RE__AB339_Custodial_Services_for_Santa_Monica_Department_of_Transportation.msg

RE: AB339 Custodial Services for Santa Monica Department of Transportation

Hi Kellee, As we have been contracting this out for quite some time, no notification is needed. Thanks.

From: Kellee MacDonald <Kellee.MacDonald@santamonica.gov> Sent: Monday, June 29, 2026 12:05 PM To: Sarah Rebensdorf <Sarah.Rebensdorf@santamonica.gov>; Erin Jackson <Erin.Jackson@santamonica.gov>; Grace Quitzon <Grace.Quitzon@santamonica.gov>; Stephanie Swofford <Stephanie.Swofford@santamonica.gov>; Doris Mejia <Doris.Mejia@santamonica.gov> Cc: Tina Saloutos <Tina.Saloutos@santamonica.gov> Subject: RE: AB339 Custodial Services for Santa Monica Department of Transportation

Hello, I am following up on this request; was David Nanjo able to answer your additional questions?

Kellee

From: Kellee MacDonald Sent: Thursday, June 18, 2026 12:07 PM To: Sarah Rebensdorf <Sarah.Rebensdorf@santamonica.gov>; Erin Jackson <Erin.Jackson@santamonica.gov>; Grace Quitzon <Grace.Quitzon@santamonica.gov>; Stephanie Swofford <Stephanie.Swofford@santamonica.gov>; Doris Mejia <Doris.Mejia@santamonica.gov> Cc: Tina Saloutos <Tina.Saloutos@santamonica.gov> Subject: AB339 Custodial Services for Santa Monica Department of Transportation

Hello, Kindy advise if the scope of work (SOW) encompasses any work within recognized employee organization classifications. At a cursory review, it does not appear that it does, but we will await your determination before advancing further. Looking forward to your response by COB 6/25/26.

2.1. Scope of Work (use for Services or combination of Services and Goods)

Each facility below will require daily cleanings and duties may be needed multiple times per day.

Entrance Exterior Surroundings

Empty trash

Sweep, spot mop, remove marks from flooring

Spot clean exterior glass doors, metal doors

Spot clean walls, signs, doors

Sweep and vacuum mats

Entrance hallways and front counters

Empty trash & recyclables

Dust furniture

Spot clean walls, glass, signs, and doors

Spot clean tables, chairs, benches, counters

Sweep, spot mop, remove marks from flooring

Vacuum carpet, mats

Offices, workstations, and report rooms

Empty trash & recyclables

Dust furniture

Sweep, spot mop, remove marks from flooring

Spot clean desks and chairs

Spot clean walls, glass, signs, and doors

Vacuum carpet and mats

Break Areas and Kitchens

Empty trash & recyclables

Dust furniture

Spot clean tables, chairs, and vending machines

Clean sinks, counters, and cabinets

Spot clean exterior surface of appliances, water coolers, microwave ovens, and refrigerators

Spot clean walls, glass, signs, and doors

Sweep, mop, and remove marks from flooring

Empty and clean coffee pots

Dog Exercise Area

Empty trashcans

Disinfecting water fountains

Stairwells

Wipe down stairwell railings and walls

Sweep and mop stairs

Copy rooms, bike room, and exercise room

Empty trash & recyclables

Dust equipment

Spot clean equipment and machines

Sweep, spot mop, and remove marks from flooring

Spot clean counters, shelves, and chairs

Spot clean walls, glass, signs, and doors

Spot mop exercise mats

Vacuum carpets and mats

Aisle ways and hallways – if applicable

Empty trash & recyclables

Dust furniture

Sweep, spot mop, and remove marks from flooring

Spot clean walls, glass, signs, and doors

Vacuum carpets and mats

Conference Rooms

Empty trash & recyclables

Dust furniture

Spot clean countertops, cabinets, and appliances

Spot clean walls, glass, signs, and doors

Spot clean tables and chairs

Spot clean office equipment

Check refill supplies (paper products)

Sweep, Spot mop, remove marks

Vacuum carpet, mats

All Accessible Restrooms

Empty Trash

Dust fixtures

Clean mirrors, counters, chrome, stainless steel surfaces

Clean & disinfect toilets, urinals, and sinks

Clean walls, glass, signs, dispensers, and doors

Clean lockers, benches, shelves

Check refill supplies (paper products, soap, air freshener)

Sweep & mop the showers & restroom floors

Vacuum locker room carpets or mats

Exterior: Decks/walkways/seating areas – If applicable

Empty trash & recyclables

Empty smoking urn

Sweep, spot mop, remove marks from flooring

Wipe & Clean exterior deck furniture

Each facility below will require (1) time per week cleaning tasks as follows:

Lobbies / Main Public Areas and Entranceways

Dust all surfaces, high and low

Clean handrails, walls, light switches and remove handprints

Clean, sweep, and mop all corners

Clean and polish tables and counters

Vacuum upholstered furniture

Vacuum all carpet thoroughly

General Office Areas: includes private offices and workstations

Vacuum all carpet thoroughly

Vacuum under, behind, and around desks & file cabinet bases

Dust windowsills, window coverings, ledges, moldings, paneling, shelves, picture frames, vents, and other surfaces

Spot clean carpets

General Areas

Clean doors, thresholds, and casings (metal kick plates)

Clean walls, signs, and light switches, removing any stains

Clean glass, window coverings, ledges, and countertops

Clean furniture, vending machines, and office equipment

Clean fire extinguisher boxes

Clean railings

Spot clean carpets

Coffee Rooms / Kitchens / Break Areas

Clean shelving, cabinets, and appliances

Clean window coverings, casings

Clean and polish sinks, counter tops, cabinets, and fixtures

Clean exterior surface of appliances, water cooler, microwave oven, and refrigerators

Restrooms

Clean Vents

Dust all surfaces

Clean, disinfect, and sanitize all fixtures, walls floors, and partitions

Clean and disinfect tile and grout

Clean, disinfect, and polish all fixtures

Clean, disinfect, and remove debris from drains

Clean, disinfect, and remove markings from floors including corners and edges

Miscellaneous

Clean and stock custodial closets

Clean doors and casings

Clean all wall mounted signs and picture frames

Clean all interior hand railings

Spot clean all carpeted areas

As-Needed floor care and detail cleaning services will be needed on a quarterly and semi-annual basis. Examples are as follows:

Stripping and waxing of floors

Buffing of floors to restore luster between waxing

Carpet shampooing and steam cleaning

Restroom grout cleaning

Restroom and kitchen detail cleaning

Miscellaneous detailed cleaning on an as-needed basis

Clean all vents

Quality of Work

All work shall be performed in accordance with the best custodial services maintenance practices. The Transit Maintenance Administrator or his/her designee will inspect all maintenance operations and approve or reject the work performed, including methods or materials used.

If work performed is rejected, the contractor shall remedy the situation as soon as possible at no additional cost the City.

City staff shall closely monitor the Contractor staff’s performance to detect operational irregularities and non-compliance with the contractual requirements.

Safety

Contractor will maintain all work sites free of hazards to persons and/or property resulting from their operation

Contractor will secure the area and remedy any hazardous, unsafe, sub-standard, or non-working conditions immediately upon discovery and report the situation immediately to the Transit Facilities Maintenance Facility Maintenance Division, or City representative(s). This will include any damages by accident, vandalism, theft, or acts of god.

Contractor will be responsible for damage to persons and/or property that occur as a result of the fault or negligence of said Contractor or their employees.

Contractor will perform work in the safest manner and adhere to the safest standards outlined by CAL-OSHA. The Transit Maintenance Administrator or his/her designee reserves the right to issue restraint or cease orders to the Contractor when unsafe or harmful acts are observed or reported.

The contractor will additionally accept the sole responsibility for complying with all City, State, Federal, and all other legal requirements including, but not limited to, compliance with O.S.H.A. and CAL-O.S.H.A. safety orders. The contractor is responsible for supplying each employee with any necessary personal protective equipment which may include, but is not limited to, safety glasses, safety shields, facemasks, rain gear, leather gloves, and back support belts.

The Contractor is responsible for educating their employees on all safety precautions. For example, equipment shall not be placed in any traffic areas or in other locations that would create safety hazards. The workers shall provide and place appropriate warning signs on wet or slippery floors whenever necessary.

Professional Standards

Contractor and their employees will be required to keep a professional appearance and demeanor.

The Contractor and their employees shall always conduct themselves in a professional manner; they shall be fully clothed in a suitable uniform attire with a company identifying marker and shall not disrupt the public or on-site staff.

SMDOT is a twenty-four-hour, seven day a week operation, as such, while working on-site at SMDOT, Contractor’s personnel must be equipped with cell phones while work is being performed. Contract personnel are required to answer phones while on site or respond withing 30 minutes of receiving a call. The Contractor’s employees shall not disturb documents on desks, open drawers, or cabinets, use televisions, computers, telephones, or radios. The Contractor’s employee(s) shall not remove or cause any items from an office, conference room, or other area within the facility to be removed.

The Contractor’s employees are not to be accompanied in their work areas or on the premises by acquaintances, family members, assistants, or any other persons unless said person is an authorized employee of the Contractor.

Removal of Custodians by SMDOT

SMDOT reserves the right to require the Contractor to remove any custodial personnel from further duty at SMDOT, without cause and without the right to recover damages by such custodial employee or by the Contractor from SMDOT.

If SMDOT requires the removal of any custodial personnel from duty, SMDOT will attempt to provide the Contractor reasons for the removal demand. However, SMDOT is not required to provide any such reason. The Contractor will immediately remove and replace an individual custodial employee when requested to do so by SMDOT. Such requests may be submitted in writing, via email, in person, or by telephone.

If the Contractor, its employees, or sub-contractors cause damage to any City facility due to negligence or non-compliance with the specifications for this bid, the Contractor shall repair such damage at its own cost within a reasonable amount of time, or the City may repair such damage and the cost thereof shall be deducted form the monies due to the Contractor.

While on the premises, Contractor’s employees shall be required to wear uniforms which include both the company and individual’s names. The names shall be clearly visible and legible. The Contractor shall be responsible for the cost of providing each employee with complete uniforms to include pants, shirts, and safe work shoes.

The keys to the City buildings are only to be used by Contractor’s staff to access the facility to perform services as specified in this bid. The Contractor assumes all responsibility for its employees’ use and return of all keys issued.

All keys issued to the Contractor shall remain the property of the City and will be returned upon demand or termination, or expiration, of the service term. Charges will be assessed for each key not returned. Further assessments will be made for the actual cost of parts and locksmith services should it be necessary to remove a lost key from the facility keying system.

Duplication of keys to City facilities by Contractor is strictly prohibited and may be grounds for termination.

Personnel

Contractor shall provide the City’s designated representative(s) with the names of all employees assigned to the work site. Employee changes and schedule revisions shall be reported prior to their taking effect. Contractor shall ensure that employees assigned to work at the 1660 7th Street SMDOT Facility meet all current laws to work in the United States.

The Contractor will furnish sufficient supervisory and working personnel as to properly and promptly accomplish all work required.

Services provided at the 1660 7th Street facilities, require that all contract personnel successfully complete all fingerprint and background checks which are to be conducted by the City of Santa Monica Police Department. This requirement applies to all workers assigned to work at the 1660 7th Street facilities. Contractor shall pay all fees associated with the background checks during the entire duration of this agreement.

All persons engaged in the work will be considered employees of the Contractor and the Contractor shall be held directly responsible for their work. All subcontractors must be approved by City personnel prior to working within the facilities.

The consumption of alcoholic beverages, use of illegal drugs, gambling while on duty, and loitering in or around the facility premises after normal working hours are strictly prohibited. Any violation of the above shall be grounds for termination of the services agreement by the City.

For security, safety, and efficiency reasons, any custodial contract location within the City of Santa Monica requires that at a minimum, one person at any given time must be able to read, write, communicate in English.

Shift Coverage

The City of Santa Monica 1660 7th Street SMDOT Facilities require daily coverages as follows:

1 day shift lead custodian/porter from 6:00am – 2:30pm Monday through Friday

2 day shift custodian from 5:30am – 2:00pm Tuesday through Saturday

1 nighttime custodian from 9:00pm – 5:30am Sunday through Thursday

The day shift lead custodian will serve as a porter for daily needs as well as a lead custodian for the purposes of directing other contracted custodians. The lead person will be working closely with SMDOT management in quality control, special service coordination and other lead responsibilities. The City reserves the right to change the coverage days and times to best meet the needs of department operations.

The Contractor’s crew leader and operational staff, as well as their supervisory and managerial staff, will be fully versed in the scope of work required and the time in which it is to be completed. An outline of the task requirements, schedules, and timetables for each crew shall be kept at the facility. If any task cannot be thoroughly completed within the scheduled timeline, Contractor shall notify the City’s representative(s) immediately.

It is agreed and understood that payment will not be made for services not performed during a monthly billing period. Furthermore, if the Contractor also fails to provide the number of employees designated in the contract, a deduction shall be applied the to the Contractor’s billing accordingly.

Holidays: The Contractor shall be required to provide one (1) person staff coverage on the following holidays noted: There are currently nine (10) official holidays: New Year’s Day, Martin Luther King’s Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, the Friday following Thanksgiving Day, and Christmas. (hours to be determined)

Supplies and Equipment

Contractor will supply machines and equipment to complete daily, weekly, as-needed services, flooring, and detail work.

The Contractor will possess or obtain all equipment needed to perform the services required. The contractor shall present a list of equipment it intends to use to maintain the facility to include make, model, manufacturers specifications, catalogs, and a training log that contractor’s employee(s) can safely operate equipment. The City representative(s) will approve or deny the equipment based on the operation needs of the facility.

The Contractor is required to provide the following equipment:

(1) High speed buffer/burnisher 20” with active vacuum attachment – not required to be on site

(1) Floor machine 20” – not required to be on site

(1) Air floor blower - not required to be on site

(1) wet/dry vacuum – not required to be on site

(1) Carpet cleaner extractor – not required to be on site

(1) Vacuum upright 14” or 18” wide – required to be on site daily

(1) Vacuum backpack – required to be on site daily

The City shall provide all cleaning chemicals, rags, trash liners, air fresheners, and restroom supplies (toilet paper, paper towels, toilet seat covers, hand soap, shower mats), dust pans, brooms, mop buckets, wringers, brushes, dust mops, dusters, wax mops, mops, floor squeegees, window squeegees, floor signs, sponges, hand brushes, extension poles, handles, and push brooms.

Training

Training shall initially be provided to the Contractor by the City’s designated representative(s). The Contractor shall provide on-going, on the job training to their staff, either individually or collectively. Cross training shall be the responsibility of the Contractor. The Contractor will compile a custodial handbook to be retained and used by the Contractor’s employees on duty. Contractor training sessions shall occur at the City’s facility. Contractor may work with the City’s representative(s) to use the employee break room.

The Contractor shall be required to cross-train employees so that vacancies and absences can be readily filled with minimal disruption. Training to the Contractor’s staff by the Contractor shall include but is not limited to proper cleaning procedures to meet or exceed industry standards, hazardous material handling (based upon manufacturer’s recommendations and MSDS) and safety awareness training.

Supervision

The contractor will furnish sufficient supervisory and working personnel as to properly and promptly accomplish all work required.

A non-working supervisor shall provide continual oversight and inspection of all areas and employees under the agreement to ensure that all work is being performed according to standards and schedules required.

The Contractor (minimum supervisor level) shall meet on site monthly with City staff when requested for walk through inspections. Any problems or issues will be addressed at this time. These meetings shall not be construed to relieve the supervising Contractor of the duty to provide continuous inspection of the work areas. These walk-through inspections are mandatory and will be utilized by the City to generate a monthly inspection report.

2.2. Minimum Vendor Requirements

Minimum Qualifications

Contractor must have 10 years’ experience in all aspects of custodial services.

Contractor for this service will be required to demonstrate that they have successfully performed similar custodial services work in the Southern California area and possess the necessary equipment to perform the work.

Every Contractor Custodian assigned to the Santa Monica Department of Transportation, must have 5 years of experience in all aspects of custodial services including all services outlined in this scope of work.

Prior to assigning any permanent custodian to a particular shift, proof of experience and an interview of each custodian with SMDOT supervisory staff will be required

Kellee Mac Donald, CPSM, MBA

Sr. Buyer

310-458-8797

Kellee.macdonald@santamonica.gov santamonica.gov

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