Janitorial_Services_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSAL

25-023

JANITORIAL SERVICES

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 15, 2025

DEADLINE FOR QUESTIONS: June 6, 2025

RESPONSE DEADLINE: June 30, 2025, 4:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR PROPOSAL

Janitorial Services

I. Introduction II. Project Details - Scope of Work

III. RFP Proposal Submittal Requirements IV. Evaluation Criteria V. Vendor Submissions

VI. Pricing Table

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

G - Bidder's Reference and Statement of Experience

H - Contract Equipment & Supplies

I - Sign-In Sheet Janitorial RFP 05-28-2025

J - Plans FOR 21ST CENTRY LIBRARY

K - ANIMAL SERVICES FACILITY

L - BARNES CT. REMODEL PHASE III

M - CORP YARD FLEET

N - HAYWARD CITY HALL

O - Streets Water

Request For Proposal #25-023 Title: Janitorial Services

P - Police Dept

Q - PARKING-GARAGE

R - WEEKES BRANCH LIBRARY

S - WEEKES BRANCH LIBRARY IMPROVEMENTS

T - JANITORIAL SERVICES & CHECKLIST REVISED 6.11.25

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 25-023 Janitorial

Services. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the Facilities, 777 B Street, Hayward, CA 94541-5114. All proposals must be submitted to the City's eProcurement Portal by 4:30 pm on Monday, June 30, 2025 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 148,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City

Manager to oversee the City’s twelve departments.

Background Summary

• Population:144,186

• Number of Employees: 790.45

• Annual City Operating Budget (including General Fund): $239,923 M

• Annual General Fund Budget: $123,524 M

• Annual City Capital Budget: $106 M

• Fiscal Year: July 1 – June 30

• Number of Departments:14

• Governance Structure: City Council / City Manager

• Utility Customers: 34,000

• MOUs: 7

• Housing Units: 48,000

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov/about.shtm https://procurement.opengov.com/portal/hayward-ca http://www.hayward-ca.gov/about.shtm http://www.hayward-ca.gov/about.shtm

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Liz Moran

Management Analyst II

777 B Street

16 Barnes Court, Suite #4

Hayward, CA 94541

Email: liz.moran@hayward-ca.gov

Phone: (510) 583-4822

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Facilities

Department Head:

Liz Sanchez

Management Analyst

1.4. Timeline

Release Project Date May 15, 2025

Pre-Bid Meeting (Mandatory) May 28, 2025, 9:30am

City Hall, 777 B Street, Hayward, Ca 94541 - 2nd

Floor, Council Chambers

Question Submission Deadline June 6, 2025, 4:30pm

Question Response Deadline June 12, 2025, 4:30pm

Submission Deadline June 30, 2025, 4:30pm mailto:liz.moran@hayward-ca.gov tel:(510)583-4822 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

Review Period of Proposals July 7, 2025

Interview (finalist) July 14, 2025

Site Visit July 14, 2025, 10:00am

Recommendation to Council August 26, 2025

Contractor Selection Date August 27, 2025

2. Project Details - Scope of Work

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Communication Regarding this RFP

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration

2.3. Mandatory Pre-Proposal Conference & Site Walkthrough

A mandatory pre-proposal conference and walkthrough of the relevant portions of the City of Hayward

Facilities City Hall, 777 B Street, Hayward, Ca 94541 - 2nd Floor, Council Chambers, will be held on 9:30 am Wednesday, May 28, 2025. The purpose of the conference and walkthrough is to discuss City objectives, to allow proposers to examine the facility, to answer proposer questions and/or to clarify

City's requirements. Written addenda may be issued via the Addenda & Notices section of this RFP to all attendees if deemed appropriate and necessary by City. This pre-proposal conference and walkthrough is mandatory. Failure to attend the scheduled pre-proposal conference will disqualify prospective vendor from participating in the RFP process.

2.4. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

4:30 pm Friday, June 6, 2025. This will allow sufficient time for any addenda to be issued by the City to all bidders.

2.5. Award of Contract

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor.

2.6. Annual Review Clause

The Parties agree to conduct an annual review of this Agreement, including but not limited to, an assessment of performance, compliance with terms, and potential amendments.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/117403 https://procurement.opengov.com/portal/hayward-ca/projects/117403

2.7. Right to Hire

City of Hayward shall have the right to hire, on a full-time or part-time basis, any employee of our present vendor who is, as of the termination date of current agreement, actively employed by our present vendor and who meets the requirements for a role in City of Hayward's organization. Bidder agrees to cooperate with City of Hayward's efforts to hire such employees, including providing necessary information and facilitating interviews.

2.8. City's Rights Reserved

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

• The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality

(i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFP prior to the date that proposals are due. The City will communicate changes through addendum to this RFP. All registered proposers will be notified of revisions to the RFP. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right to split the award from this RFP between multiple proposals when such split award is determined to be in the best interests of the City.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this

RFP.

• If the successful proposer defaults, the City may award this RFP to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified.

• All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public review.

2.9. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

2.10. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.11. Scope of Work

The awarded bidder, hereinafter called “Contractor,” shall provide all necessary labor, equipment, and supplies to provide superior janitorial services, such as but not limited to sweeping, mopping, vacuuming, dusting, disinfecting, scrubbing, emptying trash and recycling https://procurement.opengov.com/signup receptacles, and major floor maintenance as described in this document. Bidders are to refer to each location’s Janitorial Checklist specifications to confirm the service hours and cleaning requirements for each location.

It is the successful Contractor’s responsibility to instruct and inform contracted employees of the terms, conditions, and requirements of this contract. All equipment must be maintained in good working order. The City shall not be responsible for any contractor’s equipment or personal property for any reason. No bidder/contractor vehicles are to be left unattended in the City’s parking lot for any period of time.

The Contractor shall make reasonable and prompt restitution by check or cash payment, replacement, or repairs for any damages caused by the Contractor’s employees, subject to the approval of the City. The Contractor shall at all times pay or cause to be paid, without expense to the City, all social security, unemployment insurance expenses, and federal income withholding taxes of all their employees. All such employees shall be paid wages and benefits as required by Federal and/or State Law.

Contractor Personnel Requirements

The Contractor shall provide a supervisor or lead person at each of the City’s sites to oversee the daily services performed. This individual will be available for callbacks, when services have

“not” been performed as required, without additional costs to the City. This is to include emergency situations where janitorial services might be needed. Supervisors/leads shall be able to speak fluent English for successful communication with the City personnel. Supervisors shall be competent in their knowledge of janitorial methods, aggressive in problem-solving, and responsible for quality control.

The Contractor shall have a comprehensive policy regarding the employment of individuals with criminal backgrounds, ensuring compliance with applicable laws and regulations. The

Contractor’s personnel shall be carefully interviewed, and screened with previous employment reference checks, and criminal background checks. The Contractor shall provide the City of

Hayward, Maintenance Services Department with a copy of the background check and a copy of the license or identification card for all employees assigned to provide services for this contract.

The City must approve the employee’s background check and issue the employee an ID badge before entering the City of Hayward buildings. The Contractor’s staff shall wear attire with clear identifying marks so they may be quickly identified to be affiliated with the Contractor’s company.

Clothing must be clean, hygiene must be neat, all hair must be pulled up off the collar if long

(male and female), clean shaven or trimmed, and clean in appearance while performing services for the City.

All employees assigned by the Contractor shall be capable, experienced, and trained to perform the requested services. The Contractor will be responsible for locking all outside doors and ensuring the building(s) are secure before leaving the premises. If the building has a security system, the Contractor is responsible for ensuring the system is disarmed upon entering the building and properly armed when leaving, in order to prevent false alarms. The Contractor shall not for any circumstances leave entryway doors propped open for any reason or period. If the Contractor fails to properly secure the building, there will be a fee of $100 per occurrence.

The Contractor shall be issued building keys, where applicable, for the performance of services as specified herein. Should a lost or stolen key jeopardize the security of the particular City facility, the contractor shall be solely responsible for all costs incurred by the City in re-keying the lock system, plus a one-hundred-dollar ($100.00) fine per occurrence.

In the event an access/ID card is lost, stolen, or not returned, the Contractor’s monthly payment will be reduced by twenty-five dollars ($25.00) for each ID card lost, stolen, or not returned.

The following procedures must be adhered to while on-site rendering services:

• The Contractor’s employees are “not” to disturb papers on desktops or open drawers of desks and/or file cabinets.

• The Contractor’s employees are “not” permitted to smoke inside the building and must be 25 feet away from city entrances.

• The Contractor’s employees will “not” prop entrance/exit doors to any work sites for any reason for an extended period of time.

• The City telephones are “not” to be used by contractor’s employees for private use

(excludes emergencies while onsite as handled by lead/supervisory staff).

• Employees are “not” permitted to use equipment such as copiers, fax machines, etc.

• The City’s electrical rooms are high security-sensitive areas and shall not be cleaned by the Contractor.

• The Contractor shall “not” permit their employees to remove food and/or drinks from the refrigerator(s) or shelving or to otherwise remove or handle these items, except in the act of throwing said items in a receptacle or removing them to outside trash bin area.

• The Contractor shall “not” allow employees to bring children to work with them while at the City facilities. Any employee guilty of objectionable behavior shall be removed from the City premises/facility and not allowed to return and will be permanently removed from the City’s contractor list for this contract.

• The Contractor shall be liable for any and all damages to property, plants, equipment, etc., either accidental or deliberate resulting from any cleaning activity during the duration of this contract.

Storage Area

The Contractor shall maintain a designated storage area, for all materials, tools, and equipment. The area must be sanitary; odor free; free of health and fire hazards. The

Contractor will be issued (1) one key to the designated storage area. The Contractor may “not” issue additional keys to any contracting employees. Should other keys be necessary the City of

Hayward will issue those keys at the Contractor’s request. It will be the Contractor’s responsibility to return those keys when the contract expires. The items (i.e. toilet paper, paper towels, etc.) contained inside the designated storage is strictly for replenishing the City’s facilities when needed.

Contractor Equipment & Supplies NOTE: Please see Attachment H

Contractor agrees to provide and maintain all janitorial equipment required to perform the above services as well as all cleaning agents, chemicals, floor finishes, disinfectants, paper and plastic trash bags. The contractor’s equipment is to be of top quality and in good working order at all times. If the City or its designee requests replacement equipment due to poor quality or performance the contractor will replace the equipment at his/her own expense as soon as possible. In addition to the services listed herein, contractor agrees to work closely with the City agents/representatives to insure the proper maintenance of these facilities. The Contractor shall provide their own trash cart to carry trash to onsite dumpsters during each visit. The trash cart is to remain trash-free while not in use by janitorial staff. The City shall be responsible for providing paper towels, toilet tissue, soap for dispensers, can liners, disinfect for dispensers, and dishwashing soap.

Other supplies to be provided by the contractor are cleaning solutions for floors and other hard surfaces, mop buckets and mops w/mop heads, push brooms, dustpans, and vacuums. Services, products, materials, and supplies used for cleaning by the Contractor must meet or exceed all applicable health, safety, and environmental laws, requirements, and standards.

Reports

The contractor shall provide electronic semi-annual usage reports to the City for Janitorial cleaning, chemicals, disinfectants, and janitorial paper supplies. These reports shall be submitted in a Microsoft Excel electronic file and be formatted in such a way as to be sortable,.

Below is a description of the minimum information that will be included in the report and the formatting requirements:

A. Detailed Quarterly Usage Report Formatting

A. Information provided in one worksheet (not multiple tabs or worksheets).

B. Formatted to sort chronologically by purchase date and by key categories as defined below.

C. Each horizontal line to contain the data for a single transaction including item, quantity, unit cost, and total cost of transaction.

B. Key Categories

A. Purchase date

B. Item part number

C. Item description (e.g. brand, size, color, etc.)

D. Type of unit used for pricing (e.g. per item, box, etc.)

E. Number of individual pieces per unit

F. Units purchased (i.e. order, quantity)

G. Shipped quantity (if not the same as ordered quantity)

H. Unit price

I. Total order cost

J. Recycled Content percentage (if applicable)

K. Certification standard met by product (e.g. Green Seal, EcoLogo, Safer Choice

Standard)

C. Scheduling of Each Location

Tracking level of service including reporting back, managing schedules, and ensuring timeliness on arrival, transparency, and accountability

Quality Control

Scheduled cleaning is considered to be essential and not to be neglected. The Contractor must demonstrate that their employees have been trained and have experience using green cleaners and safer disinfectants that meet the standards listed above The City representative will conduct inspections quarterly of all facilities for this contract. The Contractor will not know the date of said inspections. Deficiencies resulting from inspections shall be communicated in writing to the Contractor and must be remedied within a 24-hour notification period.

Any complaints submitted to the designated City representative will be reviewed and forwarded to the Contractor. The Contractor shall then ensure all problems on the complaint form have been satisfactorily addressed.

An accountable and liable 24-hour point of contact must be provided. This point of contact will be contacted in the event of an emergency.

Any work or assigned duties that are not performed to City's standards and/or contractual agreement may result in delay, reduction, or discount at the contractor’s expense. The judgment for reduced payment or discount shall be at the City’s sole discretion. In addition, the

City may move to the next lowest responsible bidder if the City is not satisfied with the services or communication supplied by the contractor. All complaints about services rendered will be processed by the City’s authorized designee/s. The City may use routine surveys of employee satisfaction with the janitorial service to gauge overall customer satisfaction

Firm provides details on customer service protocols, including frequency of communication with City representatives, response time to inquiries, and procedures for addressing complaints

List of Facilities and Services NOTE: Please see Attachment I

The City reserves the right to add or remove facilities to/from the contract.

Typical daytime and nighttime hours are fluid and subject to negotiation.

• Square footage of each location is estimated only. Respondents will be responsible for the correct measurement of each facility.

Service Schedule NOTE: Please see Attachment I

All services are to be performed during the designated times listed for each location on the

Janitorial Checklist unless otherwise authorized by the City representative prior to services. This schedule shall be considered a “minimum of services required” by the City. Occasions may arise where meetings or other activities will be scheduled at a facility during hours other than those indicated previously as “normal working hours.” These exceptions are the responsibility of the

City to convey to the Contractor as soon as known so agreed-upon revisions can be made to the services. The Contractor shall provide a work schedule to the City. This work schedule shall be consistent throughout the term of the contract since access badges will be specifically programmed to the agreed-upon schedule.

Special Services

In the event of special or unusual conditions, the Facility Representative may require the Contractor to provide additional janitorial cleaning services not contained in this solicitation. Payment will be made at the Contractor's bid hourly pricing for labor provided for Special Services. These services will be billed as part of the next regularly scheduled Contractor's invoice but will be listed separately on the invoice from the standard contract charges. Orders for special services may be placed verbally or in writing by the

Facility Representative (in the event of an emergency). All written orders and written confirmation of verbal orders will describe the service to be provided and will establish the maximum number of hours for which the Contractor will be compensated. All oral orders shall be followed up with an approval before services begin.

In the event of a national health emergency and/or increased health related cases within buildings, the

Contractor shall abide by the recommended procedures and protocols set forth by local, State, and/or

Federal agencies on Health-related advisories including the CDC and local Health Department for enhanced cleaning and disinfection of spaces. Contractor is responsible for training employees on enhanced cleaning procedures including use of specialized equipment.

City Holidays

The City observes the holidays listed below. Offices are closed on these days. Holidays falling on Saturday will be observed on the Friday before and those falling on Sunday will be observed on the Monday after the holiday. The City shall provide a copy of the annual calendar to the

Contractor documenting the days of closer each year.

• New Year's Day

• Dr. Martin Luther King, Jr. Day

• Lincoln's Birthday

• Presidents Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• California Admission Day

• Veterans Day

• Thanksgiving Day

• Day after Thanksgiving

• Christmas Eve

• Christmas Day

Service Requirements

It is the intent of this agreement to keep the City locations maintained, clean, and presentable at all times, commensurate with first-class office building requirements. In particular, all Public

Facing locations are of the utmost concern and must be stringently maintained. The awarded

Contractor shall assure the Conference Rooms and any kitchen areas must be kept in spotless condition at all times. The Scope of Services and Janitorial Checklist included in this RFP shall describe the Janitorial Services required by the City. All materials required for normal services necessary to provide a complete and acceptable service shall be included in this award and shall conform to the quality of materials, workmanship, and performance that is usually provided for this type of service. Janitorial service pricing shall include all necessary costs for supervision, labor, equipment, and supplies to perform the specified services.

2.12. Health and Safety Compliance

Adherence to health and safety standards, focusing on cleaning standards, employee safety, and the proper handling of chemicals

Firm demonstrates compliance with local and federal health and safety regulations, including OSHA guidelines and proper chemical handling procedures

Safety Data Sheets must be maintained in a binder at all sites where chemicals and other such materials are stored in compliance with Federal, State and Local regulations. The contractor shall provide a location map of binder to the Facilities & Building Manager.

2.13. Daily General Duties NOTE: Please see Attachment J

Following is a list of the expected duties to be performed on a daily basis in all City buildings listed in this solicitation, unless noted.

1. Refuse (Trash/Recycling/Organics) Receptacles: All waste receptacles, recycle containers and other trash containers within the building shall be emptied daily and returned to their initial locations. Boxes, cans, papers, etc., placed near a trash receptacle and marked “trash” shall also be removed. Any other items not marked shall not be removed. Plastic liners shall be replaced in waste receptacles only when soiled. Any leakage from plastic liners shall be immediately cleaned. The area around all dumpsters shall be kept clean of all materials, paper, litter, etc.

Dumpsters shall be kept closed except during trash placement.

All refuse, including landfill trash, recycling, and organics, shall be removed and deposited in its correct corresponding bin or cart at the dumpster sites according to the schedule. Trash (landfill) will be deposited into the landfill trash bin or cart, recycling will be deposited into the recycling bin or cart, and organic material (food, soiled paper, etc.) will be deposited into the organics cart. The Contractor must comply with all regulations of SB 1383, AB 1826, and AB 341.

Receptacle Emptying and CleaningAll interior refuse receptacles shall be emptied according to schedule.

o Landfill trash: All landfill trash receptacles shall be relined with clean plastic liners only when soiled. Landfill receptacle liners may be any color. Bags of trash shall be deposited into the landfill trash bin or cart only. Do not deposit landfill trash in recycling or organic bins or carts.

o Commingled recycling: All recycling receptacles shall not be lined with any plastic liner – do not insert plastic liners on any recycling receptacles. The Contractor will need to directly deposit recyclables into the recycling bin or cart without any bag/plastic liner.

Acceptable recyclable material includes commingled, clean, and dry paper, glass, tin metal, and plastic numbers (one) 1, (three) 3, and (five) 5. No liquids or food waste are allowed to be mixed with the recycling. Do not mix content from the recyclable receptacle with landfill or organic material.

o Organic material: All organic receptacle liners shall be: clear or translucent bags;

BPI “compostable” light green bags; or 30% post-consumer material paper bags. Bags of organic material shall be deposited into the organics bin or cart only. Do not deposit organic material in recycling or trash bins or carts.

o Receptacle Cleaning and Disinfecting: On an as-needed basis, refuse receptacles shall be thoroughly cleaned inside and out, including any rigid liners within receptacles.

Care shall be taken to thoroughly dry metal parts to prevent rust. Receptacles shall be free from dirt, food, or beverage spoilage, and odors.

o The Contractor shall notify the City Facilities Manager or his/her designee when a refuse receptacle requires repair or replacement. Receptacles shall be kept clean and odor-free. Refuse of any kind shall not be allowed to accumulate in hallways or overflow receptacles. Refuse of any kind shall not be allowed to blow around the grounds by the dumpsters. Spills resulting from the collection process shall be promptly cleaned by the Contractor.

2.

3. Outside Entrances and Steps: Porches, handicap ramps, steps, concrete walkways up to and around buildings, and any other areas outside the buildings shall be swept clean and all soil, litter, cobwebs and trash shall be removed from the areas. Waste receptacles adjacent to the entrance shall be emptied and cleaned.

4. Entrance Mats: Entrance mats located at either the exterior or the interior of entrances shall be cleaned. Mats shall be lifted to remove soil and moisture underneath and returned to the normal location.

5. Entrance Doors: Both sides of glass entrance door and windows immediately adjacent to the entrance doors shall be cleaned. After cleaning, the surface shall present a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc.

6. Entrance Floors Inside: Floor surfaces shall be swept or mopped to remove all loose soil, scuff marks and non-permanent stains. After mopping, the floor shall have a uniform appearance with no streaks, film, swirl marks, detergent residue or other evidence of soil.

7. Drinking Fountains: All streaks, smudges, stains, scales and other obvious soil shall be removed from fountain and cabinet. All surfaces shall be disinfected.

8. Interior Surfaces and Walls: Smudges, fingerprints, pen marks, streaks, etc., shall be removed from washable surfaces, light switches, doors, doorways, door handles and casings, telephone stations, interior glass, bulletin boards and display cases, laminated plastic surfaces, kick and push plates, and vertical/horizontal blinds. After cleaning, the surface shall present a uniform appearance free of all smudges, fingerprints, stains, streaks, etc. Areas adjacent to entrance glass within buildings that lead into offices shall also be cleaned and free of soil and streaks.

9. Carpeted Areas: All accessible carpeted areas shall be vacuumed daily. Furniture and trash receptacles shall be moved as necessary to vacuum underneath. All areas, including corners and behind doors shall be free of visible litter, soil, dust and embedded grit.

10. Non-Carpeted Floors: All surface litter shall be removed. All areas which are accessible shall be swept and damp mopped to remove dust, dry soil, and other surface debris.

11. Tables, Counters and Desks: All pencil and pen marks shall be removed from writing surfaces.

Any non-permanent stains, spots, and spills shall be removed. Only open spaces of desks are to be cleaned; items on desk surfaces shall not be moved. The cleaning shall not be of such a degree as to remove the finish or leave abrasive marks. This includes all surface areas such as cabinets, bookcases, etc.

12. Stairs and Stairwells: Stairwells, landings, and steps shall be vacuumed and/or mopped, depending on the surface. All trash shall be removed.

13. Break Rooms/Kitchen Areas: Soap and paper dispensers shall be filled to capacity. Sink, counter, cabinet exterior, tables and chairs shall be cleaned and disinfected.

14. Toilets and Urinals: All exposed surfaces shall be completely cleaned and disinfected. Cleaning shall include drying and polishing of all exposed hardware. All foreign material shall be removed from the urinal drain trap. Scale, scum, mineral deposits, rust stains, etc., shall be removed from the interior of toilet bowls and urinals. After cleaning, the toilet seat shall be dried and placed in an upright position. All fixtures, including metal hardware, shall present a clean appearance and shall be free of all streaks, spots, stains, rings, foreign materials, etc. Stopped up toilets shall be plunged free of obstructions. If obstructions cannot be dislodged, it shall be reported along with other inoperable or broken fixtures to the City Maintenance Operations Director or his/her designee. The Contractor shall report all plumbing concerns to the Maintenance Operations

Director or his/her designee. Under no circumstances shall mops/rags be rinsed out in toilets or restroom sinks.

15. Paper Product Dispensers: All dispensers shall be filled to capacity with the proper product for that dispenser. Toilet paper shall be re-supplied by placing the product in the dispenser. An unopened roll shall be left available in the restroom. Dispenser interior, exterior and adjacent surfaces shall be wiped with germicidal detergent to remove fingerprints and smudges. All dispensers shall be checked for proper operation after filling and inoperable devices shall be reported to the City Facilities Manager or his/her designee.

16. Soap and Hand Sanitizer Dispensers: Dispensers shall be filled to capacity. Dispensers and adjacent surfaces shall be wiped with a germicidal detergent to remove fingerprints and smudges. The wall and floor area under dispensers shall be cleaned of all residues. Dispensers shall be checked after filling for proper operation, and inoperable dispensers shall be reported to the Maintenance Facilities Manager or his/her designee.

17. Trash Receptacles: All waste receptacles and feminine disposal receptacles shall be emptied.

Liners shall be replaced daily. The inside, outside and housing of the receptacles shall be cleaned with a germicidal cleaner.

18. Counter Tops and Sinks: All exposed surfaces shall be cleaned and disinfected. A non-abrasive cleaner shall be used on the exposed hardware. After cleaning, fixtures shall present a clean and shiny appearance. All metal hardware, such as faucet valves, drains and faucets shall be free of streaks, spots, stains, etc. Inoperable or broken fixtures shall be reported to the Maintenance

Facilities & Building Manager or his/her designee.

19. Other Surfaces: All surface litter such as paper towels, etc. shall be removed. All loose dust and soil shall be removed from the tops of lockers, cabinets, etc. Other flat surfaces shall be dusted and free of soil.

20. Walls, Partitions and Doors: Walls, doors and walls surrounding urinals or toilets shall be cleaned with a germicidal detergent. Any non-permanent stains, spots, streaks and graffiti shall be removed. This includes light switches, doors, and all walls within the restroom. After cleaning, surfaces shall be free of fingerprints, smudges, grease, soil, mildew, or stains.

21. Shower Walls and Floors: Walls and floors shall be washed using a germicidal cleaner. Shower drains shall be cleaned. The walls and floors shall be free from stains, soap scum, mildew and shall have a clean and disinfected appearance.

22. Floors: Floors shall be swept and mopped with a germicidal detergent. After mopping, the floor shall have a uniform appearance and be free of hair, spots, spills, stains, dirt, oily film, etc.

23. Mirrors: Soil, streaks, smudges, film, etc., shall be removed from mirror surfaces. Mirror frames, shelves and other adjacent areas shall be cleaned.

2.14. Cleaning Specifications NOTE: Please see Attachment J

Weekly General Duties

Following is a list of the expected duties to be performed on a weekly basis in all City buildings listed in this solicitation, unless noted.

1. Trash Receptacles: The interior, exterior and housing of trash receptacles, and walls next to the receptacles, shall be cleaned to remove soil.

2. Dusting: All baseboards, windowsills, ledges, picture frames, wall hangings, plaques, cubicle wall tops, door tops, cabinets, etc., shall be dusted and free of dirt and soil.

3. Restrooms: All wall surfaces shall be washed. Interior and exterior surfaces of trash receptacles shall be cleaned to remove soil. Baseboards shall be dusted and cleaned to remove soil, stains, etc.

4. Lockers and Shower floors: All surface litter such as paper, tape, towels, etc., shall be removed.

Surfaces shall be cleaned to remove heavy stains, mildew, and mineral deposits. After cleaning, the surface shall be free of detergent residue.

5. Floor Drains: Floor drain grates shall be removed if possible. All built up deposits, embedded hairs, etc., shall be removed from the grate and neck of the drain. The inside of the drain shall be cleaned. The grate shall be properly replaced after cleaning.

6. Break Rooms/Kitchen Areas: All wall surfaces, tables and chairs shall be washed. Interior and exterior surfaces of trash receptacles shall be cleaned. Baseboards shall be dusted and cleaned to remove soil, stains, etc.

7. A/C Supply, Return and Exhaust Fan Vents: All vents and wall or ceiling areas adjacent to the vent(s) shall be cleaned of all particles and debris.

8. Furniture: All cloth furniture shall be vacuumed. All vinyl and hard surfaces shall be wiped down with a damp cloth.

9. Windows: All interior first-floor windows shall be cleaned and free of smudges, fingerprints, streaks, stains, etc.

2.15. Quarterly Cleaning Specifications

Following is a list of the expected duties to be performed on a quarterly basis in all City buildings listed in this solicitation, unless noted.

1. Cubical Walls: All cubicle walls shall be vacuumed.

2. Dusting: All high surface areas and ceiling tiles shall be dusted to remove all dust and cobwebs.

Contractor shall provide, at no extra cost to the City, all equipment necessary to reach these areas.

3. Windows: All exterior first-floor windows and window frames shall be cleaned. Windows and frames shall be free of smudges, fingerprints, cobwebs, etc.

4. Blinds: The blinds at the airport shall be cleaned to remove dust and cobwebs. Cleaning instructions are provided in the Attachment Section of this document.

5. Periodic Deep Cleaning: Periodic deep cleaning of floor surfaces will be scheduled as needed. Vendor will need to obtain authorization for any floor cleaning through the

Maintenance Facilities Manager or his/her designee for each location and these services will be provided at a square footage rate provided by the vendor.

2.16. Facilities, Utilities, Supplies and Equipment

1. Facilities: The City shall provide janitorial closets or a designated space in each building. These areas shall be kept clean and neat by the Contractor at all times. Supplies shall be stored by the

Contractor in the proper place upon receipt. Empty boxes, bottles, containers, etc., shall be discarded or recycled, if appropriate. Mop buckets shall be emptied and cleaned, and mops shall be washed out and wrung out before storing in the designated janitorial space.

2. Utilities: The City shall furnish all utilities to the Contractor but only at existing outlets, unless otherwise approved. Prior written approval for any alternation/modification shall be obtained from the Maintenance Facilities Manager. The City shall arrange for the work to be done and the costs shall be charged to the Contractor. Any modifications to existing outlets for the

Contractor’s convenience shall be at the Contractor’s expense.

3. Energy: The Contractor shall comply with all energy conservation practices. The Contractor shall not change thermostat settings at any time. The Contractor shall turn off all lighting when exiting each area of the building. In situations where energy management systems have shut off lighting, the Contractor may manually turn on lighting, but the lighting must be turned off again when leaving the area.

4. Telephones: The City telephone policy limits use of telephone extensions on the City system to

City business. The Contractor shall ensure that employees observe this policy. The costs of unauthorized telephone usage, which can be attributed to the Contractor or an employee/agent of the Contractor, shall be the responsibility of the Contractor.

5. Janitorial Supplies: The City shall supply all paper products such as toilet paper and hand towels, hand soap, trash bags as well as liners for office waste baskets for all locations. The

Contractor shall provide all cleaning chemicals and equipment necessary to perform all jobs described in the Request for Proposal. The City shall designate a representative for each building. The Contractor shall maintain enough supplies needed to perform cleaning services for a minimum of one week. The Contractor shall notify the appropriate representative of any supplies in need of restocking. Supplies shall be replenished within 72 hours.

6. Equipment: The Contractor shall provide a list of type and quantity of equipment that will be utilized at each location. The list of equipment shall be kept current, and the listed equipment kept at each location shall be operational at all times during the life of the contract. The

Contractor shall immediately remove any equipment that is considered non-operational.

2.17. Cleaning Schedule Note: Please see attachment I

The below information is provided for planning purposes and is subject to change. The City reserves the right to adjust the cleaning days and hours of the day per week, per location. The total number of days and total hours shall remain.

Notes:

1. Cleaning shall not start until thirty (30) minutes after the end of normal business hours, with the exception of the Police Department. The end of normal business hours is 5:00 PM. The City

Maintenance Facilities Manager shall provide the Contractor with a list of all facilities and the operating hours associated with each. No Contractor personnel shall perform cleaning services during business hours unless requested by the City Maintenance Facilities Manager.

2. The Police Department requires cleaning of its facility commence and be completed during the hours of 8:00 AM to 12:00 PM due to the sensitivity of items and materials within the offices.

3. In the event an evening meeting is being conducted in a facility, the Contractor shall be responsible for proper cleaning of the used area, provided the meeting ends by 10:30 PM. Any cleaning services performed in a facility during the course of a meeting shall be done so as to not disrupt the meeting. The City Maintenance Facilities Manager or his/her designee will notify the Contractor of any evening meetings one week in advance, when possible, but lesser notice shall not relieve the Contractor of any cleaning responsibilities.

4. City facilities will not be cleaned on weekends or City recognized holidays.

2.18. Day Porters - Libraries Only Note: Please see attachment I

The Contractor will provide at least one (1) Day Porter -

A. Inspect all public and staff lavatories per shift for cleanliness and maintenance of an adequate supply of toiletries for replenishment of soap, hand towels, toilet paper, sanitary products, toilet seat covers. Clean mirrors, wipe down sinks and toilets, remove dirt, stains, trash. Floors around toilet fixtures and under urinals should be mopped a minimum of once per day. On scheduled session days, floors around toilets and under urinals must be mopped per scheduled shift using disinfectant cleaner.

B. Public areas are to be continuously policed and picked up throughout the day for removal of all litter, damp mopping spillages, emptying of trash receptacles, and removal of spots and or/graffiti from wall and column surfaces.

C. Building entrances are to be policed for removal of all litter, debris and trash during the workday. Entrances should always appear neat and orderly.

D. Pick up trash as required/requested.

E. Clean interior and exterior surfaces of lobby windows, interior glass, windowsills and doors.

F. Spot cleaning of public display cases and display items such as statues, plaques and railing.

G. Check elevator cabs, vacuum out elevator cabs, clean off cab doors, outside call and interior cab buttons and interiors walls, and remove and/or clean up any debris or soil.

H. Place and remove carpet runners in lobby areas as required by weather conditions.

I. Respond to spills and other cleaning emergencies.

J. Remove or warn of safety hazards, such as objects in the way of occupants or wet floors.

• The Day Porter may or may not be the same person who is responsible for the routine cleaning required in this scope of work. The City will defer to the Contractor regarding means and methods for completing the requirements of this RFP.

2.19. Non Performance, Deductions, Repair and Replacement Costs

The Contractor will not be compensated for any Services not rendered in adherence to the specifications of this contract or non-performance.

1. It is the objective of City to obtain complete performance in accordance with the terms of the specifications, and at the quality standards of work set forth in this contract. In the event the Contractor, for any reason whatsoever, fails to perform work to the quality required on the technical specifications of this award, the City reserves the right to make deductions. A deduction may be assessed by City for non-performance, non-compliance or deficiencies in work as required by the contract.

However, deductions are not to be considered as a change in contract requirements.

Five deductions within a three-month period may result in termination for cause of the Agreement. Deductions are as follows:

a. A minimum $50 penalty will be assessed to the contractor for any work overlooked, any callbacks for poor performance, or any routine work not completed. If the same incidence of poor performance takes place within a 2-week period, a $200 penalty will be assessed.

b. In the event the Contractor, for any reason whatsoever, fails to perform work to the quality required on the technical specifications of this contract, and the Contractor does not remedy within 24 hours, the City reserves the right to acquire the services of another Contractor to perform the work not being performed. The actual cost incurred by the City for acquiring other contract services will be passed on to the Contractor under this bid by deduction from the next invoice.

c. If the Facility Representative determines additional cleaning is required due to failure of Contractor to perform to the specifications as outlined herein, and the Contractor does not remedy within 24 hours, The City reserves the right to contract with another vendor and the actual cost incurred by the City for acquiring other contract services will be passed on to the Contractor under this bid by deduction from the next invoice.

2. City will notify the Contractor of all reported instances of non-performance and the intent to take any deductions. In the event of documented non-performance that is repetitive or causes a disruption to the City operations, Contractor will have 30 days to cure such issues and will provide the City with an improvement plan.