Citywide Janitorial Services.pdf

City of Brea – Citywide Janitorial Services Page 1 of 59

CITY OF BREA

REQUEST FOR PROPOSALS NO. 26-01

CITYWIDE JANITORIAL SERVICES

RFP DUE DATE: May 14, 2026 BY 2:00PM

RFP ADMINISTATOR:

Eric Aulls

EricA@cityofbrea.gov

VIEW THIS SOLICITATION AT:

City of Brea – Bids & RFPS: Bids & RFPs | Brea, CA - Official Website

Public Purchase: https://www.publicpurchase.com/gems/browse/home https://www.cityofbrea.gov/409/Bids-RFPs https://www.publicpurchase.com/gems/browse/home

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TABLE OF CONTENTS PAGE

1) INTRODUCTION 4

2) INSTRUCTIONS 4

3) TENTATIVE PROJECT SCHEDULE 7

4) TERMS AND CONDITIONS 7

5) SCOPE OF SERVICES 14

6) REQUIRED FORMS FOR PROPOSAL SUBMITTAL 34

7) SAMPLE AGREEMENT 37

8) EXHIBIT B – PAYMENT SCHEDULE 49

9) EXHIBIT C – INSURANCE REQUIREMENTS 55

10) EXHIBIT D – PAYMENT BOND 58

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RFP INTRODUCTION,

INSTRUCTIONS, AND TERMS

AND CONDITIONS

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OBJECTIVE

The City of Brea (“City) is seeking proposals from qualified proposers interested in providing citywide janitorial services located at Brea Community Center, Brea Civic Center, Senior Center, Pioneer Hall, Plunge, and Downtown Day Porter. These services will be provided on a scheduled basis as set forth in EXHIBIT A - Scope of Services. The objective of this Request for Proposals (“RFP”) is to identify the most qualified proposer(s) to provide these services over the course of a three-year base term, with option of four (4) one-year per period extensions. However, the City reserves the right to make multiple awards if doing so serves the best interest of the City.

Depending on the department needs, final contract terms, including compensation and length of the agreement are subject to negotiation and final City approval.

BACKGROUND

The City of Brea was incorporated in 1917 as an oil and citrus center. The City operates under a council-manager form of government that includes five councilmembers and a City Manager.

Located in North Orange County, the City serves a population of approximately 47,000 residents and covers approximately 12 square miles.

Public Works is responsible for the maintenance and janitorial services of the Brea Community Center, Brea Civic Center, Senior Center, Pioneer Hall, Plunge, and Downtown Day Porter. The City’s current contract for janitorial services will expire June 30, 2026.

DEFINITIONS

- “City”: Refers to the City of Brea.

- “Request for Proposal” or “RFP”: Refers to this solicitation process wherein the City is seeking proposals for janitorial services.

- “Proposal”: The formal response to this solicitation submitted to the City by a proposer.

- “Proposer”: Refers to the individual or business entity that is submitting a proposal to this

RFP.

- “Project”: The provision of janitorial services as a result of this RFP.

- “Contractor”: Refers to the individual or business entity, if any, that is awarded a contract by the City as a result of this RFP process.

RFP REGISTRATION

This RFP will be managed through the City Public Purchase Portal and City website. All proposers are required to register using the link below:

Public Purchase: Bid Notification, Government bids, Reverse Auctions and Procurement Tools for Government Agencies

After registering, proposers can search for City projects and register for this specific project. Any and all updated, addenda, questions and answers, and changes to this RFP will be distributed through the Public Purchase Portal. Proposals will not be accepted from non-registered proposers.

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QUESTIONS, ANSWERS AND ADDENDA TO RFP

Questions and Requests for Clarification Due Date: MAY 7, 2026 at 8:00AM.

Via Public Purchase Portal ONLY. Questions emailed will not be accepted.

All questions and requests for clarification concerning this RFP must be made by the proposer via the Public Purchase Portal and reference “RFP JANITROIAL SERVICES”. Any modification to this RFP will be made by written addendum posted on the City’s website accessible through the Public Purchase Portal. Any written addenda issued shall be incorporated into the terms and conditions of any resulting agreement. The City will not be bound by verbal representations concerning or affecting the requirements of this RFP. Proposers shall acknowledge receipt of all addenda in their proposal.

SUBMITTAL INFORMATION

Proposal Due Date and Time: MAY 14, 2026 at 2:00PM

In-Person Only: 545 N. Berry St., Brea, CA 92821

It is the sole responsibility of the bidder to ensure that their proposal is submitted in-person only.

Submission must include three (3) copies of all required documentation and a flash drive, including required documentation, on the stated deadline. Proposals must be actually received by the City by the due date and time. Proposers experiencing Public Purchase technical problems or requiring Portal assistance, should contact the help center at: Public Purchase Help The submittal status of a proposal can be checked using the Public Purchase Portal. The City is not responsible for technical problems arising due to connectivity or network issues. Prior to the RFP deadline, proposals may be modified or withdrawn by an authorized representative of the proposer by written notice to the Public Works Department.

PROPOSAL EVALUATION CRITERIA

The successful proposer will be the proposer whose proposal is deemed to provide the best value to the City. The City will evaluate proposals based on the following criteria:

1. Qualifications of the Firm: Technical experience in performing work of a similar nature, experience working with public agencies, strength and stability of the firm, and assessment by client references.

2. Proposed Team and Organization: Qualifications of proposed key personnel, logic of organization, and adequacy or labor commitment and resources to satisfactory perform the requested services and meet the City’s needs.

3. Detailed Work Plan: Thorough understanding of the City’s requirements and objectives, logic, clarity, specificity, responsiveness, and overall quality of work plan.

4. Fee Schedule: Reasonableness of fees.

https://www.publicpurchase.com/gems/help/mainhelp.html?frame1=public/info.html&frame2=public/info_register.html

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PROPOSAL EVALUATION CRITERIA

EVALUATION CRITERIA

MAXIMUM PERCENTAGE SCORE

Qualifications and Experience of the Firm

30%

Proposed Team and Organization

25%

Detailed Work Plan and Responsiveness to

RFP

25%

Fee Schedule

20%

Missing or incomplete submittal documentation may result in a proposal disqualification, being deemed non-responsive or penalized in the evaluation proposal. The City reserves the right to determine whether or not a proposal meets the specifications and requirements of this RFP and reject any proposal that, in the City’s opinion, fails to meet the detail or intent of the requirements.

The City reserves the right to reject any and all proposals.

SELECTION PROCESS

An Evaluation Committee comprised of City staff, and that may include outside personnel, will review all responsive proposals. The Evaluation Committee will make a recommendation to the City’s Director of Public Works who will present a recommendation to the City Council for contract award, if any.

AWARD

The City may negotiate contract terms with any proposer prior to award, and expressly reserves the right to concurrently negotiate with two or more of the highest scoring proposers. However, any selection and award may be made without discussion with any proposer. Therefore, each proposal should contain the proposer’s most favorable terms and conditions.

Proposers who submit a proposal in response to this RFP shall be notified as to which proposer staff will recommend to the Council, prior to the award.

PROJECT SCHEDULE

The following is a tentative schedule for the RFP process. Although the City will attempt to apply the necessary resources to maintain this schedule, the following are tentative dates, and the City reserves the right to modify this schedule as needed to accommodate the completion of this RFP process.

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TENATIVE PROJECT SCHEDULE

RFP Published:

APRIL 30, 2026

Questions from Proposer Due:

MAY 7, 2026 AT 8:00AM

Questions and Answers Posted:

MAY 11, 2026

Proposals Due:

MAY 14, 2026 AT 2:00PM

Anticipated Contract Award:

JUNE 2026 – SUBJECT TO CITY

COUNCIL APPROVAL

PROPOSAL FORMAT

Please refer to the Submittal Checklist and Proposal Format (located in this RFP) section for a comprehensive guide regarding the format of the proposal submittal.

TERMS AND CONDITIONS

1. ACCEPTANCE OF TERMS AND CONDITIONS

Submission of proposal indicates acceptance by the proposer of the terms, conditions and specifications contained in this RFP and in the Draft Agreement.

2. PRECEDENCE OF TERMS AND CONDITIONS

All terms and conditions of this RFP are incorporated by reference into the Draft Agreement. In the event of a conflict between the provisions of the RFP and the Draft Agreement, provisions of the Draft Agreement will govern.

3. PUBLIC RECORD

Each proposal and related submittals shall become the property of the City and public records subject to disclosure pursuant to the California Public Records Act once a written recommendation for award, if any, has been made to the City Council, this RFP process is terminated, or all proposals are rejected. DO NOT SUBMIT CONFIDENTIAL INFORMATION. Notices of confidentiality, trade secrets, or similar notifications will be disregarded.

4. LATE PROPOSALS

Proposals received after the proposal submittal deadline will be returned unopened. Each proposer is responsible to ensure timely delivery of their proposal. The City assumes no responsibility for non-receipt of untimely delivery of any proposal.

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5. VERBAL REPRESENTATIONS NOT BINDING

No verbal or written information which is obtained other than through this RFP or its addenda shall be binding on the City. Except as expressly provided herein for questions and requests for clarification, no City employee is authorized to interpret any portion of this RFP or give information as to the requirements of this RFP.

6. PROPOSAL VALIDITY

All proposals shall be held valid for a period of 90 days.

7. RIGHT OF REJECTION

The City reserves the right to: (1) Reject any and all proposals or any item or part thereof, and/or to waive any informalities or irregularities in any proposal or this RFP process;

and/or, (2) Terminate this RFP process at any time without prior notice.

8. RIGHT OF REJECTION OF LOWEST FEE PROPOSAL

The City has no obligation to make an award based solely on the lowest cost proposal.

Evaluation criteria in this RFP shall be used in the proposal evaluation process.

9. OBLIGATION TO AWARD

The City reserves the right to not award any contract as a result of this RFP, for any or no reason. The City reserves the right to award multiple contracts for this project if deemed TO BE IN THE City’s best interests.

10. PROPOSERS BEAR ALL COSTS

City shall not, in any event, be liable for any expenses incurred by any proposer in preparing a proposal and no such expenses shall be included in any proposal.

11. INDEMNIFICATION

By submitting a proposal, each proposer, at its own expense, without exception, and to the fullest extent permitted by law, agrees to and shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold the City, its elected officials, officers, employees, and agents (“City Parties”) harmless with respect to any and all claims, losses, and liabilities of any nature or kind, arising out of or in connection with proposer’s performance of the services required by this RFP.

The selected proposer(s) shall further defend and indemnify the City Parties with respect all claims and liabilities arising out of, related to, or in connection with any and all protests asserted against the selected proposer(s) as a result of the City’s selection of such proposer(s).

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12. INSURANCE REQUIREMENTS

The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience insurer, coverage, or other special circumstances. If the existing policies do not meet the insurance requirements set forth herein, the Contractor agrees to amend, supplement, or endorse the policies to do so unless otherwise approved by the City’s risk manager.

Without limiting the indemnity provisions of this Agreement, the Contractor shall procure and maintain in full force and effect during the term of this Agreement, the following policies of insurance.

Minimum Scope and Limit of Insurance

12.1 Commercial General Liability (CGL) which affords coverage at least as broad as

Insurance Services Office “occurrence” form CG 00 01, including products and completed operations, property damage, bodily injury, and personal and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

Products-Completed Operations: Contractor shall procure and submit to City evidence of insurance for a period of three (3) years from the time that all work under this Agreement is completed.

(HIGHER LIMITS MAY BE REQUIRED BASED ON EXPOSURE TO LOSS.)

(SOME AGREEMENTS MAY NOT REQUIRE PRODUCTS-COMPLETED

OPERATIONS)

12.2 Automobile Liability Insurance with coverage at least as broad as Insurance

Services Office Form CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, coverage for hired autos (Code 8) and non-owned autos (Code 9) with limit no less than $1,000,000 each accident for bodily injury and property damage.

(HIGHER LIMITS MAY BE REQUIRED BASED ON EXPOSURE TO LOSS.)

12.3 Worker’s Compensation as required by the State of California with statutory limits, and Employer’s Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury of disease.

12.4 Endorsements Insurance policies shall not be compliant if they include any limiting provisions or endorsement contrary to this Agreement, including but not limited to restricting coverage to the sole liability of Contractor, excluding liability or excluding third party over actions. The following endorsements shall be provided to the City.

12.5 Additional Insureds: The City, its elected officials, officers, employees, volunteers, boards, agents, and representatives are to be covered as additional insureds in the

City of Brea – Citywide Janitorial Services Page 10 of 59 commercial general and auto liability policies including liability and defense of suits or claims arising out of the work or operations performed by or on behalf of the Contractor including, materials, parts or equipment furnished in connection with such work or operations.

Commercial General Liability additional insured endorsements shall be at least as broad as ISO Form(s) CG 20 10 11 85; or both CG 20 26, and CG 20 37.

12.6 Primary and Non-Contributory: This insurance is primary to and will not seek contribution from any other insurance whether primary, excess, umbrella, or contingent insurance, including deductible, or self-insurance available to the City, its elected officials, employees, volunteers, boards, agents, and representatives as additional insureds.

The Commercial General Liability primary endorsements shall be at least as broad as ISO

CG 20 01 04 13.

Worker’s Compensation

12.7 Waiver of Subrogation: Any right of subrogation against the City, its elected officials, officers, employees, volunteers, boards, agents, and representatives shall be waived.

12.8 Insurance Obligations of Contractor: The City requires and shall be entitled to the Contractor’s broader coverage and/or higher limits than the minimums shown above. Any available insurance proceeds excess of the specified minimum limits of insurance coverage shall be available to the City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Contractor under this Agreement.

12.9 Notice of Cancellation. Required of insurance policies shall not be cancelled or coverage reduced until thirty (30) days written notice of cancellation has been served upon the City, except then (10) days shall be allowed for non-payment of premium.

12.10 Waiver of Subrogation. Required insurance policies shall not prohibit Contractor from waiving the right of subrogation prior to loss. The Contractor shall waive all rights of subrogation against the indemnified parties and policies shall contain or be endorsed to contain such provision. This provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

12.11 Evidence of Insurance. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to format and content. These requirements are subject to amendment or waiver only if approved in writing by the City. The City reserves the right to require complete, certified copies of all required insurance policies including endorsements required by these specifications, at any time. The certificates

City of Brea – Citywide Janitorial Services Page 11 of 59 and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15) days prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.

12.12 Deductibles. Deductibles must be declared to and approved by the City. The City may require Contractor to purchase coverage with lower retention or provide proof of availability to pay losses and related investigations, claim administration, and defense expenses within the deductible amount. The policy language shall provide, or be endorsed to provide, that the deductible may be satisfied by either the name insured or the City.

12.13 Contractual Liability. The coverage provided shall apply to all obligations assumed by Contractor under the provisions of this Agreement, including indemnification.

12.14 Failure to Maintain Coverage. The Contractor agrees to suspend and cease all operations hereunder during such time as the required insurance coverage is not in effect and evidence of insurance has not been furnished to the City. The City shall have the right to withhold any payment due until the Contractor has fully complied with the insurance provisions of this Agreement. If the Contactor’s operations are suspended for failure to maintain required insurance coverage, Contactor shall not be entitled to any extension of time due to such suspension.

12.15 Acceptability of Insurers. Each such policy shall be provided by a company or companies with a current A.M. Best’s rating of no less than A:VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any State or federal law. Any other rating must be approved in writing by the City.

12.16 Claims Made Policies. Claims made policies are not acceptable.

12.17 Excess Umbrella Liability Policies. If any excess or umbrella liability policies are used to meet the limits of liability required by this Agreement, then said policies shall be “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all the insurance requirements stated in this Agreement, including, but not limited to the additional insured, primary and non-contributory and waiver of subrogation requirements stated herein. No insurance policies or self-insurance maintained by the City, whether primary, reinsurance or excess and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until Contractor’s primary and excess/umbrella liability policies are exhausted.

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12.18 Insurance for Subcontractors. Contractor shall be responsible for causing subcontractors to purchase the same types of limits of insurance in compliance with the terms of this Agreement, including adding the City, etc. as additional insureds, providing primary and non-contributory coverage and waiver of subrogation to the subcontractor’s policies.

13. COMPLIANCE WITH ALL APPLICABLE LAWS

By submitting a proposal, each proposer agrees that if awarded a contract as a result of this RFP, they will at all times comply with any and all applicable local, State and federal laws, statutes and regulations including, but not limited to, the California Displaced Janitors Opportunity Act (Labor Code Section 1060, et seq., requiring successor janitorial service companies to hire and retain the prior service’s employees for at least sixty (60) days, subject to limited exceptions); the California Property Service Workers Protection Act (Labor Code Section 1420, et seq.); the California Labor Contractor Joint Liability law (as applicable, Labor Code Section 2810.3, et seq.); and Labor Code Sections 1720 through 1861 for services constituting “public works”, as defined (addressed further herein.)

Proposer declares that it shall comply with all local, state and federal laws relating to permits, and business licensing.

14. INCLUSIVE PROPOSAL PRICING

Proposal pricing shall include any and all applicable licenses, insurance coverage, endorsements, and if necessary, any wage compliance deemed necessary to perform the services required by this RFP. The City will not be responsible for reimbursing contractors for any charges not included in the proposal pricing that are incurred in satisfying these requirements.

15. SUBCONTRACTOR/JOINT VENTURES

Where two or more proposers desire to submit a single proposal in response to this RFP, they must do so on a prime-subcontractor basis rather than as a joint venture. City intends to contract with a single firm and not with multiple firms doing business as a joint venture.

16. PREVAILING WAGE

Certain labor categories under this project may be subject to prevailing wages as identified in t California Labor Code Sections 1720 through 1861. For services constituting “public works” as defined in Labor Code Section 1720, Contractor and its sub-contractors shall comply with all requirements of Labor Code Sections 1720 through 1861, including payment of prevailing wages. It is required that all persons providing services that are “public works” be paid not less than the basic hourly rates of pay and fringe benefits as shown in the current minimum applicable wage schedules. Contractors and their sub-contractors must use the current wage schedules applicable at the time the work is in progress.

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SCOPE OF SERVICES

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OBJECTIVE:

To provide janitorial services at: Brea Community Center, Brea Civic Center, Senior Center, Pioneer Hall, Plunge, and Downtown Day Porter.

CONTRACT TERM:

Three-year base term, with option of four (4) one-year per period extensions

SCOPE OF SERVICES:

1. Contractor shall furnish all labor, materials and equipment necessary to provide the Services located at the Brea Community Center, Brea Civic Center, Senior Center, Pioneer Hall, Plunge, and Downtown Day Porter.

2. Extra Work/Project Cleaning A. Work not considered to be routine, not done on a regular schedule, or not considered under this specification/contract shall be considered extra work. This type of work may only be done at the request of the City representative. Extra work shall be performed at the rates indicated in the Price Sheet or as agreed-upon by the parties. City and Contractor will determine the number of hours and the schedule required to accomplish the requested task(s).

B. The following are examples of the type of work which may be considered extra:

i. Cleaning areas not defined within this contract

ii. Increasing frequency of cleaning

iii. Special projects

General Building and Office Areas Cleaning Schedule

3. Daily Services – General Building and Office Areas A. Sweep all vinyl and composition tile floors B. Sweep all outside entrances for trash C. Dust and remove cobwebs and dirt in all areas of the building D. Dust accessible desktops, chairs, tables, telephones, filing cabinets and other office furniture, bookshelves, minor signage E. Remove debris from ceilings, walls, floors, windowsills, ledges, chair rails, partition trim and low moldings F. Clean luncheon tables and clean and position chairs G. Empty all wastebaskets and other waste containers. Carry trash to designated areas, replace liners with new liners H. Clean and services smoking stands where applicable I. Clean and polish drinking fountain J. Clean all glass entry doors thoroughly K. Clean all stairwells and landings twice weekly, vacuum if carpeted

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L. Spot clean partitions, doors, grab bars, panica hardware, doorknobs, handles, door frames, wall switches, office partitions glass, interior lower level glass, carpet for spillage and stains

M. Spot mop resilient floors for spillage, dirt, etc.

N. Damp mop all wood floors with treated terrycloth towels O. Damp mop all concrete, rubber, tile, and vinyl flooring P. Vacuum or sweep elevator cabs where applicable Q. Wipe clean all elevator doors and control panel to remove finger marks R. Spray buff all main aisles and corridors as needed to ensure a slip resistant high gloss finish S. Report broken or missing items to City of Brea representative T. Establish a lost and found box at each building location U. Maintain Janitor’s Closet in clean and orderly manner

4. Weekly Services – General Building and Office Areas

A. Sweep inside and outside stairways (twice a week) B. Dust banisters, handrails, pictures, clocks, major signage, ledges, partition tops, moldings, chairs, rugs, and office furniture C. Spot clean woodwork for finger marks and stains D. Damp mop with treated terrycloth towels all wood floors E. Damp mop and buff all tile floors to ensure a slip resistant high gloss finish

5. Monthly Services – General Building and Office Areas

NOTE: BCC LOCKER ROOM AND RESTROOM FLOORS WILL NOT BE

WAXED, MACHINE SCRUB ONLY

A. High dust moldings, doors, and window casings B. Brush down wall and ceiling vents C. Clean and wipe down baseboards D. Vacuum draperies or blinds and upholstered furniture E. Wash and disinfect handrails, wastebaskets on a rotation basis F. Detail carpet edges under and around furniture and behind doors G. Machine scrub and extract all rubberized flooring H. Clean wax and machine polish all tile and vinyl floors to ensure a slip resistant high shine surface.

6. Quarterly Services – General Building and Office Areas A. Clean all refrigerators B. Deep clean all lockers at the Brea Community Center

Restroom Clean Schedule

7. Daily Services – Restrooms A. Pickup/Clean restroom entrance area for trash and debris B. Empty and disinfect all waste paper containers and replace with new liners

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C. Refill soap, towel, tissue, seat cover dispensers, and sanitary product dispensers D. Remove debris and cobwebs from ceilings, walls, and floors E. Clean splash marks and polish mirrors, walls, and sinks F. Clean and disinfect all toilet tissue, seats, urinals, and sinks (inside and outside) G. Remove scale and all other organic materials H. Disinfect handles, knobs, and other touched areas. Counter tops shower facilities

(as required - site specific) I. Clean and polish drinking fountains, chrome, under sinks, toilets and urinals to keep scale free and partitions for smudges and remove graffiti J. Clean the waterless urinals per the manufacturer requirement.

K. Wipe down with disinfectant ceramic tile walls, toilet compartments partitions, and tops of partitions L. Pour one gallon of water into floor traps to prevent odors M. Thoroughly mop floors with disinfectant solution N. Repair any damage due to improper cleaning techniques O. Change the urinal replacement cartridges in the waterless urinals per the manufacturer requirements

8. Daily Services – Brea Police Jail

NOTE: STAFF TO CHECKIN WITH WATCH COMMANDER OR DUTY

POLICE STAFF

A. Empty and disinfect all waste paper containers, replace with new liners B. Clean and disinfect metal mirrors, all toilet tissue, towel, trash and sanitary containers, toilets, urinals and sinks (inside & outside) removing scale and other organic matter, both sides of toilet seats, handles, knobs, and other touched areas

C. Wipe down with disinfectant walls, compartments and tops of partitions D. Clean light fixtures and air vents as needed.

E. Clean, disinfect and wipe dry all counter tops, bench & sitting area with disinfectant F. Spot clean partitions for smudges and remove graffiti and walls for splashes around sinks and urinals G. Thoroughly mop floors with disinfectant solution.

H. Remove debris from ceilings, walls, and floors I. Pour one gallon of water into floor traps to prevent odors.

J. Refill soap, towel, tissue and seat cover dispensers K. Report any facility issues (repairs needed) to the City of Brea Building Maintenance

Division (714)990-7691.

9. Daily Services – Police Department Bulletproof Glass (Lamination Polycarbonate) A. Dust polycarbonate with a soft cloth or chamois only, wiping gently (No paper towels).

B. Wash polycarbonate with mild soap or detergent and lukewarm water solution. Use a clean soft cloth or natural sponge and as much solution as possible. Rinse well.

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Dry by blotting with a damp cloth or chamois. Grease and oil are best removed with hexanes, kerosene or aliphatic naphtha.

C. Do not use any aromatic compounds.

D. Do not use any window cleaning fluids, scouring compounds, gritty cloth, leaded or ethyl gasolines or strong solvents such as alcohol, acetone, carbon tetrachloride, lacquer thinners, Windex and etc.

E. Do not use any paper towels

NOTE: The Contractor is required to adhere to the provisions of the Federal Clean Water Act as regulated by the U.S. Environmental Protection Agency in Code 40, Code of Federal Regulations (CFR) Parts 122, 123, 124, the Porter-Cologne Act (California Water Code), the Waste Discharge Requirements for Municipal Storm Water Discharges within the County of Orange and the National Pollution Discharge Elimination System (NPDES). Copies of the suitable Best Management Practices (BMPs) from the California Storm water Quality Association (CASQA), Storm water Best Management Practice Handbook for Construction Activities are available for review at the offices of the AGENCY’s City Engineer or can be found at www.cabmphandbooks.com.

10. Facilities A. The facilities, addresses, square footage, the particular cleaning schedules, days and hours of service are listed in the Line Details of the eProcurement.

11. Optional Services A. Carpet: Contractors employees to follow manufactures recommended carpet cleaning procedures or equivalent (to be approved by City of Brea authorized representative in advance).

B. Window Washing/Cleaning: Windows to be cleaned and streak free including all window hardware.

C. Proposal: A provision is listed as “Optional Bid Items” D. Carpet and Window Cleaning Schedule: Specific dates to be advised upon execution of contract for “Optional Bid Items”.

12. Sales and Equipment A. The Contractor shall provide all supplies to carry out the cleaning and disinfecting operations within this contract, and shall meet the standards of the Federal Occupational Safety and Health Act and Cal OSHA. The Contractor shall submit a written list of all supplies (i.e. cleaners, disinfectants, floor cleaners, and wax) with attached Material Safety Data Sheets (MSDS) intended for use in the buildings for approval by the City of Brea. In addition to cleaning supplies the contractor shall also supply all glass cleaner, floor stripper, furniture polish, stainless steel cleaner, etc. Any supplies not on the approved list shall be removed from the premises.

Adequate quantities for properly labeled supplies (minimum of two weeks inventory) must be on-hand to perform cleaning at all times. Contractors to provide an estimated monthly usage along with an estimated monthly cost of supplies.

http://www.cabmphandbooks.com/

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B. The Contractor shall provide all equipment to carry out cleaning operations. The use of HEPA filter vacuums is a requirement throughout the building to be cleaned.

The contractor shall submit a written list of all equipment, by quantity, name brand and model. Example:

i. Two (2) Carpet Cleaning Machines

ii. 12 Advance 16” Carpet twin HEPA filter Vacuums

iii. Two (2) Rotary Buffing Machines 18”

iv. Two (2) Carpet Extractors w/power-head

All equipment shall be listed in contractor’s proposal to be used for daily cleaning requirements. In case of equipment breakdown, forty-eight (48) hours repair or replacement time shall be allowed.

NOTE: all equipment to be new at commencement of contract.

13. Day Porters A. Brea Police Department is to approve the day porter in advance due to security concerns. It is also highly important that livescan background checks be completed on all of the contractor employees due to sensitive materials and equipment that is in the areas that will be serviced. This includes the Brea PD, the Brea Fire Department, the Civic Center Building as well as other areas.

B. Duties may include:

i. Open the Staff access doors as needed, turn off alarms and turn on lights

(Civic Center).

ii. Check, clean-sweep breezeway, parking lots and adjacent sidewalks for trash. On rainy days place safety warning signs in areas where a slip hazard exists.

iii. Check the meeting schedule for any meetings that might require setup. Set up as needed to ensure proper facilities and administration supplies are ready before the start of the meeting. The meeting schedule is provided every Friday.

iv. Check all Restrooms for supplies and inspect to see that they were properly cleaned and disinfected. Correct any problems with supplies as well as cleaning and disinfecting. Inform City staff of discrepancies.

v. Operate City Auto Scrubber equipment at the Civic and Community Centers.

vi. During the day, the porter will have to help (respond) to the City of Brea staff needs. Responding to phone calls and verbal notification for assistance (i.e., - spills, hazardous issues relating to custodial, pest control and setup for meetings)

vii. Check in with the City of Brea custodial representative daily to give updates and check to see if any custodial services have been requested.

viii. plugs; lights out) needed to the City of Brea Building Maintenance Division.

ix. Restrooms and restock supplies.

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x. Spot clean carpet

xi. Report any maintenance repairs (i.e. leaking faucets; clogged drains; broken electrical to City staff.

14. Minimum Quality Standards

The following Quality Standards (cleaning standards) shall be used on a daily basis, and during the Performance Inspection process to assess the quality of the cleaning per the nine

(9) areas identified below:

A. Office – Minimum Cleaning Standards

i. Furniture and Equipment: Shall be free of dust, cobwebs, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean.

This shall include the elimination of cleaner residue, streaks and film.

ii. Telephones: Shall be free of dust and soil. They shall appear visibly and uniformly clean and polished-dry.

iii. Lamps: Shall be free of dust, dried-soil and soil without causing damage.

Lamp shall appear visibly and unif9rmly clean. This shall include the elimination of streaks, cleaner residue and film.

iv. Walls and Doors: Shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean.

This shall include the elimination of film, streaks, hand prints and cleaner residue.

v. Waste Containers: Contents shall be removed from waste containers and can liners have replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, food-stuff and the presence of an offensive odor emitting from the container.

vi. Partitions: Shall be free of dust, cobwebs, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

vii. Floors, Carpet, and Baseboards: Shall be free of dust. cobwebs, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors, carpet and cove-bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

B. Restrooms – Minimum Cleaning Standards

i. Special Note: Maintaining a sanitary restroom environment that minimizes the possibility of cross-infection is considered of the highest priority by the City of Brea. An inspection team shall closely monitor sanitation levels.

ii. Dispensers: Shall be free of dust, dried soil, bacteria and soil without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks, and

City of Brea – Citywide Janitorial Services Page 20 of 59 cleaner residue. Dispensers shall be refilled when required with the proper expendable supply item.

iii. Sanitary Napkin Dispensers / Disposal Canisters: Shall be free of dust, dried soil, bacteria and soil without causing damage. These surfaces shall appear visibly and uniformly clean and be disinfected inside and out. This shall include the elimination of film, streaks, and cleaner residue. Disposal bags are to be replaced with new daily.

iv. Hardware: Shall be free of dust, soil, bacteria and scale without causing damage. Brightwork shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine. This shall include the elimination of polish residue.

v. Sinks: Shall be free of dust, bacteria, soil, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of polish residue.

vi. Mirrors: Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean.

vii. Toilets and Urinals: Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks, film and water spots. Under rim areas are to be and will be inspected for cleanliness.

viii. Partitions: Shall be free of dust, cobwebs. soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks and film.

ix. Waste Containers: Contents shall be removed from waste containers and can liners have replaced with new. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. this shall include the elimination of streaks, food-stuff and the presence of an offensive odor emitting from the container.

x. Walls and Doors: Shall be free of dust, cobwebs, soil, spots and stains without causing damage. These surfaces shall appear visibly and uniformly clean/disinfected. This shall include the elimination of film, streaks and cleaner residue. Ceramic walls and wainscots; and metal kick plates, handles and push plates on doors shall also be polished-dry.

xi. Floors and Baseboards: Shall be free of dust, cobwebs, soil, gum, stains and debris. Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent shine. Floors and cove-bases shall appear visibly and uniformly clean and disinfected. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

xii. Air Vents: Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

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xiii. Light Fixtures: Shall be free of dust and soil without causing damage.

Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

C. Entrances and Patios – Minimum Cleaning Standards

i. Tracks: Shall be free of dirt and debris. Tracks shall appear visibly clean.

This shall include the elimination of standing water from wet cleaning procedures.

ii. Lights: Shall be free of dust, cobwebs, soil, spots, and stains without causing damage. They shall appear streak-free, film-free and uniformly clean. Bright metal surfaces shall be polished to a high-shine. Bright metal surfaces shall be polished to a high shine. This shall include the elimination of polish residue and/or film.

iii. Floors, Carpet and Cove-bases: Shall be fee of dust, cobwebs, dried soil, soil, gum, spots, stains, and other debris. Hard/resilient floors shall have multiple coats of a slip resistant seal and finish applied that results in a consistent high-shine. Floors, carpet and Cove-bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

D. Corridor – Minimum Cleaning Standards

i. Floors and Cove-bases: Shall be free of dust, cobwebs, dried-soil, gum, spots, stains, and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seat and finish applied that results in a consistent high-shine.

Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

ii. Walls and Fixtures: Shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, and cleaner residue.

iii. Water Fountains: Shall be free of dust, soil, scale and water spots without causing damage. Brightwork shall be disinfected and polished to a streak-free shine. Water fountains shall appear visibly and uniformly clean. This shall include the elimination of film and cleaner residue.

E. Stairwells – Minimum Cleaning Standards

i. Rails and Walls: Shall be free of dust, cobwebs, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean.

This shall include the elimination of film, streaks, lint, standing water, cleaner residue or film.

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ii. Steps and Landings: Shall be free of dust, cobwebs, dried soil, gum, stains, and debris. This shall include risers and cove-bases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film.

iii. Windows and Blinds: The contractor Is responsible for cleaning the interior and exterior of the building windows per the specification. Blinds shall be cleaned by dusting and/or wiping with damp cloth. Windows to be dirt and streak free.

F. Miscellaneous – Minimum Cleaning Standards

i. Air Vents: Shall be free of dust and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

ii. Light Fixtures: Shall be free of dust and soil without causing damage.

Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

G. Janitor Closets and Storerooms

i. Shelves: Shall be free of dust, cobwebs, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stocked, organized, neatly on shelves.

ii. Janitor Carts: Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean, Supplies and equipment stored on Janitor carts shall also be free of dust and soil. and organized, neatly.

iii. Equipment: Shall appear visibly clean and organized. All mops will be wrung out and the mop buckets are to be empty and clean when not in use.

iv. Walls: Shall be free of dust, cobwebs, dried-soil and soil. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, and cleaner residue.

v. Utility Sinks: Shall be free of dust, soil, cleaner residue and soap film.

Utility sinks shall appear visibly and uniformly clean. This shall include the elimination of streaks, embedded soil, film and water spots. Brightwork shall be cleaned, de-scaled and polished.

vi. Floors: Shall be free of dust, cobwebs, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.

H. Gym and Locker Room – Minimum Cleaning Standards

i. Equipment: All glassware, mirrors, lockers and equipment to be cleaned.

They shall appear visibly and uniformly clean. Equipment shall be clean, including seats, benches grab bars are to clean and disinfected. The gym equipment is to be organized and placed in its proper locations.

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ii. Shelves: Shall be free of dust, cobwebs, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stocked, organized, neatly on shelves.

iii. Walls: Shall be free of dust, cobwebs, dried-soil and soil. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, and cleaner residue.

iv. Floors: Shall be free of dust, cobwebs, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.

v. Catering Kitchens: Shall be cleaned and maintained in accordance with Orange County health and safety standard.

15. Performance Inspections

i. The purpose of the Performance Inspections is to ensure a high level of workmanship as well as to ensure the Quality, Health and Cleaning Standards throughout this Scope/Specification are consistently achieved.

Attached is a Performance Inspection Sheet that will be used by both the contractor and the City of Brea to monitor performance.

ii. The following intervals will be used for these inspections:

1. Contractor – Weekly

2. Contractor – Monthly

3. City of Brea – Random

iii. The Contractor shall perform weekly quality inspections of all sites and submit a written inspection report to the City of Brea. The contents and format of the inspection report shall be determined by the contactor and the City of Brea at the award of the contract. A Performance Inspection Form will be provided by the City of Brea.

iv. The Contractor shall perform monthly quality inspections with the City of Brea designated representative. This inspection shall be of all sites covered by this contract with a written inspection report summary submitted by the contractor to the City of Brea.

v. All noted deficiencies shall be corrected within 48 hours of inspection.

Repeated deficiencies of the same nature and site could result in contract termination.

vi. Post Custodial Performance Inspection Sheet and Schedules I, II, III daily at each facility for contract employees to use as a reference and City staff to monitor.

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Custodial Performance Inspection Sheet

Building: _______________________ Date:_____________

PERFORMANCE INSPECTION FORM

Dept: ABOVE

STAND

ARD

STAND

ARD

BELOW

STAND

ARD

INSPECTOR:

AREAS INSPECTED COMMENTS

1. Entrances & Lobbies

a. Mats, Carpets

b. Glass, Metal Surfaces

c. Corners, Thresholds

d. Dusting

e. Floor Appearance

f. Sweeping, Vacuuming

g. Walls

h. Fixtures

I. Walkways / Breezeways

2. Elevators

a. Tracks

b. Lights

c. Walls, Doors

d. Floors, Carpets

3. Corridors/Circulation Areas

a. Sweeping, Vacuuming

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b. Floor Appearance

c. Baseboards

d. Walls

e. Water Fountains

f. Fixtures

4. Stairwells

a. Rails, Walls

b. Steps, Landings

5. Restrooms

a. Dispensers, Hardware

b. Sinks

c. Mirrors

d. Toilets, Urinals

e. Partitions/Walls

f. Floors, Baseboards

g. Waste Containers

6. Offices/Conference Rooms/Library

a. Furniture

b. Telephones

c. Walls, Doors, Spot Cleaning

d. Waste Containers/Recycling

e. Partitions

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f. High/Low Dusting

g. Floor Appearance

h. Sweeping, Vacuuming

i. Baseboards

j. Edge vacuuming

7 Windows

a. Glass

b. Sills, Frames

c. Blinds

8 Miscellaneous

a. Air Vents

b. Light Fixtures

c. Carpet Spotting

d. Vending areas

e. Floor waxing, Spray buffing

9. Janitor Closets

a. Cleanliness

b. Organization

c. Supplies/Equipment

10. Recycling

a. Paper Recycling Bins

b. Beverage Container Bins

City of Brea – Citywide…