of</strong><br />
extractor. (It will be the contract company’s responsibility to<br />
schedule the shampoo cleaning with <strong>City</strong> staff)<br />
Buff hallway floors<br />
7 Subtotal<br />
Gym floor shall be stripped and waxed twice each year. (It will be<br />
the contract company's responsibility to schedule the cleaning to<br />
begin the last week <strong>of</strong> January and the last week <strong>of</strong> July.)<br />
Buffing floors<br />
Detail carpet edges under and around furniture<br />
Scrub/Wax floors<br />
Burnish all tile floors<br />
Police<br />
(Except Jail) Library <strong>City</strong> Hall Water Yard Monterey Yard Fleet<br />
Council<br />
Cham.<br />
RTC
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (3 <strong>of</strong> 9)<br />
8 Subtotal<br />
Special<br />
All resilient floors shall be dusted with a chemically treated dust<br />
mop. All spills must be removed same day <strong>of</strong> occurrence.<br />
All carpets shall be vacuumed (prior to 8:00 A.M. or after 6:00<br />
P.M.). Any spots and gum shall be removed. (Exception: Council<br />
members’ <strong>of</strong>fices need to be vacuumed on Tuesday and<br />
Thursday only, and Finance <strong>of</strong>fices at <strong>City</strong> Hall need to be done<br />
before 5:00 pm<br />
Spot clean carpet<br />
Bonnet (dry shampoo) clean all carpeted floors<br />
Hose vacuum corners and spot clean (dry shampoo)<br />
9 Subtotal<br />
Annual<br />
Shampoo all common area carpets - extraction<br />
Machine scrub, wash and buff tile floors<br />
10 Subtotal<br />
B TOTAL - FLOORING (ITEMS 5-10)<br />
Daily<br />
CLEANING<br />
Table tops<br />
Drinking fountain<br />
Elevator walls and track<br />
Remove outside trash<br />
Clean entry way and doors<br />
Clean and disinfect trash cans (inside/out)<br />
Empty, wiped clean, and returned all trash containers from both<br />
inside and outside buildings to the original location with new<br />
plastic liners. (Remove all collected trash to dumpster.)<br />
Clean all appliance inside & outside<br />
Police<br />
(Except Jail) Library <strong>City</strong> Hall Water Yard Monterey yard Fleet<br />
Council<br />
Cham.<br />
RTC<br />
11 Subtotal<br />
Clean tables and chairs<br />
Doors, jams, and walls immediately adjacent to doors and glass<br />
partitions shall be wiped clean and dried.<br />
Damp wipe and dry all ceramic wall tiles. (Take care that all grout<br />
is left in a clean condition.)<br />
Weekly<br />
12 Subtotal<br />
Clean <strong>of</strong>fice walls, partitions<br />
Monthly<br />
13 Subtotal<br />
Spot clean walls<br />
Special<br />
14 Subtotal
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (4 <strong>of</strong> 9)<br />
C TOTAL - CLEANING (ITEMS 11-14)
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (5 <strong>of</strong> 9)<br />
Daily<br />
DUSTING<br />
Dust corners/ledges<br />
Low dust table legs, chair rungs<br />
Dust furniture<br />
Desks and tables shall be dusted thoroughly on all surfaces using<br />
a treated dust cloth or duster. (except when surfaces are laden<br />
with paperwork.)<br />
Lamps shall be dusted using a treated dust cloth or duster.<br />
Water fountains shall be washed clean and polished with no hard<br />
water spots left. They shall be washed clean with germicide and<br />
polished. (The metal housing <strong>of</strong> the unit shall be treated in a like<br />
manner.)<br />
Bottle Water dispenser catch basins shall be removed, wiped<br />
clean with germicide, and replaced.<br />
Police<br />
(Except Jail) Library <strong>City</strong> Hall Water Yard Monterey Yard Fleet<br />
Council<br />
Cham.<br />
RTC<br />
15 Subtotal<br />
Dust air vents, partition tops, etc.<br />
Dust and clean all base boards<br />
Air conditioning air grills shall be vacuumed.<br />
Leather or vinyl backs, seats, and arms shall be damp wiped and<br />
dried. (Fabric cushions, etc. shall be vacuumed and all spots<br />
removed same day as occurrence. All side chairs shall be treated<br />
in a like manner.)<br />
Weekly<br />
16 Subtotal<br />
All shelves and ledges above 6ft shall be vacuumed or dusted<br />
using a treated cloth. (Wash and dry if necessary.)<br />
Wood wall paneling shall be dusted using a treated cloth.<br />
All files and storage cabinets shall be thoroughly dusted with a<br />
treated dust cloth or duster. (Files lined in a row shall be dusted<br />
along the horizontal surfaces <strong>of</strong> each and the sides <strong>of</strong> the end<br />
file.)<br />
Dust window sills<br />
Monthly<br />
17 Subtotal<br />
Bi-annual<br />
High dusting: cob webs and shelves<br />
18 Subtotal<br />
Miscellaneous hand dust with treated cloth or use damp cloth and<br />
dry as needed: windowsills, ledges, and shelves under 6ft. (Push<br />
plates, kick plates, baseboards, and moldings. Pictures and<br />
frames. Panel boxes and fire extinguishers. All file and storeage<br />
areas)<br />
Special<br />
19 Subtotal<br />
D TOTAL - DUSTING (ITEMS 15-19)
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (6 <strong>of</strong> 9)<br />
GLAZING<br />
Police<br />
(Except Jail) Library <strong>City</strong> Hall Water Yard Monterey Yard Fleet<br />
Council<br />
Cham.<br />
RTC<br />
Weekly Daily<br />
Annually Weekly Daily<br />
Clean entrance door glass and interior glass partitions.<br />
20 Subtotal<br />
Wash all doors and partitions (exterior and interior)<br />
Clean glass soors<br />
Spot clean windows, walls, and doors to eliminate fingerprints and<br />
smudges.<br />
21 Subtotal<br />
Power wash sides <strong>of</strong> building and all exterior windows inside and<br />
outside<br />
22 Subtotal<br />
E TOTAL - GLAZING (ITEMS 20-22)<br />
Monthly<br />
POLICE DEPARTMENT - JAIL Police<br />
Janitorial service shall be provided three (3) times per week<br />
(Monday, Wednesday & Friday) and a weekly jail cleaning check<br />
list is to be filled out, identifying all maintenance completed.<br />
(Check list to be provided by Jail).<br />
Maintenance specifications will be consistent with those provided<br />
for in other facilities including but not limited to the Main Control<br />
Room, Administrative Office, Break Room, Print Room, Hallways,<br />
Interview Room and Employee Rest Room.<br />
All jail cell floors will be swept and mopped with a disinfectant<br />
solution once a week, including North, South, West and Female<br />
Mains, Male and Female Sobering Cells, Searching Cell and<br />
Holding Cell.<br />
All toilets, showers, and drinking fountains in the cells shall be<br />
cleaned and scrubbed with a germicide disinfectant solution once<br />
a week.<br />
The baseboard ledges <strong>of</strong> the cells shall be cleaned at the end <strong>of</strong><br />
each month.<br />
Biannual<br />
Other<br />
Vinyl and terrazzo floors shall be stripped and waxed the first<br />
week <strong>of</strong> March and September <strong>of</strong> each year.<br />
The cleaning crew must be flexible and able to work around the<br />
limitations presented by the 'Booking' and other functions <strong>of</strong> the<br />
Jail schedule.<br />
F<br />
Total - JAIL
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (7 <strong>of</strong> 9)<br />
BID TOTALS PAGE-<br />
JANITORIAL SERVICES<br />
Police<br />
(Except Jail) Library <strong>City</strong> Hall Water Yard Monterey Yard Fleet<br />
Council<br />
Cham.<br />
RTC<br />
TOTAL - ITEM # A<br />
TOTAL - ITEM # B<br />
TOTAL - ITEM # C<br />
TOTAL - ITEM # D<br />
TOTAL - ITEM # E<br />
TOTAL - ITEM # F<br />
GRAND TOTAL - SERVICES (ITEMS A-F)
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (8 <strong>of</strong> 9)<br />
OPTIONAL - JANITORIAL SUPPLIES & MATERIAL BID PRICES<br />
The quantities stated in this section are the <strong>City</strong>’s reasonable estimate <strong>of</strong> annual janitorial supplies. This information is provided for information only, and is not a guaranteed quantity. Actual<br />
quantities may be higher or lower. A performance evaluation/demonstration may be required to assure that the materials <strong>of</strong>fered are suitable for the <strong>City</strong>'s purpose. The <strong>City</strong> reserves the sole right<br />
to determine whether a product designated as “equivalent” will meet the <strong>City</strong>’s needs.<br />
Description<br />
Unit <strong>of</strong><br />
Measure<br />
Estimated<br />
Annual<br />
Quanitty<br />
Product <strong>of</strong>fered<br />
Product's<br />
Units/ Case<br />
Unit Price<br />
Extended Price<br />
23<br />
Kimberly Clark - Kimcare General #91220-20 (or equivalent) Pink<br />
Lotion Soap 12pk per case, 800ml = 9.6L<br />
cs 50<br />
24<br />
Bleach, 128oz./1gal. Active Ingredients: Sodium Hypochlorite<br />
5.25%; Inert Ingredients 94.75%. 6 gal per case<br />
cs 100<br />
25<br />
Trash Can Liners, Low Density, Super Clear, 40 x 48, 40-45<br />
gallon; Minimum <strong>of</strong> 1.15mil, 150 liners per case<br />
cs 500<br />
26<br />
Trash Can Liners, Low Density, Natural, 10 micron. 30 x 36, 20-<br />
30 gallon; 20 rolls per case, 25 liners per roll<br />
cs 80<br />
27<br />
Trash Can Liners, High Density, Natural, 6 micron. 24 x 24, 8-10<br />
gallon; 20 rolls per case, 50 liners per roll<br />
cs 80<br />
28<br />
Multifold white towels, 1-Ply 9.0" x 9.5", Plain 250 sheets per<br />
pack, 16 packs per case<br />
cs 75<br />
29<br />
Brown, single fold towels, 100% recycled, #470A (or equivalent),<br />
1-Ply, Natural, 9" x 10", 268 towels per pack, 15 packs per case.<br />
cs 450<br />
30<br />
White High Capacity Roll Towels Cormatic, Georgia Pacific<br />
#2930P (or equivalent). 6 rolls per case, 900 sheets per roll, 8.25"<br />
x 9"<br />
cs 50<br />
31<br />
Toilet Tissue, 2-Ply, 96 rolls per case, 500 sheets per roll, 4.5" roll<br />
width<br />
cs 360<br />
32 Toilet Tissue, Jumbo, 2-Ply, 12 rolls per case, 3.5" x 1000 ft. cs 100<br />
33<br />
Toilet Seat Covers, Protecto (or equivalent), 20 packs per case,<br />
250 sheets per pack.<br />
cs 70
Price Sheet for <strong>City</strong> <strong>of</strong> <strong>Pomona</strong> Janitorial Services and Optional Supplies, Specification No. 1007.7<br />
Page (9 <strong>of</strong> 9)<br />
34<br />
Liquid Glass & Surface Cleaner, alcohol based, high grade, Non-<br />
Butyl, 1 gallon container, 6 gallons per case<br />
gal 100<br />
35<br />
Hand soap, biodegradable, free rinsing hand soap, lemon<br />
scented, 1 gallon container, 4 gallons per case.<br />
gal 50<br />
36<br />
Versatile #180 by Champion Chemical Co. (or equivalent), 1<br />
gallon container, 6 gallons per case.<br />
gal 200<br />
Subtotal<br />
Sales Tax<br />
G<br />
GRAND TOTAL - SUPPLIES