HomeMy WebLinkAboutAgree-Executive Facilities Services (2)NPS-2.1 (8.22)
AGREEMENT TO PERFORM NON-PROFESSIONAL SERVICES
FOR EQUIPMENT AND SUPPLIES
This agreement for Janitorial Services at the Citrus Center ("Agreement") is made and
entered into this 3'd day of October, 2023 ("Effective Date"), by and between the City of
Redlands, a municipal corporation ("City") and Executive Facilities Services, Inc., a California
corporation ("Contractor"). City and Contractor are sometimes individually referred to herein as
a "Party" and, together, as the "Parties." In consideration of the mutual promises contained
herein, City and Contractor agree as follows:
ARTICLE 1 — ENGAGEMENT OF CONTRACTOR
1.1 City hereby engages Contractor to perform janitorial services for City (the "Services").
1.2 The Services shall be performed by Contractor in a professional manner, and Contractor
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional Contractors in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONTRACTOR
2.1 The Services that Contractor shall perform are more particularly described in Exhibit
"A," titled "Scope of Services," which is attached hereto and incorporated herein by this
reference.
2.2 Contractor shall comply with applicable federal, state and local laws and regulations in
the performance of this agreement including, but not limited to, any applicable State
prevailing wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3.1 City shall make available to Contractor information in its possession that may reasonably
assist Contractor in performing the Services.
3.2 City designates Tabitha Crocker, Director, as City's representative with respect to
performance of the Services, and such person shall have the authority to transmit
instructions, receive information, interpret and define City's policies and decisions with
respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4.1 Contractor shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit "A," titled "Scope of Services," which
is attached hereto and incorporated herein by this reference.
4.2 The term of this Agreement shall be for a period of three (3) years commencing as of the
Effective Date, unless terminated earlier as provided herein.
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4.3 If Contractor's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to City, consistent with City
Council -adopted policy for the same. It shall be the obligation of Contractor to obtain a
copy of such policy from City staff.
ARTICLE 5 — PAYMENTS TO CONTRACTOR
5.1 Total compensation for Contractor's performance of the Services shall not exceed the
amount of Three Hundred Fifty -Nine Thousand, Seven Hundred Eighty One Dollars and
Forty Eight Cents ($359,781.48). City shall pay Contractor on a time and materials basis
up to the not to exceed amount in accordance with Exhibit "B," titled "Fee Schedule
Title," which is attached hereto and incorporated herein by this reference.
5.2 Contractor shall submit monthly invoices to City describing the Services performed
during the preceding month. Contractor's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom. City shall pay Contractor no later than thirty (30) days after receipt and
approval by City of Contractor's invoice.
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person; (ii) five (5) days after deposit in first class registered mail, with
return receipt requested; (iii) on the actual delivery date if deposited with an overnight
courier; or (iv) on the date sent by facsimile or electronic mail transmission (including
PDF), if confirmed with a copy sent contemporaneously by first class, certified,
registered or express mail; in each case properly posted and fully prepaid to the
appropriate address set forth below, or such other address as a Party may provide notice
in accordance with this section:
CITY
City Clerk
City of Redlands
35 Cajon Street
P.O. Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
(909) 798-7531
CONTRACTOR
Jim Ferraro, Owner
Executive Facilities Services, Inc.
6865 Weaver Street
Riverside, CA 92504
jferraaro@execservices.biz
844-780-2626
951-346-3922
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by
Contractor for the duration of its performance of the Services. Contractor shall not
perform any Services unless and until the required insurance listed below is obtained by
Contractor. Contractor shall provide City with certificates of insurance and endorsements
evidencing such insurance prior to commencement of the Services. Insurance policies
shall include a provision prohibiting cancellation or modification of the policy except
upon thirty (30) days prior written notice to City.
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A. Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Contractor is self -insured or exempt from the workers' compensation laws
of the State of California. Contractor shall execute and provide City with Exhibit "C,"
titled "Workers' Compensation Insurance Certification," which is attached hereto and
incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate, for public liability, property damage and
personal injury is required. City shall be named as an additional insured and such
insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City.
C. Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and
property damage liability. This coverage shall include all Contractor owned vehicles
used in connection with Contractor's provision of the Services, hired and non -owned
vehicles, and employee non -ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City.
6.2 Contractor shall defend, indemnify, and hold harmless City and its elected and appointed
officials, employees and agents from and against any and all claims, losses and liability,
including attorneys' fees, arising from injury or death to persons or damage to property
occasioned by any negligent act or omission by, or the willful misconduct of, Contractor,
or its officers, employees and agents in performing the Services.
ARTICLE 7 — CONFLICTS OF INTEREST
7.1 Contractor covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Contractor's Services. Contractor further covenants and
represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement.
7.2 Contractor agrees it is not a designated employee within the meaning of the Political
Reform Act because Contractor:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize City to enter into, modify or renew a contract;
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(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item;
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B. Does not serve in a staff capacity with City and, in that capacity, participate in
making a governmental decision or otherwise perform the same or substantially the
same duties for City that would otherwise be performed by an individual holding a
position specified in City's Conflict of Interest Code under Government Code section
87302.
7.3 In the event City determines that Contractor must disclose its financial interests,
Contractor shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8 — GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party.
8.2 Contractor shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement. Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, results in City's immediate termination of this Agreement.
8.3 Contractor is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor any of its agents
shall have control over the conduct of Contractor or Contractor's employees, except as
herein set forth. Contractor shall supply all necessary tools and instrumentalities required
to perform the Services. Assigned personnel employed by Contractor are for its account
only, and in no event shall Contractor or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City. Contractor
shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Contractor have any authority, express or implied, to
bind City to any obligation.
8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less
than ten (10) days prior written notice to Contractor of City's intent to terminate. If this
Agreement is terminated by City, an adjustment to Contractor's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Contractor at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Contractor. Upon
receipt of a termination notice, Contractor shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
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otherwise make available to City, copies (in both hard copy and electronic form, where
applicable) of project related data, drawings, specifications, reports, summaries and such
other information and materials as may have been accumulated by Contractor in
performing the Services. Contractor shall be compensated on a pro-rata basis for Services
completed up to the date of termination.
8.5 Contractor shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to
Contractor pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Contractor.
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Contractor.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California, without regard to its conflicts of laws provisions. The Parties agree
that all actions or proceedings arising in connection with this Agreement shall be tried
and litigated only in the state courts located in San Bernardino County, California, and
the federal courts located in Riverside County, California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
IN WITNESS WHEREOF, duly authorized representatives of City and, Contractor have signed
in confirmation of this Agreement.
CITY OF REDLANDS
Eddie Tejeda, Mayor
A I-! EST:
ka ine Donaldson, City Clerk
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EXECUTIVE FACILITIES SERVICES,
INC.
By:--���
Jim Ferraro, Owner
NPS-2.1 (8.22)
EXHIBIT "A"
SCOPE OF SERVICES
Contractor shall appoint an experienced supervisor to be responsible for all Services required &
performed under this Agreement. The Supervisor must be acceptable to City and have the authority to
receive on behalf of Contractor any order or communication relating to the Services. The Supervisor
shall be always readily accessible to staff of the City and have communication equipment (cell phone and
email). If a replacement Supervisor is deemed necessary by Contractor, replacement Supervisor shall be
approved by City prior to commencement of any Supervisory duties. Supervisor shall "walk" all
buildings with a check list and review janitorial work being performed by janitorial staff. Supervisor
shall attend bi-monthly meetings with City Staff and report findings and challenges.
SERVICE LEVEL (Acceptable Quality):
The level of services as outlined in these Specifications must be consistently maintained. During the
Contract period, appropriate City Staff will conduct routine inspections of the facilities under this
Contract. The inspections are based on standards for commercial facilities within the maintenance
industry. This scope of work establishes the minimum requirements for providing Janitorial Services to
the City of Redlands. The Contractor is required to meet all specifications listed herein, as minimum, and
is required to submit a firm, fixed cost for all commodities/services. The Contractor shall fully and timely
provide all deliverables described herein in strict accordance with the terms, covenants, and conditions of
the Contract and all applicable Federal, State, and local laws, rules, and regulations including the
Displaced Janitorial Act (California Labor Code 1060 et seq.). Contractor shall provide all labor,
materials, equipment, and mobilization to complete the services for the City of Redlands.
DETAILED SPECIFICATIONS:
Task specifications are provided for general cleaning and should be applied to any and all public and
office areas. Task specifications for general restroom cleaning should be applied to any and all restrooms.
Special task requirements unique to each facility are also detailed. All items not specifically included but
found to be necessary to properly clean the facilities, shall be included as though written into them.
DEFINITIONS:
Where "as directed", "as required", "as permitted", "approved", "acceptance", or words of similar
importance are used, it shall be understood that the direction, requirement, permission, approval, or
acceptance of the Maintenance Manager is intended unless otherwise stated. As used herein, "provide"
shall be understood to mean "provide complete", "in place", "this is", "furnish and install"; the work
"site" as used hereinafter shall be understood to mean the location receiving the service. The use of the
word "Director" shall be construed to mean the Maintenance Manager or his delegated representative(s).
The use of the word "Contractor" shall be held to mean the Contractor and/or any person employed by
them and working under this contract. The use of the words "shall" and "may" shall be held to mean
"mandatory" and "permissive" respectively.
The use of the words "his" or "him" shall be construed to mean either gender, as appropriate.
CLEANING TASKS:
Janitorial Services shall accomplish all cleaning tasks to meet the completeness, quality, and frequency
requirements set forth under these definitions. Cleaning to be completed once daily, Monday through
Friday after 5:00 P.M. and before 5:00 A.M.
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1. Plumbing Fixtures and Dispenser Cleaning:
Plumbing fixtures and dispensers are clean when free of all deposits and stains so that items are left
without dust, streaks, film, odor, or stains.
2. Sweeping:
Janitorial Services shall sweep all floors, including corners and abutments, so that after sweeping they are
free of all visible litter, dust, and foreign debris. Chairs, trash receptables and easily movable items shall
be tilted or moved to sweep underneath and returned to their original location when sweeping has been
completed.
3. Cleaning Floors:
Janitorial Services shall clean all tile and/or vinyl floors, including corners and abutments so that they are
uniform in appearance and are free of streaks, swirl marks, detergent residue, or any evidence of stains,
soil film, debris or standing water. Chairs, trash receptacles, and easily movable items shall be moved to
clean underneath and returned to their original location when cleaning has been completed. Janitorial
Services shall remove all splash marks on furniture, walls, baseboards, etc. Janitorial Services shall
remove all splash marks on furniture, walls, baseboards, etc. Janitorial Services shall clean bathroom tile
floors, including corners and abutments so that they are uniform in appearance and free of streaks, swirl
marks, detergent, residue, or any evidence of stains, soil, film debris or standing water. Janitorial
Services shall ensure that the mop used to clean the bathroom floor is not used on any other common
floor area. Janitorial Services shall display caution signs when floors are wet and personnel other than
Janitorial Services personnel are present in the area. Signs shall remain in place until floors are
completely dry.
4. Maintaining Floors:
Janitorial Services shall maintain all tile and vinyl floors accessible with a floor cleaning machine, unless
specified elsewhere as having carpet or special flooring. After tile and/or vinyl floors receive floor
maintenance, the entire floor shall have a uniform coating of nonskid finish and have a uniform glossy
appearance and be free of scuff marks, heel marks and other stains and discoloration. Janitorial Services
shall remove floor finish solutions from baseboards, walls, furniture, trash receptacles, etc. Chairs, trash
receptacles and easily movable items shall be tilted or moved to maintain floors underneath and returned
to their original location when maintenance has been completed. Janitorial Services shall apply these
techniques only to the portion of the floor needing work to bring the entire surface up to the above stated
standard. Janitorial Services shall not apply finish on surfaces that have not been cleaned. See Exhibit D
for floor cleaning schedule.
5. Mirror/Glass Cleaning:
Janitorial Services shall clean interior and exterior glass doors and surrounding glass areas to include
sills/ledges, display cases, glass cabinets, mirrors, and adjacent trim so that after cleaning there shall be no
traces of film, dirt, smudges, water, or other foreign matter. All accessible glass surfaces shall be without
streaks, film deposits and stains and have a uniform bright appearance.
6. Shampooing Carpets:
Janitorial Services shall shampoo carpets so that after shampooing, the carpet area is uniform in
appearance and free of embedded dirt, grime, cleaning solution, film, debris, stains, marks, and
discoloration. Carpet shall be cleaned with a commercial floor machine with power scrubbing capability
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that will clean both sides of the carpet using extraction methos and a drying time of four to five hours.
All shampooing solutions shall be removed from walls, furniture, trash receptacles, chairs, and similar
items. Chairs, trash receptacles and easily moveable items shall be moved to shampoo carpet area
underneath and then returned to their original location.
7. Baseboard Cleaning:
After cleaning, the surfaces of all baseboards (wood, resilient, ceramic will have a uniformly clean
appearance, free from dirt, stains, streaks, wax and cleaning marks.
8. Washing of Walls:
Wash all wall surfaces. Use cleaning materials consistent with finish material of wall. All exposed
surfaces of walls are to be cleaned and made free of all dirt, dust, grit and left without streaks, film, odor,
or stains.
9. Supplies:
Contractor shall provide all consumable supplies including but not limited to the following: all paper
products (i.e., seat covers, toilet paper, hand towels), hand soap and trash can liners. Paper products
shall contain at a minimum 30% post -consumer material.
The Contractor shall use cleaning supplies that are of a quality that will not be abrasive, stain, discolor,
corrode, or otherwise damage the surfaces being cleaned. The City reserves the right to require the
Contractor to substitute supplies at any time during the contract term.
10. Removal of Trash:
Janitorial Services shall empty and return to their location waste baskets and if clearly marked, other trash
containers within the area (empty boxes, etc.). Janitorial Services shall empty and return to their original
location bathroom waste baskets, sanitary napkin disposal containers, and other trash containers within
the area. Plastic trash liners shall be placed in waste receptacles and replaced when soiled or torn.
Interior and exterior of trash receptacles shall be cleaned as required to assure cleanliness. Janitorial
Services shall dispose of trash in plastic bags secured with a bag tie. Janitorial Services shall pick up any
trash that may fall in or around the building during the removal of collected trash. Janitorial Services
shall deposit the trash in the outside trash collection point (trash bin).
11. Low Dust:
Janitorial Services shall perform low dusting so that after dusting, all dust, smudges, cobwebs, litter, lint,
and dry soil are removed from surfaces of chairs, file cabinets and other types of office furniture, wall
hangings, tops of partitions, partition ledges, windowsills, window blinds, light fixtures, ceiling corners,
etc. to a line of 8'-0" above floor level. Janitorial Services shall not dust typewriters, business machines or
computer equipment.
12. Drinking Fountains and Sinks:
Janitorial Services shall clean and disinfect all polished metal surfaces, including the opening and drain,
so that after cleaning, drinking fountains and break room sinks shall be free from streaks, spots, stains,
smudges, scale and other obvious soil.
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13. Vacuum Carpet:
Janitorial Services shall vacuum all carpeted floor areas so that after vacuuming, they are free of all litter,
dust, soil, etc. Chairs, trash receptacles and easily moveable items shall be moved to vacuum underneath
and returned to their original location when vacuuming has been completed.
14. Restrooms/Showers Cleaning:
Janitorial Services shall perform restroom cleaning as specified:
A. CLEAN/DISINFECT: Janitorial Services shall completely clean and disinfect all surfaces of
toilet bowls, urinals, lavatories, showers, plumbing fixtures and other such surfaces, using germicidal
detergent. After cleaning all surfaces shall be free of dirt, grime, film, stains, scum, soap residue, dust,
and other foreign matter.
B. SPOT CLEAN: Janitorial Services shall remove smudges, fingerprints, marks, streaks, dust,
deposits from washable surface of partitions, stalls, stall doors, handrails, wall areas adjacent to
lavatories, urinals, toilets, interior and exterior doors, and soap/towel dispensers. Janitorial Services shall
spot clean using a germicidal detergent. After spot cleaning, the surface shall have a clean, uniform
appearance. Other wall surfaces not mentioned shall be spot cleaned as needed to the same standards.
C. DESCALE: Janitorial Services shall descale interior of toilet bowls, showers, and urinals as
needed so that after cleaning, the entire surface is free of streaks, stains, scum, scale, urine deposits and
rust stains.
D. CLEAN MIRRORS: Janitorial Services shall clean mirrors and adjacent trim so that after
cleaning, they are free of dirt, film, smudges, water spots, streaks, etc.
E. SHOWER MATS: Janitorial Services shall clean and disinfect weekly shower mats located in
both the men's and women's showers. The Contractor shall clean the shower floor under the mats
weekly.
15. Remove Spider Webs:
Janitorial Services shall remove all spider webs from walls and windows inside buildings and on the
outside entrances. Dust sills on all windows including floor length windows.
16. Vacuum Upholstery of all Fabric Furniture:
Janitorial Services shall vacuum all upholstery of all fabric furniture.
17. Dust Vacuum Heating and Ventilating Grills:
Janitorial Services shall dust or vacuum all heating and ventilating grills.
18. Equipment and Supplies: The Contractor shall furnish and keep in good working order, all
necessary cleaning supplies, tools, and equipment. This includes, but is not limited to cleaners, waxes,
mops, brooms, buffers, ladders, hoses, and vacuums, etc. Non -complying equipment and supplies shall
be changed out at the request of the City. Contractor shall provide all consumable supplies including but
not limited to the following: cleaning products, hand soap and paper products (i.e., seat covers, toilet
paper, hand towels, trash can liners, germicidal cleaners, etc.).
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Contractor shall submit all cleaning product information for approval prior to use. Any change of product
shall be pre -approved by the City.
Contractor is responsible for supplying MSDS sheets to the Maintenance Supervisor for all cleaning
liquids, chemicals, solvents, additives, floor waxes, etc., which Contractor is using. These will be kept on
file for immediate access to the Building Maintenance Team and updated as needed.
Janitorial closet areas shall be always kept clean and free of debris and odor. All supplies shall be stored
in a neat and orderly manner and in such a way as to prevent injury to City or Contractor's employees.
DESCRIPTION OF ITEM
MIN. REQUIRED SPECIFICATIONS
Heavy duty small trash can liners
Grainger, 500 count, 10 gallon, 24 x 23, black or approved functionally
equivalent
Hand Soap
Waxie Select NRG No -Touch Foam
Heavy duty medium trash can liner
Grainger, 250 count, 20-30 gallon, 30x36, black or grey, or approved
functionally equivalent
Toilet tissue, coreless roll
2-ply, 1000 sheets per roll, 36 rolls/case or approved functionally
equivalent
Toilet tissue to match various
dispensers
2-ply, white, Kleenex Cottonelle, or approved functionally equivalent
Paper towels, single fold to match
various dispensers
Must fit each specific dispenser at each location (to be noted during
facility walk-through)
Toilet Seat Covers
Waxie, or equivalent, 250 count, 20 pack/case or approved functionally
equivalent.
Paper Towels, EnMotion
10" x 800', 6 rolls/case, touchless roll or approved functionally equivalent
Glass Cleaner
Trigger spray bottle, non -streaking
Urinal Deodorizing Screens
Waxie, deluxe urinal deodorizing screen, 12/ea or approved functionally
equivalent
Toilet Bowl Cleaner
Acid Base, Squeeze Bottle
Industrial Strength Disinfectant
Lysol or approved functionally equivalent
Furniture Polish
Pledge or approved functionally equivalent
Cleanser
Comet or approved functionally equivalent cleaner with chlorinal
Floor Stripper
Baseboard Stripper or approved functionally equivalent *
Carpet Stain Remover
Spray Bottle *
Mop Cleaner
Any Brand
Carpet Shampoo
For Carpet Cleaning Machines *
Floor Wax
TBD
19. Supervision: Contractor will assign a supervisor and lead custodial person to this contract and one
or both are required to be present during all scheduled cleaning hours and special work assignments. This
custodial supervisor or lead person is required to speak, read, and understand English. Site supervisor
shall carry a cell phone and/or pager by which the City Staff will be able to communicate with him/her.
They are required to attend bi-monthly meetings with Building Maintenance Manager to review
performance and discuss outstanding issues. Additional meetings may be required as requested by other
departments and their city representatives.
20. Inspection: The City shall inspect the work areas daily and with the Contractor every week to ensure
adequacy of maintenance and that methods of performing the work are in compliance with the contract.
However, this walk-through shall not be construed to relieve the Contractor of the duty to provide
continuous inspection of the work area. Discrepancies and deficiencies in the work shall be brought to
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the attention of the Contractor and corrected in the same manner specified by the Director. Same day
corrections of deficiencies are required.
21. Staffing: The Contractor shall submit a breakdown of BONDED staffing proposed to adequately
perform the tasks as outlined in these specifications. As part of the breakdown, the Contractor shall list
the percentage of staff who are employed by the Contractor and the percentage of staff that will be
assigned to this contract.
22. Employee Conduct:
Employees of the Contractor while performing work under this contract, WILL NOT:
1. Be accompanied in their work area by acquaintances, family members, assistants, or any other
person unless such person is an on -duty, authorized Contractor employee.
2. Remove any City property or personal property, equipment, monies, form, or any other item from
any city facility.
3. Engage in horseplay or loud boisterous behavior.
4. Be under the influence of alcohol or drugs.
5. Gamble.
6. Smoke in any building.
7. Turn on or use any equipment (i.e., computers, typewriters, fax machines, copy machines, radios,
televisions, etc.) except any Contractor or City supplied equipment.
8. Use any City telephone except those designated by the City for purposes of business under this
contract.
9. Open any desk, file cabinet or storage cabinet.
10. Remove any articles from desks.
11. Consume any food or beverage, other than that brought with or purchased by the employee, and
only in areas designated as break or lunchrooms.
12. Enter any facility that they are not specifically approved to enter.
23. Employee Removal: The Contractor shall remove from service on the premises of the City any
employee of the Contractor who, in the opinion of the City, is not performing the services in a proper
manner, or who is incompetent, disorderly, abusive, dangerous, or disruptive, or does not comply with the
rules and regulations of the City.
24. Employee Appearance and Identification: Contractor personnel shall present a neat appearance
and be easily recognized as Contractor employees. The Contractor shall provide each employee with an
identification badge and uniform. Identification badges may be worn on collared shirts or tee shirts with
company logos. Long pants are required. No shorts, skirts, or open -toed shoes are allowed.
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Security: The City will provide access to all facilities and properties after which the Contractor is
required to always have all keys and alarm codes available when providing services to the City. The
Contractor is responsible for the replacement of all lost keys, fobs, or card access keys at a cost of $50.00
each. Contractor will be financially responsible for any and all costs resulting from the need to re -key or
re -code alarms in a facility.
The Contractor shall ensure all facilities are secure. Contractor is responsible for resetting alarms, turning
off lights and locking doors upon completion of all duties. Failure to secure a facility correctly may result
in termination of the contract. The Contractor will be financially responsible for any call outs by stand-by
personnel due to doors left open, alarms turned off, and alarms activated after hours.
25. Quality Control: Contractor shall attend bi-monthly meetings with Building Maintenance Staff for
review of areas of improvement, Contractor questions and/or issues with facilities.
26. Property Damage: The Contractor shall be held responsible for damages that occur during the hours
pertaining to performance of this contract to the interior of the facilities or contents thereof. The
Contractor, as his/her expense, shall pay to repair the damage and/or replace the items(s) damaged.
27. Missed Cleanings: Should the Contractor fail to clean a facility in accordance with scheduled times
and requirements (Once daily, Monday through Friday after 5:00 P.M. and before 5:00 A.M.) the City
will automatically remove payment for that cleaning from the invoice. Continued failure to clean in
accordance with the schedule may result in termination of the contract. The sum of Two Hundred Fifty
Dollars ($250.00) per day will be deducted and forfeit from payments to the Contractor for each instance
where an item of work is not completed in accordance with the schedule or Specifications.
28. Special Events: The Contractor can expect to support special events during and outside of normal
duty hours. Special events may include, but are not limited to, City council meetings, City commission
meetings, special meetings and/or functions. The Contractor shall adjust the service schedule so that
these services will be performed after the event. Contractor shall propose an hourly rate per person for
this service and provide adequate procedures for receiving and responding to special event service
requests.
29. Labor Strike: It is the Contractor's responsibility to provide continuous maintenance services,
without interruption, to all buildings and facilities specified herein. In the event of a labor action, the
Contractor shall provide other means, at the Contractor's expense, to provide continuous. and comparable
service. Failure to do so will cause the City to take whatever action is necessary to provide the service,
with any cost above and beyond the contractor normal rates (which will be deducted from the
Contractor's payment) to the City being borne by the Contractor.
30. Additions/Deletions: The City may, without invalidating the contract, modify the contract by
adding, deleting, or changing areas to the contract; by adding deleting or changing usage or space, by
adding, deleting, or changing routine services; by deleting or changing specifications. All changes shall
be ordered by means of a written change order to the purchase order. Additions shall be added at the
contracted square foot for comparable facilities under contract. If there are no comparable facilities, the
price shall be negotiated by the City with the Contractor.
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NPS-2.1 (8.22)
31. Holidays: Contractor shall not provide services on City observed holidays. City holidays include
New Year's Day
Memorial Day
Labor Day
Day after Thanksgiving
New Year's Eve Day
Martin Luther King Day
Juneteenth
Veteran's Day
Christmas Eve Day
President's Day
Independence Day
Thanksgiving Day
Christmas Day
32. Qualifications/Security: The Contractor, subcontractors and all employees shall be capable and
experienced in the contract work to be performed. The contractor or any principle, officer or employee of
the Contractor who has been convicted of any felony or any crime involving moral turpitude with the
previous 10 years is prohibited from working on City premises until such time as the charges are
dismissed. The city may limit or reject certain individuals if their presence is determined by the Building
Maintenance Supervisor to be detrimental to the normal conduct of its business.
Prior to commencing any Work under this contract, the City of Redlands requires that the Contractor and
any principles, officers or employees who will work on City premises undergo a security check through
the City of Redlands Police Department. This is a LIVESCAN background check and is considered a
Background Check 1. There is no cost to the contractor for this service and the Contractor shall ensure
this requirement is met prior to ANY personnel arriving onsite to conduct janitorial services.
Contractor personnel that are scheduled to work in ANY Redlands Police Department facility will
be required to undergo a more in-depth background check (Background Check 2) that includes
reviewing online presence, Officers speaking with neighbors, prior employers, family members, etc.
Background Check 2 can take up to six (6) weeks to complete and is a requirement for all janitorial
personnel entering ANY Redlands Police Department facility for purposes of work.
In the event Contractor enters any Redlands Police Department facility to perform any janitorial
functions, without having successfully passed a Background 2, the Contract and Purchase Order are
subject to immediate cancellation.
33. Janitorial Bond: Contractor shall provide the City with a Janitorial (Fidelity) Bond or its approved
equivalent in a minimum amount of fifty thousand dollars ($50,000.00) covering the fidelity (dishonesty,
disappearance, or destruction) of or by the Contractor's employees with ten calendar days after Notice of
Award. Said bond shall be duly executed by Contractor and a responsible Surety authorized to issue such
bonds in the State of California and secured through an authorized agent with an office in California and
registered with the County of San Bernardino. The Contractor shall pay all bond premiums, costs, and
incidentals. The City shall return the bond to the Contractor upon the expiration of this Contract and the
fulfillment of the Contractor's obligations under this Contract.
35. Recycling: Contractor shall coordinate recycling activities with the City's Recycling Coordinator to
minimize refuse disposal & maximize recycling from City facilities.
Contractor shall empty recyclable materials contained with designated recycling containers throughout
the facility. This includes all blue, recycling desk -side containers & larger, blue 32-gallon recycling
containers. Recycling materials shall be emptied into the white recycling dumpster at the rear of the City
Center (Citrus Avenue).
Recyclable materials set aside should be collected & emptied into the white recycling dumpster. This
includes office materials such as paper (e.g., boxes, blueprints, plans, files, etc.) that may or may not be
placed inside of a recycling container due to inadequate capacity but are clearly labeled "RECYCLE".
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NPS-2.1 (8.22)
Contractor shall contact the City' s Recycling Coordinator to apprise him/her of improper separation of
materials by City staff. Materials listed below should be separated for recycling by City office staff.
Contractor shall NOT collect recyclables for personal use or sale.
Office Paper Blueprints Junk Mail Envelopes
Catalogs Computer Paper Colored Paper Aluminum Cans
Tin (steel) cans Glass Bottles Flattened All other plastic bottles
Cardboard Boxes and containers
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NPS-2.1 (8.22)
EXHIBIT "B"
FEE SCHEDULE TITLE
CITRUS CENTER JANITORIAL SERVICES
FCS06292023KG
Pricing to be based on full occupancy rate.
TOTAL FEE/COST PROPOSAL
INCLUDE TOTALS HERE
MONTHLY PRICE
ANNUAL PRICE
PROPOSAL A — YEAR ONE
$9,993.93
$119,927.16
PROPOSAL B — YEAR TWO
$9,993.93
$119,927.16
PROPOSAL C — YEAR THREE
$9,993.93
$119,927.16
TOTAL PRICE FOR THREE YEARS WRITTEN HERE
51;359,781 a
PRICE PER SQUARE FOOT TO DEEP CLEAN
CARPET:
$0.12
CONTRACTOR NAME: Executive Facilities Services, Inc. CONTACT: Jim Ferraro
CONTRACTOR ADDRESS: 6865 Weaver Street CITY: Riverside STATE: CA ZIP: 92504
EMAIL: jerraro@execservices.biz DIR#: JS LR-000014832 PHONE: 844-780-2626
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NPS-2.1 (8,22)
EXHIBIT "C"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways:
(a) By being insured against liability to pay compensation by one or more insurers
duly authorized to write compensation` insurance in.this State.
) 13y securing from .the Director of Industrial Relations, a certificate .of consent to
self -insure,' either'as an individual, employer,' or as one employer in a group of
employers, which may be given upon;f.irnishing proof satisfactory to the Director
of Industrial Relations of ability to self insure` and to pay any compensation that
may become due to his or her employees.
I am aware ,of the provisions of Section, 3700' of the Labor 'code which requires every
employer to be insured against liability for Workers' Compensation :or to undertake self
insurance in•accordance with the provisions of that Code, and I will, comply with such provisions
before commencing the performance of the work and activities required or :permitted under this
Agreement. (Labor Code §1861).
I affirm.that.atall times, in performing rming the work and activities required or permitted under
this'Agreement,:I shall not employ any person in any manner such that I become,subject to the
workers' Compensation laws of California. ,However, at any time, if I employ any person such
that I •become subject to the workers' compensation •laws of California, ,immediately I shall
provide the City with a certificate of consent to self insure, or, a certification of workers'
compensation insurance.
I certify under penalty of perjury under the •lawsof the State of California that the information
and representations Made' in this certificate are true and correct.
EXECUTIVE FACILITIES SERVICES, INC.
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