HomeMy WebLinkAboutAgenda Report - April 7, 1982 (28)CITY COUNCIL MEETING
APRIL 7, 1982
The specifications for the janitorial service of the
City Hall Complex were approved and the purchasing agent
was authorized to advertise for Rids thereon.
CITY OF LODI
PU-VC WORKS DEPARTMENT
COUNCIL COMMUNICATION
TO: City Council
FROM: City Manager
DATE: April 5, 1982
SUBJECT: Approve Specifications for Janitorial Service Contract for City Hall
Complex
RECOMMENDED ACTION: That the City Council approve the specifications for the
janitorial service of the City Hall complex and authorize the Purchasing Agent
to advertise for bids to be received May 5, 1982.
BACKGROUND INFORMATION: The City Hall complex (City Hall, Police Facility and
Court Facility) asbe—en maintained by a contract janitorial service since
October, 1979. This has proven to be very satisfactory.
The services specified in this bid are basically the same as those under the
current contract. Due to the sensitive nature of the Police. and Court work
areas, the specifications require that all of the contractor's employees
working in the complex be subject to a background clearance by the Police
Department.
ck L. Ronsko
P1 lic Works Director
Purchasing Agent
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APPROVED:
NRY A. GLAVES, Lity manager
FILE NO.
NOTICE TO RIDDERS
FOR
JANITORIAL SERVICES FOR THE LODI CITY HALL COMPLEX,
221 WEST PINE STREET AND 230 WEST ELM STREET
The City of Lodi invites sealed proposals for "JANITORIAL SERVICES FOR THE
LODI CITY HALL COMPLEX", conforming to specifications on file in the
office of the Public Works Director, City Hall, Lodi, California, where
copies of said specifications may be inspected or obtained.
Sealed proposals shall be delivered to the Purchasing Agent at Lodi City
Hall, 221 West Pine Street, Lodi, CA 95240-2089 (P.O. Box 320, Lodi, CA
95241-0320), on or before:
11:00 A.M., WEDNESDAY, May 5, 1982
and will be opened on the above day and hour in the City Hall Council
Chambers, City Hall, Lodi, CA 95240-2089.
The City of Lodi reserves the right to reject any, all or portions of the
bid or to accept other than the lowest bid.
Reference is hereby made to said specifications for further details, which
specifications and this notice shall be considered part of any contract
made pursuant thereto.
Each Contractor bidding this project will be required to attend a pre-bid
conference in the Council Chambers, 221 W. Pine Street, Lodi, CA
95240-2089, on Thursday, April 22 1982 at 3:00 p.m. Upon conclusion of
the pre-bid conference, a tour of the City Hall complex will be conducted.
R.N. Holm
Purchasing Agent
INSTRUCTIONS TO BIDDERS
1. REFERENCES
Bidders shall submit with their proposal a list of references, on the
reference sheet provided, showing a record of their experience on similar
work. Prior to the award of the contract, bidders may also be asked to
show evidence of adequate financial resources.
2. FAMILIARITY WITH THE WORK
Prior to submitting a bid, each bidder shall visit the premises, examine
the City's official "Plan of Areas to be Cleaned", and familiarize
himself with the full nature and extent of the work to be done. He shall
obtain for himself ali information that may be necessary for the
satisfactory performance of the contract work and the cost thereof. No
claim for extra payment will be allowed for work that may be requisite to
the proper execution of tte contract. He may secure additional
information from the Equipmt�vt and Building Maintenance Supervisor, P.O.
Box 320 (221 W. Pine Str,et), Lodi, CA 95241-0320, phone (209)
334-5634, ext. 231.
3. ACCEPTANCE OF BUILDING
If, in the opinion of the bidder, any portion of the buildings will incur
accelerated deterioration due to his cleaning operations, he shall
include with his proposal a written statement to that effect. The
absence of any communication from the bidder in this regard will be
construed as satisfactory acceptance of the condition of the buildings
for cleaning.
4. ACCEPTANCE OF SPECIFICATIONS
Should the bidder consider that extra cleaning work or deviations fror,
specified methods or materials will be necessary to establish a technique
that will achieve acceptable results, he shall furnish with his bid a
written statement setting out clearly his recommendations and the price
required to cover any extra work. Any such quotation will be considered
separately, and be entirely independent of the bid price.
5. DURATION Of CONTRACT
This contract shall be for the period July 1, 1982 through June 30, 1983
and according to the provisions of these janitorial services
specifications.
By mutual agreement, the City and Contractor may enter into an agreement
for extension of this contract for a period of one additional year based
upon the same terms and conditions set forth herein.
2.1
JANITORIAL SERVICES SPECIFICATIONS
1. The Contractor will furnish the necessary personnel, with the requisite
skill, and labor for the purpose of furnishing janitor services to the
City Hall complex.
The City Hall complex consists of 37,810 square feet in the following
three sections:
City Hall, 221 W. Pine Street 15,170 SF
Public Safety Building, 230 W. Elm Street
Police Section 18,600 SF
Court Section 4,040 SF
2. Only the highest possible standards of cleanliness are acceptable and
shall be maintained. The detailed services are not to be construed as
complete, and all items not included but found necessary to clean the
building properly shall be included as though set forth.
3. It is the intent of these specifications to provide all services and
materials necessary to clean and keep clean all interior portions of the
building.
4. Contractor shall furnish an adequate number of properly trained cleaning
personnel together with sufficient, competent supervision in order to
provide services at all times.
5. Contractor shall submit the names and addresses of all employees working
in the City Hall complex so that a background and security check, similar
to the check made on City employees working in the Police Department, can
be made. The Police Chief will have final approval of the acceptability
of all employees. Only those parties working and approved to work within
the buildings shall be allowed in the buildings (i.e., no friends,
relatives, etc.).
6. Contractor shall furnish, at Contractor's expense, all cleaning supplies,
including waxes, floor finishes and necessary janitorial equipment. All
of these must be approved by the Equipment and Building Maintenance
Supervisor
7. All janitorial storage areas will be kept clean and in order. Storage
of flammable items shall be in accordance with local fire codes.
8. Contractor shall provide all necessary containers to convey trash
properly to trash receptacle.
9. Contractor shall have supervisor make daily inspections and report to
the Equipment and Building Maintenance Supervisor anything out of the
ordinary, such as doors unlc..ked, stopped toilets or drains, broken
fixtures, lights out of order, etc.
2.2
r
10. Only those lights necessary for cleaning in the immediate areas where
Contractor's employees are working will be lighted. All lights shall be
turned out before leaving offices that have been cleaned.
11. Contractor agrees that the services performed hereunder shall be as an
independent contractor. This contract may not be assigned nor any
services performed under it sublet to others without the written consent
of the City.
12. Contractor shall be responsible for all keys issued to him. Keys shall
not be left in doors or reproduced.
13. Employees of Contractor shall not disturb papers on desks, open drawers
or cabinets, use telephones or tamper with personal property.
14. Contractor shall be responsible for reporting to the City any unsafe
conditions found during his inspection of the premises.
15. Contractor agrees to hold City, its officers, agents and employees,
harmless for and defend against any and all claims and liabilities
arising from the performance of the services required herein.
Contractor further agrees to indemnify City against loss of City
property resulting from the dishonesty of the employees of Contractor.
16. Contractor shall at all times maintain and keep in force during the term
of this agreement liability insurance for bodily injuriesof death in the
amount of $500,000.00 for one person, $1,000,000.00 for one occurrence,
and $500,000.00 for property damage.
17. An additional insured endorsement to Contractor's liability insurance
policy naming the City, its officers and employees as additional insured
shall be furnished to City. Notwithstanding the above, Contractor's
liability insurance policy shall be endorsed as primary insurance.
Contractor shall also carry a policy of Worker's Compensation Insurance
covering any and all of its employees. Copies of these policies or
certificates shall be filed with the City Clerk of the City.
18. City shall pay for all services rendered pursuant to this agreement
monthly in arrears.
19. Any changes in the square footage serviced will be computed by the
Purchasing Agent and the monthly payment will be adjusted to reflect said
change.
20. This agreement shall continue on a month to month basis and may be
terminated or amended at any time at the convenience of either party by
giving notice in writing at least thirty (30) days prior to the effective
date. If within the discretion of the City if is deter,�, ii-,�Fd that
Contractor fails to perform the work or is in violation of any of the
services specified, City may immediately terminate its agreement by
notice in writing.
2.3
21. Days and Hours of Operation: City Hall and the Court Section of the
Public Safety Building shall be serviced five days per week. The Police
records section, jail and Dispatch area shall be serviced seven days a
week including holidays. Additionally, no powered machinery is to be
operated during scheduled public meetings or activities. The jail
section of the Police Station shall be cleaned at hours approved by the
Police Chief.
22. The services to be performed under this contract shall consist of those
listed on Exhibit A - Detailed Services.
2.4
EXHIBIT A
DETAILED SERVICES
A. DAILY SERVICE
1. Gather all waste paper and place for disposal in receptacle area,
including shredder in Police Station (separate recyclable paper
in City Hall and place in container provided in basement).
2. Empty and wipe all ash trays.
3. Dust all chairs and horizontal surfaces of desks, tables and file
cabinet tops.
4. Sweep and/or dust mop all floor surfaces, including stairways and
offices and lobbies.
5. Clean drinking fountain.
6. Spot wipe glass doors.
7. Vacuum and spot clean carpeted areas as necessary.
8. Wash sinks in service closets.
9. Damp mop restroom floors.
10. Damp wipe kitchen equipment in coffee room and clean kitchen
floors.
11. Sanitize toilets, toilet seats and urinals.
12. Spot wash walls and floors as required.
13. Fill towel, soap and tissue dftpenser as necessary.
14. Clean restroom mirrors.
15. Clean entrance ways and entrance mats, including glass doors.
16. Clean fixtures and vanities in restrooms.
17. Lock all doors prior to leaving.
18. Clean jail cells:
a. Remove blankets from unoccupied cells, fold and store or
retain for cleaning as necessary.
b. Remove trash and sweep, followed by damp mopping.
c. Clean and sanitize all toilet facilities.
3.1
B.
MEEKLY SERVICE
1.
Dust vertical surfaces of tables, desks and filing cabinets.
2.
Buff all floors.
3.
Damp wipe waste baskets.
4.
Spot clean all railings and venetian blinds.
5.
Clean and dust all ledges and other flat surfaces within reach.
6.
Remove fingerprints from woodwork, walls, partitions and blinds
and interior glass partitions.
7.
Vacuum fabric covered furniture.
8.
Clean all doors (City Hall south and west brass outer doors
require polishing).
9.
Remove cob webs.
10.
Clean elevator and vacuum elevator door tracks.
11.
Dust florescent light fixtures and air conditioning/heating
vents.
12.
Sweep outside stairways and entry ways.
C.
MONTHLY SERVICE
1.
Dust walls; remove cob webs.
2.
Wash window sills and clean blinds on interior.
3.
Clean toilet bowls and urinals with acid.
D.
BI -MONTHLY
1.
Shampoo carpets in City Hall lobby, coffee shop and stairways
every two months.
E.
THREE TIMES A YEAR
1.
Strip and wax first floor Police Section and Court entrance,
corridor and waiting area.
2.
Vacuum draperies.
3.
Wash light fixtures.
4.
Clean and vacuum all air grills.
5.
Shampoo carpets.
3.2
6. Strip and wax tile and terrazzo floors.
7. Wash windows.
PROPOSAL
To the Purchasing Agent
City Hall
P.O. Box 320
221 West Pine Street
Lodi, CA 95241-0320
The undersigned declares that he has carefully examined the
specifications for janitorial maintenance services for the City Hail
Complex and submits this schedule of prices and the attached list of
references for his bid.
Phone number: J—)
Bid Submitted by:
Title:
Date:
4.1
NET PRICE PER MONTH
LOCATION
FUR CITY RALL
C W LEX
City Hall, 221 W. Pine
Street
$
month
Police Complex, 230 W.
Elm Street
$�
`—Per
per month
Court Complex, 230 W.
Elm Street
$
per month
TOTAL
$
per month
NOTE: Contract to be
awarded to one
contractor for
the complete City
Hall complex.
Bids will not
be accepted for
individual sections.
Name of Company:
Address:
Phone number: J—)
Bid Submitted by:
Title:
Date:
4.1
FIRM NAMiE
REFERENCES
APPROX. YEARS FIRM'S
SQUARE WITH PHONE
FOOTAGE FIRM NUMBER
NOTE: Show a minimum of three references.
5.1