PURCHASING SPECIFICATION - Pomona · Sampson 909-620-2398 Water Yard 148 N Huntington St Immediately following the Matt Sampson tour Damian Martinez Optional Police Department Job

This RFP is a complete replacement of the RFP originally posted on September 6, 2012. Please note thatan optional second job walk of the Police Department facilities has been scheduled for October 3, 2012 at9:00am. Bidders must attend at least one of the Police department mandatory job walks, in addition tothe Facilities Job Walk on September 20, 2012.

GENERALThe City of Pomona (the “City”) is seeking a qualified firm (Contractor) to provide janitorial services on aregularly scheduled basis. The City seeks to award a one (1) year contract with four annual options to extendthe contract; not to exceed five (5) contract years. Services are estimated to commence on December 1,2012. It shall be the Contractor's responsibility to furnish at his/her own expense all tools, equipment, fuel,labor, material and services necessary for the satisfactory performance of the work set forth in thesespecifications.

SUBMITTAL INSTRUCTIONSSealed quotations shall be clearly marked "JANITORIAL SERVICES” on the outside of the envelope. Allsubmissions must be received in the purchasing office before the time of 4:00 p.m. October 16, 2012. Mail(or hand deliver) one (1) paper original, and six (6) paper copies of your proposal to:

USMail:

City of PomonaPurchasing DivisionP.O. Box 660Pomona, CA 91769

Hand delivery,FedEx, UPS:

City of PomonaPurchasing Division505 South Garey Ave.Pomona, CA 91766

Proposals in the form of telegrams, telephone calls, facsimiles, e-mails, or telex will not be accepted. Thedue date and time are fixed and extensions will not be granted. Late bids will not be accepted. The Citydoes not recognize the U.S. Postal Service, UPS, FedEx, or other carriers in determining the date and timethe bid was received.

INQUIRIES

Please note that per Section 2-975 (2) of the Pomona City Code, any unauthorized contact by a bidderduring the bid or proposal process with an official or city employee, other than those shown on theRFP or bid, the Finance Director or Purchasing Manager, shall cause the bidder to be immediatelydisqualified from consideration of award.

In compliance with this code section only the following individuals may be contacted during thisprocurement process:

Questions pertaining to the Scope of WorkMatt Sampson, Facilities Supervisor at (909) 620-2398.

PURCHASINGSPECIFICATION

Page No: 1 of 37 Spec. No: 1007.7Effective Date:September 4, 2012,Updated: 9/19/12

Subject: JANITORIAL SERVICES

Bid Due Date:October 9, 2012; 4:00pm

Approved by:M. Sampson; D.Martinez; T. MacKay

Subject: Janitorial Services (City Facilities) Page 2 of 37

Tim MacKay, Police Bldg Facility Coordinator at (909) 620-3742Damian Martinez, Management Analyst at (909) 620-7421

Questions other than the Scope of WorkKennie Nicomede, Purchasing Manager at (909) 620-2381; e-mail [email protected]; faxat (909) 620-3711.

To provide adequate response time prior to bid closing date, all questions must be submitted to the appropriateperson as shown above by October 11, 2012 4:00pm.

The Contractor shall carefully examine this RFQ and any addenda that may be posted on the City’s website.The Contractor shall seek clarification of any ambiguity, conflict, omission, or other error in this RFQ inwriting. If the answer materially affects the RFQ, the information will be incorporated into an addendumand distributed to all firms via the City’s website. All addenda will be numbered in sequence, dated as of thedate of issue, and posted. If a Contractor discovers any ambiguity, conflict, discrepancy, omission, or othererrors in the RFQ, Contractor shall notify the Purchasing Manager in writing not less than ten (10) daysbefore the date of opening.

It shall be the Contractor’s responsibility to check the City’s website to determine if any addenda have beenposted prior to the bid opening date. Bid results are posted on the City website within 1-2 days after bidopening. Posted prices are preliminary in nature and may not reflect the final cost calculation.

Website address: http://www.ci.pomona.ca.us; Click on Business, Click on Current Bids and RFP’s, Non-Construction Bids. No other letters or correspondences will be sent.

Mandatory Job Walks will be held for all City Facilities. Please note, there are two different days forthe mandatory job walks to allow sufficient time to tour every facility.

Mandatory Job Walk #1

Facility Address Job Walk Date& Start Time

Contact

PD: Main Building 490 W Mission Blvd

PD: Property Bldg 910 W Fourth St

PD: Traffic Bldg 100 E Commercial StPD: Training Ctr / Gym 1702 E First StPD: Pistol Range 465 Humane WayPD: Aero Bureau 1905 McKinleyPD: Ponderosa 605 Val VistaPD: Admin, CrimePrevention

505 S Garey

PD: IAPromenade

101 W Mission #225

PD: Jail 490 W Mission

Sept 18, 2012, 9:00amMeet at PD Main Building,Main lobby490 W. Mission BlvdPomona CA 91766

Tim MacKay909-620-3742


Mandatory Job Walk #2

City Hall 505 S Garey Ave

Council Chambers/ Conference Rm

505 S Garey Ave

Library 625 S Garey Ave

Regional TransitCenter (RTC)

100 E Commercial St

Monterey Yard 636 Monterey St

Fleet 636 Monterey St

Sept 20, 2012, 9:00amMeet at Pomona City Hallin front of Council Chambers505 S. Garey AvePomona CA 91766

MattSampson909-620-2398

Water Yard 148 N Huntington St Immediately following the MattSampson tour

DamianMartinez

Optional Police Department Job Walk

October 3, 2012, 9:00amMeet at PD Main Building,Main lobby490 W. Mission Blvd Pomona CA 91766

There will be no job walks or conferences given at any other time other than the time specified above.With the exception of the above specified Job Walks, no oral interpretations will be made to any officer as tothe meaning of the RFQ documents. Interpretations, if made, shall be written in the form of an Addendumand posted on the City website. Contractors may elect to appear in person or use a third party representative.

[END OF SECTION]


PREPARATION OF PROPOSAL

The proposal should be prepared simply and economically, providing a straight forward and conciseexplanation of capabilities which will satisfy the requirement of the RFQ. All information requested in thebody of the RFQ should be included in your response with a reference to the paragraphs to which the requestwas made. Proposals should address each item of this RFQ in the same sequence as presented in the RFQ.Each response must be in sufficient detail to permit evaluation of that item. The evaluation process willprovide credit only for the capabilities and advantages which are clearly presented by the Contractor in thewritten proposal. Proposals should include, but not be limited to the following:

Cover LetterA letter of introduction shall include the name, address, and telephone number of the person(s) to contactwho will be authorized to represent the Contractor. The letter shall be signed by an officer of theContractor's firm authorized to bind the firm to all commitments made in the proposal.

Management SummaryA summary that is readily understandable by non-technical personnel at the management level. It shouldcontain a brief statement of the salient features of the proposal and a review of the distinctive merits of theproposal.

Bidders QualificationsContractors submitting bids to the City certify that they possess all necessary equipment, facilities, personneland work experience to fulfill the terms of the contract at the time of bid submission, or that they will havethe necessary equipment and personnel and be ready to proceed prior to the starting date. The City placesgreat importance on the ability of a Contractor to complete the work as specified. This concern is noted inacknowledgment of the City's obligation to the citizens of Pomona. In order for this obligation to befulfilled, Contractors who bid must submit the following data:

1. Contractors Information Report requires:a. Satisfactory evidence that the contractor has provided or is providing a janitorial

cleaning operation of the type and to the extent as outlined in these specifications, andthat the Contractor has successfully conducted such an operation for a period of not lessthan two (2) years within the last five (5) years.

b. Satisfactory evidence that the Contractor has adequate financial resources, experiencedsupervisory personnel, and proper equipment to complete the work as specified.Contractor shall include as part of the submitted proposal, a detailed resume of theintended Janitorial Manager.

c. Submit detailed descriptions of all hiring, training, testing, and disciplinary policies andprocedures used by his firm.

2. Contractors Industrial Safety Record requires:a. Satisfactory evidence that the Contractor has placed sufficient emphasis over a period of

time on the importance of safety in the work environment so as to minimize employeelost workdays.


ReferencesBidders shall as parts of their response provide at least five (5) references from clients whom you’veprovided similar janitorial services. At least three of the references given are to be public agencies.Reference information shall include:

Company Name Contact Name Contact Phone Number Company Address Month/Year service began Month/Year service ended

Additionally, for the Police Department Jail janitorial services are required to submit three (3)references in which the bidder describes their experience in cleaning detention centers. (The contractingcompany may elect to sub-contract the Jail section to a qualified janitorial company with the properexperience in cleaning detention facilities. Provide the subcontractor’s name, address, phone number,contact name, and 3 references in your bid proposal. All sub-contractors shall be approved by the City ofPomona prior to commencing services.)

Due to the governmental health requirements described in the Jail section of this scope of work, thecontracting company shall have experience in cleaning detention facilities

Bid ProposalThis section shall include all of the following documents:

Pricing Bid Sheet Contractor's Industrial Safety Record Acknowledgment Agreement for Indemnification by Contractor/Vendor and

Acceptance and Acknowledgment of Procurement Practices of the City of Pomona(provided)

Non-Collusion Statement (provided) Minority Business Questionnaire (provided)

The attached "Minority Business Questionnaire", "Statement of Non-Collusion by Contractor" and“Agreement For Indemnification By Contractor/Vendor” forms must be filled out, signed by a companyprincipal or officer, and returned with the bid.

[END OF SECTION]


TERMS & CONDITIONS

Withdrawal of ProposalAny Contractor may withdraw his proposal, either personally or by written or telegraphic request, at anytime prior to the time set for the proposal opening, provided that written confirmation of any telegraphicwithdrawal of the signature of the Contractor is placed in the mail and postmarked prior to the time set forproposal opening. No proposal may be withdrawn or modified after the time set for the opening thereof,unless and until the award of the contract is delayed for a period exceeding 90 days. Negligence on the partof the Contractor in preparing his proposal confers no right of withdrawal or modification of his proposalafter such proposal has been opened.

Letters of ObjectionAny Contractor believing that any part of the Request for Proposal, including the specifications and/or thebidding and evaluation procedures, is discriminatory against the supplier or precludes the supplier frombeing given reasonable consideration in the procurement process must submit a letter ten (10) days prior tothe scheduled opening date specified in the attached cover letter, to the City's Purchasing Manager clearlystating the specific objection and the resolution of such objection. Bidders are cautioned that any suchobjections not timely raised in the manner specified herein shall not be considered. The City, upon timelyreceipt of any such letter of objections, shall consider the bidder's objection and, when in the opinion of theCity, a modification of the RFQ shall serve the best interest of the City, revisions to this RFQ, in the form ofan Addendum shall be issued to all suppliers.

Rejection of Proposal1. The Request for Proposal does not commit the City of Pomona to award any contract. The City

reserves the right at its sole discretion to reject any or all proposals without penalty, to waiverirregularities in any proposal or in the bidding procedures and to be the final judge as to whichis the lowest and best proposal. Any proposal which contains items not specified, items whichare incorrect, which does not complete all the items scheduled, or does not respond to items inthe manner specified by this Request for Proposal, and proposals received by telephone,telegraph, or FAX may be considered non-responsive, any may be rejected on this basis.Proposals offering less than ninety (90) days for acceptance from the proposed closing datemay be considered non-responsive and may be rejected.

2. Non-acceptance of any proposal will not imply any criticism of the proposal or convey anyindication that the proposal or proposed system or equipment was deficient. Non-acceptance ofany proposal will mean that another proposal was deemed to be more advantageous to the Cityof Pomona, or that no proposal was deemed acceptable.

Alternative ProposalsContractors are encouraged to submit alternative proposals should they feel the need to do so. Alternativeproposals should be clearly marked and identified as such. Each proposal will be carefully considered on itsown merits, and must conform to all instruction in this RFQ for preparing and submitting proposals.

Public InformationAll materials received relative to this RFQ will become public information and be available for inspection.The City reserves the right to retain all proposals submitted, whether or not the proposal was selected orjudged to be responsive.


Contractor's Cost to Develop ProposalCosts for developing proposals in response to this RFQ are entirely the obligation of the Contractor and shallnot be charged in any manner to the City of Pomona.

Proposal Validity PeriodSubmission of a proposal will signify the Contractor's agreement that his proposal is valid for ninety (90)days from the date of opening.

News ReleasesNews releases pertaining to an award resulting from proposals made in response to this RFQ shall not bemade by the Contractor without the prior written approval of the City of Pomona. In addition, the successfulbidder must agree not to release any advertising copy mentioning the City of Pomona or quoting the opinionof any City employee without written approval by the City of Pomona.

Right to Negotiate ProposalsThe City of Pomona reserves the right to negotiate any provision, accept any part except price, or all parts ofany and all proposals whenever in the best interest of the City and the taxpaying public. Suppliers areencouraged to submit their best prices in their proposal. The City intends to negotiate only with thosesuppliers whose proposals are the lowest estimated cost, while most closely meeting the requirements of theCity of Pomona.

Contract PeriodAny contract entered into shall be for a period of one (1) year. Contract period will be July 1 through June30 of any given year. Upon mutual agreement of the City of Pomona and the Contractor, this contract maybe renewed on a year-to-year basis at the prices bid. In no event shall this contract be extended beyond acumulative total of five (5) years. The City reserves the right to modify the levels of service, type of service,and other factors which the City deems necessary to meet its purposes through negotiation with theContractor.

Default of ContractorThe City of Pomona shall hold the contractor responsible for any damage which may be sustained because ofthe failure or neglect of the contractor to comply with any term or condition listed herein. It beingspecifically provided and agreed that no change or substitution shall be made in the service offered withoutprior City approval. If the successful supplier fails or neglects to furnish any of the bid at the prices and timeagreed upon, or otherwise fails or neglects to comply with the terms of the agreement, the City may, uponwritten notice to the contractor, cancel or rescind any or all items affected by such default and may procurethe required products elsewhere without notice to the contractor. The prices paid by the City at the time suchpurchase shall be considered the prevailing market prices. Any extra costs incurred by such default may becollected by the City from the contractor.

Non Exclusive ContractThe City does not warrant to contract exclusively with a single contractor to perform the services describedherein.

Termination for ConvenienceThe City may terminate its agreement with the contractor at any time by giving at least ten (10) days noticein writing. If the agreement is terminated by the City, the contractor will be paid for the time provided andexpenses incurred up to the termination date. No additional liability shall be assumed by the City.


HolidaysExcept for the Police Department and the Train Depot which requires service 365 days per year, the Citywill not require janitorial service on those holidays which are observed by the City:

. New Year’s Day . Veteran’s Day

. Presidents’ Day . Thanksgiving Day

. Memorial Day . Friday after Thanksgiving

. Independence Day . Day before Christmas (Christmas Eve)

. Labor Day . Christmas Day

No other days will be considered holidays. When said holidays fall on a week day, no make up of scheduledwork will be required by the City.

Licensing and PermitsThe contractor shall possess all pertinent permits and licensing required in performing all duties andactivities described within this RFQ. In addition, a valid City of Pomona business license prior to executionof the contract and for the duration of the contract.

SafetyApplicable provision of the following shall be incorporated into the specifications for this contract:

State Occupational Health and Safety Law of 1973 (Cal OSHA) Section 6300 Et Seq. ofCalifornia Labor Code.

Code of the City of Pomona.

Other Federal, State, or Municipal acts, statutes, rulings, ordinances, decisions or regulationswhich in any manner affect those employed or the materials used in the execution of thiscontract.

All subsequent revisions and supplements to the above documents.

The importance the City attaches to safety cannot be overemphasized. The City reserves the right, at itsdiscretion, to disallow payment for any work performed where the proper safety precautions were not beingobserved. As the safety of the public and City staff is regarded as of prime importance, the Contractor shallconduct his/her operations so as to cause the lease possible obstruction and inconvenience to pedestriantraffic. In the event any work operation that is the contractor's responsibility results in a safety hazard orproblem of an emergency nature, the contractor will be required to immediately initiate corrective action andto inform the City of the final disposition of the particular situation.

Conflict of InterestExcept for items that are clearly promotional in nature, mass produced, trivial in value and not intended toinvoke any form of reciprocation, employees of the City of Pomona may not accept gratuities, entertainment,meals, or anything of value whatsoever from current or potential suppliers. The offer of such gratuity to anyemployee of the City shall be cause for declaring such supplier to be an irresponsible bidder and preventinghim from bidding as provided in Sections 2-974 and 2-975 of the City Code of the City of Pomona.


Transportation to FacilitiesIt shall be the responsibility of the contractor to provide consistent, reliable transportation for equipment andstaff to service identified facilities. All costs related to the maintenance and operation of said transportationvehicle(s) shall be the sole responsibility of the contractor.

Cleaning Equipment and SuppliesThe contractor shall provide, at his/her own expense, all necessary cleaning supplies and equipment as maybe required to perform the janitorial tasks outlined in this specification, including but not limited to thefollowing: cleaning supplies, floor wax, furniture polish, and custodial tools. All such supplies and materialsshall be of the highest quality. The City reserves the right to review and approve all items which may beused in performance of the contract work. No additional compensation shall be allowed for such items.

Option:City is also requesting prices to provide the consumable supplies, i.e. toilet paper, towels, hygiene products,and trash can liners. (See price sheet entitled OPTIONAL – JANITORIAL SUPPLIES).

Building Security/SafetyIt shall be the responsibility of the contractor to see that all his/her supervisory and crew personnel abide bythe City of Pomona’s building security regulations and safety standards. The contractor shall conduct hiswork operations in such a way as to safeguard the City’s personnel, equipment, and property.

Compensation1. For all services which the Contract is obligated to perform under the terms of this specification, the

City shall pay to the Contractor a monthly price per facility as set forth in the contract.

2. The monthly price shall be in effect for a one (1) year period at which time it may be adjusted by thechange in the Consumer Price Index for the Los Angeles/Long Beach (all urban consumers)Metropolitan Statistical Area issued by the U.S. Department of Labor. A request for an annualadjustment to the janitorial contract must be submitted to the Purchasing Manager no later than sixty(60) days prior to the end of a contract period for an increase to be applied to any following annualcontract period.

3. Payment shall be made upon submittal of a detailed monthly statement to the Facilities MaintenanceSupervisor. Said statement shall be submitted within two (2) weeks following the end of a billingperiod defined as a calendar month.

4. Prior to City payment of the monthly statement, the Facilities Maintenance Supervisor shall review andapprove payment based on the satisfactory completion of service. Payment shall be issued within 30days of acceptance by the City.

Facility InspectionIt shall be the responsibility of the Public Works Fleet & Facilities Services Manager to guarantee theexecution of the contract in accordance with its terms and specifications. To this end, he may appoint adesignee who shall also be responsible for the inspection and monitoring of the work performed under thecontract. The City reserves the right to make all final determinations as to whether the work has beensatisfactorily completed. In the event that results of the janitorial service are considered unsatisfactory bythe City representative, the contractor shall be required to re-clean the unsatisfactory area at no cost to theCity. Said service shall be performed without interruption in the regular cleaning schedule.


INSURANCE

The Contractor shall maintain throughout the duration of the term of the Agreement, liability insurancecovering the Contractor and designating the City including its elected or appointed officials, directors,officers, agents, employees, volunteers, or contractors, as additional insured against any and all claimsresulting in injury or damage to persons or property (both real and personal) caused by any aspect of theContractor's work, in amounts no less than the following and with such deductibles as are ordinary andreasonable in keeping with industry standards. It shall be stated, in the Additional Insured Endorsement, thatthe Contractor's insurance policies shall be primary as respects any claims related to or as the result of theContractor's work. Any insurance pooled coverage, or self-insurance maintained by the City of Pomona, itselected or appointed officials, directors, officers, agents, employees, volunteers, or contractors shall be non-contributory.

General Liability:a. General Aggregate $2,000,000b. Products Comp/Op Aggregate $2,000,000c. Personal & Advertising Injury $1,000,000d. Each Occurrence $1,000,000e. Fire Damage (any one fire) $ 50,000f. Medical Expense (any one person) $ 5,000

Workers' Compensation:a. Workers' Compensation Statutory Limitsb. EL Each Accident $1,000,000c. EL Disease – Policy Limit $1,000,000d. EL Disease – Each Employee $1,000,000

Automobile Liabilitya. Any vehicle, combined single limit $1,000,000

The Contractor shall provide thirty (30) days advance notice to the City in the event of material changes orcancellation of any coverage. Certificates of insurance and additional insured endorsements shall befurnished to the City thirty (30) days prior to the effective date of this Agreement. Refusal to submit suchcertificates shall constitute a material breach of this Agreement entitling the City to any and all remedies atlaw or in equity, including termination of this Agreement. If proof of insurance required under thisAgreement is not delivered as required or if such insurance is canceled and not adequately replaced, the Cityshall have the right but not the duty to obtain replacement insurance and to charge the Contractor for anypremium due for such coverage. The City has the option to deduct any such premium from the sums due tothe Contractor.

Insurance is to be placed with insurers authorized and admitted to write insurance in California and with acurrent A.M. Best's rating of A-: VII or better. Acceptance of insurance from a carrier with a rating lowerthan A-: VII is subject to approval by the City's Risk Manager. Contractor shall immediately advise the Cityof any litigation that may affect these insurance policies.

[END OF SECTION]


EVALUATION AND SELECTION PROCESS

Goods and services procured by the City of Pomona shall be from the lowest responsible bidder. In additionto price, the "lowest responsible bidder" will be determined by consideration of the following factors:

The quality, availability and suitability of the supplies, equipment or services to the particular userequired.

Sub-total and overall cost of requested service as identified in the “Price Bid Sheet”.

The ability, capability and skill of the bidder to perform the services required.

The character, integrity, reputation, judgment, experience and efficiency of the bidder.

The bidder's record of performance on previous contracts or services, including compliance by thebidder with laws and ordinances relative to such contracts or services.

The ability of the bidder to provide future maintenance and service for the use of the equipment ormaterials to be purchased.

The number and scope of conditions attached to the bid.

The quality, maturity and financial stability of the firm.

The firm's ability and experience in providing the service offered, including: experience with localgovernment, scope of activities covered, length of time involved, level of client satisfaction,cost/benefit relationship and relative success.

An evaluation of the experience and training of the personnel the firm will be committing forassignments at the City.

After review of proposals, qualified applicants will be asked to submit the following for approval by the Cityof Pomona:

A list and samples of each of the supplies and materials proposed for use in the performance of thework indicating the manufacturer, brand name, and intended use.

Supply all employee safety and operational training materials utilized by the contractor.

Provide to the City of Pomona, information regarding contractors hiring process, criteria andprocedures.

Award of ContractAward of a contract, if any, shall be made in the best interest of the City and shall be based on variousfactors including but not limited to the factors outlined herein. The evaluation of bids and the determinationof conformity and acceptability shall be the sole responsibility of the City. Such determination shall bebased on information furnished by the Contractor with his/her bid, as well as any other information availableto the City. Any such award will be made within ninety (90) calendar days after opening of the proposals.The City reserves the right to reject any or all bids, to waive any informality in a bid, and to make awards inthe best interest of the City. [END OF SECTION]


SCOPE OF WORK

General InformationAn adequate number of trained personnel shall be assigned by the contractor to perform the work describedin these specifications. All contract employees shall be subject to review and approval by the City ofPomona. The City reserves the right to request the removal of any employee who is deemed unacceptablefor any reason.

The contractor shall be required to provide on-site, supervisory personnel of a high professional caliber,including bi-lingual communication ability if any contract crew member does not have a working knowledgeof the English language. The supervisory personnel shall conduct monthly inspections to determine whatwork is being performed in accordance with professional cleaning standards and established work schedules.Said supervisor must have the authority to respond immediately to situations upon request by the Cityrepresentative.

The assigned supervisor shall contact the Fleet and Facility Maintenance Manager or his designatedalternative to discuss and clarify and operational problems and receive instructions. The supervisor will alertthe City’s Facility Coordinator if supply stock is below two weeks.

The contractor shall meet special personnel standards for the Public Safety facilities. All contract employeesassigned to these areas must pass a Police background investigation prior to entering said facilities. At notime shall the contractor schedule personnel in the Police facilities that have not passed the backgroundcheck. This rule shall apply even during times of short staffing due to holidays, illness, vacations, no shows,etc.

All janitorial personnel entering any PD facility must pass a background investigation and wear a photo I.D.and uniform from the janitorial company at all times. It will be the responsibility of the contractor totransport all supplies to the off-site locations. It will also be the responsibility of the contractor to maintainany keys, codes, or cards required to gain access and complete work at each location.

All personnel assigned by the contractor to perform work for the City of Pomona shall not have an arrestrecord other than minor traffic violations, must be physically capable of performing all duties as assigned,and must present a professional appearance acceptable to the City. For identification purposes, the use ofuniforms is required with company identification or logo. The final decision as to the acceptability of anyindividual performing work under any contract awarded as a result of this specification shall rest with theCity of Pomona.

All work by contract personnel shall be performed in a professional, courteous manner. Discourtesy,rudeness, or the use of profanity will not be tolerated, and shall be grounds for immediate removal of theoffending employee from performing work under any contract awarded as a result of this specification.

Services performed as required by this specification shall be subject to inspection and approval by City ofPomona facility staff. Supervisory and janitorial employees shall be proactive in efforts to keep City ofPomona, facilities clean and comfortable for City’s customers, staff and visitors. Janitorial employees shalltake initiative in identifying, reporting and correcting all readily recognizable custodial and maintenanceconditions, especially spot cleaning of spills, flooring, walls, glass surfaces, restrooms and lobbies.

Contractor’s Personnel QualificationsJanitorial Manager


The Janitorial Manager is responsible for the scheduling and management of work to be performed asdetailed in this specification. Therefore, the Janitorial Manager must have at least three (3) of the last five (5)years work experience in the management of custodial type operations for buildings of the approximate sizeand similar characteristics of the building(s) in this specification.

Supervisory EmployeesAll supervisory personnel engaged in fulfilling the requirements of this specification shall have experience incustodial type work. Supervisory personnel shall be available during the hours of service; and must beprovided with cell phones by the contractor. Names, telephone, cell phone numbers must be provided toCity of Pomona designated representative and updated when changes are made. All supervisory personnelmust be fluent in the English language, both verbal and written.

Janitorial EmployeesThe contractor shall employ only qualified personnel who are skilled in the performance of janitorial workand shall screen all employees, requiring satisfactory references. All employees of contractor shall be neatlyattired in uniforms supplied by the contractor while working at City of Pomona locations and must properlydisplay the contractor furnished identification (badge) indicating the name of the employee and contractor.The minimum uniform will consist of an outer garment with the company name located on the chest andcompany identification badge with the employee photo, name and company name.

Other RequirementsThe contractor’s employees must have a good working knowledge of the principles and techniques of themachines, equipment, and cleaning products used in building maintenance, as well as a good workingknowledge of safety procedures. The contractor shall be responsible for instructing its employees in safework habits and practices. No one is to accompany contractor’s employees to a City of Pomona facility thatis not employed by the contractor and assigned and/or scheduled to work at that City facility. City ofPomona reserves the right to have the removal of a contractor’s employee from any of the City’s site withoutcause. All personnel must be able to understand labels, descriptions and instructions for all materials used atCity’s facilities. Project managers, supervisors, daytime employees and lead persons are required tounderstand and speak English fluently for safety and work related communication.

The contractor is required to provide a schedule for approval by the City, indicating staff and supervisorycontact information and by location. If there is a change to schedule and/or staff, notify City of Pomonadesignated representative at least 12 hours in advance. Provide an updated listing of staff by location,including phone numbers. Work with the City’s designated representative to schedule special services asneeded.

SecurityFacility master keys will be provided. Offices will be cleaned as scheduled or as requested by staff. Thecontractor will be provided a key to the facility and the alarm code when applicable. Supervisors will betrained on the use of alarm panels and will be responsible for training janitorial employees. Contractor shallbe liable for all costs associated with re-keying, re-issuance, or programming of keys, access cards, andsecurity codes, which result from the loss or compromising of keys, access cards or security codes bycontractor’s personnel. Janitorial employees shall be responsible for securing all offices, gates and exteriorentrances/exits at all facilities both during and at the completion of contracted services, unless otherwisedirected by a designated City of Pomona, representative. Janitorial employees shall immediatelycommunicate to City’s representative (PM and/or Security) any inabilities to secure by code, alarm, ormechanical lock any office, gate or door. Repeated failures to maintain a secure Facility when providingjanitorial services shall serve as cause for termination of contract.


Supplies and MaterialsThe contractor shall furnish all supplies and materials necessary for the performance of this specification,unless otherwise specified herein. Any changes to the items previously approved for use by City of Pomona,must be submitted in writing to the City’s representative. Contractor must maintain at each location, a list ofthe Material Safety Data Sheets (MSDS) for each product used at each facility. The contractor shall not useany material which the City, determines unsuitable for the purpose intended, or harmful to any part of thebuilding(s), contents or equipment.

EquipmentAll necessary cleaning equipment, including power driven floor scrubbing machines, waxing and polishingmachines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performanceof this specification shall be furnished by the Contractor. Such equipment shall be of the size and typecustomarily used in work of this kind and shall meet the approval of the City of Pomona, Equipment deemedto be of improper type or design, or inadequate for the purpose intended, shall be replaced.

Storage ProvisionsCity of Pomona will provide storage space for supplies used daily. All paper, soap, and janitorial supplies forthe PD off-site locations will be warehoused in the Basement mop closet of the Main PD Building.

Schedule of Cleaning Services ClassificationsThe following is intended to outline some of the duties which the contractor is expected to perform as part ofthe Scope of Service and may not be inclusive of all areas which will require the contract’s service. Detailson particular areas can be provided during the mandatory Job Walk for each area. The contractor is expectedto be fully knowledgeable on the acceptable practice and methods to complete the janitorial servicesrequested.

Evening Services (Daily)These services are to be performed after normal business hours daily. Office Hours are as follows:

City Hall 7:00am – 500pmLibrary 8:00am – 7:00pmTrain Depot 7:00am – 9:00pm

Duties are:Clean, sanitize and stock restrooms, empty trash containers, clean trash containers and remove trash todesignated disposal area, vacuum common areas, spot treatment of carpet stains, spot dust horizontalsurfaces in common areas, sweep/mop all accessible common areas and hallways, sweep stairwells,clean/disinfect lobby furniture, mop stairwells and cleaning of glass and removal of trash at entrances, reportmaintenance problems to City of Pomona facility maintenance and be proactive in keeping the facility cleanand safe. Examples of duties are:

All trash containers, both inside and outside buildings, shall be emptied, wiped clean, and returned tothe original location with new plastic liners. All collected trash shall be removed to dumpster. Recycledpaper blue containers shall be emptied and all collected wastepaper shall be removed to the large bluecurbside recycling containers supplied by the city. All full large blue curbside recycling containerswill be walked by custodians to the basement, where the Solid Waste City Employees will exchangethem with empty ones.


Desks and tables shall be dusted thoroughly on all surfaces using a treated dust cloth or duster, exceptwhen surfaces are laden with paperwork.

Spot clean windows, walls, and doors to eliminate fingerprints and smudges.

All resilient floors shall be dusted with a chemically treated dust mop. All spills must be removedsame day of occurrence.

All carpets shall be vacuumed (prior to 8:00 A.M. or after 6:00 P.M.) Spills, spots, and gum shall beremoved. (Exception: Councilmember’s offices need to be vacuumed on Tuesday and Thursday onlyand Finance offices at city hall need to be done before 5:00 PM.).

Clean all restroom structures, which includes the disinfection (with non-pungent germicide disinfectantsolution) of toilets, urinals, sinks, faucets, door knobs and handles, paper holders, floors, partition wallsand doors; also shower walls and floors on daily basis.

Wash basins shall be washed and dried inside and out and the bright metal polished.

All sanitary napkin containers shall be emptied. Containers shall be sprayed with a disinfectant andwiped dry.

Refill all towel, soap, toilet seat, and tissue dispensers.

Damp mop all restroom floors with a disinfectant solution and spot clean stall partitions, knobs,doorjambs and walls.

All doors, door jams, doorknobs, walls, and windows shall be spot cleaned to eliminate fingerprintsand smudges.

Elevator car floors shall be damp mopped. Stairways, landings, and exterior concrete walks and stepsadjacent to building entrances shall be swept or washed to remove all debris, stains, or spots.

All interior glass doors and partitions, and all exterior glass doors shall be cleaned.

Bi-Weekly Services for PD VCT and Rubber FlooringClean and Buff all VCT and Rubber flooring Bi-Weekly to ensure a lustrous and prolonged usability of allflooring for Police Facilities. Strip and wax as needed.

Quarterly ServicesQuarterly services are necessary for janitorial deep cleaning maintenance to ensure a lustrous and prolongedusability of City facilities. Some of the areas which will require quarterly services include: high cleaning ofall surfaces in common areas including but not limited to shelves, fire extinguishers/cabinets, signage, etc.,strip and wax VCT, deep cleaning of slip resistant tile, deep cleaning/disinfecting of all surfaces inrestrooms.

Bi-Annual ServiceThere are some areas which require bi-annual cleaning. The following provides an example of the type ofservices which would be required bi-annually (every six months).


Vinyl tile and terrazzo floors, including Locker Room floors, shall be damp mopped with finishadditives applied. Wooden gym floor shall be dusted with a chemically treated dust mop. All floors(except Gym floor) shall be stripped and waxed twice each year, and it will be the contract company'sresponsibility to schedule the cleaning to begin the last week of January and the last week of July.

Shampoo all carpet twice each year using a cleaning method that incorporates some type of extractor.It will be the contract company's responsibility to schedule the shampoo cleaning with City staff.

Daily Daytime Services (Option)Daytime services shall consist of: early morning check of all lobbies, restrooms, common areas andentrances. Check of restrooms and lobbies, cleaning, sanitizing and stocking restrooms as needed. Emptyingtrash and cleaning trash cans, (trash bags removed from cans/receptacles will not be placed on carpet), cleanspills as needed, vacuum offices as requested or scheduled, sweep/mop tile, cleaning/disinfecting of drinkingfountains and reporting maintenance problems to City of Pomona facility maintenance employees.Contractor will be proactive in keeping the facility clean and safe. Supplied logs, (approved by City ofPomona staff), shall be placed in all facility restrooms except for public restrooms.

Work Scheduling and ReportingQuality cleaning is required, including full performance of all specified daily services on the first officialworking day of the contract period. All work will be performed at times as specified and agreed upon bycontractor and the city of Pomona representatives. All cleaning personnel are prohibited from disturbingpapers on desks or shelves, opening desk drawers or cabinets, or using telephone or office equipmentprovided for City of Pomona employees. Instructions pertaining to conduct and other regulations, asrequired by City of Pomona standards, must be followed. All contract personnel are required to sign in/outupon arrival and departure of work site. Sign-in form is in the janitorial closet at each facility.

Non-performanceIt is the objective of the City of Pomona, to obtain complete and satisfactory performance in accordance withthe requirements of this specification. Failure to perform Quarterly, Semi-Annual and Special Services willresult in a deduction of payment equal to the cost charged to provide these services. Failure to adequatelyperform Daytime and/or Night Services will result in notification of supervisor upon first occurrence.Subsequent occurrences will result in notification of contractor’s Janitorial Manager. If performance issuesare not corrected, the City of Pomona may request that janitorial employee(s) at location be replaced.Failure of contractor to resolve performance issues shall serve as cause for termination of contract.

Service Increase/DecreaseIt is understood that this specification’s description of work is the City’s present service requirements only,and the scope of work may increase or decrease during the term of the contract. Any change in the scope ofwork and resulting compensation shall be negotiated prior to implementation and documented in writing.

P.D. JailDue to the governmental health requirements described in the Jail section of this scope of work, thecontracting company shall have experience in cleaning detention facilities. The contracting company mayelect to sub-contract the Jail section to a qualified janitorial company with the proper experience in cleaningdetention facilities. Provide the subcontractor’s name, address, phone number, contact name, and 3references in your bid proposal. All sub-contractors shall be approved by the City of Pomona prior tocommencing services.

The Janitorial Company shall be familiar with, and comply with all cleaning standards set by the'Correctional Standards Authority' Title 15 and Title 24. The jail is subject to health inspections by Los


Angeles County and the Department of Corrections. The janitorial contract company shall be responsiblefor correcting any deficiencies noted on the inspection reports.

The duties described in this section of the Scope of Work shall be in addition to the standard Janitorial Scopeof Work, listed above.

1. Janitorial service shall be provided three (3) times per week (Monday, Wednesday & Friday) and aweekly jail cleaning check list is to be filled out, identifying all maintenance completed. (Check list tobe provided by Jail).

2. Maintenance specifications will be consistent with those provided for in other facilities including butnot limited to the Main Control Room, Administrative Office, Break Room, Print Room, Hallways,Interview Room and Employee Rest Room.

3. All jail cell floors will be swept and mopped with a disinfectant solution once a week, including North,South, West and Female Mains, Male and Female Sobering Cells, Searching Cell and Holding Cell.

4. All toilets, showers, and drinking fountains in the cells shall be cleaned and scrubbed with a germicidedisinfectant solution once a week.

5. The baseboard ledges of the cells shall be cleaned at the end of each month.

6. Vinyl and terrazzo floors shall be stripped and waxed the first week of March and September of eachyear.

7. The cleaning crew must be flexible and able to work around the limitations presented by the 'Booking'and other functions of the Jail schedule.

[END OF SECTION]


TECHNICAL SPECIFICATIONS(Page 1 of 3)

City Hall, Other Facilities, Police Department, and Other Police facilities requiring janitorial services consistmostly of general office space including restroom, lunchrooms, conference rooms, kitchen facilities andhallways. The contractor shall perform the following tasks daily, unless otherwise stated, per the schedulelisted below.

FACILITY WEEKLYSCHEDULE

SQ. FT.CARPET

SQ.FT.

SQ. FT.Restroom

TOTALSQ.FOOTAGE

City Hall Monday -Thursday

35,475 16,085 51,560

CouncilChambers /

Monday -Thursday

2,416 8,165 10,581

Library Monday –Wednesday andSaturday

49,747 1,853 51,600

Water Yard Monday -Thursday

2,118 801 2,919

Monterey Yard Monday – Wed,and Saturday

49,747 1,853 51,600

Regional TransitCenter (RTC)

Monday -Saturday

-- 2,302 2,302

Fleet Monday –Friday

-- 3,300 3,300



PD: MainBuilding

11,572 7,879 19,451 38,902

Basement & 1stFloor

Sunday throughSaturday

inc. inc. inc. inc.

2nd Floor Monday throughFriday

inc. inc. inc. inc.

PD: PropertyBldg

Monday throughFriday

527 331 76 934

PD: Traffic Bldg Monday throughFriday

1,472 361 168 2,001

PD: TrainingCenter / Gym

Mon. throughThursday

2850 2475 395 5720

PD: Pistol Range Tuesday &Thursday

109 94 88 291

PD: Aero Bureau Tuesday &Thursday

475 0 92 567

PD: Ponderosa Tuesday &Thursday

424 46 470 940

PD: Admin,Crime Prvntn

Mon. throughThurs

5875 0 0 5875

PD: IA Tuesday &Thursday

1578 100 0 1678

PD: Jail Mon, Wed, &Friday

710 3,782 42 4,534

All carpet shall be vacuumed daily per schedule below and all spots and gum shall be removed.FACILITY WEEKLY

SCHEDULEPD Main Building:

Second floor between 4:30 pm and 6:00 pmFirst floor between 4:30 pm and 8:00 pmBasement between 5:30 pm and 8:00 pm

Property Bldg between 8:00 am and 4:30 pmTraffic Bldg between 8:00 am and 4:30 pmTraining Center between 7:00 am and 9:00 amPistol Range between 12:00 pm and 3:00 pmAero Bureau between 6:00 pm and 6:30 pmPonderosa between 3:30 pm and 5:30 pmIA-Promenade Between 8:00 am and 3:00 pmAdmin. Offices between 8:00 am and 4:30 pmJail between 5:00pm and 10:00 pm



Fixture CountLocation Basins &

SinksCommodes Urinals Showers Elevators

City Hall:2nd Floor 14 11 2 1 11st Floor 10 10 5 0 0Basement 6 4 2 0 0

Council Chambers /Conference Room

4 4 2 0 0

Library: 1Lower Floor 15 8 4 1 0Upper Floor 6 4 2 0 0

Water Yard 4 6 3 2 1Monterey Yard 5 6 4 4 1Fleet 7 6 3 0 0RTC 3 5 2 0 2PD Main Bldg 14 16 5 5 2Property Bldg 3 2 1 0 0Traffic Bldg 1 1 1 0 0Training CenterRestroom & Gym

9 8 4 1 0

Admin, Code; I.A.,& Crime Prevention

1 0 0 0 0

Pistol Range 2 2 1 0 0Aero Bureau 2 2 1 1 0Ponderosa 2 2 0 2 0Jail 17 17 1 7 0

[END OF SECTION]


Price Sheet and Specificationsfor City of Pomona Janitorial Services

INSTRUCTIONS

Bidders must submit pricing for each sub-total section, per facility, provided in the Price Sheet andSpecifications tables. Failure to include a dollar amount will constitute as a forfeit to perform the line itemservice requested. (Please note that the City reserves the right to award all or part of the services requestedin this RFQ.)

*Within the Restroom section there is an additional “Day Service Option Subtotal” service requested andwhich will serve as a supplemental to regular services provided in this RFQ. (Please see the Scope of Worksegment above for more details.)


BID PRICE COVER SHEETJanitorial Services (City Facilities)

per Purchasing Specification No. 1007.7

Company Name______________________________________________________________

Company Address____________________________________________________________

____________________________________________________________

Contact Name _______________________ Company phone number______________________________

I _________________________, _____________________ am duly authorized to commit my company (Print Full Name) (Title)to sell/perform the products and/or services described herein. I understand by signing this quotation I am notobligating the City to make this purchase, nor am I signing a contract to sell or perform this purchase. Bysigning this document I agree to comply with all specifications described herein, unless specifically noted.

Signature____________________________________ Date: _____________________________

ALL QUOTATIONS MUST BE SIGNED


REFERENCES

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________

Contact Name__________________________________ Phone Number_________________________

Type of Service Performed______________________________________________________________

_____________________________________________________________ Number of Years________

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________


REFERENCES (continued)

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________


POLICE DEPARTMENT - JAILREFERENCES

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________

Company Name_______________________________________________________________________

Company Address_____________________________________________________________________

_____________________________________________________________________________________



_____________________________________________________________ Number of Years________


CITY OF POMONA - MINORITY BUSINESS QUESTIONNAIRE

Date________________________________________

Name of Business________________________________________________________________

Division or Subsidiary, if applicable_____________________________________________________________

Business Address _____________________________________________________________

_____________________________________________________________

_____________________________________________________________

Telephone Number _____________________________________________________________

Contact Person _____________________________________________________________

Title _____________________________________________________________

Type of Business:Non Profit [ ]Sole Proprietorship [ ]Partnership - General [ ]

- Limited [ ]Corporation [ ]

Is the business 51% or more owned by:

American Indian [ ]Asian [ ]Black [ ]Hispanic [ ]Female [ ]Other_______________________ [ ]

(please specify)

Prepared By: ___________________________________________________________________

Title: ___________________________________________________________________

For more information, contact Purchasing Division, City of Pomona, (909) 620-2381.


City of Pomona - Statement of Non-Collusion by Contractor

The undersigned that submits herewith to the City of Pomona a Bid or proposal does hereby certify:

a. That all statements of fact in such bid or proposal are true;

b. That such bid or proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company,association, organization, or corporation.

c. That such bid or proposal is genuine and not collusive or sham.

d. That said bidder has not, directly or indirectly by agreement, communication or conference with anyone, attempted toinduce action prejudicial to the interest of the City of Pomona or of any other bidder or anyone else interested in theproposed procurement.

e. Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else wouldsubmit a false or sham bid or proposal, or that anyone should refrain from bidding or withdraw his bid or proposal.

f. Did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone to raise orfix the bid or proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of hisbid or proposal price, or that of anyone else.

g. Did not, directly or indirectly, submit his bid or proposal price or any breakdown thereof, or the contents thereof, ordivulge information or data relative thereto, to any corporation, partnership, company, association, organization, biddepository, or to any member agent thereof, or to any individual or group of individuals, except to the City of Pomona,or to any person or persons who have a partnership or other financial interest with said bidder in his business.

h. Did not provide, directly or indirectly to any officer or employee of the City of Pomona any gratuity, entertainment,meals, or any thing of value; whatsoever, which could be construed as intending to invoke any form of reciprocation orfavorable treatment.

i. That no officer or principal of the undersigned firm is employed or has been employed, either full or part time, by theCity of Pomona either currently or within the last two (2) years; or is related to any officer or employee of the City byblood or marriage within the third degree. An exception to this section may be granted by approval of the City Councilprior to contract award.

j. That no offer or principal of the undersigned firm nor any subcontractor to be engaged by the principal has beenconvicted by a court of competent jurisdiction of any charge of fraud, bribery, collusion, conspiracy or any other act inviolation of any state or federal antitrust law in connection with the bidding upon award of, or performance of, anypublic work contract, with any public entity, within the last three years.

I certify, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct andthat this

Certification was executed on _______________________at _____________________ California. (Date) (Location)

Firm_____________________________________________ _______________________________________ (Signature)

Street____________________________________________ _______________________________________ (Print Name & Title)

City_______________________ State_____ Zip___________

AGREEMENT FOR INDEMNIFICATION BY CONTRACTOR/VENDOR ANDACCEPTANCE AND ACKNOWLEDGMENTOF PROCUREMENT PRACTICES OF

THE CITY OF POMONAThe City of Pomona requires contractors and suppliers of services to the City to agree to indemnify and hold the City of Pomonaharmless for claims or losses arising from or connection with the contracting party’s work for the City of Pomona before aPurchase Order is issued.

To reduce the possibility of misunderstanding between contracting parties and the City in ease of a claim or lawsuit, the City ofPomona is requiring that contacting parties who perform services for the City sign this letter. This letter will act as and becomea part of each Contract/Purchase Order between the City of Pomona and the contracting parties signing the letter for the periodof _______________ to _______________.

In consideration of the opportunity of doing work for the City of Pomona and benefits to be received thereby, thecontracting party to this agreement agrees as follows:

1. That where a contract, purchase order or confirming order is issued by the City of Pomona awarding a contract, this LetterAgreement is to be considered part of that contract.

2. Contractor agrees to indemnify the City of Pomona, and any officer, employee or agent, and hold the City of Pomona, andany officer, employee or agent, there of harmless from any and all claims, liabilities, obligations and causes of action ofwhatsoever kind or nature for injury to, or death of, any person (including officer, employees and agents of the City of Pomona),and for injury or damage to or destruction of property (including property of the City of Pomona), resulting from any and allactions or omissions of contractor or contractor’s employees, agents or invitees, or any subcontractor of contractor or any of suchsubcontractor’s employees, agents or invitees.

3. That the contracting party specifically waives the benefits and protection of Labor Code Section 3864 which provides: “If anaction as provided in this chapter is prosecuted by the employee, the employer, or both jointly against the third person results injudgment against such third person or settlement by such third person the employer shall have no liability to reimburse or holdsuch third person harmless on such judgment or settlement in the absence of a written agreement so to be executed prior to theinjury.” This waiver will occur as to any contracts awarded by the City of Pomona to the contracting party to this letter whilethis Agreement is in force.

4. That this Agreement has been signed by an authorized representative of the contracting party, and such representative has theauthority to bid the contractor/vendor to all terms and conditions of this Agreement.

5. That this Agreement shall be binding upon the successors and assignees of the contracting party to any contract with the Cityof Pomona. As a condition precedent to acceptance, any contacts from the City of Pomona and contracting party agree to adviseits successors or assignees of this agreement and to obtain their consent to its writing before the work of the representativesuccessor or assignees begin, such assignment shall not be effective without the written consent of the City of Pomona.

6. To promptly notify the City of Pomona of any change in ownership of the contracting party while this Agreement is in force.

This letter Agreement cannot be modified or changed without the express written consent of the City of Attorney of the City ofPomona.

On behalf of_____________________________________________________________________ (Name of Contractor or Vendor)

_______________________________________________________________________________ (Address)

I agree to the terms of this Letter Agreement

Name_____________________________________Title_______________________________________ (Manager, Owner, or Officer of Company)

This Agreement is to be returned to the Purchasing Department P.O. Box 660, Pomona, CA 91769

Price Sheet for City of Pomona Janitorial Services and Optional Supplies, Specification No. 1007.7 Page (1 of 9)

RESTROOMS Police (Except Jail) Library City Hall Water Yard Monterey Yard Fleet

Council Cham. RTC

Clean all shower walls, floors, curtains, and fixtures with a disinfectant solution.Remove all mildew and hard water spots.Damp mop all restroom floors with a disinfectant solution and spot clean stall partitions, knobs, doorjambs and walls. Mirrors shall be washed clean and dried, and frame of mirrors dusted.Wash basins shall be washed and dried inside and out, and the bright metal polished daily.Refill all towel, soap, toilet seat covers, sanitary napkin dispensers, and tissue dispensers, and all other paper goods. Clean all restroom structures, which includes the disinfection (with non-pungent germicide disinfectant solution) of toilets, urinals, Empty, spray with a disinfectant, and wiped dry all sanitary napkin containers.

1 Subtotal

2 * Day Service Option SubtotalMachine scrub and disinfect all restrooms.The baseboard ledges of the cells shall be cleaned at the end of each month.

3 Subtotal

Complete wash and clean restroom walls and partitions.Cleaned all light fixtures.Clean all locker and locker tops: (January, April, July, and October.)

4 Subtotal

A TOTAL - RESTROOMS (ITEMS 1+3+4)

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FLOORINGPolice

(Except Jail) Library City Hall Water Yard Monterey Yard Fleet Council Cham. RTC

Water mop floorsVinyl tile and terrazzo floors shall be damp mopped with finish additives appliedAll carpet shall be vacuumed daily per schedule below and all spots and gum shall be removedSweep outside walkwayClean floor matsDamp mop all elevator car floors and wipe elevator walls with the appropriate cleanersSweep all floors

5 SubtotalSweep and clean Library interior atriums. (2)Sweep stairways, landings, and exterior concrete walks and steps adjacent to building entrances. (Washing of exterior concrete areas will only be allowed to remove stains or other hard to remove spots.)Wooden gym floor shall be dusted with a chemically treated dust mop. (These services shall be performed more frequently, as required).

6 Subtotal

Clean and Buff Police Facility VCT and Rubber Flooring

SubtotalStrip, scrub and wax vinyl tile and terrazzo floors. Vinyl tile and terrazzo floors, including locker room floors, shall be damp mopped with finish additives applied. Wooden gym floor shall be dusted with a chemically treated dust.

Shampooed carpet areas four (4) times a year (once every 3 months), using a cleaning method that incorporates some type of extractor. (It will be the contract company’s responsibility to schedule the shampoo cleaning with City staff)Buff hallway floors

7 Subtotal

Gym floor shall be stripped and waxed twice each year. (It will be the contract company's responsibility to schedule the cleaning to begin the last week of January and the last week of July.)Buffing floorsDetail carpet edges under and around furnitureScrub/Wax floorsBurnish all tile floors

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8 Subtotal

All resilient floors shall be dusted with a chemically treated dust mop. All spills must be removed same day of occurrence.All carpets shall be vacuumed (prior to 8:00 A.M. or after 6:00 P.M.). Any spots and gum shall be removed. (Exception: Council members’ offices need to be vacuumed on Tuesday and Thursday only, and Finance offices at City Hall need to be done before 5:00 pmSpot clean carpetBonnet (dry shampoo) clean all carpeted floorsHose vacuum corners and spot clean (dry shampoo)

9 Subtotal

Shampoo all common area carpets - extraction

Machine scrub, wash and buff tile floors

10 Subtotal

B TOTAL - FLOORING (ITEMS 5-10)

CLEANINGPolice

(Except Jail) Library City Hall Water Yard Monterey yard Fleet Council Cham. RTC

Table topsDrinking fountainElevator walls and trackRemove outside trashClean entry way and doorsClean and disinfect trash cans (inside/out)Empty, wiped clean, and returned all trash containers from both inside and outside buildings to the original location with new plastic liners. (Remove all collected trash to dumpster.)Clean all appliance inside & outside

11 SubtotalClean tables and chairsDoors, jams, and walls immediately adjacent to doors and glass partitions shall be wiped clean and dried.Damp wipe and dry all ceramic wall tiles. (Take care that all grout is left in a clean condition.)

12 Subtotal

Clean office walls, partitions

13 Subtotal

Spot clean walls

14 Subtotal

Spec

ial

Ann

ual

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C TOTAL - CLEANING (ITEMS 11-14)


DUSTINGPolice


Dust corners/ledgesLow dust table legs, chair rungsDust furnitureDesks and tables shall be dusted thoroughly on all surfaces using a treated dust cloth or duster. (except when surfaces are laden with paperwork.)Lamps shall be dusted using a treated dust cloth or duster.Water fountains shall be washed clean and polished with no hard water spots left. They shall be washed clean with germicide and polished. (The metal housing of the unit shall be treated in a like manner.) Bottle Water dispenser catch basins shall be removed, wiped clean with germicide, and replaced.

15 SubtotalDust air vents, partition tops, etc.Dust and clean all base boardsAir conditioning air grills shall be vacuumed. Leather or vinyl backs, seats, and arms shall be damp wiped and dried. (Fabric cushions, etc. shall be vacuumed and all spots removed same day as occurrence. All side chairs shall be treated in a like manner.)

16 SubtotalAll shelves and ledges above 6ft shall be vacuumed or dusted using a treated cloth. (Wash and dry if necessary.)Wood wall paneling shall be dusted using a treated cloth. All files and storage cabinets shall be thoroughly dusted with a treated dust cloth or duster. (Files lined in a row shall be dusted along the horizontal surfaces of each and the sides of the end file.)Dust window sills

17 Subtotal

High dusting: cob webs and shelves

18 SubtotalMiscellaneous hand dust with treated cloth or use damp cloth and dry as needed: windowsills, ledges, and shelves under 6ft. (Push plates, kick plates, baseboards, and moldings. Pictures and frames. Panel boxes and fire extinguishers. All file and storeage areas)

19 Subtotal

D TOTAL - DUSTING (ITEMS 15-19)

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GLAZINGPolice


Clean entrance door glass and interior glass partitions.

20 SubtotalWash all doors and partitions (exterior and interior)Clean glass soorsSpot clean windows, walls, and doors to eliminate fingerprints and smudges.

21 Subtotal

Power wash sides of building and all exterior windows inside and outside

22 Subtotal

E TOTAL - GLAZING (ITEMS 20-22)

POLICE DEPARTMENT - JAIL PoliceJanitorial service shall be provided three (3) times per week (Monday, Wednesday & Friday) and a weekly jail cleaning check list is to be filled out, identifying all maintenance completed. (Check list to be provided by Jail).Maintenance specifications will be consistent with those provided for in other facilities including but not limited to the Main Control Room, Administrative Office, Break Room, Print Room, Hallways, Interview Room and Employee Rest Room.All jail cell floors will be swept and mopped with a disinfectant solution once a week, including North, South, West and Female Mains, Male and Female Sobering Cells, Searching Cell and Holding Cell.

All toilets, showers, and drinking fountains in the cells shall be cleaned and scrubbed with a germicide disinfectant solution once a week.

Mon

thly

The baseboard ledges of the cells shall be cleaned at the end of each month.

Bi-

annu

al

Vinyl and terrazzo floors shall be stripped and waxed the first week of March and September of each year.

Oth

er The cleaning crew must be flexible and able to work around the limitations presented by the 'Booking' and other functions of the Jail schedule.

F Total - JAIL

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BID TOTALS PAGE- JANITORIAL SERVICES

Police (Except Jail) Library City Hall Water Yard Monterey Yard Fleet

Council Cham. RTC

TOTAL - ITEM # A

TOTAL - ITEM # B

TOTAL - ITEM # C

TOTAL - ITEM # D

TOTAL - ITEM # E

TOTAL - ITEM # F

GRAND TOTAL - SERVICES (ITEMS A-F)


Description Unit of Measure

Estimated Annual

Quanitty

Product's Units/ Case Unit Price Extended Price

23 Kimberly Clark - Kimcare General #91220-20 (or equivalent) Pink Lotion Soap 12pk per case, 800ml = 9.6L cs 50

24 Bleach, 128oz./1gal. Active Ingredients: Sodium Hypochlorite 5.25%; Inert Ingredients 94.75%. 6 gal per case cs 100

25 Trash Can Liners, Low Density, Super Clear, 40 x 48, 40-45 gallon; Minimum of 1.15mil, 150 liners per case cs 500

26 Trash Can Liners, Low Density, Natural, 10 micron. 30 x 36, 20-30 gallon; 20 rolls per case, 25 liners per roll cs 80

27 Trash Can Liners, High Density, Natural, 6 micron. 24 x 24, 8-10 gallon; 20 rolls per case, 50 liners per roll cs 80

28 Multifold white towels, 1-Ply 9.0" x 9.5", Plain 250 sheets per pack, 16 packs per case cs 75

29 Brown, single fold towels, 100% recycled, #470A (or equivalent), 1-Ply, Natural, 9" x 10", 268 towels per pack, 15 packs per case. cs 450

30White High Capacity Roll Towels Cormatic, Georgia Pacific #2930P (or equivalent). 6 rolls per case, 900 sheets per roll, 8.25" x 9"

cs 50

31 Toilet Tissue, 2-Ply, 96 rolls per case, 500 sheets per roll, 4.5" roll width cs 360

32 Toilet Tissue, Jumbo, 2-Ply, 12 rolls per case, 3.5" x 1000 ft. cs 100

33 Toilet Seat Covers, Protecto (or equivalent), 20 packs per case, 250 sheets per pack. cs 70

The quantities stated in this section are the City’s reasonable estimate of annual janitorial supplies. This information is provided for information only, and is not a guaranteed quantity. Actual quantities may be higher or lower. A performance evaluation/demonstration may be required to assure that the materials offered are suitable for the City's purpose. The City reserves the sole right to determine whether a product designated as “equivalent” will meet the City’s needs.

Product offered

OPTIONAL - JANITORIAL SUPPLIES & MATERIAL BID PRICES


34 Liquid Glass & Surface Cleaner, alcohol based, high grade, Non-Butyl, 1 gallon container, 6 gallons per case gal 100

35 Hand soap, biodegradable, free rinsing hand soap, lemon scented, 1 gallon container, 4 gallons per case. gal 50

36 Versatile #180 by Champion Chemical Co. (or equivalent), 1 gallon container, 6 gallons per case. gal 200

Subtotal

Sales Tax

G GRAND TOTAL - SUPPLIES

Documents

PURCHASING SPECIFICATION - Pomona · Sampson 909-620-2398 Water Yard 148 N Huntington St Immediately following the Matt Sampson tour Damian Martinez Optional Police Department Job