PURCHASING SPECIFICATION - City of Pomona

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Subject: Janitorial Services (City Facilities) Page 8 of 37 Holidays Except for the Police Department and the Train Depot which requires service 365 days per year, the City will not require janitorial service on those holidays which are observed by the City: . New Year’s Day . Veteran’s Day . Presidents’ Day . Thanksgiving Day . Memorial Day . Friday after Thanksgiving . Independence Day . Day before Christmas (Christmas Eve) . Labor Day . Christmas Day No other days will be considered holidays. When said holidays fall on a week day, no make up of scheduled work will be required by the City. Licensing and Permits The contractor shall possess all pertinent permits and licensing required in performing all duties and activities described within this RFQ. In addition, a valid City of Pomona business license prior to execution of the contract and for the duration of the contract. Safety Applicable provision of the following shall be incorporated into the specifications for this contract: ‣ State Occupational Health and Safety Law of 1973 (Cal OSHA) Section 6300 Et Seq. of California Labor Code. ‣ Code of the City of Pomona. ‣ Other Federal, State, or Municipal acts, statutes, rulings, ordinances, decisions or regulations which in any manner affect those employed or the materials used in the execution of this contract. ‣ All subsequent revisions and supplements to the above documents. The importance the City attaches to safety cannot be overemphasized. The City reserves the right, at its discretion, to disallow payment for any work performed where the proper safety precautions were not being observed. As the safety of the public and City staff is regarded as of prime importance, the Contractor shall conduct his/her operations so as to cause the lease possible obstruction and inconvenience to pedestrian traffic. In the event any work operation that is the contractor's responsibility results in a safety hazard or problem of an emergency nature, the contractor will be required to immediately initiate corrective action and to inform the City of the final disposition of the particular situation. Conflict of Interest Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to invoke any form of reciprocation, employees of the City of Pomona may not accept gratuities, entertainment, meals, or anything of value whatsoever from current or potential suppliers. The offer of such gratuity to any employee of the City shall be cause for declaring such supplier to be an irresponsible bidder and preventing him from bidding as provided in Sections 2-974 and 2-975 of the City Code of the City of Pomona.
Subject: Janitorial Services (City Facilities) Page 9 of 37 Transportation to Facilities It shall be the responsibility of the contractor to provide consistent, reliable transportation for equipment and staff to service identified facilities. All costs related to the maintenance and operation of said transportation vehicle(s) shall be the sole responsibility of the contractor. Cleaning Equipment and Supplies The contractor shall provide, at his/her own expense, all necessary cleaning supplies and equipment as may be required to perform the janitorial tasks outlined in this specification, including but not limited to the following: cleaning supplies, floor wax, furniture polish, and custodial tools. All such supplies and materials shall be of the highest quality. The City reserves the right to review and approve all items which may be used in performance of the contract work. No additional compensation shall be allowed for such items. Option: City is also requesting prices to provide the consumable supplies, i.e. toilet paper, towels, hygiene products, and trash can liners. (See price sheet entitled OPTIONAL – JANITORIAL SUPPLIES). Building Security/Safety It shall be the responsibility of the contractor to see that all his/her supervisory and crew personnel abide by the City of Pomona’s building security regulations and safety standards. The contractor shall conduct his work operations in such a way as to safeguard the City’s personnel, equipment, and property. Compensation 1. For all services which the Contract is obligated to perform under the terms of this specification, the City shall pay to the Contractor a monthly price per facility as set forth in the contract. 2. The monthly price shall be in effect for a one (1) year period at which time it may be adjusted by the change in the Consumer Price Index for the Los Angeles/Long Beach (all urban consumers) Metropolitan Statistical Area issued by the U.S. Department of Labor. A request for an annual adjustment to the janitorial contract must be submitted to the Purchasing Manager no later than sixty (60) days prior to the end of a contract period for an increase to be applied to any following annual contract period. 3. Payment shall be made upon submittal of a detailed monthly statement to the Facilities Maintenance Supervisor. Said statement shall be submitted within two (2) weeks following the end of a billing period defined as a calendar month. 4. Prior to City payment of the monthly statement, the Facilities Maintenance Supervisor shall review and approve payment based on the satisfactory completion of service. Payment shall be issued within 30 days of acceptance by the City. Facility Inspection It shall be the responsibility of the Public Works Fleet & Facilities Services Manager to guarantee the execution of the contract in accordance with its terms and specifications. To this end, he may appoint a designee who shall also be responsible for the inspection and monitoring of the work performed under the contract. The City reserves the right to make all final determinations as to whether the work has been satisfactorily completed. In the event that results of the janitorial service are considered unsatisfactory by the City representative, the contractor shall be required to re-clean the unsatisfactory area at no cost to the City. Said service shall be performed without interruption in the regular cleaning schedule.
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PURCHASING SPECIFICATION - City of Pomona

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